Redlands City Council
May 2, 2023

CITY OF REDLANDS

CITY COUNCIL

SUCCESSOR AGENCY

A G E N D A S
MAY 2, 2023

EDDIE TEJEDA
Mayor
PAUL T. BARICH
Mayor Pro Tempore

DENISE DAVIS
Council Member
JENNA

GUZMAN-LOWERY
Council Member

MARIO SAUCEDO
Council Member
***

JEANNE DONALDSON
City Clerk

ROBERT DAWES
City Treasurer
CHARLES M. DUGGAN JR.

City Manager
YVETTE M. ABICH GARCIA
City Attorney
5:00 p.m. Open Public Meeting, Public Comment (Closed Session) 6:00 p.m. Open Session (Public Meeting)
* * *
City Council Chambers
Civic Center, 35 Cajon Street, Redlands, California
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A G E N D A
The following information comprises the agenda for the regular meetings of the City Council of the City of Redlands and the Board of Directors of the Successor Agency of the former Redevelopment Agency of the City of Redlands at the times noted below in the City Council Chambers, Civic Center, 35 Cajon Street, Redlands, California, on:

TUESDAY, MAY 2, 2023
To join via Zoom on a computer, laptop, or smart device Please visit www.zoom.us, click on Join a Meeting
Enter the Meeting ID 824 4618 0187, then run the Zoom launcher To join via Zoom with audio only (cell phone or landline):

Dial 1-877-853-5247
Enter the Meeting ID 824 4618 0187
Should the City lose connectivity on Zoom, we will halt the meeting until it can be restored. To check on the status of remote connectivity in the event of an outage, go to the City’s website at www.cityofredlands.org or to the City’s Facebook page at @CityofRedlands or the Instagram page at @CityofRedlands_CityHall.

In the event the City cannot reestablish Zoom connectivity in a reasonable amount of time, the mayor will adjourn the meeting to a future date.

PLEASE NOTE: Anyone desiring to speak on an agendized item at this meeting may do so during the consideration of that item. Due to time constraints and the number of persons who may wish to give oral testimony, public comments will be limited to three (3) minutes.

To provide comment while participating from Council Chambers:

Although it is not required, speakers are encouraged to submit a "Speaker Sign Up Sheet" before the meeting is convened. Forms are available in the Office of the City Clerk or in Council Chambers.

After the meeting has convened, you may place the speaker form in the basket at the table along the north wall of the Chambers. Please do not disturb the City Clerk while the meeting is in progress.

To provide comment through Zoom (on a computer, laptop, or smart device):

Click the "Raise Hand" button and the moderator will unmute you when it is your turn to speak To provide comment via audio only (cell phone or landline):

Dial *9 to "Raise Hand". The moderator will identify you by your area code and last 3 numbers of your telephone number when it is your turn to speak.

PLEASE SILENCE CELL PHONES, PAGERS AND OTHER ELECTRONIC

COMMUNICATION DEVICES UPON ENTERING THE CHAMBERS
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5:00 P.M.

A. Call City Council Meeting to Order.

1. Due to child care needs that preclude in-person attendance at the meeting, Council Member Denise Davis has chosen to attend tonight's City Council meeting via teleconference under AB2449 "Just Cause". This is the first of two allowable Just Cause exceptions under AB 2449.

B. Public Comment
(Any person wishing to provide public comment on a closed session matter may do so at this time.)
C. Recess City Council Meeting to a Closed Session

1. Conference with legal counsel: Existing Litigation - Government Code §54956.9(d)(1) (City Attorney Abich Garcia)
One Case:
a. Davis v. City of Redlands, et al., San Bernardino Superior Court, Case No. CIVSB2132368 Recycled Paper
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6:00 P.M.

D. Reconvene City Council Meeting
E. Invocation by Council Member Guzman-Lowery
Pledge of Allegiance by the Aztec Harmonies Honor Choir of Arroyo Verde Elementary School
(In keeping with long-standing traditions of legislative invocations, this City Council meeting may include a brief invocation. Such invocations are not intended to proselytize or advance any one, or to disparage any other, faith or belief. Neither the City nor the City Council endorses any particular religious belief or form of invocation.) F. Closed Session Report
(No reportable action taken in closed session unless otherwise announced by the City Attorney at this time.)
G. Presentations

1. Redlands Pet Adoption (Redlands Animal Services)

2. Proclamation recognizing the 125th Anniversary of the Library presented to Bill Hatfield

3. Proclamation recognizing May 15-21, 2023, as National Salvation Army Week in the City of Redlands presented to Majors Isaias and Adelma Braga.

H. Public Comment - City Council
(At this time, the City Council will provide an opportunity for the public to address them on any subject, within the jurisdiction of the City Council, which is not already scheduled on this agenda. However, any matter that requires action will be referred to staff for a report and possible action at a subsequent meeting. Comments will be limited to three {3} minutes.) I. Consent Calendar
(The following routine items have been recommended for approval and will be acted upon simultaneously unless separate discussion and/or action is requested by a Councilmember or a member of the audience.)

1. Approve the regular meeting minutes of April 18, 2023 (City Clerk Donaldson)

2. Authorize a proclamation recognizing May 15-21, 2023, as National Salvation Army Week (Mayor Tejeda)

3. Authorize issuance of a proclamation declaring May 2023, as Asian American Pacific Islander Heritage Month (Mayor Tejeda)

4. Authorize issuance of a proclamation recognizing the 125th Anniversary of the Gifting of A.K.

Smiley Public Library (Mayor Tejeda and Council Member Saucedo)

5. Adopt Resolution No. 8452 approving the destruction of certain public records in the City Manager's Office (Assistant City Manager McConnell)

6. Adopt Resolution No. 8441 approving the destruction of certain public records in the Human Resources/Risk Management Division (Assistant City Manager McConnell) Recycled Paper
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7. Adopt Resolution No. 8465 approving the destruction of certain public records (Management Services/Finance Director Garcia)

8. Approve the sole source purchase of an Apex Officer Pro Training Simulator and Apex Officer X2 Hardware Upgrade from Govred Technology, Inc. in the amount of $73,406.25 for officer de-escalation training (Interim Police Chief Tolber)

9. Adopt Resolution No. 8434 initiating proceedings to continue levying assessments, appointing an assessment engineer, and ordering the preparation of the Engineer's Reports for Street Lighting District No. 1 and Landscape Maintenance District No.1 (Assistant City Manager Boatman)

10. Authorize a purchase order with Watson Furniture Group for the Emergency Operations Center office reconfiguration in the amount of $115,623.87 through master cooperative agreement No. 00318  (Interim Police Chief Tolber)

11. Approve a Facility Use Agreement with Redlands Theatre Festival for use of the Sewall Theatre within Prospect Park and determine that approval of the Agreement with Redlands Theatre Festival is exempt from environmental review pursuant to Section 15061 (b)(3) of the State's guidelines implementing the California Environmental Quality Act (Assistant City Manager Boatman)

12. Approve an agreement with RouteSmart Technologies, Inc. for the Rerouting and Route Optimization of residential automated refuse, recycling, green waste, and organic waste curbside collection and commercial recycling routes for the amount of $97,380; and determination that the project is exempt from further environmental review pursuant to Section 15061(b)(3) of the State guideline implementing the California Environmental Quality Act (Assistant City Manager Boatman)

13. Approve a request by the Redlands Arts Festival, Inc. to hold the Redlands Festival of Arts event on May 27-28, 2023; authorize street closures related to the event; approve a request for in-kind support in the amount of $4,363; authorize the sale and consumption of alcoholic beverages at the event; and determine that the event is categorically exempt from environmental review pursuant to Section 15061(b)(3) of the state’s guidelines implementing the California Environmental Quality Act (Assistant City Manager Boatman)

14. Determine that the aging inventory of umbrellas within the Orange Street Alley Park is surplus property and approve the donation of surplus Orange Street alley umbrellas to the Redlands Visitor Center (Assistant City Manager Boatman)

15. Authorize the City Manager or his designee to negotiate sole source lease agreements with Toyota of Redlands for three vehicles at a cost not to exceed $85,000 and to execute the lease agreements together with any other associated documents with Toyota of Redlands (Assistant City Manager Boatman)
J. Communications

1. Recognition of City employees and facilities receiving 2023 California Water Environment Association Santa Ana River Basin awards (Municipal Utilities and Engineering Director Harris)

2. Discussion and possible action relating to the designation of Voting Delegate to represent the City at the 2023 Regional Conference of the Southern California Association of Governments (SCAG) and General Assembly (Mayor Tejeda)
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K. Public Hearings

1. Consideration of Resolution. No. 8464 - Street Vacation No. 189 (Mayor to declare meeting open as a public hearing)
Public Hearing to consider Resolution No. 8464 - A request to vacate a portion of excess street right-of-way (Street Vacation No. 189) that is 30 feet in width and approximately 927 feet in length, and totaling approximately 27,805 square feet in area, located on the north side of Edgemont Drive along the property frontages of 212 and 226 Edgemont Drive (APNs:
0294-141-33-0000 and 0294-141-12-0000) (Applicant: Aysar Helo). This proposal is exempt from environmental review pursuant to Section 15061(b)(3) of the California Environmental Quality Act Guidelines. (Development Services Director Desatnik) a.

2. Consideration of Resolution No. 8471 - Appeal of the Historic and Scenic Preservation Commission's decision to deny Demolition Permit No. 357 (Mayor to declare meeting open as a public hearing)
Consideration of a Notice of Exemption pursuant to Section 15301(l)(1) (Existing Facilities) of the California Environmental Quality Act Guidelines.
a.

Public Hearing to consider an Appeal of the Historic and Scenic Preservation Commission’s decision to deny Demolition Permit No. 357 – A request to demolish a 2,794 square foot single family dwelling over 50 years of age located at 130 Sierra Vista Drive (APN:
0176-173-09-0000)  by Bryan and Celina McKernan (Development Services Director Desatnik)
b.

L. New Business

1. Consideration of the Enterprise License Agreement with Esri for a period of 3 years at an amount not-to-exceed $273,409 for mapping software and services (Management Services/Finance Director Garcia)

2. Consideration and adoption of Resolution No. 8439 amending the Display Policy for the United States, State, Local and Other Flags to Authorize the Flying of the Rainbow Pride Flag at City Hall in the Month of June (City Attorney Abich Garcia)
M. Individual Council Member Announcements and/or Reports on Activities (No collective discussion or action.)
N. Adjournment
The next regular meeting of the City Council will be held on May 16, 2023 O. Successor Agency of the former Redevelopment Agency of the City of Redlands

1. Call regular meeting of the Successor Agency Board of Directors to order.

2. Approve the regular meeting minutes of April 4, 2023 (Secretary Donaldson)

3. Public Comment
(At this time, the Agency Board will provide an opportunity for the public to address them on any subject, within the jurisdiction of the Successor Agency of the former Redevelopment Agency of the City of Redlands, which is not already scheduled on this agenda. However, any matter that requires action will be referred to staff for a report and possible action at a subsequent meeting.

Comments will be limited to three {3} minutes.)
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4. Adjourn Successor Agency Board of Directors' meeting The next regular meeting of the Agency will be held on June 6, 2023 If you challenge any proposed development entitlement listed on this agenda in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City Council at or prior to this public hearing.

In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact Goutam Dobey, of the Municipal Utilities and Engineering Department at (909) 798-7584 ext 2. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
(28 CFR 35.102-35.104 ADA Title II)
Any writings or documents distributed to a majority of the City Council regarding an open session agenda item less than 72 hours before this meeting are available for public inspection at the City Clerk's Office or at the dais of the City Clerk once the open session begins.

Staff reports or other written documentation relating to items referred to on the agenda are available at the A. K. Smiley Public Library, 125 West Vine Street, Redlands, California, and on the City’s website referenced below.

Regular meetings are televised live on Redlands TV Channel 3 (Spectrum) and Channel 35 (Frontier) and re-broadcast at 7:00 P.M. the following Wednesday, Friday and Sunday; and at 9:00 A.M. Thursday, Saturday and Monday. Meetings are also streamed live and archived for later viewing on demand on the City’s website at www.cityofredlands.org. Agendas, staff reports and minutes of the City Council of the City of Redlands are available online at: www.cityofredlands.org.

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City Council/Successor Agency Meeting I. 1.

DATE: 05/02/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the regular meeting minutes of April 18, 2023 (City Clerk Donaldson)
MOTION:

I move to approve the regular meeting minutes of April 18, 2023 (City Clerk Donaldson)
Attachments
Regular meeting minutes of April 18, 2023
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MINUTES
Regular meeting of the City Council of the City of Redlands held in the Council Chambers, Civic Center, 35 Cajon Street, on April 18, 2023 at 5:00 P.M.

Present:  Eddie Tejeda, Mayor
Paul Barich, Mayor Pro Tempore
Jenna Guzman-Lowery, Council Member
Mario Saucedo, Council Member

Absent: Denise Davis, Council Member (Present during Closed Session only) Staff: Charles M. Duggan, Jr., City Manager; Yvette M. Abich Garcia, City Attorney; Jeanne Donaldson, City Clerk; Janice McConnell, Assistant City Manager; Chris Boatman, Assistant City Manager; Carl Baker, Public Information Officer; Danielle Garcia, Management Services/Finance Director; Brian Desatnik, Development Services Director; John Harris, Municipal Utilities and Engineering Director; Rich Sessler, Fire Chief; Rachel Tolber, Interim Police Chief

Mayor Tejeda called the meeting to order and explained that comments could be presented in-person, via Zoom, via cell phone or landline. He offered the public an opportunity to provide comment on any item on the agenda for the closed session.

PUBLIC COMMENT
None forthcoming
CLOSED SESSION
Conference with labor negotiator - Government Code §54957.6 (Assistant City Manager McConnell)
Agency Negotiator: Laura Kalty, Liebert Cassidy Whitmore; Janice McConnell; Tommi Ng, Danielle Garcia
Employee
Organizations:

Redlands Association of Department Directors
Redlands Association of Management Employees
Redlands Association of Mid-Management Employees
Redlands Association of Safety Management Employees
Redlands Association of Fire Management Employees
Redlands Police Officers Association
Redlands Professional Firefighters Association
Redlands Civilian Safety Employees
Teamsters Local 1932 Redlands Chapter
RECONVENE CITY COUNCIL MEETING
CC_April 18, 2023

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RECONVENE CITY COUNCIL MEETING
The meeting reconvened at 6:13 P.M. with an invocation by Mayor Tejeda. The pledge of allegiance to the American flag was conducted by the J&B Singers of Judson and Brown Elementary School.

CLOSED SESSION REPORT
City Attorney Garcia announced that no reportable action was taken during the closed session.

PRESENTATIONS
National Pet Adoption Day Proclamation
Mayor Pro Tem Barich and Council Member Guzman-Lowery presented a Proclamation to Redlands Animal Shelter Supervisor Jodi Kroeger and Animal Control Officer Wendy Gonzalez in celebration of National Pet Adoption Day.

Arbor Day Proclamation
Mayor Tejeda presented a Proclamation declaring April 28, 2023 as Arbor Day in the City of Redlands to Street Tree Committee Member Chris Sedmack.

PUBLIC COMMENT
Premium Pay - Julie Neitzel argued there are several former employees who provided essential services to keep the City functioning and operational during the pandemic. She stated each one of these workers was eligible for Premium Pay, awarded to the City through the American Rescue Plan Act SLFRF.

Teamsters Support - Rich Smith, representing the Teamsters Local 1932, reminded the Council of the importance of treating the Teamsters and all bargaining units with respect. He identified three key components of what respect means and added there were over 100 additional employees outside the Chambers showing their support of unions.

CONSENT CALENDAR
Minutes
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council approved, by roll call vote, the regular meeting minutes of April 4, 2023.

Vote: 4 - 0 Passed
CC_April 18, 2023

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Proclamation Child Abuse Prevention Month
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council approved, by roll call vote, the issuance of a proclamation declaring the month of April 2023 as Child Abuse Prevention Month.

Vote: 4 - 0 Passed
Proclamation May 4, 2023 National Day of Prayer
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council approved, by roll call vote, the issuance of a proclamation declaring May 4, 2023 as National Day of Prayer in the City of Redlands.

Vote: 4 - 0 Passed
Proclamation Arbor Day
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council approved, by roll call vote, the issuance of a proclamation declaring April 28, 2023 as Arbor Day in the City of Redlands.

Vote: 4 - 0 Passed
Proclamation National Adopt a Shelter Pet Day
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council approved, by roll call vote, the issuance of a proclamation declaring April 30, 2023, as National Adopt a Shelter Pet Day.

Vote: 4 - 0 Passed
Proclamation Welcome Home Vietnam Veterans Day
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council approved, by roll call vote, the issuance of a proclamation declaring March 30, 2023 as Welcome Home Vietnam Veterans Day.

Vote: 4 - 0 Passed
Disclosure of Settlement Agreement
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna CC_April 18, 2023

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On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council approved, by roll call vote, the public disclosure of details of an Agreement of Settlement and General Release between the City of Redlands and Sherry Allen. Under the terms of the agreement, the City agrees to pay Ms. Allen $160,000.00 to settle and dispose of disputes and controversies associated with a civil action pending in the San Bernardino Superior Court and entitled Sherry Allen v. City of Redlands, et al., Case No. CIVDS1908766.

Vote: 4 - 0 Passed
Ordinance No. 2955 Warehouse Development Standards
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council adopted, by roll call vote, Ordinance No. 2955 amending title 18 (zoning regulations) of the Redlands Municipal Code, Chapter 18.156, implementing new warehouse development standards, and amending other chapters of title 18 to require a conditional use permit for new warehouse development projects, as defined, in the Commercial Industrial (C-M), Light Industrial (M-1), General Industrial (M-2), and Industrial (I-P) zoning districts.

Vote: 4 - 0 Passed
Resolution No. 8461 ADA Grievance Procedures
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council determined, by roll call vote, that adoption of Resolution No. 8461 is exempt from environmental review in accordance with Section 15061(b)(3) of the State guidelines implementing the California Environmental Quality Act; and adopted Resolution No. 8461, assigning an Americans with Disabilities Act (ADA) Coordinator, updating ADA grievance procedure, rescinding Resolutions No. 6248 and 7171.

Vote: 4 - 0 Passed
Software Forensic Analysis Mobile Devices
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council approved, by roll call vote, a single-source purchase of the Cellebrite software and hardware to run the Cellebrite system, to perform forensic analysis of mobile devices, for the amount of $54,326.07.

Vote: 4 - 0 Passed
PO Modification Law Enforcement Equipment
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council approved, by roll call vote, a purchase order increase modification of $40,000, for a not to exceed total of $90,000, with Galls LLC for the purchase of body armor and other law enforcement equipment.

Vote: 4 - 0 Passed
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Emergency Operations Center Furniture
Staff requested this item be pulled from the agenda to be rescheduled for a future City Council meeting.

Redlands Firefighter's Car Show In-Kind Support
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council determined, by roll call vote, that the Redlands Firefighter's Car Show event to be held on May 28, 2023, at Ed Hales Park and along East State Street is categorically exempt from environmental review pursuant to Section 15301 of the State’s guidelines implementing the California Environmental Quality Act; authorized the temporary closure of East State Street from Orange Street to 9th and 5th, 6th, 7th, and 8th Street from Redlands Blvd to Citrus Street from 5:00 a.m. to 6:00 p.m.; approved the expenditure of City resources and a waiver of fees in the amount of $6,594.00; and authorized the sale and consumption of alcoholic beverages during the Redlands Firefighter's Car Show event.

Vote: 4 - 0 Passed
City Wide On-Call Plumbing and Repair Services
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council approved, by roll call vote, an agreement with Pro-Craft Construction, Inc. for city wide on-call plumbing and repair services for a one-year term and two (2) additional one-year terms for an amount not to exceed $150,000.

Vote: 4 - 0 Passed
License Agreement Hot Dog Cart
On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council determined, by roll call vote, that approval of the License Agreement with Randy Nordgren, business name "Dawg Social", is exempt from environmental review pursuant to Section 15301 of the California Environmental Quality Act Guidelines; and approved the License Agreement with Randy Nordgren, business name "Dawg Social",  for a hot dog cart at City Hall, 35 Cajon Street.

Vote: 4 - 0 Passed
Redlands Bowl Electrical & Theatrical Lighting Upgrade 2nd Amendment On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council approved, by roll call vote, the Second Amendment to the Public Works Contract with My Electrician Inc. for the Redlands Bowl Electrical and Theatrical Lighting Upgrade, to extend time for completion by two hundred ten (210) calendar days.

Vote: 4 - 0 Passed
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Vote: 4 - 0 Passed
Farm to Fork Dinner Fundraiser Event Request to Serve Alcohol On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Jenna Guzman-Lowery, the City Council determined, by roll call vote, that approval of the request for the serving and consumption of alcoholic beverages at Heritage Park and the Grove School property is exempt from environmental review pursuant to Section 15061(b)(3) of the state’s guidelines implementing the California Environmental Quality Act; and approved the request for the serving and consumption of alcoholic beverages at Heritage Park and the Grove School property for the Farm to Fork Dinner Fundraiser supporting the Armantrout Education Foundation to be held on April 22, 2023.

Vote: 4 - 0 Passed

COMMUNICATIONS
Video Series: Working for You
Public Information Officer Baker presented a new video from the video series “Working for You". This month's video highlighted Lab Technician Karla Siordia. Filming and production work was performed by Cheryl Williams, Multimedia Production Coordinator.

PUBLIC HEARINGS
Resolution No. 8462 Street Vacation No. 191
Mayor Tejeda opened the public hearing and called on Brian Foote of Development Services for a summary of the request for approval of Street Vacation No. 191 to vacate approximately 1,317 linear feet of public right-of-way adjacent to the frontage of the parcel located at the northwest corner of Wabash Avenue and Reservoir Road as submitted by the Applicant: Terracina Recovery, LLC. The Planning Commission approved a residential subdivision project to subdivide 64.56 acres into 67 single-family residential lots plus ten lettered lots for open space and recreation purposes in a Planned Residential Development and determined the proposed street vacation would be consistent with the General Plan. On March 21, 2023, the City Council adopted Resolution No. 8462 declaring its intent to vacate the 1,317.5 feet of public right-of-way, which initiated all noticing requirements for the requested street vacation.

Two written comments were received expressing concern that the City was giving away public property rather than making the developer pay fair market value to compensate and recover the value of the real property. Council Member Saucedo suggested staff approach the County to consider establishing a cooperative agreement to share the costs to improve nearby Panorama Drive. The developer announced Panorama Drive was outside the development's boundaries, but the project was required to make the necessary improvements to extend Wabash Avenue into the City. With no further comments, Mayor Tejeda closed the public hearing.

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On motion of Council Member Mario Saucedo, seconded by Council Member Jenna Guzman-Lowery, the City Council adopted, by roll call vote, Resolution No. 8462 to vacate approximately 1,317 linear feet of public right-of-way adjacent to the frontage of the parcel located at the northwest corner of Wabash Avenue and Reservoir Road (identified as Assessor's Parcel Number 0174-281-13-0000) (Applicant: Terracina Recovery, LLC).

Vote: 4 - 0 Passed
NEW BUSINESS
General Plan & Housing Element Progress Reports
Development Services Director Desatnik presented the 2022 Annual Progress Reports for the General Plan and the 2021-2029 Housing Element, highlighting a few specific housing projects of note. Pursuant to California Government Code Section 65400, local jurisdictions are required to provide an Annual Progress Report to the California Department of Housing and Community Development (HCD) and to the Governor's Office of Planning and Research (OPR) by April 1st of each year. The reporting period covers the implementation status of the city's 2035 General Plan programs as well as the 2021-2029 Housing Element programs for the prior calendar year (2022). Staff completed the 2022 Annual Progress Reports and submitted them to HCD and OPR as required by law.

On motion of Council Member Mario Saucedo, seconded by Council Member Jenna Guzman-Lowery, the City Council approved, by roll call vote, to receive and file the 2022 Annual Progress Reports for the General Plan and the 2021-2029 Housing Element.

Vote: 4 - 0 Passed
Emergency Operations Center Grant Acceptance
Fire Chief Sessler reviewed the FY22 Emergency Operations Center (EOC) Grant Program subrecipient award in the amount of $712,500, for the City of Redlands Emergency Operations Center improvement project. The EOC Grant Program is intended to improve emergency management and preparedness capabilities by supporting flexible, sustainable, secure, strategically located, and fully interoperable EOCs with a focus on addressing identified deficiencies and needs.

On motion of Council Member Jenna Guzman-Lowery, seconded by Mayor Pro Tempore Paul Barich, the City Council approved, by roll call vote, the subrecipient award in the amount of $712,500 from the FY22 Emergency Operations Center Grant Program for the City of Redlands Emergency Operations Center Improvement Project; and approved an additional appropriation for the same.

Vote: 4 - 0 Passed
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Contract Award PMP 2022 Street Resurfacing
Municipal Utilities and Engineering Director Harris summarized the Public Works Contract with Matich Corporation for the Pavement Management Program (PMP) 2022 Street Resurfacing Project for an amount not-to-exceed $4,970,068. Upon completion of the Pavement Accelerated Repair Implementation Strategy (PARIS) program in December 2020, staff developed a strategy to pave the remaining 1/3 of City streets, while performing the necessary preventative maintenance on the 2/3 of City streets that were previously rehabilitated. Three bids were received and reviewed and Matich Corporation was determined to be the lowest responsive bidder. The Project will be completed within one hundred fifty calendar days after the date of issuance of a Notice to Proceed to the Contractor.

On motion of Council Member Jenna Guzman-Lowery, seconded by Council Member Mario Saucedo, the City Council determined, by roll call vote, that approval of the contract and construction of the PMP 2022 Street Resurfacing Project is categorically exempt from environmental review in accordance with Section 15301 of the State’s guidelines implementing the California Environmental Quality Act; approved the PMP 2022 Street Resurfacing Project Plans and Specifications; awarded a construction contract to Matich Corporation for an amount not-to-exceed $4,970,068; and approved an additional appropriation in the amount of $970,068 from the PARIS Fund.

Vote: 4 - 0 Passed
PO Modification
Municipal Utilities and Engineering Director Harris explained the need for a purchase order modification in the amount of $70,000 with Olin Corporation for supply and delivery of sodium hypochlorite bringing the total purchase order amount to $365,000 for the remainder of Fiscal Year 22/23. Sodium Hypochlorite is used by the water and wastewater treatment plants to disinfect and sanitize water. The addition of this chemical ensures that all pathogens are eliminated before water is distributed for public use in accordance with regulatory requirements.

On motion of Council Member Jenna Guzman-Lowery, seconded by Mayor Pro Tempore Paul Barich, the City Council approved, by roll call vote, the purchase order modification in the amount of $70,000.00 with Olin Corporation for supply and delivery of sodium hypochlorite bringing the total purchase order amount to $365,000 for the remainder of Fiscal Year 22/23.

Vote: 4 - 0 Passed
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Janitorial Services Agreement
Assistant City Manager Boatman introduced an agreement with Quinmar Janitorial, Inc. for city-wide janitorial services for a three-year term, not to exceed $1,495,309.92. The Facilities and Community Services Department is responsible for maintenance and janitorial services for the City's facilities. The City operates out of 16 facilities that require varying degrees of janitorial maintenance and sanitation.

On motion of Council Member Jenna Guzman-Lowery, seconded by Mayor Pro Tempore Paul Barich, the City Council approved, by roll call vote, an agreement with Quinmar Janitorial, Inc. for city-wide janitorial services for a three-year term, not to exceed $1,495,309.92; and approved additional appropriations in the amount of $81,578.71 for Fiscal Year 2022-23 and $139,731.84 for Fiscal Year 2023-24.

Vote: 4 - 0 Passed
Southern California Fleet Services Amendment & Resolution No. 8463 Assistant City Manager Boatman reported on a First Amendment to the Agreement with Southern California Fleet Services to increase the total compensation and he reviewed Resolution No. 8463 for a PO Modification with Ray Gaskin Services, Inc. not-to-exceed $300,000 to obtain equipment-specific parts. The City of Redlands Facilities and Community Services Department's Equipment Maintenance Division oversees the maintenance of approximately 470 vehicles and the City’s fuel station.

On motion of Council Member Jenna Guzman-Lowery, seconded by Council Member Mario Saucedo, the City Council approved, by roll call vote, an amendment to an agreement with Southern California Fleet Services to increase the total compensation to an amount not to exceed $2,230,000; and adopted Resolution No. 8463 amending Resolution No. 8331 to approve a purchase order modification with Ray Gaskin Service, Inc.

Vote: 4 - 0 Passed
MOU Land Use Entitlement Processing
Assistant City Manager Boatman provided background on a Memorandum of Understanding for Land Use Entitlement Processing with the County of San Bernardino and PR III/MP Redlands Industrial, LLC. In July 2021, the City entered into a Purchase and Sale Agreement for Assessor's Parcel Nos. (APN) 0292-041-08; -38; and -44-0000 with LDC Industrial Realty, LLC (now PR III/MP Redlands Industrial, LLC). APNs 0292-041-08 and -44 are fully within the County of San Bernardino, while 0272-041-38 is within the City of Redlands boundary. As APN 0292-041-38 is only .89 acres and any development of the remaining two parcels will be processed through the County of San Bernardino Land Use Services office, the City and County agreed that the County will be the sole permitting authority for all discretionary land use approvals associated with any development project for all three parcels, including, but not limited to, zoning approvals, variances, and issuance of conditional use permits or the like, to the extent any such approvals may be necessary for the entire property. The City agreed to delegate its CC_April 18, 2023

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approvals may be necessary for the entire property. The City agreed to delegate its authority as the lead agency under CEQA to the County and to approve any improvements on the property as ministerial actions.

On motion of Council Member Jenna Guzman-Lowery, seconded by Mayor Pro Tempore Paul Barich, the City Council approved, by roll call vote, a Memorandum of Understanding for Land Use Entitlement Processing with the County of San Bernardino and PR III/MP Redlands Industrial, LLC.

Vote: 4 - 0 Passed
COUNCIL MEMBER ANNOUNCEMENTS AND ACTIVITIES
Bicycle Classic Event - Council Members thanked the Bicycle Classic Event organizers and the City Manager and staff for their hard work towards making this year's Classic a spectacular success.

Step Up in Redlands - Council Member Guzman-Lowery participated in an informative resource fair, hosted by the Redlands Youth Council and Step Up in Redlands.

ADJOURNMENT

There being no further action required the meeting adjourned at 7:20 P.M. The next regular meeting of the City of Redlands City Council will be held on May 2, 2023.

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City Council/Successor Agency Meeting I. 2.

DATE: 05/02/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize a proclamation recognizing May 15-21, 2023, as National Salvation Army Week (Mayor Tejeda)
MOTION:

I move to authorize the issuance of a proclamation recognizing May 15-21, 2023, as National Salvation Army Week in the City of Redlands.

Attachments
Proclamation - Salvation Army Week 2023
Redlands Regular Meeting of 05/02/2023 Page 19 of 546

PROCLAMATION
National Salvation Army Week
WHEREAS, The Salvation Army has been physically, emotionally, and spiritually serving the people of Redlands for more than 13 7 years; and
WHEREAS, The Salvation Army is present wherever the need is greatest, especially during times of crisis when vulnerable citizens are more at risk of becoming homeless, hungry, addicted, or spiritually tired; and
WHEREAS, The Salvation Army invites the people of Redlands to "Love Beyond" and help the organization continue to provide life-changing aid by serving those who need it most; and WHEREAS, it is fitting and proper on Salvation Army Week to recognize the tremendous impact of philanthropy, volunteerism, and community service in the city of Redlands; and WHEREAS, National Salvation Army Week is an opportunity to encourage citizens to serve others with their resources and time during the difficult period many of us are experiencing; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Redlands does hereby recognize May 15-21, 2023, as National Salvation Army Week in the City of Redlands and encourage all citizens to join together to give back to the community in any way that is personally meaningful.

IN WITNESS WHEREOF, we hereunto affix our signatures and Official Seal of the City of Redlands on this 2
nd day of May 2023.

Eddie Tejeda, Mayor
Attest:

Jeanne Donaldson, City Clerk
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City Council/Successor Agency Meeting I. 3.

DATE: 05/02/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize issuance of a proclamation declaring May 2023, as Asian American Pacific Islander Heritage Month (Mayor Tejeda) MOTION:

I move to authorize the issuance of a proclamation declaring May 2023, as Asian American Pacific Islander Heritage Month.

Attachments
Asian American Pacific Islander Heritage Month 2023
Redlands Regular Meeting of 05/02/2023 Page 21 of 546
Redlands Regular Meeting of 05/02/2023 Page 22 of 546
City Council/Successor Agency Meeting I. 4.

DATE: 05/02/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize issuance of a proclamation recognizing the 125th Anniversary of the Gifting of A.K. Smiley Public Library (Mayor Tejeda and Council Member Saucedo)
MOTION:

I move to authorize issuance of a proclamation recognizing the 125th Anniversary of the Gifting of A.K. Smiley Public Library.

Attachments
Proclamation -125th Anniversary of Library Gift
Redlands Regular Meeting of 05/02/2023 Page 23 of 546
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City Council/Successor Agency Meeting I. 5.

DATE: 05/02/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8452 approving the destruction of certain public records in the City Manager's Office (Assistant City Manager McConnell)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

I move to adopt Resolution No 8452.

RECOMMENDATION:

Staff recommends that Council adopt Resolution No. 8452, approving the destruction of certain public records.

DISCUSSION:

Resolution No. 6576, a resolution of the City Council of the City of Redlands Adopting Regulations Governing the Retention and Disposition of Records, was adopted by the City Council on February 20, 2007. The resolution establishes a records retention and destruction policy to meet the City’s requirements under the law and to provide staff with a thorough and useful tool to manage, retain and dispose of public records. In accordance with Resolution No. 6576, Exhibit A Section 6.02 approval by City Council and City Attorney is required when public records are destroyed without making a duplicate record, an application by the Finance/ Revenue department requesting the destruction of public records was submitted to the City Attorney for review and has been approved by her for presentation to the City Council. A description of the records is included as Exhibit “A” to Resolution No. 8452.

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ALTERNATIVES:

Do not approve destruction of certain public records.

STRATEGIC PLAN:

Not Applicable.

SUBMITTED BY:

Janice McConnel, Assistant City Manager
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
PREPARED BY:

Jennifer Macias, Management Analyst
Fiscal Impact
Fiscal Year: FY 2022-23
Discussion:

This action does not have a fiscal impact.

Attachments
Reso. No. 6576
Resolution No. 8452
Redlands Regular Meeting of 05/02/2023 Page 26 of 546
RESOLUTION NO. 6576

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

ADOPTING REGULATIONS GOVERNING THE RETENTION AND

DISPOSITION OF RECORDS
WHEREAS, the City of Redlands (the "City") is required by law to maintain public records, as defmed by law, for certain periods of time; and
WHEREAS, the City may dispose of certain public records after the records have been maintained for the required period of time; and
WHEREAS, the City desires to update its records retention policy to ensure that the City satisfies its requirements under law and provides staff with a thorough and useful tool to manage, retain and dispose of public records;

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDLANDS AS FOLLOWS:

SECTION 1. That the Regulations Governing the Retention and Disposition of Records, and the associated Retention Schedule, as attached in Exhibit "A,"are hereby adopted.

ADOPTED, SIGNED AND APPROVED this 20th day of February, 2007.

AfÉyor of the ity oÊRedlands
ATTEST:

City lerk, City lands
I, Lorrie Poyzer, City Clerk ofthe City ofRedlands, hereby certify that the foregoing Resolution was duly adopted by the City Council at a regular meeting thereof, held on the 20th day ofFebruary 2007, by the following vote:

AYES: Councilmembers Gilbreath, Gil, Gallagher, Aguilar; Mayor Harrison NOES: None
ABSTAIN: None
ABSENT: None
Cit{Clerk
I:\cclerk\Resolutions\6576.wpd
Redlands Regular Meeting of 05/02/2023 Page 27 of 546

EXHIBIT A

REGULATIONS GOVERNING THE RETENTION AND DISPOSITION OF

RECORDS FOR THE CITY OF REDLANDS
The following shall constitute the Regulations Governing the retention and disposition of records for City of Redlands (the "City").

Section 1. Purpose of Rules and Regulations.

1.01. Guidelines. Public records, and other records governed by these regulations, shall be retained for a specified period oftime as required by law. These regulations set forth the period oftime during which a public record shall be retained by the City. The City may retain such records indefinitely or the City may, after the expiration of such mandatory retention periods, destroy or otherwise dispose of the records in accordance with these regulations and applicable law. These regulations provide guidelines that should be followed ifthe City elects to destroy a public record after the record has been retained for the period oftime mandated by law. Questions regarding the application ofthese regulations should be directed to the City Attorney.

1.02 Retention of Documents for Longer Periods ofTime. A City department head may elect to maintain certain records for a period of time that is longer than that called for in the Retention Schedule (attached hereto) if the record is of value for historical, reference, legal, or administrative reasons.

Section 2. Governing Law.

2.01 Rules. The retention and disposition of public records of the City shall be made pursuant to these regulations ("Regulations") and applicable law.

Section 3. Definitions.

3.01 Department. A department of the City of Redlands.

3.02 Duplicate Record. The original record, paper, or document as photographed, micro-photographed, reproduced by electronically recorded video images recorded in an electronic data-processing system, recorded on optical disk, reproduced on film or any other medium that does not permit additions, deletions or changes to the original document, or reproduced on film or optical disk.

3.03 Public Records. Any writing containing information relating to the conduct of the public's business prepared, owned, used, or retained by any Department of the City regardless of physical form or characteristics, as defined by the Public Records Act, and any amendments to that Act. A writing means any handwriting, typewriting, printing, photostating, photographing, I:\cclerk\Resolutions\6576.wpd 2
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photocopying, transmitting by electronic mail or facsimile, and every other means ofrecording upon any tangible thing, any form ofcommunication orrepresentation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored. Computer software developed by the City is not itself a public record. Computer software includes computer mapping systems, computer programs, and computer graphics systems. "Public records" do not include materials not kept in the ordinary course of business, such as transitory documents, voicemail, e-mail, unofficial copies of documents kept only for convenience or reference, working papers, stocks of publications and blank forms, and library or museum material intended solely for reference or exhibition. Also, documents such as rough notes, calculations or drafts assembled or created and used in the preparation or analysis of other documents. NOTE: A draft that contains substantive comments from a project applicant, an applicant's attorney, consultant or agent, should be treated as a record of comments received from that source, and the draft or portions showing the substantive comments should ordinarilybe retained accordingly.

3.04 Record Appraisal. The act ofdetermining the relative activity in the use ofrecords, value of records with regard to administrative, legal, fiscal, or historical interest, adequate, and essential periods ofretention, and whether destruction ofthe record is appropriate.

3.05 Record Retention Schedule. A timetable or roster of records by classification category that lists the minimum periods of time that must elapse, as required by these Regulations and state law, before records may be destroyed. The Records Retention Schedule shall be considered a part ofthese Regulations and is incorporated herein.

Section 4. Responsibility for Retention and Disposition.

4.01 Heads ofCity Departments. The head of each City Department shall be responsible for the identification, classification, record appraisal, maintenance, protection, preservation, retention, and disposition ofpublic records and other records in accordance with these Regulations and applicable law. The head of each City Department shall:

A. Categorize the Department's records using the attached Records Retention Schedule.

B. Maintain the Department's records in accordance with the Records Retention Schedule, these Regulations, and applicable law.

C. Preserve and protect records and information collected and retained in the regular course ofthe City's business.

D. Prepare and submit the appropriate forms for the destruction ofrecords to the City Council and City Attorney, as required by these Regulations prior to the destruction ofthe record.

E. Conform to and implement the duplicate record requirements, standards, procedures, and limitations as set forth in these Regulations.

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Section 5. Classification of Records.

5.01 Categorization ofRecords. The head ofeach Department, or an authorized designee, shall identify and designate records maintained by his or her department according to one or more ofthe classifications identified in the Records Retention Schedule. Once so classified, each record shall be retained for the retention time period specified in the Records Retention Schedule. If a record does not fit clearly into a specific category, the head of the Department shall request the advice of the City Attorney.

Section 6. General Approval Procedure for the Destruction of Public Records and Other Records Governed by These Regulations.

6.01 General Rule Prohibiting Destruction of Records. Except as otherwise provided in these Rules or state law, no officer or employee ofthe City shall destroy, cause to be destroyed, or permit to be destroyed, any public record as that term is defmed in these Rules and the California Public Records Act, except in accordance with these Regulations, the Records Retention Schedule, and state law.

6.02 Approval by City Council and City Attorney is Required When Public Records Are Destroyed Without Making a Duplicate Record.

A. Standard. In accordance with Government Code section 34090, unless otherwise provided by law, with the approval ofthe City Council by resolution and the written consent ofthe City Attorney, the head of a City Department may destroy any City record, document, instrument, book, orpaper without making a copy thereof, after the same is no longer required. This section does not authorize the destruction of:
(1) Records affecting the title to real property or liens thereon; (2) Court records;
(3) Records required to be kept by statute;
(4) Records less than two (2) years old; or
(5) The minutes, ordinances, or resolutions ofthe City Council or ofa City board or commission.

B. Procedure.
(1) Request for Document Destruction. In the event a City Department head, or an authorized designee, determines a public record has been retained for the requisite time period pursuant to the Records Retention Schedule and is no longer required, the head of the City Department, or authorized designee, shall prepare a request form as provided in subsection "C" below, to obtain approval for destruction.
(2) Submission to City Attorney. The request form and certification constitute the application for destruction ofpublic records and shall be submitted to the I:\cclerk\Resolutions\6576.wpd 4
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City Attorney for approval, conditional approval, or denial. Written approval ofthe City Attorney is a mandatory condition precedent to the destruction of public records.
(3) Submission to City Council. The City Attorney shall forward his or her decision to the head ofthe Department that submitted the application. Ifthe City Attorney approves or conditionally approves destruction, the head ofthe City Department shall submit the application to the City Council. The City Council may approve, conditionally approve, or disapprove, either in whole or in part, the destruction of those records for which the City Attorney has provided his or her written consent. The City Council shall approve or conditionally approve the destruction of public records by adopting a resolution that so states. The resolution of the City Council is a mandatory condition precedent to the destruction of public records. (4) Destruction ofDocuments. Upon receipt ofthe written approval ofthe City Attorney and resolution of the City Council approving or conditionally approving the destruction ofpublic records, the head ofthe Department may arrange for such destruction in accordance with the standards set forth in these Regulations. Ifany conditions are attached to the approval by the City Attorney or the resolution ofthe City Council, those conditions must be fully satisfied prior to the destruction of any public record.

C. Request Forms. Requests for the authority to destroy public records shall be submitted on forms supplied by the City Clerk, which shall require the following information:
(1) The title or description ofthe Department requesting record destruction. (2) The title or subject matter description ofthe records. (3) The location of such records.
(4) The number or quantity of such records.
(5) Whether the records are originals or duplicates.
(6) Dates of each record or inclusive dates of each record series listed for destruction.
(7) Date, job title, and signature ofthe Department head, or authorized designee, requesting the destruction ofrecords.

D. Certification. The head ofthe City Department, or authorized designee, shall make the following certifications and attach the certification to the request form for the destruction ofthe records:
(1) The record is under the management or control ofthe Department head; (2) To the best of his or her knowledge, the descriptive titles, information, and classifications contained in the request form are true and accurate; (3) The minimum retention time periods required bythese Regulations have been satisfied for all records included in the request form; (4) Retention ofthe record is no longer required for operation ofthe Department, I:\cclerk\Resolutions\6576.wpd 5
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or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the City for administrative, historical, research, fiscal, legal, or cultural purposes;
(5) The destruction or other disposition of the record will not violate state law, these Regulations, or other applicable law; and
(6) A recommendation by the head of the applicable City Department that the record(s) be destroyed.

E. Destruction of Records After Reproduction. In accordance with Government Code section 34090.5, the City Department head having custody of any public records may, without the approval of the City Council or the approval of the City Attorney, cause the public record to be destroyed, if all ofthe following conditions are met:
(1) The public record is photographed, micro-photographed, reproduced by electronically-recorded video images, recorded in the electronic data processing system, recorded on optical disk, reproduced on film or any other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document, or reproduced on film, optical disk, or any other medium in compliance with Government Code section 12168.7 for recording of permanent or nonpermanent records;
(2) The device used to reproduce the public record is one that accurately and legibly reproduces the original in all details and does not permit additions, deletions, or changes to the original document image;
(3) The reproductions are made as accessible to the public as were the original records; and
(4) A true copy of archival quality ofthe reproduction shall be kept in the same manner as the original public record.

No page of a public record, or any part thereof, shall be destroyed under this section if any page cannot be reproduced with full legibility. Every page that cannot be satisfactorily reproduced shall be permanently preserved in the same manner as a similar public record.

7.03 Declaration of Duplication.

A. The head of each Department shall cause a declaration to be prepared for the duplication of an original public record contemplated to be destroyed that states with respect to the duplicated record that:
(1) The original public record has been duplicated prior to destruction; (2) The reproduction is a true and correct copy of the original document; and (3) The reproduction was made under the direction or control ofa City employee.

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B. The declaration shall be contained within the image or array of images of the reproduction and shall be signed by the City employee responsible for supervision ofthe duplication or by the corporate officer or manager of an entity performing the reproduction service.

7.04 Term of Maintenance of Original Records. If a reproduction of the original public record is made and preserved, and ifthe necessary declaration is completed as set forth above, the original public record may be destroyed without reference to the retention periods set forth in these Regulations and the Records Retention Schedule.

7.05 Duplicate Record Deemed an Original. Compliance with these duplication procedures ensures that every reproduction is deemed an original record and a transcript, exemplification, or certified copy of any reproduction shall be deemed to be a transcript, exemplification, or certified copy, as the case may be, ofthe original.

Section 8. Retention of Email.

8.01 Generally. Email is temporary in nature and is not a permanent repository for City documents. The City's limited computer storage capacity prohibits the extended storage of email.

All emails that need to be preserved shall be done so pursuant to the City's Policy for Use of Electronic Communications. To preserve documents for pending litigation, the City Attorney may order that email or other electronic records be retained for a longer period then provided by this section or the City's Policy for Use of Electronic Communications.

8.02 Deletion of Email. Except as stated in section 8.02, email shall be deleted pursuant to the City's Policy for Use of Electronic Communications.

8.03 Email Messages to be Retained. Email messages shall be retained pursuant to the City's Policy for Use ofElectronic Communications.

Section 9. Force and Effect.

9.01 If any provision of these Regulations is held to be invalid by a court of competent jurisdiction, that provision shall be deemed stricken from these regulations and all other provisions shall remain in full force and effect.

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City of Redlands' Records Retention Schedule
The Records Retention Schedule specifies the retention period for City ofRedlands records to ensure that legal, regulatory, fiscal, historical, and administrative record retention requirements are met, that records that are essential to the City are protected, and that proper procedures are followed in the retention and/or destruction ofCity records.

The attached schedule lists the type of record and includes the legally required retention period, a staffrecommended retention period, and the appropriate legal citation, if applicable. The records listed in this Schedule have a legal, fiscal, administrative or historical value to the City. In most cases, public records not addressed in the attached schedule should be considered routine in nature and retained for two (2) years unless specific laws, decisions, or opinions would apply to the record. If a particular record is not addressed in the attached schedule and the department believes other legal requirements apply or it is an essential record for legal, historical, fiscal or administrative value, then that record can be added to the retention schedule with the assistance of the City Attorney's Office.

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LEGEND
Records Retention:

A = Active
Ad =
Adoption
AU = Audit
C = Current
CL = Closed
Co = Completion
E = Election
L = Life (ofthe equipment, structure, or item)
O = Obsolete
P = Permanent
S =
Supersede
T = Termination

CITATIONS
B&P = California Business & Professions Code
CCP = Code of Civil Procedure
CCR = California Code of Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EV = Evidence Code
GC = Government Code
H&S = Health & Safety Code
HUD = Housing & Urban Development
Local Government Guidelines = California Secretary of State's February 2006 Local Government Records Management Guidelines
LC = Labor Code
OMB = Federal Office of Management and Budget
OSHA = Occupational Safety & Health Agency
PC = Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
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RECORDS RETENTION SCHEDULE

CITY OF REDLANDS
City Department/ Legal Staff Authority Description
Record Series Title Retention Recommended
In Years Retention In
Years
ADMINISTRATIVE SERVICES DIcPARTMENT
Building Maintenance
Bids: Are public records under GC § 4004.

Successful: 2 2 GC § 34090 Includes repairs and maintenance of Unsuccessful: 2 2 GC § 34090 City facilities
Capital improvements, L P GC § 34090, Contains records re: planning, construction H&S § 19850 design, construction, conversion or modification of local governmentowned facilities, structures and systems. These are public records
under GC § 4004, 4005.

Facility rentals/use 2 5 GC § 34090 Permits, contracts, diagrams, insurance binders
Maintenance & 2 3 GC § 34090, Service requests, invoices, Operations CCP § 338 supporting documentation; buildings, equipment, field engineering, public
facilities work orders
Schedules, class and 2 C+5 GC § 34090 Enrollment, liability releases, event evaluations, attendance, fliers in
personnel files
Equipment
Maintenance
Accident reports 2 3 GC § 34090, Memos and working documents.

CCP § 338
Fueling 4 4 GC § 34090, Fuel consumption reports, invoices, CCP § 337 receipts and records pertaining to
refueling operations.

Hazardous waste C+10 C+10 Local Government Documentation re the handling and disposal Guidelines; 40 CFR disposal of hazardous waste. § 122.21
Inventory, equipment, 2 L+2 GC § 34090 Includes vehicles and related parts and supplies documents re repairs.

Inventory, vehicle L L+2 GC § 34090, Owner's manual, warranty ownership and title VC § 9900 et seg. documents, DMV title and registration and related documents.

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Licenses, permits 2 2 GC § 34090 Forms, related documentation re licenses and permits required by
federal and state agencies.

Maintenance/ 2 L+2 GC § 34090 Related to requests for service and operations work orders for fuel, vehicle and
equipment maintenance and repairs.

Vehicle assignment 2 2 GC § 34090 Log books, request forms, lists.

Personnel
Action Line Reports Later of 2 7 years after GC § 12946; 29 May include complaints, grievances, years or 2 personnel CFR § 1602.14; 29 sexual harassment and civil rights years after action CFR § 1627.3(b)(3) violations. *Final disposition is date personnel of expiration of statutory period
action within which action may be brought
or the date on which litigation is
terminated
Action Line Reports Later of 2 10 years after GC § 34090 log years or 2 personnel
years after action
personnel
action
Administrative Later of 2 After greater of GC § 12956; 29 Miscellaneous misconduct; often line investigation records years or 2 7 years after CFR § 1602.14; 29 department or City Manager will years after case closure or CFR § 1627.3(b)(3) forward these records to HR for personnel 3 years after storage
action subject
separates from
City
employment
Discrimination/ Later of 2 After greater of 29 CFR § 1602.14; Harassment years or 2 7 years after 29 CFR § 1602.31;
complaints and years after case closure or 29 CFR §1627.3 investigative reports personnel 3 years after (b)(3); GC § 12946 action subject
separates from
City
employment
Discrimination/ Later of 2 10 years after GC §§ 34090,
Harassment years or 2 complaint date 12946
complaints log years after
personnel
action
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EEOC/DFEH 3 After greater of 29 CFR § 1602.14;
complaints and City 7 years after 29 CFR § 1602.32
responses case closure or
3 years after
subject
separates from
City
employment
EEOC/DFEH 3 10 years after 29 CFR § 1602.14;
complaint log complaint date 29 CFR § 1602.32
Eligibility lists Later of 2 7 years from GC § 34090
years or 2 certification
years after date
personnel
action
Employee benefits 1 year after T+5 29 CFR Destroy 5 years after expiration of contracts for services termination §1627.3(b)(2) contract. for current and former of plan
vendors (medical
plans, etc.)
Hearing transcripts 2 years or 5 years after 29 CFR § 1602.14; and related records re until final final disposition 29 CFR § 1627.3 PERS appeal disposition (b)(2)
Informal complaints Later of 2 7 years after GC § 12946 (per Personnel Rules) years or 2 date of
years after complaint
personnel
action
Informal complaint Later of 2 10 GC § 12946; 29 "Grievance log" log years or 2 CFR § 1602.14; 29
years after CFR § 1627.3(b)(3)
personnel
action
Meet and confer 3 20 29 USC §§ 211(c), Notes, correspondence, contracts, agreements, notes and 203(m), 2009(g) MOAs.
minutes
Personnel files for 2 years 10 years after 29 CFR § 1627 separated regular full after date date of 3(a); GC § 12946; time and part time of separation 29 CFR § 1602.31
employees separation
Personnel files for 2 years 2 years after
separated temporary after date date of
employees of separation
separation
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Recruitment records Later of 2 5 years after GC § 12946; 29 Employment applications, resumes, years or 2 exam final CFR § 1602 et seq.; examination materials and test years after filing date 29 CFR § 1607; 29 answer sheets, correspondence, personnel CFR § 1627.3; 40 eligibility lists, ethnicity disclosures, action job bulletins, electronic database

CITY ATTORNEY
Chronological files 2 2 GC § 34090
Claims 2 CL+2 GC § 34090
Contract 4 4 GC § 34090
Damage reports 2 CL+2 GC § 34090
Department budget 2 2 GC § 34090
Department personnel 2 4 GC § 34090,
records CCP § 337, § 338
Insurance documents 2 4 GC § 34090,
CCP § 337
Litigation files 2 CL+2 GC § 34090
Real property 2 2 GC § 34090 Unless affecting title, then P. documents

CITY CLERK
Elections
Affidavit, originals C+5 C+5 EC § 17000(a)
Affidavit index C+5 C+5 EC § 17001
(County Elections
Dept. maintains)
Applications, absentee E+22 if E+ 22 EC §§ 17505; From date of election. Includes those ballots and envelopes federal 17302 spoiled, canceled and surrendered. (ROV maintains) election on
ballot, else
E+6
months
Assisted challenged E+22 if E+22 months EC §§ 17303(b), From date of election. voters list (ROV. federal 17304
maintains) election on
ballot, else
E+6
months
Ballots (ROV. E+22 if E+22 months EC §§ 17302, From date of election. maintains) federal 17303(b), 17304
election on
ballot, else
E+6
months
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Ballots - Prop 218 2 P GC § 34090; Property related fees (assessment (Assessment Districts) California ballot proceedings)
Constitution, Art.

XIII
Calendar, Election 2 2 GC § 34090
Campaign statements P P GC § 81009 (b)(g) FPPC filings
Elected
Campaign statements: E+5 E+5 GC § 81009 (b)(g) FPPC filings. Iffor state office, Not elected, local indefinitely
office
Campaign statements: E+7 E+7 GC § 81009 (c)(g) FPPC filings PACs
Candidate statements E+4 E+4 EC § 17100 Sample ballot retained permanently.

Canvass P P EC § 15300 Records used to compile final
(ROV maintains) election results, including tally
sheets, voting machine tabulation,
detailed breakdown of results;
special election results.

History 2 P GC § 34090 History of elections, sample ballots, certificates of destruction, other
resolutions re elections.

Maps, precincts/ voter E+6 E+6 GC § 34090;
information (ROV. EC § 17503
maintains)
New Resident Voters E+22 E+22 months EC § 17506
List months
Nomination papers: EC § 17100
Successful: T+4 T+4 EC § 17100
Unsuccessful: T+4 T+4
Oaths of office 2 T+6 GC § 34090, 29 Elected officials
USC § 1113
Petitions E+8 E+8 months EC §§ 17200, From date of certification of results months 17400 of election, initiative, referendum,
recall.

Precinct records E+6 E+6 months EC § 17503(b) From date of election: Precinct (ROV maintains) months official material; declaration of intention, precinct board member
applications, orders appointing
members of precinct boards and
designating polling places. Includes
notice of appointment of office and
record of service.

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Roster (of voters) E+5 E+5 EC § 17300 From date of election, initiative, (ROV maintains) referendum, recall, general municipal
election.

Statement of E+4 E+4 GC § 81009 (d) (f) FPPC filings. For state office, economic interest, indefinite. (copies, originals filled copies, elected, local. with FPPC).

Statement of 7 7 GC § 81009 (e) FPPC filings (originals). economic interest,
originals, not elected;
and City employees
General Subject
Annexation files 2 P GC § 34090 (a) Reports, agreements, public notices.

Bids, RFPs, RFQs, 2 3 GC § 34090 (d), Successful bids are filed in contract unsuccessful/ rejected CCP § 338 or public file.

Budget, official 2 P GC § 34090 City annual operating budget.

Budget information 2 2 GC § 34090 (d) Documents used to prepare department department budget.

Claims log 2 4 GC § 34090 (d), Log of claims against City, claims CCP § 337 forwarded to City Attorney.

Correspondence 2 2 GC § 34090 (d) If not attached to agreement or project file.

Deeds, easements P P GC § 34090 (a)
Goals/Objectives 2 2 GC § 34090 Departmental goals and objectives.

Oaths of office 2 T+6 GC § 34090
employee
Policies and C+2 S+5 GC § 34090 (d) Retain while current. procedures
Proclamations 2 2 GC § 34090
Reports: Special/final summary; review or
Departmental: 2 2 GC § 34090 evaluation. Non agenda related, Staff: 2 2 GC § 34090 includes supporting documentation.

Speaker slips 2 2 GC § 34090
Special projects 2 2 GC § 34090
Travel records 2 2 GC § 34090
Legal
Affidavit of 2 2 GC § 34090
publication, public
hearing notices
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Affidavit of 2 2 GC § 34090
publication,
ordinances
Agenda 2 2 GC § 34090 (d) City Council agenda
Agenda reports 2 2 GC § 34090 (d) Documentation received, created (master, subject files) and/or submitted to Council; retain agenda reports regarding
development projects, planning,
zoning matters, ordinances and other
significant projects permanently in
project file.

Agreements excluding C+2 T+5 GC § 34090, Includes leases, equipment, subdivision CCP §§ 337.2, 343 Agreements, 2 P GC § 34090 (a) Records potentially affecting title to development real property.

Agreements, 2 P GC § 34090 (a) Records potentially affecting title to subdivision real property.

Appeals, civil 3 3 CCP § 583.320 Appeals, civil.

Applications, boards,
commissions,
committees: 2 T+2 GC § 34090
Appointed: 2 2 GC § 34090
Not Appointed:

Articles of 2 P GC § 34090;
incorporation CCP § 337.2
Assessment districts 2 P GC § 34090 Original documentation Claims log 2 4 GC § 34090,
CCP § 337
Contracts, capital 2 P GC § 37090 (a);
improvement 4004; H&S § 19850
Contracts, real . P P GC § 34090, Can affect title to real property property CCP § 337
Contracts, street 4 P CCP § 337
improvement
Insurance policies T+2 P CCP § 337
Legal Advertising 2 P CCP §§ 343, 349 et Includes public notices, legal seq.; GC § 911.2; publications.

GC § 40801
Minutes P P GC § 34090 (d); GC Official minutes and hearing § 368.14; GC proceedings of governing body or
§ 40801, GC board. commission or committee.
§ 54957.2
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Notices, meetings 2 2 GC §§ 34090.7, Special meetings.
54960.1(c)(1)
Notices, public 2 2 GC § 34090
hearing
Ordinances P P GC § 40806 Municipal Code.

Petitions 2 2 GC § 50115 Submitted to legislative bodies.

Real property P P GC § 34090 Can affect title to property. contracts Resolutions P P GC §§ 34090 (d), Legislative actions.
40801
Tapes, CDs, When used for minute preparation;
recordings: otherwise-2 years. Audio: 30 days 30 days GC §§ 54953.5 Video: 90 days 90 days (b), 34090.7
Inventory, records 2 2 GC § 34090 Inventory of non-current or inactive records holdings and location,
indices. Tapes may be recycled.

Municipal Code P P GC § 34090 Supplements included.

Public records request 2 2 GC § 34090
Records management 2 2 GC § 34090 Document includes retrieval, transfers -
inactive.

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CITY COUNCIL / COVIMISSIONS
Agenda 2 P GC § 34090(d) City Commission agenda
Agenda reports 2 2 GC § 34090 Documentation received, created (master subject files) and/or submitted to City Council or City Commission, retain agenda
reports regarding development
projects, planning, zoning matters,
ordinances and other significant
projects permanently in project file.

Agreements C+2 T+4 CCP §§ 337.2, 343 Includes leases, equipment, services,, or supplies
Applications, boards,
commissions,
committees: 2 2 GC § 34090
Appointed: 2 2
Not appointed:

Contracts, capital C+2 P GC § 37090(a); Construction
improvements 4004; H&S § 19850
Correspondence 2 2 GC § 34090
General subject files 2 5 GC § 34090 (d) Internal working files including correspondence. Some files may
require retention longer than
prescribed here.

Legal advertising 2 2 CCP § 343, 349 et Includes public notices, legal seq; GC § 911.2; publications
GC § 34090
Minutes P P GC § 34090 (d); GC Official minutes and hearing § 36814; GC proceedings of governing body,
§ 40801 board or commission.

Notices, meeting 2 2 GC § 34090.7; GC Special meetings
§ 54960. 1c(1)
Petitions 2 2 GC § 34090 (d); GC Submitted to legislative bodies § 50115; GC § 6253
Policies and 2 2 GC § 34090 Includes rules, regulations, standards procedures
.Resolutions P P GC § 34090 (d); Legislative actions
§40801
Tapes, CDs, GC § 54953.5 (b); When used for minute preparation; recordings GC § 34090.7 otherwise-2 years
Audio: 30 days 30 days
Video: 30 days 90 days
Request for proposals 2 2 GC § 34090
(RFPs)
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Brochures, 2 2 GC § 34090
publications,
newsletter, bulletins

CITY MANAGER
Reports to Council 2 2 GC § 34090(d), GC
§ 50115
Speeches 2 2 GC § 34090(d)
Subject Files / 2 2 GC § 34090(d)
Projects & Issues
General administrative 2 S+3 GC §§ 34090, All City policies and procedures. 40801, CCP § 338
Policy, City Council 2 S+3 GC § 34090, CCP Policies, directives rendered by City § 338 Council not assigned a resolution or
ordinance number.

COMMUNITY DEVELOPMENT DEPARTMENT
Administration
Agendas 2 P GC § 34090 (d) City Planning Commission agendas.

Agenda reports 2 P GC § 34090 (d) Documentation received, created, and/or submitted to City
Commissions.

Bids and proposals: 2 2 GC § 34090 (d)
Unsuccessful
Code books P P GC § 34090 (e) National Electrical Code, Uniform Building Code, Fire Code,
Mechanical Code, Plumbing Code
and supplements.

Committees 2 P GC § 34090 Member lists, minutes/agendas, informational material, reports.

General subject files 2 2 GC § 34090 (d) Internal working files including correspondence. Some files may
require retention longer than
prescribed here.

Grants, community/ CL+4 P 24 CFR Project files, contracts, proposals, urban development § 570.490(d), statements, reports, sub-recipient (includes CDBG) 24 CFR dockets, environmental review, grant § 570.502(b)(3); documents, applications, inventory,
24 CFR § 85.42 & consolidated plan, etc. Includes
OMB Cir. I 10, Section 108 loan guarantee. *OMB
Attachment C;* A-102 & 128; HUD Regulations.

Legal advertising 2 P CCP §§ 343, 349 et Legal publications (public notices seq.; are part ofproject files).

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Historic preservation
2 P GC
§ 34090 (d) Historic structures and landmarks.
inventory
Logs
2 P GC
§ 34090 Logs, registers or similar records
listing permits, certificates of
occupancy issued (may include
inspection, building activity, daily
plan check, utility).

Maps and plats
2 P GC
§ 34090 (a) Engineering and field notes and
profiles; cross-section of roads,
streets, rights-of-way, bridges (may
include annexations, parks, tracts,
block, storm drains, water easements,
bench marks, trees, grading landfill,
fire hydrants, base maps, etc.).

Master plans, annual
2 P GC
§ 34090 Special or long-range program plan
for municipalities
- coordination of
services; strategic planning.

Minutes
p
P GC §§ 34090 (2), Official minutes and hearing
36814, 40801 proceedings of board, commission or
committee.

Policies and S+2
P GC
§ 34090 Includes rules, regulations, standards.
procedures
Project files
P
P GC
§ 34090 (a); Pertains to real property, new
H&S §§ 19850; construction, storefront
4003, 4004 improvements, rehabilitation
projects, and promotions. May
include blueprints, drawings, maps,
photos (including negatives), plans,
reports, evaluations, correspondence,
uses, permits, variances, studies,
appeals, compliance certificates, lot
line adjustments, or other planningrelated matters brought before the legislative body.

Project files not
2 P GC
§ 34090 (d) Building, engineering, planning.
completed or denied
.Resolutions
P
P GC
§ 34090 Board, commission or committee.

Speaker slips
2 2 GC
§ 34090
Seismic retrofit
2 .P GC
§ 34090 (a)
program
Street names and
2 P GC
§ 34090 (a) Street dedications, closings, address
house numbers assignment/changes.

Studies, special
2 P GC
§ 34090 (d) Engineering, joint powers, noise.
projects and areas
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Subdivision P P GC § 34090 Potentially affecting title to real agreements property,
Tapes, CDs, GC §§ 54953.5 (b); When used for minute preparation; recordings: 34090.7 otherwise-2 years.

Audio: 30 days 30 days
Video: 30 days 90 days
California 2 P GC § 34090 (a) and Exemptions, environmental impact Environmental Quality CEQA Guidelines report, mitigation monitoring, Act (CEQA) negative declaration, notices of
completion and determination,
comments, statements of overriding
considerations.

Environmental review 2 P GC § 34090 (d) Correspondence, consultants, issues, conservation.

Soils reports 2 P GC § 34090 (d) Final reports.

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Building and Safety
Blueprints, L L H&S § 19850 Submitted by contractor for permits specifications, for requiring plans.
building in which
permit issued
Blueprints, 2 2 GC § 34090 (d) Submitted by contractors with specifications, permit application for permit never issued. not issued
Certificates 2 P GC § 34090 (a) Compliance, elevation, occupancy that affect real property.

Flood reports 2 P GC § 34090
Inspection 2 P GC § 34090 (d) Correspondence, fees, appeal requests, reports.

Permits 2 P GC § 34090; H&S New commercial and residential § 19850 construction, tenant improvements,
room additions, spa, signs, block
wall, remodel (including security
bonds, plans, building, signs).

Signs (temporary) 2 2 GC § 34090 (d) Home occupations, off-premise signs.

Planning
Case files, Planning & P P GC § 34090 (a); Pertains to real property. May Zoning H&S §§ 19850, include blueprints, drawings, maps, 4003, 4004 plans, reports, evaluations,
correspondence, uses, permits,
variances, studies, appeals,
compliance certificates, lot line
adjustments, or other planningrelated matters brought before Zoning Administrator, commission
or legislative body.

Correspondence 2 2 GC § 34090 (d) Working documentation.

Development L, but not P GC § 34090 Mitigation measures; filed with case conditions less than 2 files.

Development P .P CCP §§ 337, Infrastructure contracts, franchises, agreements 337.l(a), 337.15; original maintained for seven years.

GC § 34090; 48
CFR § 4.703
Development 2 P GC § 34090 (a) Landscape mediums, parkway Standards landscape development, public works
construction.

Drawings, project plan 2 P GC § 34090 (d) Does not include those usually filed th case or project.

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Findings and decisions P P GC § 34090 Board, commission, committee or City staff.

General Plan and P P GC § 34090 Includes sphere of influence. elements and specific
plans
General and Specific GC §§ 34090,
Plan Amendments: 65103, 50110
Approved: .P .P
Denied: P P
Maps, Plans, .P .P GC § 34090; H&S Zoning, tentative subdivision, parcel, drawings, exhibits, § 19850; GC land use map, aerial photos, specific photos § 34090.7 plans.

Minutes P P GC § 34090 Planning and ARB.

FINANCE DEPARTMENT / TREAGURER'S OFFIC
Accounting and
Administration
Audit Report P P GC § 34090
Audited Financial 2 P GC § 34090 Independent auditor analysis Statements Bonds Account CL+10 CL+10 GC § 34090; CCP Final bond documentation, monthly Statements § 337.5 statement of transactions Bonds, coupons and CL+2 P GC §§ 34090; Paid/canceled
other securities 53921
Budget AU+2 P GC § 34090 Annual operating budget approved by Legislative Body (original budget
retained by City Clerk)
Hearing or review 2 7 GC § 34090 Documentation created and/or received in connection with audit
hearing or review
Reports 2 7 GC § 34090 Internal and/or external
Reviews, internal/ 2 7 GC § 34090 Daily, weekly, monthly, quarterly, or external periodic other summary, review, evaluation, log, list, statistics, except a report
Accounts payable AU+4 AU+4 GC § 34090 Invoices from and payments to vendors, check copies, supporting
documents
Agenda reports 2 2 GC § 34090 Council discretionary fund, City Manager discretionary fund,
Investment policy, monthly
investment reports, formal quotations
for supplies and services
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Accounts receivable AU+4 AU+4 GC § 34090 Cash receipts for payments made to the City
Assessment districts P P GC § 34090 Collection information; original documentation filed with City Clerk
Bank statements AU+5 AU+5 GC § 34090; 26 Statements, reconciliations CFR 16001-1
.Budget adjustments, 2 2 GC § 34090(d) Documents used to prepare journal entries department budget
Checks AU+5 AU+5 GC § 34090; Includes payroll, canceled and CCP § 337 . voided checks
Deposits, receipts AU+4 AU+4 GC § 34090; Checks, coins, currency CCP § 337
Invoices AU+2 AU+2 GC § 34090 Copies sent for fees owed, billing, related documents
Ledger, general P P GC § 34090;
CCP § 337
Voucher AU+4 AU+4 GC § 34090; Account postings with supporting CCP § 337 documents
Petty cash AU+2 AU+2 GC § 34090
reimbursements
Taxes, receivable AU+2 AU+2 CCP § 338
Warrant register AU+2 AU+2 GC § 34090
Licenses
Business C+2 7 GC § 34090; Paid and reports
CCP § 337
Parking Citations
Citations P P GC § 34090
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Payroll
Adjustments AU+4 AU+4 GC § 34090; 29 Audit purposes
CFR § 516.5-516.6
Deferred T+5 T+5 GC § 34090; 26 Records of employee contributions compensation CFR § 16001-1* and City payments *29 CFR § 1627.3(2)
Employee time sheets AU+6 AU+6 GC § 34090; 29 Signed by employee for audit and CFR § 516.2* FEMA reports
*CFR § 516.6(1); IRS Reg. 31.6001-
1(e)(z); R&T 19530; LC 1174(d)
Federal and State tax AU+4 AU+4 GC § 34090 Forms 1096, 1099, W-4s and W-2s forms *26 CFR § 31.6001-1(2)(2); R&T §
19530; 29 CFR § 516.5-516.6
Payroll system history; 3 P 29 CFR §1627.3(a); Time cards, payroll records roster of former City 29 CFR § 516.6
employees (regular
employees)
Payroll system history; 3 P 29 CFR § 516.5; 29
roster of former City CFR § 1627.3(a)
employees (temporary
employees)
PERS Employee T+4 T+4 GC § 34090; Record of deductions (PERS-Public deduction reports CAC § 22; 1085-2 Employee Retirement System) *26 CFR § 516.5, 516.6; LC § 1174(d)
Register P P GC § 34090; Labor costs by employee and
GC § 37207 program
Salary records T+3 T+3 GC § 34090; 29 Deduction authorization, beneficiary CFR § 516.2, 516.5 designations, unemployment claims,
garnishments
Purchasing
Purchase orders 2 7 GC § 34090; Original documents
CCP § 337
Vendor register 2 7 GC § 34090 Alpha vendor listing of purchase orders, invoices, account numbers,
and check date
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Reports
Audits P P GC § 34090
Investment P P GC § 34090; CCP Summary of transactions, inventory transactions § 337; GC § 53607 and earnings report
Labor Distribution AU+2 AU+2 GC § 34090 Costs by employee and program State Controller P P GC § 34090 Controller may destroy after five years
Stores
Inventory AU+6 AU+6 GC § 34090; Reflects purchase date, cost, account number
Auction AU+2 AU+2 GC § 34090 Listing of property
Disposal AU+2 AU+2 GC § 34090; Sealed bid sales of equipment CCP § 337
Risk Management
Accident report - City CL+7 CL+7 29 CFR § 1904 .2; Reports and related records assets 29 CFR § 1904.6
Bonds, insurance P P CCP §§ 337.2; 343 Bond and insurance policies insuring City property and other assets
Claims, damage CL+5 CL+5 GC § 34090 Paid/denied
Incident reports CL+7 CL+7 29 CFR § 1904 .2; Theft, arson, vandalism, property 29 CFR § 1904.6 damage or similar occurrence
(excluding fire/law enforcement)
Insurance, joint P P GC § 34090 Accreditation/MOUs/agreements, powers agreement agendas
Insurance, certificates P P GC § 34090 Insurance certificates filed separately from contracts, includes insurance
filed by licensees.

Insurance, liability/ P P GC § 34090 May include liability, property, property Certificates of Participation,
deferred, use of facilities
Insurance, Workers P P LC § 5405, Local Indemnity; Claims Files, Reports, Compensation Government Incidents, P.ERS - working files, Guidelines originals with Administrator
Photographs, CL+2 CL+2 GC § 34090
negatives, film
Risk Management 2 C+5 OMB § 1220-0029; Federal OSHA forms; loss analysis Reports 29 CFR § 1904.4; report; safety reports; actuarial GC 4 34090 studies
Grants
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Community CL+4 CL+4 24 CFR Project files, contracts, proposals, Development Block § 570.502(b)(3); statements, reports, Grant and urban 24 CFR 85.42 & sub-recipient dockets, Environmental development OMB Cir. A- review, grant
110, Attach. documents, applications, inventory,
C*; OMB Cir. consolidated plan,
A-102 & 128, HUD etc. Includes Section 108 loan
regulations guarantee *
Federal and State CL+5 CL+5 GC § 34090 Refer to grant application close-out procedure.

Financial records CL+5 CL+5 GC § 34090 Refer to grant application close-out procedure.

Unsuccessful CL+2 CL+2 GC § 34090 Application not entitled.

FIRE DEPARTMENT

ADMINISTRATIVE SERVICES
Books, Fire Code S+3 S+3 GC § 34090; Include OPS manuals CCP 340.5
General Orders, S+2 P GC § 34090
Policies/Procedures
Inspections, Fire CL+3 CL+3 UFC § 103.34 Alarm/sprinkler systems, prevention Prevention efforts Investigations, P P PC § 799 Support prosecution resulting in Evidence Arson homicide
Investigations, CL+6 CL+6 PC § 800 Great bodily harm, inhabited Evidence Arson structure or property
Journals, Fire Station C+2 C+2 GC § 34090 Activities, personnel, engine company
Permits, Uniform Fire CL+2 CL+2 GC § 34090
Code
Chemical Emissions C+2 C+2 GC § 34090
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EMERGENCY MANAGEMENT
OPERATIONS/EMERCENCY MEDI ~'AL SERVICES
Mutual Aid, Strategic S+2 S+2 GC § 34090
Plans
Exposure T+30 T+30 29 CFR Sampling results, collection
§ 1910.1020 methodology, background
Exposure T+1 T+1 29 CFR Laboratory reports and worksheets § 1910.1020
Medical T+30 T+30 29 CFR
§ 1910.1020
Medical T+2 T+2 29 CFR Employees less than one year
§ 1910.1020 GC § 34090
Training T+2 T+2 GC § 34090 Certifications/designations

HAZARDOUS

MATERIALS
Hazardous Waste C+10 C+10 Local Government Documentation re handling and Disposal Guidelines; disposal of hazardous waste
40 CFR § 122.21
Permits, Hazardous C+2 C+2 GC § 34090 Departments consistently recommend Materials Storage permanent retention of
environmentally sensitive materials
Programs, Household S+2 S+2 GC § 34090
Hazardous Waste
Training Materials S+2 S+2 GC § 34090;
8 CCR § 3204(d),
et seq.

Underground Storage P P GC § 34090(a) Documents re: storage Tank Location, installation, removal,
Compliance GC § 34090 remediation
Maintenance & C+2 C+2
Operation.

PROPERTY
Apparatus/Vehicle C+2 C+2 GC § 34090 Repair and Maintenance CCP § 340.5* *8 CCR 3203(b)(1)
Inventory, Equipment C+2 C+2 GC § 34090
and Supplies
Logs, Fire C+2 C+2 GC § 34090
Equipment/Gear

REPORTS
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Incident CL+3 CL+3 GC34090 Dispatch and daily logs
CCP § 338 *
*CCP 340.5
Field, Non-fire and C+2 C+2 GC § 34090
Logs
Fire, Non-arson and C+2 C+2 GC § 34090
Logs
Investigations, CL+3 CL+3 PC § 801; Structure
Evidence Arson UFC § 104.32
Weed Abatement CL+2 CL+2 GC § 34090 Reports, assessments, resolutions, documentation

LIBRARY
Borrower Registration 2 5 GC § 34090
Records
Records documenting
the registration of
authorized borrowers.

Cash Receipts 2 7 GC § 34090;
(for Daily deposit of
monies from Library)
Circulation Records 2 5 GC § 34090
Records documenting
the circulation of
library materials to
individual borrowers
Circulation Statistical 2 5 GC § 34090
Reports
Library Catalog 2 5 GC § 34090
Lost and Paid 2 7 GC § 34090
Receipts
Copies ofreceipts
issued when patron
pays for a lost book
Overdue Records 2 5 GC § 34090
Library Fines
Information
Purchase Orders 2 5 GC § 34090
Records of Missing 2 5 GC § 34090
Books in Circulation
Vouchers - 2 7 GC § 34090
Vendor Invoices,
Reference Information
and Proof of payment
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MUNICIPAL UTILITIF S DEPARTMENT

AIRPORT
Accident and CL+8 CL+8 Local Accidents, injuries, property Incident .Reports Government damages, general conditions re pilot (Aircraft) Guidelines and aircraft Agreements T+4 T+4 CCP § 337 Including concessionaire, slip rental, facility storage
Airport Certification P P 14 CFR Federal Aviation Administration § 139.207b; (FAA) required manuals
§§ 17.1.13-
171.213
Airport P P Local Annual and special reports to federal Operational Reports Government and state regulatory agencies. (Regulatory) Guidelines
Airport C+2 C+2 Local Logs, statistical summaries;
Operational Reports Government administrative records
(Administrative) Guidelines
Airport Noise C+10 C+10 Local Correspondence, studies, memos, Monitoring and Government reports, log books, documents related Complaint Guidelines to assessment of noise levels at
airports and resolution of complaints
Applications T+2 T+2 GC § 34090 Payment invoices, inventory listings, Aircraft Storage billing correspondence and other Parking related documents
Slip Rentals
Special Events C+2 C+2 GC § 34090 Permits, correspondence, related documents re use ofrights of way
Fueling 4 4 GC § 34090,
CCP § 337
Hazardous Waste C+10 C+10 Local Documentation re: the handling and Disposal Government disposal of hazardous waste
Guidelines;
40 CFR 122.21
Inspection, Runway C+10 C+10 Local Maintenance including Inspection Government reports, work orders and related
Guidelines records
Inspection, Safety Self C+2 C+2 14 CFR Safety inspection and related § 139.327 document include reviews and
analysis of all aspects of airport
operation
Inventory, Equipment L+2 L+2 GC § 34090 Includes vehicles, aircraft, vessels and Parts & Supplies related documents re repairs
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Inventory, Vehicle L+2 L+2 GC § 34090 Owners manual, warranty documents, Ownership and Title Department of Motor Vehicle title
and registration, and related
documents
Licenses, Permits C+2 C+2 GC § 34090 Forms, related documentation re:
licenses and permits required by
federal and state agencies
Maintenance, FAA P P 14 CFR Forms and reports required by FAA § 17 L 13- including Forms FAA-198, -418, -
171.213 6030-1, -6790-4
Maintenance/ L+2 L+2 . GC § 34090 Related to requests for service and Operations work orders for fuel, vehicle and
equipment maintenance and repairs
NOTAM (Notice to C+3 C+3 Local Reports re: conditions affecting Airmen) Government airport maintenance/operations Guidelines
Report, Accident C+2 C+2 GC § 34090 Memos and working documents (Copies)
Vehicle Assignment C+2 C+2 GC § 34090 Log books, request forms, lists Cemetery
Burial records P P GC § 34090
Pre-Need Lot purchase CL+2 CL+2 GC § 34090
Customer Service
Accounts Receivable 2 5 GC § 34090
Customer Records C+2 C+2 GC § 34090 Billing, correspondence, complaints Rates C+2 C+2 GC § 34090
Refunds 2 5 GC § 34090
Solid Waste
Collections / Landfill C +2 C +2 GC § 34090 Daily records, usage Facilities C +2 C +2 GC § 34090 Correspondence, maps
History, Sanitation P P . GC § 34090
Maintenance and C +2 C+2 GC § 34090
Operations
Maps P P GC § 34090 Location maps
Reports, studies CL+2 CL+2 GC § 34090
Reports, tonnage C+2 C+2 GC § 34090
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Wastewater
Facilities C+2 C+2 GC § 34090 Correspondence, maps, patron list History, Sanitation P P GC § 34090 Where City-owned
Maintenance and C +2 C+2 GC § 34090
Operations
Maintenance and C+2 C+2 GC § 34090 Includes work orders, inspection, Operations repairs, cleaning, reports, complaints
Maps P P GC § 34090 Location maps
Maps, Septic Tank P P GC § 34090 Location maps
Rates C+2 C+2 GC § 34090
Recycling Programs S+2 S+2 GC § 34090
Regulations S+2 S+2 GC § 34090 Includes legislation
Reports, Studies CL+2 CL+2 GC § 34090
Sludge C +2 C+2 40 CFR § 61.54 Sludge, sampling, charging rate to measure mercury content
Treatment Plant C+2 C+2 40 CFR § 60.153 Gas flow through wet scrubbing, oxygen content of exhaust gas, sludge
rate, temperatures, fuel flow, total
solids and volatile solids
Water
Billing/Customer C+2 C+2 GC § 34090 Billings, correspondence, complaints Records Connection Records P P GC § 34090 Maps, water line connections Inventory, Equipment C+2 C+2 GC § 34090
Locations P P GC § 34090 Mains, valves, hydrants, wells Maintenance and C+2 C+2 GC § 34090 Includes work orders, inspection, operations repairs, cleaning, reports, complaints
Service C+2 C+2 GC § 34090 Includes work orders, entry cards, manholes, service to property owners
Well & Pumping C+2 C+2 GC § 34090 Times operational, power used and quantity
Maps P P GC § 34090 Line location; easements
Master Plans C+2 C+2 GC § 34090 Copies
Meter Operations C+2 C+2 GC § 34090 Reader reports, orders, tests Maintenance Reports
Permits
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National P P GC § 34090 40 Compliance with Clean Water Act re:

Pollutant CFR § 122.28 pollutants
Discharge
Elimination
System
NPDES
Others C+2 C+2 GC § 34090 May depend on terms of state or federal agency
Policies and Procedures S+2 S+2 GC § 34090 Includes rules and regulations Rates S+2 S+2 GC § 34090
Reclamation C+5 C+5 40 CFR § 122.41 Daily operations including sewage flow, grit removal, chlorine usage, lab
analysis results, etc.

Reports
Conservation C+2 C+2 GC § 34090
Consumption C+2 C+2 GC § 34090
Corrosion Control C+12 C+12 40 CFR § 141.91 Compliance documentation Discharge C+5 C+5 40 CFR § 122.41 Average amount ofpollution Monitoring discharged into waters of
municipality.

Drinking Water C+10 C+10 40 CFR § 141.33
Corrections
Hydrograph P P GC § 34090 Daily flow of streams
Lead Service Line C+12 C+12 40 CFR § 141.91 Compliance documentation Public Education C+12 C+12 40 CFR § 141.91 Compliance documentation Quality Parameters C+12 C+12 40 CFR § 141.91 Compliance documentation Sanitary Surveys C+10 C+10 40 CFR § 141.33 Statistics, reports, correspondence Source Water C+12 C+12 40 CFR § 141.91 Compliance documentation, e.g. lead & copper
State Certification C+12 C+12 40 CFR § 141.91 Compliance documentation Variances, Water C+5 C+5 40 CFR § 141,33
System
Well Level C+2 C+2 GC § 34090
Sources C+2 C+2 GC § 34090 May include wells, rivers, lakes, districts
Surveyor Field Notes P P GC § 34090 Notes preparatory to maps of water installations
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Surveys, Water System C+10 C+10 40 CFR § 141.33 Statistics, reports, correspondence Sanitary
Tests
Bacteriological C+5 C+5 40 CFR § 141.33 Compliance records include location, Analysis date, method and results; corrections,
analysis ofbacterial content
Chemical Analysis C+10 C+10 40 CFR § 141.33 Compliance records include location, date, method used and results;
corrections, analysis of chemical
content
Quality C+12 C+12 40 CFR § 141.91 Compliance documentation including sampling data, analysis, reports,
surveys, documents, evaluation,
schedules, valves, etc.

Valve Main Records P P GC § 34090
Violations, Drinking C+3 C+3 40 CFR § 141.33 Retention applies to each violation Water
POLICE

ADMINISTRATION
Accounting/Cash C+2 C+2 GC § 34090
Reconciliation
Alarm Records C+2 C+2 GC § 34090
Chemical Emissions C+2 C+2 GC § 34090
Claim Files CL+5 CL+6 PC § 832.5; Claim copy, correspondence, Local photographs, supporting documents
Government relative to incidents involving the
Guidelines Police Department filed by citizens
Department Manual S S Local Changes to manual are recorded in Government the General Orders (permanent)
Guidelines
.Equipment T+2 T+2 GC § 34090 Retained until termination of Communication equipment use; Manuals, instructions,
procedures
Inventory S+2 S+2 GC § 34090 Listing of equipment assigned to division, to whom it is assigned
Reports - Activity C+2 C+2 GC § 34090 Weekly/monthly/quarterly/annual activity/statistical reports by division.

Retain only one form for retention
period
Survey Response Files C+2 C+2 GC § 34090 Surveys, responses, correspondence with other agencies requesting
statistical data
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INVESTIGATIONS
Administrative/ CL+5 CL+5 PC § 832.5 Initiated by citizens complaints or Internal EV § 1045 internally initiated; includes
GC § 12946 complaint, reports, findings
PC § 801.5;
PC § 803(c)
VC § 2547
Asset Forfeiture CL+2 CL+2 GC § 34090
Investigations/
Proceedings
Case File
Notifications C+2 C+2 GC § 34090 To legal property owner prior to case filing that property is subject to asset
forfeiture proceedings. If case is
filed, notification becomes part of
forfeiture case file.

Case Books, CL+2 CL+2 GC § 34090 Retained by division until a case is Investigative suspended/closed; transfer to Records
Division to be filed with associated
Daily Report (DR) file
Case Files P P PC § 799
Homicide
Investigator's
File
Narcotics (No arrest, CL+2 CL+2 GC § 34090 Retained by division until no longer Narcotics Cases) useful for investigative purposes Officer Involved CL+25 CL+25 GC § 34090;
Shootings Local
Government
Guidelines
Court C+1 C+l GC § 34090.7 Printouts of daily court scheduling Daily
Schedule
Sign-In Logs C+2 C+2 GC § 34090 Logs officers' names, time in/out for court appearances
Tracking C+2 C+2 GC § 34090 Database records subpoena number, System Records officer name, case number, defendant
name, district attorney name, court
information disposition
Evidence, Disposition Local Attach to duplicate Property Report, Forms Government file w/DR in Records Division Guidelines
Fingerprint T+2 T+2 GC § 34090 Paperwork authorizing fingerprinting Applicants Files and background checks for city
employment applicants and business
license applicants
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Inked/Palm AC+20 AC+20 GC § 34090; Persons booked into detention Cards Local facility; (Copies distributed to county,
Government state, federal agencies)
Guidelines
Records Appropriate PC 1) Retain for applicable case statute Latents Section of limitation; 2) or until evidence in
case is destroyed; Hard copy and
digitized
Suspect, CL CL Law Adults/juveniles suspected of a crime, Adult/Juvenile Enforcement taken for comparison. Destroy after .Management original purpose achieved
Guide by POST
Guns, Dealers Record of C+6 C+6 PC § 12070 Applicants, Monthly Gun Audits, Sale Applications Denied, Stolen (DOG File)
Informant Files T+10 T+10 Local Legal notifications, identification Government information, payment information,
Guidelines activities information
Jail C+6 C+6 GC § 34090 Daily report of staffing,
Daily Logs bookings/releases, transfers,
transportation
Inmate Record Local Dependent on facility's classification; Government see Laws and Guidelines for Local
Guidelines Detention Facilities by Board of
Corrections (State of California)
Inspection Files CL+6 CL+6 Local Inspections by various agencies Government
Guidelines
Surveys CL+2 CL+2 GC § 34090 Prepared quarterly, forwarded to State Board of Corrections
Licenses C+2 C+2 GC § 34090
Bicycle
.Bingo, Mace C+2 C+2 GC § 34090
Duplicate (Pink), C+2 C+2 GC § 34090
Secondhand Dealer,
Pawn Brokers
Logs S S Local
Auto Theft Government
Guidelines
Case Assignment C+l C+l Local
Government
Guidelines
Daily Activity C+2 C+2 GC § 34090
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Officer C+2 C+2 GC § 34090 Daily activity of incidents not reported by use of official report
Report Summary C+2 C+2 GC § 34090 Report numbers, type, names, dates retained for research value
Investigative (Pre- CL+10 CL+10 GC § 34090 Retained by division until cases are Arrest) suspended and closed
Juvenile Detention C+2 C+2 GC § 34090 Logs document juvenile processing per CYA
Property Control C+2 C+2 GC § 34090 Logs items coming into and going out of property room
.Rap Sheet CL+2 CL+2 GC § 34090 Requests for criminal history Subpoena C+2 C+2 GC § 34090 Subpoenas received/served daily Pawn Slips/Tickets C+3 C+3 B&P § 21628
Photographs Local Crime Scene, Registrant/Applicant,
Government Photo file, Accident. Retain according
Guidelines to practical and functional
association.

Daily Report T T GC § 34090 Assigned DR number, retained as (Negatives) form of evidence, destroyed at same
time evidence for associated case is
destroyed
Inmates C+20 C+20 Local By Prisoner number
(Negatives) Government
Guidelines
Registration Files, Life of Life of Fingerprint Card, photo, information Arson, Sex and registrant registrant within Local also forwarded to DOJ Narcotics within jurisdiction Government
jurisdiction Guidelines
Arrest/Conviction 2 (Mandatory 2 (Mandatory H&S § 11361.5 Applicable to convictions occurring H&S Section 11357 destruction destruction after January 1, 1996 or arrests not (b), (c), (d), (e) or from date of from date of followed by a conviction occurring H&S Section 11360 conviction or conviction or after January 1, 1996; Exception:
(b) violations date of arrest date of arrest .H&S 11357(e), the record shall be (Occurring after with no with no retained until a juvenile offender January 1, 1996) conviction) conviction) attains the age of 18 years, then destroyed pursuant to 11361.5
Arrest/Conviction Mandatory Mandatory H&S Applicable to convictions occurring H&S Section 11357 Destruction Destruction § 11361.5(c) prior to January 1, 1996 or arrests not (b), (c), (d), (e) or (Upon notice (Upon notice followed by a conviction occurring H&S Section I 1360 (b) from from prior to January 1, 1996 for violations violations (Occurring Department Department of of H&S Code 11357, 11364, 11365 before of Justice) Justice) and 11550
January 1, 1996)
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Crime See See descriptor PC § 800 Prosecution for an offense punishable Felony Crimes descriptor PC § 801 by imprisonment in state prison for With or Without eight years or more must commence
Arrests within 6 years after offense
commission. Commencement of
prosecution defined in PC 804.

Exception: See PC 803 -
Tolling/Extension of time periods;
Appeals process and "Three Strikes"
also considerations in assigning
retention.

Misdemeanor/ CL+2 CL+2 GC § 34090 No arrests, identifiable property or Infractions missing persons (See: Note 1)
Supplemental P P PC § 799 No statutory limitation for
Felony Capital prosecution. Includes Murder,
Crimes, Crimes kidnapping for ransom, treason,
Punishable by procuring execution by perjury, train
Death, Life wrecking, assault with a
Imprisonment
Destruction P P Local
Guns Government
Guidelines
Narcotics P P Local
Government
Guidelines
Disposition ofArrest/ Local Retention determined by action taken; Court Action Government i.e., recordable arrest or detention Guidelines (released no arrest)
False Alarm (Duplicate) C+2 C+2 GC § 34090
Non-Criminal C+2 C+2 GC § 34090 Injured or sick persons; missing Occurrences persons where person has been returned; traffic collision reports not
used as the basis for criminal charges
Property Original Until case is Until case is Local Copy retained in records case file; adjudicated/d adjudicated/dis Government Refer to Managing Property in Law isposition position Guidelines Enforcement Agencies (By POST) determined determined
.Range Inventory S+2 S+2 GC § 34090 Quarterly reports ofinventories of weapons and ammunition held by
Department .Range
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Reports C+2 C+2 GC § 34090 Arrest & Citation Register: Arson Offenses; Crimes Against Senior
Citizens: Death in Custody; Domestic
Violence; FBI Include Return
A/Supp; Hate Crime Incidents;
Homicide Reports, Supp.; Officers
Killed or Assaulted; Original to FBI -
DOJ; Uniform Crime Reports
Research Project Files CL+2 CL+2 GC § 34090 May include request forms, background materials, staÆreports,
final project reports and supporting
data
Sealed Mandatory Mandatory PC § 851.8 General provision: Upon petition, Adult Found Destruction Destruction records of agency must be sealed and Factually Innocent Upon and Upon and destroyed in accordance with the Pursuant to Pursuant to provisions set by court record; Court Order Court Order exceptions.

Juvenile Mandatory Mandatory WIC § 826 (a) & Upon petition, local laws enforcement Destruction Destruction (b) WIC § 781 records, within WIC 826(b) may be upon and upon and (a) destroyed as ordered by the court, if pursuant to pursuant to related probation and juvenile court court order court order records have been destroyed by the probation officer. Records involving
arrests, detention and/or petitioning
juvenile before juvenile court
Statistical (Crime C+2 C+2 GC § 34090 Internally generated information Analysis) using activity logs, citizen calls,
current and past crime statistic
reports, finance dept expenditure and
budget records: citations, crime
reports, accident reports, permits,
receipts. Reports created for variety
of purposes including
increases/decreases in criminal
activity; officer workload,
deployment, time usage
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Statistical (UCR), C+2 C+2 GC § 34090 Originals sent to FBI, DOJ Uniform Crime Reports
Mandatory to DOJ
(LEIC); FBI Include
Return A/Supplement;
Supplementary
Homicide Report; Law
Enforcement Officers
Killed or Assaulted;
Monthly Return of
Arson Offenses Know to
Law Enforcement;
Number of Violent
Crimes Committed
Against Senior Citizens;
Monthly Report of
Domestic violence
Related Calls for
Assistance; Monthly
Arrest and Citation
Register; Monthly Hate
Crimes Incidents' Death
In Custody Reporting.

Subpoenas (Duplicate) C+2 C+2 GC § 34090
Tapes C + 180 days C + 180 days GC § 34090.6 Exception: Recordings used as Audio, Telephone evidence in a criminal prosecution or
and Radio claim filed or litigation or potential Communications claims and litigation shall be preserved for 100 days after
conclusion of the court action
Surveillance/ C+13 mos. C+13 mos. GC § 34090.6
Security Video (Jail)
Use of Force C+2 C+2 GC § 34090 Includes review forms, arrest report Supervisory Review copies, logs
Files
Warrants Recall after Recall after 10 Local Recommended by the California Law Felony 10 years. years. Government Enforcement Warrant Officer's Exception: Exception: Guidelines Association
Murder/ Murder/
Escape Escape
.Misdemeanor Recall after 5 Recall after 5 Local Recommended by the California Law Criminal years years Government Enforcement Warrant Officer's Guidelines Association
Served C C Local Includes Warrant Service Information
Government Card, alpha index card
Guidelines
Unserved Until served, Until served, Local
(Local) recalled or recalled or Government
purged purged Guidelines
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PATROL
California Vehicle Code C+90 days C+90 days GC § 34090 Original is forwarded to court Infractions (Duplicates)
Parking/Traffic, C+2 C+2 GC § 34090 Griginals are forwarded to court after Duplicates agency processing; includes citations
electronically created
Transmittals C+2 C+2 GC § 34090 Listing of citations forwarded to court, filed for reference
Cards C+2 C+2 GC § 34090
Dispatch
Field Interview CL+2 CL+2 GC § 34090
Citations CL+2 CL+2 H&S § 11361 5
11357(e),
Juvenile
1 1357b H&S, CL+2 L+2 H&S § 11361.5 CA Admin Code, Chapter 1, Title II, 11357c H&S, Sec 708
11360b H&S
Violations
Cite and Release CL+2 CL+2 GC § 34090
Equipment C+2 C+2 GC § 34090 Documents problems, malfunctions, Radio Logs resolution to provide equipment
(Communication) performance history
General Orders P P GC § 34090;
Local
Government
Guidelines
Patrol Requests C+2 C+2 GC § 34090; From citizens for patrol presence (Correspondence)
Radar Calibration T+2 T+2 GC § 34090 Documentation ofRadar instruments Records retained during use/ownership
Reports . CL+2 CL+2 GC § 34090 Non-Jury
Accident
Traffic Collision . P P Local
Fatalities Government
Guidelines
Vehicle S S Local Record of assignments
Assignment Government
Reports Guidelines
Down Reports C+1 C+l Local Printouts reporting which vehicles are Govemment down for repair, maintenance, etc.

Guidelines
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Repossession/ C+2 C+2 GC § 34090
Private Impounds
Service Schedules S S GC § 34090
Vests, Bulletproof C+2 C+2 GC § 34090 Authorization to purchase Letters
Warrants Recall after 1 Recall after 1 Local Recommended by the California Law Parking year year Government Enforcement Warrant Officer's Guidelines Association
Traffic Recall after 5 Recall after 5 Local Recommended by the California Law years years Government Enforcement Warrant Officer's
Guidelines Association
Weapons, Database P P Local Departmentally-owned weapons, Government personal weapons, alternate weapons,
Guidelines secondary handguns; produces
inventory reports

SERVICES
Chemicals/Film S S Local
Inventories Government
Guidelines
Equipment T T Local
Inventory/Sign-out Government
Cards - Photo Lab Guidelines
Operations Files - P P Local Retain until equipment no longer Photo Lab Government owned/used by department; Manuals, Guidelines instructions, procedures for
use/operations of photographic
equipment
Grievance Files S S GC § 34090 Grievance filed by employees, supporting documentation
Investigations, C+1 C+l GC § 34090 Non hired
Background
Background C+2 C+2 Local Include original reports re: PC 832.5 Hired Government investigations
Guidelines
Parades & Special S S GC § 34090 Reports, memos, correspondence, Events File scripts, supplier information,
assignments, deployments, supporting
documentation
Permits L+2 L+2 GC § 34090 Approval Process
Alcoholic Beverage
Control
License
Concealed Weapons CL+2 CL+2 GC § 34090
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Photographs S+2 S+2 GC § 34090
Personnel
Negative Log C+2 C+2 GC § 34090
Negatives, Misc. C+2 C+2 GC § 34090 Not case-related (Public relations, promotions, events, ceremonies, staff
photos)
Press Releases C+2 C+2 GC § 34090
Press, Video Programs C+2 C+2 GC § 34090 Collection of videos of programs and (Community Relations) events; outside press coverage of department
Property Files C+2 C+2 GC § 34090 Original reports and supplemental documentation (Lost, Found,
Safekeeping)
Property, Pawn C+2 C+2 GC § 34090 Sales, slips. Dealer required to file Broker/Secondhand duplicate with agency
Reports C+6 mos. C+6 mos. GC § 34090.7 Original maintained by DOJ. Dealer Dealer of Gun Sales, required to file duplicate with agency Duplicate
Restraining Orders, C C Local Destroy after law enforcement actions Emergency Protective Government described in PC 273.5, 273.6, 646.9, Orders, Temporary Guidelines 12028.5, 13700 and Family Code Restraining Orders, Sections 6380-6383 are fulfilled and Legal Stipulations, effective date ofrestraining order has Orders After Hearing expired.

Rosters (Divisional) S+2 S+2 GC § 34090 Personnel assigned to division.

Schedules P P GC § 34090
Daily
Watch S S GC § 34090
Assignment/
Timekeeping
Records
Speaker Requests C+l C+1 GC § 34090 Community and business requests for public appearances, speakers
Tests, Densitometer C+2 C+2 GC § 34090 Daily tests of development Results (Photo Lab) chemicals/processes for quality
control.

Training GC § 34090
.Bulletins S S
Event Files Recall after 1 Recall after 1 GC § 34090 Correspondence, brochures, year year promotional materials, info on
speakers, guests, supporting
documents
Lesson Plans, Range T+2 T+2 Scope, content, time period of courses I:\cclerk\Resolutions\6576.wpd 43
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Personnel (by name) CL+2 CL+2 GC § 34090 Paperwork documenting officers' internal and external training
Schedules, Range P P GC § 34090 Daily, weekly, monthly schedules of training events at range
Volunteer Card Files S S GC § 34090 Volunteers' identification, contact information
Animal Control
Complaints CL+2 3 GC § 34090 (d)
Bite Report P 3 GC § 34090 (d)
Citations S CO + 2 GC § 34090 (d)
Daily Logs C+l 3 GC § 34090 (d)
Impound records C+2 3 GC § 34090 (d)
Spay and Neuter S 3 GC § 34090 (d)
Refunds
Code EnforCeMent
Abandoned vehicles Recall after 1 2 GC § 34090 (d)
year
Case files 2 P GC § 34090 (d) Building, housing, and mobile home code violation records (including
inspections, public nuisance, rubbish
and weed abatement, vehicle
abatement, citations, massage parlor
permits, general).

Liens and releases, P P GC § 34090 Abatement.
supporting
Logs 2 2 GC § 34090 (d) Lien recovery, citations, complaints.

Regulations 2 P GC § 34090 (d) Includes rules.

Reports, federal and 2 .P GC § 34090 (a) Code enforcement statistics (.may state contain records affecting title to real
property or liens thereon).

Violations, building, 2 P GC § 34090 (d) Supporting code enforcement activity, property, and zoning
Management Information Systems
Inventory, information 2 2 GC § 34090 Hardware/software inventory logs; systems systems manuals.

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Program files and GC §§ 34090,
directories: 34090.7
Annual backup: 2 2
Daily backup; C+2 mos. C+2 mos.

Monthly backup: C+1 C+1
Weekly backup: C+5 C+5
Tapes, information 2 2 GC § 34090 System generation.
systems
Public Information
.Publications 2 2 GC § 34090 Brochures, newsletter, bulletins, press releases.

Recreation
Inventory, records 2 2 GC § 34090 Inventory of non-current or inactive records holdings and location, indices
Public Records Requests 2 2 GC § 34090
TAXIS T+4 T+4 GC § 34090 License, permits for Taxicabs, shuttles, etc.

Note 1: The destruction of felony, misdemeanor and infraction Crime/Supplemental Reports permitted providing:

1. They do not relate to an unadjudicated arrest except for H&S 11357 or H&S violations;

2. They do not relate to unserved warrants;

3. They do not involve identifiable items which have not been recovered;

4. They do not relate to PC 290, PC 457.1, or H&S 11590 registrants;

5. They do not relate to violations listed in PC Sections 799 and 800;

6. The cases are not presently involved in either a civil or criminal litigation.

PUBLIC WORKS DEPARTMENT
Administration
Agendas C+2 P GC § 34090 (d) City Planning Commission agendas.

Agenda Reports C+2 P GC § 34090 (d) City Council and Planning Commission.

Committees 2 P GC § 34090 Member lists, minutes/agendas, informational material, reports.

Correspondence 2 P GC § 34090 (d) Working documentation.

General subject files 2 C+5 GC § 34090 (d) Internal documentation.

Minutes P P GC §§ 34090 Official minutes and hearing
(d), 36814, proceedings of board or commission.
40801
Permits 2 2 GC § 34090 Tree removal.

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Photographs ? P GC § 34090 (d) Aerial photographs.

Policies and procedures 2 2 GC § 34090 Includes, rules, regulations, standards.

Resolutions P P GC § 34090 Board, commission, or committee.

Request for proposals 2 2 GC § 34090
(RFPs)
Speaker slips 2 2 GC § 34090 Information submitted by speakers at commission and committee meetings.

Studies and special 2 2 GC § 34090 (d)
reports
Tapes, CDs, recordings: GC § 54953.5 When used for minute preparation; Audio: (b); otherwise-2 years.

Video: 30 days 30 days GC § 34090. 7
90 days 90 days
Engineering
Bridges and overpasses L L GC § 34090 Life of Structure.

Inspection 2 2 GC § 34090 Includes intersection, sidewalks, bridges, and overpasses.

Capital improvement 2 CL+10 CCP § 337.15 Supporting documents, including projects bidders' list, specifications, reports,
plans, work orders, schedules, etc.

Construction traffic 2 CL+10 CCP § 337.15 Daily tracking. control plan
Drawings, traffic control 2 P GC § 34090 Signs, signing and striping, road plan construction.

Flood control 2 2 GC § 34090 (d) Storm drains.

Drainage P P GC § 34090 Includes dams, lakes, basins, creeks Facilities
Flood Zones P P GC § 34090 Includes flood maps
Insurance Programs S+2 S+2 GC § 34090 Includes copies of policies, rules, programs
Policies/Procedures S+2 S+2 GC § 34090 Rules and Regulations Reports/Studies CL+2 CL+2 GC § 34090
Flood records 2 P GC § 34090
Permits 2 P GC § 34090 Grading, encroachment.

Photographs 2 P GC § 34090 Includes aerials.

Plans, capital 2 P GC § 34090 Streets, curbs, gutters, sidewalks, improvement, projects storm drains, water, sewer, parks. celerk Resolutions 05~6mpd 46
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Policies and procedures 2 P GC § 34090 Includes rules, regulations, standards.

Relocation files 2 CL+2 GC § 34090 Redevelopment.

Special districts 2 P GC § 34090 (a) Supporting documents re improvement, lighting, underground
utility; bonds, taxes, and construction.

Street/alley P .P GC § 34090 (a) Relinquishment ofrights and fee title. (abandonment/
vacation)
Street naming and 2 P GC § 34090
numbering
Studies 2 2 GC § 34090 Traffic volume, accident history, requests, statistics, drawings,
supporting traffic devices.

Surveys 2 P GC § 34090 (a) Recording data and maps.

Parks and Street Trees
Accident reports - T+2 T+5 GC § 34090 Employees -
kept in personnel file.
employees
Accident reports - CL+2 CL+2 GC § 34090 Accidents of patrons using park patrons facilities.

Inventory, equipment AU+2 AU+2 GC § 34090 Warranties, purchase orders.

Landscape C+2 C+2 GC § 34090 Contracts, complaints, specifications, photos, reports.

Landscape drawings C+2 P GC § 34090 Drawings.

Maintenance and 2 C+5 GC § 34090 Includes work orders, inspection, operations repairs, cleaning, reports, complaints.

Maps P P GC § 34090 Irrigation, plot plans.

Pest Control 2 2 GC § 34090 (d) Pesticide applications, inspections and sampling, documents.

Photographs 2 P GC § 34090
Plans, proposed CU+2 2 GC § 34090 Future plans, new sites, expansions or until superceded.

Policies and Procedures S+2 S+2 GC § 34090 Includes rules and regulations Schedules, class and CU+2 CU+2 GC § 34090 Enrollment, liability releases, events evaluations, attendance, fliers in
personnel file.

Studies CL+2 CL+2 GC § 34090 Future sites, expansions.

Streets and Electrical
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Abandonments/ P P GC § 34090
Vacations
Closures P P GC § 34090
Easements, dedications, P P GC § 34090
rights-of-way
Field books P P GC § 34090
Intersection records C+2 C+2 GC § 34090 Includes correspondence, volume counts, accident history.

Landscaping C+2 C+2 GC § 34090 Plants, tree maintenance, work orders.

Lighting C+2 C+2 GC § 34090 Maintenance, work orders.

Maintenance/ C+2 C+2 GC § 34090 Includes work orders, inspection, Operations repairs, cleaning, reports, complaints,
signals, striping.

Maps P P GC § 34090 Fire hydrants, lighting districts,
wheelchair ramps, storm drains,
streets, sidewalks, utilities.

Master Plans CU+2 P GC § 34090 Copies.

Parking: GC § 34090
Lots/garages 2
Regulations: S+2 P
Parking meters: 2 2
Permit, parking 2 5 GC § 34090 Residential.

Signage 2 L+2 GC § 34090 Log books, index register cards, inventory lists, records oftraffic
signs.

Speed limits S+2 L GC § 34090
Traffic count 2 2 GC § 34090 Evaluation of traffic volume.

Traffic safety 2 2 GC § 34090 Pedestrian safety, bicycle lanes.

Traffic signals 2 L GC § 34090 Logs, drawings, wiring diagrams, codes, circuit numbers, installation
records, testing and maintenance.

REDEVELOPMENT AGENCY
Bonds 2 P CCP § 337 Revenue bond documentation.

Loans P P GC § 34090 Promissory notes, deeds of trust,
detail information.

Programs CL+3 P 24 CFR § 570. Includes comprehensive Housing 502(b)(3); 24 Authority strategy, meeting credit
CFR § 85.42, certificate, housing bond advisory, inand OMB Cir. A- lien housing mitigation, low/moderate 110, No. C housing, rental housing assistance.

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Reports 2 P GC § 34090 Activity, periodic.

Reports, federal and 2 P GC § 34090 (a) Grants, community/urban state development (includes CDBG) 1:\cclerk\Resolutions\6576.wpd 49
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1 I:\cmo\Resolutions\8452 Destruction of Records - CMO.docx RESOLUTION NO. 8452

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

APPROVING THE DESTRUCTION OF CERTAIN PUBLIC RECORDS
WHEREAS, the City Council of the City of Redlands adopted Resolution No. 6576 on February 20, 2007, which established regulations governing the retention and disposition of records; and
WHEREAS, in accordance with the requirements of Resolution No. 6576, the City Attorney’s office has submitted an application for the destruction of certain public records which are described in Exhibit “A” to this Resolution;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Redlands as follows:

Section 1. That the application for the destruction of public records as described in Exhibit “A” is hereby approved.

ADOPTED, SIGNED AND APPROVED this 2nd day of May, 2023. ___________________________
Eddie Tejeda, Mayor
ATTEST:
____________________________
Jeanne Donaldson, City Clerk
Redlands Regular Meeting of 05/02/2023 Page 76 of 546
2 I:\cmo\Resolutions\8452 Destruction of Records - CMO.docx I, Jeanne Donaldson, Deputy City Clerk of the City of Redlands, hereby certify that the foregoing resolution was adopted by the City Council at a regular meeting thereof held on the 2nd day of May, 2023 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_______________________________
Jeanne Donaldson, City Clerk
Redlands Regular Meeting of 05/02/2023 Page 77 of 546
3 I:\cmo\Resolutions\8452 Destruction of Records - CMO.docx EXHIBIT “A”

REQUEST TO DESTROY PUBLIC RECORDS
Requesting Department/Division:

City Manager’s Office
Request Date:
05/02/2023
Requester's Name and Job Title:

Jennifer Macias, Management Analyst
Requesters Signature:

Department Head Signature:

Approved, by:

Description of Records:
• Correspondence
o Interdepartmental Communications (2008-2015)
o Communications Between Staff and Community Partners (2008-2015) o Requests/Complaints From Residents (2008-2015)
o From and Between Staff and Elected Officials (2008-2015) o From and Between Local News Outlets (2008-2015)
• Reports
o Annual Report-Redlands Fire Department (copy)
o Annual Financial Report-Redevolopment Agency (CM copy-2008) o Well B-5 Installation and Sampling Report (copy)
o Street Tree Policy and Guidelines Mamual (2013)
o Santa Ana River Greenway Vision Document (2006)
o Water Shortage Contingency Plan (CM copy-2021)
o Hazard Mitigation Plan (2015)
o General Plan 2035-General Plan Steering Committee Land Use Recommendations
o Redlands Police Department Productivity Study and Staffing Analysis (2008) o Results of Analysis for Cost Savings at Selected Pumping Facilities of the City of Redlands (2011)
o Redlands Passenger Rail Station Area Plan Draft Report (2006) o Art in Public Places Proposals for Cultural Atrs Commission (2016) Location of Records:

City Manager’s Office
Number or Quantity of Records to be destroyed:
2 boxes
This request is to destroy the:

ORIGINALS DUPLICATES BOTH (Originals & Duplicates)
Dates of each record or inclusive dates of each record series:

From 2008 to 2021
This request is approved by City Council on:

May 2, 2023
____________________________________
Redlands Regular Meeting of 05/02/2023 Page 78 of 546
4 I:\cmo\Resolutions\8452 Destruction of Records - CMO.docx Mayor of the City of Redlands
ATTEST:
__________________________________
City Clerk
And approved by the City Attorney on:
___________________________________
City Attorney
NOTE: Attach the department head Certification to this request when submitting for approval.

Redlands Regular Meeting of 05/02/2023 Page 79 of 546
5 I:\cmo\Resolutions\8452 Destruction of Records - CMO.docx Certification to be attached to "Request to Destroy Public Records" The undersigned hereby certifies as follows:

1. That the record(s) to be destroyed is/are under the management or control of the department head;

2. That to the best of his/her knowledge, the descriptive titles, information and classifications contained in the attached request form are true and accurate;

3. That the minimum retention time periods required by the regulations contained in Resolution No. 6576 have been satisfied for all records included in the attached request form;

4. That retention of the record is no longer required for the operation of the department, or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the city for administrative, historical, research, fiscal, legal or cultural purposes;

5. That the destruction or other disposition of the record will not violate state law, city regulations, or other applicable law; and

6. That it is a recommendation by the head of the applicable city department that the record(s) should be destroyed.
_______________________________________
(Janice McConnell)
__________________
Date
Redlands Regular Meeting of 05/02/2023 Page 80 of 546
City Council/Successor Agency Meeting I. 6.

DATE: 05/02/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8441 approving the destruction of certain public records in the Human Resources/Risk Management Division (Assistant City Manager McConnell) MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

I move to adopt Resolution No. 8441.

RECOMMENDATION:

Staff recommends that the City Council adopt Resolution No. 8441, approving the destruction of certain public records as indicated below:

Description of Records:

RFP's: 1999 - 2012, 2014 - 2019
Recruitments: 2009, 2015 - 2017
Invoices: 2011, 2018 - 2020
Personnel Files: 2002 - 2008
Employee Benefits: 2009, 2013
Risk Claims: 2014 - 2016
Risk Management Reports: 2006 - 2012, 2014, 2016
Incident Reports: 2015
DISCUSSION:

Resolution No. 6576, a resolution of the City Council of the City of Redlands Adopting Regulations Governing the Retention and Disposition of Records, was adopted by the City Council on February 20, 2007. The resolution establishes a records retention and destruction policy to meet the City’s requirements under the law and to provide staff with a thorough and useful tool to manage, retain and dispose of public records.

In accordance with Resolution No. 6576, Exhibit A Section 6.02 Approval by City Council and City Attorney is Required When Public Records Are Destroyed Without Making a Duplicate Record, an application by the Human Resources Division requesting the destruction of public records was submitted to the City Attorney for review and has been approved by her for presentation to the City Council.

Further, in accordance with Resolution No. 6576, the following retention schedules have been Redlands Regular Meeting of 05/02/2023 Page 81 of 546
Further, in accordance with Resolution No. 6576, the following retention schedules have been met; therefore, the destruction of the records can be approved.

Records Legal Retention in Years Staff Recommended Retention in Years
RFP's: 1999-2012, 2014-2019 2 3
Recruitments: 2009,
2015-2017
Later of 2 years or 2 years
after personnel action 5 years after exam final filing date Invoices: 2011, 2018-2020 AU + 2 AU + 2
Personnel Files: 2002-2008 2 years after date of
separation
10 years after date of separation
Employee Benefits:
2009,2013 1 year after termination of plan T + 5
Risk Claims: 2014-2016 CL + 5 CL + 5
Risk Management Reports:
2006-2012, 2014, 2016
2 C + 5
Incident Reports: 2015 CL + 7 CL + 7
ALTERNATIVES:

Do not approve destruction of certain public records.

STRATEGIC PLAN:

Not Applicable.

SUBMITTED BY:

Janice McConnell, Assistant City Manager
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Tommi Ng, Assistant Director, HR/Risk Management
PREPARED BY:

Elizabeth Marin, HR Manager
Fiscal Impact
Fiscal Year: FY 2022-23
Revenue Generating: No
Appropriation Required Y/N: No
Budgeted Y/N: Y
Discussion:

The cost for shredding services to destroy the documents is included in the Human Resources Redlands Regular Meeting of 05/02/2023 Page 82 of 546
The cost for shredding services to destroy the documents is included in the Human Resources Division's 22/23 budget.

Attachments
Resolution 6576
Resolution 8441
Resolution 8441 Exhibit A
Redlands Regular Meeting of 05/02/2023 Page 83 of 546
RESOLUTION NO. 6576

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

ADOPTING REGULATIONS GOVERNING THE RETENTION AND

DISPOSITION OF RECORDS
WHEREAS, the City of Redlands (the "City") is required by law to maintain public records, as defmed by law, for certain periods of time; and
WHEREAS, the City may dispose of certain public records after the records have been maintained for the required period of time; and
WHEREAS, the City desires to update its records retention policy to ensure that the City satisfies its requirements under law and provides staff with a thorough and useful tool to manage, retain and dispose of public records;

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDLANDS AS FOLLOWS:

SECTION 1. That the Regulations Governing the Retention and Disposition of Records, and the associated Retention Schedule, as attached in Exhibit "A,"are hereby adopted.

ADOPTED, SIGNED AND APPROVED this 20th day of February, 2007.

AfÉyor of the ity oÊRedlands
ATTEST:

City lerk, City lands
I, Lorrie Poyzer, City Clerk ofthe City ofRedlands, hereby certify that the foregoing Resolution was duly adopted by the City Council at a regular meeting thereof, held on the 20th day ofFebruary 2007, by the following vote:

AYES: Councilmembers Gilbreath, Gil, Gallagher, Aguilar; Mayor Harrison NOES: None
ABSTAIN: None
ABSENT: None
Cit{Clerk
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EXHIBIT A

REGULATIONS GOVERNING THE RETENTION AND DISPOSITION OF

RECORDS FOR THE CITY OF REDLANDS
The following shall constitute the Regulations Governing the retention and disposition of records for City of Redlands (the "City").

Section 1. Purpose of Rules and Regulations.

1.01. Guidelines. Public records, and other records governed by these regulations, shall be retained for a specified period oftime as required by law. These regulations set forth the period oftime during which a public record shall be retained by the City. The City may retain such records indefinitely or the City may, after the expiration of such mandatory retention periods, destroy or otherwise dispose of the records in accordance with these regulations and applicable law. These regulations provide guidelines that should be followed ifthe City elects to destroy a public record after the record has been retained for the period oftime mandated by law. Questions regarding the application ofthese regulations should be directed to the City Attorney.

1.02 Retention of Documents for Longer Periods ofTime. A City department head may elect to maintain certain records for a period of time that is longer than that called for in the Retention Schedule (attached hereto) if the record is of value for historical, reference, legal, or administrative reasons.

Section 2. Governing Law.

2.01 Rules. The retention and disposition of public records of the City shall be made pursuant to these regulations ("Regulations") and applicable law.

Section 3. Definitions.

3.01 Department. A department of the City of Redlands.

3.02 Duplicate Record. The original record, paper, or document as photographed, micro-photographed, reproduced by electronically recorded video images recorded in an electronic data-processing system, recorded on optical disk, reproduced on film or any other medium that does not permit additions, deletions or changes to the original document, or reproduced on film or optical disk.

3.03 Public Records. Any writing containing information relating to the conduct of the public's business prepared, owned, used, or retained by any Department of the City regardless of physical form or characteristics, as defined by the Public Records Act, and any amendments to that Act. A writing means any handwriting, typewriting, printing, photostating, photographing, I:\cclerk\Resolutions\6576.wpd 2
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photocopying, transmitting by electronic mail or facsimile, and every other means ofrecording upon any tangible thing, any form ofcommunication orrepresentation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored. Computer software developed by the City is not itself a public record. Computer software includes computer mapping systems, computer programs, and computer graphics systems. "Public records" do not include materials not kept in the ordinary course of business, such as transitory documents, voicemail, e-mail, unofficial copies of documents kept only for convenience or reference, working papers, stocks of publications and blank forms, and library or museum material intended solely for reference or exhibition. Also, documents such as rough notes, calculations or drafts assembled or created and used in the preparation or analysis of other documents. NOTE: A draft that contains substantive comments from a project applicant, an applicant's attorney, consultant or agent, should be treated as a record of comments received from that source, and the draft or portions showing the substantive comments should ordinarilybe retained accordingly.

3.04 Record Appraisal. The act ofdetermining the relative activity in the use ofrecords, value of records with regard to administrative, legal, fiscal, or historical interest, adequate, and essential periods ofretention, and whether destruction ofthe record is appropriate.

3.05 Record Retention Schedule. A timetable or roster of records by classification category that lists the minimum periods of time that must elapse, as required by these Regulations and state law, before records may be destroyed. The Records Retention Schedule shall be considered a part ofthese Regulations and is incorporated herein.

Section 4. Responsibility for Retention and Disposition.

4.01 Heads ofCity Departments. The head of each City Department shall be responsible for the identification, classification, record appraisal, maintenance, protection, preservation, retention, and disposition ofpublic records and other records in accordance with these Regulations and applicable law. The head of each City Department shall:

A. Categorize the Department's records using the attached Records Retention Schedule.

B. Maintain the Department's records in accordance with the Records Retention Schedule, these Regulations, and applicable law.

C. Preserve and protect records and information collected and retained in the regular course ofthe City's business.

D. Prepare and submit the appropriate forms for the destruction ofrecords to the City Council and City Attorney, as required by these Regulations prior to the destruction ofthe record.

E. Conform to and implement the duplicate record requirements, standards, procedures, and limitations as set forth in these Regulations.

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Section 5. Classification of Records.

5.01 Categorization ofRecords. The head ofeach Department, or an authorized designee, shall identify and designate records maintained by his or her department according to one or more ofthe classifications identified in the Records Retention Schedule. Once so classified, each record shall be retained for the retention time period specified in the Records Retention Schedule. If a record does not fit clearly into a specific category, the head of the Department shall request the advice of the City Attorney.

Section 6. General Approval Procedure for the Destruction of Public Records and Other Records Governed by These Regulations.

6.01 General Rule Prohibiting Destruction of Records. Except as otherwise provided in these Rules or state law, no officer or employee ofthe City shall destroy, cause to be destroyed, or permit to be destroyed, any public record as that term is defmed in these Rules and the California Public Records Act, except in accordance with these Regulations, the Records Retention Schedule, and state law.

6.02 Approval by City Council and City Attorney is Required When Public Records Are Destroyed Without Making a Duplicate Record.

A. Standard. In accordance with Government Code section 34090, unless otherwise provided by law, with the approval ofthe City Council by resolution and the written consent ofthe City Attorney, the head of a City Department may destroy any City record, document, instrument, book, orpaper without making a copy thereof, after the same is no longer required. This section does not authorize the destruction of:
(1) Records affecting the title to real property or liens thereon; (2) Court records;
(3) Records required to be kept by statute;
(4) Records less than two (2) years old; or
(5) The minutes, ordinances, or resolutions ofthe City Council or ofa City board or commission.

B. Procedure.
(1) Request for Document Destruction. In the event a City Department head, or an authorized designee, determines a public record has been retained for the requisite time period pursuant to the Records Retention Schedule and is no longer required, the head of the City Department, or authorized designee, shall prepare a request form as provided in subsection "C" below, to obtain approval for destruction.
(2) Submission to City Attorney. The request form and certification constitute the application for destruction ofpublic records and shall be submitted to the I:\cclerk\Resolutions\6576.wpd 4
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City Attorney for approval, conditional approval, or denial. Written approval ofthe City Attorney is a mandatory condition precedent to the destruction of public records.
(3) Submission to City Council. The City Attorney shall forward his or her decision to the head ofthe Department that submitted the application. Ifthe City Attorney approves or conditionally approves destruction, the head ofthe City Department shall submit the application to the City Council. The City Council may approve, conditionally approve, or disapprove, either in whole or in part, the destruction of those records for which the City Attorney has provided his or her written consent. The City Council shall approve or conditionally approve the destruction of public records by adopting a resolution that so states. The resolution of the City Council is a mandatory condition precedent to the destruction of public records. (4) Destruction ofDocuments. Upon receipt ofthe written approval ofthe City Attorney and resolution of the City Council approving or conditionally approving the destruction ofpublic records, the head ofthe Department may arrange for such destruction in accordance with the standards set forth in these Regulations. Ifany conditions are attached to the approval by the City Attorney or the resolution ofthe City Council, those conditions must be fully satisfied prior to the destruction of any public record.

C. Request Forms. Requests for the authority to destroy public records shall be submitted on forms supplied by the City Clerk, which shall require the following information:
(1) The title or description ofthe Department requesting record destruction. (2) The title or subject matter description ofthe records. (3) The location of such records.
(4) The number or quantity of such records.
(5) Whether the records are originals or duplicates.
(6) Dates of each record or inclusive dates of each record series listed for destruction.
(7) Date, job title, and signature ofthe Department head, or authorized designee, requesting the destruction ofrecords.

D. Certification. The head ofthe City Department, or authorized designee, shall make the following certifications and attach the certification to the request form for the destruction ofthe records:
(1) The record is under the management or control ofthe Department head; (2) To the best of his or her knowledge, the descriptive titles, information, and classifications contained in the request form are true and accurate; (3) The minimum retention time periods required bythese Regulations have been satisfied for all records included in the request form; (4) Retention ofthe record is no longer required for operation ofthe Department, I:\cclerk\Resolutions\6576.wpd 5
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or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the City for administrative, historical, research, fiscal, legal, or cultural purposes;
(5) The destruction or other disposition of the record will not violate state law, these Regulations, or other applicable law; and
(6) A recommendation by the head of the applicable City Department that the record(s) be destroyed.

E. Destruction of Records After Reproduction. In accordance with Government Code section 34090.5, the City Department head having custody of any public records may, without the approval of the City Council or the approval of the City Attorney, cause the public record to be destroyed, if all ofthe following conditions are met:
(1) The public record is photographed, micro-photographed, reproduced by electronically-recorded video images, recorded in the electronic data processing system, recorded on optical disk, reproduced on film or any other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document, or reproduced on film, optical disk, or any other medium in compliance with Government Code section 12168.7 for recording of permanent or nonpermanent records;
(2) The device used to reproduce the public record is one that accurately and legibly reproduces the original in all details and does not permit additions, deletions, or changes to the original document image;
(3) The reproductions are made as accessible to the public as were the original records; and
(4) A true copy of archival quality ofthe reproduction shall be kept in the same manner as the original public record.

No page of a public record, or any part thereof, shall be destroyed under this section if any page cannot be reproduced with full legibility. Every page that cannot be satisfactorily reproduced shall be permanently preserved in the same manner as a similar public record.

7.03 Declaration of Duplication.

A. The head of each Department shall cause a declaration to be prepared for the duplication of an original public record contemplated to be destroyed that states with respect to the duplicated record that:
(1) The original public record has been duplicated prior to destruction; (2) The reproduction is a true and correct copy of the original document; and (3) The reproduction was made under the direction or control ofa City employee.

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B. The declaration shall be contained within the image or array of images of the reproduction and shall be signed by the City employee responsible for supervision ofthe duplication or by the corporate officer or manager of an entity performing the reproduction service.

7.04 Term of Maintenance of Original Records. If a reproduction of the original public record is made and preserved, and ifthe necessary declaration is completed as set forth above, the original public record may be destroyed without reference to the retention periods set forth in these Regulations and the Records Retention Schedule.

7.05 Duplicate Record Deemed an Original. Compliance with these duplication procedures ensures that every reproduction is deemed an original record and a transcript, exemplification, or certified copy of any reproduction shall be deemed to be a transcript, exemplification, or certified copy, as the case may be, ofthe original.

Section 8. Retention of Email.

8.01 Generally. Email is temporary in nature and is not a permanent repository for City documents. The City's limited computer storage capacity prohibits the extended storage of email.

All emails that need to be preserved shall be done so pursuant to the City's Policy for Use of Electronic Communications. To preserve documents for pending litigation, the City Attorney may order that email or other electronic records be retained for a longer period then provided by this section or the City's Policy for Use of Electronic Communications.

8.02 Deletion of Email. Except as stated in section 8.02, email shall be deleted pursuant to the City's Policy for Use of Electronic Communications.

8.03 Email Messages to be Retained. Email messages shall be retained pursuant to the City's Policy for Use ofElectronic Communications.

Section 9. Force and Effect.

9.01 If any provision of these Regulations is held to be invalid by a court of competent jurisdiction, that provision shall be deemed stricken from these regulations and all other provisions shall remain in full force and effect.

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City of Redlands' Records Retention Schedule
The Records Retention Schedule specifies the retention period for City ofRedlands records to ensure that legal, regulatory, fiscal, historical, and administrative record retention requirements are met, that records that are essential to the City are protected, and that proper procedures are followed in the retention and/or destruction ofCity records.

The attached schedule lists the type of record and includes the legally required retention period, a staffrecommended retention period, and the appropriate legal citation, if applicable. The records listed in this Schedule have a legal, fiscal, administrative or historical value to the City. In most cases, public records not addressed in the attached schedule should be considered routine in nature and retained for two (2) years unless specific laws, decisions, or opinions would apply to the record. If a particular record is not addressed in the attached schedule and the department believes other legal requirements apply or it is an essential record for legal, historical, fiscal or administrative value, then that record can be added to the retention schedule with the assistance of the City Attorney's Office.

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LEGEND
Records Retention:

A = Active
Ad =
Adoption
AU = Audit
C = Current
CL = Closed
Co = Completion
E = Election
L = Life (ofthe equipment, structure, or item)
O = Obsolete
P = Permanent
S =
Supersede
T = Termination

CITATIONS
B&P = California Business & Professions Code
CCP = Code of Civil Procedure
CCR = California Code of Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EV = Evidence Code
GC = Government Code
H&S = Health & Safety Code
HUD = Housing & Urban Development
Local Government Guidelines = California Secretary of State's February 2006 Local Government Records Management Guidelines
LC = Labor Code
OMB = Federal Office of Management and Budget
OSHA = Occupational Safety & Health Agency
PC = Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
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RECORDS RETENTION SCHEDULE

CITY OF REDLANDS
City Department/ Legal Staff Authority Description
Record Series Title Retention Recommended
In Years Retention In
Years
ADMINISTRATIVE SERVICES DIcPARTMENT
Building Maintenance
Bids: Are public records under GC § 4004.

Successful: 2 2 GC § 34090 Includes repairs and maintenance of Unsuccessful: 2 2 GC § 34090 City facilities
Capital improvements, L P GC § 34090, Contains records re: planning, construction H&S § 19850 design, construction, conversion or modification of local governmentowned facilities, structures and systems. These are public records
under GC § 4004, 4005.

Facility rentals/use 2 5 GC § 34090 Permits, contracts, diagrams, insurance binders
Maintenance & 2 3 GC § 34090, Service requests, invoices, Operations CCP § 338 supporting documentation; buildings, equipment, field engineering, public
facilities work orders
Schedules, class and 2 C+5 GC § 34090 Enrollment, liability releases, event evaluations, attendance, fliers in
personnel files
Equipment
Maintenance
Accident reports 2 3 GC § 34090, Memos and working documents.

CCP § 338
Fueling 4 4 GC § 34090, Fuel consumption reports, invoices, CCP § 337 receipts and records pertaining to
refueling operations.

Hazardous waste C+10 C+10 Local Government Documentation re the handling and disposal Guidelines; 40 CFR disposal of hazardous waste. § 122.21
Inventory, equipment, 2 L+2 GC § 34090 Includes vehicles and related parts and supplies documents re repairs.

Inventory, vehicle L L+2 GC § 34090, Owner's manual, warranty ownership and title VC § 9900 et seg. documents, DMV title and registration and related documents.

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Licenses, permits 2 2 GC § 34090 Forms, related documentation re licenses and permits required by
federal and state agencies.

Maintenance/ 2 L+2 GC § 34090 Related to requests for service and operations work orders for fuel, vehicle and
equipment maintenance and repairs.

Vehicle assignment 2 2 GC § 34090 Log books, request forms, lists.

Personnel
Action Line Reports Later of 2 7 years after GC § 12946; 29 May include complaints, grievances, years or 2 personnel CFR § 1602.14; 29 sexual harassment and civil rights years after action CFR § 1627.3(b)(3) violations. *Final disposition is date personnel of expiration of statutory period
action within which action may be brought
or the date on which litigation is
terminated
Action Line Reports Later of 2 10 years after GC § 34090 log years or 2 personnel
years after action
personnel
action
Administrative Later of 2 After greater of GC § 12956; 29 Miscellaneous misconduct; often line investigation records years or 2 7 years after CFR § 1602.14; 29 department or City Manager will years after case closure or CFR § 1627.3(b)(3) forward these records to HR for personnel 3 years after storage
action subject
separates from
City
employment
Discrimination/ Later of 2 After greater of 29 CFR § 1602.14; Harassment years or 2 7 years after 29 CFR § 1602.31;
complaints and years after case closure or 29 CFR §1627.3 investigative reports personnel 3 years after (b)(3); GC § 12946 action subject
separates from
City
employment
Discrimination/ Later of 2 10 years after GC §§ 34090,
Harassment years or 2 complaint date 12946
complaints log years after
personnel
action
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EEOC/DFEH 3 After greater of 29 CFR § 1602.14;
complaints and City 7 years after 29 CFR § 1602.32
responses case closure or
3 years after
subject
separates from
City
employment
EEOC/DFEH 3 10 years after 29 CFR § 1602.14;
complaint log complaint date 29 CFR § 1602.32
Eligibility lists Later of 2 7 years from GC § 34090
years or 2 certification
years after date
personnel
action
Employee benefits 1 year after T+5 29 CFR Destroy 5 years after expiration of contracts for services termination §1627.3(b)(2) contract. for current and former of plan
vendors (medical
plans, etc.)
Hearing transcripts 2 years or 5 years after 29 CFR § 1602.14; and related records re until final final disposition 29 CFR § 1627.3 PERS appeal disposition (b)(2)
Informal complaints Later of 2 7 years after GC § 12946 (per Personnel Rules) years or 2 date of
years after complaint
personnel
action
Informal complaint Later of 2 10 GC § 12946; 29 "Grievance log" log years or 2 CFR § 1602.14; 29
years after CFR § 1627.3(b)(3)
personnel
action
Meet and confer 3 20 29 USC §§ 211(c), Notes, correspondence, contracts, agreements, notes and 203(m), 2009(g) MOAs.
minutes
Personnel files for 2 years 10 years after 29 CFR § 1627 separated regular full after date date of 3(a); GC § 12946; time and part time of separation 29 CFR § 1602.31
employees separation
Personnel files for 2 years 2 years after
separated temporary after date date of
employees of separation
separation
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Recruitment records Later of 2 5 years after GC § 12946; 29 Employment applications, resumes, years or 2 exam final CFR § 1602 et seq.; examination materials and test years after filing date 29 CFR § 1607; 29 answer sheets, correspondence, personnel CFR § 1627.3; 40 eligibility lists, ethnicity disclosures, action job bulletins, electronic database

CITY ATTORNEY
Chronological files 2 2 GC § 34090
Claims 2 CL+2 GC § 34090
Contract 4 4 GC § 34090
Damage reports 2 CL+2 GC § 34090
Department budget 2 2 GC § 34090
Department personnel 2 4 GC § 34090,
records CCP § 337, § 338
Insurance documents 2 4 GC § 34090,
CCP § 337
Litigation files 2 CL+2 GC § 34090
Real property 2 2 GC § 34090 Unless affecting title, then P. documents

CITY CLERK
Elections
Affidavit, originals C+5 C+5 EC § 17000(a)
Affidavit index C+5 C+5 EC § 17001
(County Elections
Dept. maintains)
Applications, absentee E+22 if E+ 22 EC §§ 17505; From date of election. Includes those ballots and envelopes federal 17302 spoiled, canceled and surrendered. (ROV maintains) election on
ballot, else
E+6
months
Assisted challenged E+22 if E+22 months EC §§ 17303(b), From date of election. voters list (ROV. federal 17304
maintains) election on
ballot, else
E+6
months
Ballots (ROV. E+22 if E+22 months EC §§ 17302, From date of election. maintains) federal 17303(b), 17304
election on
ballot, else
E+6
months
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Ballots - Prop 218 2 P GC § 34090; Property related fees (assessment (Assessment Districts) California ballot proceedings)
Constitution, Art.

XIII
Calendar, Election 2 2 GC § 34090
Campaign statements P P GC § 81009 (b)(g) FPPC filings
Elected
Campaign statements: E+5 E+5 GC § 81009 (b)(g) FPPC filings. Iffor state office, Not elected, local indefinitely
office
Campaign statements: E+7 E+7 GC § 81009 (c)(g) FPPC filings PACs
Candidate statements E+4 E+4 EC § 17100 Sample ballot retained permanently.

Canvass P P EC § 15300 Records used to compile final
(ROV maintains) election results, including tally
sheets, voting machine tabulation,
detailed breakdown of results;
special election results.

History 2 P GC § 34090 History of elections, sample ballots, certificates of destruction, other
resolutions re elections.

Maps, precincts/ voter E+6 E+6 GC § 34090;
information (ROV. EC § 17503
maintains)
New Resident Voters E+22 E+22 months EC § 17506
List months
Nomination papers: EC § 17100
Successful: T+4 T+4 EC § 17100
Unsuccessful: T+4 T+4
Oaths of office 2 T+6 GC § 34090, 29 Elected officials
USC § 1113
Petitions E+8 E+8 months EC §§ 17200, From date of certification of results months 17400 of election, initiative, referendum,
recall.

Precinct records E+6 E+6 months EC § 17503(b) From date of election: Precinct (ROV maintains) months official material; declaration of intention, precinct board member
applications, orders appointing
members of precinct boards and
designating polling places. Includes
notice of appointment of office and
record of service.

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Roster (of voters) E+5 E+5 EC § 17300 From date of election, initiative, (ROV maintains) referendum, recall, general municipal
election.

Statement of E+4 E+4 GC § 81009 (d) (f) FPPC filings. For state office, economic interest, indefinite. (copies, originals filled copies, elected, local. with FPPC).

Statement of 7 7 GC § 81009 (e) FPPC filings (originals). economic interest,
originals, not elected;
and City employees
General Subject
Annexation files 2 P GC § 34090 (a) Reports, agreements, public notices.

Bids, RFPs, RFQs, 2 3 GC § 34090 (d), Successful bids are filed in contract unsuccessful/ rejected CCP § 338 or public file.

Budget, official 2 P GC § 34090 City annual operating budget.

Budget information 2 2 GC § 34090 (d) Documents used to prepare department department budget.

Claims log 2 4 GC § 34090 (d), Log of claims against City, claims CCP § 337 forwarded to City Attorney.

Correspondence 2 2 GC § 34090 (d) If not attached to agreement or project file.

Deeds, easements P P GC § 34090 (a)
Goals/Objectives 2 2 GC § 34090 Departmental goals and objectives.

Oaths of office 2 T+6 GC § 34090
employee
Policies and C+2 S+5 GC § 34090 (d) Retain while current. procedures
Proclamations 2 2 GC § 34090
Reports: Special/final summary; review or
Departmental: 2 2 GC § 34090 evaluation. Non agenda related, Staff: 2 2 GC § 34090 includes supporting documentation.

Speaker slips 2 2 GC § 34090
Special projects 2 2 GC § 34090
Travel records 2 2 GC § 34090
Legal
Affidavit of 2 2 GC § 34090
publication, public
hearing notices
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Affidavit of 2 2 GC § 34090
publication,
ordinances
Agenda 2 2 GC § 34090 (d) City Council agenda
Agenda reports 2 2 GC § 34090 (d) Documentation received, created (master, subject files) and/or submitted to Council; retain agenda reports regarding
development projects, planning,
zoning matters, ordinances and other
significant projects permanently in
project file.

Agreements excluding C+2 T+5 GC § 34090, Includes leases, equipment, subdivision CCP §§ 337.2, 343 Agreements, 2 P GC § 34090 (a) Records potentially affecting title to development real property.

Agreements, 2 P GC § 34090 (a) Records potentially affecting title to subdivision real property.

Appeals, civil 3 3 CCP § 583.320 Appeals, civil.

Applications, boards,
commissions,
committees: 2 T+2 GC § 34090
Appointed: 2 2 GC § 34090
Not Appointed:

Articles of 2 P GC § 34090;
incorporation CCP § 337.2
Assessment districts 2 P GC § 34090 Original documentation Claims log 2 4 GC § 34090,
CCP § 337
Contracts, capital 2 P GC § 37090 (a);
improvement 4004; H&S § 19850
Contracts, real . P P GC § 34090, Can affect title to real property property CCP § 337
Contracts, street 4 P CCP § 337
improvement
Insurance policies T+2 P CCP § 337
Legal Advertising 2 P CCP §§ 343, 349 et Includes public notices, legal seq.; GC § 911.2; publications.

GC § 40801
Minutes P P GC § 34090 (d); GC Official minutes and hearing § 368.14; GC proceedings of governing body or
§ 40801, GC board. commission or committee.
§ 54957.2
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Notices, meetings 2 2 GC §§ 34090.7, Special meetings.
54960.1(c)(1)
Notices, public 2 2 GC § 34090
hearing
Ordinances P P GC § 40806 Municipal Code.

Petitions 2 2 GC § 50115 Submitted to legislative bodies.

Real property P P GC § 34090 Can affect title to property. contracts Resolutions P P GC §§ 34090 (d), Legislative actions.
40801
Tapes, CDs, When used for minute preparation;
recordings: otherwise-2 years. Audio: 30 days 30 days GC §§ 54953.5 Video: 90 days 90 days (b), 34090.7
Inventory, records 2 2 GC § 34090 Inventory of non-current or inactive records holdings and location,
indices. Tapes may be recycled.

Municipal Code P P GC § 34090 Supplements included.

Public records request 2 2 GC § 34090
Records management 2 2 GC § 34090 Document includes retrieval, transfers -
inactive.

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CITY COUNCIL / COVIMISSIONS
Agenda 2 P GC § 34090(d) City Commission agenda
Agenda reports 2 2 GC § 34090 Documentation received, created (master subject files) and/or submitted to City Council or City Commission, retain agenda
reports regarding development
projects, planning, zoning matters,
ordinances and other significant
projects permanently in project file.

Agreements C+2 T+4 CCP §§ 337.2, 343 Includes leases, equipment, services,, or supplies
Applications, boards,
commissions,
committees: 2 2 GC § 34090
Appointed: 2 2
Not appointed:

Contracts, capital C+2 P GC § 37090(a); Construction
improvements 4004; H&S § 19850
Correspondence 2 2 GC § 34090
General subject files 2 5 GC § 34090 (d) Internal working files including correspondence. Some files may
require retention longer than
prescribed here.

Legal advertising 2 2 CCP § 343, 349 et Includes public notices, legal seq; GC § 911.2; publications
GC § 34090
Minutes P P GC § 34090 (d); GC Official minutes and hearing § 36814; GC proceedings of governing body,
§ 40801 board or commission.

Notices, meeting 2 2 GC § 34090.7; GC Special meetings
§ 54960. 1c(1)
Petitions 2 2 GC § 34090 (d); GC Submitted to legislative bodies § 50115; GC § 6253
Policies and 2 2 GC § 34090 Includes rules, regulations, standards procedures
.Resolutions P P GC § 34090 (d); Legislative actions
§40801
Tapes, CDs, GC § 54953.5 (b); When used for minute preparation; recordings GC § 34090.7 otherwise-2 years
Audio: 30 days 30 days
Video: 30 days 90 days
Request for proposals 2 2 GC § 34090
(RFPs)
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Brochures, 2 2 GC § 34090
publications,
newsletter, bulletins

CITY MANAGER
Reports to Council 2 2 GC § 34090(d), GC
§ 50115
Speeches 2 2 GC § 34090(d)
Subject Files / 2 2 GC § 34090(d)
Projects & Issues
General administrative 2 S+3 GC §§ 34090, All City policies and procedures. 40801, CCP § 338
Policy, City Council 2 S+3 GC § 34090, CCP Policies, directives rendered by City § 338 Council not assigned a resolution or
ordinance number.

COMMUNITY DEVELOPMENT DEPARTMENT
Administration
Agendas 2 P GC § 34090 (d) City Planning Commission agendas.

Agenda reports 2 P GC § 34090 (d) Documentation received, created, and/or submitted to City
Commissions.

Bids and proposals: 2 2 GC § 34090 (d)
Unsuccessful
Code books P P GC § 34090 (e) National Electrical Code, Uniform Building Code, Fire Code,
Mechanical Code, Plumbing Code
and supplements.

Committees 2 P GC § 34090 Member lists, minutes/agendas, informational material, reports.

General subject files 2 2 GC § 34090 (d) Internal working files including correspondence. Some files may
require retention longer than
prescribed here.

Grants, community/ CL+4 P 24 CFR Project files, contracts, proposals, urban development § 570.490(d), statements, reports, sub-recipient (includes CDBG) 24 CFR dockets, environmental review, grant § 570.502(b)(3); documents, applications, inventory,
24 CFR § 85.42 & consolidated plan, etc. Includes
OMB Cir. I 10, Section 108 loan guarantee. *OMB
Attachment C;* A-102 & 128; HUD Regulations.

Legal advertising 2 P CCP §§ 343, 349 et Legal publications (public notices seq.; are part ofproject files).

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Historic preservation
2 P GC
§ 34090 (d) Historic structures and landmarks.
inventory
Logs
2 P GC
§ 34090 Logs, registers or similar records
listing permits, certificates of
occupancy issued (may include
inspection, building activity, daily
plan check, utility).

Maps and plats
2 P GC
§ 34090 (a) Engineering and field notes and
profiles; cross-section of roads,
streets, rights-of-way, bridges (may
include annexations, parks, tracts,
block, storm drains, water easements,
bench marks, trees, grading landfill,
fire hydrants, base maps, etc.).

Master plans, annual
2 P GC
§ 34090 Special or long-range program plan
for municipalities
- coordination of
services; strategic planning.

Minutes
p
P GC §§ 34090 (2), Official minutes and hearing
36814, 40801 proceedings of board, commission or
committee.

Policies and S+2
P GC
§ 34090 Includes rules, regulations, standards.
procedures
Project files
P
P GC
§ 34090 (a); Pertains to real property, new
H&S §§ 19850; construction, storefront
4003, 4004 improvements, rehabilitation
projects, and promotions. May
include blueprints, drawings, maps,
photos (including negatives), plans,
reports, evaluations, correspondence,
uses, permits, variances, studies,
appeals, compliance certificates, lot
line adjustments, or other planningrelated matters brought before the legislative body.

Project files not
2 P GC
§ 34090 (d) Building, engineering, planning.
completed or denied
.Resolutions
P
P GC
§ 34090 Board, commission or committee.

Speaker slips
2 2 GC
§ 34090
Seismic retrofit
2 .P GC
§ 34090 (a)
program
Street names and
2 P GC
§ 34090 (a) Street dedications, closings, address
house numbers assignment/changes.

Studies, special
2 P GC
§ 34090 (d) Engineering, joint powers, noise.
projects and areas
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Subdivision P P GC § 34090 Potentially affecting title to real agreements property,
Tapes, CDs, GC §§ 54953.5 (b); When used for minute preparation; recordings: 34090.7 otherwise-2 years.

Audio: 30 days 30 days
Video: 30 days 90 days
California 2 P GC § 34090 (a) and Exemptions, environmental impact Environmental Quality CEQA Guidelines report, mitigation monitoring, Act (CEQA) negative declaration, notices of
completion and determination,
comments, statements of overriding
considerations.

Environmental review 2 P GC § 34090 (d) Correspondence, consultants, issues, conservation.

Soils reports 2 P GC § 34090 (d) Final reports.

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Building and Safety
Blueprints, L L H&S § 19850 Submitted by contractor for permits specifications, for requiring plans.
building in which
permit issued
Blueprints, 2 2 GC § 34090 (d) Submitted by contractors with specifications, permit application for permit never issued. not issued
Certificates 2 P GC § 34090 (a) Compliance, elevation, occupancy that affect real property.

Flood reports 2 P GC § 34090
Inspection 2 P GC § 34090 (d) Correspondence, fees, appeal requests, reports.

Permits 2 P GC § 34090; H&S New commercial and residential § 19850 construction, tenant improvements,
room additions, spa, signs, block
wall, remodel (including security
bonds, plans, building, signs).

Signs (temporary) 2 2 GC § 34090 (d) Home occupations, off-premise signs.

Planning
Case files, Planning & P P GC § 34090 (a); Pertains to real property. May Zoning H&S §§ 19850, include blueprints, drawings, maps, 4003, 4004 plans, reports, evaluations,
correspondence, uses, permits,
variances, studies, appeals,
compliance certificates, lot line
adjustments, or other planningrelated matters brought before Zoning Administrator, commission
or legislative body.

Correspondence 2 2 GC § 34090 (d) Working documentation.

Development L, but not P GC § 34090 Mitigation measures; filed with case conditions less than 2 files.

Development P .P CCP §§ 337, Infrastructure contracts, franchises, agreements 337.l(a), 337.15; original maintained for seven years.

GC § 34090; 48
CFR § 4.703
Development 2 P GC § 34090 (a) Landscape mediums, parkway Standards landscape development, public works
construction.

Drawings, project plan 2 P GC § 34090 (d) Does not include those usually filed th case or project.

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Findings and decisions P P GC § 34090 Board, commission, committee or City staff.

General Plan and P P GC § 34090 Includes sphere of influence. elements and specific
plans
General and Specific GC §§ 34090,
Plan Amendments: 65103, 50110
Approved: .P .P
Denied: P P
Maps, Plans, .P .P GC § 34090; H&S Zoning, tentative subdivision, parcel, drawings, exhibits, § 19850; GC land use map, aerial photos, specific photos § 34090.7 plans.

Minutes P P GC § 34090 Planning and ARB.

FINANCE DEPARTMENT / TREAGURER'S OFFIC
Accounting and
Administration
Audit Report P P GC § 34090
Audited Financial 2 P GC § 34090 Independent auditor analysis Statements Bonds Account CL+10 CL+10 GC § 34090; CCP Final bond documentation, monthly Statements § 337.5 statement of transactions Bonds, coupons and CL+2 P GC §§ 34090; Paid/canceled
other securities 53921
Budget AU+2 P GC § 34090 Annual operating budget approved by Legislative Body (original budget
retained by City Clerk)
Hearing or review 2 7 GC § 34090 Documentation created and/or received in connection with audit
hearing or review
Reports 2 7 GC § 34090 Internal and/or external
Reviews, internal/ 2 7 GC § 34090 Daily, weekly, monthly, quarterly, or external periodic other summary, review, evaluation, log, list, statistics, except a report
Accounts payable AU+4 AU+4 GC § 34090 Invoices from and payments to vendors, check copies, supporting
documents
Agenda reports 2 2 GC § 34090 Council discretionary fund, City Manager discretionary fund,
Investment policy, monthly
investment reports, formal quotations
for supplies and services
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Accounts receivable AU+4 AU+4 GC § 34090 Cash receipts for payments made to the City
Assessment districts P P GC § 34090 Collection information; original documentation filed with City Clerk
Bank statements AU+5 AU+5 GC § 34090; 26 Statements, reconciliations CFR 16001-1
.Budget adjustments, 2 2 GC § 34090(d) Documents used to prepare journal entries department budget
Checks AU+5 AU+5 GC § 34090; Includes payroll, canceled and CCP § 337 . voided checks
Deposits, receipts AU+4 AU+4 GC § 34090; Checks, coins, currency CCP § 337
Invoices AU+2 AU+2 GC § 34090 Copies sent for fees owed, billing, related documents
Ledger, general P P GC § 34090;
CCP § 337
Voucher AU+4 AU+4 GC § 34090; Account postings with supporting CCP § 337 documents
Petty cash AU+2 AU+2 GC § 34090
reimbursements
Taxes, receivable AU+2 AU+2 CCP § 338
Warrant register AU+2 AU+2 GC § 34090
Licenses
Business C+2 7 GC § 34090; Paid and reports
CCP § 337
Parking Citations
Citations P P GC § 34090
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Payroll
Adjustments AU+4 AU+4 GC § 34090; 29 Audit purposes
CFR § 516.5-516.6
Deferred T+5 T+5 GC § 34090; 26 Records of employee contributions compensation CFR § 16001-1* and City payments *29 CFR § 1627.3(2)
Employee time sheets AU+6 AU+6 GC § 34090; 29 Signed by employee for audit and CFR § 516.2* FEMA reports
*CFR § 516.6(1); IRS Reg. 31.6001-
1(e)(z); R&T 19530; LC 1174(d)
Federal and State tax AU+4 AU+4 GC § 34090 Forms 1096, 1099, W-4s and W-2s forms *26 CFR § 31.6001-1(2)(2); R&T §
19530; 29 CFR § 516.5-516.6
Payroll system history; 3 P 29 CFR §1627.3(a); Time cards, payroll records roster of former City 29 CFR § 516.6
employees (regular
employees)
Payroll system history; 3 P 29 CFR § 516.5; 29
roster of former City CFR § 1627.3(a)
employees (temporary
employees)
PERS Employee T+4 T+4 GC § 34090; Record of deductions (PERS-Public deduction reports CAC § 22; 1085-2 Employee Retirement System) *26 CFR § 516.5, 516.6; LC § 1174(d)
Register P P GC § 34090; Labor costs by employee and
GC § 37207 program
Salary records T+3 T+3 GC § 34090; 29 Deduction authorization, beneficiary CFR § 516.2, 516.5 designations, unemployment claims,
garnishments
Purchasing
Purchase orders 2 7 GC § 34090; Original documents
CCP § 337
Vendor register 2 7 GC § 34090 Alpha vendor listing of purchase orders, invoices, account numbers,
and check date
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Reports
Audits P P GC § 34090
Investment P P GC § 34090; CCP Summary of transactions, inventory transactions § 337; GC § 53607 and earnings report
Labor Distribution AU+2 AU+2 GC § 34090 Costs by employee and program State Controller P P GC § 34090 Controller may destroy after five years
Stores
Inventory AU+6 AU+6 GC § 34090; Reflects purchase date, cost, account number
Auction AU+2 AU+2 GC § 34090 Listing of property
Disposal AU+2 AU+2 GC § 34090; Sealed bid sales of equipment CCP § 337
Risk Management
Accident report - City CL+7 CL+7 29 CFR § 1904 .2; Reports and related records assets 29 CFR § 1904.6
Bonds, insurance P P CCP §§ 337.2; 343 Bond and insurance policies insuring City property and other assets
Claims, damage CL+5 CL+5 GC § 34090 Paid/denied
Incident reports CL+7 CL+7 29 CFR § 1904 .2; Theft, arson, vandalism, property 29 CFR § 1904.6 damage or similar occurrence
(excluding fire/law enforcement)
Insurance, joint P P GC § 34090 Accreditation/MOUs/agreements, powers agreement agendas
Insurance, certificates P P GC § 34090 Insurance certificates filed separately from contracts, includes insurance
filed by licensees.

Insurance, liability/ P P GC § 34090 May include liability, property, property Certificates of Participation,
deferred, use of facilities
Insurance, Workers P P LC § 5405, Local Indemnity; Claims Files, Reports, Compensation Government Incidents, P.ERS - working files, Guidelines originals with Administrator
Photographs, CL+2 CL+2 GC § 34090
negatives, film
Risk Management 2 C+5 OMB § 1220-0029; Federal OSHA forms; loss analysis Reports 29 CFR § 1904.4; report; safety reports; actuarial GC 4 34090 studies
Grants
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Community CL+4 CL+4 24 CFR Project files, contracts, proposals, Development Block § 570.502(b)(3); statements, reports, Grant and urban 24 CFR 85.42 & sub-recipient dockets, Environmental development OMB Cir. A- review, grant
110, Attach. documents, applications, inventory,
C*; OMB Cir. consolidated plan,
A-102 & 128, HUD etc. Includes Section 108 loan
regulations guarantee *
Federal and State CL+5 CL+5 GC § 34090 Refer to grant application close-out procedure.

Financial records CL+5 CL+5 GC § 34090 Refer to grant application close-out procedure.

Unsuccessful CL+2 CL+2 GC § 34090 Application not entitled.

FIRE DEPARTMENT

ADMINISTRATIVE SERVICES
Books, Fire Code S+3 S+3 GC § 34090; Include OPS manuals CCP 340.5
General Orders, S+2 P GC § 34090
Policies/Procedures
Inspections, Fire CL+3 CL+3 UFC § 103.34 Alarm/sprinkler systems, prevention Prevention efforts Investigations, P P PC § 799 Support prosecution resulting in Evidence Arson homicide
Investigations, CL+6 CL+6 PC § 800 Great bodily harm, inhabited Evidence Arson structure or property
Journals, Fire Station C+2 C+2 GC § 34090 Activities, personnel, engine company
Permits, Uniform Fire CL+2 CL+2 GC § 34090
Code
Chemical Emissions C+2 C+2 GC § 34090
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EMERGENCY MANAGEMENT
OPERATIONS/EMERCENCY MEDI ~'AL SERVICES
Mutual Aid, Strategic S+2 S+2 GC § 34090
Plans
Exposure T+30 T+30 29 CFR Sampling results, collection
§ 1910.1020 methodology, background
Exposure T+1 T+1 29 CFR Laboratory reports and worksheets § 1910.1020
Medical T+30 T+30 29 CFR
§ 1910.1020
Medical T+2 T+2 29 CFR Employees less than one year
§ 1910.1020 GC § 34090
Training T+2 T+2 GC § 34090 Certifications/designations

HAZARDOUS

MATERIALS
Hazardous Waste C+10 C+10 Local Government Documentation re handling and Disposal Guidelines; disposal of hazardous waste
40 CFR § 122.21
Permits, Hazardous C+2 C+2 GC § 34090 Departments consistently recommend Materials Storage permanent retention of
environmentally sensitive materials
Programs, Household S+2 S+2 GC § 34090
Hazardous Waste
Training Materials S+2 S+2 GC § 34090;
8 CCR § 3204(d),
et seq.

Underground Storage P P GC § 34090(a) Documents re: storage Tank Location, installation, removal,
Compliance GC § 34090 remediation
Maintenance & C+2 C+2
Operation.

PROPERTY
Apparatus/Vehicle C+2 C+2 GC § 34090 Repair and Maintenance CCP § 340.5* *8 CCR 3203(b)(1)
Inventory, Equipment C+2 C+2 GC § 34090
and Supplies
Logs, Fire C+2 C+2 GC § 34090
Equipment/Gear

REPORTS
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Incident CL+3 CL+3 GC34090 Dispatch and daily logs
CCP § 338 *
*CCP 340.5
Field, Non-fire and C+2 C+2 GC § 34090
Logs
Fire, Non-arson and C+2 C+2 GC § 34090
Logs
Investigations, CL+3 CL+3 PC § 801; Structure
Evidence Arson UFC § 104.32
Weed Abatement CL+2 CL+2 GC § 34090 Reports, assessments, resolutions, documentation

LIBRARY
Borrower Registration 2 5 GC § 34090
Records
Records documenting
the registration of
authorized borrowers.

Cash Receipts 2 7 GC § 34090;
(for Daily deposit of
monies from Library)
Circulation Records 2 5 GC § 34090
Records documenting
the circulation of
library materials to
individual borrowers
Circulation Statistical 2 5 GC § 34090
Reports
Library Catalog 2 5 GC § 34090
Lost and Paid 2 7 GC § 34090
Receipts
Copies ofreceipts
issued when patron
pays for a lost book
Overdue Records 2 5 GC § 34090
Library Fines
Information
Purchase Orders 2 5 GC § 34090
Records of Missing 2 5 GC § 34090
Books in Circulation
Vouchers - 2 7 GC § 34090
Vendor Invoices,
Reference Information
and Proof of payment
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MUNICIPAL UTILITIF S DEPARTMENT

AIRPORT
Accident and CL+8 CL+8 Local Accidents, injuries, property Incident .Reports Government damages, general conditions re pilot (Aircraft) Guidelines and aircraft Agreements T+4 T+4 CCP § 337 Including concessionaire, slip rental, facility storage
Airport Certification P P 14 CFR Federal Aviation Administration § 139.207b; (FAA) required manuals
§§ 17.1.13-
171.213
Airport P P Local Annual and special reports to federal Operational Reports Government and state regulatory agencies. (Regulatory) Guidelines
Airport C+2 C+2 Local Logs, statistical summaries;
Operational Reports Government administrative records
(Administrative) Guidelines
Airport Noise C+10 C+10 Local Correspondence, studies, memos, Monitoring and Government reports, log books, documents related Complaint Guidelines to assessment of noise levels at
airports and resolution of complaints
Applications T+2 T+2 GC § 34090 Payment invoices, inventory listings, Aircraft Storage billing correspondence and other Parking related documents
Slip Rentals
Special Events C+2 C+2 GC § 34090 Permits, correspondence, related documents re use ofrights of way
Fueling 4 4 GC § 34090,
CCP § 337
Hazardous Waste C+10 C+10 Local Documentation re: the handling and Disposal Government disposal of hazardous waste
Guidelines;
40 CFR 122.21
Inspection, Runway C+10 C+10 Local Maintenance including Inspection Government reports, work orders and related
Guidelines records
Inspection, Safety Self C+2 C+2 14 CFR Safety inspection and related § 139.327 document include reviews and
analysis of all aspects of airport
operation
Inventory, Equipment L+2 L+2 GC § 34090 Includes vehicles, aircraft, vessels and Parts & Supplies related documents re repairs
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Inventory, Vehicle L+2 L+2 GC § 34090 Owners manual, warranty documents, Ownership and Title Department of Motor Vehicle title
and registration, and related
documents
Licenses, Permits C+2 C+2 GC § 34090 Forms, related documentation re:
licenses and permits required by
federal and state agencies
Maintenance, FAA P P 14 CFR Forms and reports required by FAA § 17 L 13- including Forms FAA-198, -418, -
171.213 6030-1, -6790-4
Maintenance/ L+2 L+2 . GC § 34090 Related to requests for service and Operations work orders for fuel, vehicle and
equipment maintenance and repairs
NOTAM (Notice to C+3 C+3 Local Reports re: conditions affecting Airmen) Government airport maintenance/operations Guidelines
Report, Accident C+2 C+2 GC § 34090 Memos and working documents (Copies)
Vehicle Assignment C+2 C+2 GC § 34090 Log books, request forms, lists Cemetery
Burial records P P GC § 34090
Pre-Need Lot purchase CL+2 CL+2 GC § 34090
Customer Service
Accounts Receivable 2 5 GC § 34090
Customer Records C+2 C+2 GC § 34090 Billing, correspondence, complaints Rates C+2 C+2 GC § 34090
Refunds 2 5 GC § 34090
Solid Waste
Collections / Landfill C +2 C +2 GC § 34090 Daily records, usage Facilities C +2 C +2 GC § 34090 Correspondence, maps
History, Sanitation P P . GC § 34090
Maintenance and C +2 C+2 GC § 34090
Operations
Maps P P GC § 34090 Location maps
Reports, studies CL+2 CL+2 GC § 34090
Reports, tonnage C+2 C+2 GC § 34090
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Wastewater
Facilities C+2 C+2 GC § 34090 Correspondence, maps, patron list History, Sanitation P P GC § 34090 Where City-owned
Maintenance and C +2 C+2 GC § 34090
Operations
Maintenance and C+2 C+2 GC § 34090 Includes work orders, inspection, Operations repairs, cleaning, reports, complaints
Maps P P GC § 34090 Location maps
Maps, Septic Tank P P GC § 34090 Location maps
Rates C+2 C+2 GC § 34090
Recycling Programs S+2 S+2 GC § 34090
Regulations S+2 S+2 GC § 34090 Includes legislation
Reports, Studies CL+2 CL+2 GC § 34090
Sludge C +2 C+2 40 CFR § 61.54 Sludge, sampling, charging rate to measure mercury content
Treatment Plant C+2 C+2 40 CFR § 60.153 Gas flow through wet scrubbing, oxygen content of exhaust gas, sludge
rate, temperatures, fuel flow, total
solids and volatile solids
Water
Billing/Customer C+2 C+2 GC § 34090 Billings, correspondence, complaints Records Connection Records P P GC § 34090 Maps, water line connections Inventory, Equipment C+2 C+2 GC § 34090
Locations P P GC § 34090 Mains, valves, hydrants, wells Maintenance and C+2 C+2 GC § 34090 Includes work orders, inspection, operations repairs, cleaning, reports, complaints
Service C+2 C+2 GC § 34090 Includes work orders, entry cards, manholes, service to property owners
Well & Pumping C+2 C+2 GC § 34090 Times operational, power used and quantity
Maps P P GC § 34090 Line location; easements
Master Plans C+2 C+2 GC § 34090 Copies
Meter Operations C+2 C+2 GC § 34090 Reader reports, orders, tests Maintenance Reports
Permits
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National P P GC § 34090 40 Compliance with Clean Water Act re:

Pollutant CFR § 122.28 pollutants
Discharge
Elimination
System
NPDES
Others C+2 C+2 GC § 34090 May depend on terms of state or federal agency
Policies and Procedures S+2 S+2 GC § 34090 Includes rules and regulations Rates S+2 S+2 GC § 34090
Reclamation C+5 C+5 40 CFR § 122.41 Daily operations including sewage flow, grit removal, chlorine usage, lab
analysis results, etc.

Reports
Conservation C+2 C+2 GC § 34090
Consumption C+2 C+2 GC § 34090
Corrosion Control C+12 C+12 40 CFR § 141.91 Compliance documentation Discharge C+5 C+5 40 CFR § 122.41 Average amount ofpollution Monitoring discharged into waters of
municipality.

Drinking Water C+10 C+10 40 CFR § 141.33
Corrections
Hydrograph P P GC § 34090 Daily flow of streams
Lead Service Line C+12 C+12 40 CFR § 141.91 Compliance documentation Public Education C+12 C+12 40 CFR § 141.91 Compliance documentation Quality Parameters C+12 C+12 40 CFR § 141.91 Compliance documentation Sanitary Surveys C+10 C+10 40 CFR § 141.33 Statistics, reports, correspondence Source Water C+12 C+12 40 CFR § 141.91 Compliance documentation, e.g. lead & copper
State Certification C+12 C+12 40 CFR § 141.91 Compliance documentation Variances, Water C+5 C+5 40 CFR § 141,33
System
Well Level C+2 C+2 GC § 34090
Sources C+2 C+2 GC § 34090 May include wells, rivers, lakes, districts
Surveyor Field Notes P P GC § 34090 Notes preparatory to maps of water installations
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Surveys, Water System C+10 C+10 40 CFR § 141.33 Statistics, reports, correspondence Sanitary
Tests
Bacteriological C+5 C+5 40 CFR § 141.33 Compliance records include location, Analysis date, method and results; corrections,
analysis ofbacterial content
Chemical Analysis C+10 C+10 40 CFR § 141.33 Compliance records include location, date, method used and results;
corrections, analysis of chemical
content
Quality C+12 C+12 40 CFR § 141.91 Compliance documentation including sampling data, analysis, reports,
surveys, documents, evaluation,
schedules, valves, etc.

Valve Main Records P P GC § 34090
Violations, Drinking C+3 C+3 40 CFR § 141.33 Retention applies to each violation Water
POLICE

ADMINISTRATION
Accounting/Cash C+2 C+2 GC § 34090
Reconciliation
Alarm Records C+2 C+2 GC § 34090
Chemical Emissions C+2 C+2 GC § 34090
Claim Files CL+5 CL+6 PC § 832.5; Claim copy, correspondence, Local photographs, supporting documents
Government relative to incidents involving the
Guidelines Police Department filed by citizens
Department Manual S S Local Changes to manual are recorded in Government the General Orders (permanent)
Guidelines
.Equipment T+2 T+2 GC § 34090 Retained until termination of Communication equipment use; Manuals, instructions,
procedures
Inventory S+2 S+2 GC § 34090 Listing of equipment assigned to division, to whom it is assigned
Reports - Activity C+2 C+2 GC § 34090 Weekly/monthly/quarterly/annual activity/statistical reports by division.

Retain only one form for retention
period
Survey Response Files C+2 C+2 GC § 34090 Surveys, responses, correspondence with other agencies requesting
statistical data
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INVESTIGATIONS
Administrative/ CL+5 CL+5 PC § 832.5 Initiated by citizens complaints or Internal EV § 1045 internally initiated; includes
GC § 12946 complaint, reports, findings
PC § 801.5;
PC § 803(c)
VC § 2547
Asset Forfeiture CL+2 CL+2 GC § 34090
Investigations/
Proceedings
Case File
Notifications C+2 C+2 GC § 34090 To legal property owner prior to case filing that property is subject to asset
forfeiture proceedings. If case is
filed, notification becomes part of
forfeiture case file.

Case Books, CL+2 CL+2 GC § 34090 Retained by division until a case is Investigative suspended/closed; transfer to Records
Division to be filed with associated
Daily Report (DR) file
Case Files P P PC § 799
Homicide
Investigator's
File
Narcotics (No arrest, CL+2 CL+2 GC § 34090 Retained by division until no longer Narcotics Cases) useful for investigative purposes Officer Involved CL+25 CL+25 GC § 34090;
Shootings Local
Government
Guidelines
Court C+1 C+l GC § 34090.7 Printouts of daily court scheduling Daily
Schedule
Sign-In Logs C+2 C+2 GC § 34090 Logs officers' names, time in/out for court appearances
Tracking C+2 C+2 GC § 34090 Database records subpoena number, System Records officer name, case number, defendant
name, district attorney name, court
information disposition
Evidence, Disposition Local Attach to duplicate Property Report, Forms Government file w/DR in Records Division Guidelines
Fingerprint T+2 T+2 GC § 34090 Paperwork authorizing fingerprinting Applicants Files and background checks for city
employment applicants and business
license applicants
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Inked/Palm AC+20 AC+20 GC § 34090; Persons booked into detention Cards Local facility; (Copies distributed to county,
Government state, federal agencies)
Guidelines
Records Appropriate PC 1) Retain for applicable case statute Latents Section of limitation; 2) or until evidence in
case is destroyed; Hard copy and
digitized
Suspect, CL CL Law Adults/juveniles suspected of a crime, Adult/Juvenile Enforcement taken for comparison. Destroy after .Management original purpose achieved
Guide by POST
Guns, Dealers Record of C+6 C+6 PC § 12070 Applicants, Monthly Gun Audits, Sale Applications Denied, Stolen (DOG File)
Informant Files T+10 T+10 Local Legal notifications, identification Government information, payment information,
Guidelines activities information
Jail C+6 C+6 GC § 34090 Daily report of staffing,
Daily Logs bookings/releases, transfers,
transportation
Inmate Record Local Dependent on facility's classification; Government see Laws and Guidelines for Local
Guidelines Detention Facilities by Board of
Corrections (State of California)
Inspection Files CL+6 CL+6 Local Inspections by various agencies Government
Guidelines
Surveys CL+2 CL+2 GC § 34090 Prepared quarterly, forwarded to State Board of Corrections
Licenses C+2 C+2 GC § 34090
Bicycle
.Bingo, Mace C+2 C+2 GC § 34090
Duplicate (Pink), C+2 C+2 GC § 34090
Secondhand Dealer,
Pawn Brokers
Logs S S Local
Auto Theft Government
Guidelines
Case Assignment C+l C+l Local
Government
Guidelines
Daily Activity C+2 C+2 GC § 34090
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Officer C+2 C+2 GC § 34090 Daily activity of incidents not reported by use of official report
Report Summary C+2 C+2 GC § 34090 Report numbers, type, names, dates retained for research value
Investigative (Pre- CL+10 CL+10 GC § 34090 Retained by division until cases are Arrest) suspended and closed
Juvenile Detention C+2 C+2 GC § 34090 Logs document juvenile processing per CYA
Property Control C+2 C+2 GC § 34090 Logs items coming into and going out of property room
.Rap Sheet CL+2 CL+2 GC § 34090 Requests for criminal history Subpoena C+2 C+2 GC § 34090 Subpoenas received/served daily Pawn Slips/Tickets C+3 C+3 B&P § 21628
Photographs Local Crime Scene, Registrant/Applicant,
Government Photo file, Accident. Retain according
Guidelines to practical and functional
association.

Daily Report T T GC § 34090 Assigned DR number, retained as (Negatives) form of evidence, destroyed at same
time evidence for associated case is
destroyed
Inmates C+20 C+20 Local By Prisoner number
(Negatives) Government
Guidelines
Registration Files, Life of Life of Fingerprint Card, photo, information Arson, Sex and registrant registrant within Local also forwarded to DOJ Narcotics within jurisdiction Government
jurisdiction Guidelines
Arrest/Conviction 2 (Mandatory 2 (Mandatory H&S § 11361.5 Applicable to convictions occurring H&S Section 11357 destruction destruction after January 1, 1996 or arrests not (b), (c), (d), (e) or from date of from date of followed by a conviction occurring H&S Section 11360 conviction or conviction or after January 1, 1996; Exception:
(b) violations date of arrest date of arrest .H&S 11357(e), the record shall be (Occurring after with no with no retained until a juvenile offender January 1, 1996) conviction) conviction) attains the age of 18 years, then destroyed pursuant to 11361.5
Arrest/Conviction Mandatory Mandatory H&S Applicable to convictions occurring H&S Section 11357 Destruction Destruction § 11361.5(c) prior to January 1, 1996 or arrests not (b), (c), (d), (e) or (Upon notice (Upon notice followed by a conviction occurring H&S Section I 1360 (b) from from prior to January 1, 1996 for violations violations (Occurring Department Department of of H&S Code 11357, 11364, 11365 before of Justice) Justice) and 11550
January 1, 1996)
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Crime See See descriptor PC § 800 Prosecution for an offense punishable Felony Crimes descriptor PC § 801 by imprisonment in state prison for With or Without eight years or more must commence
Arrests within 6 years after offense
commission. Commencement of
prosecution defined in PC 804.

Exception: See PC 803 -
Tolling/Extension of time periods;
Appeals process and "Three Strikes"
also considerations in assigning
retention.

Misdemeanor/ CL+2 CL+2 GC § 34090 No arrests, identifiable property or Infractions missing persons (See: Note 1)
Supplemental P P PC § 799 No statutory limitation for
Felony Capital prosecution. Includes Murder,
Crimes, Crimes kidnapping for ransom, treason,
Punishable by procuring execution by perjury, train
Death, Life wrecking, assault with a
Imprisonment
Destruction P P Local
Guns Government
Guidelines
Narcotics P P Local
Government
Guidelines
Disposition ofArrest/ Local Retention determined by action taken; Court Action Government i.e., recordable arrest or detention Guidelines (released no arrest)
False Alarm (Duplicate) C+2 C+2 GC § 34090
Non-Criminal C+2 C+2 GC § 34090 Injured or sick persons; missing Occurrences persons where person has been returned; traffic collision reports not
used as the basis for criminal charges
Property Original Until case is Until case is Local Copy retained in records case file; adjudicated/d adjudicated/dis Government Refer to Managing Property in Law isposition position Guidelines Enforcement Agencies (By POST) determined determined
.Range Inventory S+2 S+2 GC § 34090 Quarterly reports ofinventories of weapons and ammunition held by
Department .Range
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Reports C+2 C+2 GC § 34090 Arrest & Citation Register: Arson Offenses; Crimes Against Senior
Citizens: Death in Custody; Domestic
Violence; FBI Include Return
A/Supp; Hate Crime Incidents;
Homicide Reports, Supp.; Officers
Killed or Assaulted; Original to FBI -
DOJ; Uniform Crime Reports
Research Project Files CL+2 CL+2 GC § 34090 May include request forms, background materials, staÆreports,
final project reports and supporting
data
Sealed Mandatory Mandatory PC § 851.8 General provision: Upon petition, Adult Found Destruction Destruction records of agency must be sealed and Factually Innocent Upon and Upon and destroyed in accordance with the Pursuant to Pursuant to provisions set by court record; Court Order Court Order exceptions.

Juvenile Mandatory Mandatory WIC § 826 (a) & Upon petition, local laws enforcement Destruction Destruction (b) WIC § 781 records, within WIC 826(b) may be upon and upon and (a) destroyed as ordered by the court, if pursuant to pursuant to related probation and juvenile court court order court order records have been destroyed by the probation officer. Records involving
arrests, detention and/or petitioning
juvenile before juvenile court
Statistical (Crime C+2 C+2 GC § 34090 Internally generated information Analysis) using activity logs, citizen calls,
current and past crime statistic
reports, finance dept expenditure and
budget records: citations, crime
reports, accident reports, permits,
receipts. Reports created for variety
of purposes including
increases/decreases in criminal
activity; officer workload,
deployment, time usage
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Statistical (UCR), C+2 C+2 GC § 34090 Originals sent to FBI, DOJ Uniform Crime Reports
Mandatory to DOJ
(LEIC); FBI Include
Return A/Supplement;
Supplementary
Homicide Report; Law
Enforcement Officers
Killed or Assaulted;
Monthly Return of
Arson Offenses Know to
Law Enforcement;
Number of Violent
Crimes Committed
Against Senior Citizens;
Monthly Report of
Domestic violence
Related Calls for
Assistance; Monthly
Arrest and Citation
Register; Monthly Hate
Crimes Incidents' Death
In Custody Reporting.

Subpoenas (Duplicate) C+2 C+2 GC § 34090
Tapes C + 180 days C + 180 days GC § 34090.6 Exception: Recordings used as Audio, Telephone evidence in a criminal prosecution or
and Radio claim filed or litigation or potential Communications claims and litigation shall be preserved for 100 days after
conclusion of the court action
Surveillance/ C+13 mos. C+13 mos. GC § 34090.6
Security Video (Jail)
Use of Force C+2 C+2 GC § 34090 Includes review forms, arrest report Supervisory Review copies, logs
Files
Warrants Recall after Recall after 10 Local Recommended by the California Law Felony 10 years. years. Government Enforcement Warrant Officer's Exception: Exception: Guidelines Association
Murder/ Murder/
Escape Escape
.Misdemeanor Recall after 5 Recall after 5 Local Recommended by the California Law Criminal years years Government Enforcement Warrant Officer's Guidelines Association
Served C C Local Includes Warrant Service Information
Government Card, alpha index card
Guidelines
Unserved Until served, Until served, Local
(Local) recalled or recalled or Government
purged purged Guidelines
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PATROL
California Vehicle Code C+90 days C+90 days GC § 34090 Original is forwarded to court Infractions (Duplicates)
Parking/Traffic, C+2 C+2 GC § 34090 Griginals are forwarded to court after Duplicates agency processing; includes citations
electronically created
Transmittals C+2 C+2 GC § 34090 Listing of citations forwarded to court, filed for reference
Cards C+2 C+2 GC § 34090
Dispatch
Field Interview CL+2 CL+2 GC § 34090
Citations CL+2 CL+2 H&S § 11361 5
11357(e),
Juvenile
1 1357b H&S, CL+2 L+2 H&S § 11361.5 CA Admin Code, Chapter 1, Title II, 11357c H&S, Sec 708
11360b H&S
Violations
Cite and Release CL+2 CL+2 GC § 34090
Equipment C+2 C+2 GC § 34090 Documents problems, malfunctions, Radio Logs resolution to provide equipment
(Communication) performance history
General Orders P P GC § 34090;
Local
Government
Guidelines
Patrol Requests C+2 C+2 GC § 34090; From citizens for patrol presence (Correspondence)
Radar Calibration T+2 T+2 GC § 34090 Documentation ofRadar instruments Records retained during use/ownership
Reports . CL+2 CL+2 GC § 34090 Non-Jury
Accident
Traffic Collision . P P Local
Fatalities Government
Guidelines
Vehicle S S Local Record of assignments
Assignment Government
Reports Guidelines
Down Reports C+1 C+l Local Printouts reporting which vehicles are Govemment down for repair, maintenance, etc.

Guidelines
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Repossession/ C+2 C+2 GC § 34090
Private Impounds
Service Schedules S S GC § 34090
Vests, Bulletproof C+2 C+2 GC § 34090 Authorization to purchase Letters
Warrants Recall after 1 Recall after 1 Local Recommended by the California Law Parking year year Government Enforcement Warrant Officer's Guidelines Association
Traffic Recall after 5 Recall after 5 Local Recommended by the California Law years years Government Enforcement Warrant Officer's
Guidelines Association
Weapons, Database P P Local Departmentally-owned weapons, Government personal weapons, alternate weapons,
Guidelines secondary handguns; produces
inventory reports

SERVICES
Chemicals/Film S S Local
Inventories Government
Guidelines
Equipment T T Local
Inventory/Sign-out Government
Cards - Photo Lab Guidelines
Operations Files - P P Local Retain until equipment no longer Photo Lab Government owned/used by department; Manuals, Guidelines instructions, procedures for
use/operations of photographic
equipment
Grievance Files S S GC § 34090 Grievance filed by employees, supporting documentation
Investigations, C+1 C+l GC § 34090 Non hired
Background
Background C+2 C+2 Local Include original reports re: PC 832.5 Hired Government investigations
Guidelines
Parades & Special S S GC § 34090 Reports, memos, correspondence, Events File scripts, supplier information,
assignments, deployments, supporting
documentation
Permits L+2 L+2 GC § 34090 Approval Process
Alcoholic Beverage
Control
License
Concealed Weapons CL+2 CL+2 GC § 34090
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Photographs S+2 S+2 GC § 34090
Personnel
Negative Log C+2 C+2 GC § 34090
Negatives, Misc. C+2 C+2 GC § 34090 Not case-related (Public relations, promotions, events, ceremonies, staff
photos)
Press Releases C+2 C+2 GC § 34090
Press, Video Programs C+2 C+2 GC § 34090 Collection of videos of programs and (Community Relations) events; outside press coverage of department
Property Files C+2 C+2 GC § 34090 Original reports and supplemental documentation (Lost, Found,
Safekeeping)
Property, Pawn C+2 C+2 GC § 34090 Sales, slips. Dealer required to file Broker/Secondhand duplicate with agency
Reports C+6 mos. C+6 mos. GC § 34090.7 Original maintained by DOJ. Dealer Dealer of Gun Sales, required to file duplicate with agency Duplicate
Restraining Orders, C C Local Destroy after law enforcement actions Emergency Protective Government described in PC 273.5, 273.6, 646.9, Orders, Temporary Guidelines 12028.5, 13700 and Family Code Restraining Orders, Sections 6380-6383 are fulfilled and Legal Stipulations, effective date ofrestraining order has Orders After Hearing expired.

Rosters (Divisional) S+2 S+2 GC § 34090 Personnel assigned to division.

Schedules P P GC § 34090
Daily
Watch S S GC § 34090
Assignment/
Timekeeping
Records
Speaker Requests C+l C+1 GC § 34090 Community and business requests for public appearances, speakers
Tests, Densitometer C+2 C+2 GC § 34090 Daily tests of development Results (Photo Lab) chemicals/processes for quality
control.

Training GC § 34090
.Bulletins S S
Event Files Recall after 1 Recall after 1 GC § 34090 Correspondence, brochures, year year promotional materials, info on
speakers, guests, supporting
documents
Lesson Plans, Range T+2 T+2 Scope, content, time period of courses I:\cclerk\Resolutions\6576.wpd 43
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Personnel (by name) CL+2 CL+2 GC § 34090 Paperwork documenting officers' internal and external training
Schedules, Range P P GC § 34090 Daily, weekly, monthly schedules of training events at range
Volunteer Card Files S S GC § 34090 Volunteers' identification, contact information
Animal Control
Complaints CL+2 3 GC § 34090 (d)
Bite Report P 3 GC § 34090 (d)
Citations S CO + 2 GC § 34090 (d)
Daily Logs C+l 3 GC § 34090 (d)
Impound records C+2 3 GC § 34090 (d)
Spay and Neuter S 3 GC § 34090 (d)
Refunds
Code EnforCeMent
Abandoned vehicles Recall after 1 2 GC § 34090 (d)
year
Case files 2 P GC § 34090 (d) Building, housing, and mobile home code violation records (including
inspections, public nuisance, rubbish
and weed abatement, vehicle
abatement, citations, massage parlor
permits, general).

Liens and releases, P P GC § 34090 Abatement.
supporting
Logs 2 2 GC § 34090 (d) Lien recovery, citations, complaints.

Regulations 2 P GC § 34090 (d) Includes rules.

Reports, federal and 2 .P GC § 34090 (a) Code enforcement statistics (.may state contain records affecting title to real
property or liens thereon).

Violations, building, 2 P GC § 34090 (d) Supporting code enforcement activity, property, and zoning
Management Information Systems
Inventory, information 2 2 GC § 34090 Hardware/software inventory logs; systems systems manuals.

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Program files and GC §§ 34090,
directories: 34090.7
Annual backup: 2 2
Daily backup; C+2 mos. C+2 mos.

Monthly backup: C+1 C+1
Weekly backup: C+5 C+5
Tapes, information 2 2 GC § 34090 System generation.
systems
Public Information
.Publications 2 2 GC § 34090 Brochures, newsletter, bulletins, press releases.

Recreation
Inventory, records 2 2 GC § 34090 Inventory of non-current or inactive records holdings and location, indices
Public Records Requests 2 2 GC § 34090
TAXIS T+4 T+4 GC § 34090 License, permits for Taxicabs, shuttles, etc.

Note 1: The destruction of felony, misdemeanor and infraction Crime/Supplemental Reports permitted providing:

1. They do not relate to an unadjudicated arrest except for H&S 11357 or H&S violations;

2. They do not relate to unserved warrants;

3. They do not involve identifiable items which have not been recovered;

4. They do not relate to PC 290, PC 457.1, or H&S 11590 registrants;

5. They do not relate to violations listed in PC Sections 799 and 800;

6. The cases are not presently involved in either a civil or criminal litigation.

PUBLIC WORKS DEPARTMENT
Administration
Agendas C+2 P GC § 34090 (d) City Planning Commission agendas.

Agenda Reports C+2 P GC § 34090 (d) City Council and Planning Commission.

Committees 2 P GC § 34090 Member lists, minutes/agendas, informational material, reports.

Correspondence 2 P GC § 34090 (d) Working documentation.

General subject files 2 C+5 GC § 34090 (d) Internal documentation.

Minutes P P GC §§ 34090 Official minutes and hearing
(d), 36814, proceedings of board or commission.
40801
Permits 2 2 GC § 34090 Tree removal.

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Photographs ? P GC § 34090 (d) Aerial photographs.

Policies and procedures 2 2 GC § 34090 Includes, rules, regulations, standards.

Resolutions P P GC § 34090 Board, commission, or committee.

Request for proposals 2 2 GC § 34090
(RFPs)
Speaker slips 2 2 GC § 34090 Information submitted by speakers at commission and committee meetings.

Studies and special 2 2 GC § 34090 (d)
reports
Tapes, CDs, recordings: GC § 54953.5 When used for minute preparation; Audio: (b); otherwise-2 years.

Video: 30 days 30 days GC § 34090. 7
90 days 90 days
Engineering
Bridges and overpasses L L GC § 34090 Life of Structure.

Inspection 2 2 GC § 34090 Includes intersection, sidewalks, bridges, and overpasses.

Capital improvement 2 CL+10 CCP § 337.15 Supporting documents, including projects bidders' list, specifications, reports,
plans, work orders, schedules, etc.

Construction traffic 2 CL+10 CCP § 337.15 Daily tracking. control plan
Drawings, traffic control 2 P GC § 34090 Signs, signing and striping, road plan construction.

Flood control 2 2 GC § 34090 (d) Storm drains.

Drainage P P GC § 34090 Includes dams, lakes, basins, creeks Facilities
Flood Zones P P GC § 34090 Includes flood maps
Insurance Programs S+2 S+2 GC § 34090 Includes copies of policies, rules, programs
Policies/Procedures S+2 S+2 GC § 34090 Rules and Regulations Reports/Studies CL+2 CL+2 GC § 34090
Flood records 2 P GC § 34090
Permits 2 P GC § 34090 Grading, encroachment.

Photographs 2 P GC § 34090 Includes aerials.

Plans, capital 2 P GC § 34090 Streets, curbs, gutters, sidewalks, improvement, projects storm drains, water, sewer, parks. celerk Resolutions 05~6mpd 46
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Policies and procedures 2 P GC § 34090 Includes rules, regulations, standards.

Relocation files 2 CL+2 GC § 34090 Redevelopment.

Special districts 2 P GC § 34090 (a) Supporting documents re improvement, lighting, underground
utility; bonds, taxes, and construction.

Street/alley P .P GC § 34090 (a) Relinquishment ofrights and fee title. (abandonment/
vacation)
Street naming and 2 P GC § 34090
numbering
Studies 2 2 GC § 34090 Traffic volume, accident history, requests, statistics, drawings,
supporting traffic devices.

Surveys 2 P GC § 34090 (a) Recording data and maps.

Parks and Street Trees
Accident reports - T+2 T+5 GC § 34090 Employees -
kept in personnel file.
employees
Accident reports - CL+2 CL+2 GC § 34090 Accidents of patrons using park patrons facilities.

Inventory, equipment AU+2 AU+2 GC § 34090 Warranties, purchase orders.

Landscape C+2 C+2 GC § 34090 Contracts, complaints, specifications, photos, reports.

Landscape drawings C+2 P GC § 34090 Drawings.

Maintenance and 2 C+5 GC § 34090 Includes work orders, inspection, operations repairs, cleaning, reports, complaints.

Maps P P GC § 34090 Irrigation, plot plans.

Pest Control 2 2 GC § 34090 (d) Pesticide applications, inspections and sampling, documents.

Photographs 2 P GC § 34090
Plans, proposed CU+2 2 GC § 34090 Future plans, new sites, expansions or until superceded.

Policies and Procedures S+2 S+2 GC § 34090 Includes rules and regulations Schedules, class and CU+2 CU+2 GC § 34090 Enrollment, liability releases, events evaluations, attendance, fliers in
personnel file.

Studies CL+2 CL+2 GC § 34090 Future sites, expansions.

Streets and Electrical
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Abandonments/ P P GC § 34090
Vacations
Closures P P GC § 34090
Easements, dedications, P P GC § 34090
rights-of-way
Field books P P GC § 34090
Intersection records C+2 C+2 GC § 34090 Includes correspondence, volume counts, accident history.

Landscaping C+2 C+2 GC § 34090 Plants, tree maintenance, work orders.

Lighting C+2 C+2 GC § 34090 Maintenance, work orders.

Maintenance/ C+2 C+2 GC § 34090 Includes work orders, inspection, Operations repairs, cleaning, reports, complaints,
signals, striping.

Maps P P GC § 34090 Fire hydrants, lighting districts,
wheelchair ramps, storm drains,
streets, sidewalks, utilities.

Master Plans CU+2 P GC § 34090 Copies.

Parking: GC § 34090
Lots/garages 2
Regulations: S+2 P
Parking meters: 2 2
Permit, parking 2 5 GC § 34090 Residential.

Signage 2 L+2 GC § 34090 Log books, index register cards, inventory lists, records oftraffic
signs.

Speed limits S+2 L GC § 34090
Traffic count 2 2 GC § 34090 Evaluation of traffic volume.

Traffic safety 2 2 GC § 34090 Pedestrian safety, bicycle lanes.

Traffic signals 2 L GC § 34090 Logs, drawings, wiring diagrams, codes, circuit numbers, installation
records, testing and maintenance.

REDEVELOPMENT AGENCY
Bonds 2 P CCP § 337 Revenue bond documentation.

Loans P P GC § 34090 Promissory notes, deeds of trust,
detail information.

Programs CL+3 P 24 CFR § 570. Includes comprehensive Housing 502(b)(3); 24 Authority strategy, meeting credit
CFR § 85.42, certificate, housing bond advisory, inand OMB Cir. A- lien housing mitigation, low/moderate 110, No. C housing, rental housing assistance.

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Reports 2 P GC § 34090 Activity, periodic.

Reports, federal and 2 P GC § 34090 (a) Grants, community/urban state development (includes CDBG) 1:\cclerk\Resolutions\6576.wpd 49
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1 I:\cmo\Resolutions\8441 Destruction of Records-HR.docxI:\cmo\Resolutions\8441 Destruction of Records-HR.docx RESOLUTION NO. 8441

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

APPROVING THE DESTRUCTION OF CERTAIN PUBLIC RECORDS
WHEREAS, the City Council of the City of Redlands adopted Resolution No. 6576 on February 20, 2007, which established regulations governing the retention and disposition of records; and
WHEREAS, in accordance with the requirements of Resolution No. 6576, the Human Resources Division has submitted an application for the destruction of certain public records which are described in Exhibit “A” to this Resolution;

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDLANDS AS FOLLOWS:

Section1. That the application for the destruction of public records as described in Exhibit “A” is hereby approved.

ADOPTED, SIGNED AND, APPROVED this 2nd day of May 2023. ________________________
Eddie Tejada, Mayor
ATTEST:
____________________________
Jeanne Donaldson, City Clerk
Redlands Regular Meeting of 05/02/2023 Page 133 of 546
2 I:\cmo\Resolutions\8441 Destruction of Records-HR.docxI:\cmo\Resolutions\8441 Destruction of Records-HR.docx I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing resolution was duly adopted by the City Council at a regular meeting thereof held on the 2nd day of May, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Jeanne Donaldson, City Clerk
Redlands Regular Meeting of 05/02/2023 Page 134 of 546
EXHIBIT “A”

REQUEST TO DESTROY

PUBLIC RECORDS
Requesting Department/Division:

City Manager/Human Resources
Request Date:
05/02/23
Requesters Name and Job Title:

Tommi Ng, Assistant Human Resources Director
Requesters Signature:

Department Head Signature:

Approved, by:

Description of Records:

1. Request for Proposals:
a. Years: 1999-2012, 2014-2019
b. Legal Retention = 2 years
c. Retention Schedule Location: RESOLUTION NO. 6576 General Subject– Bids,RFPs; Page 15

2. Recruitments
a. Years: 2009, 2015-2017
b. Legal Retention = Later of 2 years or 2 years after personnel action c. Retention Schedule Location: RESOLUTION NO. 6576 Personnel – Recruitments; Page 13

3. Invoices:
a. Years: 2011, 2018-2020
b. Legal Retention = AU + 2
c. Retention Schedule Location: RESOLUTION NO. 6576 Finance – Invoices; Page 24

4. Personnel Files
a. Years: 2002-2008
b. Legal Retention = 2 years after date of separation
c. Retention Schedule Location: RESOLUTION NO. 6576 Personnel– Personnel Files; Page 12

5. Employee Benefits
a. Years: 2009, 2013
b. Legal Retention = 1 year after termination of plan
c. Retention Schedule Location: RESOLUTION NO. 6576 Personnel – Employee Benefits; Page 12

6. Risk Claims
a. Years: 2014-2016
b. Legal Retention = CL +5
c. Retention Schedule Location: RESOLUTION NO. 6576 Risk Management – Claims; Page 26

7. Risk Management Reports:
a. Years: 2006-2012, 2014, 2016
b. Legal Retention = 2 years
c. Retention Schedule Location: RESOLUTION NO. 6576 Risk Management – Risk Reports; Page 26

8. Incident Reports
a. Years: 2015
b. Legal Retention = CL + 7
c. Retention Schedule Location: RESOLUTION NO. 6576 Risk Management – Incident Reports; Page 26 Location of Records: Human Resources Suite 10
Number or Quantity of Records to be destroyed:

This request is to destroy the:

ORIGINALS DUPLICATES BOTH (Originals & Duplicates)
Dates of each record or inclusive dates of each record
series: From Fiscal Year 1999-2020
Redlands Regular Meeting of 05/02/2023 Page 135 of 546
Certification to be attached to “Request to Destroy Public Records” The undersigned hereby certifies as follows:

1. That the record(s) to be destroyed is/are under the management or control of the department head;

2. That to the best of his/her knowledge, the descriptive titles, information and classifications contained in the attached request form are true and accurate;

3. That the minimum retention time periods required by the regulations contained in Resolution No. 6576 have been satisfied for all records included in the attached request form;

4. That retention of the record is no longer required for the operation of the department, or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the city for administrative, historical, research, fiscal, legal or cultural purposes;

5. That the destruction or other disposition of the record will not violate state law, city regulations, or other applicable law; and

6. That is a recommendation by the head of the applicable city department that the record(s) should be destroyed.
(Department head or authorized designee)
______________
Date
This request is approved by City Council
on:
______________________________
Paul Barich
Mayor Pro Tempore of the City of Redlands
ATTEST:
______________________________ Jeanne
Donaldson, City Clerk
and approved by the City Attorney on:
_______________________________
City Attorney
NOTE: Attach the department head Certification to this request when submitting for approval.

Redlands Regular Meeting of 05/02/2023 Page 136 of 546
City Council/Successor Agency Meeting I. 7.

DATE: 05/02/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8465 approving the destruction of certain public records (Management Services/Finance Director Garcia) MOTION(S):

I move to adopt Resolution No 8465.

RECOMMENDATION:

Staff recommends that Council approve Resolution No. 8465, authorizing the destruction of certain public records.

DISCUSSION:

Resolution No. 6576, a resolution of the City Council of the City of Redlands Adopting Regulations Governing the Retention and Disposition of Records, was adopted by the City Council on February 20, 2007. The resolution establishes a records retention and destruction policy to meet the City’s requirements under the law and to provide staff with a thorough and useful tool to manage, retain and dispose of public records.

In accordance with Resolution No. 6576, Exhibit A Section 6.02 approval by the City Council and City Attorney is required when public records are destroyed without making a duplicate record. An application by the Finance/ Revenue department requesting the destruction of public records was submitted to the City Attorney for review and has been approved by them for presentation to the City Council. A description of the records is included as Exhibit “A” to Resolution No. 8465.

Redlands Regular Meeting of 05/02/2023 Page 137 of 546
ALTERNATIVES:

Do not approve destruction of certain public records.

STRATEGIC PLAN:

Not Applicable.

SUBMITTED BY:

Danielle Garcia, Management Services/Finance Director
RECOMMENDED BY:

Charles M. Duggan, Jr., City Manager
REVIEWED BY:

Yvette Abich Garcia, City Attorney
PREPARED BY:

Ashley Deem-Sepulveda, Sr. Customer Account Specialist
Fiscal Impact
Fiscal Year: FY 2022-23
Revenue Generating: No
Appropriation Required Y/N: N
Amount: 1,500
Budgeted Y/N: Y
Account No.: 101502
Discussion:

Attachments
Reso. No. 6576
Resolution No. 8465
Exhibit A Request for Destruction
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RESOLUTION NO. 6576

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

ADOPTING REGULATIONS GOVERNING THE RETENTION AND

DISPOSITION OF RECORDS
WHEREAS, the City of Redlands (the "City") is required by law to maintain public records, as defmed by law, for certain periods of time; and
WHEREAS, the City may dispose of certain public records after the records have been maintained for the required period of time; and
WHEREAS, the City desires to update its records retention policy to ensure that the City satisfies its requirements under law and provides staff with a thorough and useful tool to manage, retain and dispose of public records;

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDLANDS AS FOLLOWS:

SECTION 1. That the Regulations Governing the Retention and Disposition of Records, and the associated Retention Schedule, as attached in Exhibit "A,"are hereby adopted.

ADOPTED, SIGNED AND APPROVED this 20th day of February, 2007.

AfÉyor of the ity oÊRedlands
ATTEST:

City lerk, City lands
I, Lorrie Poyzer, City Clerk ofthe City ofRedlands, hereby certify that the foregoing Resolution was duly adopted by the City Council at a regular meeting thereof, held on the 20th day ofFebruary 2007, by the following vote:

AYES: Councilmembers Gilbreath, Gil, Gallagher, Aguilar; Mayor Harrison NOES: None
ABSTAIN: None
ABSENT: None
Cit{Clerk
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EXHIBIT A

REGULATIONS GOVERNING THE RETENTION AND DISPOSITION OF

RECORDS FOR THE CITY OF REDLANDS
The following shall constitute the Regulations Governing the retention and disposition of records for City of Redlands (the "City").

Section 1. Purpose of Rules and Regulations.

1.01. Guidelines. Public records, and other records governed by these regulations, shall be retained for a specified period oftime as required by law. These regulations set forth the period oftime during which a public record shall be retained by the City. The City may retain such records indefinitely or the City may, after the expiration of such mandatory retention periods, destroy or otherwise dispose of the records in accordance with these regulations and applicable law. These regulations provide guidelines that should be followed ifthe City elects to destroy a public record after the record has been retained for the period oftime mandated by law. Questions regarding the application ofthese regulations should be directed to the City Attorney.

1.02 Retention of Documents for Longer Periods ofTime. A City department head may elect to maintain certain records for a period of time that is longer than that called for in the Retention Schedule (attached hereto) if the record is of value for historical, reference, legal, or administrative reasons.

Section 2. Governing Law.

2.01 Rules. The retention and disposition of public records of the City shall be made pursuant to these regulations ("Regulations") and applicable law.

Section 3. Definitions.

3.01 Department. A department of the City of Redlands.

3.02 Duplicate Record. The original record, paper, or document as photographed, micro-photographed, reproduced by electronically recorded video images recorded in an electronic data-processing system, recorded on optical disk, reproduced on film or any other medium that does not permit additions, deletions or changes to the original document, or reproduced on film or optical disk.

3.03 Public Records. Any writing containing information relating to the conduct of the public's business prepared, owned, used, or retained by any Department of the City regardless of physical form or characteristics, as defined by the Public Records Act, and any amendments to that Act. A writing means any handwriting, typewriting, printing, photostating, photographing, I:\cclerk\Resolutions\6576.wpd 2
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photocopying, transmitting by electronic mail or facsimile, and every other means ofrecording upon any tangible thing, any form ofcommunication orrepresentation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored. Computer software developed by the City is not itself a public record. Computer software includes computer mapping systems, computer programs, and computer graphics systems. "Public records" do not include materials not kept in the ordinary course of business, such as transitory documents, voicemail, e-mail, unofficial copies of documents kept only for convenience or reference, working papers, stocks of publications and blank forms, and library or museum material intended solely for reference or exhibition. Also, documents such as rough notes, calculations or drafts assembled or created and used in the preparation or analysis of other documents. NOTE: A draft that contains substantive comments from a project applicant, an applicant's attorney, consultant or agent, should be treated as a record of comments received from that source, and the draft or portions showing the substantive comments should ordinarilybe retained accordingly.

3.04 Record Appraisal. The act ofdetermining the relative activity in the use ofrecords, value of records with regard to administrative, legal, fiscal, or historical interest, adequate, and essential periods ofretention, and whether destruction ofthe record is appropriate.

3.05 Record Retention Schedule. A timetable or roster of records by classification category that lists the minimum periods of time that must elapse, as required by these Regulations and state law, before records may be destroyed. The Records Retention Schedule shall be considered a part ofthese Regulations and is incorporated herein.

Section 4. Responsibility for Retention and Disposition.

4.01 Heads ofCity Departments. The head of each City Department shall be responsible for the identification, classification, record appraisal, maintenance, protection, preservation, retention, and disposition ofpublic records and other records in accordance with these Regulations and applicable law. The head of each City Department shall:

A. Categorize the Department's records using the attached Records Retention Schedule.

B. Maintain the Department's records in accordance with the Records Retention Schedule, these Regulations, and applicable law.

C. Preserve and protect records and information collected and retained in the regular course ofthe City's business.

D. Prepare and submit the appropriate forms for the destruction ofrecords to the City Council and City Attorney, as required by these Regulations prior to the destruction ofthe record.

E. Conform to and implement the duplicate record requirements, standards, procedures, and limitations as set forth in these Regulations.

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Section 5. Classification of Records.

5.01 Categorization ofRecords. The head ofeach Department, or an authorized designee, shall identify and designate records maintained by his or her department according to one or more ofthe classifications identified in the Records Retention Schedule. Once so classified, each record shall be retained for the retention time period specified in the Records Retention Schedule. If a record does not fit clearly into a specific category, the head of the Department shall request the advice of the City Attorney.

Section 6. General Approval Procedure for the Destruction of Public Records and Other Records Governed by These Regulations.

6.01 General Rule Prohibiting Destruction of Records. Except as otherwise provided in these Rules or state law, no officer or employee ofthe City shall destroy, cause to be destroyed, or permit to be destroyed, any public record as that term is defmed in these Rules and the California Public Records Act, except in accordance with these Regulations, the Records Retention Schedule, and state law.

6.02 Approval by City Council and City Attorney is Required When Public Records Are Destroyed Without Making a Duplicate Record.

A. Standard. In accordance with Government Code section 34090, unless otherwise provided by law, with the approval ofthe City Council by resolution and the written consent ofthe City Attorney, the head of a City Department may destroy any City record, document, instrument, book, orpaper without making a copy thereof, after the same is no longer required. This section does not authorize the destruction of:
(1) Records affecting the title to real property or liens thereon; (2) Court records;
(3) Records required to be kept by statute;
(4) Records less than two (2) years old; or
(5) The minutes, ordinances, or resolutions ofthe City Council or ofa City board or commission.

B. Procedure.
(1) Request for Document Destruction. In the event a City Department head, or an authorized designee, determines a public record has been retained for the requisite time period pursuant to the Records Retention Schedule and is no longer required, the head of the City Department, or authorized designee, shall prepare a request form as provided in subsection "C" below, to obtain approval for destruction.
(2) Submission to City Attorney. The request form and certification constitute the application for destruction ofpublic records and shall be submitted to the I:\cclerk\Resolutions\6576.wpd 4
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City Attorney for approval, conditional approval, or denial. Written approval ofthe City Attorney is a mandatory condition precedent to the destruction of public records.
(3) Submission to City Council. The City Attorney shall forward his or her decision to the head ofthe Department that submitted the application. Ifthe City Attorney approves or conditionally approves destruction, the head ofthe City Department shall submit the application to the City Council. The City Council may approve, conditionally approve, or disapprove, either in whole or in part, the destruction of those records for which the City Attorney has provided his or her written consent. The City Council shall approve or conditionally approve the destruction of public records by adopting a resolution that so states. The resolution of the City Council is a mandatory condition precedent to the destruction of public records. (4) Destruction ofDocuments. Upon receipt ofthe written approval ofthe City Attorney and resolution of the City Council approving or conditionally approving the destruction ofpublic records, the head ofthe Department may arrange for such destruction in accordance with the standards set forth in these Regulations. Ifany conditions are attached to the approval by the City Attorney or the resolution ofthe City Council, those conditions must be fully satisfied prior to the destruction of any public record.

C. Request Forms. Requests for the authority to destroy public records shall be submitted on forms supplied by the City Clerk, which shall require the following information:
(1) The title or description ofthe Department requesting record destruction. (2) The title or subject matter description ofthe records. (3) The location of such records.
(4) The number or quantity of such records.
(5) Whether the records are originals or duplicates.
(6) Dates of each record or inclusive dates of each record series listed for destruction.
(7) Date, job title, and signature ofthe Department head, or authorized designee, requesting the destruction ofrecords.

D. Certification. The head ofthe City Department, or authorized designee, shall make the following certifications and attach the certification to the request form for the destruction ofthe records:
(1) The record is under the management or control ofthe Department head; (2) To the best of his or her knowledge, the descriptive titles, information, and classifications contained in the request form are true and accurate; (3) The minimum retention time periods required bythese Regulations have been satisfied for all records included in the request form; (4) Retention ofthe record is no longer required for operation ofthe Department, I:\cclerk\Resolutions\6576.wpd 5
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or to satisfy a City Council policy adopted by resolution, or a City Council request, or by the City for administrative, historical, research, fiscal, legal, or cultural purposes;
(5) The destruction or other disposition of the record will not violate state law, these Regulations, or other applicable law; and
(6) A recommendation by the head of the applicable City Department that the record(s) be destroyed.

E. Destruction of Records After Reproduction. In accordance with Government Code section 34090.5, the City Department head having custody of any public records may, without the approval of the City Council or the approval of the City Attorney, cause the public record to be destroyed, if all ofthe following conditions are met:
(1) The public record is photographed, micro-photographed, reproduced by electronically-recorded video images, recorded in the electronic data processing system, recorded on optical disk, reproduced on film or any other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document, or reproduced on film, optical disk, or any other medium in compliance with Government Code section 12168.7 for recording of permanent or nonpermanent records;
(2) The device used to reproduce the public record is one that accurately and legibly reproduces the original in all details and does not permit additions, deletions, or changes to the original document image;
(3) The reproductions are made as accessible to the public as were the original records; and
(4) A true copy of archival quality ofthe reproduction shall be kept in the same manner as the original public record.

No page of a public record, or any part thereof, shall be destroyed under this section if any page cannot be reproduced with full legibility. Every page that cannot be satisfactorily reproduced shall be permanently preserved in the same manner as a similar public record.

7.03 Declaration of Duplication.

A. The head of each Department shall cause a declaration to be prepared for the duplication of an original public record contemplated to be destroyed that states with respect to the duplicated record that:
(1) The original public record has been duplicated prior to destruction; (2) The reproduction is a true and correct copy of the original document; and (3) The reproduction was made under the direction or control ofa City employee.

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B. The declaration shall be contained within the image or array of images of the reproduction and shall be signed by the City employee responsible for supervision ofthe duplication or by the corporate officer or manager of an entity performing the reproduction service.

7.04 Term of Maintenance of Original Records. If a reproduction of the original public record is made and preserved, and ifthe necessary declaration is completed as set forth above, the original public record may be destroyed without reference to the retention periods set forth in these Regulations and the Records Retention Schedule.

7.05 Duplicate Record Deemed an Original. Compliance with these duplication procedures ensures that every reproduction is deemed an original record and a transcript, exemplification, or certified copy of any reproduction shall be deemed to be a transcript, exemplification, or certified copy, as the case may be, ofthe original.

Section 8. Retention of Email.

8.01 Generally. Email is temporary in nature and is not a permanent repository for City documents. The City's limited computer storage capacity prohibits the extended storage of email.

All emails that need to be preserved shall be done so pursuant to the City's Policy for Use of Electronic Communications. To preserve documents for pending litigation, the City Attorney may order that email or other electronic records be retained for a longer period then provided by this section or the City's Policy for Use of Electronic Communications.

8.02 Deletion of Email. Except as stated in section 8.02, email shall be deleted pursuant to the City's Policy for Use of Electronic Communications.

8.03 Email Messages to be Retained. Email messages shall be retained pursuant to the City's Policy for Use ofElectronic Communications.

Section 9. Force and Effect.

9.01 If any provision of these Regulations is held to be invalid by a court of competent jurisdiction, that provision shall be deemed stricken from these regulations and all other provisions shall remain in full force and effect.

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City of Redlands' Records Retention Schedule
The Records Retention Schedule specifies the retention period for City ofRedlands records to ensure that legal, regulatory, fiscal, historical, and administrative record retention requirements are met, that records that are essential to the City are protected, and that proper procedures are followed in the retention and/or destruction ofCity records.

The attached schedule lists the type of record and includes the legally required retention period, a staffrecommended retention period, and the appropriate legal citation, if applicable. The records listed in this Schedule have a legal, fiscal, administrative or historical value to the City. In most cases, public records not addressed in the attached schedule should be considered routine in nature and retained for two (2) years unless specific laws, decisions, or opinions would apply to the record. If a particular record is not addressed in the attached schedule and the department believes other legal requirements apply or it is an essential record for legal, historical, fiscal or administrative value, then that record can be added to the retention schedule with the assistance of the City Attorney's Office.

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LEGEND
Records Retention:

A = Active
Ad =
Adoption
AU = Audit
C = Current
CL = Closed
Co = Completion
E = Election
L = Life (ofthe equipment, structure, or item)
O = Obsolete
P = Permanent
S =
Supersede
T = Termination

CITATIONS
B&P = California Business & Professions Code
CCP = Code of Civil Procedure
CCR = California Code of Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EV = Evidence Code
GC = Government Code
H&S = Health & Safety Code
HUD = Housing & Urban Development
Local Government Guidelines = California Secretary of State's February 2006 Local Government Records Management Guidelines
LC = Labor Code
OMB = Federal Office of Management and Budget
OSHA = Occupational Safety & Health Agency
PC = Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
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RECORDS RETENTION SCHEDULE

CITY OF REDLANDS
City Department/ Legal Staff Authority Description
Record Series Title Retention Recommended
In Years Retention In
Years
ADMINISTRATIVE SERVICES DIcPARTMENT
Building Maintenance
Bids: Are public records under GC § 4004.

Successful: 2 2 GC § 34090 Includes repairs and maintenance of Unsuccessful: 2 2 GC § 34090 City facilities
Capital improvements, L P GC § 34090, Contains records re: planning, construction H&S § 19850 design, construction, conversion or modification of local governmentowned facilities, structures and systems. These are public records
under GC § 4004, 4005.

Facility rentals/use 2 5 GC § 34090 Permits, contracts, diagrams, insurance binders
Maintenance & 2 3 GC § 34090, Service requests, invoices, Operations CCP § 338 supporting documentation; buildings, equipment, field engineering, public
facilities work orders
Schedules, class and 2 C+5 GC § 34090 Enrollment, liability releases, event evaluations, attendance, fliers in
personnel files
Equipment
Maintenance
Accident reports 2 3 GC § 34090, Memos and working documents.

CCP § 338
Fueling 4 4 GC § 34090, Fuel consumption reports, invoices, CCP § 337 receipts and records pertaining to
refueling operations.

Hazardous waste C+10 C+10 Local Government Documentation re the handling and disposal Guidelines; 40 CFR disposal of hazardous waste. § 122.21
Inventory, equipment, 2 L+2 GC § 34090 Includes vehicles and related parts and supplies documents re repairs.

Inventory, vehicle L L+2 GC § 34090, Owner's manual, warranty ownership and title VC § 9900 et seg. documents, DMV title and registration and related documents.

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Licenses, permits 2 2 GC § 34090 Forms, related documentation re licenses and permits required by
federal and state agencies.

Maintenance/ 2 L+2 GC § 34090 Related to requests for service and operations work orders for fuel, vehicle and
equipment maintenance and repairs.

Vehicle assignment 2 2 GC § 34090 Log books, request forms, lists.

Personnel
Action Line Reports Later of 2 7 years after GC § 12946; 29 May include complaints, grievances, years or 2 personnel CFR § 1602.14; 29 sexual harassment and civil rights years after action CFR § 1627.3(b)(3) violations. *Final disposition is date personnel of expiration of statutory period
action within which action may be brought
or the date on which litigation is
terminated
Action Line Reports Later of 2 10 years after GC § 34090 log years or 2 personnel
years after action
personnel
action
Administrative Later of 2 After greater of GC § 12956; 29 Miscellaneous misconduct; often line investigation records years or 2 7 years after CFR § 1602.14; 29 department or City Manager will years after case closure or CFR § 1627.3(b)(3) forward these records to HR for personnel 3 years after storage
action subject
separates from
City
employment
Discrimination/ Later of 2 After greater of 29 CFR § 1602.14; Harassment years or 2 7 years after 29 CFR § 1602.31;
complaints and years after case closure or 29 CFR §1627.3 investigative reports personnel 3 years after (b)(3); GC § 12946 action subject
separates from
City
employment
Discrimination/ Later of 2 10 years after GC §§ 34090,
Harassment years or 2 complaint date 12946
complaints log years after
personnel
action
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EEOC/DFEH 3 After greater of 29 CFR § 1602.14;
complaints and City 7 years after 29 CFR § 1602.32
responses case closure or
3 years after
subject
separates from
City
employment
EEOC/DFEH 3 10 years after 29 CFR § 1602.14;
complaint log complaint date 29 CFR § 1602.32
Eligibility lists Later of 2 7 years from GC § 34090
years or 2 certification
years after date
personnel
action
Employee benefits 1 year after T+5 29 CFR Destroy 5 years after expiration of contracts for services termination §1627.3(b)(2) contract. for current and former of plan
vendors (medical
plans, etc.)
Hearing transcripts 2 years or 5 years after 29 CFR § 1602.14; and related records re until final final disposition 29 CFR § 1627.3 PERS appeal disposition (b)(2)
Informal complaints Later of 2 7 years after GC § 12946 (per Personnel Rules) years or 2 date of
years after complaint
personnel
action
Informal complaint Later of 2 10 GC § 12946; 29 "Grievance log" log years or 2 CFR § 1602.14; 29
years after CFR § 1627.3(b)(3)
personnel
action
Meet and confer 3 20 29 USC §§ 211(c), Notes, correspondence, contracts, agreements, notes and 203(m), 2009(g) MOAs.
minutes
Personnel files for 2 years 10 years after 29 CFR § 1627 separated regular full after date date of 3(a); GC § 12946; time and part time of separation 29 CFR § 1602.31
employees separation
Personnel files for 2 years 2 years after
separated temporary after date date of
employees of separation
separation
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Recruitment records Later of 2 5 years after GC § 12946; 29 Employment applications, resumes, years or 2 exam final CFR § 1602 et seq.; examination materials and test years after filing date 29 CFR § 1607; 29 answer sheets, correspondence, personnel CFR § 1627.3; 40 eligibility lists, ethnicity disclosures, action job bulletins, electronic database

CITY ATTORNEY
Chronological files 2 2 GC § 34090
Claims 2 CL+2 GC § 34090
Contract 4 4 GC § 34090
Damage reports 2 CL+2 GC § 34090
Department budget 2 2 GC § 34090
Department personnel 2 4 GC § 34090,
records CCP § 337, § 338
Insurance documents 2 4 GC § 34090,
CCP § 337
Litigation files 2 CL+2 GC § 34090
Real property 2 2 GC § 34090 Unless affecting title, then P. documents

CITY CLERK
Elections
Affidavit, originals C+5 C+5 EC § 17000(a)
Affidavit index C+5 C+5 EC § 17001
(County Elections
Dept. maintains)
Applications, absentee E+22 if E+ 22 EC §§ 17505; From date of election. Includes those ballots and envelopes federal 17302 spoiled, canceled and surrendered. (ROV maintains) election on
ballot, else
E+6
months
Assisted challenged E+22 if E+22 months EC §§ 17303(b), From date of election. voters list (ROV. federal 17304
maintains) election on
ballot, else
E+6
months
Ballots (ROV. E+22 if E+22 months EC §§ 17302, From date of election. maintains) federal 17303(b), 17304
election on
ballot, else
E+6
months
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Ballots - Prop 218 2 P GC § 34090; Property related fees (assessment (Assessment Districts) California ballot proceedings)
Constitution, Art.

XIII
Calendar, Election 2 2 GC § 34090
Campaign statements P P GC § 81009 (b)(g) FPPC filings
Elected
Campaign statements: E+5 E+5 GC § 81009 (b)(g) FPPC filings. Iffor state office, Not elected, local indefinitely
office
Campaign statements: E+7 E+7 GC § 81009 (c)(g) FPPC filings PACs
Candidate statements E+4 E+4 EC § 17100 Sample ballot retained permanently.

Canvass P P EC § 15300 Records used to compile final
(ROV maintains) election results, including tally
sheets, voting machine tabulation,
detailed breakdown of results;
special election results.

History 2 P GC § 34090 History of elections, sample ballots, certificates of destruction, other
resolutions re elections.

Maps, precincts/ voter E+6 E+6 GC § 34090;
information (ROV. EC § 17503
maintains)
New Resident Voters E+22 E+22 months EC § 17506
List months
Nomination papers: EC § 17100
Successful: T+4 T+4 EC § 17100
Unsuccessful: T+4 T+4
Oaths of office 2 T+6 GC § 34090, 29 Elected officials
USC § 1113
Petitions E+8 E+8 months EC §§ 17200, From date of certification of results months 17400 of election, initiative, referendum,
recall.

Precinct records E+6 E+6 months EC § 17503(b) From date of election: Precinct (ROV maintains) months official material; declaration of intention, precinct board member
applications, orders appointing
members of precinct boards and
designating polling places. Includes
notice of appointment of office and
record of service.

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Roster (of voters) E+5 E+5 EC § 17300 From date of election, initiative, (ROV maintains) referendum, recall, general municipal
election.

Statement of E+4 E+4 GC § 81009 (d) (f) FPPC filings. For state office, economic interest, indefinite. (copies, originals filled copies, elected, local. with FPPC).

Statement of 7 7 GC § 81009 (e) FPPC filings (originals). economic interest,
originals, not elected;
and City employees
General Subject
Annexation files 2 P GC § 34090 (a) Reports, agreements, public notices.

Bids, RFPs, RFQs, 2 3 GC § 34090 (d), Successful bids are filed in contract unsuccessful/ rejected CCP § 338 or public file.

Budget, official 2 P GC § 34090 City annual operating budget.

Budget information 2 2 GC § 34090 (d) Documents used to prepare department department budget.

Claims log 2 4 GC § 34090 (d), Log of claims against City, claims CCP § 337 forwarded to City Attorney.

Correspondence 2 2 GC § 34090 (d) If not attached to agreement or project file.

Deeds, easements P P GC § 34090 (a)
Goals/Objectives 2 2 GC § 34090 Departmental goals and objectives.

Oaths of office 2 T+6 GC § 34090
employee
Policies and C+2 S+5 GC § 34090 (d) Retain while current. procedures
Proclamations 2 2 GC § 34090
Reports: Special/final summary; review or
Departmental: 2 2 GC § 34090 evaluation. Non agenda related, Staff: 2 2 GC § 34090 includes supporting documentation.

Speaker slips 2 2 GC § 34090
Special projects 2 2 GC § 34090
Travel records 2 2 GC § 34090
Legal
Affidavit of 2 2 GC § 34090
publication, public
hearing notices
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Affidavit of 2 2 GC § 34090
publication,
ordinances
Agenda 2 2 GC § 34090 (d) City Council agenda
Agenda reports 2 2 GC § 34090 (d) Documentation received, created (master, subject files) and/or submitted to Council; retain agenda reports regarding
development projects, planning,
zoning matters, ordinances and other
significant projects permanently in
project file.

Agreements excluding C+2 T+5 GC § 34090, Includes leases, equipment, subdivision CCP §§ 337.2, 343 Agreements, 2 P GC § 34090 (a) Records potentially affecting title to development real property.

Agreements, 2 P GC § 34090 (a) Records potentially affecting title to subdivision real property.

Appeals, civil 3 3 CCP § 583.320 Appeals, civil.

Applications, boards,
commissions,
committees: 2 T+2 GC § 34090
Appointed: 2 2 GC § 34090
Not Appointed:

Articles of 2 P GC § 34090;
incorporation CCP § 337.2
Assessment districts 2 P GC § 34090 Original documentation Claims log 2 4 GC § 34090,
CCP § 337
Contracts, capital 2 P GC § 37090 (a);
improvement 4004; H&S § 19850
Contracts, real . P P GC § 34090, Can affect title to real property property CCP § 337
Contracts, street 4 P CCP § 337
improvement
Insurance policies T+2 P CCP § 337
Legal Advertising 2 P CCP §§ 343, 349 et Includes public notices, legal seq.; GC § 911.2; publications.

GC § 40801
Minutes P P GC § 34090 (d); GC Official minutes and hearing § 368.14; GC proceedings of governing body or
§ 40801, GC board. commission or committee.
§ 54957.2
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Notices, meetings 2 2 GC §§ 34090.7, Special meetings.
54960.1(c)(1)
Notices, public 2 2 GC § 34090
hearing
Ordinances P P GC § 40806 Municipal Code.

Petitions 2 2 GC § 50115 Submitted to legislative bodies.

Real property P P GC § 34090 Can affect title to property. contracts Resolutions P P GC §§ 34090 (d), Legislative actions.
40801
Tapes, CDs, When used for minute preparation;
recordings: otherwise-2 years. Audio: 30 days 30 days GC §§ 54953.5 Video: 90 days 90 days (b), 34090.7
Inventory, records 2 2 GC § 34090 Inventory of non-current or inactive records holdings and location,
indices. Tapes may be recycled.

Municipal Code P P GC § 34090 Supplements included.

Public records request 2 2 GC § 34090
Records management 2 2 GC § 34090 Document includes retrieval, transfers -
inactive.

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CITY COUNCIL / COVIMISSIONS
Agenda 2 P GC § 34090(d) City Commission agenda
Agenda reports 2 2 GC § 34090 Documentation received, created (master subject files) and/or submitted to City Council or City Commission, retain agenda
reports regarding development
projects, planning, zoning matters,
ordinances and other significant
projects permanently in project file.

Agreements C+2 T+4 CCP §§ 337.2, 343 Includes leases, equipment, services,, or supplies
Applications, boards,
commissions,
committees: 2 2 GC § 34090
Appointed: 2 2
Not appointed:

Contracts, capital C+2 P GC § 37090(a); Construction
improvements 4004; H&S § 19850
Correspondence 2 2 GC § 34090
General subject files 2 5 GC § 34090 (d) Internal working files including correspondence. Some files may
require retention longer than
prescribed here.

Legal advertising 2 2 CCP § 343, 349 et Includes public notices, legal seq; GC § 911.2; publications
GC § 34090
Minutes P P GC § 34090 (d); GC Official minutes and hearing § 36814; GC proceedings of governing body,
§ 40801 board or commission.

Notices, meeting 2 2 GC § 34090.7; GC Special meetings
§ 54960. 1c(1)
Petitions 2 2 GC § 34090 (d); GC Submitted to legislative bodies § 50115; GC § 6253
Policies and 2 2 GC § 34090 Includes rules, regulations, standards procedures
.Resolutions P P GC § 34090 (d); Legislative actions
§40801
Tapes, CDs, GC § 54953.5 (b); When used for minute preparation; recordings GC § 34090.7 otherwise-2 years
Audio: 30 days 30 days
Video: 30 days 90 days
Request for proposals 2 2 GC § 34090
(RFPs)
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Brochures, 2 2 GC § 34090
publications,
newsletter, bulletins

CITY MANAGER
Reports to Council 2 2 GC § 34090(d), GC
§ 50115
Speeches 2 2 GC § 34090(d)
Subject Files / 2 2 GC § 34090(d)
Projects & Issues
General administrative 2 S+3 GC §§ 34090, All City policies and procedures. 40801, CCP § 338
Policy, City Council 2 S+3 GC § 34090, CCP Policies, directives rendered by City § 338 Council not assigned a resolution or
ordinance number.

COMMUNITY DEVELOPMENT DEPARTMENT
Administration
Agendas 2 P GC § 34090 (d) City Planning Commission agendas.

Agenda reports 2 P GC § 34090 (d) Documentation received, created, and/or submitted to City
Commissions.

Bids and proposals: 2 2 GC § 34090 (d)
Unsuccessful
Code books P P GC § 34090 (e) National Electrical Code, Uniform Building Code, Fire Code,
Mechanical Code, Plumbing Code
and supplements.

Committees 2 P GC § 34090 Member lists, minutes/agendas, informational material, reports.

General subject files 2 2 GC § 34090 (d) Internal working files including correspondence. Some files may
require retention longer than
prescribed here.

Grants, community/ CL+4 P 24 CFR Project files, contracts, proposals, urban development § 570.490(d), statements, reports, sub-recipient (includes CDBG) 24 CFR dockets, environmental review, grant § 570.502(b)(3); documents, applications, inventory,
24 CFR § 85.42 & consolidated plan, etc. Includes
OMB Cir. I 10, Section 108 loan guarantee. *OMB
Attachment C;* A-102 & 128; HUD Regulations.

Legal advertising 2 P CCP §§ 343, 349 et Legal publications (public notices seq.; are part ofproject files).

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Historic preservation
2 P GC
§ 34090 (d) Historic structures and landmarks.
inventory
Logs
2 P GC
§ 34090 Logs, registers or similar records
listing permits, certificates of
occupancy issued (may include
inspection, building activity, daily
plan check, utility).

Maps and plats
2 P GC
§ 34090 (a) Engineering and field notes and
profiles; cross-section of roads,
streets, rights-of-way, bridges (may
include annexations, parks, tracts,
block, storm drains, water easements,
bench marks, trees, grading landfill,
fire hydrants, base maps, etc.).

Master plans, annual
2 P GC
§ 34090 Special or long-range program plan
for municipalities
- coordination of
services; strategic planning.

Minutes
p
P GC §§ 34090 (2), Official minutes and hearing
36814, 40801 proceedings of board, commission or
committee.

Policies and S+2
P GC
§ 34090 Includes rules, regulations, standards.
procedures
Project files
P
P GC
§ 34090 (a); Pertains to real property, new
H&S §§ 19850; construction, storefront
4003, 4004 improvements, rehabilitation
projects, and promotions. May
include blueprints, drawings, maps,
photos (including negatives), plans,
reports, evaluations, correspondence,
uses, permits, variances, studies,
appeals, compliance certificates, lot
line adjustments, or other planningrelated matters brought before the legislative body.

Project files not
2 P GC
§ 34090 (d) Building, engineering, planning.
completed or denied
.Resolutions
P
P GC
§ 34090 Board, commission or committee.

Speaker slips
2 2 GC
§ 34090
Seismic retrofit
2 .P GC
§ 34090 (a)
program
Street names and
2 P GC
§ 34090 (a) Street dedications, closings, address
house numbers assignment/changes.

Studies, special
2 P GC
§ 34090 (d) Engineering, joint powers, noise.
projects and areas
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Subdivision P P GC § 34090 Potentially affecting title to real agreements property,
Tapes, CDs, GC §§ 54953.5 (b); When used for minute preparation; recordings: 34090.7 otherwise-2 years.

Audio: 30 days 30 days
Video: 30 days 90 days
California 2 P GC § 34090 (a) and Exemptions, environmental impact Environmental Quality CEQA Guidelines report, mitigation monitoring, Act (CEQA) negative declaration, notices of
completion and determination,
comments, statements of overriding
considerations.

Environmental review 2 P GC § 34090 (d) Correspondence, consultants, issues, conservation.

Soils reports 2 P GC § 34090 (d) Final reports.

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Building and Safety
Blueprints, L L H&S § 19850 Submitted by contractor for permits specifications, for requiring plans.
building in which
permit issued
Blueprints, 2 2 GC § 34090 (d) Submitted by contractors with specifications, permit application for permit never issued. not issued
Certificates 2 P GC § 34090 (a) Compliance, elevation, occupancy that affect real property.

Flood reports 2 P GC § 34090
Inspection 2 P GC § 34090 (d) Correspondence, fees, appeal requests, reports.

Permits 2 P GC § 34090; H&S New commercial and residential § 19850 construction, tenant improvements,
room additions, spa, signs, block
wall, remodel (including security
bonds, plans, building, signs).

Signs (temporary) 2 2 GC § 34090 (d) Home occupations, off-premise signs.

Planning
Case files, Planning & P P GC § 34090 (a); Pertains to real property. May Zoning H&S §§ 19850, include blueprints, drawings, maps, 4003, 4004 plans, reports, evaluations,
correspondence, uses, permits,
variances, studies, appeals,
compliance certificates, lot line
adjustments, or other planningrelated matters brought before Zoning Administrator, commission
or legislative body.

Correspondence 2 2 GC § 34090 (d) Working documentation.

Development L, but not P GC § 34090 Mitigation measures; filed with case conditions less than 2 files.

Development P .P CCP §§ 337, Infrastructure contracts, franchises, agreements 337.l(a), 337.15; original maintained for seven years.

GC § 34090; 48
CFR § 4.703
Development 2 P GC § 34090 (a) Landscape mediums, parkway Standards landscape development, public works
construction.

Drawings, project plan 2 P GC § 34090 (d) Does not include those usually filed th case or project.

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Findings and decisions P P GC § 34090 Board, commission, committee or City staff.

General Plan and P P GC § 34090 Includes sphere of influence. elements and specific
plans
General and Specific GC §§ 34090,
Plan Amendments: 65103, 50110
Approved: .P .P
Denied: P P
Maps, Plans, .P .P GC § 34090; H&S Zoning, tentative subdivision, parcel, drawings, exhibits, § 19850; GC land use map, aerial photos, specific photos § 34090.7 plans.

Minutes P P GC § 34090 Planning and ARB.

FINANCE DEPARTMENT / TREAGURER'S OFFIC
Accounting and
Administration
Audit Report P P GC § 34090
Audited Financial 2 P GC § 34090 Independent auditor analysis Statements Bonds Account CL+10 CL+10 GC § 34090; CCP Final bond documentation, monthly Statements § 337.5 statement of transactions Bonds, coupons and CL+2 P GC §§ 34090; Paid/canceled
other securities 53921
Budget AU+2 P GC § 34090 Annual operating budget approved by Legislative Body (original budget
retained by City Clerk)
Hearing or review 2 7 GC § 34090 Documentation created and/or received in connection with audit
hearing or review
Reports 2 7 GC § 34090 Internal and/or external
Reviews, internal/ 2 7 GC § 34090 Daily, weekly, monthly, quarterly, or external periodic other summary, review, evaluation, log, list, statistics, except a report
Accounts payable AU+4 AU+4 GC § 34090 Invoices from and payments to vendors, check copies, supporting
documents
Agenda reports 2 2 GC § 34090 Council discretionary fund, City Manager discretionary fund,
Investment policy, monthly
investment reports, formal quotations
for supplies and services
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Accounts receivable AU+4 AU+4 GC § 34090 Cash receipts for payments made to the City
Assessment districts P P GC § 34090 Collection information; original documentation filed with City Clerk
Bank statements AU+5 AU+5 GC § 34090; 26 Statements, reconciliations CFR 16001-1
.Budget adjustments, 2 2 GC § 34090(d) Documents used to prepare journal entries department budget
Checks AU+5 AU+5 GC § 34090; Includes payroll, canceled and CCP § 337 . voided checks
Deposits, receipts AU+4 AU+4 GC § 34090; Checks, coins, currency CCP § 337
Invoices AU+2 AU+2 GC § 34090 Copies sent for fees owed, billing, related documents
Ledger, general P P GC § 34090;
CCP § 337
Voucher AU+4 AU+4 GC § 34090; Account postings with supporting CCP § 337 documents
Petty cash AU+2 AU+2 GC § 34090
reimbursements
Taxes, receivable AU+2 AU+2 CCP § 338
Warrant register AU+2 AU+2 GC § 34090
Licenses
Business C+2 7 GC § 34090; Paid and reports
CCP § 337
Parking Citations
Citations P P GC § 34090
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Payroll
Adjustments AU+4 AU+4 GC § 34090; 29 Audit purposes
CFR § 516.5-516.6
Deferred T+5 T+5 GC § 34090; 26 Records of employee contributions compensation CFR § 16001-1* and City payments *29 CFR § 1627.3(2)
Employee time sheets AU+6 AU+6 GC § 34090; 29 Signed by employee for audit and CFR § 516.2* FEMA reports
*CFR § 516.6(1); IRS Reg. 31.6001-
1(e)(z); R&T 19530; LC 1174(d)
Federal and State tax AU+4 AU+4 GC § 34090 Forms 1096, 1099, W-4s and W-2s forms *26 CFR § 31.6001-1(2)(2); R&T §
19530; 29 CFR § 516.5-516.6
Payroll system history; 3 P 29 CFR §1627.3(a); Time cards, payroll records roster of former City 29 CFR § 516.6
employees (regular
employees)
Payroll system history; 3 P 29 CFR § 516.5; 29
roster of former City CFR § 1627.3(a)
employees (temporary
employees)
PERS Employee T+4 T+4 GC § 34090; Record of deductions (PERS-Public deduction reports CAC § 22; 1085-2 Employee Retirement System) *26 CFR § 516.5, 516.6; LC § 1174(d)
Register P P GC § 34090; Labor costs by employee and
GC § 37207 program
Salary records T+3 T+3 GC § 34090; 29 Deduction authorization, beneficiary CFR § 516.2, 516.5 designations, unemployment claims,
garnishments
Purchasing
Purchase orders 2 7 GC § 34090; Original documents
CCP § 337
Vendor register 2 7 GC § 34090 Alpha vendor listing of purchase orders, invoices, account numbers,
and check date
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Reports
Audits P P GC § 34090
Investment P P GC § 34090; CCP Summary of transactions, inventory transactions § 337; GC § 53607 and earnings report
Labor Distribution AU+2 AU+2 GC § 34090 Costs by employee and program State Controller P P GC § 34090 Controller may destroy after five years
Stores
Inventory AU+6 AU+6 GC § 34090; Reflects purchase date, cost, account number
Auction AU+2 AU+2 GC § 34090 Listing of property
Disposal AU+2 AU+2 GC § 34090; Sealed bid sales of equipment CCP § 337
Risk Management
Accident report - City CL+7 CL+7 29 CFR § 1904 .2; Reports and related records assets 29 CFR § 1904.6
Bonds, insurance P P CCP §§ 337.2; 343 Bond and insurance policies insuring City property and other assets
Claims, damage CL+5 CL+5 GC § 34090 Paid/denied
Incident reports CL+7 CL+7 29 CFR § 1904 .2; Theft, arson, vandalism, property 29 CFR § 1904.6 damage or similar occurrence
(excluding fire/law enforcement)
Insurance, joint P P GC § 34090 Accreditation/MOUs/agreements, powers agreement agendas
Insurance, certificates P P GC § 34090 Insurance certificates filed separately from contracts, includes insurance
filed by licensees.

Insurance, liability/ P P GC § 34090 May include liability, property, property Certificates of Participation,
deferred, use of facilities
Insurance, Workers P P LC § 5405, Local Indemnity; Claims Files, Reports, Compensation Government Incidents, P.ERS - working files, Guidelines originals with Administrator
Photographs, CL+2 CL+2 GC § 34090
negatives, film
Risk Management 2 C+5 OMB § 1220-0029; Federal OSHA forms; loss analysis Reports 29 CFR § 1904.4; report; safety reports; actuarial GC 4 34090 studies
Grants
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Community CL+4 CL+4 24 CFR Project files, contracts, proposals, Development Block § 570.502(b)(3); statements, reports, Grant and urban 24 CFR 85.42 & sub-recipient dockets, Environmental development OMB Cir. A- review, grant
110, Attach. documents, applications, inventory,
C*; OMB Cir. consolidated plan,
A-102 & 128, HUD etc. Includes Section 108 loan
regulations guarantee *
Federal and State CL+5 CL+5 GC § 34090 Refer to grant application close-out procedure.

Financial records CL+5 CL+5 GC § 34090 Refer to grant application close-out procedure.

Unsuccessful CL+2 CL+2 GC § 34090 Application not entitled.

FIRE DEPARTMENT

ADMINISTRATIVE SERVICES
Books, Fire Code S+3 S+3 GC § 34090; Include OPS manuals CCP 340.5
General Orders, S+2 P GC § 34090
Policies/Procedures
Inspections, Fire CL+3 CL+3 UFC § 103.34 Alarm/sprinkler systems, prevention Prevention efforts Investigations, P P PC § 799 Support prosecution resulting in Evidence Arson homicide
Investigations, CL+6 CL+6 PC § 800 Great bodily harm, inhabited Evidence Arson structure or property
Journals, Fire Station C+2 C+2 GC § 34090 Activities, personnel, engine company
Permits, Uniform Fire CL+2 CL+2 GC § 34090
Code
Chemical Emissions C+2 C+2 GC § 34090
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EMERGENCY MANAGEMENT
OPERATIONS/EMERCENCY MEDI ~'AL SERVICES
Mutual Aid, Strategic S+2 S+2 GC § 34090
Plans
Exposure T+30 T+30 29 CFR Sampling results, collection
§ 1910.1020 methodology, background
Exposure T+1 T+1 29 CFR Laboratory reports and worksheets § 1910.1020
Medical T+30 T+30 29 CFR
§ 1910.1020
Medical T+2 T+2 29 CFR Employees less than one year
§ 1910.1020 GC § 34090
Training T+2 T+2 GC § 34090 Certifications/designations

HAZARDOUS

MATERIALS
Hazardous Waste C+10 C+10 Local Government Documentation re handling and Disposal Guidelines; disposal of hazardous waste
40 CFR § 122.21
Permits, Hazardous C+2 C+2 GC § 34090 Departments consistently recommend Materials Storage permanent retention of
environmentally sensitive materials
Programs, Household S+2 S+2 GC § 34090
Hazardous Waste
Training Materials S+2 S+2 GC § 34090;
8 CCR § 3204(d),
et seq.

Underground Storage P P GC § 34090(a) Documents re: storage Tank Location, installation, removal,
Compliance GC § 34090 remediation
Maintenance & C+2 C+2
Operation.

PROPERTY
Apparatus/Vehicle C+2 C+2 GC § 34090 Repair and Maintenance CCP § 340.5* *8 CCR 3203(b)(1)
Inventory, Equipment C+2 C+2 GC § 34090
and Supplies
Logs, Fire C+2 C+2 GC § 34090
Equipment/Gear

REPORTS
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Incident CL+3 CL+3 GC34090 Dispatch and daily logs
CCP § 338 *
*CCP 340.5
Field, Non-fire and C+2 C+2 GC § 34090
Logs
Fire, Non-arson and C+2 C+2 GC § 34090
Logs
Investigations, CL+3 CL+3 PC § 801; Structure
Evidence Arson UFC § 104.32
Weed Abatement CL+2 CL+2 GC § 34090 Reports, assessments, resolutions, documentation

LIBRARY
Borrower Registration 2 5 GC § 34090
Records
Records documenting
the registration of
authorized borrowers.

Cash Receipts 2 7 GC § 34090;
(for Daily deposit of
monies from Library)
Circulation Records 2 5 GC § 34090
Records documenting
the circulation of
library materials to
individual borrowers
Circulation Statistical 2 5 GC § 34090
Reports
Library Catalog 2 5 GC § 34090
Lost and Paid 2 7 GC § 34090
Receipts
Copies ofreceipts
issued when patron
pays for a lost book
Overdue Records 2 5 GC § 34090
Library Fines
Information
Purchase Orders 2 5 GC § 34090
Records of Missing 2 5 GC § 34090
Books in Circulation
Vouchers - 2 7 GC § 34090
Vendor Invoices,
Reference Information
and Proof of payment
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MUNICIPAL UTILITIF S DEPARTMENT

AIRPORT
Accident and CL+8 CL+8 Local Accidents, injuries, property Incident .Reports Government damages, general conditions re pilot (Aircraft) Guidelines and aircraft Agreements T+4 T+4 CCP § 337 Including concessionaire, slip rental, facility storage
Airport Certification P P 14 CFR Federal Aviation Administration § 139.207b; (FAA) required manuals
§§ 17.1.13-
171.213
Airport P P Local Annual and special reports to federal Operational Reports Government and state regulatory agencies. (Regulatory) Guidelines
Airport C+2 C+2 Local Logs, statistical summaries;
Operational Reports Government administrative records
(Administrative) Guidelines
Airport Noise C+10 C+10 Local Correspondence, studies, memos, Monitoring and Government reports, log books, documents related Complaint Guidelines to assessment of noise levels at
airports and resolution of complaints
Applications T+2 T+2 GC § 34090 Payment invoices, inventory listings, Aircraft Storage billing correspondence and other Parking related documents
Slip Rentals
Special Events C+2 C+2 GC § 34090 Permits, correspondence, related documents re use ofrights of way
Fueling 4 4 GC § 34090,
CCP § 337
Hazardous Waste C+10 C+10 Local Documentation re: the handling and Disposal Government disposal of hazardous waste
Guidelines;
40 CFR 122.21
Inspection, Runway C+10 C+10 Local Maintenance including Inspection Government reports, work orders and related
Guidelines records
Inspection, Safety Self C+2 C+2 14 CFR Safety inspection and related § 139.327 document include reviews and
analysis of all aspects of airport
operation
Inventory, Equipment L+2 L+2 GC § 34090 Includes vehicles, aircraft, vessels and Parts & Supplies related documents re repairs
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Inventory, Vehicle L+2 L+2 GC § 34090 Owners manual, warranty documents, Ownership and Title Department of Motor Vehicle title
and registration, and related
documents
Licenses, Permits C+2 C+2 GC § 34090 Forms, related documentation re:
licenses and permits required by
federal and state agencies
Maintenance, FAA P P 14 CFR Forms and reports required by FAA § 17 L 13- including Forms FAA-198, -418, -
171.213 6030-1, -6790-4
Maintenance/ L+2 L+2 . GC § 34090 Related to requests for service and Operations work orders for fuel, vehicle and
equipment maintenance and repairs
NOTAM (Notice to C+3 C+3 Local Reports re: conditions affecting Airmen) Government airport maintenance/operations Guidelines
Report, Accident C+2 C+2 GC § 34090 Memos and working documents (Copies)
Vehicle Assignment C+2 C+2 GC § 34090 Log books, request forms, lists Cemetery
Burial records P P GC § 34090
Pre-Need Lot purchase CL+2 CL+2 GC § 34090
Customer Service
Accounts Receivable 2 5 GC § 34090
Customer Records C+2 C+2 GC § 34090 Billing, correspondence, complaints Rates C+2 C+2 GC § 34090
Refunds 2 5 GC § 34090
Solid Waste
Collections / Landfill C +2 C +2 GC § 34090 Daily records, usage Facilities C +2 C +2 GC § 34090 Correspondence, maps
History, Sanitation P P . GC § 34090
Maintenance and C +2 C+2 GC § 34090
Operations
Maps P P GC § 34090 Location maps
Reports, studies CL+2 CL+2 GC § 34090
Reports, tonnage C+2 C+2 GC § 34090
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Wastewater
Facilities C+2 C+2 GC § 34090 Correspondence, maps, patron list History, Sanitation P P GC § 34090 Where City-owned
Maintenance and C +2 C+2 GC § 34090
Operations
Maintenance and C+2 C+2 GC § 34090 Includes work orders, inspection, Operations repairs, cleaning, reports, complaints
Maps P P GC § 34090 Location maps
Maps, Septic Tank P P GC § 34090 Location maps
Rates C+2 C+2 GC § 34090
Recycling Programs S+2 S+2 GC § 34090
Regulations S+2 S+2 GC § 34090 Includes legislation
Reports, Studies CL+2 CL+2 GC § 34090
Sludge C +2 C+2 40 CFR § 61.54 Sludge, sampling, charging rate to measure mercury content
Treatment Plant C+2 C+2 40 CFR § 60.153 Gas flow through wet scrubbing, oxygen content of exhaust gas, sludge
rate, temperatures, fuel flow, total
solids and volatile solids
Water
Billing/Customer C+2 C+2 GC § 34090 Billings, correspondence, complaints Records Connection Records P P GC § 34090 Maps, water line connections Inventory, Equipment C+2 C+2 GC § 34090
Locations P P GC § 34090 Mains, valves, hydrants, wells Maintenance and C+2 C+2 GC § 34090 Includes work orders, inspection, operations repairs, cleaning, reports, complaints
Service C+2 C+2 GC § 34090 Includes work orders, entry cards, manholes, service to property owners
Well & Pumping C+2 C+2 GC § 34090 Times operational, power used and quantity
Maps P P GC § 34090 Line location; easements
Master Plans C+2 C+2 GC § 34090 Copies
Meter Operations C+2 C+2 GC § 34090 Reader reports, orders, tests Maintenance Reports
Permits
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National P P GC § 34090 40 Compliance with Clean Water Act re:

Pollutant CFR § 122.28 pollutants
Discharge
Elimination
System
NPDES
Others C+2 C+2 GC § 34090 May depend on terms of state or federal agency
Policies and Procedures S+2 S+2 GC § 34090 Includes rules and regulations Rates S+2 S+2 GC § 34090
Reclamation C+5 C+5 40 CFR § 122.41 Daily operations including sewage flow, grit removal, chlorine usage, lab
analysis results, etc.

Reports
Conservation C+2 C+2 GC § 34090
Consumption C+2 C+2 GC § 34090
Corrosion Control C+12 C+12 40 CFR § 141.91 Compliance documentation Discharge C+5 C+5 40 CFR § 122.41 Average amount ofpollution Monitoring discharged into waters of
municipality.

Drinking Water C+10 C+10 40 CFR § 141.33
Corrections
Hydrograph P P GC § 34090 Daily flow of streams
Lead Service Line C+12 C+12 40 CFR § 141.91 Compliance documentation Public Education C+12 C+12 40 CFR § 141.91 Compliance documentation Quality Parameters C+12 C+12 40 CFR § 141.91 Compliance documentation Sanitary Surveys C+10 C+10 40 CFR § 141.33 Statistics, reports, correspondence Source Water C+12 C+12 40 CFR § 141.91 Compliance documentation, e.g. lead & copper
State Certification C+12 C+12 40 CFR § 141.91 Compliance documentation Variances, Water C+5 C+5 40 CFR § 141,33
System
Well Level C+2 C+2 GC § 34090
Sources C+2 C+2 GC § 34090 May include wells, rivers, lakes, districts
Surveyor Field Notes P P GC § 34090 Notes preparatory to maps of water installations
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Surveys, Water System C+10 C+10 40 CFR § 141.33 Statistics, reports, correspondence Sanitary
Tests
Bacteriological C+5 C+5 40 CFR § 141.33 Compliance records include location, Analysis date, method and results; corrections,
analysis ofbacterial content
Chemical Analysis C+10 C+10 40 CFR § 141.33 Compliance records include location, date, method used and results;
corrections, analysis of chemical
content
Quality C+12 C+12 40 CFR § 141.91 Compliance documentation including sampling data, analysis, reports,
surveys, documents, evaluation,
schedules, valves, etc.

Valve Main Records P P GC § 34090
Violations, Drinking C+3 C+3 40 CFR § 141.33 Retention applies to each violation Water
POLICE

ADMINISTRATION
Accounting/Cash C+2 C+2 GC § 34090
Reconciliation
Alarm Records C+2 C+2 GC § 34090
Chemical Emissions C+2 C+2 GC § 34090
Claim Files CL+5 CL+6 PC § 832.5; Claim copy, correspondence, Local photographs, supporting documents
Government relative to incidents involving the
Guidelines Police Department filed by citizens
Department Manual S S Local Changes to manual are recorded in Government the General Orders (permanent)
Guidelines
.Equipment T+2 T+2 GC § 34090 Retained until termination of Communication equipment use; Manuals, instructions,
procedures
Inventory S+2 S+2 GC § 34090 Listing of equipment assigned to division, to whom it is assigned
Reports - Activity C+2 C+2 GC § 34090 Weekly/monthly/quarterly/annual activity/statistical reports by division.

Retain only one form for retention
period
Survey Response Files C+2 C+2 GC § 34090 Surveys, responses, correspondence with other agencies requesting
statistical data
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INVESTIGATIONS
Administrative/ CL+5 CL+5 PC § 832.5 Initiated by citizens complaints or Internal EV § 1045 internally initiated; includes
GC § 12946 complaint, reports, findings
PC § 801.5;
PC § 803(c)
VC § 2547
Asset Forfeiture CL+2 CL+2 GC § 34090
Investigations/
Proceedings
Case File
Notifications C+2 C+2 GC § 34090 To legal property owner prior to case filing that property is subject to asset
forfeiture proceedings. If case is
filed, notification becomes part of
forfeiture case file.

Case Books, CL+2 CL+2 GC § 34090 Retained by division until a case is Investigative suspended/closed; transfer to Records
Division to be filed with associated
Daily Report (DR) file
Case Files P P PC § 799
Homicide
Investigator's
File
Narcotics (No arrest, CL+2 CL+2 GC § 34090 Retained by division until no longer Narcotics Cases) useful for investigative purposes Officer Involved CL+25 CL+25 GC § 34090;
Shootings Local
Government
Guidelines
Court C+1 C+l GC § 34090.7 Printouts of daily court scheduling Daily
Schedule
Sign-In Logs C+2 C+2 GC § 34090 Logs officers' names, time in/out for court appearances
Tracking C+2 C+2 GC § 34090 Database records subpoena number, System Records officer name, case number, defendant
name, district attorney name, court
information disposition
Evidence, Disposition Local Attach to duplicate Property Report, Forms Government file w/DR in Records Division Guidelines
Fingerprint T+2 T+2 GC § 34090 Paperwork authorizing fingerprinting Applicants Files and background checks for city
employment applicants and business
license applicants
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Inked/Palm AC+20 AC+20 GC § 34090; Persons booked into detention Cards Local facility; (Copies distributed to county,
Government state, federal agencies)
Guidelines
Records Appropriate PC 1) Retain for applicable case statute Latents Section of limitation; 2) or until evidence in
case is destroyed; Hard copy and
digitized
Suspect, CL CL Law Adults/juveniles suspected of a crime, Adult/Juvenile Enforcement taken for comparison. Destroy after .Management original purpose achieved
Guide by POST
Guns, Dealers Record of C+6 C+6 PC § 12070 Applicants, Monthly Gun Audits, Sale Applications Denied, Stolen (DOG File)
Informant Files T+10 T+10 Local Legal notifications, identification Government information, payment information,
Guidelines activities information
Jail C+6 C+6 GC § 34090 Daily report of staffing,
Daily Logs bookings/releases, transfers,
transportation
Inmate Record Local Dependent on facility's classification; Government see Laws and Guidelines for Local
Guidelines Detention Facilities by Board of
Corrections (State of California)
Inspection Files CL+6 CL+6 Local Inspections by various agencies Government
Guidelines
Surveys CL+2 CL+2 GC § 34090 Prepared quarterly, forwarded to State Board of Corrections
Licenses C+2 C+2 GC § 34090
Bicycle
.Bingo, Mace C+2 C+2 GC § 34090
Duplicate (Pink), C+2 C+2 GC § 34090
Secondhand Dealer,
Pawn Brokers
Logs S S Local
Auto Theft Government
Guidelines
Case Assignment C+l C+l Local
Government
Guidelines
Daily Activity C+2 C+2 GC § 34090
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Officer C+2 C+2 GC § 34090 Daily activity of incidents not reported by use of official report
Report Summary C+2 C+2 GC § 34090 Report numbers, type, names, dates retained for research value
Investigative (Pre- CL+10 CL+10 GC § 34090 Retained by division until cases are Arrest) suspended and closed
Juvenile Detention C+2 C+2 GC § 34090 Logs document juvenile processing per CYA
Property Control C+2 C+2 GC § 34090 Logs items coming into and going out of property room
.Rap Sheet CL+2 CL+2 GC § 34090 Requests for criminal history Subpoena C+2 C+2 GC § 34090 Subpoenas received/served daily Pawn Slips/Tickets C+3 C+3 B&P § 21628
Photographs Local Crime Scene, Registrant/Applicant,
Government Photo file, Accident. Retain according
Guidelines to practical and functional
association.

Daily Report T T GC § 34090 Assigned DR number, retained as (Negatives) form of evidence, destroyed at same
time evidence for associated case is
destroyed
Inmates C+20 C+20 Local By Prisoner number
(Negatives) Government
Guidelines
Registration Files, Life of Life of Fingerprint Card, photo, information Arson, Sex and registrant registrant within Local also forwarded to DOJ Narcotics within jurisdiction Government
jurisdiction Guidelines
Arrest/Conviction 2 (Mandatory 2 (Mandatory H&S § 11361.5 Applicable to convictions occurring H&S Section 11357 destruction destruction after January 1, 1996 or arrests not (b), (c), (d), (e) or from date of from date of followed by a conviction occurring H&S Section 11360 conviction or conviction or after January 1, 1996; Exception:
(b) violations date of arrest date of arrest .H&S 11357(e), the record shall be (Occurring after with no with no retained until a juvenile offender January 1, 1996) conviction) conviction) attains the age of 18 years, then destroyed pursuant to 11361.5
Arrest/Conviction Mandatory Mandatory H&S Applicable to convictions occurring H&S Section 11357 Destruction Destruction § 11361.5(c) prior to January 1, 1996 or arrests not (b), (c), (d), (e) or (Upon notice (Upon notice followed by a conviction occurring H&S Section I 1360 (b) from from prior to January 1, 1996 for violations violations (Occurring Department Department of of H&S Code 11357, 11364, 11365 before of Justice) Justice) and 11550
January 1, 1996)
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Crime See See descriptor PC § 800 Prosecution for an offense punishable Felony Crimes descriptor PC § 801 by imprisonment in state prison for With or Without eight years or more must commence
Arrests within 6 years after offense
commission. Commencement of
prosecution defined in PC 804.

Exception: See PC 803 -
Tolling/Extension of time periods;
Appeals process and "Three Strikes"
also considerations in assigning
retention.

Misdemeanor/ CL+2 CL+2 GC § 34090 No arrests, identifiable property or Infractions missing persons (See: Note 1)
Supplemental P P PC § 799 No statutory limitation for
Felony Capital prosecution. Includes Murder,
Crimes, Crimes kidnapping for ransom, treason,
Punishable by procuring execution by perjury, train
Death, Life wrecking, assault with a
Imprisonment
Destruction P P Local
Guns Government
Guidelines
Narcotics P P Local
Government
Guidelines
Disposition ofArrest/ Local Retention determined by action taken; Court Action Government i.e., recordable arrest or detention Guidelines (released no arrest)
False Alarm (Duplicate) C+2 C+2 GC § 34090
Non-Criminal C+2 C+2 GC § 34090 Injured or sick persons; missing Occurrences persons where person has been returned; traffic collision reports not
used as the basis for criminal charges
Property Original Until case is Until case is Local Copy retained in records case file; adjudicated/d adjudicated/dis Government Refer to Managing Property in Law isposition position Guidelines Enforcement Agencies (By POST) determined determined
.Range Inventory S+2 S+2 GC § 34090 Quarterly reports ofinventories of weapons and ammunition held by
Department .Range
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Reports C+2 C+2 GC § 34090 Arrest & Citation Register: Arson Offenses; Crimes Against Senior
Citizens: Death in Custody; Domestic
Violence; FBI Include Return
A/Supp; Hate Crime Incidents;
Homicide Reports, Supp.; Officers
Killed or Assaulted; Original to FBI -
DOJ; Uniform Crime Reports
Research Project Files CL+2 CL+2 GC § 34090 May include request forms, background materials, staÆreports,
final project reports and supporting
data
Sealed Mandatory Mandatory PC § 851.8 General provision: Upon petition, Adult Found Destruction Destruction records of agency must be sealed and Factually Innocent Upon and Upon and destroyed in accordance with the Pursuant to Pursuant to provisions set by court record; Court Order Court Order exceptions.

Juvenile Mandatory Mandatory WIC § 826 (a) & Upon petition, local laws enforcement Destruction Destruction (b) WIC § 781 records, within WIC 826(b) may be upon and upon and (a) destroyed as ordered by the court, if pursuant to pursuant to related probation and juvenile court court order court order records have been destroyed by the probation officer. Records involving
arrests, detention and/or petitioning
juvenile before juvenile court
Statistical (Crime C+2 C+2 GC § 34090 Internally generated information Analysis) using activity logs, citizen calls,
current and past crime statistic
reports, finance dept expenditure and
budget records: citations, crime
reports, accident reports, permits,
receipts. Reports created for variety
of purposes including
increases/decreases in criminal
activity; officer workload,
deployment, time usage
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Statistical (UCR), C+2 C+2 GC § 34090 Originals sent to FBI, DOJ Uniform Crime Reports
Mandatory to DOJ
(LEIC); FBI Include
Return A/Supplement;
Supplementary
Homicide Report; Law
Enforcement Officers
Killed or Assaulted;
Monthly Return of
Arson Offenses Know to
Law Enforcement;
Number of Violent
Crimes Committed
Against Senior Citizens;
Monthly Report of
Domestic violence
Related Calls for
Assistance; Monthly
Arrest and Citation
Register; Monthly Hate
Crimes Incidents' Death
In Custody Reporting.

Subpoenas (Duplicate) C+2 C+2 GC § 34090
Tapes C + 180 days C + 180 days GC § 34090.6 Exception: Recordings used as Audio, Telephone evidence in a criminal prosecution or
and Radio claim filed or litigation or potential Communications claims and litigation shall be preserved for 100 days after
conclusion of the court action
Surveillance/ C+13 mos. C+13 mos. GC § 34090.6
Security Video (Jail)
Use of Force C+2 C+2 GC § 34090 Includes review forms, arrest report Supervisory Review copies, logs
Files
Warrants Recall after Recall after 10 Local Recommended by the California Law Felony 10 years. years. Government Enforcement Warrant Officer's Exception: Exception: Guidelines Association
Murder/ Murder/
Escape Escape
.Misdemeanor Recall after 5 Recall after 5 Local Recommended by the California Law Criminal years years Government Enforcement Warrant Officer's Guidelines Association
Served C C Local Includes Warrant Service Information
Government Card, alpha index card
Guidelines
Unserved Until served, Until served, Local
(Local) recalled or recalled or Government
purged purged Guidelines
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PATROL
California Vehicle Code C+90 days C+90 days GC § 34090 Original is forwarded to court Infractions (Duplicates)
Parking/Traffic, C+2 C+2 GC § 34090 Griginals are forwarded to court after Duplicates agency processing; includes citations
electronically created
Transmittals C+2 C+2 GC § 34090 Listing of citations forwarded to court, filed for reference
Cards C+2 C+2 GC § 34090
Dispatch
Field Interview CL+2 CL+2 GC § 34090
Citations CL+2 CL+2 H&S § 11361 5
11357(e),
Juvenile
1 1357b H&S, CL+2 L+2 H&S § 11361.5 CA Admin Code, Chapter 1, Title II, 11357c H&S, Sec 708
11360b H&S
Violations
Cite and Release CL+2 CL+2 GC § 34090
Equipment C+2 C+2 GC § 34090 Documents problems, malfunctions, Radio Logs resolution to provide equipment
(Communication) performance history
General Orders P P GC § 34090;
Local
Government
Guidelines
Patrol Requests C+2 C+2 GC § 34090; From citizens for patrol presence (Correspondence)
Radar Calibration T+2 T+2 GC § 34090 Documentation ofRadar instruments Records retained during use/ownership
Reports . CL+2 CL+2 GC § 34090 Non-Jury
Accident
Traffic Collision . P P Local
Fatalities Government
Guidelines
Vehicle S S Local Record of assignments
Assignment Government
Reports Guidelines
Down Reports C+1 C+l Local Printouts reporting which vehicles are Govemment down for repair, maintenance, etc.

Guidelines
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Repossession/ C+2 C+2 GC § 34090
Private Impounds
Service Schedules S S GC § 34090
Vests, Bulletproof C+2 C+2 GC § 34090 Authorization to purchase Letters
Warrants Recall after 1 Recall after 1 Local Recommended by the California Law Parking year year Government Enforcement Warrant Officer's Guidelines Association
Traffic Recall after 5 Recall after 5 Local Recommended by the California Law years years Government Enforcement Warrant Officer's
Guidelines Association
Weapons, Database P P Local Departmentally-owned weapons, Government personal weapons, alternate weapons,
Guidelines secondary handguns; produces
inventory reports

SERVICES
Chemicals/Film S S Local
Inventories Government
Guidelines
Equipment T T Local
Inventory/Sign-out Government
Cards - Photo Lab Guidelines
Operations Files - P P Local Retain until equipment no longer Photo Lab Government owned/used by department; Manuals, Guidelines instructions, procedures for
use/operations of photographic
equipment
Grievance Files S S GC § 34090 Grievance filed by employees, supporting documentation
Investigations, C+1 C+l GC § 34090 Non hired
Background
Background C+2 C+2 Local Include original reports re: PC 832.5 Hired Government investigations
Guidelines
Parades & Special S S GC § 34090 Reports, memos, correspondence, Events File scripts, supplier information,
assignments, deployments, supporting
documentation
Permits L+2 L+2 GC § 34090 Approval Process
Alcoholic Beverage
Control
License
Concealed Weapons CL+2 CL+2 GC § 34090
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Photographs S+2 S+2 GC § 34090
Personnel
Negative Log C+2 C+2 GC § 34090
Negatives, Misc. C+2 C+2 GC § 34090 Not case-related (Public relations, promotions, events, ceremonies, staff
photos)
Press Releases C+2 C+2 GC § 34090
Press, Video Programs C+2 C+2 GC § 34090 Collection of videos of programs and (Community Relations) events; outside press coverage of department
Property Files C+2 C+2 GC § 34090 Original reports and supplemental documentation (Lost, Found,
Safekeeping)
Property, Pawn C+2 C+2 GC § 34090 Sales, slips. Dealer required to file Broker/Secondhand duplicate with agency
Reports C+6 mos. C+6 mos. GC § 34090.7 Original maintained by DOJ. Dealer Dealer of Gun Sales, required to file duplicate with agency Duplicate
Restraining Orders, C C Local Destroy after law enforcement actions Emergency Protective Government described in PC 273.5, 273.6, 646.9, Orders, Temporary Guidelines 12028.5, 13700 and Family Code Restraining Orders, Sections 6380-6383 are fulfilled and Legal Stipulations, effective date ofrestraining order has Orders After Hearing expired.

Rosters (Divisional) S+2 S+2 GC § 34090 Personnel assigned to division.

Schedules P P GC § 34090
Daily
Watch S S GC § 34090
Assignment/
Timekeeping
Records
Speaker Requests C+l C+1 GC § 34090 Community and business requests for public appearances, speakers
Tests, Densitometer C+2 C+2 GC § 34090 Daily tests of development Results (Photo Lab) chemicals/processes for quality
control.

Training GC § 34090
.Bulletins S S
Event Files Recall after 1 Recall after 1 GC § 34090 Correspondence, brochures, year year promotional materials, info on
speakers, guests, supporting
documents
Lesson Plans, Range T+2 T+2 Scope, content, time period of courses I:\cclerk\Resolutions\6576.wpd 43
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Personnel (by name) CL+2 CL+2 GC § 34090 Paperwork documenting officers' internal and external training
Schedules, Range P P GC § 34090 Daily, weekly, monthly schedules of training events at range
Volunteer Card Files S S GC § 34090 Volunteers' identification, contact information
Animal Control
Complaints CL+2 3 GC § 34090 (d)
Bite Report P 3 GC § 34090 (d)
Citations S CO + 2 GC § 34090 (d)
Daily Logs C+l 3 GC § 34090 (d)
Impound records C+2 3 GC § 34090 (d)
Spay and Neuter S 3 GC § 34090 (d)
Refunds
Code EnforCeMent
Abandoned vehicles Recall after 1 2 GC § 34090 (d)
year
Case files 2 P GC § 34090 (d) Building, housing, and mobile home code violation records (including
inspections, public nuisance, rubbish
and weed abatement, vehicle
abatement, citations, massage parlor
permits, general).

Liens and releases, P P GC § 34090 Abatement.
supporting
Logs 2 2 GC § 34090 (d) Lien recovery, citations, complaints.

Regulations 2 P GC § 34090 (d) Includes rules.

Reports, federal and 2 .P GC § 34090 (a) Code enforcement statistics (.may state contain records affecting title to real
property or liens thereon).

Violations, building, 2 P GC § 34090 (d) Supporting code enforcement activity, property, and zoning
Management Information Systems
Inventory, information 2 2 GC § 34090 Hardware/software inventory logs; systems systems manuals.

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Program files and GC §§ 34090,
directories: 34090.7
Annual backup: 2 2
Daily backup; C+2 mos. C+2 mos.

Monthly backup: C+1 C+1
Weekly backup: C+5 C+5
Tapes, information 2 2 GC § 34090 System generation.
systems
Public Information
.Publications 2 2 GC § 34090 Brochures, newsletter, bulletins, press releases.

Recreation
Inventory, records 2 2 GC § 34090 Inventory of non-current or inactive records holdings and location, indices
Public Records Requests 2 2 GC § 34090
TAXIS T+4 T+4 GC § 34090 License, permits for Taxicabs, shuttles, etc.

Note 1: The destruction of felony, misdemeanor and infraction Crime/Supplemental Reports permitted providing:

1. They do not relate to an unadjudicated arrest except for H&S 11357 or H&S violations;

2. They do not relate to unserved warrants;

3. They do not involve identifiable items which have not been recovered;

4. They do not relate to PC 290, PC 457.1, or H&S 11590 registrants;

5. They do not relate to violations listed in PC Sections 799 and 800;

6. The cases are not presently involved in either a civil or criminal litigation.

PUBLIC WORKS DEPARTMENT
Administration
Agendas C+2 P GC § 34090 (d) City Planning Commission agendas.

Agenda Reports C+2 P GC § 34090 (d) City Council and Planning Commission.

Committees 2 P GC § 34090 Member lists, minutes/agendas, informational material, reports.

Correspondence 2 P GC § 34090 (d) Working documentation.

General subject files 2 C+5 GC § 34090 (d) Internal documentation.

Minutes P P GC §§ 34090 Official minutes and hearing
(d), 36814, proceedings of board or commission.
40801
Permits 2 2 GC § 34090 Tree removal.

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Photographs ? P GC § 34090 (d) Aerial photographs.

Policies and procedures 2 2 GC § 34090 Includes, rules, regulations, standards.

Resolutions P P GC § 34090 Board, commission, or committee.

Request for proposals 2 2 GC § 34090
(RFPs)
Speaker slips 2 2 GC § 34090 Information submitted by speakers at commission and committee meetings.

Studies and special 2 2 GC § 34090 (d)
reports
Tapes, CDs, recordings: GC § 54953.5 When used for minute preparation; Audio: (b); otherwise-2 years.

Video: 30 days 30 days GC § 34090. 7
90 days 90 days
Engineering
Bridges and overpasses L L GC § 34090 Life of Structure.

Inspection 2 2 GC § 34090 Includes intersection, sidewalks, bridges, and overpasses.

Capital improvement 2 CL+10 CCP § 337.15 Supporting documents, including projects bidders' list, specifications, reports,
plans, work orders, schedules, etc.

Construction traffic 2 CL+10 CCP § 337.15 Daily tracking. control plan
Drawings, traffic control 2 P GC § 34090 Signs, signing and striping, road plan construction.

Flood control 2 2 GC § 34090 (d) Storm drains.

Drainage P P GC § 34090 Includes dams, lakes, basins, creeks Facilities
Flood Zones P P GC § 34090 Includes flood maps
Insurance Programs S+2 S+2 GC § 34090 Includes copies of policies, rules, programs
Policies/Procedures S+2 S+2 GC § 34090 Rules and Regulations Reports/Studies CL+2 CL+2 GC § 34090
Flood records 2 P GC § 34090
Permits 2 P GC § 34090 Grading, encroachment.

Photographs 2 P GC § 34090 Includes aerials.

Plans, capital 2 P GC § 34090 Streets, curbs, gutters, sidewalks, improvement, projects storm drains, water, sewer, parks. celerk Resolutions 05~6mpd 46
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Policies and procedures 2 P GC § 34090 Includes rules, regulations, standards.

Relocation files 2 CL+2 GC § 34090 Redevelopment.

Special districts 2 P GC § 34090 (a) Supporting documents re improvement, lighting, underground
utility; bonds, taxes, and construction.

Street/alley P .P GC § 34090 (a) Relinquishment ofrights and fee title. (abandonment/
vacation)
Street naming and 2 P GC § 34090
numbering
Studies 2 2 GC § 34090 Traffic volume, accident history, requests, statistics, drawings,
supporting traffic devices.

Surveys 2 P GC § 34090 (a) Recording data and maps.

Parks and Street Trees
Accident reports - T+2 T+5 GC § 34090 Employees -
kept in personnel file.
employees
Accident reports - CL+2 CL+2 GC § 34090 Accidents of patrons using park patrons facilities.

Inventory, equipment AU+2 AU+2 GC § 34090 Warranties, purchase orders.

Landscape C+2 C+2 GC § 34090 Contracts, complaints, specifications, photos, reports.

Landscape drawings C+2 P GC § 34090 Drawings.

Maintenance and 2 C+5 GC § 34090 Includes work orders, inspection, operations repairs, cleaning, reports, complaints.

Maps P P GC § 34090 Irrigation, plot plans.

Pest Control 2 2 GC § 34090 (d) Pesticide applications, inspections and sampling, documents.

Photographs 2 P GC § 34090
Plans, proposed CU+2 2 GC § 34090 Future plans, new sites, expansions or until superceded.

Policies and Procedures S+2 S+2 GC § 34090 Includes rules and regulations Schedules, class and CU+2 CU+2 GC § 34090 Enrollment, liability releases, events evaluations, attendance, fliers in
personnel file.

Studies CL+2 CL+2 GC § 34090 Future sites, expansions.

Streets and Electrical
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Abandonments/ P P GC § 34090
Vacations
Closures P P GC § 34090
Easements, dedications, P P GC § 34090
rights-of-way
Field books P P GC § 34090
Intersection records C+2 C+2 GC § 34090 Includes correspondence, volume counts, accident history.

Landscaping C+2 C+2 GC § 34090 Plants, tree maintenance, work orders.

Lighting C+2 C+2 GC § 34090 Maintenance, work orders.

Maintenance/ C+2 C+2 GC § 34090 Includes work orders, inspection, Operations repairs, cleaning, reports, complaints,
signals, striping.

Maps P P GC § 34090 Fire hydrants, lighting districts,
wheelchair ramps, storm drains,
streets, sidewalks, utilities.

Master Plans CU+2 P GC § 34090 Copies.

Parking: GC § 34090
Lots/garages 2
Regulations: S+2 P
Parking meters: 2 2
Permit, parking 2 5 GC § 34090 Residential.

Signage 2 L+2 GC § 34090 Log books, index register cards, inventory lists, records oftraffic
signs.

Speed limits S+2 L GC § 34090
Traffic count 2 2 GC § 34090 Evaluation of traffic volume.

Traffic safety 2 2 GC § 34090 Pedestrian safety, bicycle lanes.

Traffic signals 2 L GC § 34090 Logs, drawings, wiring diagrams, codes, circuit numbers, installation
records, testing and maintenance.

REDEVELOPMENT AGENCY
Bonds 2 P CCP § 337 Revenue bond documentation.

Loans P P GC § 34090 Promissory notes, deeds of trust,
detail information.

Programs CL+3 P 24 CFR § 570. Includes comprehensive Housing 502(b)(3); 24 Authority strategy, meeting credit
CFR § 85.42, certificate, housing bond advisory, inand OMB Cir. A- lien housing mitigation, low/moderate 110, No. C housing, rental housing assistance.

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Reports 2 P GC § 34090 Activity, periodic.

Reports, federal and 2 P GC § 34090 (a) Grants, community/urban state development (includes CDBG) 1:\cclerk\Resolutions\6576.wpd 49
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1 RESOLUTION NO. 8465

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS APPROVING

THE DESTRUCTION OF CERTAIN PUBLIC RECORDS
WHEREAS, the City Council of the City of Redlands adopted Resolution No. 6576 on February 20, 2007, which established regulations governing the retention and disposition of records; and
WHEREAS, in accordance with the requirements of Resolution No. 6576, the Management Services/Finance Department Revenue and Customer Service Divisions have submitted an application for the destruction of certain public records which are described in Exhibit “A” to this Resolution;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Redlands as follows:

Section 1. That the application for the destruction of public records as described in Exhibit “A” is hereby approved.

ADOPTED, SIGNED, AND APPROVED this 2nd day of May 2023. ______________________________
Eddie Tejeda, Mayor
Attest:
______________________________
Jeanne Donaldson, City Clerk
Redlands Regular Meeting of 05/02/2023 Page 188 of 546
2 I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing resolution was adopted by the City Council at a regular meeting thereof held on the 2nd day of May, 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Jeanne Donaldson, City Clerk
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City Council/Successor Agency Meeting I. 8.

DATE: 05/02/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the sole source purchase of an Apex Officer Pro Training Simulator and Apex Officer X2 Hardware Upgrade from Govred Technology, Inc. in the amount of $73,406.25 for
officer de-escalation training (Interim Police Chief Tolber) MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

I move to approve the sole source purchase of an Apex Officer Pro Training Simulator and Apex Officer X2 Hardware Upgrade from Govred Technology, Inc. in the amount of $73,406.25.

RECOMMENDATION:

Staff recommends the sole source purchase of an Apex Officer Pro Training Simulator and Apex Officer X2 Hardware Upgrade from Govred Technology, Inc. in the amount of $73,406.25.

DISCUSSION:

Law enforcement de-escalation training teaches officers the process of using strategies and techniques intended to decrease the intensity of a situation.

When used properly, de-escalation techniques reduce use of force incidents and injuries to citizens and officers. Collectively, this leads to a reduction in liability for police departments and communities they serve. Recently, the California Board of State and Community Corrections awarded the Redlands Police Department a $200,000 grant for de-escalation training.

Virtual Reality simulators place officers in immersive simulations of various scenarios, from high-speed pursuits to active shooter situations, giving them the opportunity to practice de-escalation skills in a safe, controlled environment.

Redlands Regular Meeting of 05/02/2023 Page 192 of 546
opportunity to practice de-escalation skills in a safe, controlled environment.

Apex Officer's Pro Training Simulator offers a highly immersive experience that closely mirrors the challenges and stressors officers face on the job. This realism translates into more effective training that helps officers respond more effectively and confidently in high-pressure situations. Traditional projector-based simulators often lack the realism and interactivity needed to prepare officers for real-world scenarios.

Virtual reality simulators use specialized controllers that are much safer than traditional simulated weapons such as paint balls, Simulitions®, and air soft pellets. Additionally, virtual reality simulations can be designed to incorporate non-lethal options such as tasers or pepper spray, allowing officers to practice de-escalation techniques without putting anyone in harm's way. In addition to these improved training outcomes, Apex Officer Pro Training Simulator offers enhanced safety for both officers and civilians. The Apex Officer Pro Training Simulator is portable, can be used in any location with sufficient space and electrical outlets and requires no other special equipment (such as screens).

There is no other item or product available for purchase that serves the same purpose or function because of the proprietary and exclusive Apex Officer content library, training modules, dynamic scenario generator, haptic feedback system, backpack-mounted modular wearable workstations, virtual reality training technology accessories and more. Additionally, given Apex Officer’s technical history and domain expertise, it would take years for an alternative vendor to create a similar product.

ALTERNATIVES:

The City Council may opt not to approve the sole source purchase of an Apex Officer Pro Training Simulator and Apex Officer X2 Hardware Upgrade from Govred Technology, Inc. for the amount of $73,406.25.

STRATEGIC PLAN:

Not applicable.

SUBMITTED BY:

Rachel Tolber, Interim Police Chief
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Redlands Regular Meeting of 05/02/2023 Page 193 of 546
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:

Sergeant Sean Flynn
Fiscal Impact
Fiscal Year: 2022-23
Revenue Generating: N
Appropriation Required Y/N: N
Amount: $73,406.25
Budgeted Y/N: N
Discussion:

The cost to purchase this system represents a one-time cost and is included in the Police Department's approved budget. There will be no impact on the general fund.

Attachments
Invoice Govred Technology Inc.

Sole-Single Source Request Form
Sole Source Explanation
Redlands Regular Meeting of 05/02/2023 Page 194 of 546
Govred Technology, Inc.

Apex Officer - Pro Training Simulator
Govred Technology, Inc.
5006 Bond St.

Las Vegas, NV 89118
702-901-5344
[email protected]
www.apexofficer.com
BILLED TO:

Redlands Police Department
Attn: Accounts Payable
1270 W Park Ave
Redlands, CA 92373
SHIPPED TO:

Redlands Police Department
Attn: Travis Martinez
1270 W Park Ave
Redlands, CA 92373

INVOICE NUMBER DATE OF ISSUE
10254 03/08/2023

PURCHASE ORDER NUMBER PAYMENT DUE
N/A 04/08/2023

DESCRIPTION UNIT COST QTY AMOUNT
Apex Officer - Pro Training Simulator $47,500.00 USD 1 $47,500.00 USD Apex Officer - X2 Hardware Upgrade $20,000.00 USD 1 $20,000.00 USD Invoice Notes:

Make all checks payable to GOVRED Technology, Inc.

Late Payment Penalties:

Invoices not paid within 30 days of the invoice date will accrue interest at 2% per week.

If you have any questions regarding this invoice, please contact:
702-901-5344 or email [email protected]
SUBTOTAL $67,500
SHIPPING $0
(TAX RATE) 8.75%
TAX $5,906.25

INVOICE TOTAL
$73,406.25
Redlands Regular Meeting of 05/02/2023 Page 195 of 546
Sole Source/ Single Source/ Standardization Form
For procurement of supplies, equipment and services valued at $5,000 and over NOTE: Every question must be answered with appropriate documentation attached; incomplete forms will be immediately rejected by Purchasing.

Date:_______________________
TO: Purchasing Division
FROM: ________________________________
Purchase Requisition # ___________________
Estimated Total Cost: $_________________
Proposed Vendor: ______________________
Request Term: _________________
This form must accompany the purchase document whenever an exception to the competitive process is requested. Requests for goods and/or services from a specific vendor or limited to a specific brand, where substitutes to the recommended vendor or brand are unacceptable, must be accompanied by a written justification explaining the circumstances that make alternatives unacceptable.

The City Manager will determine whether the justification is appropriate. Requests for exception must be supported by factual statements that will pass an audit.

Redlands Regular Meeting of 05/02/2023 Page 196 of 546
EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
2 INSTRUCTIONS

1. Please check all applicable categories (a. through i.) below and provide additional information where indicated.
a. The requested product is an integral repair part or accessory compatible with existing equipment.

Existing Equipment:

Manufacturer/Model Number:

Age:

Current Estimated Value:
b. The requested product has unique design/performance specifications or quality requirements that are not available in comparable products. c. I have standardized the requested product and the use of another brand/model would require considerable time and funding to evaluate.
d. The requested product is one in which I (and/or my staff) have specialized training and/or extensive expertise. Retraining would incur substantial cost in time and/or funding.
e. The requested product is used or demonstration equipment available at a lower-thannew cost. f. Repair/Maintenance service is available only from manufacturer or designated service representative.
g. Upgrade to or enhancement of existing software is available only from manufacturer. h. Service proposed by vendor is unique; therefore, competitive bids are not available or applicable.
i. Other factors (provide detailed explanation in #2 below).

2. Provide a detailed explanation and pertinent documentation for each category checked in item 1 above. Attach additional sheets if necessary:

Redlands Regular Meeting of 05/02/2023 Page 197 of 546
EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
3 3. Was an evaluation of other equipment, products, or services performed? Yes No
If yes, please explain the type of evaluation performed and provide all supporting documentation:

4. List below the name of each individual who was involved in the evaluation, if conducted, and in making the recommendation to procure this product or service. Attach additional information, if necessary.

5. Explain what action(s) the department would take if the sole/single source services were no longer available

6. I certify that the above information is accurate to the best of my knowledge, and a signed copy of this document will be kept on file and available for audit in my department _________________________________________________________ Prepared by Date
_________________________________________________________ Department Director Date
Purchasing Approvals
______________________________________________________
Purchasing Agent Approval Date
_______________________________________________________ City Manager Approval Date
Redlands Regular Meeting of 05/02/2023 Page 198 of 546
The Apex Officer Pro Training Simulator and Apex Officer X2 Hardware Upgrade are sole-source products, manufactured, sold, and distributed exclusively by Govred Technology, Inc. Currently, Govred Technology, Inc. is the sole manufacturer and provider of Apex Officer; nor any other company makes a similar or competing product. Additionally, no other vendors can legally provide the Apex Officer product. This product must be purchased directly by institutions from Govred Technology, Inc. at the below address. There are no agents or dealers authorized to represent this product. There are no other like item(s) or product(s) available for purchase that would meet the urgent fulfillment timeline and serve the same purpose or function because of the proprietary and exclusive Apex Officer content library, training modules, dynamic scenario generator, haptic feedback system, backpack-mounted modular wearable workstations, virtual reality training technology accessories and more.

Redlands Regular Meeting of 05/02/2023 Page 199 of 546
City Council/Successor Agency Meeting I. 9.

DATE: 05/02/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8434 initiating proceedings to continue levying assessments, appointing an assessment engineer, and ordering the preparation of the Engineer's Reports for Street Lighting District No. 1 and Landscape Maintenance District No.1 (Assistant City Manager Boatman)
MOTION(S):

If the City Council determines the staff recommendation is appropriate, the following motion is provided:

I move to adopt Resolution No. 8434.

RECOMMENDATION:

Staff recommends City Council adopt Resolution No. 8434 initiating proceedings to continue levying assessments, appointing an assessment engineer, and ordering the preparation of Engineer's Reports for Street Lighting District No. 1 and Landscape Maintenance District No.1.

DISCUSSION:

On July 7, 1987, City Council ordered the formation of Landscape Maintenance District No. 1 (LM District), which was established to ensure satisfactory levels of maintenance are provided. LM District assessments provide funding for labor, material, and equipment associated with landscape services provided by the City within the LM District. These services include turf and ground cover maintenance, irrigation, tree and bush trimming, and LM District management.

On September 19, 1989, City Council ordered the formation of Street Lighting District No. 1 (SL District), which was established to generate funding for electricity to power streetlights, labor, material, and equipment costs to replace burnt out or damaged streetlight bulbs, damaged streetlight poles, and provide Redlands Regular Meeting of 05/02/2023 Page 200 of 546
burnt out or damaged streetlight bulbs, damaged streetlight poles, and provide SL District management.

Proposition 218 (Prop 218) requires a public notice and protest hearing process prior to increasing assessments. No such process is required if assessments are not increased. At this time, staff is not proposing to increase assessments in the LM District or SL District.

Staff recommends City Council initiate proceedings to continue levying assessments at the existing rates, and appoint Donald Young, One Stop Permit Center Manager, as the Assessment Engineer for both districts. Mr. Young will prepare the Engineer’s Reports required to levy annual assessments in accordance with the California Streets and Highways Code. Approval of the Engineer’s Reports is necessary prior to requesting the San Bernardino County Assessor’s Office to levy the FY 23/24 assessments within the districts.

Adoption of Resolution No. 8434 is exempt from environmental review pursuant to the general rule of the California Environment Quality Act (CEQA) guidelines.

ALTERNATIVES:

City Council may deny the staff recommendation. However, these assessments can not be levied without adoption of the Resolution.

STRATEGIC PLAN:

N/A
SUBMITTED BY:

Chris Boatman, Assistant City Manager
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Brian Desatnik, Development Services Director
PREPARED BY:

Donald P. Young, One Stop Permit Center Manager
Redlands Regular Meeting of 05/02/2023 Page 201 of 546
Fiscal Impact
Fiscal Year: FY 2023-24
Revenue Generating: Yes
Appropriation Required Y/N: No
Discussion:

The assessment funds collected for the Districts offset maintenance costs incurred within the Districts.

Attachments
Resolution No. 8434
Redlands Regular Meeting of 05/02/2023 Page 202 of 546
1 I:\cmo\Resolutions\8434_SLD_and_LMD_Appoint_Engineer.docx RESOLUTION NO. 8434

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

INSTITUTING PROCEEDINGS FOR THE CONTINUED LEVY OF

ASSESSMENTS, APPOINTING AN ASSESSMENT ENGINEER, AND

ORDERING THE PREPARATION OF AN ENGINEER'S REPORT IN THE MATTER OF STREET LIGHTING DISTRICT NO. 1 AND LANDSCAPE
MAINTENANCE DISTRICT NO. 1
WHEREAS, the City Council of the City of Redlands (this “City Council”) has determined that the public interest, convenience, and necessity require the installation, operation, and maintenance of a street lighting system and other facilities as set forth in Section 22525 of the California Streets and Highways Code; and
WHEREAS, it has been determined by the City Council of the City of Redlands (this “City Council”), that the public interest, convenience, and necessity require the maintenance of landscaping as set forth in Section 22525 of the California Streets and Highways Code; and WHEREAS, this City Council has formed Redlands’ Street Lighting District No. 1 to pay the costs associated with the installation, operation, and maintenance of such street lighting system and other facilities; and
WHEREAS, this City Council has formed Redlands’ Landscape Maintenance District No. 1 to pay the costs for the maintenance of such landscaping; and WHEREAS, it is the desire of this City Council to initiate proceedings and order the preparation of an engineer’s report to levy assessments for the fiscal year 2023-2024 upon properties located within Street Lighting District No. 1 and Landscape Maintenance District No. 1; and
WHEREAS, this City Council further desires to appoint Donald Young, RCE No. 49918, One Stop Permit Center Manager, as the "Assessment Engineer" for Street Lighting District No. 1 and Landscape Maintenance District No. 1;
NOW, THEREFORE, the City Council of the City of Redlands does hereby find, determine and resolve as follows:

Section 1. That the public interest, convenience, and necessity require the continued levy of assessments within Street Lighting District No. 1 for the purpose of installing, operating, and maintaining street lights and associated facilities as authorized by Section 22620 of the California Streets and Highways Code and in compliance with Article XIIID, and Section 19 of Article XVI, of the California Constitution.

Section 2. That the public interest, convenience, and necessity require the continued levy of assessments within Landscape Maintenance District No. 1 for the purpose of maintaining landscaping and improvements as authorized by Section 22620 of the California Streets and Redlands Regular Meeting of 05/02/2023 Page 203 of 546
2 I:\cmo\Resolutions\8434_SLD_and_LMD_Appoint_Engineer.docx Highways Code and in compliance with the requirements of Article XIIID and Section 19 of Article XVI of the California Constitution.

Section 3. That the properties to be assessed for the installation, operation, and maintenance of the street lighting facilities shall be those properties located within the boundaries of Street Lighting District No. 1.

Section 4. That the properties to be assessed for the maintenance and operation of the landscaping and improvements shall be those properties located within the boundaries of Landscape Maintenance District No. 1.

Section 5. That the proceedings for the continued levy of assessments within Street Lighting District No. 1 and Landscape Maintenance District No. 1 shall be conducted in accordance with provisions of Division 15 of the California Streets and Highways Code (the Landscaping and Lighting Act of 1972) and in compliance with the requirements of Article XIIID, and Section 19 of Article XVI, of the California Constitution.

Section 6. That Donald Young, RCE No. 49918, One Stop Permit Center Manager, having an office located at 35 Cajon Street, Suite 15A, Redlands, California, is hereby appointed “Assessment Engineer” and shall have the authority conferred upon the Assessment Engineer by the Landscaping and Lighting Act of 1972.

Section 7. That the Assessment Engineer is hereby ordered to prepare a report in accordance with the Landscaping and Lighting Act of 1972.

ADOPTED, SIGNED, AND APPROVED this 2nd day of May, 2023. ______________________________
Eddie Tejeda, Mayor
ATTEST:
______________________________
Jeanne Donaldson, City Clerk
Redlands Regular Meeting of 05/02/2023 Page 204 of 546
3 I:\cmo\Resolutions\8434_SLD_and_LMD_Appoint_Engineer.docx I, Jeanne Donaldson, City Clerk of the City of Redlands, do hereby certify that the foregoing Resolution was duly adopted by the City Council at a regular meeting thereof, held on the 2nd day of May, 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAINED:
_______________________________
Jeanne Donaldson, City Clerk
Redlands Regular Meeting of 05/02/2023 Page 205 of 546
City Council/Successor Agency Meeting I. 10.

DATE: 05/02/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize a purchase order with Watson Furniture Group for the Emergency Operations Center office reconfiguration in the amount of $115,623.87 through master cooperative agreement No. 00318 (Interim Police Chief Tolber)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

I move to authorize a purchase order with Watson Furniture Group for the Emergency Operations Center office reconfiguration in the amount of $115,623.87 through master cooperative agreement No. 00318 RECOMMENDATION:

Staff recommends that the City Council approve a purchase order with Watson Furniture Group for the Emergency Operations Center office reconfiguration in the amount of $115,623.87.

DISCUSSION:

Redlands Police Department staff were moved into the Emergency Operations Center (EOC) in 2009 when the prior police building at 212 Brookside Avenue, in Redlands, was deemed condemned. Since 2009, the EOC has functioned as both a police department, primary contact location for the public, and as the City's Emergency Operations Center in the event the EOC is activated. When there is an EOC activation, police employees continue to conduct police business while co-existing in the building with 20-50 other city department employees. The EOC's furniture layout is not conducive to the current needs of PD staff. The furniture is outdated and broken. There is a lack of storage that has forced the police department to purchase multiple land-sea containers.

Additionally, the police department's administration has worked closely with the Redlands Regular Meeting of 05/02/2023 Page 206 of 546
Additionally, the police department's administration has worked closely with the fire department's administration to ensure the new furniture configuration is conducive to an EOC activation's needs.

In lieu of conducting a formal bidding process for an office furniture purchase, the police department consulted with several vendors and agencies to determine if a piggy-backing opportunity was available. Cooperative Purchasing Master Agreement No. 00318 became effective on January 1, 2022. Both the police and fire department staff evaluated the design and layout options to determine the best use of space. The new design provides a cost effective solution for a more functional work space, provides the necessary amount of workstations as well as much needed storage throughout the perimeter of the multi-purpose room.

ALTERNATIVES:

Do not approve the purchase order with Watson Furniture Group for the Emergency Operations Center office reconfiguration in the amount of $115,623.87.

STRATEGIC PLAN:

Not applicable.

SUBMITTED BY:

Rachel Tolber, Interim Police Chief
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz, Procurement Manager
PREPARED BY:

Shayna Walker, Operations Manager
Redlands Regular Meeting of 05/02/2023 Page 207 of 546
Fiscal Impact
Fiscal Year: 2022-23
Revenue Generating: N/A
Appropriation Required Y/N: N
Amount: $115,623.87
Budgeted Y/N: Y
Account No.: 101202-8501
Discussion:

No fiscal impact.

Attachments
Cooperative Purchasing Master Agreement No. 00318
NASPO Master Agreement 00318
Watson FG Quote
NASPO Contract Overview 00318
Redlands Regular Meeting of 05/02/2023 Page 208 of 546

COOPERATIVE PURCHASING MASTER AGREEMENT
NO. 00318

PUBLIC SAFETY COMMUNICATIONS PRODUCTS, SERVICES AND SOLUTIONS For Use by Eligible Purchasing Entities
By and Between

STATE OF WASHINGTON

DEPARTMENT OF ENTERPRISE SERVICES
and
WATSON FURNITURE GROUP, INC.

Dated January 1, 2022
Redlands Regular Meeting of 05/02/2023 Page 209 of 546
COOPERATIVE PURCHASING MASTER AGREEMENT NO. 00318 PUBLIC SAFETY COMMUNICATIONS PRODUCTS, SERVICES & SOLUTIONS 1 (Rev. 2020-03-11)

COOPERATIVE PURCHASING MASTER AGREEMENT
NO. 00318

PUBLIC SAFETY COMMUNICATIONS PRODUCTS, SERVICES AND SOLUTIONS FOR
CATEGORY 10 DISPATCH CONSOLE FURNITURE
This Cooperative Purchasing Master Agreement (“Cooperative Purchasing Master Agreement”) is made and entered into by and between Enterprise Services acting by and through the State of Washington (“Enterprise Services”) and Watson Furniture Group, Inc. a Washington corporation (“Contractor”) and is dated and effective as of January 1, 2022.

R E C I T A L S
A. Pursuant to Legislative authorization, Enterprise Services, on behalf of the State of Washington, is authorized to develop, solicit, and establish Cooperative Purchasing Master Agreements for goods and services to support Washington state agencies. See RCW 39.26.050(1). The Washington State Legislature has authorized Enterprise Services to make these Cooperative Purchasing Master Agreements available, pursuant to agreement in which Enterprise Services ensures full cost recovery, to other local or federal government agency or entity, public benefit nonprofit organizations, or any tribes located in the State of Washington. See RCW 39.26.050(1) & (2).

B. The Washington State Legislature also has authorized Enterprise Services to participate in, sponsor, conduct, or administer certain cooperative purchasing agreements for the procurement of goods or services. See RCW 39.26.060(1). One of the approaches that Enterprise Services utilizes to participate in cooperative purchasing agreements with other states is NASPO ValuePoint.

C. NASPO Cooperative Purchasing Organization LLC, doing business as NASPO ValuePoint, is a nonprofitsubsidiary of the National Association of State Procurement Officials (NASPO).

The NASPO ValuePoint purchasing cooperative program is led by state procurement officers from member states. NASPO ValuePoint does not award contracts; rather, it assists states, for an administrative fee, in their collaboration pertaining to solicitations and the resulting master agreements.

D. Pursuant to the NASPO ValuePoint cooperative purchasing model, a state serves as the ‘lead state’ to conduct a competitive procurement in compliance with that state’s procurement laws and award a cooperative purchasing master agreement with a contractor for the specified goods or services. States (including the District of Columbia and the organized territories of the United States), including the lead state, then may participate in that cooperative purchasing master agreement by executing a Participating Addendum. Until a Participating Addendum is executed by the applicable state (a ‘participating entity’), no agency or other eligible organization (a ‘purchasing entity’) may purchase pursuant to the cooperative purchasing master agreement. Under Washington law, at the time of solicitation, states may provide supplemental substantive terms and conditions to inform the competitive procurement. In addition, pursuant to their Participating Addendum, states may require certain administrative terms and conditions Redlands Regular Meeting of 05/02/2023 Page 210 of 546
COOPERATIVE PURCHASING MASTER AGREEMENT NO. 00318 PUBLIC SAFETY COMMUNICATIONS PRODUCTS, SERVICES & SOLUTIONS 2 (Rev. 2020-03-11)
(e.g., a vendor management fee for sales within the state, state registration and reporting). Contractor, however, has no obligation to condition execution of a Participating Addendum on substantive terms and conditions that were not competitively procured.

E. Enterprise Services, as part of a cooperative purchasing competitive governmental procurement, with administrative support from NASPO ValuePoint, issued Competitive Solicitation No. 00318 dated November 16, 2020 regarding Public Safety Communications Products, Services and Solutions (“Public Safety Radio”). Sixteen (16) states indicated an intent to utilize the resulting Cooperative Purchasing Master Agreement.

F. Enterprise Services and a stakeholder team consisting of representatives from Washington, California, Alaska, Oregon, Montana, Tennessee, Colorado and Nevada evaluated all responsive bids to the Competitive Solicitation and identified Contractor as an Apparent Successful Bidder for the Category identified above.

G. Enterprise Services determined that entering into this Cooperative Purchasing Master Agreement will meet the cooperative purchasing needs and be in the best interest of the State of Washington.

H. The purpose of this Cooperative Purchasing Master Agreement is to enable Participating or Purchasing Entities to purchase Public Safety Radio products and services, in the awarded Category as set forth herein.

A G R E E M E N T
NOW THEREFORE, in consideration of the mutual promises, covenants, and conditions set forth herein, the parties hereto hereby agree as follows:

1. TERM. The term of this Master Agreement begins January 1, 2022 and ends on December 31, 2026; provided, however that, the contract term shall be extended for twenty-four (24) months if, in Enterprise Services’ sole, reasonable judgement, which shall occur no later than June 30, 2025, Contractor meets the following performance metrics:
 Reports: Contractor provides timely and accurate reports as detailed in this Master Agreement and Participating Addendums; and
 Administrative Fee Payments: Contractor provides timely and accurate Administrative Fee payments as detailed in this Master Agreement and Participating Addendums.

Notwithstanding any provision to the contrary, to effectuate a smooth transition for Participating States and Purchasing Entities for Public Safety Communications Products, Services and Solutions to begin on January 1, 2022, Contractor shall provide implementation and transition support to Participating States who wish to utilize the Master Agreement, beginning upon the date such Participating State and Contractor executes a Participating Addendum. For the avoidance of doubt, no orders for products or services shall be made under this Agreement prior to January 1, 2022.

2. PARTICIPANTS AND SCOPE. This Cooperative Purchasing Master Agreement may be utilized under the following conditions:

Redlands Regular Meeting of 05/02/2023 Page 211 of 546
COOPERATIVE PURCHASING MASTER AGREEMENT NO. 00318 PUBLIC SAFETY COMMUNICATIONS PRODUCTS, SERVICES & SOLUTIONS 3 (Rev. 2020-03-11)

2.1. PARTICIPATING ENTITIES. Contractor may not sell Public Safety Radio products and services under this Cooperative Purchasing Master Agreement until a Participating Addendum acceptable to the Participating Entity and Contractor is executed. The terms and conditions set forth in the Cooperative Purchasing Master Agreement are applicable to any Order by a Participating Entity (and other Purchasing Entities covered by their Participating Addendum), except to the extent altered, modified, supplemented, or amended by a Participating Addendum; Provided, however, that no Participating Addendum shall operate to alter or modify any substantive terms of this Cooperative Purchasing Master Agreement which were solicited and procured pursuant to a competitive procurement. By way of illustration and not limitation, Participating Entities may include unique administrative, delivery, and invoicing requirements, as well as entity-specific confidentiality requirements and similar entityspecific administrative requirements in purchase Orders utilizing this Cooperative Purchasing Master Agreement.

2.2. PURCHASING ENTITIES. Purchasing Entity means a state (as well as the District of Columbia and U.S territories), city, county, district, other political subdivision of a State, and a nonprofit organization under the laws of some states if authorized by a Participating Addendum, that issues a Purchase Order or other commitment document against the Cooperative Purchasing Master Agreement and becomes financially committed to the purchase.

2.3. PARTICIPATING ADDENDUM. Obligations under this Cooperative Purchasing Master Agreement are limited to those Participating Entities who have signed a Participating Addendum and Purchasing Entities within the scope of those Participating Addenda. States or other entities permitted to participate may use an informal competitive or other process to determine which Cooperative Purchasing Master Agreements to participate in through execution of a Participating Addendum. Financial obligations of Participating Entities who are states are limited to the orders placed by the departments or other state agencies and institutions having available funds. Participating Entities who are states incur no financial obligations on behalf of other Purchasing Entities. Contractor shall email a fully executed PDF copy of each Participating Addendum as instructed by the Lead State to support documentation of participation and posting in appropriate databases.

2.4. PURCHASING ENTITY RIGHTS. Except to the extent modified by a Participating Addendum, each Purchasing Entity shall follow the terms and conditions of the Cooperative Purchasing Master Agreement and applicable Participating Addendum and will have the same rights and responsibilities for their purchases as the Lead State has in the Cooperative Purchasing Master Agreement, including but not limited to, any indemnity or right to recover any costs as such right is defined in the Cooperative Purchasing Master Agreement and applicable Participating Addendum for their purchases. Each Purchasing Entity will be responsible for its own charges, fees, and liabilities. Contractor will apply the charges and invoice each Participating Entity individually.

2.5. PARTICIPATING ADDENDUM APPROVAL. Participating Entities who are not states may under some circumstances sign their own Participating Addendum, subject to the approval of participation by the Chief Procurement Official of the state where the Participating Entity is located.

Coordinate requests for such participation through NASPO ValuePoint. Any permission to participate through execution of a Participating Addendum is not a determination that procurement authority exists in the Participating Entity; they must ensure that they have the requisite procurement authority to execute a Participating Addendum.

Redlands Regular Meeting of 05/02/2023 Page 212 of 546
COOPERATIVE PURCHASING MASTER AGREEMENT NO. 00318 PUBLIC SAFETY COMMUNICATIONS PRODUCTS, SERVICES & SOLUTIONS 4 (Rev. 2020-03-11)

3. SCOPE – INCLUDED GOODS/SERVICES AND PRICE.

3.1. CONTRACT SCOPE. Pursuant to this Cooperative Purchasing Master Agreement, Contractor is authorized to sell only those Public Safety Radio Products and Services in the category above posted on the NASPO ValuePoint website. Contractor shall not represent to any Participating or Purchasing Entity under this Cooperative Purchasing Master Agreement that Contractor has contractual authority to sell any Public Safety Radio Products beyond those approved and posted on the NASPO ValuePoint website.

3.2. MINIMUM WARRANTY FOR INCLUDED GOODS/SERVICES. Notwithstanding any provision to the contrary, Contractor agrees to and is providing a minimum warranty of no less than one (1) year for any goods/services included in this Cooperative Purchasing Master Agreement. Such minimum warranty begins when the goods/services are accepted by Purchasing Entity or as agreed by Purchasing Entity in its ordering documentation. Such minimum warranty includes all firmware and software updates within warranty period. Parts and related software will be free from defects in material and workmanship for one (1) year. If a product fails because of a defect in workmanship or materials within one (1) year from the date of acceptance by Purchasing Entity, manufacture shall repair or replace the product or part with a new product or part without charge to Purchasing Entity.

3.3. ADDITIONAL WARRANTY OPTIONS – See Watson Furniture Group Products/Services Pricing Document on the NASPO ValuePoint website for descriptions and pricing for all available warranty options.

3.4. AVAILABLE SERVICES – See Watson Furniture Group Products/Services Pricing Document on the NASPO ValuePoint website for descriptions and pricing for all available services.

3.5. ABILITY TO MODIFY SCOPE OF COOPERATIVE PURCHASING MASTER AGREEMENT. Subject to mutual agreement between the parties, Enterprise Services, acting as the lead state, reserves the right to modify the Public Safety Radio Products included in this Cooperative Purchasing Master Agreement; Provided, however, that any such modification shall be effective only upon thirty (30) days advance written notice; and Provided further, that any such modification must be within the scope of this competitively procured Cooperative Purchasing Master Agreement. In no event shall such modification, if authorized by Enterprise Services, limit the requirement for cooperative purchasing agreements to be subject to competitive procurement.

3.6. PRODUCT UPDATES. Upon approval, Contractor may update their products/pricelist on a semiannual basis. Contractor must submit to the Lead Contract Administrator a revised product/pricelist highlighting changes and include an effective date of the change. At no time during the contract term shall products be deleted from the products/pricelist. Discontinued products/services must be struck-through and highlighted for ease of review process.

Product/pricelist updates must be submitted for review and approval to the Lead Contract Administrator thirty (30) days prior to the effective date of the change. All products/pricelist will be posted on the NASPO ValuePoint website.

Product updates for January 1st through June 30th must be submitted to Lead State Contract Administrator by June 1st to be eligible for product updates effective July 1st. Product updates for July 1st through December 31stmust be submitted to the Lead State Contract Administrator by December 1st to be eligible for product updates effective January 1st. Additional product updates may be considered for approval with proper 30 day notice at the discretion of the Lead State.

Redlands Regular Meeting of 05/02/2023 Page 213 of 546
COOPERATIVE PURCHASING MASTER AGREEMENT NO. 00318 PUBLIC SAFETY COMMUNICATIONS PRODUCTS, SERVICES & SOLUTIONS 5 (Rev. 2020-03-11)
Semi-Annual Submitted By Effective Date
January 1-June 30 June 1st July 1st
July 1-December 31 December 1st January 1st

3.7. ECONOMIC ADJUSTMENTS. All pricing must be guaranteed for the first year of the Cooperative Purchasing Master Agreement. Following the guarantee period, any request for price increases must be for an equal guarantee period (1 year), and must be submitted to the Lead State at least thirty (30) calendar days prior to the effective date. The Lead State will review a documented request for an MSRP price list increase only after the Price Guarantee Period.

Requests for price increases must include sufficient documentation supporting the request and demonstrating the reasonableness of the adjustment when comparing the current price list to the proposed price list. Documentation may include: the manufacturer’s national price increase announcement letter, a complete and detailed description of what products are increasing and by what percentage, a complete and detailed description of what raw materials and/or other costs have increased and provide proof of increase, index data and other information to support and justify the increase. The price increase must not produce a higher profit margin than the original contract, and must be accompanied by sufficient documentation and nationwide notice of price adjustment to the published manufacturer’s price list. No retroactive price increases will be allowed.

Price Reductions. In the event of a price decrease in any category of product at any time during the contract in an OEM’s published manufacturer’s price list, including renewal options, the Lead State shall be notified immediately. All published manufacturer’s price list price reductions shall be effective upon the notification provided to the Lead State.

Enterprise Services reserves the right to request clarification and justification for requested Economic Adjustments.

Economic Price Adjustment requests for January 1st through June 30th must be submitted to Lead State Contract Administrator by June 1st to be eligible for product updates effective July 1st. Product updates for July 1st through December 31st must be submitted to the Lead State Contract Administrator by December 1st to be eligible for product updates effective January 1st.

Semi-Annual Submitted By Effective Date
January 1-June 30 June 1st July 1st
July 1-December 31 December 1st January 1st

3.8. PRICE CEILING. Although Contractor may offer lower prices, including volume discounts, to Purchasing Entity, during the term of this Cooperative Purchasing Master Agreement, Contractor guarantees to provide the Goods/Services at no greater than the prices set forth approved and posted on the NASPO ValuePoint website.

3.9. COOPERATIVE PURCHASING MASTER AGREEMENT INFORMATION. Enterprise Services shall maintain and provide information regarding this Cooperative Purchasing Master Agreement, including scope and pricing, to eligible Purchasing Entity.

3.10. CONTRACTOR RESPONSIBILITIES. Contractorshall be responsible for successful performance of the Cooperative Purchasing Master Agreement and also for the successful performance of any Redlands Regular Meeting of 05/02/2023 Page 214 of 546
COOPERATIVE PURCHASING MASTER AGREEMENT NO. 00318 PUBLIC SAFETY COMMUNICATIONS PRODUCTS, SERVICES & SOLUTIONS 6 (Rev. 2020-03-11)
and all of their partners. Contractor is to be the sole point of contact as applicable by Cooperative Purchasing Master Agreement with regard to contractual matters, payment of any and all charges resulting from the purchase of the products and maintenance of the product for the term of the Cooperative Purchasing Master Agreement unless otherwise specified by a Participating State in a Participating Addendum and/or the Cooperative Purchasing Master Agreement. Contractor must be able to receive, process, and invoice orders unless the Participating State has agreed to assign these functions to a partner.

Contractor will be responsible for compliance with requirements under the Cooperative Purchasing Master Agreement, even if requirements are delegated to partners. Contractor and partners must not in any way represent themselves in the name of the Lead State, NASPO ValuePoint or Participating States.

4. CONTRACTOR REPRESENTATIONS AND WARRANTIES. Contractor makes each of the following representations and warranties as of the effective date of this Cooperative Purchasing Master Agreement and at the time any order is placed pursuant to this Cooperative Purchasing Master Agreement. If, at the time of any such order, Contractor cannot make such representations and warranties, Contractor shall not process any orders and shall, within three (3) business days notify Enterprise Services, in writing, of such breach.

4.1. QUALIFIED TO DO BUSINESS. Contractor represents and warrants that it is in good standing and qualified to do business in the State of Washington, that it is registered with the Washington State Department of Revenue and the Washington Secretary of State, that it possesses and shall keep current all required licenses and/or approvals, and that it is current, in full compliance, and has paid all applicable taxes owed to the State of Washington. Contractor further represents and warrants that, within fifteen (15) days of executing any Participating Addendum and prior to making any sales pursuant to such Participating Addendum, Contractor shall be in good standing and qualified to do business in such state and that Contractor properly shall have registered to do business in such state, shall possess and shall keep current all required licenses and/or approvals, and that it shall be current, in full compliance, and have paid all applicable taxes owed to such state.

4.2. SUSPENSION &DEBARMENT. Contractor represents and warrants that neither it nor its principals or affiliates presently are debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in any governmental contract by any governmental department or agency within the United States.

4.3. QUALITY OF GOODS OR SERVICES. Contractor represents and warrants that any goods and/or services sold pursuant to this Cooperative Purchasing Master Agreement shall be merchantable, shall conform to this Cooperative Purchasing Master Agreement and Purchasing Entity’s Purchase Order, shall be fit and safe for the intended purposes, shall be free from defects in materials and workmanship, and shall be produced and delivered in full compliance with applicable law. Contractor further represents and warrants it has clear title to the goods and that the same shall be delivered and the services provided free of liens and encumbrances and that the same do not infringe any third party patent. Upon breach of warranty, Contractor will repair or replace (at no charge to Purchasing Entity) any goods and/or services whose nonconformance is discovered and made known to the Contractor. If, in Purchasing Entity’s judgment, repair or replacement is inadequate, or fails of its essential purpose, Contractor will refund the full amount of any payments that have been made. The rights and remedies of the parties under this warranty are in addition to any other rights and remedies of the parties provided by law or equity, including, without limitation, actual Redlands Regular Meeting of 05/02/2023 Page 215 of 546
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damages, and, as applicable and awarded under the law, to a prevailing party, reasonable attorneys’ fees and costs.

4.4. WAGE VIOLATIONS. Contractor represents and warrants that, during the term of this Cooperative Purchasing Master Agreement and the three (3) year period immediately preceding the award of the Cooperative Purchasing Master Agreement, it is not determined, by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction, to be in willful violation of any provision of Washington state wage laws set forth in RCW chapters 49.46, 49.48, or 49.52.

4.5. PAY EQUALITY. Contractor represents and warrants that, among its workers, similarly employed individuals are compensated as equals. For purposes of this provision, employees are similarly employed if the individuals work for the same employer, the performance of the job requires comparable skill, effort, and responsibility, and the jobs are performed under similar working conditions. Job titles alone are not determinative of whether employees are similarly employed. Contractor may allow differentials in compensation for its workers based in good faith on any of the following: a seniority system; a merit system; a system that measures earnings by quantity or quality of production; a bona fide job-related factor or factors; or a bona fide regional difference in compensation levels. A bona fide job-related factor or factors may include, but not be limited to, education, training, or experience that is: consistent with business necessity; not based on or derived from a gender-based differential; and accounts for the entire differential. A bona fide regional difference in compensation level must be consistent with business necessity; not based on or derived from a gender-based differential; and account for the entire differential. Notwithstanding any provision to the contrary, upon breach of warranty and Contractor’s failure to provide satisfactory evidence of compliance within thirty (30) days, Enterprise Services may suspend or terminate this Cooperative Purchasing Master Agreement and any Purchasing Entity hereunder similarly may suspend or terminate its use of the Cooperative Purchasing Master Agreement and/or any agreement entered into pursuant to this Cooperative Purchasing Master Agreement.

4.6. EXECUTIVE ORDER 18-03 – WORKERS’ RIGHTS. Contractor represents and warrants, as previously certified in Contractor’s Bidder’s Certification, that Contractor does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers. Contractor further represents and warrants that, during the term of this Cooperative Purchasing Master Agreement, Contractor shall not, as a condition of employment, require its employees to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

4.7. PROCUREMENT ETHICS & PROHIBITION ON GIFTS. Contractor represents and warrants that it complies fully with all applicable procurement ethics restrictions including, but not limited to, restrictions against Contractor providing gifts or anything of economic value, directly or indirectly, to Purchasing Entity’s employees.

4.8. WASHINGTON’S ELECTRONIC BUSINESS SOLUTION (WEBS). Contractor represents and warrants that it is registered in Washington’s Electronic Business Solution (WEBS), Washington’s contract registration system and that, all of its information therein is current and accurate and that throughout the term of this Cooperative Purchasing Master Agreement, Contractor shall maintain an accurate profile in WEBS.

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4.9. STATEWIDE PAYEE DESK. Contractor represents and warrants that it is registered with the Washington Statewide Payee Desk, which registration is a condition to payment.

4.10. COOPERATIVE PURCHASING MASTER AGREEMENT PROMOTION; ADVERTISING AND ENDORSEMENT.

Contractor represents and warrants that it shall use commercially reasonable efforts both to promote and market the use of this Cooperative Purchasing Master Agreement with eligible Purchasing Entity and to ensure that those entities that utilize this Cooperative Purchasing Master Agreement are eligible Purchasing Entity. Contractor understands and acknowledges that neither Enterprise Services nor Purchasing Entity are endorsing Contractor’s goods and/or services or suggesting that such goods and/or services are the best or only solution to their needs. Accordingly, Contractor represents and warrants that it shall make no reference to Enterprise Services, any Purchasing Entity, or the State of Washington in any promotional material without the prior written consent of Enterprise Services.

4.11. COOPERATIVE PURCHASING MASTER AGREEMENT TRANSITION. Contractor represents and warrants that, in the event this Cooperative Purchasing Master Agreement or a similar contract, is transitioned to another contractor (e.g., Cooperative Purchasing Master Agreement expiration or termination), Contractor shall use commercially reasonable efforts to assist Enterprise Services for a period of sixty (60) days to effectuate a smooth transition to another contractor to minimize disruption of service and/or costs to the State of Washington.

4.12. SUB-CONTRACTORS, AUTHORIZED RESELLERS/DEALERS. MANUFACTURER’S REPRESENTATIVE (PARTNERS). If utilizing partners, Contractor is responsible for such partners providing products and services, as well as warranty and maintenance services for any product or solution such partners provide pursuant to this Cooperative Purchasing Master Agreement. Pursuant to their applicable Participating Addendum, each Participating Entity may allow or disallow Contractor to utilize Partners. Only partners approved by the Participating Entity may be utilized. The Participating Entity will define the process to add and remove partners in their Participating Addendum.

5. USING THE COOPERATIVE PURCHASING MASTER AGREEMENT – PURCHASES.

5.1. ORDERING REQUIREMENTS. Eligible Purchasing Entity shall order goods and/or services from this Cooperative Purchasing Master Agreement, consistent with the terms hereof and by using any ordering mechanism agreeable both to Contractor and Purchasing Entity but, at a minimum, including the use of a purchase order. When practicable, Contractor and Purchasing Entity also shall use telephone orders, email orders, web-based orders, and similar procurement methods (collectively “Purchasing Entity Order”). All order documents must reference the Cooperative Purchasing Master Agreement number. The terms of this Cooperative Purchasing Master Agreement shall apply to any Purchase Order and, in the event of any conflict, the terms of this Cooperative Purchasing Master Agreement shall prevail. Notwithstanding any provision to the contrary, in no event shall any ‘clickagreement,’ software or web-based application terms and conditions, or other agreement modify the terms and conditions of this Cooperative Purchasing Master Agreement. (a) All order documents must, at a minimum, reference
 The Cooperative Purchasing Master Agreement number;
 The place and requested time of delivery;
 A billing address;
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 The name, phone number, and address of the Participating Entity representative;
(b) All communications concerning administration of Orders placed shall be furnished solely to the authorized purchasing agent within the Participating Entity’s purchasing office, or to such other individual identified in writing in the Order.
(c) Orders must be placed pursuant to this Cooperative Purchasing Master Agreement prior to the termination date thereof, but may have a delivery date or performance period up to 120 days thereafter.
(d) Notwithstanding the expiration, cancellation or termination of this Cooperative Purchasing Master Agreement, Contractor agrees to perform in accordance with the terms of any Orders then outstanding at the time of such expiration or termination. Contractor shall not honor any Orders placed after the expiration, cancellation, or termination of this Cooperative Purchasing Master Agreement, or otherwise inconsistent with its terms. Orders from any separate indefinite quantity, task orders, or other form of indefinite delivery order arrangement priced against this Cooperative Purchasing Master Agreement may not be placed after the expiration or termination of this Cooperative Purchasing Master Agreement, notwithstanding the term of any such indefinite delivery order agreement.

5.2. DELIVERY REQUIREMENTS. Contractor must ensure that delivery of goods and/or services will be made as required by this Cooperative Purchasing Master Agreement, the Purchase Order used by Purchasing Entity, or as otherwise mutually agreed in writing between the Purchasing Entity and Contractor. The following apply to all deliveries:
(a) Contractor shall make all deliveries to the applicable delivery location specified in the Purchase Order. Such deliveries shall occur during Purchasing Entity’s normal work hours and within the time period mutually agreed in writing between Purchasing Entity and Contractor at the time of order placement. Deliveries to be off-loaded at Purchasing Entity’s receiving dock or designated job site by Contractor.
(b) Contractor shall ship all goods purchased pursuant to this Master Agreement to Purchasing Entity’s specified destination. Shipping charges must be mutually agreed to between Purchasing Entity and Contractor, and shall be added as a separate line item on the Contractor’s invoice. Contractor shall bear all risk of loss, damage, or destruction of the goods ordered hereunder that occurs prior to delivery, except loss or damage attributable to Purchasing Entity’s fault or negligence. Ownership transfers to the Purchasing Entity upon delivery. (c) All products must be delivered in the manufacturer’s standard package. Costs shall include all packing and/or crating charges. Cases shall be of durable construction, good condition, properly labeled and suitable in every respect for storage and handling of contents. Each shipping carton shall be marked with the commodity, brand, quantity, item code number and the Purchasing Entity’s Purchase Order number.

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(d) All packing lists, packages, instruction manuals, correspondence, shipping notices, shipping containers, and other written materials associated with this Cooperative Purchasing Master Agreement shall be identified by the Cooperative Purchasing Master Agreement numberset forth on the cover of this Cooperative Purchasing Master Agreement and the applicable Purchase Order number. Packing lists shall be enclosed with each shipment and clearly identify all contents and any backorders.
(e) Purchasing Entities may return unopened or unused (non-specialty or customized) Public Safety Radio products within ten (10) business days of receipt for full credit, minus any freight or restocking fee. In such event, Contractor is responsible for shipping costs pertaining to any defective Public Safety Radio Products that are returned.

5.3. RECEIPT AND INSPECTION OF GOODS AND/OR SERVICES. Goods and/or services purchased under this Cooperative Purchasing Master Agreement are subject to Purchasing Entity’s reasonable inspection, testing, and approval at Purchasing Entity’s destination. Such inspection and approval shall be determined within thirty (30) days of delivery. Purchasing Entity reserves the right to reject and refuse acceptance of goods and/or services that are not in accordance with this Cooperative Purchasing Master Agreement and Purchasing Entity’s Purchase Order.

If there are any apparent defects in the goods and/or services at the time of delivery, Purchasing Entity will notify Contractor within five (5) business days. At Purchasing Entity’s option, and without limiting any other rights, Purchasing Entity may require Contractor to, consistent with the warranty terms, repair or replace, at Contractor’s expense, any or all of the damaged goods and/or services or, at Purchasing Entity’s option, Purchasing Entity may note any damage to the goods and/or services on the receiving report, decline acceptance, and deduct the cost of rejected goods and/or services from final payment. Payment for any goods under such Purchase Order shall not be deemed acceptance of the goods. (a) Contractor shall provide right of access to the Lead State, or to any other authorized agent or official of the Lead State or other Participating or Purchasing Entity, at reasonable times, in order to monitor and evaluate performance, compliance, and/or quality assurance requirements under this Cooperative Purchasing Master Agreement. Products that do not meet specifications may be rejected as mutually agreed between Purchasing Entity and Contractor. Failure to reject upon receipt, however, does not relieve Contractor of liability for material (nonconformity that substantially impairs value) latent or hidden defects subsequently revealed when the Public Safety Radio Products are put to use.

Acceptance of such Public Safety Radio Products may be revoked in accordance with the provisions of the applicable commercial code, and Contractor shall be liable for any resulting expense incurred by the Purchasing Entity related to the preparation and shipping of any Public Safety Radio Products rejected and returned, or for which Acceptance is revoked.
(b) If any Public Safety Radio Products do not conform to the specifications, the Purchasing Entity may require the Contractor to repair or replace the Public Safety Radio Product in conformity with the specifications.

5.4. ON SITE REQUIREMENTS. While on Purchasing Entity’s premises, Contractor, its agents, employees, or subcontractors shall comply, in all respects, with Purchasing Entity’s physical, fire, access, safety, and other security requirements.

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5.5. INSTALLATION. Installation shall be performed by Contractor or Sub-Contractor, in a professional manner in accordance with industry standard best practices. The premises shall be left in a neat, clean, and undamaged condition. Purchasing Entity reserves the right to require Contractor or Sub-Contractor to repair any damage caused during installation or provide full compensation as determined by Purchasing Entity.

5.6. CONFIDENTIALITY; SAFEGUARDING OF INFORMATION. Contractor shall not use or disclose any information concerning Enterprise Services/the State of Washington or Purchasing Entity’s information which may be classified as confidential, for any purpose not directly connected with the administration of this Cooperative Purchasing Master Agreement, except with prior written consent of Enterprise Services (or the applicable Purchasing Entity), or as may be required by law.

5.7. TREATMENT OF ASSETS. Title to all property furnished by any Participating State and/or Purchasing Entity shall remain with such Participating State and/or Purchasing Entity, as applicable. Any property of any Participating State and/or Purchasing Entity furnished to Contractor shall, unless otherwise provided herein or approved by such Participating State and/or Purchasing Entity, be used only for the performance of this Cooperative Purchasing Master Agreement. Contractor shall be responsible for damages as a result of any loss or damage to property of any Participating State and/or Purchasing Entity to the extent it results from the negligence of Contractor or to the extent it results from the failure on the part of Contractor to maintain, administer and protect that property in a reasonable manner and to the extent practicable in all instances. If any such Participating State and/or Purchasing Entity property is lost, destroyed, or damaged, Contractor immediately shall notify such Participating State and/or Purchasing Entity and shall take all reasonable steps to protect the property from further damage. Contractor shall surrender to such Participating State and/or Purchasing Entity all property of such Participating State and/or Purchasing Entity prior to settlement upon completion, termination, or cancellation of this Cooperative Purchasing Master Agreement. Title to all property furnished by Contractor, the cost for which the Contractor is entitled to be reimbursed as a direct item of cost under this Contract, shall pass to and vest in the Purchasing Entity upon delivery of such property by Contractor to the Purchasing Entity. Title to other property, the cost of which is reimbursable to Contractor under this Contract, shall pass to and vest in the Purchasing Entity upon (i) issuance for use of such property in the performance of this Contract, or (ii) commencement of use of such property in the performance of this Contract, or (iii) reimbursement of the cost thereof by the Purchasing Entity in whole or in part, whichever first occurs. All reference to Contractor under this clause shall also include Contractor's employees, agents or subcontractors. Title to software shall not pass to Purchasing Entity but shall be licensed. All reference to Contractor under this clause shall also include Contractor's employees, agents or subcontractors.

5.8. SOFTWARE LICENSE AGREEMENT. If the public safety communications equipment ordered and delivered under the term and conditions of this Cooperative Purchasing Master Agreement requires software or firmware to operate, Purchasing Entity and Contractor will mutually agree to Contractor’s Software License Agreement that will apply to such transactions. Contractor’s software license agreement shall not conflict with the terms and conditions of this Cooperative Purchasing Master Agreement or specific security requirements of Purchasing Entity.

5.9. SUBSCRIPTION SERVICES AGREEMENT. If the public safety communications equipment ordered and delivered under the term and conditions of this Contract requires subscription services to operate, Purchasing Entity and Contractor will mutually agree to Contractor’s Software License Redlands Regular Meeting of 05/02/2023 Page 220 of 546
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Agreement that will apply to such transactions. Contractor’s Subscription Services Agreement shall not conflict with the terms and conditions of this Master Agreement or the specific security requirements of Purchasing Entity.

6. INVOICING & PAYMENT.

6.1. CONTRACTOR INVOICE. Contractor shall submit to Purchasing Entity’s designated invoicing contact properly itemized invoices. Such invoices shall itemize the following:
 Cooperative Purchasing Master Agreement No. 00318
 Contractor name, address, telephone number, and email address for billing issues (i.e., Contractor Customer Service Representative)
 Contractor’s Federal Tax Identification Number
 Date(s) of delivery
 Applicable goods/services
 Invoice amount; and
 Payment terms, including any available prompt payment discounts.

Contractor’s invoices for payment shall reflect accurate Cooperative Purchasing Master Agreement prices, less discounts or lower negotiated costs. Invoices will not be processed for payment until receipt of a complete invoice as specified herein.

6.2. PAYMENT. Payment is the sole responsibility of, and will be made by, the Purchasing Entity.

Payment is due within thirty (30) days of invoice. If Purchasing Entity fails to make timely payment(s), Contractor may invoice Purchasing Entity in the amount of one percent (1%) per month on the amount overdue or a minimum of $1. Payment will not be considered late if a check or warrant is mailed within the time specified.

6.3. OVERPAYMENTS. Contractor promptly shall refund to Purchasing Entity the full amount of any erroneous payment or overpayment. Such refunds shall occur within thirty (30) days of written notice to Contractor; Provided, however, that Purchasing Entity shall have the right to elect to have either direct payments or written credit memos issued. If Contractor fails to make timely payment(s) or issuance of such credit memos, Purchasing Entity may impose a one percent (1%) per month on the amount overdue thirty (30) days after notice to the Contractor.

6.4. NO ADVANCE PAYMENT. No advance payment shall be made for the products and services furnished by Contractor pursuant to this Cooperative Purchasing Master Agreement; Provided, however, that the parties agree that maintenance payments, if any, may be made on a quarterly basis at the beginning of each quarter.

6.5. NO ADDITIONAL CHARGES. Unless otherwise specified herein, Contractor shall not include or impose any additional charges including, but not limited to, charges for shipping, handling, or payment processing.

6.6. TAXES/FEES. Contractor promptly shall pay all applicable taxes on its operations and activities pertaining to this Cooperative Purchasing Master Agreement. Failure to do so shall constitute breach of this Cooperative Purchasing Master Agreement. Unless otherwise agreed, Purchasing Entity shall pay applicable sales tax imposed by the State of Washington on purchased goods and/or services. In regard to federal excise taxes, Contractor shall include Redlands Regular Meeting of 05/02/2023 Page 221 of 546
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federal excise taxes only if, after thirty (30) calendar days written notice to Purchasing Entity, Purchase has not provided Contractor with a valid exemption certificate from such federal excise taxes.

7. CONTRACT MANAGEMENT.

7.1. CONTRACT ADMINISTRATION&NOTICES. Except for legal notices, the parties hereby designate the following contract administrators as the respective single points of contact for purposes of this Cooperative Purchasing Master Agreement. Enterprise Services’ contract administrator shall provide Cooperative Purchasing Master Agreement oversight. Contractor’s contract administrator shall be Contractor’s principal contact for business activities under this Cooperative Purchasing Master Agreement. The parties may change contractor administrators by written notice as set forth below.

Any notices required or desired shall be in writing and sent by U.S. mail, postage prepaid, or sent via email, and shall be sent to the respective addressee at the respective address or email address set forth below or to such other address or email address as the parties may specify in writing:

Enterprise Services Watson Furniture Group, Inc.

Attn: Contract Administrator 00318
Washington Dept. of Enterprise Services
PO Box 41411
Olympia, WA 98504-1411
Tel: (360) 407-2218
Email: [email protected]
Attn: Quinte Andrae
26246 Twelve Trees Lane NW
Poulsbo, WA 98370
Tel: 360-394-1300
Email: [email protected]
Notices shall be deemed effective upon the earlier of receipt, if mailed, or, if emailed, upon transmission to the designated email address of said addressee.

7.2. CONTRACTOR CUSTOMER SERVICE REPRESENTATIVE. Contractor shall designate a customer service representative (and inform Enterprise Services of the same) who shall be responsible for addressing Purchasing Entity issues pertaining to this Cooperative Purchasing Master Agreement.

7.3. LEGAL NOTICES. Any legal notices required or desired shall be in writing and delivered by U.S. certified mail, return receipt requested, postage prepaid, or sent via email, and shall be sent to the respective addressee at the respective address or email address set forth below or to such other address or email address as the parties may specify in writing:

Enterprise Services Watson Furniture Group, Inc.

Attn: Legal Services Manager
Washington Dept. of Enterprise Services
PO Box 41411
Olympia, WA 98504-1411
Email: [email protected]
Attn: Quint Andrae
26246 Twelve Trees, Lane NW
Poulsbo, WA 98370
Email: [email protected]
Notices shall be deemed effective upon the earlier of receipt when delivered, or, if mailed, upon return receipt, or, if emailed, upon transmission to the designated email address of said addressee.

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8. NASPO VALUEPOINT SUMMARY AND DETAILED USAGE REPORTS.

8.1. SUMMARY SALES DATA. Contractor shall submit quarterly sales reports directly to NASPO ValuePoint using the NASPO ValuePoint Quarterly Sales/Administrative Fee Reporting Tool found at http://www.naspo.org/WNCPO/Calculator.aspx. Any/all sales made under this Cooperative Purchasing Master Agreement shall be reported as cumulative totals by state.

Even if Contractor experiences zero sales during a calendar quarter, a report is still required.

Reports shall be due no later than thirty (30) days following the end of the calendar quarter (as specified in the reporting tool).

8.2. DETAILED SALES DATA. Contractor also shall report detailed sales data by: (1) state; (2) entity/customer type, e.g. local government, higher education, K12, non-profit; (3) Participating Entity name; (4) Participating Entity bill-to and ship-to locations; (4) Participating Entity and Contractor Purchase Order identifier/number(s); (5) Purchase Order Type (e.g. sales order, credit, return, upgrade, determined by industry practices); (6) Purchase Order date; (7) Ship Date; and (8) line item description, including product number if used. Reports are due on a quarterly basis and must be received by the Enterprise Services and NASPO ValuePoint Cooperative Development Team no later than thirty (30) days after the end of the reporting period. Reports shall be delivered to Enterprise Services and to the NASPO ValuePoint Cooperative Development Team electronically through a designated portal, email, CD-ROM, flash drive or other method as determined by Enterprise Services and NASPO ValuePoint. Detailed sales data reports shall include sales information for all sales under Participating Addenda executed under this Cooperative Purchasing Master Agreement.

8.3. NASPO VALUEPOINT EXECUTIVE SUMMARY. Contractor shall provide the NASPO ValuePoint Cooperative Development Coordinator with an executive summary each quarter that includes, at a minimum, a list of states with an active Participating Addendum, states that Contractor is in negotiations with and any Participating Addendum roll out or implementation activities and issues. NASPO ValuePoint Cooperative Development Coordinator and Contractor will determine the format and content of the executive summary. The executive summary is due thirty (30) days after the conclusion of each calendar quarter.

8.4. REPORT OWNERSHIP. Timely submission of these reports is a material requirement of the Cooperative Purchasing Master Agreement. Enterprise Services and NASPO ValuePoint shall have a perpetual, irrevocable, non-exclusive, royalty free, transferable right to display, modify, copy, and otherwise use reports, data and information provided under this section.

8.5. CONFIDENTIALITY OF DETAILED SALES DATA AND PARTICIPATING ADDENDA. Participating Addenda, as well as Orders or transaction data relating to Orders under this Cooperative Purchasing Master Agreement that identify the entity/customer, Order dates, line item descriptions and volumes, and prices/rates, shall be Confidential Information. Contractor shall hold Confidential Information in confidence and shall not transfer or otherwise disclose Confidential Information to third parties or use Confidential Information for any purposes whatsoever other than what is necessary to the performance of Orders placed under this Cooperative Purchasing Master Agreement. Contractor shall advise each of its employees and agents of their obligations to keep Confidential Information confidential. This provision does not apply to disclosure to the Lead State, a Participating State, or any governmental entity exercising an audit, inspection, or examination pursuant to this Cooperative Purchasing Master Agreement. To the extent permitted by law, Contractor shall notify the Lead State of the identity of any entity seeking access to the Confidential Information described in this subsection.

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9. NASPO VALUEPOINT COOPERATIVE PROGRAM MARKETING AND PERFORMANCE REVIEW

9.1. NASPO VALUEPOINT COOPERATIVE PROGRAM. Contractor agrees to work cooperatively with NASPO ValuePoint personnel. Contractor agrees to present plans to NASPO ValuePoint for the education of Contractor’s contract administrator(s) and sales/marketing workforce regarding the Cooperative Purchasing Master Agreement, including the competitive nature of NASPO ValuePoint procurements, the Cooperative Purchasing Master Agreement and Participating Addendum process, and the manner in which qualifying entities can participate in the Cooperative Purchasing Master Agreement.

9.2. LOGOS. NASPO VALUEPOINT logos may not be used by Contractor in sales and marketing until a logo use agreement is executed with NASPO ValuePoint.

9.3. ANNUAL SUPPLIER BUSINESS REVIEW. Contractor agrees to participate in an annual supplier performance review at a location (virtual or in-person) selected by Enterprise Services and NASPO ValuePoint, which may include a discussion of marketing action plans, target strategies, marketing materials, as well as Contractor reporting and timeliness of payment of administration fees. The 2022 Annual Supplier Business Review requires in-person attendance. Any subsequent Annual Supplier Business Review meetings may be attended virtually or in-person.

10. ADMINISTRATIVE FEES.

10.1. CONTRACTOR shall pay to NASPO ValuePoint, or its assignee, a NASPO ValuePoint ADMINISTRATIVE Fee of one-quarter of one percent (0.25%) of the quarterly sales by participating state. The NASPO ValuePoint administrative fee is not negotiable. This fee may not be adjusted in any Participating Addendum. This fee is to be included as part of the pricing submitted with the bid.

10.2. Some states may require an additional fee be paid directly to the state only on purchases made by Purchasing Entities within that state. The fee level, payment method and schedule for such reports and payments will be incorporated into the Participating Addendum that is made a part of the Cooperative Purchasing Master Agreement. The Contractor may adjust the Cooperative Purchasing Master Agreement pricing accordingly for purchases made by Purchasing Entities within the jurisdiction of the state. All such agreements shall not affect the NASPO ValuePoint Administrative Fee percentage or the prices paid by the Purchasing Entities outside the jurisdiction of the state requesting the additional fee. The NASPO ValuePoint Administrative Fee set forth above shall be based on the gross amount of all sales (less any charges for taxes or shipping) at the adjusted prices (if any) in Participating Addenda.

11. RECORDS RETENTION & AUDITS.

11.1. RECORDS RETENTION. Contractor shall maintain books, records, documents, and other evidence pertaining to this Cooperative Purchasing Master Agreement and orders placed by Purchasing Entity under it to the extent and in such detail as shall adequately reflect performance and administration of payments and fees. Contractor shall retain such records for a period of six (6) years following expiration or termination of this Cooperative Purchasing Master Agreement or final payment for any order placed by a Purchasing Entity against this Cooperative Purchasing Master Agreement, whichever is later; Provided, however, that if any Redlands Regular Meeting of 05/02/2023 Page 224 of 546
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litigation, claim, or audit is commenced prior to the expiration of this period, such period shall extend until all such litigation, claims, or audits have been resolved.

11.2. AUDIT. Upon reasonable advance written notice, Enterprise Services reserves the right to audit, or have a designated third party audit, applicable records associated with this Cooperative Purchasing Master Agreement to ensure that Contractor has properly invoiced Purchasing Entity and that Contractor has paid all applicable vendor management fees.

Accordingly, Contractor shall permit Enterprise Services, any Purchasing Entity, and any other duly authorized agent of a governmental agency, to audit, inspect examine, copy and/or transcribe Contractor’s books, documents, papers and records directly pertinent to this Cooperative Purchasing Master Agreement or orders placed by a Purchasing Entity under it for the purpose of making audits, examinations, excerpts, and transcriptions. This right shall survive for a period of six (6) years following expiration or termination of this Cooperative Purchasing Master Agreement or final payment for any order placed by a Purchasing Entity against this Cooperative Purchasing Master Agreement, whichever is later; Provided, however, that if any litigation, claim, or audit is commenced prior to the expiration of this period, such period shall extend until all such litigation, claims, or audits have been resolved.

11.3. OVERPAYMENT OF PURCHASES OR UNDERPAYMENT OF FEES. Without limiting any other remedy available to any Purchasing Entity, Contractor shall reimburse Purchasing Entity for any overpayments inconsistent with the terms of this Cooperative Purchasing Master Agreement or orders, at a rate of 100% of such overpayments, found as a result of the examination of the Contractor’s records.

12. INSURANCE.

12.1. REQUIRED INSURANCE. During the Term of this Cooperative Purchasing Master Agreement, Contractor, at its expense, shall maintain in full force and effect the insurance coverages set forth in Exhibit A – Insurance Requirements. All costs for insurance, including any payments of deductible amounts, shall be considered incidental to and included in the prices for goods/services and no additional payment shall be made.

12.2. WORKERS COMPENSATION. Contractor shall comply with applicable workers compensation statutes and regulations (e.g., RCW Title 51, Industrial Insurance). If Contractor fails to provide industrial insurance coverage or fails to pay premiums or penalties on behalf of its employees as may be required by law, Enterprise Services may terminate this Cooperative Purchasing Master Agreement. This provision does not waive any of the Washington State Department of Labor and Industries (L&I) rights to collect from Contractor. In addition, Contractor waives its immunity under RCW Title 51 to the extent it is required to indemnify, defend, and hold harmless the State of Washington and its agencies, officials, agents, or employees.

12.3. INSURANCE CERTIFICATE. Prior to commencement of performance, Contractor shall provide to Enterprise Services a written endorsement to the Contractor’s general liability insurance policy or other documentary evidence acceptable to Enterprise Services that (1) names the State of Washington and Enterprise Services as additional insureds, (2) provides for written notice of cancellation delivered in accordance with the policy provisions, and (3) provides that the Contractor’s liability insurance policy shall be primary, with any liability insurance of any Participating State as secondary and noncontributory. Unless otherwise agreed in any Participating Addendum, other state Participating Entities’ rights and Contractor’s obligations Redlands Regular Meeting of 05/02/2023 Page 225 of 546
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are the same as those specified in the first sentence of this subsection except the endorsement is provided to the applicable state.

13. PUBLIC INFORMATION. This Cooperative Purchasing Master Agreement, all related documents, and all records created as a result of the Cooperative Purchasing Master Agreement are subject to public disclosure as required by Washington’s Public Records Act, RCW chapter 42.56. In addition, Participating Addendums and related records shall be subject to public disclosure as required by applicable law pertaining to such Purchasing Entity. Consistent with the Public Records Act, to the extent that any such Contractor document or record – in whole or in part – includes information exempted or protected from disclosure by the Public Records Act, Contractor may mark such document or record – the exempted or protected portions only – with the specific basis for protection under the Public Records Act. In the event that Enterprise Services receives a public records disclosure request that pertains to such properly marked documents or records, Enterprise Services shall notify Contractor of such disclosure request and of the date that the records will be released to the requester unless Contractor, at Contractor’s sole expense, timely obtains a court order enjoining such disclosure. In the event Contractor fails to file a motion for a court order enjoining such disclosure, Enterprise Services shall release the requested documents on the date specified. Contractor’s failure properly to identify exempted or protected information or timely respond after notice of request for public disclosure has been given shall be deemed a waiver by Contractor of any claim that such materials are protected or exempt from disclosure.

14. DEFAULTS AND REMEDIES

14.1. SUSPENSION & TERMINATION FOR DEFAULT. Enterprise Services may suspend Contractor’s operations under this Cooperative Purchasing Master Agreement immediately by written cure notice of any default. Contractor may be required to submit a written cure plan within five (5) business days of Suspension notification. Suspension shall continue until the default is remedied to Enterprise Services’ reasonable satisfaction; Provided, however, that, if after thirty (30) days from such a suspension notice, Contractor remains in default, Enterprise Services may terminate Contractor’s right under this Cooperative Purchasing Master Agreement All of Contractor’s obligations to Enterprise Services and Purchasing Entity survive termination of Contractor’srights under this Cooperative Purchasing Master Agreement, until such obligations have been fulfilled.

14.2. DEFAULT. Each of the following events shall constitute default of this Cooperative Purchasing Master Agreement by Contractor:
(a) Contractor fails to perform or comply with any of the terms or conditions of this Cooperative Purchasing Master Agreement;
(b) Contractor breaches any representation or warranty provided herein; or (c) Contractor enters into proceedings relating to bankruptcy, whether voluntary or involuntary.

14.3. REMEDIES for DEFAULT.
(a) Enterprise Services’ rights to suspend and terminate Contractor’s rights under this Cooperative Purchasing Master Agreement are in addition to all other available remedies.
(b) In the event of termination for default, Enterprise Services may exercise any remedy provided by law including, without limitation, the right to procure for all Purchasing Redlands Regular Meeting of 05/02/2023 Page 226 of 546
COOPERATIVE PURCHASING MASTER AGREEMENT NO. 00318 PUBLIC SAFETY COMMUNICATIONS PRODUCTS, SERVICES & SOLUTIONS 18 (Rev. 2020-03-11)
Entity replacement goods and/or services. In such event, Contractor shall be liable to Enterprise Services for damages as authorized by law including, but not limited to, any price difference between the Cooperative Purchasing Master Agreement price and the replacement or cover price for identical equipment or services, as well as any administrative and/or transaction costs directly related to such replacement procurement – e.g., the cost of the competitive procurement. Enterprise Services or Purchasing Entity will mitigate damages and provide Contractor with detailed invoices substantiating the charges.
(c) Unless otherwise specified in the Participating Addendum, in the event of a default under a Participating Addendum, a Participating Entity shall provide a written notice of default as described in this section and have all of the rights and remedies under this paragraph regarding its participation in the Cooperative Purchasing Master Agreement, in addition to those set forth in its Participating Addendum. Unless otherwise specified in a Purchase Order, either Party shall provide written notice of default as described in this section and have all of the rights and remedies under this paragraph and any applicable Participating Addendum with respect to an Order.

Nothing in this Cooperative Purchasing Master Agreement shall be construed to limit the rights and remedies available to either Party under the applicable commercial code.

14.4. LIMITATION ON DAMAGES. Notwithstanding any provision to the contrary, the parties agree that in no event shall any party or Purchasing Entity be liable to the other for exemplary or punitive damages; Provided, however, that nothing contained in this Section will in any way exclude or limit: (a) a party’s liability for all damages arising out of that party’s intentional acts or omissions; (b) the operation of any Goods or Services warranty provided in this Cooperative Purchasing Master Agreement; or (c) damages subject to the Intellectual Property Indemnity section of this Cooperative Purchasing Master Agreement. Any limitation of either party’s obligations under this Cooperative Purchasing Master Agreement, by delivery slips or other documentation is void. Contractor’s limitation of liability shall not exceed $2,000,000 per occurrence.

14.5. GOVERNMENTAL TERMINATION.
(a) Termination for Withdrawal of Authority. Enterprise Services may suspend or terminate this Cooperative Purchasing Cooperative Purchasing Master Agreement if, during the term hereof, Enterprise Services’ procurement authority is withdrawn, reduced, or limited such that Enterprise Services, in its judgment, would lack authority to enter into this Cooperative Purchasing Master Agreement; Provided, however, that such suspension or termination for withdrawal of authority shall only be effective upon twenty (20) days prior written notice; and Provided further, that such suspension or termination for withdrawal of authority shall not relieve any Participating Entity or Purchasing Entity from payment for goods and/or services already ordered as of the effective date of such notice. Except as stated in this provision, in the event of such suspension or termination for withdrawal of authority, neither Enterprise Services nor any Participating Entity or Purchasing Entity shall have any obligation or liability to Contractor. Contractor will be entitled to seek a change order to the extent Contractor provides documentary evidence that Contractor has incurred additional costs as a result of the suspension including costs to demobilize and remobilize the project.

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(b) Termination for Convenience. Enterprise Services, for convenience, may terminate this Cooperative Purchasing Master Agreement; Provided, however, that such termination for convenience must, in Enterprise Services’ judgment, be in the best interest of the State of Washington; and Provided further, that such termination for convenience shall only be effective upon sixty (60) days prior written notice; and Provided further, that such termination for convenience shall not relieve any Participating Entity or Purchasing Entity from payment for goods and/or services already ordered as of the effective date of such notice. Except as stated in this provision, in the event of such termination for convenience, neither Enterprise Services nor any Participating Entity or Purchasing Entity shall have any obligation or liability to Contractor.

15. CLAIMS.

15.1. ASSUMPTION OF RISKS; CLAIMS BETWEEN THE PARTIES. Contractor assumes sole responsibility and all risks of personal injury or property damage to itself and its employees and agents to the extent caused by its operations under this Cooperative Purchasing Master Agreement.

Enterprise Services has made no representations regarding any factor affecting Contractor’s risks. If responsibility can be substantiated as Contractor fault, Contractor shall pay for all damage to any Purchasing Entity’s property resulting directly or indirectly from its acts or omissions under this Cooperative Purchasing Master Agreement, to the extent attributable to negligence by Contractor or its agents.

15.2. THIRD-PARTY CLAIMS; INDEMNITY. To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless Enterprise Services, any Purchasing Entity, and NASPO Cooperative Purchasing Organization LLC (doing business as NASPO ValuePoint) (NASPO) and their respective employees and agents from and against all claims, demands, judgments, assessments, damages, penalties, fines, costs, liabilities or losses including, without limitation, sums paid in settlement of claims, attorneys’ fees, consultant fees, and expert fees (collectively “claims”) arising from any act or omission of Contractor or its successors, agents, and subcontractors under this Cooperative Purchasing Master Agreement, except to the extent such claims are caused by Enterprise Services, any Purchasing Entity, or NASPO’s’ negligence. Contractor shall take all steps needed to keep Purchasing Entity’s property free of liens arising from Contractor’s activities, and promptly obtain or bond the release of any such liens that may be filed. Unless otherwise agreed in writing, this section is not subject to any limitations of liability in this Cooperative Purchasing Master Agreement or in any other document executed in conjunction with this Cooperative Purchasing Master Agreement.

16. DISPUTE RESOLUTION. The parties shall cooperate to resolve any dispute pertaining to this Cooperative Purchasing Master Agreement efficiently, as timely as practicable, and at the lowest possible level with authority to resolve such dispute. If, however, a dispute persists and cannot be resolved, it may be escalated within each organization. In such situation, upon notice by either party, each party, within five (5) business days shall reduce its description of the dispute to writing and deliver it to the other party. The receiving party then shall have three (3) business days to review and respond in writing. In the event that the parties cannot then agree on a resolution of the dispute, the parties shall schedule a conference between the respective senior managers of each organization to attempt to resolve the dispute. In the event the parties cannot agree, either party may resort to court to resolve the dispute.

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17. GENERAL PROVISIONS.

17.1. TIME IS OF THE ESSENCE. Time is of the essence for each and every provision of this Cooperative Purchasing Master Agreement.

17.2. COMPLIANCE WITH LAW. Contractor shall comply with all applicable law.

17.3. INTEGRATED AGREEMENT. This Cooperative Purchasing Master Agreement constitutes the entire agreement and understanding of the parties with respect to the subject matter and supersedes all prior negotiations, representations, and understandings between them. There are no representations or understandings of any kind not set forth herein.

17.4. AMENDMENT OR MODIFICATION. Except as set forth herein, this Cooperative Purchasing Master Agreement may not be amended or modified except in writing and signed by a duly authorized representative of each party.

17.5. AUTHORITY. Each party to this Cooperative Purchasing Master Agreement, and each individual signing on behalf of each party, hereby represents and warrants to the other that it has full power and authority to enter into this Cooperative Purchasing Master Agreement and that its execution, delivery, and performance of this Cooperative Purchasing Master Agreement has been fully authorized and approved, and that no further approvals or consents are required to bind such party.

17.6. NO AGENCY. The parties agree that no agency, partnership, or joint venture of any kind shall be or is intended to be created by or under this Cooperative Purchasing Master Agreement.

Neither party is an agent of the other party nor authorized to obligate it.

17.7. ASSIGNMENT. Contractor may not assign its rights under this Cooperative Purchasing Master Agreement without Enterprise Services’ prior written consent and Enterprise Services may consider any attempted assignment without such consent to be void; Provided, however, that, if Contractor provides written notice to Enterprise Services within thirty (30) days, Contractor may assign its rights under this Cooperative Purchasing Master Agreement in full to any parent, subsidiary, or affiliate of Contractor that controls or is controlled by or under common control with Contractor, is merged or consolidated with Contractor, or purchases a majority or controlling interest in the ownership or assets of Contractor. Unless otherwise agreed, Contractor guarantees prompt performance of all obligations under this Cooperative Purchasing Master Agreement notwithstanding any prior assignment of its rights.

17.8. BINDING EFFECT; SUCCESSORS &ASSIGNS. This Cooperative Purchasing Master Agreement shall be binding upon and shall inure to the benefit of the parties hereto and their respective successors and assigns.

17.9. ASSIGNMENT OF ANTITRUST RIGHTS REGARDING PURCHASED GOODS/SERVICES. Contractor irrevocably assigns to Enterprise Services, on behalf of the State of Washington, any claim for relief or cause of action which the Contractor now has or which may accrue to the Contractor in the future by reason of any violation of state or federal antitrust laws in connection with any goods and/or services provided in Washington for the purpose of carrying out the Contractor’s obligations under this Cooperative Purchasing Master Agreement, including, at Enterprise Services' option, the right to control any such litigation on such claim for relief or cause of action.

17.10. FEDERAL FUNDS. To the extent that any Purchasing Entity uses federal funds to purchase goods and/or services pursuant to this Cooperative Purchasing Master Agreement, such Purchasing Redlands Regular Meeting of 05/02/2023 Page 229 of 546
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Entity shall specify, with its order, any applicable requirement or certification that must be satisfied by Contractor at the time the order is placed or upon delivery.

17.11. SEVERABILITY. If any provision of this Cooperative Purchasing Master Agreement is held to be invalid or unenforceable, such provision shall not affect or invalidate the remainder of this Cooperative Purchasing Master Agreement, and to this end the provisions of this Cooperative Purchasing Master Agreement are declared to be severable. If such invalidity becomes known or apparent to the parties, the parties agree to negotiate promptly in good faith in an attempt to amend such provision as nearly as possible to be consistent with the intent of this Cooperative Purchasing Master Agreement.

17.12. WAIVER. Failure of either party to insist upon the strict performance of any of the terms and conditions hereof, or failure to exercise any rights or remedies provided herein or by law, or to notify the other party in the event of breach, shall not release the other party of any of its obligations under this Cooperative Purchasing Master Agreement, nor shall any purported oral modification or rescission of this Cooperative Purchasing Master Agreement by either party operate as a waiver of any of the terms hereof. No waiver by either party of any breach, default, or violation of any term, warranty, representation, contract, covenant, right, condition, or provision hereof shall constitute waiver of any subsequent breach, default, or violation of the same or other term, warranty, representation, contract, covenant, right, condition, or provision.

17.13. SURVIVAL. All representations, warranties, covenants, agreements, and indemnities set forth in or otherwise made pursuant to this Cooperative Purchasing Master Agreementshall survive and remain in effect following the expiration or termination of this Cooperative Purchasing Master Agreement, Provided, however, that nothing herein is intended to extend the survival beyond any applicable statute of limitations periods.

17.14. GOVERNING LAW. The validity, construction, performance, and enforcement of this Cooperative Purchasing Master Agreement shall be governed by and construed in accordance with the laws of the State of Washington, without regard to its choice of law rules. The validity, construction, and effect of any Participating Addendum pertaining to the Cooperative Purchasing Master Agreement or Order placed pursuant to such Participating Addendum shall be governed by and construed in accordance with the laws of the Participating Entity’s or Purchasing Entity’s State.

17.15. JURISDICTION & VENUE. In the event that any action is brought to enforce any provision of this Cooperative Purchasing Master Agreement, the parties agree to exclusive jurisdiction in Thurston County Superior Court for the State of Washington and agree that in any such action venue shall lie exclusively at Olympia, Washington; Provided, however, that venue for any claim, dispute, or action concerning any Order placed against the Cooperative Purchasing Master Agreement or the effect of a Participating Addendum shall be in the Purchasing Entity’s State.

17.16. SOVEREIGN IMMUNITY. In no event shall this Cooperative Purchasing Master Agreement, any Participating Addendum or any Purchase Order issued thereunder, or any act of the Lead State, a Participating Entity, or a Purchasing Entity be a waiver of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the Eleventh Amendment to the Constitution of the United States or otherwise, from any claim or from the jurisdiction of any court. This section applies to a claim brought against the Redlands Regular Meeting of 05/02/2023 Page 230 of 546
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Participating Entities who are states only to the extent Congress has appropriately abrogated the state’s sovereign immunity and is not consent by the state to be sued in federal court.

17.17. ATTORNEYS’ FEES. Should any legal action or proceeding be commenced by either party in order to enforce this Cooperative Purchasing Master Agreement or any provision hereof, or in connection with any alleged dispute, breach, default, or misrepresentation in connection with any provision herein contained, the prevailing party shall be entitled to recover reasonable attorneys’ fees and costs incurred in connection with such action or proceeding, including costs of pursuing or defending any legal action, including, without limitation, any appeal, discovery, or negotiation and preparation of settlement arrangements, in addition to such other relief as may be granted.

17.18. FAIR CONSTRUCTION & INTERPRETATION. The provisions of this Cooperative Purchasing Master Agreement shall be construed as a whole according to their common meaning and not strictly for or against any party and consistent with the provisions contained herein in order to achieve the objectives and purposes of this Cooperative Purchasing Master Agreement. Each party hereto and its counsel has reviewed and revised this Cooperative Purchasing Master Agreement and agrees that the normal rules of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be construed in the interpretation of this Cooperative Purchasing Master Agreement. Each term and provision of this Cooperative Purchasing Master Agreement to be performed by either party shall be construed to be both a covenant and a condition.

17.19. FURTHER ASSURANCES. In addition to the actions specifically mentioned in this Cooperative Purchasing Master Agreement, the parties shall each do whatever may reasonably be necessary to accomplish the transactions contemplated in this Cooperative Purchasing Master Agreement including, without limitation, executing any additional documents reasonably necessary to effectuate the provisions and purposes of this Cooperative Purchasing Master Agreement.

17.20. EXHIBITS. All exhibits referred to herein are deemed to be incorporated in this Cooperative Purchasing Master Agreement in their entirety.

17.21. CAPTIONS & HEADINGS. The captions and headings in this Cooperative Purchasing Master Agreement are for convenience only and are not intended to, and shall not be construed to, limit, enlarge, or affect the scope or intent of this Cooperative Purchasing Master Agreement nor the meaning of any provisions hereof.

17.22. ELECTRONIC SIGNATURES. An electronic signature of this Cooperative Purchasing Master Agreement or any other ancillary agreement shall be deemed to have the same legal effect as delivery of an original executed copy of this Cooperative Purchasing Master Agreement or such other ancillary agreement for all purposes.

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17.23. COUNTERPARTS. This Cooperative Purchasing Master Agreement may be executed in any number of counterparts, each of which shall be deemed an original and all of which counterparts together shall constitute the same instrument which may be sufficiently evidenced by one counterpart. Execution of this Cooperative Purchasing Master Agreement at different times and places by the parties shall not affect the validity thereof so long as all the parties hereto execute a counterpart of this Cooperative Purchasing Master Agreement.

EXECUTED as of the date and year first above written.

STATE OF WASHINGTON

DEPARTMENT OF ENTERPRISE SERVICES
WATSON FURNITURE GROUP, INC.

A WASHINGTON CORPORATION
By: ___________________________
Elena McGrew
By: ___________________________
Quint Andrae
Its: Acting Statewide Enterprise Procurement
Manager
Its: National Sales Manager
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COOPERATIVE PURCHASING MASTER AGREEMENT NO. 00318 PUBLIC SAFETY COMMUNICATIONS PRODUCTS, SERVICES & SOLUTIONS 24 (Rev. 2020-03-11)
Exhibit A

INSURANCE REQUIREMENTS

1. INSURANCE OBLIGATION. During the Term of this Cooperative Purchasing Master Agreement, Contractor shall possess and maintain in full force and effect, at Contractor’s sole expense, the following insurance coverages:
a. COMMERCIAL GENERAL LIABILITY INSURANCE. Commercial general liability insurance (and, if necessary, commercial umbrella liability insurance) covering bodily injury, property damage, products/completed operations, personal injury, and advertising injury liability on an ‘occurrence form’ that shall be no less comprehensive and no more restrictive than the coverage provided by Insurance Services Office (ISO) under the most recent version of form CG 00 01 in the amount of not less than $2,000,000 per occurrence and $4,000,000 general aggregate. This coverage shall include blanket contractual liability coverage. This coverage shall include a cross-liability clause or separation of insured condition.
b. WORKERS’ COMPENSATION INSURANCE. Contractor shall comply with applicable Workers’ Compensation or Industrial Accident insurance providing benefits as required by law. c. EMPLOYERS’ LIABILITY (STOP GAP) INSURANCE. Employers’ liability insurance (and, if necessary, commercial umbrella liability insurance) with limits not less than $1,000,000 each accident for bodily injury by accident, $1,000,000 each employee for bodily injury by disease, and $1,000,000 bodily injury by disease policy limit.

The insurance coverage limits set forth herein are the minimum. Contractor’s insurance coverage shall be no less than the minimum amounts specified. Coverage in the amounts of these minimum limits, however, shall not be construed to relieve Contractor from liability in excess of such limits.

Contractor waives all rights against the State of Washington for the recovery of damages to the extent such damages are covered by any insurance required herein.

2. INSURANCE CARRIER RATING. Coverages provided by the Contractor must be underwritten by an insurance company deemed acceptable to the State of Washington’s Office of Risk Management.

Insurance coverage shall be provided by companies authorized to do business within the State of Washington and rated A- Class VII or better in the most recently published edition of Best’s Insurance Rating. Enterprise Services reserves the right to reject all or any insurance carrier(s) with an unacceptable financial rating.

3. ADDITIONAL INSURED. Commercial General Liability, Commercial Automobile Liability, and Pollution Liability Insurance shall include the State of Washington and all authorized Purchasing Entity (and their agents, officers, and employees) as Additional Insureds evidenced by copy of the Additional Insured Endorsement attached to the Certificate of Insurance on such insurance policies.

4. CERTIFICATE OF INSURANCE. Prior to execution of the Cooperative Purchasing Master Agreement, Contractor shall furnish to Enterprise Services, as evidence of the insurance coverage required by this Cooperative Purchasing Master Agreement, a certificate of insurance satisfactory to Enterprise Services that insurance, in the above-stated kinds and minimum amounts, has been secured. In addition, no less than ten (10) days prior to coverage expiration, Contractor shall Redlands Regular Meeting of 05/02/2023 Page 233 of 546
COOPERATIVE PURCHASING MASTER AGREEMENT NO. 00318 PUBLIC SAFETY COMMUNICATIONS PRODUCTS, SERVICES & SOLUTIONS 25 (Rev. 2020-03-11)
furnish to Enterprise Services an updated or renewed certificate of insurance, satisfactory to Enterprise Services, that insurance, in the above-stated kinds and minimum amounts, has been secured. Failure to maintain or provide proof of insurance, as required, will result in contract cancellation. All policies and certificates of insurance shall include the Cooperative Purchasing Master Agreement number stated on the cover of this Cooperative Purchasing Master Agreement. All certificates of Insurance and any related insurance documents shall be delivered to Enterprise Services by U.S. mail, postage prepaid, or sent via email, and shall be sent to the address or email address set forth below or to such other address or email address as Enterprise Services may specify in writing:

US Mail: Contracts & Procurement – Cooperative Purchasing Master Agreement Insurance Certificate
Cooperative Purchasing Master Agreement No. 00318 – Public Safety Communications Products, Services and Solutions
Attn: Team Cypress
Washington Dept. of Enterprise Services
PO Box 41411
Olympia, WA 98504-1411
Email: [email protected]
Note: For Email notice, the Email Subject line must state:

Cooperative Purchasing Master Agreement Insurance Certificate – Cooperative Purchasing Master Agreement No. 00318 – Public Safety Communications Products, Services and Solutions

5. PRIMARY COVERAGE. Contractor’s insurance shall apply as primary and shall not seek contribution from any insurance or self-insurance maintained by, or provided to, the additional insureds listed above including, at a minimum, the State of Washington and/or any Purchasing Entity. All insurance or self-insurance of the State of Washington and/or Purchasing Entity shall be excess of any insurance provided by Contractor or subcontractors.

6. SUBCONTRACTORS. Contractor shall include all subcontractors as insureds under all required insurance policies. Alternatively, prior to utilizing any subcontractor, Contractor shall cause any such subcontractor to provide insurance that complies will all applicable requirements of the insurance set forth herein and shall furnish separate Certificates of Insurance and endorsements for each subcontractor. Each subcontractor must comply fully with all insurance requirements stated herein. Failure of any subcontractor to comply with insurance requirements does not limit Contractor’s liability or responsibility.

7. WAIVER OF SUBROGATION. Contractor waives all rights of subrogation against the State of Washington and any Purchasing Entity for the recovery of damages to the extent such damages are or would be covered by the insurance specified herein.

8. NOTICE OF CHANGE OR CANCELLATION. There shall be no cancellation without at least thirty (30) days prior written Legal Notice by Contractor to Enterprise Services. Failure to provide such notice, as required, shall constitute default by Contractor. Any such written notice shall include the Cooperative Purchasing Master Agreement number stated on the cover of this Cooperative Purchasing Master Agreement.

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9. EXTENDED REPORTING PERIOD. If any required insurance coverage is on a claims-made basis (rather than occurrence), Contractor shall maintain such coverage for a period of no less than three (3) years following expiration or termination of the Cooperative Purchasing Master Agreement.

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Rev 8/2/2016 Page 1 of 1
Dear Quint,
Congratulations, your firm has been awarded on NASPO ValuePoint Master Agreement 00318 Public Safety Communications Products, Services and Solutions for:

Category 10 Dispatch Console Furniture
Enclosed is a copy of the contract for your signature. Please sign and to me via email to [email protected] by November 1, 2021. Items in the Master Agreement highlighted in yellow must be completed and/or confirmed prior to signature.

Once the Master Agreement is executed, it will be posted on the NASPO ValuePoint website along with your bid response. At that time, states may begin their Participating Addendum process. The period of performance will begin January 1, 2021.

Prior to posting, we will need the following:
1) Primary contact person for your company with their contact information, and 2) A sales reporting contact, if different from Exhibit A-2, and 3) A management fee contact, if different from Exhibit A-2, and 4) A logo for your company, and
5) A complete products and pricing document that includes the following:
a. All products and accessories available,
b. All available services,
c. All warranty options.

The products and accessories, services and warranty offerings must include the product name, product number and brief description along with the list price, discount off list and NASPO ValuePoint (NVP) final price.

If you have any questions regarding these requirements or other contractual matters, please contact me at [email protected] or 360-407-2218. I look forward to a mutually beneficial business partnership in the administration of our NASPO ValuePoint Master Agreement.

Sincerely,
Neva J. Peckham
Neva J. Peckham
Contracts Specialist
Redlands Regular Meeting of 05/02/2023 Page 236 of 546
Quote Date
360.394.1300 www.watsonconsoles.com 3/15/2023 6/15/2023 Watson Consoles
Redlands PD - Mulitpurpose Room
00042658
Expiration Date
Prepared By:

Amanda Johnson
This Document is Confidential & Proprietary (C) 2017 Watson Furniture Group, Inc. All Rights Reserved File Name: Redlands.06.cmdrw Watson Account Manager:

Watson Factory Rep Firm:

Phone Number: 9097987617
CA
Address Line 1: 1270 W. Park Avenue
Email Address:

Contact Name:

Specified For:

Redlands
Zip:

Poulsbo
Remit To:

City:

Redlands PD
26246 Twelve
State:

Quint Andrae
Watson Rep Firm:

Phone Number:

Watson Consoles
Shayna Walker
Address Line 1:
98370
Watson Consoles
26246 Twelve Trees Lane NW
Poulsbo WA 98370
[email protected]
3603941300
Sales Person:

City:

1.State and Local Taxes will apply unless proof of exemption is provided with the Purchase Order.

2.Deposit may be required with order; Net 30 days of Shipment of Product.

3.Chairs, platforms, rails etc are for representational purposes only.

4.Customer is responsible for verification of room dimensions.

5.Completed Order consists of a signed Contract or Purchase Order and completed Final Signoff package

6.Change Order Fee (minimum $500) may be applicable for changes after 5 business days of submission.

7.Pricing will be valid for four (4) months after receipt of Purchase Order.

Project SummaryNASPO Contract Pricing 00318
Installation based on empty room, one trip, 1st floor WITH prevailing wage requirements.

Freight Terms: Zone 2 - Included, On-Time Delivery Added to Meet Installer at Site MATERIAL SURCHARGE: Watson has implemented a materials surcharge on orders received after May 1, 2022 . This charge is 5% of net and will be noted on your acknowledgement. Thank you for your understanding during this turbulent supply and transportation era.

Redlands Regular Meeting of 05/02/2023 Page 237 of 546
Watch Commanders Office
Break Room Area
Briefing Room
Report Writing Area
EOC Area
7'4.98"
3'4.74"
3'0.00"
11'1.35"
2'5.98"
3'7.61"
11'6.25"
2'3.33"
5'0.42"
1'8.00"
12'11.75"
3'11.9"
6'0.33" 3'11.29"
3'8.86"
5'11.81"
4'3.39"
1'11.00"
1'11.00"
7'4.91"
4'1.34"
3'0.00"
6'7.67"
7'0.04"
4'3.28"
3'0.00"
9'0.00"
1'8.00"
5'9.59"
7'4.36"
3'4.40"
8'11.82"
3'6.40"
4'1.82" 4'1.00"
4'0.00"
4'3.55"
23'7.00"
3'1
17'8.25"

1.00"
3'3.00" 14'7.50"
6'1.50"
15'10.25"
6'0.00"
3'11.00"
1'1.00"
11'8.75"
12'11.75"
28'0.50"
35'2.50" Scale~1:70
Redlands.06.cmdrw
Redlands PD - Mulitpurpose Room
Conference Table and Desking
Project Designer:

CP 01
Full Room 2D
building plans, including dimensions, features, and information required for space planning and installation.

Watson agrees to provide product Symbols that are correct. In turn, the agent or customer is responsible for providing accurate NOTE: Verify all building dimensions on-site prior to purchase or installation of product.

Sales Rep:
26246 Twelve Trees Lane NW
Poulsbo, WA 98370 www.watsonconsoles.com
360.394.1300
Amanda Johnson
Account Manager:

REV 01: MS 02/10/20
- Revised Per AM Notes
REV 02: DK 02/21/20
- Added Desking
REV 03: MS 03/05/20
- Revised Per AM Notes
REV 04: MS 03/19/20
- Revised Storage
REV 04: MS 03/17/21
- Update For Quoting
REV05 ARB 2/15/23 -
Updating quote to
2023
REV06 ARB 3/15/23 -
Updated Quote
Quint Andrae
Projec
Approved By:

Redlands Regular Meeting of 05/02/2023
Name Date Title