Ridgecrest City Council
November 15, 2023

Agendas are available on the City Website
https://www.ridgecrest-ca.gov/council-agendas
Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority
AGENDA
November 15, 2023
Regular Session 6:00 p.m.

City Hall, Council Chambers
100 100 West California Avenue
Ridgecrest CA 93555
Ricca Charlon, CMC
City Clerk
[email protected]
(760) 499-5002
In compliance with the Americans with Disabilities Act, if you are a disabled person and you need a disability-related modification or accommodation to participate in the meeting, please contact Ricca Charlon at (760) 499-5002. Requests must be made as early as possible and at least one full business day before the start of the meeting.

Watch meetings on-line:

All of our meetings are streamed live at https://ridgecrest-ca.gov/369/Watch or on YouTube at https://www.youtube.com/cityofridgecrest/live and are also available for playback after the meeting.

Call in for public comments:

To participate with verbal comments, please call (760) 499-5010. This phone line will allow only one caller at a time, so if the line is busy, please continue to dial. We will be allowing a 20-30 second delay between callers to give time for media delays and callers to dial in. If you wish to comment on multiple items you will need to call in as each item is presented.

CITY COUNCIL
Eric A. Bruen, Mayor
Solomon P. Rajaratnam, Mayor Pro-Tem
Kyle Blades, Vice Mayor
L. Scott Hayman, Council Member
John ‘Skip’ Gorman, Council Member
Ron Strand, City Manager
Keith Lemieux, City Attorney
Martin Koczanowicz, City Attorney
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RIDGECREST CITY COUNCIL

SUCCESSOR REDEVELOPMENT AGENCY

FINANCING AUTHORITY

HOUSING AUTHORITY

AGENDA
Wednesday, November 15, 2023 Regular Session – 6:00 p.m.

CALL TO ORDER
• Roll call

APPROVAL OF AGENDA

REGULAR SESSION
• Pledge Of Allegiance
• Invocation

PRESENTATIONS

1. Life Saving Awards Council
Sergeant N. Lloyd / Officers Bebee, Cushman, Henderson, Quiroz, Smith

2. Award Presentation for Evan Etoch Foundation Chief Scott PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA - Persons wishing to address the Council on matters that are within the Council’s jurisdiction and DO NOT ALREADY APPEAR ON THE AGENDA, may do so at this time.

COUNCIL ANNOUNCEMENTS/DIRECTION
CONSENT CALENDAR – All Matters Listed Under The Consent Calendar Are To Be Considered Routine And Enacted By One Motion Unless Pulled By A Council Member Or A Member Of The Public.

3. Proposed Action To Approve Draft Minutes Of The Ridgecrest City Council Regular Meeting Dated October 18, 2023 Charlon

4. Grant Application For A United States Department Of Justice, Byrne Justice Assistance Grant Captain Tucker

5. A Resolution Of The Ridgecrest City Council Authorizing Acceptance Of The State Of California, Office Of Traffic Safety Step Grant Captain Tucker

DISCUSSION AND ACTION ITEMS

6. Approval Of A City Of Ridgecrest Records Retention Schedule Charlon

7. Proposed Approval Of Increased Appropriations To The Fiscal Year 2023-2024 Budget To Cover Increased Costs Related to the Animal Shelter Laundry Project Chief Scott

AGENDA - CITY COUNCIL / SUCCESSOR REDEVELOPMENT AGENCY / FINANCING AUTHORITY / HOUSING AUTHORITY REGULAR – November 15, 2023

8. Proposed Action To Adopt A Resolution Of The Ridgecrest City Council Amending The Administrative Purchasing Policy To Include Paper Purchasing Requirements Per CA SB1383 Regulations McKenzie

9. Discussion Regarding The Board Of The Indian Wells Valley Groundwater Authority (IWVGA) Hayman

PUBLIC HEARING

10. A Public Hearing And Resolution Approving The Fiscal Year 2024-2025 Annual Application Regarding The Kern County Community Development Block Grant (CDBG) Program Wegener

COMMITTEE REPORTS
Ridgecrest Area Convention and Visitor Bureau (RACVB)
Members: Solomon Rajaratnam and Megan McKenzie (staff)
Meeting: 4th Wednesday each month at 9:00 a.m.

Location: California Welcome Center
➢ Report from 10/25/23
Infrastructure Committee
Members: Solomon Rajaratnam and Kyle Blades
Meeting: 4th Thursday each month at 5:00 p.m.

Location: City Hall Council Chambers
➢ Report from 10/26/23
City Organization and Services Committee (‘City Org’)
Members: Mayor Eric A. Bruen and Skip Gorman
Meeting: 1st Thursday each month at 5:30 p.m.

Location: City Hall Council Chambers
➢ Report from 11/2/23 - Canceled
Economic Development Committee
Members: Kyle Blades and Solomon Rajaratnam
Meeting: 1st Monday of the month @ 5:15 p.m.

Location: City Hall Council Chambers
➢ Report from 11/06/23
Parks, Recreation, and Quality of Life Committee
Members: Mayor Eric A. Bruen and Skip Gorman
Meeting: 1st Tuesday each month at 5:30 p.m.

Location: Kerr McGee Center Meeting Rooms
➢ Report from 11/07/23
Finance Committee
Members: Mayor Eric A. Bruen and Scott Hayman
Meeting: 2nd Tuesday each month at 5:30 p.m.

Location: City Hall Council Chambers
➢ Report from 11/14/23

AGENDA - CITY COUNCIL / SUCCESSOR REDEVELOPMENT AGENCY / FINANCING AUTHORITY / HOUSING AUTHORITY REGULAR – November 15, 2023

OTHER COMMITTEES, BOARDS, OR COMMISSIONS

CITY MANAGER REPORT

FUTURE AGENDA ITEMS

MAYOR AND COUNCIL COMMENTS

ADJOURNMENT
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Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT
SUBJECT: Proposed Action To Approve Draft Minutes Of The Ridgecrest City Council Regular Meeting Dated October 18, 2023
PRESENTED BY: Ricca Charlon, City Clerk
SUMMARY:

Draft Minutes of the City Council / Successor Redevelopment Agency / Housing Authority / Financing Authority Regular Meeting Dated October 18, 2023 FISCAL IMPACT: None
ACTION REQUESTED: Approve minutes
CITY MANAGER’S RECOMMENDATION: Action as requested
Submitted by: Ricca Charlon Action Date: Nov 15, 2023
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RIDGECREST CITY COUNCIL

SUCCESSOR REDEVELOPMENT AGENCY

FINANCING AUTHORITY

HOUSING AUTHORITY

DRAFT MINUTES
Wednesday, October 18, 2023 Regular Session – 6:00 p.m.

This meeting was recorded and will be on file in the Office of the City Clerk for a certain period of time from date of approval by the Ridgecrest City Successor Agency/Financing Authority/Housing Authority. Meetings are recorded solely for the purpose of preparation of minutes.

ROLL CALL – 6:00 p.m.

Council Present: Mayor Eric A. Bruen; Mayor Pro-Tem Solomon P. Rajaratnam; Vice Mayor Kyle Blades; Council Member L. Scott Hayman; Council Member Skip Gorman

Absent: None
Staff Present: City Attorney M. Koczanowicz (webex); City Manager Strand; City Clerk Charlon; Chief Scott; Parks & Rec Director Wegener; Finance Director Cheri Freese

APPROVAL OF AGENDA
Motion To Approve Agenda – Rajaratnam - Blades 5 Ayes
NOTE: The vote is displayed in bold below each item. For example, Blades-Rajaratnam denotes Council Member Blades made the motion and Council Member Rajaratnam seconded the motion. Ayes, Noes, Absents, Abstentions follow.

PRESENTATIONS

1. Domestic Violence Proclamation Council
PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA – M. Fierro

COUNCIL ANNOUNCEMENTS/DIRECTION

CONSENT CALENDAR

2. Proposed Action To Approve Draft Minutes Of The Ridgecrest City Council Regular Meeting Dated September 6, 2023 Charlon

3. Proposed Action To Approve Draft Minutes Of The Ridgecrest City Council Regular Meeting Dated October 4, 2023 Charlon

4. Resolution Of The Ridgecrest City Council Confirming The Continuance Of A Local Emergency Chief Scott
Motion To Approve Consent Calendar - Blades - Hayman 5 Ayes

DISCUSSION AND ACTION ITEMS

5. Discussion Regarding The Board Of The Indian Wells Valley Groundwater Authority (IWVGA) Hayman

DRAFT MINUTES - CITY COUNCIL / SUCCESSOR REDEVELOPMENT AGENCY / FINANCING AUTHORITY / HOUSING AUTHORITY REGULAR – October 18, 2023

COMMITTEE REPORTS
City Organization and Services Committee (‘City Org’)
Members: Mayor Eric A. Bruen and Skip Gorman
Meeting: 1st Thursday each month at 5:30 p.m.

Location: City Hall Council Chambers
➢ Report from 10/5/23
Finance Committee
Members: Mayor Eric A. Bruen and Scott Hayman
Meeting: 2nd Tuesday each month at 5:30 p.m.

Location: City Hall Council Chambers
➢ Report from 10/10/23
Ridgecrest Area Convention and Visitor Bureau (RACVB)
Members: Solomon Rajaratnam and Megan McKenzie (staff)
Meeting: 4th Wednesday each month at 9:00 a.m.

Location: California Welcome Center
➢ Next Meeting 10/25/23
Infrastructure Committee
Members: Solomon Rajaratnam and Kyle Blades
Meeting: 4th Thursday each month at 5:00 p.m.

Location: City Hall Council Chambers
➢ Next Meeting 10/26/23
Economic Development Committee
Members: Kyle Blades and Solomon Rajaratnam
Meeting: 1st Monday of the month @ 5:15 p.m.

Location: City Hall Council Chambers
➢ Next Meeting 11/06/23
Parks, Recreation, and Quality of Life Committee
Members: Mayor Eric A. Bruen and Skip Gorman
Meeting: 1st Tuesday each month at 5:30 p.m.

Location: Kerr McGee Center Meeting Rooms
➢ Next Meeting 11/07/23

OTHER COMMITTEES, BOARDS, OR COMMISSIONS

CITY MANAGER REPORT

FUTURE AGENDA ITEMS

MAYOR AND COUNCIL COMMENTS
ADJOURNMENT – 7:11 p.m.
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Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT
SUBJECT: Grant Application For A United States Department Of Justice, Byrne Justice Assistance Grant
PRESENTED BY: Aaron Tucker, Police Captain
SUMMARY:

The United States Department of Justice, Edward Byrne Memorial Justice Assistance Grant Program has allocated one-time grant funding to the City of Ridgecrest Police Department in the amount of $12,967.00 to purchase police equipment products over a period of two years.

The City of Ridgecrest will be required to use approximately $12,967.00 or 100% of the award to purchase Safariland Ballistic Body Armor and Motorola AES Encryption Multi-Key Radio Software.

The grant period began in October 2023 and ends in September 2026. The Police Department plans to use these funds to purchase Safariland Ballistic Level 2 Body Armor (Patrol ready) and Motorola AES Encryption Multi-Key Software. The police department provides ballistic body armor to all sworn personnel to enhance safety. The AES Encryption Multi-Key Software allows for secure and encrypted radio traffic on purchased radio equipment to be in compliance with DOJ mandates.

FISCAL IMPACT:

Approximate revenue to the city in the amount of $12,967.00 The City of Ridgecrest will be required to use $12,967.00 or 100 % of the award to purchase Safariland Ballistic Level 2 Body Armor (Patrol ready) and Motorola AES Encryption MultiKey Software. The police department provides ballistic body armor to all sworn personnel to enhance safety. The AES Encryption Multi-Key Software allows for secure and encrypted radio traffic on purchased radio equipment to be in compliance with DOJ mandates.

ACTION REQUESTED:

Approval of Resolution
CITY MANAGER’S RECOMMENDATION:

Action as requested
Submitted by: Captain Aaron Tucker Action Date: 11/15/2023 This Page Intentionally Left Blank
RESOLUTION NO. 23 - Xx

A RESOLUTION OF THE RIDGECREST CITY COUNCIL

AUTHORIZING THE APPLICATION FOR AND ACCEPTANCE

OF THE UNITED STATES DEPARTMENT OF JUSTICE, BYRNE

PROGRAM GRANT
WHEREAS, the United States Department of Justice is offering grants under the Edward Byrne Memorial Justice Assistance Grant Program to purchase equipment needed for the Ridgecrest Police Department, City of Ridgecrest; and,
WHEREAS, this grant has allocated $12,967.00 to the Police Department for additional funding to purchase Safariland Ballistic Level 2 Body Armor (Patrol ready) and Motorola AES Encryption Multi-Key Software. The police department provides ballistic body armor to all sworn personnel to enhance safety. The AES Encryption Multi-Key Software allows for secure and encrypted radio traffic on purchased radio equipment to be in compliance with DOJ mandates; and,
WHEREAS, this grant covers a three-year operational period from October 2023 through September 2026; and,
WHEREAS, The City of Ridgecrest will be required to use 100% of $12,967.00 of the award to purchase body armor and encryption keys to be in compliance with grant requirements.

NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Ridgecrest authorizes the City Manager, or his designee, to apply for this grant with the United States Department of Justice Edward Byrne Justice Assistance Grant Program, and to approve, sign and execute any and all documents relating to the grant award, including amendments; and, BE IT FURTHER RESOLVED that grant funds received hereunder shall not be used to supplement expenditures controlled by this body; and,
BE IT FURTHER RESOLVED, that the City Council authorizes the Finance Director to increase the FY20 budget revenue and expenditures in the amount of this grant; and, BE IT FURTHER RESOLVED, that this resolution shall remain in full force and effect until a resolution of the City Council is adopted amending or rescinding this resolution.

APPROVED AND ADOPTED THIS 15th day of November, 2023, by the following vote.

AYES:

NOES:

ABSTAIN:

ABSENT:
__________________________
Eric A. Bruen, Mayor
ATTEST:
_______________________
Ricca Charlon, City Clerk
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Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT
SUBJECT: A Resolution Of The Ridgecrest City Council Authorizing Acceptance Of The State Of California, Office Of Traffic Safety Step Grant PRESENTED BY: Aaron Tucker, Police Captain
SUMMARY:

The Office of Traffic Safety (OTS) has awarded funding to the City of Ridgecrest Police Department in the amount of $112,000.00.This grant is to be administered by the Ridgecrest Police Department.

The OTS grant program will provide funding for best practice strategies to be conducted in order to reduce the number of persons killed and injured in crashes involving alcohol and other primary collision factors. The funded strategies may include impaired driving enforcement, enforcement operations focusing on primary collision factors, distracted driving, night-time seat belt enforcement, special enforcement operations encouraging motorcycle safety, enforcement and public awareness in areas with a high number of bicycle and pedestrian collisions, and educational programs. These strategies are designed to earn media attention thus enhancing the overall deterrent effect.

The OTS (Office of Traffic Safety) grant program will provide funding for: officers to attend the NHTSA Standardized Field Sobriety Testing POST-certified training, NHTSA Advanced Roadside Impaired Driving Enforcement (ARIDE) training, Drug Recognition Expert (DRE) training, and to attend DRE recertification training.

The OTS grant program will provide funding for: 5 DUI/ Driver’s License Checkpoints, 10 DUI Saturation Patrol operations, 9 enforcement operations (including but not limited to, primary collision factor violations), and 1 highly publicized Distracted Driving enforcement operation targeting drivers using hand held cell phones and texting. The OTS (Office of Traffic Safety) grant program will also provide funding for 2 Traffic Safety educational presentation with an effort to reach community members (Topics including distracted driving, DUI, speed, bicycle and pedestrian safety, seat belts and child passenger safety. The OTS grant program will also send 2 law enforcement personnel to DUI Checkpoint Planning and Management The OTS grant program will also provide funding for a Mobile Message Board with a Radar Unit, Lidar Unit, and DUI Checkpoint supplies.

The grant period begins October 1, 2023 and ends September 30, 2024. The grant requires 0% in part matching funds and the total project cost is $112,000.00. The grant funding will provide 100% reimbursement of the total project cost. No funds from the city’s general fund will be used to support the grant or project.

FISCAL IMPACT: Approximate revenue to the city in the amount of $112,000.00 ACTION REQUESTED: Approval of Resolution
CITY MANAGER’S RECOMMENDATION: Action as requested:

Submitted by: Captain Aaron Tucker Action Date: Nov 15, 2023 This Page Intentionally Left Blank
RESOLUTION NO. 23-XX

A RESOLUTION OF THE RIDGECREST CITY COUNCIL

AUTHORIZING APPLICATION FOR AND ACCEPTANCE OF

THE STATE OF CALIFORNIA, OFFICE OF TRAFFIC SAFETY

STEP GRANT
WHEREAS, the Office of Traffic Safety, State of California, is offering Selective Traffic Enforcement Program (STEP) grants to employ enforcement and innovative strategies to reduce the number of persons injured and killed in traffic collisions, and; WHEREAS, approximately $112,000.00 revenue will be received by the city, and; WHEREAS, this grant does not require city matching funds, and; WHEREAS, this grant will reimburse the City for actual overtime expenditures and the purchase of safety equipment and training relating to traffic enforcement, and; WHEREAS, this grant will reimburse the City for the purchase of DUI Checkpoint Supplies, a Radar unit, and a Lidar unit and;
WHEREAS, this additional funding is to be used for DUI Enforcement, Primary Collision Factor Enforcement, Distracted Driver Enforcement, Driver’s License Enforcement, Traffic Safety Education, and the police department will administer said grant.

NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Ridgecrest authorizes the City Manager, or his designee, to apply for this reimbursement grant with the State of California, and to approve, sign and execute any and all documents relating to the grant award, including amendments, and;
BE IT FURTHER RESOLVED, the City Council authorizes the Finance Director to increase the FY24 budget revenue and expenditures in the amount of this grant, and; BE IT FURTHER RESOLVED, this resolution shall remain in full force and effect until a resolution of the City Council is adopted amending or rescinding this resolution.

APPROVED AND ADOPTED THIS 15th day of November, 2023, by the following vote.

AYES:

NOES:

ABSTAIN:

ABSENT:
__ ____________________
Eric Bruen, Mayor
ATTEST:
_______________________
Ricca Charlon, City Clerk
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Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT
SUBJECT: Approval Of A City Of Ridgecrest Records Retention Schedule PRESENTED BY: Ricca Charlon, City Clerk
SUMMARY:

In creating the retention schedule staff reviewed the best practices of other California government agencies and incorporated information from each of those schedules. The compiled list of records was then reviewed by the City Attorney.

If approved, the attached retention schedule (Exhibit A) will ensure the City is following State records retention requirements.

Once adopted, the plan will help increase government transparency by improving the City’s ability to respond to public Records Act requests.

FISCAL IMPACT: None
ACTION REQUESTED: Approve Retention Schedule And Corresponding Resolution CITY MANAGER’S RECOMMENDATION: Action as requested
Submitted by: Ricca Charlon Action Date: November 15, 2023 This Page Intentionally Left Blank
RESOLUTION NO. 23-xx

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RIDGECREST

ESTABLISHING A RECORDS MANAGEMENT PROGRAM AND APPROVING THE CITY’S RECORD RETENTION SCHEDULE
WHEREAS, the purpose of the Resolution is to provide direction to City Officials, employees, contractors, and volunteers for the proper and efficient management of the City of Ridgecrest business records consistent with the requirements of State Law including the California Government Code Sections 7920.000 et seq. (formerly Gov. Code section 6250 et. Seq.) “Public Records Act”; and, WHEREAS, the State of California has adopted guidelines for retention periods for various government records; and,
WHEREAS, Section 34090 et seq. of the Government Code of the State of California sets forth certain legal requirements relating to the retention of certain municipal records and provides a procedure whereby any City record which has served its purpose and is no longer required, may be destroyed; and, WHEREAS, the adoption of the City’s record retention schedule will facilitate the orderly and efficient transfer, retention, and disposition of the records for the City of Ridgecrest in a responsible and timely manner; and,
WHEREAS, the City Attorney has reviewed and approved the attached Record Retention Schedule.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Ridgecrest does hereby declare, determine, and order as follows:

1. The attached Records Retention Schedule is hereby adopted.

2. The specific department identified as the Department of Record on said Records Retention Schedule is hereby designated as the Custodian of those records, and as such, shall be responsible for the safekeeping, production and destruction of those records.

3. The City Clerk and City Attorney are directed to review these schedules periodically and present revisions to the City Council as may be necessary to keep retention information current and records efficiently maintained.

4. Destruction of City Records – the records of the City of Ridgecrest as set forth in the approved Record Retention Schedule are hereby authorized to be destroyed as provided by Government Code Section 34090 and in accordance with the provisions of said schedule without further action by the City Council, provided that no records may be destroyed pursuant to said schedule without the prior written approval of the Department Head, City Manager and City Clerk (disposition form attached).

APPROVED AND ADOPTED this 15th day of November 2023 by the following vote:

AYES:

NOES:

ABSENT:

Eric Bruen, Mayor
ATTEST:

Ricca Charlon, City Clerk
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DESCRIPTION OF RECORDS RETENTION PERIOD DATE OF RECORDS DISPOSITION METHOD

DISPOSITION
DATE
APPROVAL:
_____________________________ _____________________________ _____________________________

DEPARTMENT HEAD CITY MANAGER CITY CLERK
DEPARTMENT:___________________________

RECORDS DISPOSITION LOG
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OFFICE STORAGE TOTAL
1 Department Budget Files: Source Materials;
Worksheets & Analysis; Correspondence & Backup
Data; Final Budget Submission (Department copy;
original is in Administrative Services Dept.)
2 - 2 -
2 Personnel Files; (Department Copies) T - TOTAL -
3 Policies & Procedures (Originating from City
Departments) S - S -
4 Publications and Outside Sources AR - AR -
5 Purchasing Files (Department Copies); Purchase
Orders (Department Copies); Vendor/Supplier
Information; Correspondence & backup data
2 - 2 -
6 Subject/Reference Files AR - AR -
7 Telephone Message/Pads/Logs 2 - 2 -
8 Time Sheet (Department Copies) 1 - 1 -

RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
Note: Subject/Reference Files are collections of materials about a particular topic/subject compiled for reference and informational purposes. They do not record city business transactions or policy decisions. Subject/Reference Files are defined as "nonrecords", and can be evaluated annually for informational value and retained or disposed as appropriate.

RETENTION
DEPARTMENT: ALL CITY DEPARTMENTS DATE: Page 1 of 1
Item No. RECORD SERIES TITLE AND CONTENTS
Note: This record series includes books, magazines, journals, brochures, reports, reference publications, etc. obtained from outside sources. These are defined as "honrecords" and can be evaluated for informational value and retained or disposed as appropriate.

Finance Department maintains original budget submissions from all city department. City Clerk Maintains the final city budget document.

Citation: California Government Code, Section 34090
Duplicate Series. Official is in Administrative Services. This record series describes personnel files hel by department directors and division directors, consisting of copies of materials found in the official Personnel files held by Administrative Services. These files are maintained by the departments for quick access and reference. Citation: California Government Code, Section 34090.7
City of Ridgecrest
Records Management System
Official purchasing records are held by the Purchasing Office Citation:

California Government Code, Section 34090

V,H,C NOTES
Citation: California Government Code, Section 34090
Duplicate Series. Official is in Administrative Services Department.

Citation: California Government Code, Section 34090.7
Duplicate Series. Official is in Personnel Office. This record series consists of Ridgecrest Administrative Procedures. Citation:

California Government Code, Section 34090.7

OFFICE STORAGE TOTAL
1 Department Director - City Management Departmental
Reports 2 - 2 -
2 Department Director - Division Files; Correspondence & Memos; Reports; Supporting Data 5 - 5 -

OFFICE STORAGE TOTAL
1 City Manager's Department - Departmental Reports 2 - 2 - 2 City Manager's Department - Departments & Divisions
Files: Correspondence & Memos; Reports; Supporting
Data.
5 - 5 -

DEPARTMENT: CITY MANAGERS DEPARTMENT
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
V,H,C
Note: This record series describes files held by the City Management Department Director on several of the department's divisions (Personnel, Risk Management, City Council, Mobilehome MIS). The files are a mixture of original documents (ex.: memos to and from Department Director) and documents copied from City Central Files (ex.: project-related materials, copies of correspondence, reports, etc.)
Citation: California Government Code, Section 34090
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
Citation: California Government Code, Section 34090
Item No.

Records Management System
City of Ridgecrest
DEPARTMENT: CITY MANAGEMENT/DEPARTMENT DIRECTOR DATE: Page 1 of 1 NOTES
City of Ridgecrest
Records Management System
Citation: California Government Code, Section 34090
Note: This record series describes files held by the City Manager's Department and the City Manager's Department Division. The files are a mixutre of original documents (ex.: memos to and from the City Manager, Assistant to the City Manager) and documents copied from City Central Files (ex.: project-related material, copies of correspondence, reports, etc.).

Citation: California Government Code, Section 34090
DATE: Page 1 of 1

OFFICE STORAGE TOTAL
1 ABC Licenses (City Copies) E + 2 - E + 2 -
2 Agreements, Contracts & Leases: Executed
Documents, amendments & exhibits; Correspondence
& backup data
C + 1 9 C + 10 -
3 Bids/Proposals Files (Successful Bidders): Requests
for bid/proposals; Specification & backup data;
Agreements/contracts; Bids/Proposals received;
Correspondecne & backup data
C + 1 9 C + 10 -
4 Bids/Proposals Files (Unsuccessful Bidders):

Bids/proposals received 2 - 2 -
5 CDBG (Community Development Block Grant) Files:

Agreements, contracts and amendments;
Correspondence; Procedures and administrative
materials; Public notices
C + 1 3 C + 4 -
6 City Census Data & Demographics P - P H

City of Ridgecrest
Records Management System
DEPARTMENT: CITY CLERK DATE:

Note: Offical licenses are held by the ABC. Citation:

California Government Code, Section 34090
For this record series, C (closed/completed) represents completion of all terms of the agreement or contract. Citation:

California Code of Civil Procedures, Section 337.15
For this record series, C (Closed/Completed) represents completion of all terms of the executed contract or agreement with the organization submitting the successful bid or proposal. Citation: California Code of Civil Procedures, Section 337.15
Citation: California Government Code, Section 34090

Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
CDBG = Community Development Block Grant. For this record series, C (Closed/Completed) represents completion of all terms of the grant agreement (including audit if required), or until resolution of all issues arising from litigation, claim, audit or other action involving the records, whichever is later. Citation: 7 CFR3016.42
Citation: California Government Code, Section 34090

OFFICE STORAGE TOTAL
7 City Commissions - Agendas, Minutes, Resolutions P - P H 8 City Commission & Committees - Application
(Unsuccessful): Application, Correspondence 2 - 2 -
9 City Commissions & Committees - Maddy Act Reports
Commissions & Committees 5 - 5 -
10 City Commissions & Committees - Member Records:

Application; Certificates; Oaths; Letters of Appointment; Letters of Resignation; Correspondence
T + 2 - T + 2 -
11 City Council Correspondence T + 4 - T + 4 -
12 City Council Meetings - Agenda Packets: Staff reports & Backup data P - P -
13 City Council Meetings - Agendas P - P -

City of Ridgecrest
Records Management System
DEPARTMENT: CITY CLERK DATE: Page 2 of 12
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
For this record series, T (Termination) represents termination of a member's particiaption on the City Council. Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
For this record series, T (Termination) represents termination of member participation in a commission or committee. Citation:

California Government Code, Section 34090
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

OFFICE STORAGE TOTAL
14 City Council & Commissions Meetings - Audio Tapes 1 - 1 - 15 City Council & Commission Meetings - Video Tapes 1 - 1 - 16 City Council Meetings and Council Standing Committee - Notices: Notices of adjournment; Notices of special
meetings; Notices of reschedules meetings;
Declarations of Posting.
5 - 5 -
17 City Council Minutes, Ordinances & Resolutions P - P V,H 18 City Council Minutes, Ordinances & Resolutions
Indexes P - P H
19 City Council Standing Committee Agendas 2 - 2 H

V,H,C NOTES
City of Ridgecrest
Records Management System
Note: Official records of City Council/Commission meetings are in the record series "City Council Minutes, Ordinances and Resolution", and "Planning Commission Minutes and Resolutions" which are scheduled for permanent retention. Citation: California Government Code,
Section 34090.7
Note: Official records of City Council/Commission meetings are in the record series "City Council Minutes, Ordinances and Resolution", and "Planning Commission Minutes and Resolutions" which are scheduled for permanent retention. Citation: California Government Code,
Section 34090.7
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
DEPARTMENT: CITY CLERK DATE: Page 3 of 12
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090

OFFICE STORAGE TOTAL
20 City Council Standing Committee Action Agendas 2 - P H 21 City History Files: Selected Historical Records
including: Maps & Drawings; Photographs; Reports &
Studies; Articles & News Clippings; City Publications;
City Newsletters; Press Releases

AR P P H
22 City Incorporation Documents P - P H
23 Correspondence Chronological Files 2 yrs. - 2 yrs. - 24 Consolidated Election Records - Ballots, Absent Voter Ballots & Absentee Applications C + 6 mos. - C + 6 mos. -

City of Ridgecrest
Records Management System
DEPARTMENT: CITY CLERK DATE: Page 4 of 12
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
Note: The County of Kern is the City's contractor for elections and maintains this record series. Citation: California
Election Code, Section 17302 & 17505
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Note: Correspondence Chronological files are files containing copies of internally-generated correspondence and memos. These copies are filed in chronological order for quick access and retrieval. Citation: California Government Code, Section 34090
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

OFFICE STORAGE TOTAL
25 Election Records - Campaign Statements
(FPPC 410 - 490): Candidates (not elected)
statements; Candidates (not elected) committee
statements
5 - 5 -
26 Election Records - Campaign Statements
(FPPC 410 - 490): Officeholders statements;
Officeholders committee statements; Candidates
(elected) statements; Candidates (elected) committee
statements
5 P P H
27 Election Records - Campaign Statements
(FPPC 410 - 490): Political Action Committee (PAC)
statements
7 - 7 -
28 Election Records - Candidates Records: Candidate
statements (general statements for publication);
Nomination papers & petitions.

T + 2 2 T + 4 -
29 Election Records - Election Administration Files: Rules & Procedures; Communications with FPPC;
Communications with election consultants;
Correspondence & backup data
3 - 3 -

RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
Citation: California Government Code, Section 81009
Citation: California Government Code, Seciton 81009
Citation: California Government Code, Seciton 81009
For this record series, T (Termination) represents the term of the office elected. Citation: California
Election Code, Section 17100
Citation: California Government Code, Section 34090

Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
City of Ridgecrest
Records Management System
DEPARTMENT: CITY CLERK DATE:

OFFICE STORAGE TOTAL
30 Election Records - Election History Files: Sample
ballots; Certificates of destruction for election materials; Declaration of results (copies; official in City Council Resolutions); Other resolutions re: election (copies;
official in City Council Resolution)
10 P P H
31 Election Records - Petitions: Initiatives petitions; Referendum petitions; Recall petitions C + 8 mos. - C + 8 mos. - 32 Election Records - Rosters & Indexes C + 5 - C + 5 - 33 Equipment Files: Owners manuals;
Service/Maintenance information; Purchase
information; Correspondence & backup data
T + 1 - T + 1 -
34 Finance - City Budgets: Final budget documents 10 P P H

Citation: California Government Code, Section 34090
Note: For this record, C (Closed/Completed) represents certification of election results, or, (when no election occurs) the Clerk's final examination of the petition. Citation: California Election
Code, Section 17200
For this record, C (Closed/Completed) represents certification of election results. Citation: California
Election Code, Section 17300
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
For this record series, T (Termination) represents termination of ownership of the equipment. Citation: California
Government Code, Section 34090
Note: This series is for the final budget document only. Budget development files are held by Finance Department.

Citation: Calfiornia Government Code, Seciton 34090
DEPARTMENT: CITY CLERK DATE: Page 6 of 12
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
City of Ridgecrest
Records Management System

OFFICE STORAGE TOTAL
35 General Plan S P P V,H
36 Land Planning/Use Files: Correspondence & Memos;
Maps & Drawings; Environmental Documentation;
Public Hearing Documentation; Reports & Studies

C P P H
37 Litigation Files P - P -
38 Municipal Code S - S V
39 Organizations Files - civic Organizations:

Correspondence & Memos; Reports & Studies;
Publications; Backup Data
5 - 5 -

City of Ridgecrest
Records Management System
DEPARTMENT: CITY CLERK DATE: Page 7 of 12
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
Note: Examples include Chamber of Commerce, Rotary Club, Homeowners' Associations. This record series is for general correspondence and communications with civic organization. Records pertaining to agreements or projects with these organizations are addressed by and subject to the retention requirements in the record series "Agreements/Contracts" Citation: Calfifornia Government Code, Section 34090
Citation: California Government Code, Section 34090
Note: For this record series, C (Closed/Completed) represents completion of the land planning/use project. Official project files are held by Community Development/Planning. City Clerk files contain final documents presented to City Council. Citation: California
Government Code, Section 34090
Citation: California Government Code, Section 34090.7
Citation: California Government Code, Section 34090
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

OFFICE STORAGE TOTAL
40 Organizations Files - Government Agencies:
correspondece & Memos; Reports & Studies;
Publications; Backup Data
5 - 5 -
41 Organizations Files - Professional Organizations:

Correspondence & Memos; Reports & Studies;
Publications; Backup Data
5 - 5 -
42 Petitions to City (informal) 2 - 2 -
43 Public Hearings Notices: Notices; Proof of Publication; Mailing Lists; Certified Mail Receipts. 5 - 5 -
44 Real Property - Annexations Files: Certificates of
Completion; Correspondence & Backup Data P - P V,H

DEPARTMENT: CITY CLERK DATE: Page 8 of 12

RETENTION V,H,C
City of Ridgecrest
Records Management System
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination NOTES
Note: Examples include FPPC, County of Kern, LAFCO and other cities.

This record series is for general correspondence and communications with government agencies. Records pertaining to agreements or projects with these organizations are addressed by the subject to the retention requirements in the record series "Agreements/Contracts".

Citation: California Government Code, Section 34090
Note: Examples include SCAG, CCAC and IIMC. This record series is for general correspondence and communications with professional organizations. Records pertaining to agreements or projects with these organizations are addressed by and subject to the retention requirements in the record series "Agreements/Contracts".

Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Item No. RECORD SERIES TITLE AND CONTENTS
VHC CODES: V = Vital H = Historical C = Confidential

OFFICE STORAGE TOTAL
45 Real Property - Certificates of Compliance (Lot Line Adjustment); Certificates & Supporting Data P - P V,H
46 Real Property - Dedications Files: Offers of dedication & exhibits; Correspondence & Supporting Data P - P V,H
47 Real Property - Detachments-Withdrawals Files: Maps
& Drawings; Studies & Reports; Correspondence &
Supporting Data

P - P V,H
48 Real Property - Real Property Files: Deeds &
Supporting Data; Quitclaims & Supporting Data;
Easements & Supporting Data

P - P V,H
49 Records Management - City Retention Schedules S P P - 50 Records Management - Destroyed Records Lists &
Approvals P - P -
51 Records Management - Stored Records Lists S - S -

RETENTION V,H,C
City of Ridgecrest
Records Management System
DEPARTMENT: CITY CLERK DATE: Page 9 of 12
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination NOTES
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Item No. RECORD SERIES TITLE AND CONTENTS
VHC CODES: V = Vital H = Historical C = Confidential
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090

OFFICE STORAGE TOTAL
52 Special Assessment Diestrict Files: Annual
Engineering reports to the City; Public Hearings
documentation; Correspondence & Supporting Data

P - P H
53 Statements of Economic Interest - Forms 721:

Officeholders' Statements; Appointees' Statements;
Candidates' Statements
4 - 4 -
54 Statements of Economic Interest - Forms 730:

Designated City Employees' Statements 7 - 7 -
55 Policies & Procedures (Originating from this
Department) S + 1 9 S + 10 V,H,C
56 Subject Files: Reports & Studies; Publications;
Correspondence & Backup Data 5 - 5 -

Records Management System
DEPARTMENT: CITY CLERK DATE: Page 10 of 12
City of Ridgecrest
NOTES
Citation: California Government Code, Section 34090
Duplicate Series. Office is with the FPPC. Citation:

California Government Code, Section 81009
Citation: California Government Code, Section 81009
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
This record series describes all policies and procedures originating from this department. Citation: California
Government Code, Section 34090
Note: This record series is for materials held by the City Clerk on subjects or topics which the City receives or gathers for study or informational purposes.

Examples are proposed programs, (Business License), proposed legislation, information on projects or programs established by other cities, etc. These files do not contain documentation of City business, transactions or policy decisions. *if a subject file results in an active program or project, the materials become subject to the retention for that specific record series category.) Citation:

California Government Code, Section 34090

OFFICE STORAGE TOTAL
57 External Committees/Organizations Files:

Correspondence; Minutes & Agendas;
Presentaitons/Seminar Materials; Reports & Studies;
Reference Materials
2 - 2 -
58 Bonds - Subdivision, Grading, Developer Guarantee:

Bond Docuents & Supporting Data; Bond Release
Letters
C + 1 P P H

OFFICE STORAGE TOTAL
59 Grants - Grant Administration & Implementation Files:

Applications & Supporting Data; Contracts,
Amendments & Supporting Data (Original contracts are
in City Clerk's Office Contract Files);
Consultants/Contractors records (if
consultant/contractor services are used); Bid &
Selection Documentation (if a formal bid, original
records are in city Clerk's Office Bid/Contract Files); Correspondence & Supporting Data; Budgeting &
Financial Data; Reports to Granting Agency; Labor
compliance documentation (when required);
Environmental Documentation; Correspondence &
Supporting Data; Audits, approvals & releases (Grant
completion documentation); Rules & Procedures.

C + 1 2 C + 3 -

City of Ridgecrest
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C
Records Management System
DEPARTMENT: CITY CLERK DATE:

NOTES

Note: This record series is for files on committees/organizations that Department Staff attends or communicates with as a representative of the City. These are not records of City-Sponsored committees or organization.

Citation: California Government Code, Section 34090
Note: For this record series, C (Closed/Completed) represents exoneration of a grading bond. Citation: California Government Code, Section 34090
DEPARTMENT: CITY CLERK DATE: Page 12 of 12
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
NOTES
Note: This record series if for records of grants (Federal, State and Local) received by the City which are not CDBG Grants. (CDBG Grant Files are addressed in separate record series.) For this record series, C (Closed/Completed) represents completion of all terms of the grant as specified by the granting agency, including any required audits, monitoring periods, etc. Citation: 7 CFR 3016.42
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

OFFICE STORAGE TOTAL
1 Department Director - City Clerk's Office Departmental Reports 2 - 2 -
2 Department Director - Divisions Files; Correspondence & Memos; Reports; Supporting Data 5 - 5 -

OFFICE STORAGE TOTAL
1 OSHA Logs/Reports 5 - 5 -
2 Accident Report/Incident Reports 5 - 5 -
3 Risk Management - City-Owned Insurance Records:

Insurance Policies & Certificates; Policty Information; Correspondence & Backup Data
E + 1 P P -
4 Risk Management - Claims (Against the City) Files:

Claim Letters; Claim Forms; Correspondence &
Memos; Court Transcripts/Documents; Backup Data
C 5 C + 5 -
5 Risk Management - Claims Loss Runs (Fiscal Year
End) 5 - 5 -
6 Risk Management - Claims Loss Runs (Monthly) 2 - 2 -
7 Risk Management - Insurance Certificates (Businesses
Doing Business with the City) E + 1 P P -
8 Risk Management - SCJPIA Administrative Files:

Correspondence; Budgets and Financial Statements;
Reports & Studies; Bulletins & Publications; Meetings
Agendas
5 - 5 -
9 Risk Management - SCJPIA Certificates of Liabiltiy:

Certificates & Backup Data E + 1 P P -

City of Ridgecrest

RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C
Records Management System
DEPARTMENT: CITY CLERK'S OFFICE/DEPARTMENT DIRECTOR DATE:

NOTES
Citation: California Government Code, Section 34090
Note: This record series describes files held by the City Clerk's Office Department Director on each of the department's divisions (Elections, FPPC, Records Management, Legislative History, Claims Administration). The files are a mixture of original documents (ex.: memos to and from Department Director) and documents copied from City Central Files (ex.: project-related materials, copies of correspondence, reports, etc.).

Citation: California Government Code, Section 34090
Item No.

RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
DEPARTMENT: ADMINISTRATIVE SERVICES/RISK MANAGEMENT DATE:

Citation: California Government Code, Section 34090
Note: This record series, C (Closed/Completed) represents settlement of the claim. Citation: California
Government Code, Section 34090
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
NOTES
Citation: California Administrative Code, Section 14307 Citation: California Government Code, Section 34090
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

OFFICE STORAGE TOTAL
10 Risk Management - Workers Compensation Insurance
Administration Records: Loss Analyses; Statements;
Correspondence & Backup Data
5 - 5 -
11 Risk Management - Workers Compensation Insurance
Policies S P P -

OFFICE STORAGE TOTAL
1 Personnel - Rules & Regulations S P P H
2 Personnel - Employee Incentive Award Program Files:

Suggestion Forms; Correspondence & Memos; Backup
Data
2 - 2 -
3 Personnel - Personnel Files: Resumes; Applications;
Personnel Action Forms; Performance Evaluation;
Correspondence & Memos; Direct Deposit
Authorizations
T + 3 3 T + 6 -
4 Personnel - Recruitment Files: Job Position
Announcements; Applicant Responses and Resumes;
Correspondence & Backup Data
C 2 C + 2 -
5 Personnel - Resumes (Unsolicited) 1 yr. - 1 yr. -
6 Employee Benefits Administration Records: Plan
Docuemnts; Enrollment Forms; Correspondence &
Backup Data

T P P V

City of Ridgecrest
Records Management System
DEPARTMENT: ADMINISTRATIVE SERVICES/RISK MANAGEMENT DATE: Page 2 of 2 Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
DEPARTMENT: ADMINISTRATIVE SERVICES/PERSONNEL DATE: Page 1 of 1 RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
NOTES
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Note: The Citation is for T + 6
Citation: 29 USC 1113
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
Citation: 29 CFR 1627.3
Note: No retention requirement.

Note: Benefits records are also held by the administering organization (PERS).

Citation: 29 CFR 1113

OFFICE STORAGE TOTAL
1 1099s Files: 1099s (City Copies); Verifications
Reports; Procedures, Rules & Reference Material;
Correspondence & Backup Data
3 2 5 -
2 Accounts Payable Files: Invoices; Copies of Check
Stubs and Checks; Correspondence & Backup Data;
Purchase Orders (Yellow Copies)
A 5 A + 5 -
3 Audit Files (Work Files): Audit reports (work copies); Financial Statements (work copies); Correspondence;
Worksheets & Backup Data
5 - 5 V
4 Bank Account Records: Accounts - General
Information; Account Statements; Correspondence;
Signature Authorizations; Backup Data
A 5 A + 5 -
5 Bank Deposits Files: Deposit receipts; Check copies;
Deposit Ticket Copeis. A 5 A + 5 -

RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
Note: Before destruction occurs, these files should be reviewed to determine if they are required for support of grants or other funding programs whose retention requirements exceed those of audit plus 5 years.

Citation: California Government Code, Section 34090
Note: Final Audit reports are held by City Clerk's Office.

Citation: 31 CFT 51.107
Citation: California Government Code, Section 34090
Note: Also called Receipts or Cash Receipts.

Citation: California Government Code, Section 34090
City of Ridgecrest
Records Management System
DEPARTMENT: FINANCE

RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
Citation: California Government Code, Section 34090
DATE: Page 1 of 6
Item No.

OFFICE STORAGE TOTAL
6 Bank Reconcilitaiton Files: Bank Statements (Notated); Cash Balance Reports; Check Register Reports;
General Ledger Reports; Worksheets & Backup Data
A + 2 - A + 2 -
7 Bank Statements Records: Statements; Canceled
checks A 5 A + 5 -
8 Budget Development Files: Department Budget
submission; Worksheets & Analyses; Salary Surveys;
Correspondence & Backup Data
2 - 2 -
9 Comprehensive financial Reports Work Files: Source
Materials(reports, account statements, invoice copies,
etc.); Worksheets & Analyses; Reference Materials;
Correspondence & Backup Data
2 - 2 -
10 Financial Reports (Year-End Printouts): Revenue
Expense Reports; Detail Reports; Cash Balance
Reports; General Ledger Reports; Revenue/Expense
Reports; Balance Sheets
2 P P H

City of Ridgecrest

Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C
Records Management System
DEPARTMENT: FINANCE DATE:

Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
NOTES
Citation: California Government Code, Section 34090
Note: Before destruction occurs, these files should be reviewed to determine if they are required for support of grants or other funding programs whose retention requirements exeed those of audit plus 5 years.

Citation: California Government Code, Section 34090
Note: Final, Official Budget document is held by City Clerk Department.

Citation: California Government Code, Section 34090
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

OFFICE STORAGE TOTAL
11 Local Agency Investment Fund (LAIF) Records: Fund
Statements; Fund Reports; Correspondence 2 - 2 -
12 Payroll - Employee Information Input/Output Documents S - S - 13 Payroll - Employee Time Records: Time Sheets
(originals); Vacation Sick Leave Schedules 2 1 3 -
14 Payroll - Payroll Reports: Payroll Registers; Auto
Deposit Registers; Year to Date Reports; Deductions
Registers; Monthly Payroll Summaries; Personnel
Planning Reports; Month to Date Tax Limits.
2 4 6 -
15 Payroll - Payroll Tax Reports: Payroll Tax Statements; Fees Statements; Tax Information & Backup Data;
Correspondence
2 4 6 -
16 Payroll - W-2s Records: W-2s (City Copies); W-2
Control Reports; Correspondence & backup Data 6 - 6 -
17 Purchase Order Logs. 2 - 2 -

City of Ridgecrest
Records Management System
DEPARTMENT: FINANCE DATE:

Citation: California Government Code, Section 34090
Note: These documents are used for transmitting payroll changes to payroll service company. Official documentation of changes made are in the employee's Personnel File.

Citation: 29 CFR 516.2 - 516.6

Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
Note: Reports are prepared by payroll processing service and sent to Finance as a package representing each pay period. Citation: 29 CFR 31.6001-1
Citation: 29 USC 436
Citation: 29 CFR 516.2 - 516.6
Citation: California Government Code, Section 34090

OFFICE STORAGE TOTAL
18 Purchase Orders 2 - 2 -
19 Revenues Records - Franchises Fees: Franchise Fees
Reports; Check Stubs; Correspondence A 5 A + 5 -
20 Revenue Records - State & Local Sources:

Statements/Reports; Correspondence A 5 A + 5 -
21 Revenues Records - Transient Occupancy Taxes:

Transient Occupancy Tax Statements/Reports;
Correspondence
A 5 A + 5 -
22 Revenues Records - Utility Users Taxes: Tax
remittance reports; Correspondence A 5 A + 5 -
23 Voided Check Registers/Voided Checks 2 - 2 -
24 Warrant Registers (Invoice Approval Lists) A - A -
25 NSF Files: Bounced Checks; Correspondence & Notes A - A -

City of Ridgecrest
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C
Records Management System
DEPARTMENT: FINANCE DATE:

Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Note: Citation: California Government Code, Section 34090 NOTES
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Note: Includes records for all State & Local Revenue Sources. Citation:

California Government Code, Section 34090
Citation: California Government Code, Section 34090
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

OFFICE STORAGE TOTAL
26 Credit Card Service Provider Administrative Files:

Agreements with credit card service provider (copies;
original in City Clerk); Correspondence; Procedures;
Supporting data
C + 2 - C + 2 -
27 Post Office/Bulk Mail Receipts 2 - 2 -
28 Finance - Audit & Tax Reports to State Agencies: Final reports; Source Materieals and Backup Data;
Procedures for preparation; Correspondence.
10 - 10 -
29 Finance - City Revenues Files: Revenues reports &
studies; Correspondence & Backup data A 5 A + 5 -
30 Finance - Property Taxes Records: Reports & Studies; Communications with Kern County Assessor;
Correspondence & backup data.

A 5 A + 5 -
31 Finance - Property Taxes Records: Assessed Values
Total Statements P - P H

OFFICE STORAGE TOTAL
32 Finance - Sales Tax Records: Sales Tax Revenue
Reports; Correspondence & Backup Data A 5 A + 5 -
33 Franchise Files: Agreements in City Clerk's Office
Contract Files; Bonds/Certificates of Insuranct (in City Clerk's Office Contract files); Statements & Reports;
FCC Forms; Correspondence & Backup Data

C P P H

City of Ridgecrest
Records Management System
DEPARTMENT: FINANCE DATE:

For this record series, C (Closed/Completed) represents completion of agreement with credit card service provider. Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090

Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES

RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C
DEPARTMENT: FINANCE DATE:

NOTES
Citation: California Government Code, Section 34090
For this record seriec, C (Closed/Completed) represents completion of all terms of the franchise agreement. Citation: California
Government Code, Section 34090
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

OFFICE STORAGE TOTAL
1 Redevelopment Plan EIR: Implementation
Documentation (AB 1290); Project Area Map P - P V
2 Redevelopment Revenue Bonds E + 5 - E + 5 -
3 Redevelopment Projects Files (Administrative files):

RFPs/Invitations to bid (Originals in City Clerk's Office); Applications & Supporting Data; Financial/Budgeting
Data; Correspondence & Supporting Data; Studies and
Reports; Agenda Reports (Originals in City clerk's
Office)
C + 1 9 C + 10 -
4 Redevelopment Projects Files (Final Documentation):

Final reports, studies, surveys, maps, etc. P - P H
5 Redevelopment Administrative Files: Correspondence
& Memos; Reports; Supporting Data 5 - 5 -

OFFICE STORAGE TOTAL
1 Department Director - Community Development
Departmental Reports 2 - 2 -
2 Department Director - Divisions Files: Correspondence & Memos; Reports; Supporting Data 5 - 5 -

City of Ridgecrest
Records Management System
DEPARTMENT: REDEVELOPMENT DATE:

Citation: California government Code, Section 34090
Citation: California government Code, Section 34090
For this record series, C (Closed/Completion) represents completion of all terms of the contract/agreement with contractor/consultant.

Citation: California Code of Civil Procedure, Section 337.15 Note: This record series is for the final work product produced. Citation:

California Government Code, Section 34090

Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
Note: This record series describes files held by the Redevelopment Division Manager. The files are a mixture of original documents (ex.: memos to and from the Manager) and documents copied from department files (ex.: projectrelated materials, copies of correspondence, reports, etc.).

Citation: California Government Code, Section 34090
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C
DEPARTMENT: COMMUNITY & ECONOMIC DEVELOPMENT DEPARTMENT DATE:

NOTES
Citation: California Government Code, Section 34090
Note: This record series describes files held by the Community Development Department Director on each of the department's divisions (Planning, Building & Safety, Code Enforecement). The files are a mixture of original documents (ex.: memos to and from Department Director) and documents copied from City Central Files (ex.: project-related materials, copies of correspondence, reports, etc.)
Citation: California Government Code, Section 34090

RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

OFFICE STORAGE TOTAL
1 Building & Safety - Counter Manual: Fee Schedules;
Procedures & Instructions S - S -
2 Building & Safety - Disaster Response Program Files:

Disaster Response Plan; Resources/Contacts Lists S + 2 - S + 2 V 3 Bulding & Safety - Earthquake Records -
Inspections/Address Log: Logs of earthquake
inspections performed throughout the City
C + 2 - C + 2 -
4 Building & Safety - Building Numbering Maps S - S -
5 Building & Safety - Plan Review Files: Building permits; Plumbing permits; Heating/Ventilation/A.C. Permits;
Sign Permits; Inspections Record Sheets; Drawing;
Certificates of Occupancy; Substandard Housing
Abatement; Correspondence & Backup Data

C - C -

City of Ridgecrest
Records Management System
DEPARTMENT: COMMUNITY DEVELOPMENT/BUILDING & SAFETY DATE:

Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090
Note: For this record series, C (Closed/Completed) represents final FEMA audit.

Citation: California Government Code, Section 34090
Citation: California Government Code, Section 34090

Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
Note: These are temporary files which are transferred into address files upon completion of project.

OFFICE STORAGE TOTAL
6 Building & Safety - Address Files: Building Permits;
Plumbing Permits; Electrical Permits;
Heating/Ventilation/A.C. Permits; Sign Permits;
Inspections Record Sheets; Drawings; Certificates of
Occupancy; Substandard Housing Abatement; Soils
Reports; Geology Reports; Correspondence & Backup
Data.

P - P V
7 Building & Safety - Plan & Drawings (Commercial
Structures): Final, approved palns & drawings C T TOTAL - 8 Building & Safety - Plans & Drawings (Residential
Structures - single or multiple dwellings more than 2
stories and basement in height): Final, approved plans
& drawings

C T TOTAL -
9 Building & Safety - Plans & Drawings (Residential
Structures - single or multiple dwelling not more than 2 stories and basement in height): Final, approved plans
& drawings
C + 90 d - C + 90 d -

City of Ridgecrest
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C
Records Management System
DEPARTMENT: COMMUNITY DEVELOPMENT/BUILDING & SAFETY DATE:

For this record series, C (Closed/Completed) represents issuance of certificate of occupancy, plus 90 days (90d).

Citation: California Health & Safety Code, Section 19850 NOTES
Citation: California Government Code, Section 34090
For this record series, C (Closed/Completed) represents issuance of certificate of occupancy. T (Termination) represents life of the building (plans & drawings may be destroyed upon building demolition).

Citation: California Health & Safety Code, Section 19850 For this record series, C (Closed/Completed) represents issuance of certificate of occupancy. T (Termination) represents life of the building (plans & drawings may be destroyed upon building demolition).

Citation: California Health & Safety Code, Section 19850 RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

OFFICE STORAGE TOTAL
10 Building & Safety - Sewer Maps & Indexes P - P V
11 Disaster Incidents Files: Damage reports/assessments & supporting data; Photographs; Invoices;
Correspondence; Council approvals/documentation
(copies)
A 5 A + 5 -

City of Ridgecrest
Records Management System
DEPARTMENT: COMMUNITY DEVELOPMENT/BUILDING & SAFETY DATE: Page 3 of 3 Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
Citation: California Government Code, Section 34090
Note: This record series is for files documenting disaster incidents damages and claims for reimbusement from agencies such as FEMA and OES.

Citation: California Government Code, Section 34090
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential

OFFICE STORAGE TOTAL
1 Grants - CDBG Program Administration Files: Blanket
Agreements, Amendments & Supporting Data (original
agreements are in City clerk's Office); Reports to
granting Abency; Cost Summaries; Correspondence &
Supporting Data; Audits, Approval & Releases (Grant
Completion Documentation(; Rules, Regulations &
Procedures
C + 3 1 C + 4 -
2 Grants - CDBG Project Administration Files:

Procedures to Implement/MOUs (original MOUs are in
City Clerk's Office); Consultants/Contractors Records (if consultant or contractor services are used); Bid &
Selection Documentation (if a formal bid, original
records are in City Clerk's Office); Agreements &
Contracts (if a formal bid, originals are in City Clerk's Office); Correspondence & Supporting Data; Budgeting
& Financial Data; Correspondence & Supporting Data;
Audits, Approvals & Releases (Grant completion
documentation); Project Rules & Procedures.

C + 3 1 C + 4 -
3 Grants - CDBG Projects Files: Applications &
supporting data; Agreements & Contracts; Financial
Documentation; Labor Compliance Docuentation (when
required); Correspondecne & Supporting Data
C + 3 1 C + 4 -

DIGITAL STORAGE TOTAL
1 Emails - Correspondence to/from all City employees
over the City email system 3 - 3 -

Records Management System
DEPARTMENT: COMMUNITY DEVELOPMENT/CDBG DATE: Page 1 of 1 City of Ridgecrest
NOTES
CDBG = Community Develoment Block Grant. For this record series, C (Closed/Completed) represents completion of all terms of the grant agreement (including audit if required), or until resolution of all issues arising from litigation, claim, audit or other action involving the records, whichever is later. Citation: 7 CFR 3016.42
CDBG = Community Development Block Grant. For this record series, C (Closed/Completed) represents project audit & release, or until resolution of all issues arising from litigation, claim, audit or other action involving the records, whichever is later. Citation: 7 CFR 3016.42
CDBG = Community Development Block Grant. Note: This record series is for records of specific projects implemented using funds authorized by MOUs (see the record series CDBG Project Administration Files). Retention of this series is based on retention of the associated CDBG Project Administration Files; files for all individual projects funded under a specific MOU will be retained for four years following audit and release of the entire project Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination VHC CODES: V = Vital H = Historical C = Confidential
DEPARTMENT: INFORMATION TECHNOLOGY DATE: Page 1 of 1
VHC CODES: V = Vital H = Historical C = Confidential
Citation: The Freedom of Information Act (“FOIA”)
Item No. RECORD SERIES TITLE AND CONTENTS

RETENTION V,H,C NOTES
RETENTION CODES: AR = Annual Review A = Audit C = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination This Page Intentionally Left Blank
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Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT
SUBJECT: Proposed Approval Of Increased Appropriations To The Fiscal Year 2023-2024 Budget To Cover Increased Costs Related to the Animal Shelter Laundry Project PRESENTED BY: Michael Scott, Chief of Police
SUMMARY:

When the FY24 budget was submitted, the Ridgecrest City Council approved $50,000 for the Ridgecrest Animal Shelter Laundry Project. This project included purchasing heavy-duty, commercial grade, washer and dryers for the Shelter along with what was believed to be minor electrical panel upgrades to the site. As the project was initiated, it was determined that the cost to upgrade the electrical components were extremely under-estimated due to several factors that include: general cost increases due to limited inventory/availability, obsolete/inadequate components currently being used, and larger scope of work in bringing the Shelter’s electrical components to the needed specifications. Additionally, some concrete work is needed to complete a foundation pedestal for the commercial equipment.

Staff requests an increase in appropriations in account 100.20.2010.5309.000 (Prop-172 Other Capital) from $50,000 to $75,000.
** Presently, the Shelter has several residential grade washer/dryers that are operating for 8+ hours per day to keep up with the laundry demands of the facility. The new commercial grade washer/dryer will cut the loads by 2/3rds and save immensely on staff time and energy use.

FISCAL IMPACT:
$25,000 that will come from Prop-172 Reserves
ACTION REQUESTED:

Approval of increased appropriations as requested
CITY MANAGER’S RECOMMENDATION:

Action as requested
Submitted by: Captain Justin Dampier Action Date: Nov. 15th, 2023 (Revised Jan2019)
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RESOLUTION NO. 23 - Xx

A RESOLUTION OF THE RIDGECREST CITY COUNCIL APPROVING

BUDGET AMENDMENT INCREASING APPROPRIATIONS IN THE

ANNUAL BUDGET
WHEREAS, the City Council of the City of Ridgecrest has duly adopted its annual budget per resolution; and,
WHEREAS, Resolution 22-41 spells out the circumstances whereby total fund appropriations may be and can be increased; and,
WHEREAS, certain increases in annual appropriations to the budget require City Council Resolution prior to implementation; and,
WHEREAS, $50,000 of Prop-172 funds had been adopted in the FY23/24 budget for the Animal Shelter Laundry Project; and,
WHEREAS, equipment costs have risen dramatically in the time taken to implement the project; and,
WHEREAS, additional, unforeseen electrical and concrete work needed to be completed to accommodate project needs; and,
WHEREAS, the Ridgecrest Police Department/Animal Control is going to need an additional $25,000 to complete the project.

NOW, THEREFORE, BE IT RESOLVED, that The City Council of the City of Ridgecrest hereby:

1. Approves the increase to account 100.20.2010.5309.000 in the amount of $25,000 from the Prop-172 Fund Reserve.

APPROVED AND ADOPTED, this 15th day of November 2023 by the following vote:

AYES:

NOES:

Eric Bruen, Mayor
ATTEST:

Ricca Charlon, CMC
City Clerk
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8 This Page Intentionally Left Blank
Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT
SUBJECT: Proposed Action To Adopt A Resolution Of The Ridgecrest City Council And The Successor Redevelopment Agency Amending The Administrative Purchasing Policy To Include Paper Purchasing Requirements Per CA SB1383 Regulations
PRESENTED BY: Megan McKenzie, Economic Development Analyst SUMMARY:

Background:

Per SB 1383 regulations, all paper products and printing and writing paper purchased by the Jurisdiction must be at least 30% post-consumer, recycled-content fibers and be recyclable. Jurisdictions are required to certify vendor compliance in writing (i.e. product description/label, invoice/receipt) to include the percentage of postconsumer material in the paper products. If fitness and quality are equal, City staff should purchase recycled paper products whenever recycled paper products and printing and writing paper are available at the same or lesser total cost than non-recycled items or at a total cost of no more than 5% of the total cost for non-recycled items.

Approved Vendors:

Vendors are required to provide paper products meeting the requirements of sections 22150-22154 of the Public Contract Code and ensure that paper products and printing and writing paper is eligible to be labeled with an unqualified recyclable label as defined in Code of Federal Regulations (CFR) Section 260.12. City staff have verified that the following vendors have accounts with the City and provide paper products that meet the above requirements:
• Printing & Writing Paper - Packwrap Business Center & Staples • Janitorial Paper: Central Sanitary Supply & Waxie Sanitary Supply Purchasing Procedures & Recordkeeping Requirements
City staff should adhere to the steps outlined below for recordkeeping & reporting of all paper products purchased for City facilities:
• Confirm and verify in writing that paper products meet minimum requirements (see above) for recycledcontent prior to completing purchase. Written verification can be satisfied if the percentage of postconsumer material in the paper products can be verified by a product label, catalog, invoice, or Internet website.
• Keep records of all paper product purchases (i.e. invoices) - records should include date of purchase, quantity and type of paper products, and written verification of percentage of postconsumer content. If paper products are purchased that do not meet the 30% minimum recycled-content requirements, include justification for purchase of non-recycled items (i.e. cost, quality, etc.). • Within thirty (30) days of purchase, include a copy of record(s) in City Public Folder --> ‘Paper Product Purchases’ for tracking and reporting purposes. Label the file as follows: ‘LastName_DateofPurchase’ (MM.DD.YY).

City staff including Finance Director & City Manager have reviewed the Administrative Purchasing Policy amendments (Exhibit A) for compliance with CA SB1383 Recycled Content Paper Procurement jurisdiction requirements.

FISCAL IMPACT: Requires City employees to purchase recycled-content paper products as outlined in the amended policy. Total cost of no more than 5% of the total cost for non-recycled paper products.

ACTION REQUESTED: Approval of Resolution
CITY MANAGER’S RECOMMENDATION: Action as requested
Submitted by: Megan McKenzie Action Date: November 15, 2023 This Page Intentionally Left Blank
RESOLUTION NO. 23-xx

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RIDGECREST

TO AMEND THE ADMINISTRATIVE PURCHASING POLICY TO
INCLUDE PAPER PURCHASING REQUIREMENTS PER CA SB1383

REGULATIONS
WHEREAS, Council adopted an Administrative Purchasing Policy on June 21, 2023; and,
WHEREAS, CalRecycle, in consultation with the California Air Resources Board, has adopted regulatory requirements (Regulations), consistent with the mandate of Senate Bill 1383 (Lara, 2016); and,
WHEREAS, Senate Bill 1383 requires all paper products and printing and writing paper purchased by the Jurisdiction must be at least 30% post-consumer, recycledcontent fibers and be recyclable; and, WHEREAS, Jurisdictions are required to certify vendor compliance in writing to include the percentage of postconsumer material in the paper products; and, WHEREAS, Jurisdictions are required to keep records of all paper product purchases for reporting to CalRecycle; and,
WHEREAS, City of Ridgecrest is a local jurisdiction required to comply with the Regulations.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Ridgecrest does hereby agree to the above and adopt the Amended Administrative Purchasing Policy (Exhibit A).

APPROVED AND ADOPTED this 15th day of November 2023 by the following vote.

AYES:

NOES:

ABSENT:

ABSTAIN:

Eric Bruen, Mayor
ATTEST:

Ricca Charlon, City Clerk
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EXHIBIT ‘A’

ADMINISTRATIVE PURCHASING POLICY
Purpose
This defines the policies and procedures for the procurement of supplies, equipment, and services for the City and supersedes other policies and procedures related to purchasing.

I. Scope
The basic purchasing policy of the City is to obtain quality supplies, services, and equipment for the City's operation at the lowest cost through the use of quotes and competitive bidding whenever possible. The policies herein enumerated are within the scope of the duly revised official City/Agency budget.

II. Purchasing Authority
There are six positions authorized to make purchases: (1) Information Technology Manager, (2) City Clerk, (3) Department Heads, (4) Finance Director, (5) Deputy City Manager, and (6) City Manager. Limits prescribed herein shall be reviewed annually by the City Council and may be changed as occasion may require by Council Resolution.
a. A Department Head may purchase supplies, equipment, or services needed for the department up to $15,000, but purchases in excess of $2,000 must be pursuant to a purchase order. In addition, a Department Head may delegate purchasing authority up to $5,000 to management or supervisory level employees.
b. The Finance Director and Deputy City Manager may purchase or approve for purchase supplies, equipment, or services for any department up to $30,000.
c. The City Manager may purchase or approve for purchase supplies, equipment, or services for any department up to $50,000 or purchases above $50,000 which have been approved within the budget. d. City Council shall award all public improvement contracts requiring formal sealed bids. The results of the bids, along with recommendations regarding results and awards, are to be submitted by the City Manager or designee to the City Council. The Council will declare the outcome of bids at public session.

III. Process
a. Purchases of less than $2,000 do not require comparative pricing.

However, comparative pricing should be used whenever practical.

Purchase orders may be issued regardless of the amount when required by the vendor or when the complexity of the contract demands a formal document for clarity.

ADMINISTRATIVE PURCHASING POLICY Page 2 of 11
b. A purchase order is required for purchases where the estimated cost exceeds $2,000. Cost of acquisition includes the cost of the item plus tax, shipping, or any other related expenses. Purchase order request must consist of at least three vendor quotes unless the vendor is considered a "sole source" supplier. Purchases are not to be split to circumvent these purchasing limits.
c. When seeking goods or services exceeding $2,000, a purchase order is required, and the department is required to submit a purchase order request, including specifications, at least three quotes, and other supporting data, to the Finance Department before making the purchase.

Upon approval, a purchase order will be issued.

IV. Responsibilities of Departments
a. Each Department Head shall ensure employees are following purchasing procedures in the department. Further, each department shall:
i. Verify that budget funds are available for items requisitioned. ii. Consider the time required for the procurement process and plan for needs in advance so as not to create an artificial "emergency." iii. Never "split" orders for the purpose of avoiding procurement requirements. Splitting a job to prevent bidding for a work of improvement is a felony and will be referred to the District Attorney by the City Attorney for prosecution.
iv. Never obligate the City to unauthorized commitments. v. Purchase orders are to be issued BEFORE goods or services are purchased.

V. Purchasing Policies
a. Ethics
In performing their duties under this policy, City Council members and employees shall observe conflicts of interest and procurement statutes.

City Council members and employees shall consult with the City Attorney concerning the City's interpretation of such laws. Violation of state laws pertaining to conflicts of interest or procurement will result in discipline up to termination. City Council members and employees shall follow the highest ethical standards in procurement. Employees may make purchases from relatives, other than spouses, with written authorization from the City Manager.
b. Vendor Requirements
Vendors doing business within the City of Ridgecrest must obtain a Ridgecrest City business license. All vendors must complete the vendor registration form (Attachment A) and an IRS form W-9, to be entered into the City of Ridgecrest Accounts Payable system for payment.

ADMINISTRATIVE PURCHASING POLICY Page 3 of 11
c. Request of a Purchase Order
When a purchase order is required, a purchase order request must be entered into the City's Purchasing system. The request must contain sufficient information to ensure the acquisition of the correct item(s), vendor quote information, and comments indicating the purpose of the requisition. The City's purchasing system manages account budgets on a line-item basis. If the purchase order request being entered will put an account over budget, a Budget Adjustment request (Attachment B) must be completed before issuing the purchase order. Those budgets that are managed at the project level require that project line items be within budget as well. The Finance Director may allow a budget override as long as such action would not put the fund over-budget when reasonably projected to the end of the fiscal year. Purchase orders will not be made utilizing accounts that are unrelated to the type of item or service being purchased.
d. Purchase Order
The purpose of a purchase order is to manage the budget, not to pay invoices. The purchase order number is generated by the Finance Department upon final approval and acceptance of the purchase order request. Upon completion of the purchase order, the Finance Department will distribute copies to the ordering department. The ordering department is responsible for forwarding the purchase order to the vendor/contractor. e. Amendment to Purchase Order
It is sometimes necessary to change a purchase order after it has been issued. The three most common changes are monetary, time extension, and scope of work. Only the City Manager or Finance Director may approve a formal change to an existing purchase order. The requesting department must complete a purchase order change request noting that it is for the purpose of a Contract Change Order. The purchase order change request must include a detailed description of the change/amendment. Upon approval by the Finance Director and/or City Manager, the requesting department will receive an amended purchase order reflecting the change(s). The requesting department is responsible for forwarding the change order to the vendor.
f. Open Purchase Order
Open purchase orders are entered into vendors that are expected to supply products or services to the City on an ongoing and/or regular basis throughout the year. Open purchase orders are closed at the conclusion of each fiscal year. A department must make a request to the Finance ADMINISTRATIVE PURCHASING POLICY Page 4 of 11
Department at the beginning of each fiscal year for an open purchase order to be issued for the new fiscal year.
g. Request for Proposal (RFP)/Request for Qualifications (RFQ) In detail, the RFP/RFQ defines the terms, conditions, and specifications of goods or services required by the City. An RFP is primarily intended for large, complex projects where cost and performance are equally important. An RFQ is intended mainly for professional services. However, the RFP/RFQ may also be utilized for smaller projects. The RFP/RFQ will be used whenever the acquisition of goods or services is multi-faceted and carries a high possibility of liability for the City.

Two-step RFP/RFQ: in this case, pricing is not included in the RFP/RFQ but is submitted in a separate sealed envelope. Only after selection is made on the basis of the proposal is the favored bidder's pricing information opened. The other proposal's pricing envelopes are returned to the respective bidders unopened. Once a bid has been accepted, and a contract is signed, the money budgeted to fund the purchase is to be encumbered via a purchase order request.
h. Notice Inviting Sealed Proposals
The Notice Inviting Sealed Proposals (NISP) is prepared by the initiating division and is formal notification, through posting and advertisement by the City Clerk that the City is soliciting goods or services. This gives widespread exposure to the City's needs, expands the vendor base, and fulfills the legal responsibility of providing fair access to supplying the City's needs. The NISP must contain sufficient information to define the work and other details to the reader and the date and time at which the bids will be publicly opened and read. If expanded documentation is available, the NISP must indicate the cost, if any, plus the procedures for acquiring such documents (see II, c, City Manager Authorization).

Specifications and other relative data shall be sent to the City Manager, or his authorized representative, for approval before issuing a NISP. Upon approval by the City, the Notice will be prepared by the initiating department and forwarded to the City Clerk for publication. The City Clerk must receive the Notice at least six weeks before the date and time set for opening of bids.

Formal bid opening dates will be at a time, date, and location specified in the Notice. The City Clerk, or a designee, will publicly open and declare the content of bids received at the time and place specified in the Notice.

Bids received after the appointed hour for opening will be returned unopened to the sender. The City Manager or City Council may reject all ADMINISTRATIVE PURCHASING POLICY Page 5 of 11
bids. In addition, the City may consider responsiveness to specifications, ability to render post-purchase service, and the life cycle cost of the equipment. Bid results will be made available to interested parties following the bid reading.

For public improvement projects in excess of $50,000, the City Manager shall report the formal bidding results to the City Council along with recommendations regarding results and award. The Council will declare the outcome of bids at public session. If at least two bids are not received, the bid opening may be suspended pending City Council action. If the determination is made to open the sole original bid, or if no other bids are received during the bid extension, the Council may: 1) Re-advertise; 2) Order the work done by City employees; 3) Award the contract to the sole bidder based on a cost analysis evidencing the relationship of the one bid to expected market price, and 4) Negotiate a contract to the best advantage of the City.
i. Credit Card Purchase
For certain purchases, the use of a credit card is expedient and sometimes even necessary (e.g., car rental). Procedures for using City credit cards are described in the City's Credit Card Policy & Procedures guide.
j. Receiving of Goods/ Equipment
i. Inspection and Testing
All goods procured by the City shall be subject to inspection and/or testing upon receipt or completion by the department receiving the product to assure conformance with the specifications set forth in the order. If a product is determined to be unusable, it shall be rejected and returned to the vendor as the vendor directs and for credit or replacement at their expense. Items found not to specifications but of limited usability may be conditionally accepted but only after renegotiation of the original contract.
ii. The Finance Director or their designee shall have the authority to require chemical and physical tests or any other necessary tests to ensure full compliance with the specifications.
iii. Acceptance
When goods have been received or a project has been completed to the satisfaction of the ordering department, and the specifications, the packing slip and/or other completion documentation shall be signed-off by the receiver/inspector.

Information to be noted on the documents must include, as a minimum, the acceptor's signature and a legible rendering of their name and the date of receipt/completion. In addition, any deviation ADMINISTRATIVE PURCHASING POLICY Page 6 of 11
from the exact ordering specifications must be noted on the receiving/acceptance documents.

VI. Exceptions
a. In case of emergency, the City Manager may authorize the Finance Director or designee to secure in the open market, at the lowest obtainable price, supplies, materials, equipment, or contractual services required, regardless of the amount of the expenditure. A breakdown in machinery or equipment resulting in the interruption of an essential service or a distinct threat to public health, safety, or welfare ("emergency") requires the immediate purchase of supplies, materials, equipment, or services. During an emergency, the affected department may purchase supplies, materials, equipment, or services after the department head has concluded that the purchase is essential to prevent delays that may adversely affect citizens' lives, health, or safety. As soon as possible, the department head shall provide a completed purchase order request to the Finance Director or designee and a full written explanation of the circumstances.
i. Nothing contained herein shall limit the authority of the director of emergency services or the City Manager to make purchases and take such other emergency steps as are, or maybe, authorized by the City Council in the case of a disaster or for civil defense. b. Occasionally, required supplies, material, equipment, or services are of a proprietary nature, or are otherwise of such specific design or construction, or are specifically desired for purposes of maintaining costeffective system consistency, as to be available from only one source.

After reasonable efforts to find alternative suppliers, the Finance Director or designee may dispense with the requirement of a minimum of three bids and recommend making the purchase from the sole source. c. The Finance Director or designee may join with other public jurisdictions in cooperative purchasing agreements. The Finance Director or designee may also buy directly from a vendor at a price established by competitive bidding by another public jurisdiction in substantial compliance with this policy, even if the City has not joined with that public agency in a formal agreement. The Finance Director or designee may also purchase from the United States of America or any state, municipality, or other public corporation or agency without following formal purchasing procedures as defined in this document.
d. Local preference is the practice of procurement from vendors who are City taxpayers because it stimulates the City's economy. Purchase orders are issued based on quality, previous performance, ability to meet the contract requirements, availability of service and parts, delivery schedule, and payment terms/discounts. When these factors are equal except price, a ADMINISTRATIVE PURCHASING POLICY Page 7 of 11
preference will be given to local vendors at the discretion of the City Council or employee.

VII. Record Keeping
The original bid shall be filed with the Clerk, and the original documents will be filed with the Finance Department. When the purchase is final, all original documents shall be filed with the City Clerk. The Finance Department shall maintain purchasing records.

During the course of a Contract, the department will maintain records of contract administration. At the conclusion of the Contract, the original bids, specifications, and other pertinent data will be forwarded, with the request for final payment, to the Finance Department.

VIII. Payment Procedures
a. Request for Payment
Payments are generated as a result of either a Payment Request form (Attachment C) or an Invoice. The ordering/administering department is responsible for initiating payment requests for goods received and services rendered.

Upon completing the Payment Request Form, the requesting department shall forward the completed form and proper supporting documentation to Accounts Payable. If the request is for a partial payment on a purchase order, a copy of the Purchase Order is to accompany the request; if it is for final payment on a purchase order, a notation is to be made that the purchase order is to be closed following processing of the requested payment.

All invoices are to be sent directly to the Finance Department by the vendor. Invoices will then be submitted to the responsible department for coding and approval. It is the responsibility of the ordering department to verify that funds are available in the account number they code on the invoice. The invoice is then to be returned to the Finance Department within the time frame specified by the Finance Director. For purchases in excess of $2,000 that require a purchase order, a copy of the Purchase Order is to accompany the invoice.
b. Urgent/Emergency Payment (Pre-lssue Payment)
Pursuant to City of Ridgecrest Resolution 00-91 Exhibit "A" § 4, the issuance of pre-issue payment is discouraged and should be done only in emergencies or when expediting payment is required or highly desired by the circumstance as determined by the City Manager. When requesting ADMINISTRATIVE PURCHASING POLICY Page 8 of 11
urgent/emergency payment, the requesting division must complete a PreIssue Payment Request Form (Attachment D) and attach all relevant supporting documentation. The request form must be signed by the Department Head of the requesting department, the Finance Director, and the City Manager.

IX. Surplus Supplies and Equipment
All using departments shall submit to the City Manager at such time and in such form as they shall prescribe, reports showing all supplies and equipment that are no longer used or have become obsolete or worn out.

The City Manager shall have the authority to sell all supplies and equipment that any department cannot use or that have become unsuitable for City use or exchange the same for, or trade-in the same on, new supplies and equipment.

The sale of such supplies & equipment shall be made to the highest responsible quotation/bid.

X. Paper Purchases
Per SB 1383 regulations, all paper products and printing and writing paper purchased by the Jurisdiction must be at least 30% post-consumer, recycledcontent fibers and be recyclable. Jurisdictions are required to certify vendor compliance in writing (i.e. product description/label, invoice/receipt) to include the percentage of postconsumer material in the paper products. If fitness and quality are equal, City staff should purchase recycled paper products whenever recycled paper products and printing and writing paper are available at the same or lesser total cost than non-recycled items or at a total cost of no more than 5% of the total cost for non-recycled items.
a. Approved Vendors
Vendors are required to provide paper products meeting the requirements of sections 22150-22154 of the Public Contract Code and ensure that paper products and printing and writing paper is eligible to be labeled with an unqualified recyclable label as defined in Code of Federal Regulations (CFR) Section 260.12. City staff have verified that the following vendors have accounts with the City and provide paper products that meet the above requirements:
i. Printing & Writing Paper - Packwrap Business Center & Staples ii. Janitorial Paper: Central Sanitary Supply & Waxie Sanitary Supply b. Purchasing Procedures & Recordkeeping Requirements
City staff should adhere to the steps outlined below for recordkeeping & reporting of all paper products purchased for City facilities:

ADMINISTRATIVE PURCHASING POLICY Page 9 of 11
i. Confirm and verify in writing that paper products meet minimum requirements (see above) for recycled-content prior to completing purchase. Written verification can be satisfied if the percentage of postconsumer material in the paper products can be verified by a product label, catalog, invoice, or Internet website.
ii. Keep records of all paper product purchases (i.e. invoices) - records should include date of purchase, quantity and type of paper products, and written verification of percentage of postconsumer content. If paper products are purchased that do not meet the 30% minimum recycled-content requirements, include justification for purchase of non-recycled items (i.e. cost, quality, etc.).
iii. Within thirty (30) days of purchase, include a copy of record(s) in City Public Folder --> ‘Paper Product Purchases’ for tracking and reporting purposes. Label the file as follows:
‘LastName_DateofPurchase’ (MM.DD.YY).

XI. Definitions and Special Requirements
Bid Security
On council award procedures, except materials and supplies contracts, each bidder shall be required to submit, with the bid, either by cash, cashier's check, certified check, or Surety Bond, an amount not to exceed 10% of the aggregate amount of the bid. This requirement may be waived by the City Manager, on a case-by-case basis, before the initiation of the bid.

Capital (Fixed) Assets Threshold
Capital assets are significant assets with a minimum total acquisition cost of $5,000 and a useful life of at least three years. Typical examples are land, improvements to land, easements, buildings, building improvements, vehicles, machinery, equipment, works of art, historical treasures, infrastructure, and various intangible assets. Computer systems, including capital software, are classified as fixed assets. Furniture and other related durable goods are classified as fixed assets. Typically, any product, good, project, or piece of equipment that requires formal bidding are fixed assets. Assets meeting this definition are to be coded to an account number in the 5300 account code series when acquired.

Continuing Performance
A continuing activity or service that extends over time, not involving solely the delivery of goods or materials.

Formal Bid
Written offer, more formal than a quote, to furnish supplies, equipment, vehicles, ADMINISTRATIVE PURCHASING POLICY Page 10 of 11
services in conformity with the specifications, delivery terms, and conditions required at a guaranteed maximum cost.

Lowest Responsible Bidder
The lowest responsible bidder is a bidder who, in addition to the lowest price, is financially responsible and possesses the resources, judgment skills, ability, capacity, and integrity necessary to perform the contract according to its terms.

Materials
Basic ingredients in a relatively raw, unrefined, or unmanufactured state that may be worked into a more finished form (e.g., sand, wood, asphalt).

Performance Guarantee
All contractors in "continuing performance" service on contracts over $50,000, and all public improvement project contracts over $50,000, are required to submit a performance bond, letter of credit, or cash deposit equivalent to 100% of the contract within 10 working days following award of the Contract, unless specifically exempted or modified by the City Manager or City Attorney.

Professional Services
Professional or specialized services such as, but not limited to, those rendered by architects, attorneys, engineers, technicians, etc.

Property Damage Insurance
All contractors engaged in service on City property are required to maintain minimum property damage insurance of $1,000,000 for each occurrence naming the City of Ridgecrest as additional insured. Certain high-risk activities require higher limits.

Public Liability Insurance
All contractors engaged in service on City property are required to maintain minimum public liability insurance of $1,000,000 for each occurrence naming the City of Ridgecrest as additional insured. Certain high-risk activities will require higher limits.

Public Improvement Project
Specific, planned undertaking for the creation, improvement and/or repair of buildings and works, including parks and related facilities; the construction and installation of streets, parks, recreation facilities, municipal buildings, and sewers; for the general benefit of the citizenry (e.g., street lights, drains, etc.).

Quote
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A verbal or written promise from the vendor/contractor guaranteeing the cost of specific goods, supplies, or services.

Sole Source Purchase
Only one supplier (source), to the best of the requester’s knowledge and belief, based upon thorough research, is capable of delivering the required product or service. Similar types of goods and services may exist, but only one supplier, for reasons of expertise, and/or standardization, quality, compatibility with existing software or equipment, specifications, or availability, is the only source that is acceptable to meet a specific need.

Supplies
Goods in a manufactured state kept in the ordinary course of business for regular use or consumption (e.g., pencils, light bulbs, street signs).

Worker's Compensation Insurance
All contractors engaged in service on behalf of the City are required to maintain Worker's Compensation insurance in accordance with the provisions of the State of California contractor's licensing laws.

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Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT
SUBJECT: Discussion Regarding The Board Of The Indian Wells Valley Groundwater Authority (IWVGA)
PRESENTED BY:

L. Scott Hayman, City Council / IWVGA Representative
SUMMARY:

Report and discussion regarding Board meetings of the IWVGA. Including, Board discussion and consideration of issues of importance requiring action by the IWVGA.

FISCAL IMPACT: None
ACTION REQUESTED: Discuss
CITY MANAGER’S RECOMMENDATION: Action as requested
Submitted by: Ricca Charlon Action Date: Nov. 15, 2023
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Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT
SUBJECT: A Public Hearing And Resolution Approving The Fiscal Year 2024-2025 Annual Application Regarding The Kern County Community Development Block Grant (CDBG) Program
PRESENTED BY: Nerissa Wegener, Parks and Recreation Director SUMMARY:

A noticed public hearing for November 15, 2023 was established to discuss and prioritize proposed Community Development Block Grant (CDBG) Projects for the Fiscal Year 2024-2025 Annual Application for Community Development Programs within the County of Kern. The anticipated fair share amount for FY 2024-2025 is $148,632.94.

However, the project application was not ready for the noticed date of November 15, 2023. It would be appropriate to open the public hearing and continue it till the December 6, 2023 City Council meeting at 6pm.

At that time, public comments will be solicited, heard and accepted before approval of the selected project. The Resolution will be presented to confirm the allocation of funds at the conclusion of the public hearing on Dec. 6, 2023, and must be filed, along with the project application, with the County of Kern.

FISCAL IMPACT: TBD
ACTION REQUESTED: Open noticed public hearing and continue to the Dec. 6, 2023 City Council meeting.

CITY MANAGER’S RECOMMENDATION: Action as requested
Submitted by: Ricca Charlon Action Date: Nov. 15, 2023
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