ROCKLIN CITY COUNCIL
City Council Regular Meeting
City Hall - Council Chambers
3970 Rocklin Rd. Rocklin, CA
95677
Website:
www.rocklin.ca.us
September 23, 2025
General Session 6:00 p.m.
JILL GAYALDO,
Mayor
DAVID BASS,
Vice Mayor
KEN BROADWAY,
Council Member
BILL HALLDIN,
Council Member
GREG JANDA,
Council Member
ALY ZIMMERMANN,
City Manager
MATTHEW MCOMBER,
City Attorney
DANIEL CHOE,
City Treasurer
AVINTA SINGH,
City Clerk
HOW TO PARTICIPATE
The City of Rocklin welcomes your interest and involvement in the City's legislative process. The City Council has established a procedure for addressing the Council. Persons wishing to address the City Council are asked to voluntarily complete and submit a speaker identification sheet to the City Clerk.
Speaker identification sheets are available near the entrance of the Council Chambers. For items listed on the agenda, any person may address the City Council at the time the item is considered. Speakers are requested to restrict their comments to the item as it appears on the agenda and stay within the required three-minute time limit. The Brown Act does not permit the City Council to take action on items brought up under Citizens Addressing the City Council.
WRITINGS RECEIVED AFTER AGENDA POSTING
Any writing or documents related to an agenda item for this meeting provided to the City Council, Public Financing Authority or Successor Agency will be made available for public inspection at City Hall, 3970 Rocklin Road, Rocklin, during normal business hours.
AMERICANS WITH DISABILITIES ACT
In compliance with the Americans with Disabilities Act, if you require special assistance to participate in this meeting or other services in conjunction with this meeting, including receiving notices, agendas, and other writings in appropriate alternative formats, please contact our office at (916) 625- 5560 at least 48 hours prior to the meeting or time when services are needed so that we may make every reasonable effort to accommodate you.
LEVINE ACT PROVISIONS
The Levine Act requires a party (or the party’s agent(s)) to a proceeding before the City of Rocklin that
involves any action or consideration to their contract, license, permit, or other entitlement for use, to
disclose any campaign contribution made to a City elected or appointed officer (including Councilmembers, Planning Commissioners, and members of other City boards and commissions)
totaling more than $500 within the 12 months before the City decision.
AUDIO/VISUAL PRESENTATIONS
If making a presentation regarding an agenda item, all audio/visual materials must be submitted to the City Clerk or Secretary at least 72 hours in advance. The City is not responsible for the compatibility or operation of non-city devices or the functionality of non-city presentations.
City Council Regular Meeting Agenda of September 23, 2025 1 C1.
Minutes of the September 9, 2025 Regular Meeting of the City Council C2.
Proclamation Declaring October 5 - 11, 2025 as Fire Prevention Week
POSTING OF AGENDA
In accordance with Government Code Section 54954.2(a) this agenda was posted on the City's bulletin board at City Hall, 3970 Rocklin Road, Rocklin, and City of Rocklin website at www.rocklin.ca.us.
AGENDA
MEETING
INSTRUCTIONS
The public may listen to audio or view the meeting via live stream at https://www.rocklin.ca.us/agendas-minutes
.
For those that do not plan on attending in person, but wish to make a public comment during the meeting, public comments will be accepted in email form until 3:00 p.m. on the meeting day. Public comments should be submitted to the City Clerk at [email protected]
. Emailed public comments will be distributed to City Council and treated as a public record.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
AGENDA REVIEW
CITIZENS ADDRESSING THE CITY COUNCIL
This is an opportunity for public comment on matters not listed on the agenda. Public comment on items listed on the agenda will be taken when the agenda item is called.
REPORTS FROM CITY COUNCIL AND CITY MANAGER
Reports from the City Council will include any AB1234 Reports.
CONSENT CALENDAR
All items listed under the Consent Calendar are considered and acted upon by one Motion. Anyone may request an item be removed for separate consideration.
Recommendation:
Approve the Minutes of the September 9, 2025 Regular
Meeting of the City Council.
Recommendation:
Approve a Proclamation Declaring October 5 - 11, 2025 as Fire Prevention Week, and Designate the Mayor to Sign the Proclamation on Behalf of the City Council.
City Council Regular Meeting Agenda of September 23, 2025 2 C3.
City of Rocklin Records Retention Policy and Schedule Update C4.
Greater Sacramento Economic Council Market Visit to Germany C5.
California State Office of Traffic Safety (OTS) Grant Agreement C6.
Montreo Final Map
C7.
Clover Valley Westridge (Sky View) Subdivision Final Map C8.
PetData, Inc. Agreement for Animal Licensing Services - Ratification
Recommendation:
Adopt a Resolution of the City Council of the City of Rocklin Establishing a Records Retention Policy and Schedule for the Retention and Destruction of City Records.
Recommendation:
Approve International Travel for Mayor Jill Gayaldo to
Participate in the Greater Sacramento Economic Council Market Visit to Germany.
Recommendation:
Adopt a Resolution of the City Council of the City of Rocklin Ratifying the Submission of Office of Traffic Safety (OTS) Grant Application for Regional Crash Response and Extrication Improvement Program and Accepting an Award in the amount of $30,000 and Authorize the City Manager to Sign the Grant Agreement and Necessary Grant Documentation.
Recommendation:
A
.
Adopt a Resolution of the City Council of the City of Rocklin Approving the Final Map of Montreo Subdivision/(SD-2004-03) and Approving and Authorizing Execution of a Subdivision Improvement Agreement.
B
.
Adopt a Resolution of the City Council of the City of Rocklin Approving and Authorizing Execution of a Subdivision Landscaping Agreement of (Montreo Subdivision/(SD-2004-03)).
C
.
Adopt a Resolution of the City Council of the City of Rocklin Accepting Grant of Open Space Easement (Hillside and Bluff Protection) (Montreo Subdivision/(SD-2004-03)).
Recommendation:
A
.
Adopt a Resolution of the City Council of the City of Rocklin Approving the Final Map of Clover Valley Westridge (Sky View) Subdivision/(SD-2004-03) and Approving and Authorizing Execution of a Subdivision Improvement Agreement.
B
.
Adopt a Resolution of the City Council of the City of Rocklin Approving and Authorizing Execution of a Subdivision Landscaping Agreement Clover Valley Westridge (Sky View) Subdivision (SD-2004-03).
C
.
Adopt a Resolution of the City Council of the City of Rocklin Accepting Grant of Open Space Easement (Hillside and Bluff Protection) (Clover Valley Westridge (Sky View) Subdivision).
Recommendation:
Adopt a Resolution of the City Council of the City of Rocklin Ratifying the Contract for Services with PetData, Inc. and Related Expenditures.
City Council Regular Meeting Agenda of September 23, 2025 3 C9.
Axon Enterprise, Inc. Agreement for Body Worn Camera and In-Car Camera Services
P1.
Proclamation Declaring October 5 - 11, 2025 as Fire Prevention Week D1.
Community Facilities District No. 10 (Whitney Ranch) Refunding Series 2015 and 2019 Special Tax Bonds
Recommendation:
Adopt a Resolution of the City Council of the City of Rocklin Approving and Authorizing the City Manager to Execute the Master Services and Purchasing Agreement with Axon Enterprise, Inc.
PRESENTATIONS
In addition to those items listed on the agenda, the Mayor may add additional ceremonial matters.
DISCUSSION ITEMS
Discussion Items include oral presentations including those recommending "receive and file".
Recommendation:
Adopt a Resolution of the City Council of the City of Rocklin Authorizing
the Issuance of 2025 Special Tax Bonds and Directing Related Actions to Refund the Whitney Ranch Community Facilities District No. 10 2015 and 2019 Bond Issuances.
FUTURE AGENDA ITEMS
ADJOURNMENT
City Council Regular Meeting Agenda of September 23, 2025 4 City Council
Staff Report
Subject:
Minutes of the September 9, 2025 Regular Meeting of the City Council Date:
September 23, 2025
Submitted By:
Avinta Singh, City Clerk
Department:
City Clerk's Office
Recommendation:
Approve the Minutes of the September 9, 2025 Regular Meeting of the City Council.
Item Number C1.
ATTACHMENTS:
1. City Council Draft Meeting Minutes of September 9, 2025 5 DRAFT Meeting Minutes of September 9, 2025 Rocklin City Council 1 | P a g e
ROCKLIN CITY COUNCIL
City Council Regular Meeting
City Hall – Council Chambers
3970 Rocklin Rd. Rocklin, CA 95677
Website: www.rocklin.ca.us
September 9, 2025
Closed Session 5:00 p.m.
General Session 6:00 p.m.
MEETING MINUTES
-DRAFT-
CALL TO ORDER
Mayor Gayaldo called the meeting to order at 5:00 p.m.
ROLL CALL
Present: Councilmembers David Bass, Ken Broadway, Bill Halldin, Greg Janda Mayor Jill Gayaldo
Absent: None
PUBLIC CLOMMENT ON CLOSED SESSION
There were none.
Members of the City Council left the Council Chambers and convened Closed Session at 5:02 p.m.
CLOSED SESSION
CS1. Pursuant to Government Code section 54957.6, Conference with Labor Negotiators, Agency Representatives: City Manager Aly Zimmermann, Director of Administrative Services Tameka Usher, and Jack Hughes; Employee Organizations: Rocklin Police Officers' Association and Rocklin Public Safety Managers
CS2. Pursuant to Government Code Section 54957.6: Conference with Labor Negotiators, Agency Designated Representatives: Mayor Gayaldo and Council Member Halldin, Unrepresented Employee: City Manager
Members of the City Council returned to the Council Chambers at 6:04 p.m.
6 DRAFT Meeting Minutes of September 9, 2025 Rocklin City Council 2 | P a g e
REPORT OUT OF CLOSED SESSION
There was no reportable action.
CALL GENERAL SESSION TO ORDER
Mayor Gayaldo called the meeting to order at 6:04 p.m.
PLEDGE OF ALLEGIANCE
Mayor Gayaldo led the pledge of allegiance.
ROLL CALL
Present: Councilmembers David Bass, Ken Broadway, Bill Halldin, Greg Janda Mayor Jill Gayaldo
Absent: None
AGENDA REVIEW
There were no changes to the agenda.
CITIZENS ADDRESSING THE CITY COUNCIL
Ms. Cheryl Halston addressed the City Council requesting a rent stabilization ordinance for the city.
Mr. Jerry Mitchell addressed the City Council about Sierra Pine Park which remain s incomplete and the challenges with drainage.
REPORTS FROM CITY COUNCIL AND CITY MANAGER
Council Member Broadway reported attend ance at the Placer County Transportation Planning Agency and South Placer Regional Transportation Authority board meetings approving allocation of funds for development of Placer Parkway Phase II; visited Sprig Oral Health Technologies which was a new business in Rocklin; attended the ribbon cutting for KB Home’s Westhaven development; and participated in creek clean-up project with Rotary Club of South Placer.
Council Member Halldin shared that he along with Mayor Gayaldo a ttended the Yachtley Crew’s sold out concert held at the Quarry Park Ampitheater and attended the grand opening for Burger Bros.
7 DRAFT Meeting Minutes of September 9, 2025 Rocklin City Council 3 | P a g e
Mayor Gayaldo shared that she attended Roseville’s State of the City event; attended a ribbon cutting ceremony recognizing the partnership between Bosch and RC Willey; presented to eXp Realty providing an update on the City; met with BRE at Red’s Pizzeria; attended a three-day conference at UC Davis held by the Spanish Hawaiian Heritage Association; and reported attendance at the Sacramento Area Council of Governments Policy and Innovation Committee and Strategic Planning Committee meetings.
City Manager Zimmermann shared two upcoming events including Patriot Day on September 14 , 2025 held at Johnson -Springview Park, and the Master Plan Community Workshop for northwest community parks on September 15, 2025 encouraging residents to attend.
CONSENT CALENDAR
Council Member Halldin requested to pull Consent Item No. C3 from the Consent Calendar as there was public comment for this item and for a separate vote.
C1. Minutes of the August 26, 2025 Regular Meeting of the City Council Action: Approved the Minutes of the August 26, 2025 Regular Meeting of the City Council.
C2. Whitney Walk General Development Plan (Second Reading of Ordinance) Action: Adopted Ordinance No. 1191 of the City Council of the City of Rocklin Repealing Ordinance No. 1036 (Sunset Hills Townhomes General Development Plan) and Ordinance No. 1052 (South Whitney Mixed Use General Development Plan), and Adopted the Whitney Walk General Development Plan.
C3. Regional Housing Needs Allocation (RHNA) Inventory of Sites (Second Reading of Ordinance) – Pulled for public comment and a separate vote.
C4. Arts Commission Revision of Appointment Terms
Action: Adopted Resolution No. 2025-192 of the City Council of the City of Rocklin Making Revisions to the Appointment Terms of Arts Commissioners.
C5. League of California Cities 2025 Annual Conference - Appointment of Voting Delegate Action: Designated Vice Mayor Dave Bass as the Voting Dele gate to the League of California Cities 2025 Annual Conference.
C6. Updates to Affordable Housing Incentive Program
Action: Adopted Resolution No. 2025 -193 of the City Council of the City of Rocklin Repealing and Replacing Resolution No. 2024 -039 for the Affordable Housing Incentive Program for Qualified Affordable Housing Developments. 8 DRAFT Meeting Minutes of September 9, 2025 Rocklin City Council 4 | P a g e
C7. Legal Services Agreement with Liebert Cassidy Whitmore - First Amendment Action: Adopted Resolution No. 2025 -194 of the City Council of the City of Rocklin Approving and Authorizing the City Attorney to Execute the First Amendment to the Legal Services Agreement with Liebert Cassidy Whitmore.
C8. Accounts Paid List - April to June 2025
Action: Received the Accounts Paid List for April 1, 2025 to June 30, 2025.
C9. CAL FIRE Local Responsibility Area Wildland Protection Reimbursement Agreement Action: Adopted Resolution No. 2025 -195 of the City Council of the City of Rocklin Authorizing the City Manager to Execute a Cooperative Fire Programs Local Responsibility Area Wildland Protection Reimbursement Agreement with the California Department of Forestry and Fire Protection (CAL FIRE) and Related Budget Amendments.
C10. Monument Park Shade Sail Installation Project Contract and Budget Appropriation for Two Shade Sail Projects
Action: Adopted Resolution No. 2025 -196 of the City Council of the City of Rocklin Awarding the Contract for the Monument Park Shade Sail Installation to Miracle Playsystems, Inc., Authorizing the City Manager to Execute the Contract, and Authorizing a Budget Appropriation.
C11. Homeland Security Grant Program -Urban Areas Security Initiative (UASI) - Grant Subaward
Action: Adopted Resolution No. 2025 -197 of the City Council of the City of Rocklin Approving and Authorizing the City Manager to Exec ute Subawardee Grant Agreements with the City of Sacramento Accepting the Terms and Subaward of the 2024 Homeland Security Grant Program Urban Areas Security Initiative.
C12. Various Roadway and Pedestrian Improvements Project - Notice of Completion Action: Adopted Resolution No. 2025 -198 of the City Council of the City of Rocklin Accepting the Public Work Known as the Various Roadway and Pedestrian Improvements Project, Approving the Notice of Completion, and Authorizing and Directing the Execution and Recordation of Said Notice on Behalf of the City.
C13. Police Department HVAC & Roof Replacement – Notice of Completion Action: Adopted Resolution No. 2025 -199 of the City Council of the City of Rocklin Accepting the Public Work Known as the Police Depa rtment HVAC & Roof Replacement, Approving the Notice of Completion Thereof, and Authorizing and 9 DRAFT Meeting Minutes of September 9, 2025 Rocklin City Council 5 | P a g e
Directing the Execution and Recordation of Said Notice on Behalf of the City (CNW Construction, Inc.).
C14. Electric Vehicle Purchases
Action: Adopted Resolution No. 2025-200 of the City Council of the City of Rocklin Authorizing the Purchase of Two (2) 2026 Chevrolet Silverado Electric 4WT Trucks from Winner Chevrolet and Authorizing the City Manager to Purchase the Vehicles.
PUBLIC COMMENT
There were none.
Motion to approve Consent Calendar Item Nos. C1 , C2, and C4 through C 14, by Council Member Broadway, seconded by Council Member Janda . Passed by the following vote:
Ayes: Councilmembers Bass, Broadway, Halldin, Janda
Mayor Gayaldo
Noes: None
Absent: None
Abstain: None
CONSENT CALENDAR ITEM PULLED
Council Member Halldin requested to pull Consent Item No. C3 from the Consent Calendar as there was public comment for this item and for a separate vote.
C3. Regional Housing Needs Allocation (RHNA) Inventory of Sites (Second Reading of Ordinance)
Action: Adopted Ordinance No. 1192 of the City Council of the City of Rocklin Applying the Residential Minimum Density Overlay District to the Alternative Sites Identified for Inclusion in the City's Regional Housing Needs Allocation (RHNA) Inventory of Sites.
PUBLIC COMMENT
Ms. Cheryl Keller addressed the City Council requesting that the Wildcat parcel proposed as the Sierra Wilds project be removed from the RHNA Inventory of Sites list and expressed concern about the mixed-use zoning designation.
Mr. Chris Janzen addressed the City Council imploring that 1800 Wildcat be removed from the RHNA Inventory of Sites list and urged reconsideration of its zoning.
Council Member Halldin cautioned against mixed-use zoning as they often resulted in 100% multifamily housing.
10 DRAFT Meeting Minutes of September 9, 2025 Rocklin City Council 6 | P a g e
Vice Mayor Bass stated that the California Association of Realtors was supporting legislation that may harm via litigation if the city did not push housing projects, a nd looked forward to working with the Placer County Association of Realtors on this matter; and worried that future developers build projects with more density and no affordability.
Mayor Gayaldo supported keeping the Sierra Wilds project on the list as the City would potentially receive credit for housing with restricted income, noting this may provide opportunities to teachers and seniors with affordable housing.
Motion to approve Consent Calendar Item No. C 3 as previously approved at the August 26, 2 025 meeting, with a deletion of the Wildcat parcel by Council Member Halldin, seconded by Vice Mayor Bass. Motion failed by the following vote:
Ayes: Councilmembers Bass, Halldin
Noes: Councilmembers Broadway, Janda
Mayor Gayaldo
Absent: None
Abstain: None
Motion to approve Consent Calendar Item No. C 3 per staff recommendation , by Council Member Broadway, seconded by Council Member Janda. Passed by the following vote:
Ayes: Councilmembers Broadway, Janda
Mayor Gayaldo
Noes: Councilmembers Bass, Halldin
Absent: None
Abstain: None
PUBLIC HEARINGS
PH1. 2024 Consolidated Annual Performance and Evaluation Report (CAPER) Action: Conducted a Public Hearing and Considered the Following Action: Adopted Resolution No. 2025-201 of the City Council of the City of Rocklin Authorizing Staff to Submit the 2024 Consolidated Annual Performance and Evaluation Report (CAPER) and Authorizing th e City Manager to Execute and File All Documents Required for Submittal to the U.S. Department of Housing and Urban Development (HUD).
Mayor Gayaldo opened the public hearing for item PH1.
Management Analyst Gabrielle de Farcy presented the item to the City Council.
Public Hearings may be reordered by the Mayor with the consent of the legislative body. 11 DRAFT Meeting Minutes of September 9, 2025 Rocklin City Council 7 | P a g e
City Council comments and discussion followed.
Vice Mayor Bass requested that the non-profit funding sources , including private donations or donations received from the city or state, be shared during the next Action Plan programming update, to ensure funds are being spent in Rocklin and to account for how much the City is doing for the non-profits.
Public Comment
Motion to approve Public Hearing Item No. PH1 by Council Member Broadway, seconded by Vice Mayor Bass. Passed by the following vote:
Ayes: Councilmembers Bass, Broadway, Halldin, Janda
Mayor Gayaldo
Noes: None
Absent: None
Abstain: None
DISCUSSION ITEMS
D1. Proposition 50 (Congressional Redistricting)
Action: Discussed Proposition 50 (Congressional Redistricting), which is set to appear on the November 4, 2025 Statewide Special Election Ballot, and Provided Direction to Staff.
Vice Mayor Bass presented the discussion item expressing that local voters do not need to be told how to vote; stated that the challenge with Proposition 50 was misinformation on the issue; did not agree with the proposed citizens redistricting map for California as it di d not benefit Rocklin or Roseville; favored the previous redistricting maps as they put together communities of interest; and requested further discussion by the City Council and the public.
City Council comments and discussion followed.
PUBLIC COMMENT
Mr. Benjamin Bjorkman addressed the City Council sharing that Rocklin should not be considered a suburb of Sacramento , underscoring that there were many things that sets Rocklin apart including the local university and the recent exponential growth.
Council Member Halldin proposed the City Council establish a subcommittee; Council Member Broadway recommended that the Mayor and Vice Mayor draft a letter addressing it to the Governor, leadership and local representatives of the State 12 DRAFT Meeting Minutes of September 9, 2025 Rocklin City Council 8 | P a g e
Assembly and Senate; and Mayor Gayaldo and Vice Mayor Bass were both amenable to this and appreciated the discussion.
FUTURE AGENDA ITEMS
None.
Members of the City Council left the Council Chambers and r econvened Closed Session at 7:20 p.m.
Members of the City Council returned to the Council Chambers at 7:50 p.m.
ADJOURNMENT
Mayor Gayaldo adjourned the meeting at 7:50 p.m.
_______________________________
Jill Gayaldo, Mayor
This is to certify that the foregoing is a true and
correct copy of the minutes of September 9,
2025 as approved by the Rocklin City Council.
_______________________________
Avinta Singh, City Clerk
13 City Council
Staff Report
Subject:
Proclamation Declaring October 5 - 11, 2025 as Fire Prevention Week Date:
September 23, 2025
Submitted By:
Ryan Brayton, Deputy Fire Chief
Department:
Fire
Recommendation:
Approve a Proclamation Declaring October 5 - 11, 2025 as Fire Prevention Week, and Designate the Mayor to Sign the Proclamation on Behalf of the City Council.
Item Number C2.
ATTACHMENTS:
1. Fire Prevention Week Proclamation
14 Proclamation
Issued by City Council
Fire Prevention Week
October 5-11, 2025
WHEREAS, the City of Rocklin is committed to ensuring the safety and security of all those living in and visiting our community; and
WHEREAS, City of Rocklin first responders are dedicated to reducing the occurrence of fires through prevention, safety education, and community outreach; and
WHEREAS, fire remains a serious public safety concern both locally and nationally, and the presence of lithium-ion batteries in many household devices introduces unique fire risks; and
WHEREAS, the 2025 Fire Prevention Week theme, “Charge into Fire Safety: Lithium -Ion Batteries in Your Home,” serves to remind us of the importance of using, charging, and recycling lithium-ion batteries safely to reduce the risk of fires in homes and communities.
WHEREAS, most of the electronics used in homes daily — including smartphones, tablets, laptops, power tools, e-bikes, e-scooters, and toys — are powered by lithium-ion batteries, which if misused, damaged, or improperly charged, can overheat, start a fire, or explode; and
WHEREAS, residents should follow three key calls to action: buy only listed products, charge batteries safely, and recycle them responsibly to prevent battery -related fires; and
NOW, THEREFORE, BE IT RESOLVED, the Mayor and members of the City Council of the City of Rocklin do hereby proclaim and call upon all citizens of Rocklin to observe the week of October 5-11, 2025, as "Fire Prevention Week.”
In witness whereof I have hereunto set my hand and caused this seal to be affixed.
Jill Gayaldo, Mayor
ATTEST:
_____________________________
Avinta Singh, City Clerk
15 City Council
Staff Report
Subject:
City of Rocklin Records Retention Policy and Schedule Update Date:
September 23, 2025
Submitted By:
Avinta Singh, City Clerk
Department:
City Clerk's Office
Recommendation:
Adopt a Resolution of the City Council of the City of Rocklin Establishing a Records Retention Policy and Schedule for the Retention and Destruction of City Records.
Background:
State and federal statutes establish retention requirements for documents maintained by local agencies including the City of Rocklin. Compliance with these regulations, as well as management of the risks associated to records practices, requires the implementation of a citywide records management program.
Having an updated records retention schedule is crucial to a successful records management program and can help reduce current and future records storage costs, eliminate duplication of records, increase efficiency and take advantage of current technology and changes in law.
The adoption of an updated Records Retention Policy and Schedule will better ensure proper protection and management of city records. Regular review and updating of the City’s Record Retention Schedule is necessary to ensure the City is in compliance with changes in state and federal law.
Staff engaged consultant DRB Consulting Services, Inc. to assist with updating the citywide Records Retention Policy and Schedule. City departments identified records maintained within their respective departments to develop a uniform schedule for physical and electronic records based on their expertise and knowledge of their respective departments. This schedule identifies record series (types of records) and is the basis for updating the City’s Records Retention Schedule that is now presented for the City Council’s consideration. The schedule will apply to all types of City records, regardless of format, including paper, electronic, microforms, social media, electronic texts, portable media, and any future information formats adopted by the City.
The updated City of Rocklin’s Records Retention Policy and Schedule, attached to the Resolution, is a written policy which governs the period records are retained by the City. It identifies the types of records that are currently in use or maintained in the departments and provides the legal authority for the disposition of city records and demonstrates compliance Item Number C3.
16 with governmental regulations. Statutory retention requirements are used as the foundation for the proposed retention periods. This schedule will facilitate records management and specify the times and circumstances at which City departments may purge obsolete physical and electronic records efficiently and legally pursuant to Government Code Sections 34090 through 34090.6 and other state and federal laws.
In addition to the adoption of an updated Records Retention Policy and Schedule, at this time staff also recommends rescinding the two existing schedules. In 2016, the City Council adopted separate records retention schedules for the Police Department (Resolution No. 2016-85) and all other departments (Resolution No. 2016-259). There is no legal or operational reason for maintaining two schedules; therefore staff recommends repealing both of the existing schedules and adopting the proposed citywide records retention schedule, which consolidates all City departments into one schedule. For reference, the two existing schedules are included as Attachments 3 and 4.
The proposed Records Retention Policy and Schedule will apply to all departments and functions and denotes the retention requirements and timeframes for each record series based on state and federal law, as well as each department’s administrative, operational, historical, and reference needs.
Fiscal Impact:
There is no fiscal impact associated with the adoption of the new retention schedule. Cost savings are expected in the long term due to reduced demands on staff time, a reduction in the amount of space needed for storage, and easier retrieval of records for the public.
ATTACHMENTS:
1. Resolution - Records Retention Policy and Schedule
2. Resolution Exhibit A - Records Retention Policy and Schedule
3. Resolution No. 2016-85 Police Department Retention Schedule
4. Resolution No. 2016-259 Citywide Retention Schedule Excluding Police Department 17 Resolution No. 2025- September 23, 2025 Page 1 of 2
1 RESOLUTION NO. 2025-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROCKLIN
ESTABLISHING A RECORDS RETENTION POLICY AND SCHEDULE
FOR THE RETENTION AND DESTRUCTION OF CITY RECORDS
WHEREAS, Section 34090 of the Government Code of the State of California, and other state and federal laws dictate minimum records retention periods that apply to the records of the City; and
WHEREAS, Section 34090 of the Government Code of the State of C alifornia provides that, with the approval of the legislative body by resolution and the written consent of the City Attorney, the head of a City department may destroy certain records, documents, instruments, books or papers under his or her charge (“City Records”) without making a copy thereof, after the same is no longer required; provided, however, that certain records are exempt from such destruction; and
WHEREAS, records management deals with the creation, processing, maintenance, protection, retriev al, retention, preservation and disposition of recorded information required for the operation and continuance of government operations; and
WHEREAS, retention schedules are the key element in effective records management programs for City government and effective records management ensures that records are kept only as long as they have some administrative, fiscal, or legal value; and
WHEREAS, the City of Rocklin ’s Records Retention Policy and Schedule establishes the roles, responsibilities and guidelines for records management for City staff which will facilitate the orderly and efficient retention and destruction of certain records of the City; and
WHEREAS, the City of Rocklin ’s Records Retention Policy and Schedule should be reviewed periodically to ensure the schedule accurately and completely reflects the agency’s records holdings and disposition to addresses changes such as new laws and regulations, departmental name changes, new functions and programs , and best practices; and
WHEREAS, the City of Rocklin’s Records Retention Policy and Schedule will serve as a concise and authoritative document to provide a comprehensive overview to adhere to the statutes and generally accepted best practices for records management; and
WHEREAS, adopting a Records Retention Policy and Schedule for the ongoing records management, retention and disposition of obsolete City Records will assist the City in the effective management of City records, as well as provide for the efficient and transparent review of City records proposed for disposal; and
18 Resolution No. 2025- September 23, 2025 Page 2 of 2
1 WHEREAS, on April 26, 2016 adopted Resolution 2016-85, Resolution of the City Council of the City of Rocklin Establishin g a Retention Schedule for the Retention and Destruction of Police Records and Rescinding Resolution 2015 -200 and on November 29, 2016, the City Council adopted Resolution 2016-259, Resolution of the City Council of the City of Rocklin Establishing a Reten tion Schedule for City Records for All Department Except Police and Rescinding Resolution No. 2011-131.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ROCKLIN, CALIFORNIA, AS FOLLOWS:
Section 1. The City Council of the City of Rocklin hereby adopts the City of Rocklin Records Retention Policy and Schedule attached hereto as Exhibit “A” with respect to retention and destruction of records of all departments of the City of Rocklin.
Section 2. The City Attorney shall sign a written consent prior to destruction of any records described in Section 1 of this resolution.
Section 3. Resolution No. 2016-85 is hereby rescinded.
Section 4. Resolution No. 2016-259 is hereby rescinded.
PASSED AND ADOPTED this 23rd day of September, 2025, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
_________________________
Jill Gayaldo, Mayor
ATTEST:
____________________________
Avinta Singh, City Clerk
19 City of Rocklin
Records Retention
Policy and Schedule
2025
20 Table of Contents
City of Rocklin Records Retention Policy and Schedule Page 2 of 37
Table of Contents ...................................................................................................................... 2 City of Rocklin Records Retention Policy .............................................................................. 3 Purpose ................................................................................................................................... 3 Applicability ............................................................................................................................. 3 Responsibilities ....................................................................................................................... 4 City Council .......................................................................................................................... 4 City Manager ........................................................................................................................ 4 City Clerk ............................................................................................................................. 4 City Attorney ......................................................................................................................... 4 Department Directors ........................................................................................................... 5 Custodian(s) of Records ...................................................................................................... 5 Employee ............................................................................................................................. 5 State of California Public Records Act ..................................................................................... 5 Records Retention Principles .................................................................................................. 6 Specific Subject Matter Law ................................................................................................. 6 California Secretary of State Local Government Records Program ..................................... 6 Minimum Retention Otherwise ............................................................................................. 6 Permanent Records ............................................................................................................. 6 Duplicate Records ................................................................................................................ 7 Legal Holds .......................................................................................................................... 7 Disposition/Destruction of Records ......................................................................................... 7 City of Rocklin Records Retention Schedule ......................................................................... 8 Abbreviations and Acronyms ................................................................................................... 8 Definition of Terms ................................................................................................................................ 9 Administrative Services Department .................................................................................... 10 City Attorney’s Office ............................................................................................................. 15 City Clerk’s Office ................................................................................................................... 16 City Manager’s Office ............................................................................................................. 19 Community Development Department .................................................................................. 22 Fire Department ...................................................................................................................... 26 Parks and Recreation Department ........................................................................................ 28 Police Department .................................................................................................................. 30 Public Works Department ...................................................................................................... 34 21 City of Rocklin Records Retention Policy
City of Rocklin Records Retention Policy and Schedule Page 3 of 37 Purpose
The City of Rocklin's (City) records retention program provides guidelines to direct that an agency’s records are maintained in accordance with federal and state laws, contractual requirements, and standard business practices. The City of Rocklin Records Retention Policy and Schedule (RRPS) is a guideline for each City department to maintain its own records and simultaneously provide for consistent and regular disposal of non-vital records after appropriate lengths of time.
The purpose of this policy is to provide direction and standardized methods for the management, retention, and disposition of City of Rocklin records to preserve and protect records of administrative, legal, fiscal or value.
An efficient records retention policy allows the City to maintain control over its records. This policy will help:
• Promote overall compliance with legal requirements for record retention • Reduce the City’s costs for records handling, storage, and management • Eliminate the number of records held beyond legal retention requirements • Promote access to public records
• Reduce employee time required to respond to the State of California Public Records Act and discovery requests
• Provide guidelines for the appropriate utilization of digital and electronic technology to manage and store City records
• Provide direction to City employees on effective records management principles and guidelines
• Increase the security and safeguard the privacy of information contained in sensitive and confidential records
• Mitigate City’s legal risk and liability
Applicability
The City is subject to a range of statutes, rules an d best practices regarding record retention and disclosure. As such, this policy applies to all records, as defined by the State of California Public Records Act (Government Code 7920.530), whether they are maintained in hard (paper) copy, electronically, or in some other fashion. This policy and associated guidelines for responsible recordkeeping apply to all City departments and employees. Each department shall develop, implement, maintain, and adhere to a records management plan appropriate for the particular records it maintains, in cooperation with the Office of the City Clerk. This policy also applies to contracted providers and vendors who manage City records. Failure to follow this policy may result in loss of productivity, excessive costs, and litigation. This policy applies to all records, whether they are maintained in hard (paper) copy, electronically, or in some other fashion.
22 City of Rocklin Records Retention Policy and Schedule Page 4 of 37 Responsibilities
The City Council, City Manager, City Clerk, City Attorney, and Department Directors shall each be responsible for future records management policy development and procedural implementation as follows:
City Council – The City Council shall approve, by resolution, all records management policies, changes to retention schedules, and any amendments thereto.
City Manager – The City Manager or City Manager’s designee(s) shall:
1. Periodically confirm that all departments comply with the records management program and Records Retention Policy and Schedule;
2. Present to the City Council recommendations for policy amendments; and
3. Oversee the responsibilities of department directors listed below.
City Clerk – The City Clerk, or City Clerk’s designee(s), shall be responsible for the following:
1. Ensure records are readily available for distribution, delivery, inspection and duplication as required by the State of California Public Record Act;
2. Develop and maintain the City’s Records Retention Schedule in collaboration with City departments;
3. Review this Policy and Records Retention Schedule annually and update as needed;
4. Amend the Records Retention Schedule as soon as possible if a City department or division is merged, separated, or dissolved.
5. Present recommendations to the City Manager for amendments to records management policies or records retention schedules;
6. Create procedures, guidelines, and other protocols to assist City departments in effectively and efficiently managing their records consistent with this policy and other governing statutes;
7. Assist City departments and employees in performing routine records inventories and provide guidance on best practices;
8. Establish disposition and destruction procedures and templates for City department use.
9. Certify and supervise the destruction of records, ensuring that confidential records are destroyed appropriately.
City Attorney – The City Attorney or City Attorney’s designee(s) shall:
1. Review recommendations to the City Council regarding amendments to records management policies, document retention schedules, or destruction of records;
2. Review and approve the Department Director’s requests to dispose of records in accordance with this policy and retention schedule;
3. Provide legal guidance to the City Clerk in any review of, and amendment to, the retention schedule, in accordance with federal, state, and city regulations; 23 City of Rocklin Records Retention Policy and Schedule Page 5 of 37
4. Notify the City Clerk’s department immediately of all document discovery requests or any other situations which may arise that would require the City to refrain from destroying records; and
5. Provide written approval or denial of each request for destruction of records related to original agreements, ongoing litigation, or litigation holds.
Department Directors – The Department Director or Department Director’s designee(s) of shall:
1. Appoint a specific person or persons to be the Custodian(s) of Records who is responsible for the implementation of this policy within their department;
2. Create and maintain reliable and accurate filing systems to ensure the efficient maintenance, retrieval, and disposition of records under their control;
3. On an ongoing basis, identify records for timely destruction;
4. Ensure that no City records a re destroyed prior the expiration of their required retention period or approval from the City Attorney or City Attorney’s designee;
5. Submit requests to the Office of the City Clerk for amendments to records retention policy or retention schedule; and
6. Notify the City Clerk if a City department or division is merged, separated, or dissolved, the department or division so the retention schedule can be amended as soon as possible. Note: The department absorbing the newly assigned operations will become the owner of the applicable existing records.
Custodian(s) of Records: The Custodian(s) of Records shall:
1. Ensure records are readily available for distribution, delivery, inspection and duplication as required by the California Public Record Act;
2. Manage department records in compliance with this policy and any other City procedures and protocols;
3. Maintain an updated records inventory of their department’s records;
4. Educate departmental employees in records management practices;
5. Coordinate the disposition of records; and
6. Restrict access to confidential records and information.
Employee: All City employees shall:
1. Manage, protect, preserve, store, transfer, destroy or otherwise dispose of, use and manage public records in accordance with applicable fe deral and state regulations, and the City’s established Records Retention Policy and Schedule.
State of California Public Records Act
The State of California Public Records Act (Act) (Government Code 7920 et seq.) provides that any record containing information relating to the conduct of the public’s business prepared, owned, used or retained by the City is a public record. Such records must be available to the public for inspection and copying, unless a particular type of record is listed as exempt under the Act. Public records include any writing, map or other document, including those kept electronically.
24 City of Rocklin Records Retention Policy and Schedule Page 6 of 37
The most common exemptions (which need not be disclosed to the public) include:
• Preliminary drafts, notes or interagency memoranda that are not retained by the City in the ordinary course of business;
• Records pertaining to pending litigation;
• Personnel, medical or similar files, the disclosure of which would constitute an unwarranted invasion of personal privacy;
• Records of complaints to, or investigations conducted by, or records of intelligence information or security procedures of the police department, or any investigatory files compiled by the city for correctional, law enforcement or licensing purposes (with some exceptions);
• Employment examinations;
• Real estate appraisals or engineering or feasibility estimates and evaluations made relative to the acquisition of property or to prospective public contracts; • Information required from taxpayers in connection with the collection of local taxes that is received in confidence;
• Records protected by other City, state or federal laws. • Records not yet in existence: The Act covers only records that already exist, and an agency cannot be required to create a record, list, or compilation. "Rolling requests" for future- generated records are not permitted.
Records Retention Principles
Determination of a particular record retention timeframe to be included in an approved record retention schedule shall be based on the applicable City, State, or Federal law, State of California Secretary of State Local Government Records Program, and/or a best practices analysis.
Specific Subject Matter Law : Where a subject matter specific statute, regulation, or ordinance speaks to a particular record or the records of a particular City department or program, then an approved retention schedule may not provide for a retention period that is less than the minimum time frame contained in the subject matter specific law.
California Secretary of State Local Government Records Program : Where a specific subject matter law does not control the retention period, an approved retention schedule may not provide for a retention period that is less than the minimum time frame contained in the California Secretary of State Local Government Records Program published guidelines and attachments regarding that record type.
Minimum Retention Otherwise: Where neither a specific subject matter law nor the California Secretary of State Local Government Records Program published guidelines apply to a record, an approved retention schedule may not provide for a retention period that is less than two years from the date the record was initially created or received unless the lesser period is expressly approved by action of the City Council.
Permanent Records: Some records, because of their enduring administrative, fiscal, legal or historical value, may be permanently retained at the discretion of the City. These values are based on an analysis of work processes, legal requirements, research needs, as well as other factors regarding how these records support the current work of the City. 25 City of Rocklin Records Retention Policy and Schedule Page 7 of 37
Duplicate Records: Unless otherwise expressly required by law to be preserved for a certain period of time or in a certain format, duplicate records may be destroyed at any time, as long as an accurate paper or electronic reproduction is otherwise maintained in the custody of a City officer or department, and the reproduction is subject to an approved retention schedule.
Legal Holds : When a City department receives notice of an existing or anticipated lawsuit, that notice shall be immediately communicated to the City Attorney’s Office. Upon notice of existing or anticipated litigation or upon request from the City Manager, City Clerk, or Department Director for investigative or review purpose, the Office of the City Attorney shall initiate a record hold to suspend operation of the applicable record retention schedule. Each department within the City shall have a designated person responsible for conveying this notice and implementing a record hold.
Disposition/Destruction of Records
The records classification and retention periods outlined in the City’s Records Retention Schedule constitute legal authority for the retention and disposition of Official Records. The proper disposition of records helps protect vital records and ensures compliance with retention requirements. Proper rec ord retention also helps improve the City’s efficiency and lower the costs of file maintenance, retrieval, and storage.
There are several periods in the lifecycle of a record. They are commonly referred to as the active period, inactive period, and final disposition period.
The active period varies according to the record, but is generally characterized as a record that is used frequently during the course of business and should be readily accessible.
The inactive period is when the record’s regular use declines but the record is still required to be held.
The final disposition is generally the end of the record’s life and a final decision is made about the record. This can include the scanning of a record for electronic storage or destruction of the record.
Generally, each department is responsible for reviewing all records in its custody on an annual basis. Records that have reached the end of their retention period are to be destroyed pursuant to City’s retention schedule and procedures. No records shall be destroyed until they meet the minimum retention period listed on the currently approved record retention schedule, and destruction is approved by the City Clerk and City Attorney. If changes to the retention period of a record on the City’s Record s Retention Schedule has occurred between the creation of the record and its planned destruction, departments will follow the current approved retention schedule. The City’s records destruction procedures shall be followed which will be outlined in the City of Rocklin Records Retention Procedures Manual. 26 City of Rocklin Records Retention Policy and Schedule Page 8 of 37
City of Rocklin Records Retention Schedule
Abbreviations and Acronyms
Cal.: California
CBC: California Building Code
CCP State of California Code of Civil Procedure
CCR: California Code of Regulations
CEQA: California Environmental Quality Act
CFC: California Fire Code
CFR8 Code of Federal Regulations
DOJ: United States Department of Justice
EVC: State of California Evidence Code
EC: State of California Elections Code
GC: State of California Government Code
HSC: State of California Health and Safety Code
IFC: International Fire Code
LC: State of California Labor Code
OSHA: Occupational Safety and Health Administration
PC: State of California Penal Code
PCC: State of California Public Contract Code
POST: Commission on Peace Officer Standards and Training Policies, Manuals, or Directives
RTC: State of California Revenue and Taxation Code
USC: United States Code
WIC: State of California Welfare and Institutions Code
27 City of Rocklin Records Retention Policy and Schedule Page 9 of 37
Definition of Terms
Active: Record is kept by the City until all activity is completed then destroyed.
By File: Retention is determined on a file-by-file basis. This retention is limited to classification upon recommendation by Department.
Maturity: The date of which the principal amount of a bond is scheduled to be repaid to the bondholder.
Permanent: Retention of a record which has administrative, historical, fiscal or legal value to the public, the City or is required by law to be kept permanently.
Supersede: Record begins retention period upon receipt of a replacement document.
Term: Record is destroyed upon termination of the responsible manager.
Transfer: After completion of activity, the record is transferred to Department responsible for the original project. Retention is scheduled by the Department originating the project.
Until Sold: Record is kept by the City until the vehicle or equipment is sold or taken out of service. Record is placed with the vehicle/equipment or destroyed.
Years: Number of years record is required to be kept by the City before disposition or destruction.
28 City of Rocklin Records Retention Policy and Schedule Page 10 of 37
Department/Division Description of Record Medium Retention Statutory Reference
City of Rocklin Records Retention Schedule
Administrative Services Department
Finance/ Accounting Accounts Payable – May include, but is not limited to: vendor invoices, payment vouchers,
cleared checks, check registers, IRS 1099 Forms,
Electronic 5 years 18 CCR 1698
21 CCR 31.6001-1
CCP 337
IRS W9 Forms, CA Forms 587 and 590 GC 12946
GC 34090
Finance/ Accounting Accounts Receivable Electronic & 4 years CCP 337 Paper 26 CFR 31.6001-1(e)(2)
Finance/ Accounting Assets Electronic & 4 years CCP 337 Paper GC 34090
Finance/ Accounting Bank Statements Electronic & 5 Years 26 CFR 1.6001-1 Paper
Finance/ Accounting Budget Work Papers Electronic 5 years GC 34090 Finance/ Accounting Tax Returns Electronic 5 years 26 USC 31.6001-1 18 CCR 1698
Finance/ Accounting Journal Entries Electronic 5 years CCP 337 Finance/ Accounting Financial Audits & Reports Electronic & Until superseded but CCP 337/GC § 34090 Paper not less than 5 years.
Finance/ Accounting Bond Financing Documents Electronic & Paper
Maturity + 10 years CCP 337.5
GC 34090
GC 53921
Finance/ Accounting Dog & Business Licenses Electronic & Paper
5 years GC 34090
CCP 337
CCP 338
Finance/ Accounting Grants: Including, but not limited to, applications, reports, contracts, and supporting documents.
Electronic &
Paper
Unsuccessful Grant: 2
years
CCP 337
GC 34090
Successful Grant: Per
the requirements of
the audit period of the
grant, or Completion +
3 years, whichever is
longer
Finance/ Accounting Capital Improvement Program (CIP): Includes, but is not limited to: Supporting documents including
Electronic &
Paper
10 years CCP 337.15
GC 34090
29 City of Rocklin Records Retention Policy and Schedule Page 11 of 37
City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference bidders lists, specifications, reports, plans, work
orders, schedules
Finance/ Accounting Cash Receipts Electronic &
Paper
4 years GC 34090
Finance/ Accounting Agreements / Contracts Electronic & Paper
Final Payment + 7
years
CCP 337
CCP 343
GC 8546.7
Finance/ Accounting Construction Bonds Paper Maturity + 10 years CCP 337.5 26 CFR 1.148-5
Finance/ Accounting Developer Reimbursement
(Note: bond proceeds distributed to developers
upon completion of construction.)
Finance/ Accounting Surplus Property:
Electronic &
Paper
Electronic &
4 years GC 34090
GC 34090
Auction
Disposal
Paper Audit + 2 years
Audit + 4 years
Finance/ Investment
Management
Finance/ Investment
Management
Finance/ Investment
Management
Treasurer’s Report Electronic &
Paper
Investment Contracts Electronic &
Paper
Investment Analysis Electronic &
Paper
5 years CCP 337
GC 34090
7 years CCP 337, 338
GC 945.6(a)(2), 8546.7,
34090, 53607
2 years CCP 337, 338
GC 945.6(a)(2), 8546.7,
34090, 53607
Finance Bond Offering Statements Electronic &
Paper
Maturity + 10 years CCP 337.5
Finance/ Special Districts
Administrations
Finance/ Special Districts
Administrations
Finance/ Special Districts
Administrations
Annual Assessment/Special Tax Calculations Electronic & Paper
Assessments/ Special Taxes Collected Electronic &
Paper
Delinquency/ Foreclosure Records Electronic &
Paper
5 years GC 34090
5 years GC 34090
5 years CCP 338
30 City of Rocklin Records Retention Policy and Schedule Page 12 of 37
City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference
Human Resources Employee Personnel Files – May include, but is not limited to, applications, personnel documents,
membership, employment referral records,
performance evaluations, grievances concerning
the employee, layoff notices, payroll
authorization, education and training notices
Date of Separation + 5
years (For Police and
Fire, Date of
Separation + 10
years).
GC 12946
GC 34090
Human Resources Job Descriptions Electronic Supersede + 5 years 29 CFR 1627.3 GC 12946
GC 34090
Human Resources Recruitment / Job Posting / Application Records Electronic & Paper
Separation +5 years 29 CFR 1607.4
29 CFR 1627.3
GC 12946
GC 34090
LC 1197.5
Human Resources MOUs Electronic Permanent 29 CFR 516.5(b) 29 USC 211
29 USC 516.6
CCP 337
GC 12946
GC 34090
Human Resources Negotiations – May include, but is not limited to:
notes, notebooks, and correspondence
Electronic &
Paper
Current MOU + 2
Previous Contracts
GC 34090
Human Resources Pension Documents Electronic & Date of Separation or 29 CFR 1627.3 Paper Plan Termination + 3 29 CFR 516.5
years
Human Resources Pre-employment Records – Hired Electronic Length of Employment 29 CFR 1602.3 + 5 years GC 12946
GC 34090
LC 1174
Human Resources Pre-employment Records – Not Hired Electronic 4 years 29 CFR 1602.31 29 CFR 1627.4
GC 12946
GC 34090
Human Resources Salary Schedules Electronic Permanent GC 12946 GC 34090
Human Resources Unemployment Compensation 7 years GC 34090 31 City of Rocklin Records Retention Policy and Schedule Page 13 of 37
City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference
Human Resources/ Worker’s Compensation Records – may include, Electronic Separation +10 or 29 CFR 1910.1020 Risk Management but not limited to, documents listed below. Termination + 10 or 8 CCR 15400.2 listed retention period 8 CCR 3204
Worker's Compensation Indemnity Claims (whichever is longer) 8 CCR 5144 Pre-designated Doctors 8 CCR 10102
Work Related Exposure Records: 30 years GC 12946
Employee First Aid Records and Worker's GC 34090
Compensation Incidents
Claim files
Human Annual 1095’s & Associated Reports Electronic & 6 years 26 CFR 1.6001-1 Resources/Payroll Paper 26 CFR 31.6001
29 CFR 516.5-516.6
GC 34090
Human Annual W-2’s & Associated Reports Electronic & 6 years 26 CFR 1.6001-1 Resources/Payroll Paper 26 CFR 31.6001-1
29 CFR 516.5-516.6
GC 34090
Human Pay Advices Electronic 6 years 26 CFR 1.6001-1
Resources/Payroll 26 CFR 31.6001-1
GC 34090
Human Payroll Adjustments Electronic & 6 years 26 CFR 1.6001-1 Resources/Payroll Paper 26 CFR 31.6001
29 CFR 516.5-516.6
GC 34090
Human
Resources/Payroll
Payroll Liability Payments Electronic &
Paper
6 years 26 CFR 1.6001-1
26 CFR 31.6001
29 CFR 516.5-516.6
GC 34090
Human
Resources/Payroll
Payroll Processing Documents Electronic &
Paper
6 years 26 CFR 1.6001-1
26 CFR 31.6001
29 CFR 516.5-516.6
GC 34090
Human
Resources/Payroll
Quarterly Tax Reports/Filing Electronic &
Paper
6 years 26 CFR 1.6001-1
26 CFR 31.6001
GC 34090
32 City of Rocklin Records Retention Policy and Schedule Page 14 of 37
City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference Human
Resources/Payroll
Timesheets Electronic &
Paper
4 years GC 12946
GC 34090
LC 1174
Human Resources/
Risk Management
Human Resources/
Risk Management
Human Resources/
Risk Management
Human Resources/
Risk Management
Insurance Certificate Term + 10 years CCP 337
Insurance Renewal Work Papers & Applications 2 years GC 34090 Incident Reports 7 years CFC 104.6
GC 34090
Release of Liability Acknowledgment of Risk 5 years GC 34090 Information Technology Agreements/Contracts Electronic Termination or Completion +10 years
CCP 337
CCP 343
GC 8546.7
Information Technology Bids, Requests for Proposals (RFP), Requests for Quotes (RFQ): May include, but is
not limited to: requests for proposals (RFP),
requests for qualifications (RFQ), bid exemption
documents, bid and quote lists, notices of bid
opening and award, comparison summaries,
spreadsheets, tabulation worksheets, bid
advertising records, tally sheets, bid
specifications, bid award letter and other related
correspondence or records.
Electronic Unsuccessful Bids 2
years
Successful Bids 10
years
GC 34090
CCP 337
CCP 337.15
Information Technology Correspondence – May include, but is not limited to: Email, Instant Message, Teams Chat
Electronic 2 years GC 34090
Information Technology Inventory Lists Electronic 2 years GC 34090 Information Technology Warranty/Maintenance of Equipment Electronic Life of Equipment or 2 years, whichever is
greater
GC 34090
33 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 15 of 37
City Attorney’s Office
City Attorney Services Advice Files: Includes, but is not limited to: All legal documents relating to subject
Conclusion of matter
+ 5 years
GC 34090
City Attorney Services Closed Session Materials: Includes, but is not Until no longer GC 34090 limited to: Memorandum, legal advice, staff required but no reports and other supporting documentation, shorter than 2 years correspondence
Litigation Code Enforcement & Nuisance Abatement: Case resolution + 5 GC 34090 Litigation Files (Code Enforcement keeps pre- years
litigation files)
City Attorney Services Collections: Includes, but is not limited to: Liens and other records related to collection of a debt
Lien release or date
debt satisfied + 5
years
GC 34090
City Attorney Services Correspondence Until no longer
needed, but no
shorter than 2 years
GC 34090
City Attorney Services Criminal Prosecution Files: Includes, but is not limited to: All documents relating to case, such as
moving papers, legal analysis, memorandum,
correspondence
Conclusion of case +
5 years
GC 34090
City Attorney Services Legal Opinions & Advisory Memos Permanent GC 34090 Litigation Litigation Files: Includes, but is not limited to: All documents relating to case, such as moving
papers, legal analysis, memorandum,
correspondence
Until no longer
required, but not
shorter than 5 years
CCP 337
GC 911.2
GC 34090
PC 832.5
City Attorney Services Outside Counsel Agreements: Includes, but is not limited to: Retainer letters, RFQ/Proposals,
Contracts, Billing Records
Lifetime of matter for
which firm is retained,
but no shorter than 2
years
GC 34090
Litigation Pitchess Motions: Includes, but is not limited to:
Moving papers and other related case documents
Until no longer
required, but no
shorter than 5 years
GC 34090
City Attorney Services Settlement Agreements Permanent GC 34090 City Attorney Services Weapons Petitions: Includes, but is not limited to: Until no longer GC 34090 Moving papers and other related case documents required, but no shorter than 2 years
34 City of Rocklin Records Retention Schedule
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City Clerk’s Office
City Clerk Affidavits of Publication Electronic &
Paper
4 years CCP 343
GC 34090
GC 54960.1(c)(1)
City Clerk Administrative Hearings Electronic &
Paper
Final Decision + 2
years
GC 34090
City Clerk Administrative/ Policies & Procedures Handbooks and Manuals
City Clerk Agreements/ Contracts / Change Orders
Franchise Agreements
City Clerk Bids, Requests for Proposals (RFP),
Requests for Quotes (RFQ): May include, but is
not limited to: requests for proposals (RFP),
requests for qualifications (RFQ), bid exemption
documents, bid and quote lists, notices of bid
opening and award, comparison summaries,
spreadsheets, tabulation worksheets, bid
advertising records, tally sheets, bid
specifications, bid award letter and other related
correspondence or records.
City Clerk Boards, Commissions, and Committees:
Applications of Members Selected
Applications of Members Not Selected
Electronic &
Paper
Electronic &
Paper
Electronic &
Paper
Electronic &
Paper
Electronic
Superseded + 2
years
Termination or
Completion +10
years
Permanent
Unsuccessful Bids 2
years
Successful Bids 10
years
Term + 2 years
2 years
GC 34090
CCP 337
CCP 337.15
CCP 343
GC 8546.7
GC 34090
CCP 337
CCP 337.15
GC 34090
City Clerk Ceremonial Documents /Proclamations
Note: Retain permanently if deemed
administrative, legal, fiscal and/or historical value.
Electronic 2 years GC 34090
City Clerk Claims Against the City Electronic &
Paper
Final Resolution + 5
years
CCP 337
CCP 343
GC 34090
35 City of Rocklin Records Retention Schedule
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City Clerk Correspondence Electronic &
Paper
2 years GC 34090
City Clerk Digital Recordings: Video and/or audio recordings of Brown Act bodies, including City Council,
Planning Commission, Community Recognition
Commission, Arts Commission, Parks and
Recreation Commission
Elections
Ballot Measure
Electronic Permanent GC 34090
City Clerk Electronic &
Paper
Petitions
Unsuccessful Candidate Statements
Successful Candidate Statements
Election Results
Nomination Papers
Oath of Office
2 years
7 years
Permanent
Permanent
Term + 4 years
Term + 6 years
EC 17200
GC 81009
GC 81009
EC 17200, EC 17300, EC
17400, GC 34090
EC 17100(a)
29 USC 1113
City Clerk Fair Political Practices (FPPC) Forms:
Campaign Disclosure Records
Elected Candidate
Unsuccessful Candidate
Statement of Economic Interests (Form 700)
Note: Transitory Record - maintain indefinitely or
until data is transferred to a new tracking system.
Form Series 400 - Officeholders including
committees supporting or opposing: permanent
Unsuccessful candidates: filing date + 5 years
All others not listed above: filing date + 7 year
Form 700: filing date + 7 years
Form Series 800: filing date + 7 years
Electronic &
Paper
GC 81009(a-g)
GC 34090
Permanent
5 years
Term + 7 years
City Clerk Financing Districts Electronic &
Paper
Permanent GC 34090
City Clerk Grand Jury Reports Electronic 20 years GC 34090
36 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 18 of 37
City Clerk Insurance Certificates Electronic &
Paper
Expiration +10 years CCP 337.15
GC 34090
City Clerk Legislative Documents (City Council)
Agendas & Agenda Packets
Minutes
Digital Recordings
Ordinances
Resolutions
Electronic &
Paper
Permanent GC 34090
City Clerk Municipal Bond Issues Permanent GC 34090
City Clerk Public Comment Cards Electronic &
Paper
2 years GC 34090
City Clerk Public Notices Electronic 4 years or completion of project + 4 years
CCP 343
GC 34090
GC 54960.1(c)(1)
City Clerk Public Records Requests Electronic &
Paper
City Clerk Recorded Documents Electronic &
Paper
City Clerk Summons/ Subpoenas Electronic &
Paper
Completion + 2 years GC 34090
Permanent GC 34090
2 years GC 34090
City Clerk Training Certificates/Logs (Ethics & Harassment Prevention)
Electronic Date of Document +
5 GC 53235.2 (b)
GC 53237.2 (b)
GC 34090
37 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 19 of 37
City Manager’s Office
City Manager -
Administration
Administrative Policies & Procedures Electronic Supersede + 2 years GC 34090 City Manager -
Administration
City Manager -
Administration
City Manager -
Administration
Annual & Special Reports
Note: Records considered historical in value are
typically kept permanently.
Arts Commission
Agendas & Agenda Packets
Digital Recordings
Minutes
Community Recognition Commission
Agendas & Agenda Packets
Digital Recordings
Minutes
Electronic 2 years GC 34090
Permanent GC 34090
Permanent GC 34090
City Manager -
Administration
Contracts Electronic Termination or
Completion +10
years
CCP 337
CCP 337.15
CCP 343
GC 8546.7
City Manager -
Administration
Correspondence Electronic &
Paper
2 years GC 34090
City Manager -
Administration
City Manager -
Administration
Events – City Sponsored
Note: Records considered historical in value are
typically kept permanently.
Grant Records – May include, but not limited to:
applications including project proposals,
summaries, objectives, activities, budgets,
exhibits, an aware notification, grant evaluation
records and recommendations concerning grant
applications, grant administration records
including progress reports, budgets, project
objectives, proposals, and summaries, record
documents allocation of funds, contracts, records
monitoring project plans and measuring
achievement, equipment inventories, financial
Electronic 2 years after event or
Permanent
Electronic Unsuccessful Grant:
2 years
Successful Grant:
Per the requirements
of the audit period of
the grant, or Final
Payment + 6 years,
whichever is longer
GC 34090
2 CFR 200.334-338
21 CFR 1403.36(i)(11)
24 CFR 91.105(h)
24 CFR 570.502(a)(7)(i)(a)
29 CFR 97.36(i)(11)
29 CFR 97.42(b)
GC 34090
38 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 20 of 37
City Manager -
Administration
reports, accounting records, audit reports,
expenditure reports, and related correspondence
and documentation.
Invoices Electronic 6 years 26 CFR 31.6001-1(e)(2)
GC 34090
City Manager -
Administration
Legislative Affairs – May include, but not limited
to: letters of support/opposition
Electronic 2 years GC 34090
City Manager –
Administration
Bids, Requests for Proposals (RFP),
Requests for Quotes (RFQ): May include, but is
not limited to: requests for proposals (RFP),
requests for qualifications (RFQ), bid exemption
documents, bid and quote lists, notices of bid
opening and award, comparison summaries,
spreadsheets, tabulation worksheets, bid
advertising records, tally sheets, bid
specifications, bid award letter and other related
correspondence or records.
Electronic &
Paper
Unsuccessful Bids 2
years
Successful Bids 10
years
GC 34090
CCP 337
CCP 337.15
City Manager –
Administration
Surveys and Questionnaires
(For citizen feedback and engagement)
Electronic Survey/Questionnaire
Closing Date+ 2
years
GC 34090
Communications Historical Photos Electronic Permanent GC 34090
Communications Press Releases / News items Electronic 2 years GC 34090 Communications Social Media Content Electronic 2 years GC 34090 GC 7920.530
GC 7920.545
Communications Weekly E-Newsletter
Note: Records considered historical in value are
typically kept permanently.
Electronic Current year +2 years
or Permanent if
deemed Historical
GC 34090
Housing Affordable Housing Developments – Deed
Restriction
Electronic &
Paper
5 years after the
Affordability Period
2 CFR 200.334
24 CFR 570.502(a)
39 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 21 of 37
Housing Affordable Housing Developments w/out
Recapture / Resale Restriction
Note: HUD requires 5 years after the agreement
terminates; consistent with Consolidated Plan
Requirements; required for 3-4 years from
expenditure or performance report.
Terminates or the
Written Agreement
Terminates,
whichever is longer
Electronic Loan Payout + 5
years
24 CFR 92.508(a)&(c)
24 CFR 982.158, 884.214
29 CFR 97.42
GC 34090
2 CFR 200.334;
24 CFR 570.502(a)
24 CFR 884.214
24 CFR 92.508(a)&(c)
24 CFR 982.158
29 CFR 97.42
GC 34090
Housing Community Development Block Grant Electronic Final Payment + 5 years
24 CFR 570.502
24 CFR 85.42
GC 34090
Housing First Time Homebuyers: May include, but is not
limited to: covenants and documents related to
allocation of funds to program recipients
Electronic &
Paper
10 years GC 34090
Housing Grants: May include, but is not limited to:
applications including project proposals,
summaries, objectives, activities, budgets,
exhibits, an aware notification, grant evaluation
records and recommendations concerning grant
applications, grant administration records
including progress reports, budgets, project
objectives, proposals, and summaries, records
documents allocation of funds, contracts, records
monitoring project plans and measuring
achievement, equipment inventories, financial
reports, accounting records, audit reports,
expenditure reports, and related correspondence
and documentation
Electronic &
Paper
5 years GC 34090
Redevelopment Projects/Studies Permanent GC 34090
Redevelopment Advisory Committee Agendas Permanent GC 34090 Redevelopment Advisory Committee Minutes Permanent GC 34090 Redevelopment Advisory Committee Reports Permanent GC 34090 40 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 22 of 37
Community Development Department
Administration Architectural Review Committee:
Agendas and Agenda Packets
Digital Recordings
Minutes
Electronic &
Paper
Permanent GC 34090
Administration Bids, Requests for Proposals (RFP),
Requests for Quotes (RFQ): May include, but is
not limited to: requests for proposals (RFP),
requests for qualifications (RFQ), bid exemption
documents, bid and quote lists, notices of bid
opening and award, comparison summaries,
spreadsheets, tabulation worksheets, bid
advertising records, tally sheets, bid
specifications, bid award letter and other related
correspondence or records.
Electronic &
Paper
Unsuccessful Bids 2
years
Successful Bids 10
years
CCP 337
CCP 337.15
GC 34090
Administration Board of Appeals:
Agendas and Agenda Packets
Digital Recordings
Minutes
Electronic &
Paper
Permanent GC 34090
Administration Contracts / Agreements Electronic &
Paper
Termination or
Completion + 10
years
CCP 337.15
GC 8546.7
GC 34090
Administration Grant Files: May include, but not limited to:
applications including project proposals,
summaries, objectives, activities, budgets,
exhibits, an aware notification, grant evaluation
records and recommendations concerning grant
applications, grant administration records
including progress reports, budgets, project
objectives, proposals, and summaries, record
documents allocation of funds, contracts, records
monitoring project plans and measuring
achievement, equipment inventories, financial
reports, accounting records, audit reports,
expenditure reports, and related correspondence
Electronic &
Paper
Completion + 4 years GC 34090
and documentation.
41 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 23 of 37
Administration Noticing / Proof of Publications Electronic 4 years GC 34090 Administration Planning Commission:
Agendas and Agenda Packets
Digital Recordings
Exhibits
Minutes
Resolutions
Electronic &
Paper
Permanent GC 34090
Administration Policies and Procedures Electronic &
Paper
Superseded + 2
years
GC 34090
Building Building Permits Electronic Permanent CBC 1.8.4.3.1 GC 34090
HSC 19850
Building Building Plans Electronic &
Paper
Permanent CBC 1.8.4.3.1
CCP 337
GC 34090
HSC 19850
Building Certificates of Occupancy Electronic Permanent CBC 1.8.4.3.1 CCP 337
GC 34090
HSC 19850
Building Inspection Documents – May include, but is not limited to: plans, photos, correction notices,
special reports and mechanical specifications,
field documents, etc.
Electronic &
Paper
5 years CCP 337
GC 34090
HSC 19850
Code Enforcement Abandoned Shopping Cart Prevention Plans Electronic Superseded + 2 years
Code Enforcement Case Files Electronic Case Closure + 2 years
GC 34090
GC 34090
Code Enforcement GIS Field Maps Electronic Permanent GC 34090
Code Enforcement Permits – May include, but is not limited to:
permits issued by Code Enforcement, records
supporting permit applications, approvals,
renewals, extensions, and denials.
Electronic Expiration + 2 years GC 34090
Code Enforcement Standard Operating Procedures Electronic Superseded + 2 years
GC 34090
42 City of Rocklin Records Retention Schedule
City of Rocklin Records Retention Policy and Schedule Page 24 of 37
Engineering Applications – May include, but is not limited to:
application, records supporting application,
approvals, renewals, extensions, and denials.
Electronic Permanent GC 34090
GC 4003
GC 4004
HSC 19850
Engineering Approved Improvement Plans Electronic Permanent CCP 337 GC 34090
Engineering Bridges and Overpasses – May include, but is not limited to: inspection reports, blueprints,
maintenance logs.
Electronic &
Paper
Life of Structure GC 34090
Engineering Contract Documents Electronic Termination or Completion +10
years
Engineering Daily Inspection Reports Electronic Completion + 10 years
CCP 337
CCP 337.15
CCP 343
GC 8546.7
CCP 337
GC 34090
Engineering Drainage Calculations Electronic Permanent GC 34090 HSC 19850
Engineering Engineering Capital Improvement Project Files Electronic & Paper
Permanent GC 34090
Engineering FEMA - Flood Zone Electronic Permanent GC 34090 Engineering Grant of Easements and Right of Way Electronic & Paper
Permanent 14 CCR 15095(c)
CCP 337
GC 34090
Engineering Lot Line Adjustments Electronic Permanent GC 34090 Engineering Recorded Maps Electronic Permanent GC 34090 Engineering Soils Reports Electronic Permanent GC 34090
Engineering Speed Surveys Superseded + 2
years
GC 34090
Engineering Street Vacations and Easements Permanent GC 34090 Engineering Structural Calculations Electronic Permanent GC 34090 HSC 19850
Engineering Title Reports Electronic 5 years GC 34090
Department/Division Description of Record Medium Retention Statutory Reference 43 City of Rocklin Records Retention Schedule
City of Rocklin Records Retention Policy and Schedule Page 25 of 37
Planning Administrative Variances Electronic Permanent GC 34090 Planning CEQA Filings: Including, but not limited to: Notices of Preparation (NOPs) of Draft Environmental
Impact Reports (EIR); Draft EIR; Draft
Environmental Documents; Draft Environmental
Impact Statements, Environmental Assessments,
Findings of No Significant Impact, Notices of
Determination and Notices of Exemption.
Electronic &
Paper
Permanent 14 CCR 15095(c)
GC 34090
CEQA Statute & Guidelines
Planning Home Occupation Permits – May include, but is
not limited to: permits, records supporting permit
applications, approvals, renewals, extensions, and
denials.
Electronic Permanent CBC 1.8.4.3.1
CCP 337
GC 34090
HSC 19850
Planning Mobile Pushcart Permits – May include, but is not limited to: permits, records supporting permit
applications, approvals, renewals, extensions, and
denials.
Planning Oak Tree Removal Permits – May include, but is not limited to: permits, records supporting permit
applications, approvals, renewals, extensions, and
denials.
Electronic Expiration + 2 years GC 34090
Electronic Expiration + 3 years GC 34090
Planning Planning and Zoning Project Files – May include, but is not limited to: applications, exhibits,
environmental documents.
Electronic &
Paper
Project Completion +
10 years or
Permanent if deemed
historic
14 CCR 15095(c)
GC 34090
Planning Sign Permits – May include, but is not limited to:
permits, records supporting permit applications,
approvals, renewals, extensions, and denials.
Planning Special Event Permits – May include, but is not limited to: permits, records supporting permit
applications, approvals, renewals, extensions, and
denials.
Electronic Permanent GC 34090
Electronic Expiration + 2 years GC 34090
Planning Zoning Interpretation (by correspondence or
memo from CDD Director or designee, or
Planning Commission)
Electronic &
Paper
Permanent GC 34090
Department/Division Description of Record Medium Retention Statutory Reference 44 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 26 of 37
Fire Department
Administration Fire Accounts/Receivables Electronic 5 years GC 34090 Administration First Responder Fee Waivers Electronic & Paper
2 years GC 34090
Administration Historic Fire Admin Records (Admin Documents, Fire Plans, Council Staff Reports, etc.)
Note: Records considered historical in value are
typically kept permanently.
Electronic Permanent GC 34090
Administration Policy & Procedures Electronic &
Paper
Administration Station Logs Electronic &
Paper
Supersede + 5 years GC 34090
5 years GC 34090
Operations Fire Incident Reports Electronic Permanent GC 34090 CFC 104.6
Operations Fire Investigations (Arson) Electronic &
Media
Permanent CCP 338
Operations Prehospital Care Reports Electronic 7 years 22 CCR 70751 CCP 340.5
CCP 340.8
GC 34090
Operations Target Solutions/Vector (Training)
Note: Transitory Record - maintain while active or until data is transferred to a new tracking system.
Operations Vector Check-It (Narcotics, Apparatus, SCBA) Note: Transitory Record - maintain while active or until data is transferred to a new tracking system.
Electronic Permanent GC 12946
GC 34090
Electronic Permanent CCP 340.5
CCP 340.8
GC 12946
GC 34090
Prevention Brycer Compliance (Inspections)
Note: Transitory Record: - maintain indefinitely or until data is transferred to a new tracking system.
Electronic Indefinite (Minimum 5
years)
GC 34090
CFC 104.6
Prevention Fire Inspections Electronic 5 years CFC 104.6 Prevention Fire Plans Electronic &
Paper
Permanent CCP 337.15
GC 34090
GC 4003-4004
45 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 27 of 37
Prevention Hydrant, Hose & Ladder Records Electronic &
Paper
Training Department Training Logs & Records Electronic & Paper
HSC 19850-19852
5 years GC 34090
Indefinite GC 34090
Training Personal Protective Gear Inspection &
Maintenance
Electronic &
Paper
Indefinite GC 34090
Training Annual Mask Fit Testing Electronic &
Paper
Permanent GC 34090
46 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 28 of 37
Parks & Recreation Department
Parks All Park Plans / As-Builts Electronic & Paper Permanent CCP 337.15 GC 34090
GC 4003-4004
HSC 19850-19852
Parks Cell Tower Agreements & Plans Electronic Permanent CCP 337.15 GC 34090
GC 4003-4004
HSC 19850-19852
Parks Division Safety Meeting Sign-In Sheets Electronic & Paper Separation + 5 years GC 12946 GC 34090
Parks Land Acquisitions Electronic & Paper Permanent GC 34090
Parks Maintenance / Repairs Electronic & Paper 2 years GC 34090 Parks Park Inspection Reports Electronic Completion + 5 years
CCP 338
GC 34090
Recreation Facility and Park Rental Permits Electronic & Paper Expiration + 4 CCP 337 CCP 343
GC 34090
Recreation Instruction & Event Contracts Electronic Expiration + 4 CCP 337 CCP 343
GC 34090
Recreation Recreation Program Registration Forms Electronic 2 years GC 34090 Recreation Volunteer Program Participants Information
Note: Transitory Record - maintain indefinitely
or until data is transferred to a new tracking
system.
Electronic 2 years GC 34090
Parks & Recreation Accounts Payable Electronic 6 years 26 CFR 31.6001-1(e)(2) GC 34090
Parks & Recreation Cash Receipts Electronic Final Payment + 7 CCP 337 GC 34090
Parks & Recreation City Council Reports
Note: Original Council Reports retained
permanently by the City Clerk’s Office.
Electronic 2 years GC 34090
47 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 29 of 37
Parks & Recreation Director and Manager Administrative Files Electronic Supersede or completion + 2 years
GC 34090
Parks & Recreation Grants, Project Proposals and Bid Documents:
May include, but is not limited to: requests for
proposals (RFP), requests for qualifications
(RFQ), bid exemption documents, bid and
quote lists, notices of bid opening and award,
comparison summaries, spreadsheets,
tabulation worksheets, bid advertising records,
tally sheets, bid specifications, bid award letter
and other related correspondence or records.
Electronic Final Payment + 6
years
2 CFR 200.334-338
21 CFR 1403.36(i)(11)
24 CFR 91.105(h)
24 CFR 570.502(a)(7)(i)(a)
29 CFR 97.36(i)(11)
29 CFR 97.42(b)
GC 34090(d)
Parks & Recreation Incident/Injury Reports Electronic Settlement or Closure + 5 years
29 CFR 1904.33(a)
Parks & Recreation Marketing and Social Media Materials Electronic 2 years GC 34090 GC 7920.530
GC 7920.545
Parks & Recreation Parks and Recreation Commission:
Agendas & Agenda Packets
Digital Recordings
Minutes
Resolutions
Electronic Permanent GC 34090
Parks & Recreation Purchase Orders Electronic Final Payment + 4 years
CCP 337
GC 34090
GC 7920.530
GC 7920.545
48 City of Rocklin Records Retention Schedule
City of Rocklin Records Retention Policy and Schedule Page 30 of 37
Police Department
Administration Background Investigation Files (Hired) Paper Termination + 5 Years GC 34090 Administration Background Investigation Files (Non-Hired) Paper Closed + 5 Years GC 34090 Administration Complaints And Grievances – Exonerated Electronic Exoneration + 5 Years
Administration Complaints And Grievances – Upheld Electronic Final Determination + 15 Years
PC 832.5(b)
2 CCR 26
PC 832.5(b)
Administration Grants/Audits/Applications Electronic Current Year + 5 Years or
requirements of
grant, whichever is
longer
GC 34090
Administration Internal Affairs Investigation arising out of a Citizen Complaint
Electronic No Misconduct: Final
Determination + 5
Years
Finding of
Misconduct: Final
Determination + 15
Years
EVC 1045
GC 12946
GC 34090
PC 832.5
Administration Internal Affairs/Internal Complaints Electronic Disposition Date + 5 Years
GC 12946
GC 34090
PC 801.5
Administration Internal Affairs/Officer Involved Death
Investigation
Electronic Disposition Date + 25
Years On Officer
Involved Shooting
EVC 1045
GC 12946
GC 34090
PC 801.5
PC 832.5
Administration Press Releases Electronic Current Year + 2 Years
GC 34090
Administration Reports or Studies of Law Enforcement
Operations
Electronic Current Year + 2
Years
GC 34090
POST
Department/Division Description of Record Medium Retention Statutory Reference 49 City of Rocklin Records Retention Schedule
City of Rocklin Records Retention Policy and Schedule Page 31 of 37
Administration Timekeeping Documents Electronic Current Year + 5 Years
GC 12946
GC 34090
Administration Training Records – All Staff, Misc. Topics Electronic Termination + 5 Years GC 34090 POST
Administration Training Records – Peace Officer for
Range/Firearms
Custodian of Records Audio Recordings: Routine and Emergency Phone Calls and Radio Traffic for All Recorded
Channels/Frequencies
Custodian of Records Audio/Video Recordings: In-Car or Personal Body-Worn Camera (BWC) (EVIDENTIARY)
Electronic Current Year + 2
Years
Electronic Current Year + 100
Days
Electronic Current Year + 2
Years +100 Days
Following Conclusion
of Any/All Court
Actions
GC 12946
GC 34090
POST
GC 34090.6(a)
GC 34090.6(c)
PC 832.18
Custodian of Records Audio/Video Recordings: In-Car or Personal Body-Worn Camera (BWC) (NON-EVIDENTIARY)
Custodian of Records Audio/Video Recordings: Interior Facility, Parking Lot, Or Campus, And Other City Locations
Electronic Current Year + 1 Year GC 34090.6(c)
PC 832.18
Electronic Current Year+ 1 Year GC 34090.6
Custodian of Records Audio/Video Recordings: Interview or Case Investigation
Electronic Per Retention
Schedule of Affiliated
Cases
GC 34090
Custodian of Records Citation: Administrative, Traffic, and Parking Electronic Current Year +2 Years
Custodian of Records Department Equipment Manuals Electronic Life of equipment + 2 Years.
GC 34090
GC 34090
Custodian of Records District Attorney or Discovery Requests for Records
Custodian of Records Evidence Log; Property and Court Disposition Documents
Electronic Date of Request + 2
Years.
Electronic Case Adjudication + 2
years
GC 34090
GC 34090
Custodian of Records Field Interview Log Electronic Current Year+ 2 Years
GC 34090
Custodian of Records Live Scan Applications and Associated Documents
Electronic Current Year + 2
Years.
GC 34090
Department/Division Description of Record Medium Retention Statutory Reference 50 City of Rocklin Records Retention Schedule
City of Rocklin Records Retention Policy and Schedule Page 32 of 37
Custodian of Records Permit Applications and Associated Documents (Massage, Taxi, Bingo, etc.)
Electronic Date of application (if
denied) or date of
permit expiration if
issued + 2 Years
GC 34090
Custodian of Records Permit Log: Parking, CCW Electronic Date info. is logged by PD + 2 Years
GC 34090
Custodian of Records Records Management System (RMS) Electronic Permanent GC 34090
Custodian of Records Registration: Sex, Arson, Gang Electronic Permanent HSC 11594 PC 457.1
PC 290
Custodian of Records Report: Felonies and/or Aggravated Assault Sex Crimes
Electronic Permanent PC 290
PC 800
Custodian of Records Report: Felonies/Capital Crimes Electronic Permanent PC799 Custodian of Records Report: Firearms Lost or Stolen (Not Recovered) Electronic Permanent DOJ File GC 34090
Custodian of Records Report: Impounded or Stored Vehicle Electronic Current Year + 2 Years
Custodian of Records Report: Located Missing Person Electronic Current Year + 2 Years
GC 34090
GC 34090
Custodian of Records Report: Missing Person (Not Located) Electronic Permanent GC 34090 Custodian of Records Report: Services (Non-Criminal) Electronic Current Year + 2 Years
Custodian of Records Report: Stolen Vehicle Electronic Current Year + 10 Years
GC 34090
GC 34090
Custodian of Records Report: Misdemeanor/Infractions and All Other Non-Felony Crime Reports
Electronic Current Year + 2
Years
GC 34090
Custodian of Records Ride/Sit-Along Applications Electronic Current Year + 2 Years
Custodian of Records Sealed Adult Arrest Reports Electronic Court Order/Date of Arrest + 3 Years
Custodian of Records Sealed Juvenile Arrest Reports Electronic Court Order/Sealing Date+ 5 Years
GC 34090
PC 851.8
WIC 781(d)
Department/Division Description of Record Medium Retention Statutory Reference 51 City of Rocklin Records Retention Schedule
City of Rocklin Records Retention Policy and Schedule Page 33 of 37
Custodian of Records Statistical Reports (Annual Report, Monthly "Dashboard," UCR, MACR, etc.
Electronic Current Year + 5
Years
GC 34090
Custodian of Records Subpoena Log Electronic Current Year + 2 Years.
Custodian of Records Tow Log Electronic Current Year + 2 Years
Investigations Asset Forfeiture Proceedings and Documentation Electronic Closed / Completed + 2 Years
GC 34090
GC 34090
GC 34090
Investigations Criminal History Files (CORI) Used for
Investigation Purposes
Electronic Current Year + 2
Years (For Auditing
Purposes Only)
GC 34090
Investigations Outside Reporter SCAR Reports Electronic & Hard Copy
Current Year + 2
Years
GC 34090
Department/Division Description of Record Medium Retention Statutory Reference 52 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 34 of 37
Public Works Department
Administration Agreements/Contracts Electronic Termination or Completion +7 years
CCP 337
CCP 343
GC 8546.7
Administration Associations/Memberships Electronic Expiration + 2 years GC 34090 Administration Bids, Requests for Proposals (RFP),
Requests for Quotes (RFQ): May include, but is
not limited to: requests for proposals (RFP),
requests for qualifications (RFQ), bid exemption
documents, bid and quote lists, notices of bid
opening and award, comparison summaries,
spreadsheets, tabulation worksheets, bid
advertising records, tally sheets, bid
specifications, bid award letter and other related
correspondence or records.
Electronic &
Paper
Unsuccessful Bids 2
years
Successful Bids 10
years
GC 34090
CCP 337
CCP 337.15
Administration Correspondence Electronic 2 years CCP 337 CCP 343
GC 34090
Administration Department of Pesticide Records Electronic 2 years GC 34090 Administration Permits – May include, but is not limited to:
permits, records supporting permit applications,
approvals, renewals, extensions, and denials.
Electronic Permanent 14 CCR 15095(c)
GC 34090
Administration Public Works Emergency Plan Electronic Permanent GC 34090 Administration Safety and Training Electronic Recertification + 5 years
29 CFR 1627.3(b)(ii)
GC 12946
GC 34090
GC 53235.2(b)
GC 53237.2(b)
Administration Solid Waste Management Correspondence Electronic 2 years GC 34090 Administration Weed Abatement Electronic 2 years GC 34090 Environmental Agreements/Permits – May include, but is not limited to: agreements, permits, records
supporting permit applications, records related to
Electronic Termination or
Completion + 10
years
CCP 337
CCP 343
GC 8546.7
53 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 35 of 37
negotiations leading to agreements, approvals,
renewals, extensions, and denials.
Environmental Correspondence Electronic &
Paper
2 years GC 34090
Environmental Creek Maintenance Reports Electronic 2 years GC 34090 Environmental Flood Incident Reports Electronic 10 years GC 34090 Environmental Open Space Records Electronic 10 years GC 34090 Facilities Correspondence Electronic &
Paper
2 years GC 34090
Facilities Development/Construction Electronic Permanent GC 34090 GC 4004
HSC 19850
Facilities Facility Repair and Maintenance Electronic Completion + 2 years GC 34090
Facilities Operating Permits Electronic Superseded + 2
years
GC 34090
Facilities Safety Inspections Electronic Permanent GC 34090 Fleet Aboveground Storage Tanks – May include, but is
not limited to: maintenance records and inspection
reports.
Electronic Permanent GC 34090
HSC 19850
Fleet Correspondence Electronic &
Paper
2 years GC 34090
Fleet Fleet Management Records Electronic Life of Vehicle + 3 years
3 CCR 1234(f)
49 CFR 396.21(b)(1)
49 CFR 396.3
8 CCR 3203(b)(1)
CCP 337
Fleet Fuel Transaction Logs Electronic 4 years CCP 343
GC 34090
Fleet Hazardous Communication Plan Electronic Permanent GC 34090 Fleet Hazardous Material Disposal Report Electronic Current Year + 10 years
22 CFR 66262.40
22 CFR 66264.71(b)(6)
40 CFR 122.21(p)
54 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 36 of 37
Fleet Safety and Training Records Electronic Recertification + 5 years
Fleet Spill Prevention/Countermeasure Control Plan Electronic Superseded + 5 years
GC 34090
29 CFR 1627.3(b)(ii)
GC 12946
GC 34090
GC 53235.2(b)
GC 53237.2(b)
GC 34090
Fleet State and Federal Compliance Reports/Records Electronic Permanent GC 34090 Fleet Vehicle Maintenance Records Electronic Life of Vehicle + 3 years, no shorter 4
years total.
CCP 337
CCP 343
GC 34090
Landscape Correspondence Electronic 2 years GC 34090
Landscape Inspections Electronic Completion + 4 years GC 34090 Landscape Landscape Repair and Maintenance Electronic Completion + 2 years GC 34090 Landscape Maps/Plans Electronic Permanent 14 CCR 15095(c) CCP 337
GC 34090
Landscape Specifications – May include, but is not limited to:
Drawings, photos, reports
Electronic Permanent GC 34090
Streets Correspondence Electronic &
Paper
2 years GC 34090
Streets Maps/Plans Electronic Permanent 14 CCR 15095(c) CCP 337
GC 34090
Streets Permits – May include, but is not limited to:
permits, records supporting permit applications,
approvals, renewals, extensions, and denials.
Electronic Completion + 7 years GC 34090
Streets Street Repair and Maintenance Electronic Completion + 2 years GC 34090 Traffic Correspondence Electronic 2 years GC 34090
Traffic Maps/Plans Streetlights Electronic Permanent 14 CCR 15095(c) CCP 337
GC 34090
55 City of Rocklin Records Retention Schedule
Department/Division Description of Record Medium Retention Statutory Reference City of Rocklin Records Retention Policy and Schedule Page 37 of 37
Traffic Traffic Safety: May include, but is not limited to:
Traffic counts, Traffic signal timing reports
Electronic 10 years GC 34090
Traffic Traffic Signal and Lighting Repair and
Maintenance
Electronic Life of Signal + 2
years
CCP 337.1
GC 34090
Traffic Traffic Signs Repair and Maintenance Electronic Life of Sign + 2 years CCP 337.1 GC 34090
56 57
58 59
60 61
62 63
64 65
66 67
68 69
70 71
72 73
74 75
76 City Council
Staff Report
Subject:
Greater Sacramento Economic Council Market Visit to Germany Date:
September 23, 2025
Submitted By:
Amy Wright, Departmental Administrative Specialist
Andrew Keys, Assistant City Manager
Department:
City Manager's Office
Recommendation:
Approve International Travel for Mayor Jill Gayaldo to Participate in the Greater Sacramento Economic Council Market Visit to Germany.
Background:
The Greater Sacramento Economic Council (GSEC) is hosting its second market visit to Germany from November 29 to December 5, 2025 (Attachment 1).
The visit will build connectivity between the greater Sacramento region and Germany to drive additional investment and jobs into the community. Participation in the trip aligns with the Rocklin Economic Development Strategy, which includes focus on business attraction and retention.
While the schedule has not been finalized, the previous event featured on-site visits with senior leaders from Bosch, Siemens, Bayer Crop Science, BASF, SMA Solar and supply chain players. SMA Solar's United States headquarters is in Rocklin.
The City's Economic Development Strategy emphasizes efforts to attract and retain growing industry sectors in Clean Energy, Technology, and Life Sciences, which are key industry's highlighted in the market visit.
Mayor Jill Gayaldo has expressed interest in participating in the trip. Per Section 5 of the Travel Policy (Attachment 2), international travel requires pre-approval by the City Council.
Fiscal Impact:
The cost to participate in the trip is $6,000, which includes all travel, lodging, meals, meetings, and events. Although not specifically accounted for in the Fiscal Year 2025/26 Operating Budget, each councilmember is annually allocated $2,000 for travel/training of their choice; Mayor Gayaldo has requested her allocation be designated towards the cost of this trip. The remainder could be covered by a
$5,000 line item for participation in the 2026 Cap-to-Cap event that will likely not be utilized and can be reallocated.
Item Number C4.
77 ATTACHMENTS:
1. GSEC Germany Market Visit Invitation
2. City of Rocklin Travel Policy (Resolution No. 2024-157) 78 CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders.
From: Jill Gayaldo
To: Aly Zimmermann
Subject: Fwd: Invitation to Join GSEC’s Delegation to Germany – Nov. 29–Dec. 5 Date: Thursday, August 28, 2025 6:20:15 PM
Attachments: image006.png
image003.png
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2025 Germany market visit invite.pdf
Sent from my iPhone
Begin forwarded message:
From: Barry Broome <[email protected]>
Date: August 28, 2025 at 7:18:56 PM MDT
Cc: Troels Adrian <[email protected]>, Brittany Jones <[email protected]>, Mackenzie Riley
<[email protected]>, Hayden Kandul
<[email protected]>, Isabel Drapela
<[email protected]>
Subject: Invitation to Join GSEC’s Delegation to Germany – Nov. 29–Dec. 5
Dear Board members,
We are pleased to invite you to join the Greater Sacramento Economic Council’s leadership delegation to Germany, taking place Saturday, November 29 to Friday, December 5, 2025. This will be our second market visit to Germany, following our inaugural mission in February 2024. That first visit helped establish valuable connections with leading German firms, and this upcoming trip will provide the opportunity to continue fostering those relationships, reengage key partners, and further advance conversations that are critical to driving new economic investment into our region.
This exclusive trip will connect our region to key global partners across the semiconductor, clean technology, and mobility sectors, including Bosch, SMA Solar, Bayer Crop Science and other leading companies. As a Board leader, your participation will be instrumental in strengthening Sacramento’s international presence and attracting future investment and jobs to our community, while continuing our advocacy efforts for direct air service from Germany to Sacramento. Elevating our region’s position as a globally competitive hub in our target industries.
The delegate fee is $6,000 per person, which includes flights, hotel 79 accommodations, ground transportation, group meals, participation in business meetings/tours, and a GSEC-hosted reception.
To notify us of your interest and confirm your participation, please reply to Hayden Kandul at [email protected]
no later than
October 1, 2025.
We look forward to traveling with you and representing Greater Sacramento on the global stage.
Thank you for your support,
Barry
Barry Broome | President & CEO
| Greater Sacramento Economic Council
| o. +1 916 441 2144 | e. [email protected] | w. greatersacramento.com | a. 400 Capitol Mall, Suite 2520; Sacramento, CA 95814 Subscribe to our e-newsletter.
80 81
City of Rocklin
Travel Policy
SECTION 1 - Summary of the Employee Travel and Expense Policy
1.0 SCOPE: This Administrative Policy (Policy) applies to all City of Rocklin (City) employees, including full -time employees, part -time and temporary (seasonal) employees ; City Officials, including City Council members , Board members, Commission members, and Committee members (hereafter referred to as “Travelers”) who travel on official business for the City.
1.1 Independent contractors, employees of independent contractors, and/or consultants are not covered under this Policy as t hey are governed by the contractual agreement between their organization and the City.
1.2 PURPOSE: This Policy aims to establish business travel guidelines for Travelers that are fair, accountable, and transparent. This Policy also satisfies Government Code 53232.2, which requires the governing body to adopt a written policy, in a public meeting, specifying the types o f occurrences that qualify a member of the legislative body to receive reimbursement of expenses relating to travel, meals, lodging, and other actual and necessary expenses . Lastly, this Policy is not intended to and does not govern the allocation of any particular expense to any City department budget or other budget line item.
1.3 POLICY: It is in the City's best interest for Travelers to remain informed and trained in activities, developments, and professional trends affecting their ability to provide high- quality external and internal customer service. As such, attendance at training seminars, hearings, meetings, conferences, or other authorized gatherings is of value to the City and its residents.
SECTION 2 - General Guidelines
2.0 This Policy establishes the basic guidelines and procedures for travel on City business by all Travelers. Travelers who travel on City business as well as their respective supervisors are responsible for knowing and following this Policy.
2.1 Unless specifically stated otherwise, throughout this Policy, the term department director shall include department directors and City Manager shall include the City Manager.
2.2 Non-local travel should be on an as -needed basis. Travelers shall work with their supervisors to determine if a local venue or webinar will have the same or similar event within a reasonable time frame before scheduling non-local travel. 82 City of Rocklin
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2.3 Travelers are responsible for exercising good judgment when requesting, arranging, and making a trip. Good judgment includes the following:
• Being fiscally responsible when spending City fun ds on travel and related activities.
• Travel should be thoroughly planned well in advance of the trip. • Personal business shall not be mixed with official business if it will cost the City in dollars or lost time, or if it will harm the City’s interest in any way.
2.4 Whenever possible, a City purchase card should be used for travel costs, including registration, airfare, hotel, and rental car. A City purchase card should not be used for items that will be covered by per diem or mileage reimbursemen t (see City of Rocklin Purchase Card Program Policy and Procedures).
2.5 The City prefers to reimburse the Traveler’s actual and necessary costs after travel, rather than provide the Traveler funds in advance of travel or expense. However, the City will, on a case-by-case basis, provide a per diem advance upon request at the discretion of the department director and Director of Administrative Services or designee(s).
2.6 The Internal Revenue Service (IRS) requires that if the expenditures are not substantiated with the above information, they may be considered “wages” subject to payroll tax withholding.
2.7 Records of City expenditures for approved travel under this Policy are public records subject to disclosure to the extent required under the Public Records Act or other applicable law.
2.8 Pursuant to Government Code Section 53232.4, the use of public resources or falsifying expense reports in violation of this Policy may result in any or all of the following:
2.8.1 Loss of reimbursement privileges.
2.8.2 A demand for restitution to the City.
2.8.3 Civil penalties pursuant to Government Code Section 8314.
2.8.4 Prosecution, pursuant to Section 424 of the Penal Code.
2.8.5 The City may report the expenses as income to the individual who incurred the expense to the state and federal tax authorities.
SECTION 3 - Procedures
3.0 Requests for reimbursements of travel -related expenses are submitted on a travel reimbursement form provided by the Department of Administrative Services -Finance Division. This form must be accompanied by supporting documentation.
3.1 A travel request should be submitted to the respective department director as far in advance of travel as reasonably possible, with 1 5 days prior being adequate. Any exceptions to adequate advance notice need to be justified and approved by the Traveler’s department director. It is the department director’s responsibility to ensure the following:
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3.1.1 The purpose cannot be accomplished by mail, telephone, or internet;
3.1.2 The training, seminar, meeting, or conference is mandatory, reimbursable, or otherwise necessary to accomplish key City goals and objectives and is unavailable locally if overnight accommodations are required;
3.1.3 An appropriate number of Travelers are attending;
3.1.4 The itinerary ensures the accomplishment of the purpose at the lowest reasonable cost;
3.1.5 The Traveler understands and follows this Policy; and
3.1.6 There is adequate money in the appropriated travel budget to cover all costs associated with the trip.
3.2 For procedures on when the Traveler requests a direct vendor payment check, use of a City purchase card, or a cash advance, see Section 6 - Payment.
3.3 When the Traveler returns, a final accounting of all expenses should be approved by the appropriate department director or deputy director and submitted to the Finance Division within thirty (30) working days after completion of travel. The inability to provide such documentation in a timely fashion may result in the expense being borne by the individual who incurred the expense.
• Expenses claims from the previous fiscal year(s) shall not be received unless compliant with Section 3.3.
3.4 As part of the final accounting, Travelers should attach all itemized receipts for miscellaneous expenses before routing to the appropriate department director or deputy director for review and approval.
3.5 Any purchase card charges (non-meal, miscellaneous expenses) that were incurred by the Traveler during business shall also be included. Using a City-issued purchase card to pay expenditures does not preclude the requirement to complete and submit an expense report.
3.6 Each City Official member shall briefly report (verbally or in writing) on any meetings or events attended at the City’s expense. Such report shall be provided at the next regularly scheduled City Council or Commission/Committee/Board meeting following the event or meeting attended. If multiple officials attended, a joint report may be made.
SECTION 4 - Department Specific Forms
4.0 If the Traveler’s department utilizes a specific form to authorize travel, the Traveler shall continue to fill out those forms in addition to the form required by the Administrative Services Department.
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SECTION 5 - Travel Approval
5.0 The Administrative Services Department staff shall receive the travel request and review it against all applicable City policies prior to final authorization.
5.1 Travel more than 150 miles outside of California from City Hall shall be approved in writing by the City Manager (not a designee).
5.2 Travel outside of the United States shall be approved by the City Council.
5.3 City Officials shall receive prior approval by the City Council during a public meeting for the following:
5.3.1 Any expenditures that are not described in Section 7 – Authorized Travel.
5.3.2 Any questions regarding the propriety of a particular type of expense before the expense is incurred.
5.3.3 International travel and related expenses.
SECTION 6 - Payment
6.0 The City will pay all approved expenses for the Traveler’s trip. These expenses include transportation, lodging, registration fees, meals (if per diem is not taken), and any other related expenses if they are for official business and fit within this Policy.
6.1 There are four ways to pay for travel expenses:
1. Direct vendor payment by check in advance via purchase order.
2. Use of a City-issued purchase card (limited to miscellaneous expenses).
3. Payment by Traveler to be claimed for reimbursement.
4. An advance.
6.2 Direct vendor payments are made by the City to an organization to pay for specific costs related to a trip – usually registration fees, lodging, and airfare – and are the best method of payment. Reimbursement for out-of-pocket expenditures is processed after travel is completed. Advances are provided to Travelers before travel and may be provided upon request per Section 14 – Cash Advances. If the Traveler fails to reconcile expenses upon their return, they shall forfeit the ability to receive future advances. Purchase credit cards are issued and used according to the Purchase Card Policy.
SECTION 7 - Authorized Travel
7.0 Expenses incurred by Travelers while engaging and/or participating in the following activities and/or events may constitute authorized and reimbursable expenses (as long as other requirements of this Policy are also met):
7.0.1 The seminar, meeting, or conference is mandatory, reimbursable, or otherwise necessary to accomplish key City or employee ’s professional goals 85 City of Rocklin
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and objectives and is unavailable locally if overnight accommodations are required;
7.0.2 Communicating and/or meeting with the representatives of regional, state, and national government and their various agencies and entities on City adopted or authorized policy positions;
7.0.3 Attending educational seminars designed to improve skill and information levels;
7.0.4 Attendance at City department-approved conference, convention, hearing, training, seminar, or other meetings;
7.0.5 Participating in regional, state, and national organizations whose activities affect the City’s interests;
7.0.6 Implementing City-approved strategy for attracting or retaining businesses to the City; or
7.0.7 Attending mandatory functions of local civic or community organizations where there is a clear nexus between the event and the Traveler’s job. • The City will not pay for or reimburse expenses to attend fundraisers.
SECTION 8 - Unauthorized Expenses
8.0 The following personal expenditures incurred by Travelers shall not be reimbursed:
8.0.1 The personal portion of any trip;
8.0.2 The purchase of alcohol, tobacco, or related costs;
8.0.3 Political or charitable contributions;
8.0.4 Family expenses, including those of a partner when accompanying the Traveler on official business; dependent or pet care;
8.0.5 Entertainment expenses, including theatre, shows, movies (either in-room or in theaters), sporting events, golf, spa treatments, etc.;
8.0.6 Non-mileage personal automobile expenses including repairs, gasoline, traffic citations, and other expenses;
8.0.7 Loss of or damage to personal items while on City business;
8.0.8 Laundry or dry-cleaning services; and/or
8.0.9 Changes to travel arrangements for personal reasons that could have reasonably been foreseen.
SECTION 9 - Transportation
9.0 Use of air, train, automobile, or other modes of transportation shall be selected based on 86 City of Rocklin
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the most reasonable cost to the City after all expense items are tabulated, including travel time salary costs.
9.0.1 Airfare: Business-class and first-class travel is not reimbursable.
9.0.2 Automobile: The City’s preferred process is for the Traveler to be assigned a City-owned pool vehicle while attending an event, or the City may choose to provide the Traveler a rental vehicle for any official City business. Should Traveler’s utilize a rental vehicle, the rental should be made through a governmental pricing rental ag reement. No matter which is selected, the Traveler must abide by the City’s Vehicle Use and Driving Standards Policy.
9.0.3 Personal Vehicle: Automobile mileage is reimbursable if the Traveler is required to use a personal vehicle for travel at IRS rates in effect at the time of travel. These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other vehicle operating expenses . The Traveler must possess a valid California Driver’s License, have proof of insurance on file with the City, and understand any services or repairs to their personal vehicle and any automobile or other insurance claims that result from travel on authorized City business shall they the Traveler’s responsibility. Additionally, if the Traveler claims mileage for the use of their personal vehicle, they must provide the to/from, purpose of trip, rate, and total number of miles traveled.
A printout of the distance traveled from Google Maps or MapQuest is required.
Reimbursement for personal auto usage for business will be calculated per the current IRS guidelines, based on the following:
• If a Traveler drives round -trip from their residence to a meeting or training function, the Traveler shall claim the least amount of mileage either between their residence to their destination or their normal work location to their destination.
• If a Traveler drives round -trip from work to a meeting or training function, the round-trip mileage from the City location to the event is reimbursable at the current IRS-approved rate.
9.0.4 Car Rental: Rental rates that are reasonable and economical are eligible for reimbursement (i.e., mid-size or standard vehicle); however, if traveling with multiple employees, a larger car will be approved to accommodates the group size. Travelers shall not purchase additional car rental insurance. Purchase of such insurance shall not be eligible for reimbursement. Travelers shall refuel the vehicle before returning and pay via the City purchase card or the Traveler’s personal method . If utilizing the Traveler’s personal method, a receipt must be retained, and the amount can be submitted for reimbursement.
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9.0.5 Taxis/Shuttles/Ride-Hailing Services: Reasonable actual costs for taxi, shuttle fares, and ride-hailing services will be reimbursed including a gratuity of $5.00 or up to 20%, whichever is greater.
9.1 Travelers who receive a car allowance will not receive any additional mileage/travel reimbursement for travel within a 50-mile radius of City Hall.
9.2 In instances where more than one individual is traveling to the same event, the Traveler who receives a car allowance shall drive if both Travelers are departing and returning near the same time from the same location. If the Travelers are not departing or returning at the same time from the same location, the Travelers may drive separately. The City highly encourages carpooling to not only save City resources but to be eco-friendly.
9.3 Bridge and road tolls will be reimbursed by the City.
9.4 Parking at the airport is reimbursable at the most economical lot rate only. Travelers who select higher rate parking shall only be reimbursed for the economical parking rate.
SECTION 10 - Travel Time and Hours Worked
10.0 The City wants to ensure compliance with the Fair Labor Standards Act concerning recording hours worked and compensating Travelers who are required to travel while conducting City business. Therefore, the following principles shall be applied when determining hours worked to calculate work hours and proper compensation.
10.1 Ordinary home-to-work travel shall not be consid ered as hours worked. If a Traveler is required by the City to conduct business on their way to work, the Traveler shall record all hours worked from the onset of that activity to the time the Traveler reaches the workplace to begin their shift. For example, if a Traveler is directed to pick up supplies on their way into the office, the Traveler shall record hours from the time they make the stop to pick up those supplies to the time they arrive at the worksite through the completion of their shift, less normal meal periods.
10.2 Travel time to and from an airport or public transportation terminal is considered hours worked.
10.3 Time spent on air travel or other means of public transportation when required by the City shall be considered time worked. Travel time shall include actual hours for travel, up to two hours of wait time prior to the departure of the flight, and shall conclude upon arrival at the hotel or when returning, upon return to the Traveler’s home.
10.4 Travelers shall be required to take the most expedient and efficient means of travel possible to meet the needs of the City. Therefore, a Traveler who opts to drive a personal vehicle instead of taking air travel or other faster means of travel shall only record the time they would have received had they traveled via the fastest mode of transportation reasonably available. For example, a Traveler may prefer to drive to San Diego, taking nine hours to reach their destination; however, air travel would have taken less than two hours plus the one and one-half hours of wait time before the departure of the flight. The 88 City of Rocklin
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Traveler shall only record three and one -half hours of work time on their timesheet instead of nine hours.
10.5 If a Traveler is assigned to work in another City or work location outside the City, the travel time to and from the other City may be considered work time if travel to that location falls outside the definition of ordinary home to work travel. For example, a Traveler living in Rocklin being asked to report to Stockton would be compensated for travel time to/from the Rocklin workplace to the temporary Stockton assignment. However, a Traveler living in Rocklin, reporting to a temporary work location in Rocklin, would not record travel time as hours worked.
• Police academy recruits are excluded from S ection 10.5 since the assigned work location is outside the City for the duration of the academy.
10.6 Department directors should be mindful of Traveler’s schedules and try to reduce/prevent overtime because of travel whenever possible to meet the interests of the City. Additionally, department directors shall use their discretion when accounting for multiple attendees at eve nts and the impact related to the specific mode of transportation.
SECTION 11 - Lodging
11.0 The City will pay for or reimburse lodging expenses when travel on official C ity business reasonably requires an overnight stay. Lodging shall be booked at the most eco nomical and reasonable rates for lodging that is in a location that is reasonable and convenient to the Traveler’s official business needs. For lodging in connection with a conference or organized educational activity, such lodging costs shall generally not exceed the maximum group rate published by the conference or activity sponsor, provided that lodging at the group rate is available to the Traveler at the time of booking.
11.1 While determining appropriate lodging arrangements, Travelers shall take into consideration start and end times as well as the duration of the event. Travelers generally shall not book prior evening overnight accommodations for travel within the local vicinity, which includes Sacramento and the greater Sacramento area, or a roundtrip distance of 100 miles or less. Additionally, Travelers shall not book overnight accommodations for the same day the event ends. Any exception to this shall be pre -approved by the Traveler’s department director.
11.2 Incidental Expenses: These expenses include fees and tips given to porters, baggage carriers, and hotel staff. Incidental expenses shall be reimbursed per current U.S. General Services Administration (GSA) rates in effect for the highest cost area of California at the time of travel. Incidental expenses are not part of meal expenses and shall be reimbursed separately.
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SECTION 12 - Meal and Incidental Expenses
12.0 As a general rule, public funds may not be expended to purchase meals for third parties such as constituents, legislators, and private business owners. Exceptions to this rule may include:
12.0.1 City Council for meals associated with a City -sponsored event or official City business.
12.0.2 Unforeseen events beyond an employee’s control, meals above the per diem may be reimbursed with proof of receipts and approval by the City Manager only.
12.1 Meals and Incidental Expenses. When the Traveler is expected to incur costs for meals and incidentals for overnight business travel, the City will reimburse meal and incidental expenses (M&IE) under a per diem allowance. A per diem allowance is a daily payment based on government calculated rates instead of reimbursement for actual expenses.
Receipts are not required. The maximum M&IE per diem allowance will be at the rate established by the Federal Government. The M&IE per diem allowance will only be paid when the traveler is expected to incur costs for meals and incidentals and when the travel is supported by a City business purpose.
12.1.1 Meals are defined as expenses for breakfast, lunch, dinner and related tips and taxes. They exclude alcoholic beverages and entertainment expenses.
Incidental expenses are defined as fees and tips given to porters, baggage handlers, hotel housekeeping or other service staff, valet, train, or ship service staff. The GSA M&IE rate includes $5.00 to cover incidental expenses.
12.2 Provided Meals. Meals provided by others should not be included with the daily per diem requests. This includes meals provided by a host, hotel (e.g., complimentary breakfast) or included in conference/seminar fees. If meals or a gift card to purchase meals are provided by the training or conference, the cost of such meals (per the GSA rate in the travel location) shall be deducted from the Traveler’s per diem allowance.
12.2.1 Event brochures/agendas are required documents to accompany the travel request. They will be used to determine what meals are provided as part of the event (included in the registration fee). When meals are provided , Travelers shall not receive a per diem for these meals.
12.3 Meal and Incidental Per Diem on First and Last Travel Days. The M&IE per diem is reimbursed for each full day (24 hours) of travel. First and last days of travel qualify for a 75% proportional M&IE per diem rate established by the GSA M&IE rate.
12.4 Day Trips/Same Day Travel (Conference, Training, Meeting, etc.)
12.4.1 Per diem rates apply and no receipts are required. The City’s purchase card shall not be used to purchase meals. In calculating meal allowance for day trips/same day travel the following guidelines shall be used:
• Breakfast: to be reimbursed if the meeting begins before 8 a.m. 90 City of Rocklin
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• Lunch: to be reimbursed if the meeting ends after 2 p.m.
Note: Per diem will not be allowed if meals are provided.
12.5 The M&IE per diem must be paid directly to the traveler. Travelers cannot claim an M&IE per diem on behalf of another person. Individual business travelers dining together will each be paid their respective per diem allowance. The applicable M&IE per diem, or proration for first and last day, is payable to the Traveler without itemization of expense or receipts. Reimbursement requests for actual expenses that exceed the M&IE per diem will not be reimbursed by the City.
12.6 In addition to the above, the following reimbursement policies apply:
12.6.1 Meals purchased at the hotel and added to lodging receipts or folios (including room service) will be deducted from the M&IE per diem allowance. Refer to Section 8.0 – Unauthorized Expenses.
12.6.2 Reimbursement claims in excess of the M&IE per diem will be reduced to the M&IE per diem.
12.6.3 Any provided meals will be deducted from the M&IE per diem for that day, including the proportional first or last day M&IE per diem.
12.6.4 In cases where breakfast is included in the room price, it must be stated in per diem worksheet and deducted from the per diem reimbursement.
12.6.5 Meals may not be paid using the City purchase card except as otherwise noted in this Policy.
12.6.6 If a Traveler has dietary restrictions, religious requirements, or is otherwise unable to consume the provided meals, these meal values do not need to be deducted.
12.6.7 If the traveler spends an amount in excess of the per diem amount, the excess expense is not eligible for reimbursement.
12.6.8 The government per diem allowance is the maximum that can be reimbursed.
If a Traveler spends less than this allowance, they can claim less tha n the maximum.
SECTION 13 - Miscellaneous Expenses
13.0 Travelers will be reimbursed for actual telephone, fax, parking expenses, tolls, tipping (excluding tips for meals and incidentals which fall under the Maximum Federal Rates), taxi, shuttle, ride -hailing services, hotel internet charges, or other reasonable expenses shall be supported by receipts. Where receipts are not available, a signed declaration of expenditure may be accepted by the Deputy Director of Administrative Ser vices at their discretion.
13.1 Traveler’s who have a City -issued cell phone or receive a cell phone stipend shall not be 91 City of Rocklin
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reimbursed for cell phone or telephone costs unless there are extenuating circumstances such as no cell phone reception.
13.2 Hotel telephone bills should identify which calls were made regarding City business.
13.3 Travelers shall make every effort to utilize cost -effective means to park vehicles overnight. The City recommends overnight parking in the hotel where the Traveler is staying. Valet parking, while not encouraged, may be allowed if it is the only means available for reasonable and safe parking for the Traveler.
SECTION 14 - Cash Advances
14.0 From time to time, it may be necessary for a Traveler to request a cash advance to cover anticipated expenses while traveling or doing business on the City’s behalf. Such request for an advance should be submitted to the Finance Division no more than thirty (30) days before and no less than fifteen (15) days prior to the need for the advance. Every effort should be made to request the cash advance ahead of the normal check run date occurring before the need for the advance.
14.1 Upon request, department directors shall determine if a cash advance is necessary and appropriate.
14.2 Any unused advance must be returned to the City within ten (10) calendar days of the Travelers’ return. If the Traveler fails to reconcile expenses upon their return, they shall forfeit the ability to receive future advances.
SECTION 15 – Expense Report and Receipts
15.0 All cash advance expenditures and expense reimbursement requests must be submitted on an expense report form provided by the Department of Administrative Services -Finance Division.
15.1 Expense reports must document that the expenses incurred meet the requirements of this Policy.
15.2 Expense reports shall be submitted within thirty (30) calendar days of an expense being incurred.
15.3 Itemized receipts are required for all business travel expenses, except M&IE, under a per diem allowance. Itemized receipts include the name of the vendor and a list of each cost incurred, item by item. In addition to the itemized receipt, all miscellaneous travel expenses shall include the following information:
15.3.1 The amount of the expenditure.
15.3.2 The date and place of the expenditure.
15.3.3 The business purpose of the expenditure.
15.3.4 If applicable, the business relationship to the person entertained, as well 92 City of Rocklin
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as the individual’s names.
SECTION 16 - Spouses and Guests
16.0 Spouses and guests may accompany Travelers on City travel and at conferences, seminars, and meetings in compliance with the Vehicle Use and Driving Standards Policy. However, any additional costs associated with the participation of a spouse or guest shall be the Travelers’ responsibility.
SECTION 17- Combining Personal Travel with Official Business
17.0 Travelers may combine personal travel with business travel when pre-approved in writing by their department director. The City is responsible only for the official business portion of the trip.
17.1 When combining personal travel with official business travel, there is no reimbursement for lodging, meal per diem, car rental, or any other expense attributable to such portion considered personal travel. The Traveler must provide for their own rental vehicle during the time of personal travel and shall not extend the rental agreement secured by the City for official business travel.
SECTION 18 - Expenses to Accommodate Individuals with Disabilities
18.0 This Policy shall n ot be construed to limit the City’s ability to reimburse Travelers for reasonable and necessary expenses above that which is otherwise permitted under this Policy where such additional reasonable expenses are necessary to accommodate for a disability.
SECTION 19 - Rates
19.0 The Finance Division is responsible for annually updating the Maximum Federal Rates published by the U.S. GSA. The Finance Division shall also update the IRS allowed mileage reimbursement rate on January 1 of each year or as any changes are implemented by the IRS.
SECTION 20 - Unforeseen and Uncontrollable Natural Events
20.0 Unforeseen and uncontrollable events are exclusively events that could not have been prevented by the exercise of foresight or caution by the Traveler. The City will reasonably cooperate with any Traveler to make lodging, meal, travel, and other reasonable accommodations where the Traveler’s ability to travel has been impacted by such natural event(s). However, the City shall not pay overtime costs associated with such natural events.
SECTION 21 – Rewards Cards/Credits
21.0 The management of a personal rewards program is the responsibility of the Traveler, not 93 City of Rocklin
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the City’s. If the Traveler has been issued a purchase card , the Traveler shall use their purchase card rather than a personal credit card to book City travel.
21.1 Travelers shall not receive reimbursement for using airline and hotel rewards credits (credits, points, etc.) while conducting approved City business. Airline and hotel rewards credits do not translate to a cash value to be reimbursed by the City.
Adopted: June 25, 2024
94 City Council
Staff Report
Subject:
California State Office of Traffic Safety (OTS) Grant Agreement Date:
September 23, 2025
Submitted By:
Travis Pistochini, Fire Captain
Reginald Williams, Fire Chief
Department:
Fire
Recommendation:
Adopt a Resolution of the City Council of the City of Rocklin Ratifying the Submission of Office of Traffic Safety (OTS) Grant Application for Regional Crash Response and Extrication Improvement Program and Accepting an Award in the amount of $30,000 and Authorize the City Manager to Sign the Grant Agreement and Necessary Grant Documentation.
Background:
The California Office of Traffic Safety (OTS) is the state’s designated highway safety office, awarding approximately 500 grants annually to state and local sub-recipients for innovative, evidence-based education and enforcement programs designed to improve the safety of everyone on California roads. Through federal funding made available to the states by the National Highway Traffic Safety Administration (NHTSA), the OTS funds over $140 million for programs that address the state’s current and future traffic safety needs.
On January 30, 2025, the Rocklin Fire Department submitted a Grant Application (26-006519) to OTS for the Regional Crash Response and Extrication Improvement Program for the purchase of extrication equipment. The application highlighted the Fire Department’s goal for better patient outcomes from traffic collisions involving vehicles weighing more than 10,000 pounds by reducing the response time of specialized extrication equipment and enhancing specific training for firefighters. In addition, the application documented the uptick in traffic collisions from 123 in 2022 to 135 in 2023 and 184 in 2024, coupled with increased motor vehicle traffic in and throughout the city limits, with heavier vehicles posing higher risks to human lives when involved in an accident. On June 4, 2025, the authorizing officer of OTS accepted the City’s submittal and tentatively approved an award in the amount of $30,000.
The final award will be forthcoming from OTS.
The Grant Agreement being presented today is the tentative document, pending the California Office of Traffic Safety’s own funding award from the Federal Government. The California Office of Traffic Safety awards funding to California law enforcement agencies as part of a yearly funding that they receive from the Federal Government.
Item Number C5.
95 Fiscal Impact:
There is no additional fiscal impact associated with the staff recommendation and grant funding does not require a City match. The recommendation includes the necessary budget authority to implement and administer the $30,000 grant in the Grant/Other Reimbursables Fund (275).
ATTACHMENTS:
1. Resolution
2. Resolution Exhibit A - FY25-26 EM26027 Draft Grant Agreement 96 Resolution No. 2025- September 23, 2025 Page 1 of 2
1 RESOLUTION NO. 2025-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROCKLIN
RATIFYING THE SUBMISSION OF THE OFFICE OF TRAFFIC SAFETY (OTS) GRANT APPLICATION FOR REGIONAL CRASH RESPONSE
AND EXTRICATION IMPROVEMENT PROGRAM AND ACCEPTING AN
AWARD IN THE AMOUNT OF $30,000 AND AUTHORIZE THE
CITY MANAGER TO SIGN THE GRANT AGREEMENT AND
NECESSARY GRANT DOCUMENTATION
WHEREAS, the State of California Office of Traffic Safety (OTS), through grant funding made available to California by the National Highway Traffic Safety Administration (NHTSA), annually funds over $140 million in innovative, evidence - based education and enforcement programs desig ned to make California’s roadways safer; and;
WHEREAS, OTS works with approximately 500 state and local agencies to make the most effective use of federal grant program funds; and
WHEREAS, on January 30, 2025 Rocklin Fire Department submitted a Grant Application to OTS for the Regional Crash Response and Extrication Improvement Program. The application complied with the guidance provided in the California Office of Traffic Safety Grant Program Manual; and
WHEREAS, on June 4, 2025 the authorizing offic er of the Office of Traffic Safety accepted the City’s submittal and tentatively approved an award to the City in the amount of $30,000 (attached hereto as Exhibit A Draft Grant Agreement to the Resolution); and
WHEREAS, the final award is forthcoming on or about September 2025 from Office of Traffic Safety and staff recommends the City Council approve the actions as set forth in this Resolution in an effort to be prepared to accept and receive the Grant Funds and execute the Grant Agreement and any associ ated, necessary Grant documentation without delay upon final award.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rocklin as follows:
Section 1. The City Council of the City of Rocklin hereby ratifies the submission of Office of Traff ic Safety (OTS) Grant Application for the Regional Crash Response and Extrication Improvement Program Grant Number EM26027 and accepts the Grant award in the amount of $30,000 with specific terms of the Grant Agreement, in the form as attached hereto as Ex hibit A or substantially similar Grant Agreement form, for the period of October 1, 2025 through September 30, 2026. 97 Resolution No. 2025- September 23, 2025 Page 2 of 2
1 Section 2. The City Council of the City of Rocklin hereby authorizes the City Manager to sign the Grant Agreement and sign subsequent amendments to the Grant Agreement consistent with the Application’s subject matter and scope of work and subject to City Attorney approval as to form. The City Manager or designee is further authorized to sign any and all necessary documents and forms as may be required in order to receive and implement the Grant Funds.
Section 3. The City Council of the City of Rocklin hereby authorizes the City Manager to execute and submi t any and all necessary documentation and take any necessary financial actions, including budgeting and accounting, to implement and administer the Grant in accordance with Grant requirements and City policies.
Section 4. The City of Rocklin agrees to abide by the terms and conditions of the grant agreement as set forth by OTS.
PASSED AND ADOPTED this 23rd day of September, 2025, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
_______________________________________
Jill Gayaldo, Mayor
ATTEST:
______________________________
Avinta Singh, City Clerk
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State of California – Office of Traffic Safety
GRANT AGREEMENT
GRANT NUMBER
EM26027
1. GRANT TITLE
Regional Crash Response and Extrication Improvement Program
2. NAME OF AGENCY 3. Grant Period
Rocklin From:
To:
10/01/2025
09/30/2026 4. AGENCY UNIT TO ADMINISTER GRANT
Rocklin Fire Department
5. GRANT DESCRIPTION
The city/county/regional fire agency will improve their crash response and extrication times by purchasing extrication equipment. Best practice strategies will be used to reduce the response time for the arrival of appropriate extrication equipment to traffic crash scenes and the time to extricate the victims of traffic crashes, thus increasing survivability. The grant will provide funding for new equipment and training for fire departments without extrication equipment or those that have existing equipment that has reached the end of its usable lifespan and is in need of replacement.
6. Federal Funds Allocated Under This Agreement Shall Not Exceed:
Allocation is contingent upon availability of federal funds. $30,000.00
7. TERMS AND CONDITIONS: The parties agree to comply with the terms and conditions of the following which are by this reference made a part of the Agreement:
Schedule A – Problem Statement, Goals and Objectives and Method of Procedure Schedule B – Detailed Budget Estimate and Sub-Budget Estimate (if applicable) Schedule B-1 – Budget Narrative and Sub-Budget Narrative (if applicable) Exhibit A – Certifications and Assurances
Exhibit B* – OTS Grant Program Manual
Exhibit C – Grant Electronic Management System (GEMS) Access *Items shown with an asterisk (*), are hereby incorporated by reference and made a part of this agreement as if attached hereto. These documents can be viewed at the OTS home web page under Grants: www.ots.ca.gov.
We, the officials named below, hereby swear under penalty of perjury under the laws of the State of California that we are duly authorized to legally bind the Grant recipient to the above described Grant terms and conditions.
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
8. Approval Signatures
A. GRANT DIRECTOR B. AUTHORIZING OFFICIAL
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Reginald Williams
Fire Chief
(916) 625-5310
4060 Rocklin Road
Rocklin, CA 95677
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Aly Zimmermann
City Manager
916-625-5585
3970 Rocklin Road
Rocklin, CA 95677
(Signature) (Date) (Signature) (Date)
C. FISCAL OFFICIAL
D. AUTHORIZING OFFICIAL OF OFFICE OF TRAFFIC SAFETY
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Karen Smith
Administrative Analyst
916-625-5356
4060 Rocklin Road
Rocklin, CA 95677
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Stephanie Dougherty
Director
(916) 509-3030
2208 Kausen Drive Suite 300
Sacramento, CA 95758
(Signature) (Date) (Signature) (Date)
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10. PROJECTED EXPENDITURES
FUND CFDA ITEM/APPROPRIATION F.Y. CHAPTER STATUTE PROJECTED
EXPENDITURES
AGREEMENT
TOTAL $30,000.00
AMOUNT ENCUMBERED BY THIS DOCUMENT
I CERTIFY upon my own personal knowledge that the budgeted funds for the current budget year are available for the period and purpose of the expenditure stated above.
$30,000.00
PRIOR AMOUNT ENCUMBERED FOR THIS
AGREEMENT
$ 0.00
OTS ACCOUNTING OFFICER’S SIGNATURE DATE SIGNED TOTAL AMOUNT ENCUMBERED TO DATE $30,000.00
E. ACCOUNTING OFFICER OF OFFICE OF TRAFFIC SAFETY 9. SAM INFORMATION NAME: Carolyn Vu
SAM #:
REGISTERED
ADDRESS:
CITY:
ZIP+4:
F9JTDAHKSBX5
3970 Rocklin Road
Rocklin
95677-2720
ADDRESS: 2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule A
GRANT NUMBER
EM26027
1. PROBLEM STATEMENT
Describe the city, county, or jurisdiction this grant will impact.
Rocklin, CA is a small but growing city composed primarily of residential communities and retail businesses to support a climbing residential population of approximately 75,000 people. The city is located in South Placer County at the interchange of Interstate 80 and State Highway 65. Rocklin is surrounded by neighboring communities to the north by the Town of Loomis and City of Lincoln and to the south and west by the City of Roseville.
Rocklin is home to 21 highly ranked public and charter schools including Sierra Community College and Jessup University, which generate significant weekday vehicular and pedestrian traffic and increase the daily population to approximately 100,000 people. There are several major commercial retail shopping centers producing significant traffic throughout the weekdays and weekends. Other prime destinations in the area draw throngs of visitors include Thunder Valley Casino and Hotel, snow recreation in the foothills, water recreation at Lake Folsom, and annual community events.
Describe the problem(s) to be addressed, supported by current and relevant crash data. (most recent calendar year data/stats).
Rocklin Fire Department (RFD) protects and responds to incidents occurring within or near the city limits of Rocklin, CA including two major roadways: Interstate 80 and State Highway 65. RFD personnel also participate in local and statewide mutual aid efforts when called upon. We value the partnerships with our neighboring jurisdictions, state and federal agencies.
As Rocklin has developed and the population increased, the City’s 550 lane miles of road have become busier with people commuting to work, taking kids to school, or just walking or biking to the numerous parks in the area. The major roadways are heavily traveled that connect the valley and foothill communities to Interstate 5, Highways 49 and 99, and State Route 70. Commuter, local, and recreational traffic on these major arteries continues to show a steady increase, resulting in more opportunities for traffic crashes on highways and ancillary streets.
Per the California Office of Traffic Safety (OTS), in 2021 and 2022, RFD responded to a combined 339 injury vehicle crashes. Per RFD’s Record Management System, from 2022 through 2024, RFD responded to 726 Motor Vehicle Accidents, 8 of which required extrication equipment. RFD participates in a “Cooperative Regional Response” for extrication and Emergency Medical Services at vehicle crashes. That means surrounding cities will provide aid and support to the City of Rocklin and vice versa. Vehicle crash traffic incidents pose challenges in our community due to the multiple highways, constrained resources, and extended response times to have specialized resources on scene.
RFD's mission is to "minimize risk, increase safety, and improve the quality of life in our community by responding quickly, solving problems, and being nice." In order to support this mission, RFD needs the appropriate extrication/stabilization equipment for heavy vehicles. A “heavy vehicle” is defined as a vehicle that weighs 10,001 pounds or greater. There are 8 vehicle weight classes ranging from zero to greater than 33,001 lbs. Vehicle weight class 3 (10,001-14,000 lbs) includes recognizable vehicles like the GMC Hummer EV and Chevy Silverado 3500 HD. With more of these heavier type vehicles traversing the roadways, the increase in the need for heavy vehicle extrication/stabilization equipment arises.
The current equipment that is owned and carried on RFD Truck 24 is not rated for lifting and stabilizing heavy vehicles (>10,001 lbs), resulting in extended response times while waiting for mutual aid resources and potentially reducing favorable patient/victims outcomes. The specialized equipment built for a heavy extrication/stabilization is not readily available within Placer County at any local agency. The City of Rocklin and surrounding jurisdictions rely on Sacramento Metro Fire District's Rescue 21. Due to budget limitations general funds are not available for the purchase of specialized heavy vehicle extrication/stabilization equipment.
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The new equipment will positively increase patient/victim outcomes while complying with industry standards and increasing fire personnel/community safety. The new generation of heavy vehicle stabilization equipment has reduced set up times, more lifting capabilities, and increased safety for the victims and the first responders on scene. The proposed tools would decrease the time it takes first responders to extricate patients and initiate hospital transportation, thus leading to a higher success rate of patient survivability.
The requested tools would allow RFD to transition away from a Trench rescue response model and to the preferred Heavy Vehicle Extrication Response model by re-purposing an existing set of struts for Trench Rescue to Vehicle Extrication with all necessary adaptors and accessories. The City of Rocklin prides itself on being fiscally responsible; by re-purposing a very capable set of rescue struts and seeking the funding to complete the complement for Heavy Vehicle Extrication/Stabilization we can meet that goal.
Define the target population the grant intends to serve and how they are affected by the problem(s).
The target population this grant intends to serve are persons who find themselves in situations that require an emergency response by the fire department to lift, remove, or stabilize heavy objects, like a vehicle, trailer, building debris, traffic lighting poles/structures, fallen trees, boulders, or concrete traffic barriers, etc. Any object, more specifically objects exceeding 10,001 lbs, that obstructs the ability of fire personnel to access a person in need.
The City of Rocklin hosts tens of thousands of visitors daily who travel to Rocklin for work, school, friends/family, or recreation as well as travelers passing through Rocklin who stop to enjoy shopping or dining on their way to their final destination. Any person could be involved in an crash or caught in a situation necessitating emergency help. There are no exceptions.
RFD desires to be adaptable in any circumstance it faces. To be adaptable means to have the necessary tools, equipment, and training to be able to render the help and aid needed. Several RFD firefighters have received specialized training in heavy vehicle extrication/stabilization to provide an appropriate response when called upon within our own jurisdiction or the surrounding area. We are missing some of the tools/equipment.
Our city is home to several high end dealerships, large manufactures, and incorporates acres of surrounding agriculture necessitating semi-trucks traveling the interior streets of Rocklin daily. Rocklin also has one train depot with several miles of rail track passing through the city connecting to Reno, NV and Roseville, CA, which is a major Western regional hub for switching train cars. All of these modes of transportation easily qualify as heavy vehicles necessitating the need for specialized extrication/stabilization equipment if they are involved in an crash.
2. PERFORMANCE MEASURES
A. Goals:
1. Reduce the number of persons killed in traffic crashes.
2. Reduce the number of persons injured in traffic crashes.
3. Decrease the average extrication time, from the time of arrival at the crash site to transport.
B. Objectives: Target Number
1. Issue a news release announcing the kick-off of the grant by December 31st. The kick-off news releases and media advisories, alerts, and materials must be emailed to the OTS Public Information Officer at [email protected], and copied to your OTS Coordinator, for approval 7 days prior to the issuance date of the release.
1 2. Purchase and place pieces of specialized rescue equipment in strategic locations within the jurisdiction.
1 3. Train firefighters in the use of the new equipment. 14
4. Conduct traffic safety presentations with an effort to reach persons and communities.
2 5. Display the OTS funded equipment during Public Safety Fairs, community festivals and/or other Department or community events.
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6. Report on the number of times the grant-funded equipment is used during an extrication, provide a brief overview of the incident and indicate if the equipment was used to save a life.
1 7. Station 24 - Decrease the average extrication time, from the time of arrival at the crash site to transport, from 90 minutes to 60 minutes. 60 3. METHOD OF PROCEDURE
A. Phase 1 – Program Preparation (1st Quarter of Grant Year) Determine specific equipment requirements.
Request equipment vendor price quotation for the required equipment per host agency requirement.
Submit purchase orders to equipment vendors for purchase of the equipment. Prepare and execute Memorandums of Understanding (MOU) with recipient agencies.
Media Requirements
Issue a news release approved by the OTS PIO announcing the kick-off of the grant by December 31 and after the grant is signed and executed, but no sooner than October 1, the start of the grant year. The kick-off release must be approved by the OTS PIO. If you are unable to meet the December 31 deadline to issue a kick-off press release, communicate reasons to your OTS grant coordinator and OTS PIO.
B. Phase 2 – Program Operations (Throughout Grant Year) Inventory the new equipment following delivery.
Disperse equipment to identified recipient agencies.
Plan a media event announcing the grant funded equipment. Recipient agencies will identify training needs and objectives and coordinate instructional staff to conduct a high quality training program for their respective agency. Recipient agencies will develop a preventive maintenance schedule for the new equipment following manufacturers’ recommendations.
Media Requirements
The following requirements are for all grant-related activities:
Send all media advisories, alerts, videos, graphics, artwork, posters, radio/PSA/video scripts, storyboards, digital and/or print educational materials for grant-related activities to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator. Optimum lead time would be 7 days before the scheduled release but at least 3 business days prior to the scheduled release date for review and approval is appreciated.
Send all PowerPoint presentations, online presentations and trainings for grant-related activities to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator. Certified training courses are EXEMPT from the approval process.
The OTS PIO is responsible for the approval of the design and content of materials. The agency understands OTS PIO approval is not authorizing approval of budget expenditure or cost. Any cost approvals must come from the OTS grant coordinator. Pre-approval is not required when using any OTS-supplied template for media advisories, news releases, social media graphics, videos or posts, or any other OTS-supplied educational material.
However, copy the OTS PIO at [email protected] and your OTS grant coordinator when any material is distributed to the media and public, such as a news release, educational material, or link to social media post.
If an OTS-supplied template, educational material, social media graphic, post or video is substantially changed, the changes shall be sent to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator.
News releases, social media posts and alerts on platforms such as NextDoor and Nixle reporting immediate and time-sensitive grant activities (e.g. enforcement operations, day of event highlights or announcements, event invites) are EXEMPT from the OTS PIO approval process.
The OTS PIO and your OTS grant coordinator should still be notified when the grant-related activity is happening (e.g. car seat checks, bicycle rodeos, community presentations, DUI checkpoints, etc.).
Enforcement activities such as warrant and probation sweeps, court stings, etc. that are embargoed or could impact operations by publicizing in advance are EXEMPT from the PIO approval process. However, announcements and results of activities should still be copied to the 103
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OTS PIO at [email protected] and your OTS grant coordinator with the embargoed date and time or with “INTERNAL ONLY: DO NOT RELEASE” message in subject line of email. Any earned or paid media campaigns for TV, radio, digital or social media that are part of a specific grant objective, using OTS grant funds, or designed and developed using contractual services by a subgrantee, requires prior approval.
Social media posts highlighting state or national traffic safety campaigns (Distracted Driving Month, Motorcycle Safety Awareness Month, etc.), enforcement operations (DUI checkpoints, etc.), or any other grant-related activity such as Bicycle rodeos, presentations, or events, are highly encouraged but do not require prior approval.
Submit a draft or rough-cut of all digital, printed, recorded or video material (brochures, posters, scripts, artwork, trailer graphics, digital graphics, social posts connected to an earned or paid media campaign grant objective) to the OTS PIO at [email protected] and copy your OTS grant coordinator for approval prior to the production or duplication. Use the following standard language in all press, media, and printed materials, space permitting:
Funding for this program was provided by a grant from the California Office of Traffic Safety, through the National Highway Traffic Safety Administration. Space permitting, include the OTS logo on all grant-funded print materials, graphics and paid or earned social media campaign grant objective; consult the OTS PIO and copy your OTS grant coordinator for specifics, format-appropriate logos, or if space does not permit the use of the OTS logo.
Email the OTS PIO at [email protected] and copy your OTS grant coordinator at least 21 days in advance, or when first confirmed, a short description of any significant grant-related traffic safety event or program, particularly events that are highly publicized beforehand with anticipated media coverage so OTS has sufficient notice to arrange for attendance and/or participation in the event.
If unable to attend, email the OTS PIO and coordinator brief highlights and/or results, including any media coverage (broadcast, digital, print) of event within 7 days following significant grant- related event or program. Media and program highlights are to be reflected in QPRs. Any news releases, work plans, scripts, storyboards, artwork, graphics, videos or any educational or informational materials that received OTS PIO approval in a prior grant year needs to be resubmitted for approval in the current grant year.
For additional guidance, refer to the OTS Grants Materials Approval Process Guidelines and OTS Grants Media Approval Process FAQs on the OTS website. Contact the OTS PIO or your OTS grant coordinator for consultation when changes from any of the above requirements might be warranted.
C. Phase 3 – Data Collection & Reporting (Throughout Grant Year)
1. Prepare and submit grant claim invoices (due January 30, April 30, July 30, and October 30)
2. Prepare and submit Quarterly Performance Reports (QPR) (due January 30, April 30, July 30, and October 30)
Collect and report quarterly, appropriate data that supports the progress of goals and objectives. Provide a brief list of activity conducted, procurement of grant-funded items, and significant media activities. Include status of grant-funded personnel, status of contracts, challenges, or special accomplishments.
Provide a brief summary of quarterly accomplishments and explanations for objectives not completed or plans for upcoming activities.
Collect, analyze and report statistical data relating to the grant goals and objectives.
4. METHOD OF EVALUATION
Using the data compiled during the grant, the Grant Director will complete the “Final Evaluation” section in the fourth/final Quarterly Performance Report (QPR). The Final Evaluation should provide a brief summary of the grant’s accomplishments, challenges and significant activities. This narrative should also include whether goals and objectives were met, exceeded, or an explanation of why objectives were not completed.
5. ADMINISTRATIVE SUPPORT
This program has full administrative support, and every effort will be made to continue the grant activities after grant conclusion.
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule B
GRANT NUMBER
EM26027
FUND NUMBER CATALOG
NUMBER (CFDA)
FUND DESCRIPTION TOTAL AMOUNT
402EM-26 20.600 State and Community Highway
Safety
$30,000.00
COST CATEGORY FUND
NUMBER
UNIT COST OR
RATE
UNITS TOTAL COST TO
GRANT
A. PERSONNEL COSTS
Straight Time
$0.00
Overtime
$0.00
Category Sub-Total $0.00
B. TRAVEL EXPENSES
$0.00
$0.00
Category Sub-Total $0.00
C. CONTRACTUAL SERVICES
$0.00
Category Sub-Total $0.00
D. EQUIPMENT
$0.00
Category Sub-Total $0.00
E. OTHER DIRECT COSTS
Stabilization Kit 402EM-26 $30,000.00 1 $30,000.00
Category Sub-Total $30,000.00
F. INDIRECT COSTS
$0.00
Category Sub-Total $0.00
GRANT TOTAL $30,000.00
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule B-1
GRANT NUMBER
EM26027
BUDGET NARRATIVE
PERSONNEL COSTS
-
TRAVEL EXPENSES
-
CONTRACTUAL SERVICES
-
EQUIPMENT
-
OTHER DIRECT COSTS
Stabilization Kit - Stabilization kits are generally comprised of hydraulic and manual rescue jacks, struts, braces, chocks, cribbing, wedges, tripods, ratchet straps and chains, used for stabilizing vehicles while performing extrications. It includes equipment, modifications, attachments, accessories, and auxiliary apparatus necessary to make it usable for the purpose it was acquired.
INDIRECT COSTS
-
STATEMENTS/DISCLAIMERS
There will be no program income generated from this grant.
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Appendix A to Part 1300—Certifications and Assurances for Highway Safety Grants (23 U.S.C. Chapter 4 or Section 1906, Public Law 109-59, as amended by Section 25024, Public Law 117- 58)
The officials named on the grant agreement, certify by way of signature on the grant agreement signature page, that the Grantee Agency complies with all applicable Federal statutes, regulations, and directives and State rules, guidelines, policies, and laws in effect with respect to the periods for which it receives grant funding.
Applicable provisions include, but are not limited to, the following:
GENERAL REQUIREMENTS
The State will comply with applicable statutes and regulations, including but not limited to:
23 U.S.C. Chapter 4—Highway Safety Act of 1966, as amended; Sec. 1906, Public Law 109-59, as amended by Sec. 25024, Public Law 117-58; 23 CFR part 1300—Uniform Procedures for State Highway Safety Grant Programs; 2 CFR part 200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards;
2 CFR part 1201—Department of Transportation, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
NONDISCRIMINATION
(applies to subrecipients as well as States)
The State highway safety agency [and its subrecipients] will comply with all Federal statutes and implementing regulations relating to nondiscrimination (“Federal Nondiscrimination Authorities”). These include but are not limited to:
Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin);
49 CFR part 21 (entitled Non-discrimination in Federally -Assisted Programs of the Department of Transportation—Effectuation of Title VI of the Civil Rights Act of 1964); 28 CFR 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI of the Civil Rights Act of 1964);
The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);
Federal-Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), and Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-1683 and 1685-1686) (prohibit discrimination on the basis of sex);
Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 et seq.), as amended, (prohibits discrimination on the basis of disability) and 49 CFR part 27; The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits discrimination on the basis of age);
The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope, coverage, and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the
Federal aid recipients, subrecipients and contractors, whether such programs or activities are Federally- funded or not);
Titles II and III of the Americans with Disabilities Act (42 U.S.C. 12131-12189) (prohibits discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing) and 49 CFR parts 37 and 38
State of California – Office of Traffic Safety
GRANT AGREEMENT
Exhibit A
GRANT NUMBER
EM26027
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The preceding statutory and regulatory cites hereinafter are referred to as the “Acts” and “Regulations,” respectively.
GENERAL ASSURANCES
In accordance with the Acts, the Regulations, and other pertinent directives, circulars, policy, memoranda, and/or guidance, the Recipient hereby gives assurance that it will promptly take any measures necessary to ensure that:
“No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity, for which the Recipient receives Federal financial assistance from DOT, including NHTSA.”
The Civil Rights Restoration Act of 1987 clarified the original intent of Congress, with respect to Title VI of the Civil Rights Act of 1964 and other non-discrimination requirements (the Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act of 1973), by restoring the broad, institutional-wide scope and coverage of these nondiscrimination statutes and requirements to include all programs and activities of the Recipient, so long as any portion of the program is Federally assisted.
SPECIFIC ASSURANCES
More specifically, and without limiting the above general Assurance, the Recipient agrees with and gives the following Assurances with respect to its Federally assisted Highway Safety Grant Program:
1. The Recipient agrees that each “activity,” “facility,” or “program,” as defined in 49 CFR part 21 will be (with regard to an “activity”) facilitated, or will be (with regard to a “facility”) operated, or will be (with regard to a “program”) conducted in compliance with all requirements imposed by, or pursuant to the Acts and the Regulations.
2. The Recipient will insert the following notification in all solicitations for bids, Requests For Proposals for work, or material subject to the Acts and the Regulations made in connection with all Highway Safety Grant Programs and, in adapted form, in all proposals for negotiated agreements regardless of funding source:
“The [name of Recipient], in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.”
3. The Recipient will insert the clauses of appendix A and E of this Assurance (also referred to as DOT order 1050.2A) [1] in every contract or agreement subject to the Acts and the Regulations.
4. The Recipient will insert the clauses of appendix B of DOT Order 1050.2A, as a covenant running with the land, in any deed from the United States effecting or recording a transfer of real property, structures, use, or improvements thereon or interest therein to a Recipient.
5. That where the Recipient receives Federal financial assistance to construct a facility, or part of a facility, the Assurance will extend to the entire facility and facilities operated in connection therewith.
6. That where the Recipient receives Federal financial assistance in the form of, or for the acquisition of, real property or an interest in real property, the Assurance will extend to rights to space on, over, or under such property.
7. That the Recipient will include the clauses set forth in appendix C and appendix D of this DOT Order 1050.2A, as a covenant running with the land, in any future deeds, leases, licenses, permits, or similar instruments entered into by the Recipient with other parties:
a. for the subsequent transfer of real property acquired or improved under the applicable activity, project, or program; and
b. for the construction or use of, or access to, space on, over, or under real property acquired or improved under the applicable activity, project, or program.
8. That this Assurance obligates the Recipient for the period during which Federal financial assistance is extended to the program, except where the Federal financial assistance is to provide, or is in the 108
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form of, personal property, or real property, or interest therein, or structures or improvements thereon, in which case the Assurance obligates the Recipient, or any transferee for the longer of the following periods:
a. the period during which the property is used for a purpose for which the Federal financial assistance is extended, or for another purpose involving the provision of similar services or benefits; or
b. the period during which the Recipient retains ownership or possession of the property.
9. The Recipient will provide for such methods of administration for the program as are found by the Secretary of Transportation or the official to whom he/she delegates specific authority to give reasonable guarantee that it, other recipients, sub-recipients, sub- grantees, contractors, subcontractors, consultants, transferees, successors in interest, and other participants of Federal financial assistance under such program will comply with all requirements imposed or pursuant to the Acts, the Regulations, and this Assurance.
10. The Recipient agrees that the United States has a right to seek judicial enforcement with regard to any matter arising under the Acts, the Regulations, and this Assurance.
By signing this ASSURANCE, the State highway safety agency also agrees to comply (and require any sub- recipients, sub-grantees, contractors, successors, transferees, and/or assignees to comply) with all applicable provisions governing NHTSA's access to records, accounts, documents, information, facilities, and staff. You also recognize that you must comply with any program or compliance reviews, and/or complaint investigations conducted by NHTSA. You must keep records, reports, and submit the material for review upon request to NHTSA, or its designee in a timely, complete, and accurate way. Additionally, you must comply with all other reporting, data collection, and evaluation requirements, as prescribed by law or detailed in program guidance.
The State highway safety agency gives this ASSURANCE in consideration of and for obtaining any Federal grants, loans, contracts, agreements, property, and/or discounts, or other Federal-aid and Federal financial assistance extended after the date hereof to the recipients by the U.S. Department of Transportation under the Highway Safety Grant Program. This ASSURANCE is binding on the State highway safety agency, other recipients, sub-recipients, sub-grantees, contractors, subcontractors and their subcontractors', transferees, successors in interest, and any other participants in the Highway Safety Grant Program. The person(s) signing below is/are authorized to sign this ASSURANCE on behalf of the Recipient.
THE DRUG-FREE WORKPLACE ACT OF 1988 (41 U.S.C. 8103)
The Subgrantee will provide a drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the grantee's workplace, and specifying the actions that will be taken against employees for violation of such prohibition; b. Establishing a drug-free awareness program to inform employees about:
1. The dangers of drug abuse in the workplace;
2. The grantee's policy of maintaining a drug-free workplace;
3. Any available drug counseling, rehabilitation, and employee assistance programs;
4. The penalties that may be imposed upon employees for drug violations occurring in the workplace;
5. Making it a requirement that each employee engaged in the performance of the grant be given a copy of the statement required by paragraph (a); c. Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will—
1. Abide by the terms of the statement;
2. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction; d. Notifying the agency within ten days after receiving notice under subparagraph (c)(2) from an employee or otherwise receiving actual notice of such conviction; e. Taking one of the following actions, within 30 days of receiving notice under subparagraph (c)(2), with respect to any employee who is so convicted—
1. Taking appropriate personnel action against such an employee, up to and including termination;
2. Requiring such employee to participate satisfactorily in a drug abuse assistance or 109
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rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency;
f. Making a good faith effort to continue to maintain a drug-free workplace through implementation of all of the paragraphs above.
POLITICAL ACTIVITY (HATCH ACT)
(applies to subrecipients as well as States)
The State will comply with provisions of the Hatch Act (5 U.S.C. 1501-1508), which limits the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds.
CERTIFICATION REGARDING FEDERAL LOBBYING
(applies to subrecipients as well as States)
CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS
The undersigned certifies, to the best of his or her knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement;
2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions;
3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, subgrants, and contracts under grant, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
RESTRICTION ON STATE LOBBYING
(applies to subrecipients as well as States)
None of the funds under this program will be used for any activity specifically designed to urge or influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any State or local legislative body. Such activities include both direct and indirect (e.g., “grassroots”) lobbying activities, with one exception. This does not preclude a State official whose salary is supported with NHTSA funds from engaging in direct communications with State or local legislative officials, in accordance with customary State practice, even if such communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal.
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
(applies to subrecipients as well as States)
INSTRUCTIONS FOR PRIMARY TIER PARTICIPANT CERTIFICATION (STATES)
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1. By signing and submitting this proposal, the prospective primary tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.
2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective primary tier participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction. However, failure of the prospective primary tier participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction.
3. The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction. If it is later determined that the prospective primary tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default or may pursue suspension or debarment.
4. The prospective primary tier participant shall provide immediate written notice to the department or agency to which this proposal is submitted if at any time the prospective primary tier participant learns its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
5. The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations.
6. The prospective primary tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency entering into this transaction.
7. The prospective primary tier participant further agrees by submitting this proposal that it will include the clause titled “Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction,” provided by the department or agency entering into this covered transaction, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200.
8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart
9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants, each participant may, but is not required to, check the System for Award Management Exclusions website
( https://www.sam.gov/).
9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency may terminate the transaction for cause or default.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS—PRIMARY TIER
COVERED TRANSACTIONS
1. The prospective primary tier participant certifies to the best of its knowledge and belief, that it and 111
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its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency;
b. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and d. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default.
2. Where the prospective primary tier participant is unable to certify to any of the Statements in this certification, such prospective participant shall attach an explanation to this proposal.
INSTRUCTIONS FOR LOWER TIER PARTICIPANT CERTIFICATION
1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled “Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart
9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants, each participant may, but is not required to, check the System for Award Management Exclusions website
( https://www.sam.gov/).
8. Nothing contained in the foregoing shall be construed to require establishment of a system of 112
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records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION—LOWER TIER
COVERED TRANSACTIONS
1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency.
2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.
BUY AMERICA
(applies to subrecipients as well as States)
The State and each subrecipient will comply with the Buy America requirement (23 U.S.C. 313) when purchasing items using Federal funds. Buy America requires a State, or subrecipient, to purchase with Federal funds only steel, iron and manufactured products produced in the United States, unless the Secretary of Transportation determines that such domestically produced items would be inconsistent with the public interest, that such materials are not reasonably available and of a satisfactory quality, or that inclusion of domestic materials will increase the cost of the overall project contract by more than 25 percent. In order to use Federal funds to purchase foreign produced items, the State must submit a waiver request that provides an adequate basis and justification for approval by the Secretary of Transportation.
CERTIFICATION ON CONFLICT OF INTEREST
(applies to subrecipients as well as States)
GENERAL REQUIREMENTS
No employee, officer, or agent of a State or its subrecipient who is authorized in an official capacity to negotiate, make, accept, or approve, or to take part in negotiating, making, accepting, or approving any subaward, including contracts or subcontracts, in connection with this grant shall have, directly or indirectly, any financial or personal interest in any such subaward. Such a financial or personal interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or personal interest in or a tangible personal benefit from an entity considered for a subaward. Based on this policy:
1. The recipient shall maintain a written code or standards of conduct that provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents. a. The code or standards shall provide that the recipient's officers, employees, or agents may neither solicit nor accept gratuities, favors, or anything of monetary value from present or potential subawardees, including contractors or parties to subcontracts. b. The code or standards shall establish penalties, sanctions, or other disciplinary actions for violations, as permitted by State or local law or regulations.
2. The recipient shall maintain responsibility to enforce the requirements of the written code or standards of conduct.
DISCLOSURE REQUIREMENTS
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No State or its subrecipient, including its officers, employees, or agents, shall perform or continue to perform under a grant or cooperative agreement, whose objectivity may be impaired because of any related past, present, or currently planned interest, financial or otherwise, in organizations regulated by NHTSA or in organizations whose interests may be substantially affected by NHTSA activities. Based on this policy:
1. The recipient shall disclose any conflict of interest identified as soon as reasonably possible, making an immediate and full disclosure in writing to NHTSA. The disclosure shall include a description of the action which the recipient has taken or proposes to take to avoid or mitigate such conflict.
2. NHTSA will review the disclosure and may require additional relevant information from the recipient.
If a conflict of interest is found to exist, NHTSA may (a) terminate the award, or (b) determine that it is otherwise in the best interest of NHTSA to continue the award and include appropriate provisions to mitigate or avoid such conflict.
3. Conflicts of interest that require disclosure include all past, present, or currently planned organizational, financial, contractual, or other interest(s) with an organization regulated by NHTSA or with an organization whose interests may be substantially affected by NHTSA activities, and which are related to this award. The interest(s) that require disclosure include those of any recipient, affiliate, proposed consultant, proposed subcontractor, and key personnel of any of the above. Past interest shall be limited to within one year of the date of award. Key personnel shall include any person owning more than a 20 percent interest in a recipient, and the officers, employees or agents of a recipient who are responsible for making a decision or taking an action under an award where the decision or action can have an economic or other impact on the interests of a regulated or affected organization.
PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE (applies to subrecipients as well as States)
The State and each subrecipient will not use 23 U.S.C. Chapter 4 grant funds for programs to check helmet usage or to create checkpoints that specifically target motorcyclists.
POLICY ON SEAT BELT USE
In accordance with Executive Order 13043, Increasing Seat Belt Use in the United States, dated April 16, 1997, the Grantee is encouraged to adopt and enforce on-the-job seat belt use policies and programs for its employees when operating company-owned, rented, or personally-owned vehicles. The National Highway Traffic Safety Administration (NHTSA) is responsible for providing leadership and guidance in support of this Presidential initiative. For information and resources on traffic safety programs and policies for employers, please contact the Network of Employers for Traffic Safety (NETS), a public-private partnership dedicated to improving the traffic safety practices of employers and employees. You can download information on seat belt programs, costs of motor vehicle crashes to employers, and other traffic safety initiatives at www.trafficsafety.org. The NHTSA website ( www.nhtsa.gov) also provides information on statistics, campaigns, and program evaluations and references.
POLICY ON BANNING TEXT MESSAGING WHILE DRIVING
In accordance with Executive Order 13513, Federal Leadership On Reducing Text Messaging While Driving, and DOT Order 3902.10, Text Messaging While Driving, States are encouraged to adopt and enforce workplace safety policies to decrease crashes caused by distracted driving, including policies to ban text messaging while driving company-owned or rented vehicles, Government-owned, leased or rented vehicles, or privately-owned vehicles when on official Government business or when performing any work on or behalf of the Government. States are also encouraged to conduct workplace safety initiatives in a manner commensurate with the size of the business, such as establishment of new rules and programs or re- evaluation of existing programs to prohibit text messaging while driving, and education, awareness, and other outreach to employees about the safety risks associated with texting while driving.
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City Council
Staff Report
Subject:
Montreo Final Map
Date:
September 23, 2025
Submitted By:
Lynn Toth, Associate Civil Engineer
David Mohlenbrok, Community Development Director
Department:
Community Development
Recommendation:
A
.
Adopt a Resolution of the City Council of the City of Rocklin Approving the Final Map of Montreo Subdivision/(SD-2004-03) and Approving and Authorizing Execution of a Subdivision Improvement Agreement.
B
.
Adopt a Resolution of the City Council of the City of Rocklin Approving and Authorizing Execution of a Subdivision Landscaping Agreement of (Montreo Subdivision/(SD-2004- 03)).
C
.
Adopt a Resolution of the City Council of the City of Rocklin Accepting Grant of Open Space Easement (Hillside and Bluff Protection) (Montreo Subdivision/(SD-2004-03)).
Background:
The tentative subdivision map for Clover Valley/(SD-2004-03), was approved by the City Council on August 28, 2007, per Resolution No. 2007-247. This allowed the further subdivision of Large Parcels created with the Clover Valley Large Lot Tentative Subdivision Map (SD-98- 05), approved per Resolution No.2007-246, into 558 residential small lots, and 82 landscape lots. Portions of the subdivision are being developed in phases, with this phase addressing Units 16 & 17, subdividing 18.83+/- acres into 51 single family residential lots, one (1) open space lot, and one (1) lot to be dedicated to South Placer Municipal Utility District for a sewer lift station. The private streets are to be dedicated in fee to the Montreo Homeowner’s Association, and will be maintained by the association.
This project is located at the north-easterly portion of the City, bounded to the west by Park Drive, bounded to the north, south and east by land known as “Clover Valley”, and the cross street to the south is Coldwater Place. The Principals are Ford’s Pop & Gaggie LLC, a California Limited Liability Company; RDMCV LLC, a California Limited Liability Company; JAC LLC, a California Limited Liability Company; and JAB Clover Valley LLC, a California Limited Liability Company; hereinafter called "Principal".
Approvals of final maps are procedural in nature and per Section 66474.1 of the Subdivision Map Act, a legislative body shall not deny approval of a final map or parcel map if it has previously approved a tentative map for the proposed subdivision and if it finds that the final or Item Number C6.
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parcel map is in substantial compliance with the previously approved tentative map.
The map is technically correct. All fees have been paid and conditions of approval have been met. The developer has guaranteed the construction of the improvements associated with this map with the Subdivision Improvement Agreement (Attachment 3) and Subdivision Landscaping Agreement (Attachment 6). The map is ready for approval.
Fiscal Impact:
Open space lot A and the streets are offered for dedication in fee to the Montreo Homeowner’s Association on the Final Map and will be maintained by the association. Lot B is being dedicated to South Placer Municipal Utility District (SPMUD), and will be maintained by SPMUD.
ATTACHMENTS:
1. Resolution A - Final Map and Subdivision Improvement Agreement.
2. Resolution A Exhibit A - Final Map (11x17)
3. Resolution A Exhibit B - Subdivision Improvement Agreement
4. Resolution A - Exhibit 1 to Subdivision Improvement Agreement
5. Resolution B - Subdivision Landscaping Agreement
6. Resolution B Exhibit A - Subdivision Landscaping Agreement
7. Resolution B - Exhibit 1 to Subdivision Landscaping Agreement
8. Resolution C - Open Space Easement
9. Resolution C Exhibit A - Open Space Easement
10. Resolution C - Exhibit 1 to Open Space Easement-Plat
11. Resolution C - Exhibit 2 to Open Space Easement - OS&FMP 116
Resolution No. 2025- September 23, 2025 Page 1 of 2
1 RESOLUTION NO. 2025-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROCKLIN
APPROVING THE FINAL MAP OF
MONTREO SUBDIVISION/(SD-2004-03)
AND APPROVING AND AUTHORIZING EXECUTION
OF A SUBDIVISION IMPROVEMENT AGREEMENT
The City Council of the City of Rocklin does resolve as follows:
Section 1. The City Council of the City of Rocklin hereby finds as follows:
A. That a tentative subdivision map for the subdivision known as Montreo Subdivision/(SD-2004-03) (the " Subdivision") and as submitted b y Ford’s Pop & Gaggie LLC, a California Limited Liability Company; RDMCV LLC, a California Limited Liability Company; JAC LLC, a California Limited Liability Company; and JAB Clover Valley LLC, a California Limited Liability Company (the “Subdivider”) was approved subject to certain conditions;
B. That the Subdivider has fully satisfied all said conditions, except for certain Subdivision improvements, that have not been completed and accepted, and as to those improvements Subdivider has executed and provided security for a Subdivision Improvement Agreement obligating Subdivider to complete the improvements within a specified period of time. Subdivider now desires to record a final map for the Subdivision;
C. That the City Engineer has reviewed the final map for the Subdivision and has determined that it substantially conforms to the approved tentative map and all conditions and requirements of that approval . T he City Surveyor has reviewed the map and has determined that it is technically correct, and now recommends approval of the final map.
Section 2. The City Council hereby approves the final map for the Subdivision attached hereto as Exhibit A and by this reference incorporated herein, and accepts on behalf of the public the dedication of the easements shown and off ered on the final map for the Subdivision, subject to improvement of said easements and acceptance of the easements by the City.
Section 3. The Subdivision Improvement Agreement attached hereto as Exhibit B and by this reference incorporated herein , is hereby approved and the City Manager is authorized and directed to execute the agreement on behalf of the City.
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Resolution No. 2025- September 23, 2025 Page 2 of 2
1 Section 4. The City Clerk is hereby authorized and directed to record the final map for the Subdivision, and all related documents referred to in this Resolution, in the Office of the Placer County Recorder when fully executed and notarized.
PASSED AND ADOPTED this 23rd day of September, 20 25, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
_______________________________________
Jill Gayaldo, Mayor
ATTEST:
______________________________
Avinta Singh, City Clerk
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To Reso No. 2025-
EXHIBIT A
FINAL MAP
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EXHIBIT A
120
121
122
123
124
125
126
To Reso. No.
EXHIBIT B
SUBDIVISION IMPROVEMENT AGREEMENT
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Exhibit B to Reso. No.
Recording Requested by
and Return to:
City Clerk
City of Rocklin
3970 Rocklin Road
Rocklin, CA 95677
No Fee Per Gov’t Code §27383
Subdivision Name: Montreo
Subdivision No.: SD-2004-03.
Recorded at: Book _______ of Maps, at Page________,
Placer County Recorder
Principal: Ford’s Pop & Gaggie LLC, a California Limited Liability Company; RDMCV LLC, a California Limited
Liability Company; JAC LLC, a California Limited Liability Company; JAB Clover Valley LLC, a California Limited
Liability Company
Effective Date: Sept 23, 2025
SUBDIVISION IMPROVEMENT AGREEMENT
This Subdivision Improvement Agreement (“Agreement”) is entered into by and between the City of Rocklin, hereinafter cal led "City," and Ford’s Pop & Gaggie LLC, a California Limited Liability Company ; RDMCV LLC, a California Limited Liability Company; JAC LLC, a California Limited Liability Company; and JAB Clover Valley LLC, a California Limited Liability Company; hereinafter called "Principal," on the 23rd day of September, 2025.
RECITALS
1. Principal has received approval from City of a tentative subdivision map commonly known as Clover Valley, of which this agreement addresses Units 16 & 17 ("the Subdivision").
2. Principal wishes to have filed for record a final subdivision map, ("the Map"), in substantial conformity with the approved tentative map. A copy of the plat of the Map is attached hereto as Exhibit I and by this reference incorporated herein.
3. City has approved the Map, subject to the execution of this Agreement.
4. Principal is willing to execute this Agreement as a condition pre cedent to the recording of the Map.
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Exhibit B to Reso. No.
5. The authority for this Agreement is set forth in the Subdivision Map Act ("the Map Act") (Government Code section 66410 et seq.) and Title 16 of the Rocklin Municipal Code ("Title 16").
AGREEMENT
6. Acceptance of Easements. City hereby accepts on behalf of the public all easements offered for dedication on the Map , in accordance with the co nditions hereinafter set forth.
7. Improvements. Principal agrees to complete all the works of improvement ("the Improvements") required for the Subdivision as shown on the improvement plans for the Subdivision, dated May 20, 2025, submitted to and reviewed by the City Engineer and on file in the office of the City Engineer, or subsequently revised and approved by the City Engineer, in accordance with the requirements of the Map Act, Title 16, and the Standard Specifications of City in effect at t he time of the installation of the Improvements. Such work will be completed within twenty-four (24) months of the date of this Agreement.
8. Acceptance of Improvements upon Completion . Upon satisfactory completion of the Improvements in accordance with the approved improvement plans, the Standard Specifications and the conditions of approval of the tentative Subdivision Map, City agrees to issue a Notice of Completion of the work and accept any on -site or off-site easements, subject to the provisions of Paragraph 10 hereof.
9. Notice Regarding Construction . Principal shall notify the City Engineer 48 hours prior to commencement of construction of the Improvements.
10. Warranty. Principal agrees to remedy any defects in the Improvements arising from faulty or defective design or construction of said Improvements occurring within twelve (12) months after acceptance thereof has been given in writing by the City Council.
11. Indemnity and Hold Harmless . Principal agrees to and shall defend, indemnify and hold harmless City, its officers, employees, agents and volunteers from and against all claims, damages, losses and expenses, including attorney’s fees and litigation costs and expenses, arising out of the performance of the work described herein, cau sed in whole or in part by any negligent act or omission of Principal, any subcontractor of Principal, anyone directly or indirectly employe d by any of them or anyone for whose acts any of them may be liable, except where caused by the active negligence, s ole negligence or willful misconduct of City. Lack of insurance coverage does not negate Principal’s obligation under this paragraph or this Agreement.
129
Exhibit B to Reso. No.
12. Delay. If the construction of the Improvements shall be delayed without fault of Principal, the t ime for completion thereof may be extended by City for such period of time as City may deem reasonable.
13. Security. Principal shall fur nish to City security to ensure the faithful performance of all duties and obligations of Principal herein contained . Such improvement security shall be in a form acceptable to the City Attorney. Such security shall be either a corporate surety bond, a letter of credit or other instrument of credit issued by a banking institution subject to regulation by the State or F ederal government and pledging that the funds necessary to carry out this Agreement are on deposit and guaranteed for payment, or a cash dep osit made either directly with the City or deposited with a recognized escrow agent for the benefit of the City. Suc h security shall be in the following amounts for the following purposes:
(a) Performance: One hundred percent (100%) of the estimated cost of the outstanding Improvements securing performance of this Agreement, which estimated cost is in the amount of: Four Million Seven Hundred Twenty-Eight Thousand Eighty-Three dollars ($4,728,083.00).
(b) Payment of Labor and Materials: One hundred percent (100%) of the estimated cost of the outstanding Improvements, as set forth in Paragraph (a) immediately pre ceding, securing payment to the contractor of Improvements, to his subcontractors, and to persons furnishing labor, materials, or equipment to them.
(c) Warranty: The amount of : Nine Hundred Forty-Five Thousand Six Hundred Seventeen dollars ($945,617.00) for the subdivision improvements, to guarantee and warrant the Improvements for a period of one (1) year following the completion and acc eptance of the Improvements against any defects in the improvement design, the work, or the labor done, or defects i n materials furnished. This security need not be furnished prior to completion of the Improvements, but must be provided prior to their acceptance.
(d) Survey Monumentation: One hundred percent (100%) of the estimated cost of the installation of survey monuments, which estimated cost is in the amount of: Eleven Thousand dollars ($11,000.00)
14. Irrevocability of Security. The improvement security furnished pursuant to Paragraph 13 shall be irrevocable, shall not be limited as to time (except as to t he 1- year period specified in Paragraph 10), and shall provide that it shall be released, in whole or in part, only upon the written approval of the City Engineer or delegate.
15. Actions. At City's option, any action by any party to this Agreement, or any action concerning the security furnished pursuant to Paragraph 13, shall be brought in the appropriate court of competent jurisdiction w ithin the County of Placer, 130
Exhibit B to Reso. No.
notwithstanding any other provision of law which may provide that such action may be brought in some other location.
16. Inspection; Release of Security For Faithful Performance . Principal may, from time to time, request the City Engineer to inspect the Improvements as they progress. The City Engineer may, if the work is found by City En gineer to be in accordance with the Standard Specifications, choose to accept so much of that work as is completed, and authorize a release pro tanto of the security provided pursuant to Paragraph 13(a); provided, however, that in no event shall the releas e of more than eighty (80%) of the improvement security be authorized until all the work has been completed and accepted.
17. Release of Remaining Security For Faithful Performance: Warranty .
At the conclusion of the construction of the Improvements, and upon written acceptance of them by the City Council and approval of a Notice of Completion, the City Engineer shall authorize the release of the security provided pursuant to Paragraph 13(a) upon the furnishing of the warranty security as required by Paragraph 13(c).
18. Release of Security Where Other Agency Approval Required .
Notwithstanding paragraphs 16 and 17, where any portion of the Improvements is subject to approval by another agency, no release of security equal to the value of those Improvements shall be made until the work is completed to the satisfaction of such other agency. Such other agency shall have two (2) months after completion of the performance of the obligation in which to register satisfaction or dissatisfaction. If at the end of that period it has not registered satisfaction or dissatisfaction, it shall be conclusively deemed that the performance of the obligation was done to its satisfaction.
19. Release of Labor and Materials Security . Ninety (90) days after a notice of com pletion is filed with respect to the Improvements, the City Engineer may authorize the release of the security given to secure payment for l abor and materials as provided in Paragraph 13(b) of this agreement, in the event that no claims have been filed aga inst said security. In the event that claims or actions are filed against the security, the City Engineer may release so much of such security as is in excess of the total of the claims made against it.
20. Insurance. Principal shall procure and maintai n for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connec tion with the performance of the work hereunder by the Principal, its agents, representatives, or employees.
A. Minimum Scope and limit of Insurance
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply se parately to this project/location (ISO CG 131
Exhibit B to Reso. No.
25 03 or 2 5 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Pri ncipal has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compens ation insurance as required by the Stat e of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
B. Other Insurance Provisions
The insurance policies are to cont ain, or be endorsed to contain, the following provisions:
1. Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be co vered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Principal including materials, parts, o r equipment furnished i n connection with such work or operations. General li ability coverage can be provided in the form of an endorsement to the Principal’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 ; and CG 20 37 forms if later revisions used).
2. Primary Coverage . For any claims related to this contract, the Principal’s insurance coverage shall be primary with coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employee s, or volunteers, and shall be excess of the Principal’s insurance and shall not contribute to it.
3. Notice of Cancel lation. Each insurance policy required above shall not be canceled, except with notice to the City.
4. Waiver of Subrogation. Principal hereby grants to City a waiver of any right to subrogation which any insurer of said Principal may acquire against the C ity by virtue of the payment of any loss under such insurance. Principal agrees to obtain any endorsement that may be necessary to affect t his waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
5. Self-Insured Retentions . Self-insured retentions must be declared to and approved by the City. The City may require the Principal to provide proof of ability to pay losses and related investigations, claim adm inistration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self -insured retention may be satisfied by either the named insured or City.
132
Exhibit B to Reso. No.
6. Acceptability of Insurers. Insurance is to be plac ed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
7. Claims Made Policies. If any of the required policies provide coverage on a claims made basis:
i. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.
ii. Insurance must be mainta ined and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
iii. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a Retroactive Date prior to the contract effective date, the Principal must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work.
8. Verification of Coverage. Principal shall furnish the City with original Certificate of Insurance including al l required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to the City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Principal’s obli gation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endo rsements required by these specifications, at any time.
9. Subcontractors. Principal shall require and verify that al l subcontractors maintain insurance meeting all the requirements stated herein, and Principal shall ensure that City is an additional insured on insurance required from subcontractors.
10. Special Risks or Circumstances. City reserves the right to modify the se requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
21. Monuments. Principal agrees to install, on or before December 31, 2027, such survey monuments as may be required by the City Engineer. Upon the installation of such monuments, and their acceptance by the City Engineer, the security provided therefor shall be released.
22. Failure of Performance . In the event Principal fails to perform one or more of the conditions herein, City shall have recourse to the security given to 133
Exhibit B to Reso. No.
guarantee the performance of such acts. City shall have recourse against so much of the security as is necessary to discharge the responsibility of Principal hereunder. City shall have recourse aga inst Principal for any and all amounts necessary to complete the obligations of Principal in the event the security therefore is insufficient to pay such amounts. All administrative costs incurred by the City, in addition to the costs of the Improvements, shall be a proper charge against the security and/or Principal.
23. Attorney's Fees. If the services of any attorney are required by any party to secure the performance of this Agreement or otherwise upon the breach or default of another party, or if an y judicial remedy or arbitration is necessary to enforce or interpret any provisions of this Agreement or the rights and duties of any person in relation to this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, costs and other expenses, in addition to any other relief to which such party may be entitled.
Prevailing party includes (a) a party who dismisses an act ion in exchange for sums allegedly due; (b) the party that receives performance from the other party of an alleged breach of covenant or a desired remedy, if it is substantially equal to the relief sought in an action; or (c) the party determined to be prevailing by a court of law.
Whenever provision is made in this Agreement for the payment of attorney's fees, such f ees shall be payable whether the legal services are rendered by a salaried employee for the party or by independent counsel and shall includ e such fees as are incurred in connection with any pretrial proceeding, trial or appeal of the action.
Any award o f damages following judicial remedy or arbitration as a result of the breach of this Agreement or any of its provisions shall include an award of prejudgment interest from the date of the breach at the maximum amount of interest allowed by law.
24. Agreement Binding on Successors, Etc. This Agreement shall be binding upon all the heirs, successors, and assigns of either party, and the same shall be recorded in the office of the Recorder of Placer County upon its execution, and shall be a covenant running with the land and equitable servitude upon the parcel or parcels of real property subdivided by the Map.
25. Subdivision Map Act Controlling. To the extent any provision of this Agreement conflicts with any provision of the Map Act, the applicable provi sion of such Act shall control, and no action taken pursuant to this Agreement which conflicts with any provision of the Map Act shall relie ve the person taking such action from compliance with the provisions of the Map Act.
26. Waiver. Failure by a part y to insist upon the strict performance of any of the provisions of this Agreement by the other party, or the failure by a party to exercise its rights upon the default of the other party shall not constitute a waiver of such party's right to insist and de mand strict compliance by the other party with the terms of this Agreement thereafter.
134
Exhibit B to Reso. No.
WHEREFORE, the parties hereto have executed this A greement on the day and in the year first above written.
CITY OF ROCKLIN
By: _____________________________________________
Aly Zimmermann, City Manager
Principal signatures on next 2 pages
135
Exhibit B to Reso. No.
PRINCIPAL
Ford’s Pop & Gaggie LLC, a California Limited Liability Company
By: _____________________________________________
(Signature)
________________________________________________
(Type Name)
________________________________________________
(Type Title)
RDMCV LLC, a California Limited Liability Company
By: _____________________________________________
(Signature)
________________________________________________
(Type Name)
________________________________________________
(Type Title)
JAC LLC, a California Limited Liability Company
By: _____________________________________________
(Signature)
________________________________________________
(Type Name)
________________________________________________
(Type Title)
136
Exhibit B to Reso. No.
JAB Clover Valley LLC, a California Limited Liability
Company
By: _____________________________________________
(Signature)
________________________________________________
(Type Name)
________________________________________________
(Type Title)
APPROVED AS TO FORM:
Crystal Hodgson, Assistant City Attorney
ATTEST:
_____________________________
Avinta Singh, City Clerk
137
ATTACH CURRENT NOTARY
ACKNOWLEDGEMENT FORM
FOR CITY OF ROCKLIN
138
ATTACH CURRENT NOTARY
ACKNOWLEDGEMENTS FORMS
FOR PRINCIPALS
139
EXHIBIT 1
TO SUBDIVISION IMPROVEMENT AGREEMENT
PLAT OF FINAL MAP
140
BLACK RAIL LOOP
BLACK RAIL COURT
BLACK RAILLOOP
YELLOW RAIL CT.
PAGE 1 OF EXHIBIT 1 OFSUBDIVISION IMPROVEMENT AGREEMENTRESOLUTION NO. 2025- EXHIBIT "1"FINAL MAPMONTREOEXHIBIT "1"FINAL MAPMONTREO
141
Resolution No. 2025- September 23, 2025 Page 1 of 1
1 RESOLUTION NO. 2025-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROCKLIN
APPROVING AND AUTHORIZING EXECUTION OF A SUBDIVISION
LANDSCAPING AGREEMENT OF (MONTREO SUBDIVISION/(SD-2004-03))
The City Council of the City of Rocklin does resolve as follows:
Section 1. The City Council of the City of Rocklin hereby finds as follows:
A. That a final subdivision map for a subdivision known as Montreo Subdivision/SD-2004-03) (the “Subdivis ion”) and as submitted by Ford’s Pop & Gaggie LLC, a California Limited Liability Company; RDMCV LLC, a California Limited Liability Company; JAC LLC, a California Limited Liability Company; and JAB Clover Valley LLC, a California Limited Liability Company (the “Subdivider”).
B. That certain subdivision landscaping improveme nts which were made conditions of the tentative subdivision map have not been completed and accepted, and Subdivider has executed and provided security for a subdivision landscaping agreement obligating Subdivider to complete the landscaping improvements w ithin a specified period of time. Subdivider requests the City Council to accept the subdivision landscaping agreement in satisfaction of the tentative map condition.
Section 2. The subdiv ision landscaping agreement attached hereto as Exhibit A and by this reference incorporated herein is hereby approved and accepted as satisfaction of the tentative map subdivision landscaping improvement conditions, and the City Manager is authorized and directed to execute the agreement on behalf of the City.
Section 3. The City Clerk is directed to record the subdivision landscaping agreement when fully executed and notarized in the office of the Placer County Recorder.
PASSED AND ADOPTED this 23rd day of September, 2025, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
____________________________________
Jill Gayaldo, Mayor
ATTEST:
_______________________________
Avinta Singh, City Clerk
142
To Reso. No.
EXHIBIT A
SUBDIVISION LANDSCAPING AGREEMENT
143
Reso. No. 2025-
Recording Requested by
and Return to:
City Clerk
City of Rocklin
3970 Rocklin Road
Rocklin, CA 95677
No Fee Per Gov’t Code §27383
Subdivision Name: Montreo
Subdivision No.: SD-2004-03
Recorded at: Book _______ of Maps, at Page________,
Placer County Recorder
Principal: Ford’s Pop & Gaggie LLC, a California Limited Liability Company; RDMCV LLC, a California Limited Liability Company; JAC LLC, a California Limited Liability Company; JAB Clover Valley LLC, a California Limited Liability
Company
Effective Date: September 23, 2025
SUBDIVISION LANDSCAPING AGREEMENT
This Subdivision Landscaping Agreement is entered into by and between the City of Rocklin, hereinafter called "City," and Ford’s Pop & Gaggie LLC, a California Limited Liability Company; RDMCV LLC, a California Limited Liability Company; JAC LLC, a California Limited Liability Company; and JAB Clover Valley LLC, a Californi a Limited Liability Company; hereinafter called "Principal," on the 23rd day of September, 2025.
RECITALS
1. Principal has received approval from City of a tentative subdivision map commonly known as Clover Valley, of which this agreement addresses Units 16 & 17 ("the subdivision").
2. Principal wishes t o have filed for record a final subdivision map, ("the map"), in substantial conformity with the approved tentative map. A copy of th e plat of the map is attached hereto as Exhibit 1 and by this reference incorporated herein.
3. City has approved the map, subject to the execution of this Agreement.
4. Principal is willing to execute this Agreement as a condition precedent to the recording of the map.
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5. The authority for this Agreement is set forth in the Subdivision Map Act ("the Map Act") (Government Code secti on 66410 et seq.) and Title 16 of the Rocklin Municipal Code ("Title 16").
AGREEMENT
6. Improvements. Principal agrees to complete all the works of landscaping improvement ("the Improvements") required for the subdivision as shown on the final landscaping plans for the subdivision, dated May 20, 2025, submitted to and reviewed by the City Engineer and on file in the office of the City Engineer, or subsequently revised and approved by the City Engineer, in accordance with the requirements of the Map Act, Ti tle 16, and the Standard Specifications of City in effect at the time of the installation of the Improvements. Such work will be completed within twenty-four (24) months of the date of this Agreement.
7. Acceptance of Improvements upon Completion . Upon sati sfactory completion of the Improvements in accordance with the approved landscaping plans, the Standard Specifications and the conditions of approval of the tentative subdivision map, City agrees to acc ept the Improvements and any off -site easements accept ed by City, subject to the provisions of Paragraph 9 hereof.
8. Notice Regarding Construction. Principal shall notify the City Engineer 48 hours prior to commencement of construction of the Improvements.
9. Warranty. Principal agrees to remedy any defects in the Improvements arising from faulty or defective design or construction of said Improvements occurring within twelve (12) months after acceptance thereof has been given in writing by the City Council.
10. Indemnity and Hold Harmless . Principal agrees to an d shall defend, indemnify and hold harmless City, its officers, employees, agents and volunteers from and against all claims, damages, losses and expenses, including attorneys fees and litigation costs and expenses, arising out of the performance of the wo rk described herein, caused in whole or in part by any negligent act or omission of Principal, any subcontractor of Principal, anyone directly or indirectly employed by any of them or anyone for whose a cts any of them may be liable, except where caused by the active negligence, sole negligence or willful misconduct of City. Lack of insurance coverage does not negate Principal’s obligation under this paragraph or this Agreement.
11. Delay. If the construction of the Improvements shall be delayed without fault of Principal, the time for completion thereof may be extended by City for such period of time as City may deem reasonable.
12. Security. Principal shall furnish to City security to ensure the faithful performance of all duties and obligations of Principal he rein contained. Such 145
Reso. No. 2025-
Improvement security shall be in a form acceptable to the City Attorney. Such security shall be either a corporate surety bond, a letter of credit or other instrument of credit issued by a banking institution subject to regulation by t he State or Federal government and pledging that the funds necessary to carry out this Agreement are on deposit and guaranteed for payment, or a cash deposit made either directly with the City or deposited with a recognized escrow agent for the benefit of the City. Such security shall be in the following amounts for the following purposes:
a. Performance: One hundred percent (100%) of the estimated cost of the Improvements securing performance of this Agreement, which estimated cost is in the amount of: One Hundred Five Thousand dollars ($105,000.00).
b. Payment of Labor and Materials: One hundred percent (100%) of the estimated cost of the Improvements, as set forth in Paragraph (a) immediately preceding, securing payment to the contractor of Improvements, to his subcontractors, and to persons furnishing labor, materials, or equipment to them.
c. Warranty: The amount of Twenty-one Thousand dollars ($21,000.00) to guarantee and warrant the Improvements for a period of one (1) year following the completion and ac ceptance of the Improvements against any defects in the Improvement design, the work, or the labor done, or defects in materials furnished. This security need not be furnished prior to completion of t he Improvements, but must be provided prior to their acceptance.
13. Irrevocability of Security. The Improvement security furnished pursuant to Paragraph 12 shall be irrevocable, shall not be limited as to time (except as to the twelve (12) month period specified in Paragraph 9), and shall provide that it shall be released, in whole or in part, only upon the written approval of the City Engineer or delegate.
14. Actions. At City's option, any action by any party to this Agreement, or any action concerning the security furnished pursuant to Paragraph 12, shall be brought in the appropriate court of competent jurisdiction within the County of Placer, notwithstanding any other provision of law which may provide that such action may be brought in some other location.
15. Inspection; Release of Security For Faithful Perf ormance. Principal may, from time to time, request the City Engineer to inspect the Improvements as they progress. The City Engineer may, if the work is found by City Engineer to be in accordance with the Standard Specifications, choose to accept so much of that work as is completed, and authorize a release pro tanto of the security provided pursuant to Paragraph 12(a); provided, however, that in no event shall the release of more than eighty (80%) of the Improvement security be authorized until all the wo rk has been completed and accepted.
146
Reso. No. 2025-
16. Release of Remaining Security For Faithful Performance: Warranty .
At the conclusion of the construction of the Improvements, and upon written acceptance of them by the City Council and approval of a Notice of Completio n, the City Engineer shall authorize the release of the security provided pursuant to Paragraph 12(a) upon the furnishing of the warranty security as required by Paragraph 12(c).
17. Release of Security Where Other Agency Approval Required .
Notwithstanding p aragraphs 15 and 16, where any portion of the Improvements is subject to approval by another agency, no release of security equal to the value of those Improvements shall be made until the work is compl eted to the satisfaction of such other agency. Such o ther agency shall have two (2) months after completion of the performance of the obligation in which to register satisfaction or dissatisfaction. If at the end of that period it has not registered satisfaction or dissatisfaction, it shall be conclusively deemed that the performance of the obligation was done to its satisfaction.
18. Release of Labor and Materials Security . Ninety (90) days after a notice of completion is filed with respect to the Improvements, the City Engineer may authorize the release of the security given to secure payment for labor and materials as provided in Paragraph 12(b) of this agreement, in the event that no claims have been filed against said security. In the event that claims or actions are filed against the security, the City Eng ineer may release so much of such security as is in excess of the total of the claims made against it.
19. Insurance. Principal shall procure and maintain for the duration of the contract insurance agains t claims for injuries to persons or damages to propert y which may arise from or in connection with the performance of the work hereunder by the Principal, its agents, representatives, or employees.
a. Minimum Scope and limit of Insurance
i. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the ge neral aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
ii. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Principal has no owned autos, Code 8 (hired) and 9 (non -owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.
iii. Workers’ Compensation insurance as required by the State of California, with Statutor y Limits, and Employer’s Liability 147
Reso. No. 2025-
Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
b. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions:
i. Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Principal including m aterials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Principal’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 ; and CG 20 37 forms if later revisions used).
ii. Primary Coverage. For any claims related to this contract, the Principal’s insurance coverage shall be primary with coverage at least as broad as ISO CG 20 01 04 13 as respects th e City, its officers, officials, employees, or volunteers, and shall be excess of the Principal’s insurance and shall not contribute to it.
iii. Notice of Cancellation. Each insurance policy required above shall not be canceled, except with notice to the City.
iv. Waiver of Subrogation. Principal hereby grants to City a waiver of any right to subrogation which any insurer of said Principal may acquire against the City by virtue of the payment of any loss unde r such insurance. Principal agrees to obtain any endor sement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
v. Self-Insured Retentions . Self-insured retentions must be declared to and approved by the City. The City may require the Principal to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the r etention. The policy language shall provide, or be end orsed to provide, that the self -insured retention may be satisfied by either the named insured or City.
vi. Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M.
Best’s rating of no less than A:VII, unless otherwise acceptable to the City. Claims Made Policies. If any of the required policies provide coverage on a claims made basis:
148
Reso. No. 2025-
1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after
completion of the contract of work.
3. If coverage is canceled or non -renewed, and not
replaced with another claims -made policy form with a
Retroactive Date prior to the contract effective date, the Principal must purchase “extended reporting” coverage
for a minimum of five (5) years after completion of
contract work.
vii. Verification of Cover age. Principal shall furnish the City with original C ertificate of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorse ments to the City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Principal’s obligation to provide them. The City reserves the rig ht to require complete, certified copies of all requir ed insurance policies, including endorsements required by these specifications, at any time.
viii. Subcontractors. Principal shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Principal shall ens ure that City is an additional insured on insurance required from subcontractors.
ix. Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the n ature of the risk, prior experience, insurer, coverage, or other special circumstances.
20. Failure of Performance . In the event Principal fails to perform one or more of the conditions herein, City shall have recourse to the security given to guarantee the performance of such acts. City shall have recour se against so much of the security as is necessary to discharge the responsibility of Principal hereunder. City shall have recourse against Principal for any and all amounts necessary to complete the obligations of Principal in the event the security there fore is insufficient to pay such amounts. All administrative costs incurred by the City, in addition to the costs of the Improvements, shall be a proper charge against the security and/or Principal.
21. Attorney's Fees. If the services of any attorney ar e required by any party to secure the performance of this Agreement or otherwise upon the breach or default of another party, or if any judicial remedy or arbitration is necessary to enforce or interpre t any provisions of this Agreement or the rights and duties of any person in relation to this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, costs 149
Reso. No. 2025-
and other expenses, in addition to any other relief to which such party may be entitled.
Prevailing party includes (a) a party wh o dismisses an action in exchange for sums allegedly due; (b) the party that receives performance from the other party of an alleged breach of covenant or a desired remedy, if it is substantially equal to the relief sought in an action; or (c) the party determined to be prevailing by a court of law.
Whenever provision is made in this Agreement for the payment of attorney's fees, such fees shall be payable whether the legal services are rendered by a salaried employee for the party or by independent counse l and shall include such fees as are incurred in connection with any pretrial proceeding, trial or appeal of the action.
Any award of damages following judicial remedy or arbitration as a result of th e breach of this Agreement or any of its provisions sh all include an award of prejudgment interest from the date of the breach at the maximum amount of interest allowed by law.
22. Agreement Binding on Successors, Etc. This Agreement shall be binding upon all the heirs, successors, and assigns of either pa rty, and the same shall be recorded in the office of the Recorder of Placer County upon its execution, and shall be a covenant running with the land and equitable servitude upon the parcel or parcels of real property subdivided by the map.
23. Subdivision Map Act Controlling . To the extent any provision of this Agreement conflicts with any provision of the Map Act, the applicable provision of such Act shall control, and no action taken pursuant to this Agreement which conflicts with any provision of the M ap Act shall relieve the person taking such action from compliance with the provisions of the Map Act.
24. Waiver. Failure by a party to insist upon the strict performance of any of the provisions of this Agreement by the other party, or the failure by a party to exercise its rights upon the default of the other party shall not constitute a waiver of such party's right to insist and demand strict compliance by the other party with the terms of this Agreement thereafter.
WHEREFORE, the parties hereto hav e executed this Agreement on the day and in the year first above written.
CITY OF ROCKLIN
By:_____________________________________________
Aly Zimmermann, City Manager
150
Reso. No. 2025-
PRINCIPAL
Ford’s Pop & Gaggie LLC, a California Limited Liability Company
By:_____________________________________________
(Signature)
________________________________________________
(Type Name)
________________________________________________
(Type Title)
RDMCV LLC, a California Limited Liability Company
By: _____________________________________________
(Signature)
________________________________________________
(Type Name)
________________________________________________
(Type Title)
JAC LLC, a California Limited Liability Company
By: _____________________________________________
(Signature)
________________________________________________
(Type Name)
________________________________________________
(Type Title)
151
Reso. No. 2025-
JAB Clover Valley LLC, a California Limited Liability
Company
By: _____________________________________________
(Signature)
________________________________________________
(Type Name)
________________________________________________
(Type Title)
APPROVED AS TO FORM:
Crystal Hodgson, Assistant City Attorney
ATTEST:
_____________________________
Avinta Singh, City Clerk
152
ATTACH CURRENT NOTARY
ACKNOWLEDGEMENT FORM
FOR CITY OF ROCKLIN
153
ATTACH CURRENT NOTARY
ACKNOWLEDGEMENT FORM
FOR PRINCIPAL
154
Subdivision Landscaping Agreement
Reso. No.
EXHIBIT 1
TO SUBDIVISION LANDSCAPING AGREEMENT
155
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156
Resolution No. 2025- September 23, 2025 Page 1 of 2
1 RESOLUTION NO. 2025-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROCKLIN
ACCEPTING GRANT OF OPEN SPACE EASEMENT
(HILLSIDE AND BLUFF PROTECTION)
(Montreo Subdivision/(SD-2004-03))
The City Council of the City of Rocklin does resolve as follows:
Section 1. The City Council of the City of Rocklin finds as follows:
A. Approval of the tentative subdivision map for the subdivision known as Montreo Subdivision/SD-2004-03) was condition ed on, among other things, dedication of open space easements over portions of the real property included in the tentative map, which real property is shown and described in Exhibit A attached hereto and by this reference incorporated herein;
B. The subdivider wishes to file for record a final subdivision map for Montreo and wishes to satisfy the above-described condition by offering to grant to the City of Rocklin an open space easement with covenants in the form attached hereto as Exhibit A;
C. Preservation of the land as open space is consistent with the Rocklin General Plan; and
D. The preservation of land as open space is in the best interest of the City of Rocklin and is important to the public for the enjoyment of scenic beauty for the following reasons:
1. The land is essentially unimproved, and if retained in its natural state, it has scenic value to the public and is valuable as a watershed and wildlife preserve;
2. It is in the public interest that the land remain in its natural state, including the trees and other natural growth, as a means of preventing floods and because of its value as watershed;
3. The land, if retained as open space, will add to the amenities of living in the neighboring urbanized areas; and
4. The instrument conveying the open space easement to the City of Rocklin contains appropriate covenants to ensure that the public interest will be served in these ways.
157
Resolution No. 2025- September 23, 2025 Page 2 of 2
1 Section 2. The City Council of the City of Rocklin accepts the grant of open space easement with covenants in the form attached as Exhibit A and by this reference incorporated herein.
Section 3. The City Clerk is directed to record the easement in the office of the Placer County Recorder when fully executed and notarized.
PASSED AND ADOPTED this 23rd day of September, 2025, by the following vote:
AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
_____________________________
Jill Gayaldo, Mayor
ATTEST:
________________________________
Avinta Singh, City Clerk
158
EXHIBIT A
GRANT OF OPEN SPACE EASEMENT
159
to Reso. No.
Recording Requested by
and Return to:
City Clerk
City of Rocklin
3970 Rocklin Road
Rocklin, CA 95677
Exempt from filing fees
Per Gov’t Code § 27383
Exempt from Documentary Transfer Tax
Per Rev & Tax Code §11922
Transfer Tax Due=$0.00
GRANT OF OPEN SPACE EASEMENT WITH COVENANTS
(HILLSIDE AND BLUFF PROTECTION)
(Montreo (Clover Valley Units 16 & 17))
1. Ford’s Pop & Gaggie LLC, a California Limited Liability Company; RDMCV LLC, a California Limited Liability Company; JAC LLC, a California Limited Liability Company; and JAB Clover Valley LLC, a Calif ornia Limited Liability Company; ("Grantor"), hereby grants to the City of Rocklin, a municipal corporation, ("Grantee"), a perpetual open space easement, in that certain real property situated in the City of Rocklin, County of Placer, State of California, as shown and described in Exhibit 1, attached hereto and incorporated by reference herein ("Open Space Property"). This open space easement is given pursuant to Chapter 6.6 (commencing with section 51070) of Part 1, Division 1, Title 5 of the California Government Code.
2. Grantor and Grantee recognize that the Open Space Property has significant value and that this value will add to the public's enjoyment of and awareness for the need to preserve these amenities while living in an urbanized area. The purpose of this open space easement is to keep the Open Space Property in a condition that preserves its significant topographical features to as much of an extent as reasonably possible for the enjoyment and benefit of the public. In order that the Open Space Property be so kept, Grantor shall not:
a. Place, erect, construct, or maintain any improvement on the Open Space Property, including but not limited to fencing, except four-inch by four -inch (4” X 4”) metal posts marking the boundaries of the Ope n Space Property.
b. Cut, remove or otherwise disturb trees, shrubs, or other natural growth found on the Open Space Property, except as may be required for fire prevention as defined in the Open Space Management and Fuel Modification Plan dated March 17, 2024, attached as Exhibit 2, erosion 160
to Reso. No.
control, thinning, or elimination of diseased growth, or similar preventative measures in a manner compatible with the purposes of this agreement .
Grantor shall not plant any trees, shrubs, or other vegetation upon the Open Space Property, except as provided for in paragraph 3.c. of this easement;
c. Enter upon the surface to mine, extract or otherwise remove any archaeological or natural resource found or located in the Open Space Property, or excavate, grade, re move or otherwise disturb any existing sand, soil, rock, gravel or other material found or located in the Open Space Property;
d. Use any portion of the Open Space Property as a dump site, parking lot, storage area or any other use which is inconsistent with the stated purposes, terms, conditions, restrictions and covenants of this easement, or the findings of the City Council of the City of Rocklin relative to the Open Space Property pursuant to Government Code section 51080 et seq.;
e. Operate or permit the operation on the Open Space Property of any motor driven or powered vehicle, except as may be required for fire prevention, elimination of diseased growth or similar preventive measures , as defined in the Open Space Management and Fuel Modificatio n Plan dated March 17, 2024, attached as Exhibit 2.
f. Permit any advertising of any kind to be located on any portion of the Open Space Property.
3. Grantor hereby reserves to itself, its successors in interest and assigns, the right to use the Open Space Property in any manner which is consistent with the purposes and terms of this easement and with existing zoning and other laws, rules and regulations of the State of California and the City of Rocklin. The rights so reserved include, but are not limited to the following:
a. The right to maintain all existing landscaping and terrain in its present condition;
b. The right to exclude members of the public from trespassing upon the Open Space Property;
c. The right to cover the site with soil and landscaping subject to the prior approval of the Rocklin Community Development Director, who shall require Grantor to utilize grading, fill and planting methods compatible with preserving the Open Space Property in its natural state; and
d. The right to install underground drainage, utility, and similar lines and facilities, subject to prior approval of the City of Rocklin's 161
to Reso. No.
Community Development Director, who shall require Grantor to conduct the work in a manner which minimizes disturbance to the top ographic features of the open space property, and to restore and revegetate the open space property to its natural state to the Director’s satisfaction.
4. Grantor hereby grants Grantee, its successors and assigns, the right, but not the obligation, to enter the Open Space Property during the term of this easement for the purposes of removing anything or prohibiting any activity which is contrary to the stated purposes, terms, conditions, restrictions or covenants contained in this easement, or which will or may destroy the unique physical characteristics of the Open Space Property.
5. Grantor hereby waives for himself, his successors in interest and assigns, all reimbursement or compensation for any improvements located within the Open Space Propert y which may be damaged or destroyed by Grantee, its agents or employees, in carrying out any of the rights granted by this easement.
In addition to the rights granted elsewhere herein, such rights include the right, but not the obligation, to make inspections of the Open Space Property and to maintain the Open Space Property for fire and flood prevention, firefighting, flood abatement and rodent and/or pest extermination.
6. The granting of this easement and its acceptance by the City of Rocklin does not authorize and is not intended to authorize the public to use any portion of the Open Space Property.
7. The sole purpose of this easement is to restrict the uses to which the Grantor may put the Open Space Property thereby preserving its topographic features.
8. This easement shall not be abandoned, and the terms hereof shall not be amended or rescinded as to any portion of the Open Space Property without the prior written consent of Grantee and full compliance with sections 51093 and 51094 of the Government Code.
9. Each of the terms and provisions contained herein is a covenant intended for the benefit of the public and constitutes an enforceable restriction pursuant to the provisions of section 8 Article XIII of the California Constitution and Chapter 6.6 (commencing with section 51070) of Part 1, Division 1, Title 5 of the Government Code, and shall be binding on the heirs, successors in interest and assigns of the Grantor, and each and all of them, and shall run with the land. Each of the stated purposes, terms, conditions, restrictions, and covenants may be specifically enforced or enjoined by proceedings in the Superior Court of the State of California.
10. In any legal proceeding between the Grantor and Grantee to enforce any of the rights or obligations of the parties herein or any of the terms contained 162
to Reso. No.
herein the prevailing party shall be entitled to recover reasonable attorneys' fees, including those incurred on appeal, if any.
DATED:________________
GRANTORS:
Ford’s Pop & Gaggie LLC, a California Limited Liability Company
By:_____________________________________________
(Signature)
________________________________________________
(Type Name)
________________________________________________
(Type Title)
RDMCV LLC, a California Limited Liability Company
By:
_____________________________________________
(Signature)
________________________________________________
(Type Name)
________________________________________________
(Type Title)
JAC LLC, a California Limited Liability Company
163
to Reso. No.
By:
_____________________________________________
(Signature)
________________________________________________
(Type Name)
________________________________________________
(Type Title)
JAB Clover Valley LLC, a California Limited Liability
Company
By:
_____________________________________________
(Signature)
________________________________________________
(Type Name)
________________________________________________
(Type Title)
164
INSERT NOTARY ACKNOWLEDGMENT(S) HERE
165
To Grant of Open Space Easement
Reso No.
EXHIBIT 1
OPEN SPACE EASEMENT PROPERTY DESCRIPTION
The land referred to herein is situation in the City of Rocklin, County of Placer, State of California and is described as follows:
Open Space Easement over Lot A as shown on the map entitled, “Final Map of Montreo,
filed for record in the Office of the Recorder of Placer County, California, In Book _____of Maps, at Page _____.
166
To Grant of Open Space Easement
Reso No.
EXHIBIT 2
OPEN SPACE MANAGEMENT AND FUEL MODIFICATION PLAN
167
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168
Open Space Management and Fuel Modification Plan
Montreo
MONTREO
OPEN SPACE MANAGEMENT
AND FUEL MODIFICATION PLAN
P
repared for:
Rick Massie
P
repared by:
Ub
ora Engineering & Planning
M
arch 17, 2024
EXHIBIT 2
169
Open Space Management and Fuel Modification Plan
Montreo
Table of Contents
1.0 Introduction ..................................................................................................................................... 1
2.0 Open Space Description ................................................................................................................... 1
2.1 Location ....................................................................................................................................... 1
2.2 Vegetation.................................................................................................................................... 1
3.0 Long Term Preserve Management................................................................................................... 1
3.1 Preserve Manager ............................................................................................................................... 1
3.2 Management Strategies ...................................................................................................................... 1
3.3 Permitted Uses .................................................................................................................................... 2
3.4 Prohibited Activities ............................................................................................................................ 2
4.0 Fuel Modification Plan Management .............................................................................................. 3
4.1 Basis of Plan Design ............................................................................................................................. 3
4.2 Vegetation Maintenance Practices ...................................................................................................... 3
4.3 Large Areas .......................................................................................................................................... 3
4.4 Protected Areas and Vegetation ......................................................................................................... 3
4.5 Access Control ..................................................................................................................................... 4
5.0 Preserve Funding and Ownership .................................................................................................... 4 Figure 1 Open Space Exhibit
Figure 2 Vegetation Maintenance Zones Exhibit
Figure 3 Zones 1 & 2 Adjacent to Rear Yards without Retaining Walls Figure 4 Zones 1 & 2 Adjacent to Rear Yards with Retaining Walls Figure 5 Slope Exhibit
Appendix A City of Rocklin Vegetation Maintenance Standard…………………………………………………………...A-1 Appendix B City of Rocklin Citywide Fuel Load Reduction Guidelines……………………………………….………..B-1
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Open Space Management and Fuel Modification Plan
Montreo
1 1.0 Introduction
In 2007, the City of Rocklin approved the Clover Valley Tentative Subdivision Map, comprising the development of 558 residential lots and other associated land uses on 622 acres located within Clover Valley , which is situated in the northeast corner of the city. The Montreo project is comprised of the development of 51 residential lots and one open space lot on roughly 19 acres situated atop the ridge on the w est side of Clover Valley. Of the 19 acres, roughly 15 will be developed while the remaining 4 acres will be saved as open space. The project’s Home Owners Association will own the open space lot (Lot A) and manage the open space contained within.
This document describes the management of the fire fuel load within the open space lot. It does not cover any fire fuel load management within the private lots.
2.0 Open Space Description
2.1 Location
The Montreo project comprises an approximately 19-acre long and narrow strip of land located along the west ridge above Clover Valley, adjacent to Park Drive . Access to the site is via Park Drive at the north and south end of the property (see Figure 1).
2.2 Vegetation
The property is located atop the ridge, roughly 160 feet above the valley floor, with a majority of the property covered by two principal plant communities: dry grassland and oak woodland. The dry grassland consists of non -native annual grasses, including ripgut brome, soft chess, filaree, medusahead, wild oat, and star thistle. The annual grasses extend outward from the ridgetop , downslope into the oak woodland canopy located along the steeper slopes of the canyon wall .
Oak woodlands grow in shallow to moderately deep, well-drained soils along the relatively steep canyon side slopes, in excess of 20 percent, supporting a low, dense, closed-canopy woodland of blue oak, interior live oak, California buckeye and poison oak. Small openings in the woodland canopy support ripgut brome and dogtail grass. The floor of the oak woodland supports a species mixture of annual non-natives similar to the dry grassland.
3.0 Long Term Preserve Management
3.1 Preserve Manager
The project’s Home Owners Association (HOA), pursuant to thi s Open Space Management and Fuel Modification Plan (Pl an), will provide management of this open space area . The HOA will function as both the Preserve Manager and the Owner in fee of the open space parcels. All allowed uses and restrictions in this open space area are contained within this plan.
3.2 Management Strategies
• Limit access to the open space.
• Police the property sufficiently to discourage and even prosecute and penalize unauthorized “users”.
• Implement best management practices during construction and maintenance activities to minimize damage to special status species and potential habitat. 171
Open Space Management and Fuel Modification Plan
Montreo
2 3.3 Permitted Uses
The Plan expressly permits the following uses within the subject open space parcels:
• Permitted uses set forth in the City of Rocklin Zoning Ordinance; • Land uses and associated infrastructure set forth in the Montreo Subdivision approval documentation;
• Wildfire mitigation measures, including fire suppression and other emergency response measures necessary;
• Stormwater drainage facilities as noted in the Montreo Subdivision approval documentation and as otherwise approved during the project’s improvement plans review; • Maintenance including weed abatement, utility maintenance, fire prevention, preserve maintenance-abated materials may be chipped on site, lopped and scattered, or chipped and hauled;
• Activities that may be required for the operation and maintenance of other open space infrastructure are permitted.
The entities responsible for operating and maintaining facilities within the open space will be provided access to the open space by the Preserve Manager. The Preserve Manager shall maintain a list of entities who have infrastructure operation and/or maintenance responsibilities within the open space. The Preserve Manager is responsible for notifying and informing entities performing operation and/or maintenance responsibilities within the preserve about preserve management policies including activities prohibited within the preserve.
3.4 Prohibited Activities
The following activities are not permitted within the open space preserve:
• Alteration of existing topography, which includes leveling, grading, or landscaping, for any purposes, except as required for authorized fire protection, routine maintenance of existing utilities, emergency situations including fires, floods, and utility line breakages, planting of native vegetation for preserve enhancement, or other permitted activities defined in this plan;
• Cultivation, plowing, and/or grading except as necessary to remove noxious or dangerous plants consistent with this Plan, or as required to minimize fire, flood, or other public safety danger;
• Dumping and/or burning of rubbish, garbage, or any other wastes or fill materials; • Use of motorized vehicles, except as provided herein; • Removing, altering, or replacing any existing native vegetation, except as part of the Fuel Modification Plan to maintain existing and planned utilities; • Alteration of natural drainages or placement of unauthorized storm water outfalls; • Use of pesticides or herbicides, unless such use is consistent with the maintenance of the open space function;
• Any other activities that, in the opinion of the Preserve Manager, might degrade or interfere with the open space function.
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Open Space Management and Fuel Modification Plan
Montreo
3 4.0 Fuel Modification Plan Management
4.1 Basis of Plan Design
The management of fuels within the open space is specified in the City of Rocklin’s Municipal Code Chapter 8.10 – Fire Sa fe Vegetation and Debris Management and Chapter 8.12 – Weeds and Rubbish and the Citywide Fuel Load Reduction Guidelines. These practices may occur year-round, with the removal of hazardous trees, branches, and vegetation conducted as needed.
4.2 Vegetation Maintenance Practices
Vegetation maintenance within the open space will comply with the current adopted defensible space and vegetation management practices established by the Rocklin Fire Department, with zones determined based on proximity to structures.
Zone 1
Zone 1 is the area within 30 -feet of property line s or structures. In this case, this is along any residential lots that abut the open space. The operational standards for this zone are as follows:
• Cut, mow, graze annual grass down to a maximum height of 4-inches; • Create horizontal space between shrubs and trees. This distance depends upon the slope with a 10 -foot minimum for trees or twice the height of the shrubs (See diagram in Appendix A);
• Create vertical space between grass, shrubs, and trees. The minimum clearance is 6’ from the ground, or 3x the height of adjacent shrubs (See diagram in Appendix A); • Remove branches that hang over property line;
• Trim trees regularly to keep branches a minimum of 10-feet from other trees; • Create a separation between trees and shrubs. Trees less than 4” DBH removed.
Zone 2
Zone 2 extends from 30 feet to 100 feet from structures, but not less than 20 feet beyond the limit of grading. The operational standards for this zone are as follows:
• Cut, mow, graze annual grass down to a maximum height of 4-inches; • Create horizontal space between shrubs and trees. (See diagram in Appendix A); • Create vertical space between grass, shrubs, and trees. (See diagram in Appendix A)
See Figure 2 for the limits of the two zones throughout the three open space lots. The property must be brought into compliance with this standard and approved by the identified Preserve Manager.
4.3 Large Areas
For large areas within this open space beyond Zone 2, fuel load reduction will be completed in accordance with the current Citywide Fuel Reduction Guidelines.
4.4 Protected Areas and Vegetation
The project area does not contain aquatic resources or riparian habitat. Prior to the start of any fuel load reduction activities, however, the project site shall be surveyed for the presence of elderberry shrubs. Any elderberry shrubs identified during the survey shall be marked with 173
Open Space Management and Fuel Modification Plan
Montreo
4 flagging in the field to ensure avoidance and their locations shall be identified on a project site map. A copy of the project site map with identified elderberry shrubs shall be provided to the contractor conducting the fuel load reduction activities and the contractor shall be briefed on the locations of the identified elderberry shrubs and the need to avoid any trimming or removal of elderberry shrubs.
4.5 Access Control
Fencing of areas to separate the subdivision development from the open space area will be as indicated in the Montreo Subdivision improvement plans and as otherwise approved during the project’s improvement plan review process. Those fencing types will primarily include either 4- foot or 6-foot tall tubular steel fencing, or similar, installed at the back of sidewalk where open space areas are adjacent to streets.
5.0 Preserve Funding and Ownership
The open space will be owned by the project’s Home Owners Association (HOA). Ongoing Preserve Operation and Maintenance Funding will be provided by the HOA.
174
FIGURE 1
MONTREO
FUEL MODIFICATION PLAN
OPEN SPACE EXHIBIT
Exhibits are on file with the City of Rocklin Community
Development Department and Fire Department.
175
FIGURE 2
MONTREO
FUEL MODIFICATION PLAN
VEGETATION MAINTENANCE ZONES EXHIBIT
Exhibits are on file with the City of Rocklin Community
Development Department and Fire Department.
176
FIGURE 3MONTREOFUEL MODIFICATION PLANZONES 1 & 2 ADJACENT TOREAR YARDSWITHOUT RETAINING WALLS
VEGETATION MAINTENANCE ZONES ADJACENT TO REAR YARDS (WITHOUT RETAINING WALLS) 177
FIGURE 4MONTREOFUEL MODIFICATION PLANZONES 1 & 2 ADJACENT TOREAR YARDSWITH RETAINING WALLS
VEGETATION MAINTENANCE ZONES ADJACENT TO REAR YARDS (WITH RETAINING WALLS) 178
FIGURE 5
MONTREO
FUEL MODIFICATION PLAN
SLOPE EXHIBIT
Exhibits are on file with the City of Rocklin Community
Development Department and Fire Department.
179
Open Space Management and Fuel Modification Plan
Montreo
Appendix A-1
Appendix A
City of Rocklin
Vegetation Maintenance Standard
The attached document is the current approved version at the time this plan was prepared. This Open Space Management and Fuel Modification Plan shall adhere to the most current city standard.
180
181
182
183
Open Space Management and Fuel Modification Plan
Montreo
Appendix B-1
Appendix B
City of Rocklin
Citywide Fuel Load Reduction Guidelines
The attached document is the current approved version at the time this plan was prepared. This Open Space Management and Fuel Modification Plan shall adhere to the most current city standard.
184
185
186
187
188
City Council
Staff Report
Subject:
Clover Valley Westridge (Sky View) Subdivision Final Map Date:
September 23, 2025
Submitted By:
Lynn Toth, Associate Civil Engineer
David Mohlenbrok, Community Development Director
Department:
Community Development
Recommendation:
A
.
Adopt a Resolution of the City Council of the City of Rocklin Approving the Final Map of Clover Valley Westridge (Sky View) Subdivision/(SD-2004-03) and Approving and Authorizing Execution of a Subdivision Improvement Agreement.
B
.
Adopt a Resolution of the City Council of the City of Rocklin Approving and Authorizing Execution of a Subdivision Landscaping Agreement Clover Valley Westridge (Sky View) Subdivision (SD-2004-03).
C
.
Adopt a Resolution of the City Council of the City of Rocklin Accepting Grant of Open Space Easement (Hillside and Bluff Protection) (Clover Valley Westridge (Sky View) Subdivision).
Background:
The tentative subdivision map for Clover Valley/(SD-2004-03), of which this project addresses Units 1, 2 & 15, was approved by the City Council on August 28, 2007, per Resolution No. 2007-247. This allowed the further subdivision of Large Parcels created with the Clover Valley Large Lot Tentative Subdivision Map (SD-98-05), approved per Resolution No. 2007-246, into 558 residential small lots and 82 landscape lots. Portions of the subdivision are being developed in phases, with this phase subdividing 45.79+/- acres into 78 single family residential lots, three (3) open space and landscaping lots (Lots A, B and C), one (1) lot for public utility and emergency vehicle access purposes (Lot E), and one (1) lot to be dedicated to South Placer Municipal Utility District for a sewer lift station (Lot D). A Substantial Compliance Approval with conditions for the first phase was issued by staff on March 28, 2023.
This project is located in the north-easterly portion of the City, bounded to the west by Park Drive, Placer County Water Agency property, the City of Rocklin’s Boulder Ridge Park, and the City of Lincoln; bounded to north by Placer County; and bounded to the east and south by land known as “Clover Valley”. The Principal is TL SKY VIEW, L.P., a California Limited Partnership.
Item Number C7.
189
Approvals of final maps are procedural in nature and per Section 66474.1 of the Subdivision Map Act, a legislative body shall not deny approval of a final map or parcel map if it has previously approved a tentative map for the proposed subdivision and if it finds that the final or parcel map is in substantial compliance with the previously approved tentative map.
The map is technically correct. All fees have been paid and conditions of approval have been met. The construction of the improvements associated with this map are partially complete and the developer has guaranteed the outstanding items of work with the Subdivision Improvement Agreement (Attachment 3) and Subdivision Landscaping Agreement (Attachment 6). The map is ready for approval.
Fiscal Impact:
Open space lots A, B and C are offered for dedication in fee to the Sky View Community Association on the Final Map and will be maintained by the association. Lot D is to be dedicated to South Placer Municipal Utility District (SPMUD) and will be maintained by SPMUD. A landscape easement over the north 10-feet of Lot D is offered for dedication to the Sky View Community Association on the Final Map, and will be maintained by the association.
Lot E is offered for dedication in fee to the City on the Final Map and will be maintained by the City after a Notice of Completion of the improvements and Acceptance of the Public improvements has been issued by the City Council. Maintenance costs for Lot E will be funded through Community Facilities District No. 5.
ATTACHMENTS:
1. Resolution A - Final Map and Subdivision Improvement Agreement
2. Resolution A Exhibit A - Final Map (11x17)
3. Resolution A Exhibit B - Subdivision Improvement Agreement
4. Resolution A - Exhibit 1 to Subdivision Improvement Agreement
5. Resolution B - Subdivision Landscaping Agreement
6. Resolution B Exhibit A - Subdivision Landscaping Agreement
7. Resolution B - Exhibit 1 of Subdivision Landscaping Agreement
8. Resolution C - Open Space Easement
9. Resolution C Exhibit A - Open Space Easement
10. Resolution C - Exhibit 1 to Open Space Easement -Plat
11. Resolution C - Exhibit 2 to Open Space Easement -OS&FMP 190
Resolution No. 2025- September 23, 2025 Page 1 of 2
1 RESOLUTION NO. 2025-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROCKLIN
APPROVING THE FINAL MAP OF CLOVER VALLEY WESTRIDGE
(SKY VIEW) SUBDIVISION/(SD-2004-03) AND
APPROVING AND AUTHORIZING EXECUTION OF
A SUBDIVISION IMPROVEMENT AGREEMENT
The City Council of the City of Rocklin does resolve as follows:
Section 1. The City Council of the City of Rocklin hereby finds as follows:
A. That a tentative subdivision map for the subdivision known as Clover Valley Westridge (Sky View) Subdivision/(SD-2004-03) (the "Subdivision") and as submitted b y TL SKY VIEW, L.P. , a California Limited Partnership (the “Subdivider”) was approved subject to certain conditions;
B. That the Subdivider has fully satisfied all said conditions, except for certain Subdivision improvements, that have not been completed and accepted, and as to those improvements Subdivider has executed and provided security for a Subdivision Improvement Agreement obligating Subdivider to complete the improvements within a specified period of time. Subdivider now desires to record a final map for the Subdivision;
C. That the City Engineer has reviewed the final map for the Subdivision and has determined that it substantially conforms to the approved tentative map and all conditions and requirements of that approval . T he City Surveyor has reviewed the map and has determined that it is technically correct, and now recommends approval of the final map.
Section 2. The City Council hereby approves the final map for the Subdivision attached hereto as E xhibit A and by this reference incorporated herein, and accepts on behalf of the public the dedication of the streets, landscape lots, and the easements shown and offered on the final map for the Subdivision, subject to improvement of said easements and acceptance of the easements by the City.
Section 3. The Subdivision Improvement Agreement attached hereto as Exhibit B and by this reference incorporated herein , is hereby approved and the City Manager is authorized and directed to execute the agreement on behalf of the City.
Section 4. The City Clerk is hereby authorized and directed to record the final map for the Subdivision, and all related documents referred to in this Resolution, in the Office of the Placer County Recorder when fully executed and notarized.
191
Resolution No. 2025- September 23, 2025 Page 2 of 2
1 PASSED AND ADOPTED this 23rd day of September, 20 25, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
_______________________________________
Jill Gayaldo, Mayor
ATTEST:
______________________________
Avinta Singh, City Clerk
192
To Reso No. 2025-
EXHIBIT A
FINAL MAP
193
EXHIBIT A
194
195
196
197
198
199
200
201
To Reso. No. 2025-
EXHIBIT B
SUBDIVISION IMPROVEMENT AGREEMENT
202
Exhibit B to Reso. No. 2025-
Recording Requested by
and Return to:
City Clerk
City of Rocklin
3970 Rocklin Road
Rocklin, CA 95677
No Fee Per Gov’t Code §27383
Subdivision Name: Clover Valley Westridge (Sky View-
Clover Valley Units 1, 2 & 15)
Subdivision No.: SD-2004-03
Recorded at: Book _______ of Maps, at Page________,
Placer County Recorder
Principal: TL SKY VIEW, L.P., a California Limited
Partnership
Effective Date: September 23, 2025
SUBDIVISION IMPROVEMENT AGREEMENT
This Subdivision Improvement Agreement (“Agreement”) is entered into by and between the City of Rocklin, hereinafter called "City," TL SKY VIEW, L.P., a California Limited Partnership, hereinafter called "Principal," on the 23rd day of September, 2025.
RECITALS
1. Principal has received approval from City of a tentative subdivision map commonly known as Clover Valley, of which this agreement addresses Units 1 , 2 & 15 ("the Subdivision").
2. Principal wishes to have filed for record a final subdivision map, ("the Map"), in substantial conformity with the approved tentative map. A copy of the plat of the Map is attached hereto as Exhibit 1 and by this reference incorporated herein.
3. City has approved the Map, subject to the execution of this Agreement.
4. Principal is willing to execute this Agreement as a condition pre cedent to the recording of the Map.
5. The authority for this Agreement is set forth in the Subdivision Map Act ("the Map Act") (Government Code section 66410 et seq.) and Title 16 of the Rocklin Municipal Code ("Title 16").
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AGREEMENT
6. Acceptance of Easements. City hereby accepts on behalf of the public all easements offered for dedication on the Map , in accordance with the conditions hereinafter set forth.
7. Improvements. Principal agrees to complete all the works of improvement ("the Improvements") required for the Subdivision as shown on the final improvement plans for the Subdivision submitted to and approved by the City Engineer and on file in the office of the City Engineer, in accordance with the requirements of the Map Act, Title 16, and the Standard Specifications of City in effect at the time of the installation of the Improvements. Such work will be completed within twelve (12) months of the date of this Agreement.
8. Acceptance of Improvements upon Completion . Upon satisfactory completion of the Improvements in accordance with the approved improvement plans, the Standard Specifications and the conditions of approval of the tentative Subdivision Map, City agrees to issue a Notice of Completion of the work and accept any on -site or off-site easements, subject to the provisions of Paragraph 10 hereof.
9. Notice Regarding Construction . Principal shall notify the City Engineer 48 hours prior to commencement of construction of the Improvements.
10. Warranty. Principal agrees to remedy any defects in the Improvements arising from faulty or defective design or construction of said Improvements occurring within twelve (12) months after acceptance thereof has been given in writing by the City Council.
11. Indemnity and Hold Harmless . Principal agrees to and shall defend, indemnify and hold harmless City, its officers, employees, agents and volunteers from and against all claims, damages, losses and expen ses, including attorney’s fees and litigation costs and expenses, arising out of the performance of the work described herein, caused in whole or in part by any negligent act or omission of Principal, any subcontractor of Principal, anyone directly or indi rectly employed by any of them or anyone for whose acts any of them may be liable, except where caused by the active negligence, sole negligence or willful misconduct of City. Lack of insurance coverage does not negate Principal’s obligation under this paragraph or this Agreement.
12. Delay. If the construction of the Improvements shall be delayed without fault of Principal, the time for completion thereof may be extended by City for such period of time as City may deem reasonable.
13. Security. Principal shall furnish to City security to ensure the faithful performance of all duties and obligations of Principal herein contained. Such 204
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improvement security shall be in a form acceptable to the City Attorney. Such security shall be either a corporate sur ety bond, a letter of credit or other instrument of credit issued by a banking institution subject to regulation by the State or Federal government and pledging that the funds necessary to carry out this Agreement are on deposit and guaranteed for payment, or a cash deposit made either directly with the City or deposited with a recognized escrow agent for the benefit of the City. Such security shall be in the following amounts for the following purposes:
(a) Performance: One hundred percent (100%) of th e estimated cost of the outstanding Improvements securing performance of this Agreement, which estimated cost is in the amount of: Seven Million Two Hundred Thirty-Eight Thousand, Nine Hundred Twenty-Six dollars ($7,238,926.00).
(b) Payment of Labor an d Materials: One hundred percent (100%) of the estimated cost of the outstanding Improvements, as set forth in Paragraph (a) immediately preceding, securing payment to the contractor of Improvements, to his subcontractors, and to persons furnishing labor, materials, or equipment to them.
(c) Warranty: The amount of : One Million Four Hundred Forty - Seven Thousand Seven Hundred Eighty-Five dollars ($1,447,785.00) for the subdivision improvements, to guarantee and warrant the Improvements for a period of one (1) year following the completion and acceptance of the Improvements against any defects in the improvement design, the work, or the labor done, or defects in materials furnished. This security need not be furnished prior to completion of the Improvements, but must be provided prior to their acceptance.
(d) Survey Monumentation: One hundred percent (100%) of the estimated cost of the installation of survey monuments, which estimated cost is in the amount of: Eleven Thousand dollars ($11,000.00)
14. Irrevocability of Security. The improvement security furnished pursuant to Paragraph 13 shall be irrevocable, shall not be limited as to time (except as to the 1 - year period specified in Paragraph 10), and shall provide that it shall be released, in whole or in part, only upon the written approval of the City Engineer or delegate.
15. Actions. At City's option, any action by any party to this Agreement, or any action concerning the security furnished pursuant to Paragraph 13, shall be brought in the a ppropriate court of competent jurisdiction within the County of Placer, notwithstanding any other provision of law which may provide that such action may be brought in some other location.
16. Inspection; Release of Security For Faithful Performance . Principal may, from time to time, request the City Engineer to inspect the Improvements as they progress. The City Engineer may, if the work is found by City Engineer to be in accordance with the Standard Specifications, choose to accept so much of that work as 205