Agenda packet — Rolling Hills City Council, June 22, 2026

1 City Council
Monday, June 22, 2026, 7:00 PM
Regular Meeting
City of Rolling Hills
The meeting agenda is available on the City’s website. The City Council meeting will be live-streamed on the City’s website. View both the agenda and the live-streamed video.

Members of the public may submit written comments by emailing the City Clerk’s office at [email protected]. Your comments will become part of the official meeting record if received before 3pm on the meeting day. You must provide your full name, but please do not provide any other personal information that you do not want to be published.

View recordings to City Council meetings online.

AGENDA

1. Call to Order

2. Roll Call

3. Pledge of Allegiance

4. Presentations/Proclamations/Announcements

5. Approve Order of the Agenda
This is the appropriate time for the Mayor or Councilmembers to approve the agenda as is or reorder.

6. Blue Folder Items (Supplemental)
Blue folder (supplemental) items are additional back up materials to administrative reports, changes to the posted agenda packet, and/or public comments received after the printing and distribution of the agenda packet for receive and file.

7. Public Comment on Non-Agenda Items
This is the appropriate time for members of the public to make comments regarding items not listed on this agenda. Pursuant to the Brown Act, no action will take place on any items not on the agenda.

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2 8. Consent Calendar
Business items, except those formally noticed for public hearing, or those pulled for discussion are assigned to the Consent Calendar. The Mayor or any Councilmember may request that any Consent Calendar item(s) be removed, discussed, and acted upon separately. Items removed from the Consent Calendar will be taken up under the "Excluded Consent Calendar" section below. Those items remaining on the Consent Calendar will be approved in one motion. The Mayor will call on anyone wishing to address the City Council on any Consent Calendar item on the agenda, which has not been pulled by Councilmembers for discussion.

8.A. Approve Affidavit of Posting for the City Council Regular Meeting of June 22, 2026 RECOMMENDATION: Approve.

8.B. Approve Motion to Read by Title Only and Waive Further Reading of All Ordinances and Resolutions Listed on the Agenda
RECOMMENDATION: Approve.

8.C. Approve the following Minutes of June 8, 2026: City Council Regular Meeting RECOMMENDATION: Approve as presented.

8.D. Payment of Bills
RECOMMENDATION: Approve as presented.

8.E. Adopt Resolution No. 1417, Updating the City of Rolling Hills Records Retention Schedule
RECOMMENDATION: Approve as presented.

8.F. Adoption of Amendment to Legal Services Agreement with Best, Best & Krieger regarding Updated Fee Schedule for City Attorney Services and authorization for the City Manager to sign the Agreement
RECOMMENDATION: Approve Amendment to Legal Services Agreement with Best, Best & Krieger regarding Updated Fee Schedule for City Attorney Services and authorize the City Manager to sign the Agreement.

9. Excluded Consent Calendar Items

10. Commission Items

11. Public Hearings

11.A. A Hearing regarding a Nuisance Abatement at 6 Saddleback Road (Lot 18-RH), and consideration of a Resolution of the City Council of the City of Rolling Hills Declaring the condition of the property to be a Public Nuisance and Ordering the Abatement thereof
RECOMMENDATION: Open the public hearing, consider all testimony and, upon consideration of the evidence, adopt Resolution No. 1416 declaring the condition to constitute a public nuisance and ordering the abatement thereof.

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3 12. Discussion Items

12.A. Outdoor Emergency Siren and SAFE Unit Update; Receive and File and Provide Direction Regarding Community Outreach for Potential Future Siren Locations RECOMMENDATION: Receive and file the Outdoor Emergency Siren and SAFE Unit Update and provide direction to staff regarding community outreach and mock-up demonstrations for the proposed Saddleback Road and Portuguese Bend Road siren locations.

13. Matters From the City Council

13.A. Verbal update regarding additional handrails or guardrails at the Rolling Hills Tennis Courts
RECOMMENDATION: Receive and file. Provide direction to staff.

13.B. Consideration and possible action regarding acknowledgment of residentsubmitted ideas for publicly funded amenities, including requests for plaques or other forms of recognition.

RECOMMENDATION: Receive and file. Provide direction to staff.

14. Matters From Staff

14.A. Receive an update on Phase 1 of the Portuguese Bend Road / Rolling Hills Road 8" Sewer Main Project
RECOMMENDATION: Receive and file the status update and provide direction to staff on next steps for Phase 1 of the sewer main project.

15. Recess to Closed Session

16. Reconvene to Open Session

17. Adjournment
Next regular meeting: Monday, July 13, 2026 at 7:00 p.m. in the City Council Chamber, Rolling Hills City Hall, 2 Portuguese Bend Road, Rolling Hills, California, 90274.

Notice:

Public Comment is welcome on any item prior to City Council action on the item.

Documents pertaining to an agenda item received after the posting of the agenda are available for review in the City Clerk's office or at the meeting at which the item will be considered.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting due to your disability, please contact the City Clerk at (310) 377-1521 at least 48 hours prior to the meeting to enable the City to make reasonable arrangements to ensure accessibility and accommodation for your review of this agenda and attendance at this meeting.

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Item: 8.A.

Meeting Date: 6/22/2026
To: City Council
From: Christian Horvath, Assistant to the City Manager / City Clerk Thru: Karina Bañales, City Manager
Subject: Approve Affidavit of Posting for the City Council Regular Meeting of June 22, 2026 Background:

None.

Discussion:

None.

Fiscal Impact:

None.

Recommendation:

Approve.

Attachments:

1. CL_AGN_260622_CC_AffidavitofPosting

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Administrative Report

8.A., File # 2026-169 Meeting Date:6/22/2026
To: MAYOR & CITY COUNCIL
From: Christian Horvath, City Clerk
TITLE
APPROVE AFFIDAVIT OF POSTING FOR THE CITY COUNCIL REGULAR MEETING OF JUNE 22, 2026

EXECUTIVE SUMMARY

STATE OF CALIFORNIA )

COUNTY OF LOS ANGELES ) SS

CITY OF ROLLING HILLS )

AFFIDAVIT OF POSTING
In compliance with the Brown Act, the following materials have been posted at the locations below.

Legislative Body City Council
Posting Type Regular Meeting Agenda
Posting Location 2 Portuguese Bend Road, Rolling Hills, CA 90274 City Hall Window
City Website: https://www.rolling-hills.org/government/agendas_meetings.php https://rollinghillsca.portal.civicclerk.com/
Meeting Date & Time JUNE 22, 2026 7:00pm Open Session
As City Clerk of the City of Rolling Hills, I declare under penalty of perjury, the document noted above was posted at the date displayed below.

Christian Horvath, City Clerk
Date: June 19, 2026

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Item: 8.B.

Meeting Date: 6/22/2026
To: City Council
From: Christian Horvath, Assistant to the City Manager / City Clerk Thru: Karina Bañales, City Manager
Subject: Approve Motion to Read by Title Only and Waive Further Reading of All Ordinances and Resolutions Listed on the Agenda
Background:

None.

Discussion:

None.

Fiscal Impact:

None.

Recommendation:

Approve.

Attachments:

None

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Item: 8.C.

Meeting Date: 6/22/2026
To: City Council
From: Christian Horvath, Assistant to the City Manager / City Clerk Thru: Karina Bañales, City Manager
Subject: Approve the following Minutes of June 8, 2026: City Council Regular Meeting Background:

None.

Discussion:

None.

Fiscal Impact:

None.

Recommendation:

Approve as presented.

Attachments:

1. CL_MIN_260608_CC_F

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MINUTES – CITY COUNCIL MEETING
Monday, June 8, 2026

Page 1 ends

Minutes
Rolling Hills City Council
Monday, June 8, 2026
Regular Meeting 7:00 p.m.

1. Call To Order
The City Council of the City of Rolling Hills met in person on the above date at 7:00 p.m. Mayor Dieringer presiding.

2. Roll Call
Councilmembers Present: Pieper, Mirsch, Wilson, Black, Mayor Dieringer Councilmembers Absent:

Staff Present: Karina Bañales, City Manager
Christian Horvath, Assistant to the City Manager / City Clerk Samantha Crew, Management Analyst
Nicolas Papajohn, City Attorney
Robert Samario, Finance Operations Lead Consultant

3. Pledge Of Allegiance – Mayor Pro Tem Black

4. Presentations / Proclamations / Announcements - None

5. Approve Order of the Agenda
Motion by Councilmember Wilson, seconded by Councilmember Pieper to approve the order of the agenda.

Motion carried unanimously with the following vote:

AYES: Pieper, Mirsch, Wilson, Black, Mayor Dieringer
NOES: None
ABSENT: None

6. Blue Folder Items (Supplemental) - None

7. Public Comment on Non-Agenda Items
Public Comment: Judith Haenel

8. Consent Calendar

8.A. Approve Affidavit of Posting for the City Council Regular Meeting of June 8, 2026

8.B. Approve Motion to Read by Title Only and Waive Further Reading of All Ordinances and Resolutions Listed on the Agenda

8.C. Approve the following Minutes of May 26, 2026: City Council Regular Meeting

8.D. Payment of Bills

8.E. Republic Services Recycling Tonnage and Complaint Reports for April 2026

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MINUTES – CITY COUNCIL MEETING
Monday, June 8, 2026

Page 2 ends

8.F. Adopt Resolution No. 1415 supporting participation in the Institute for Local Government’s Beacon Program
Motion by Councilmember Mirsch, seconded by Mayor Pro Tem Black to approve the Consent Calendar.

Motion carried unanimously with the following vote:

AYES: Pieper, Mirsch, Wilson, Black, Mayor Dieringer
NOES: None
ABSENT: None

9. Excluded Consent Calendar Items - None

10. Commission Items - None

11. Public Hearings

11.A. A Public Hearing for consideration of adopting Resolution No. 1414 and increasing the maximum Refuse Services Rate in the City of Rolling Hills for Fiscal Year 2026/27 Presentation by Finance Operations Lead Consultant Samario.

Public Comment: Rumel Itchon, Judith Haenel, Melissa McNabb, Greg Willis Prior to the close of the public hearing Rumel Itchon submitted a protest form bringing the total number of protest forms submitted to nine.

Motion by Councilmember Pieper, seconded by Councilmember Mirsch to adopt Resolution No. 1414 for one year. Motion carried unanimously with the following vote:

AYES: Pieper, Mirsch, Wilson, Black, Mayor Dieringer
NOES: None
ABSENT: None

11.B. Consideration of Resolution No. 1412 of the City Council of the City of Rolling Hills adopting the Fiscal Year 2026-2027 City of Rolling Hills budget including the General Fund; Municipal Self-Insurance Fund; Refuse Collection Fund; Transit Fund - Measure R; Transit Fund - Measure M; Transit Fund - Proposition A; Transit Fund - Proposition C; Cops Fund; Utility Fund; Capital Projects Fund; Measure W Fund; and Grants Capital Projects Fund; and Resolution No. 1413 establishing the annual Fiscal Year 2026-2027 appropriations GANN Limit for the City of Rolling Hills
Presentation by Finance Operations Lead Consultant Samario.

Motion by Councilmember Pieper, seconded by Councilmember Wilson to adopt Resolution No. 1412 as presented. Motion carried unanimously with the following vote:

AYES: Pieper, Mirsch, Wilson, Black, Mayor Dieringer
NOES: None
ABSENT: None
Motion by Councilmember Pieper, seconded by Mayor Pro Tem Black to adopt Resolution No. 1413 as presented. Motion carried unanimously with the following vote:

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MINUTES – CITY COUNCIL MEETING
Monday, June 8, 2026

Page 3 ends

AYES: Pieper, Mirsch, Wilson, Black, Mayor Dieringer
NOES: None
ABSENT: None

12. Discussion Items

12.A. Authorization to Participate in the DisasterLAN (DLAN) Emergency Management Platform Presentation by Management Analyst Crew.

Public Comment: Melissa McNabb
Motion by Mayor Pro Tem Black, seconded by Councilmember Pieper to authorize participation utilizing the DLAN platform until October 2028; and update the City Council on the software’s efficacy after one-year.

Motion carried unanimously with the following vote:

AYES: Pieper, Mirsch, Wilson, Black, Mayor Dieringer
NOES: None
ABSENT: None

13. Matters From the City Council
Councilmember Pieper requested adding an item to the next agenda regarding Judith Haenel’s request for recognition on the Little Free Library.

Councilmember Wilson requested a future agenda item on current pension funding and unfunded liabilities.

Mayor Pro Tem Black requested a future agenda item regarding recent United States Postal Service mail thefts.

14. Matters From Staff

14.A. Authorize City Manager or designee to execute and send Doty Bros. Equipment Company a Notice of Termination for Failure of Funding Contingency regarding the City of Rolling Hills, 2QQ Rule 20B Install UG Statler 16KV SUB. Project No. 2025-02 Presentation by Assistant to the City Manager / City Clerk Horvath.

Public Comment: Judith Haenel
Motion by Councilmember Pieper, seconded by Mayor Pro Tem Black authorizing the City Manager or her designee to send the Notice of Termination at the latest reasonable date in order to meet the 10-day notification period. Motion carried unanimously with the following vote:

AYES: Pieper, Mirsch, Wilson, Black, Mayor Dieringer
NOES: None
ABSENT: None

14.B. Accept the Emergency City Hall Water Main Re-Routing Repairs #2026-01 as complete, file notice of completion, and release retention after a 30-day lien period to Pearce Concrete & Masonry, Inc.

Presentation by Assistant to the City Manager / City Clerk Horvath.

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MINUTES – CITY COUNCIL MEETING
Monday, June 8, 2026

Page 4 ends

Motion by Councilmember Pieper, seconded by Mayor Pro Tem Black to accept the project as complete, file notice of completion, and release retention. Motion carried unanimously with the following vote:

AYES: Pieper, Mirsch, Wilson, Black, Mayor Dieringer
NOES: None
ABSENT: None

14.C. Review and approve the recruitment and appointment schedule for the remainder of Planning Commission terms that expired on January 1, 2026
Presentation by Assistant to the City Manager / City Clerk Horvath.

Motion by Councilmember Pieper, seconded by Councilmember Mirsch to approve the appointment schedule. Motion carried unanimously with the following vote:

AYES: Pieper, Mirsch, Wilson, Black, Mayor Dieringer
NOES: None
ABSENT: None

15. Recess To Closed Session – 8:04 P.M.

15.A. Public Employee Performance Evaluation Pursuant to Government Code Section 54957(b)Title: City Attorney

16. Reconvene To Open Session – 8:56 P.M.

17. Adjournment: 8:56 P.M.

The meeting was adjourned at 8:56 p.m. on June 8, 2026. The next regular meeting of the City Council is scheduled to be held on Monday, June 22, 2026 beginning at 7:00 p.m. in the City Council Chamber at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. It will also be available via the City’s website link at:
https://www.rolling-hills.org/government/agenda/index.php All written comments submitted are included in the record and available for public review on the City website.

Respectfully submitted,
____________________________________
Christian Horvath, City Clerk
Approved,
____________________________________
Bea Dieringer, Mayor

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Item: 8.D.

Meeting Date: 6/22/2026
To: City Council
From: Christian Horvath, Assistant to the City Manager / City Clerk Thru: Karina Bañales, City Manager
Subject: Payment of Bills
Background:

None.

Discussion:

None.

Fiscal Impact:

None.

Recommendation:

Approve as presented.

Attachments:

1. CL_AGN_260622_CC_PaymentOfBills_E

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Item: 8.E.

Meeting Date: 6/22/2026
To: City Council
From: Téa Takaoka, Administrative Assistant
Thru: Karina Bañales, City Manager, Christian Horvath, Assistant to the City Manager / City Clerk
Subject: Adopt Resolution No. 1417, Updating the City of Rolling Hills Records Retention Schedule
Background:

In 2013, the City Council adopted Resolution No. 1154 and approved a contract with Gladwell Governmental Services, Inc. (GGS) to assist in upgrading the City's records retention policies and program. Updates were necessary to comply with revised legislative retention requirements, reduce future storage costs, eliminate duplication of effort, increase efficiency, and take advantage of changing technologies. An electronic record platform, Laserfiche, was recommended to serve as the official City record. Documents stored in Laserfiche are maintained in a way that "prevents stored public records from being overwritten, deleted, or altered ..." (Government Code §12168.7), could be considered trustworthy electronic records, and were considered "as good as" the originals.

Government Code § 34090 provides for the destruction of certain records by resolution and with the written consent of the City Attorney. It states, "The head of a city department may destroy city record, document, instrument, book, or paper under his or her charge, without making a copy thereof, after the same is no longer required." This section does not authorize the destruction of:
• Records affecting the title to real property or liens thereon • Court records
• Records required to be kept by statute
• Records less than two years old
• Minutes, ordinances, or resolutions of the legislative body of a city board or commission Since 2013, the City has utilized GGS via an annual subscription to continue legal review and updates that ensure its records retention schedules remain current with changes in law and "best practices" of other agencies.

Discussion:

The City is updating its records management program, including the way the records retention

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schedules are updated every year after new laws are passed by State and Federal Governments.

The adoption of this retention schedule will continue to provide efficiency gains and cost savings.

GGS, an expert in local government records, has been providing support and annual updates to the City’s records retention schedules for many years. These updates are mandated by changes in State or Federal law, and the City must follow the current law.

The purpose of the Records Retention program is to ensure important records are properly preserved, provide clear roles and responsibilities (which department is responsible for retaining the original record), and to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City in accordance with all laws and regulations.

It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Attorney, City Clerk, and City Manager. The City has destroyed records only after City Council approval has been received in the past.

Current Best Practices are to approve these with appropriate checks and balances via written approval of the Department Head, City Attorney, City Clerk, and City Manager. GGS reports that 80% of the over 200 cities in California they support are approving the changes in records retention schedules in a like manner, saving time and money for the organization.

The approval forms are retained by the City Clerk’s office, and are accessible to the public or any Council Member who has an interest in what records retention policies were changed and the underlying law that necessitated the change.

Fiscal Impact:

None.

Recommendation:

Approve as presented.

Attachments:

1. Attachment A - ResolutionNo1417_RecordsRetentionSchedule_F

2. Attachment B - CL_RRM_2026_Retention_Gladwell

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Resolution No. 1417 1
RESOLUTION NO. 1417

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ROLLING HILLS UPDATING THE CITY RECORDS RETENTION

SCHEDULES AND AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS AS PROVIDED BY SECTION 34090

OF THE CALIFORNIA GOVERNMENT CODE, AND RESCINDING
RESOLUTION No. 1154
WHEREAS, on October 14, 2013 the City Council adopted Resolution No. 1154, A Resolution of the City Council of the City of Rolling Hills Adopting a Records Retention Schedule and Authorizing the Destruction of Certain City Records which reflects records management practices and retention requirements that have since been updated; and
WHEREAS, the keeping and maintenance of numerous records is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Rolling Hills; and
WHEREAS, the approval of guidelines for the ongoing disposition of obsolete City records will assist in the effective management of records as well as provide for the efficient review of records proposed for disposal; and
WHEREAS, Section 34090 of the Government Code of the State of California provides parameters whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the State of California has adopted guidelines for retention period for various government records; and
WHEREAS, the City Council of the City of Rolling Hills previously adopted Resolution No. 1154 which adopted a Records Retention Schedule;

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ROLLING HILLS DOES RESOLVE, DECLARE, DETERMINE, AND ORDER AS FOLLOWS:

Section 1. Resolution No.1154 is hereby rescinded.

Section 2. The City Council hereby adopts the Records Retention Schedule attached hereto as Exhibit “A” and incorporated herein by this reference.

Section 3. The records of the City of Rolling Hills, as set forth in the Records Retention Schedule in Exhibit “A”, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule.

Section 4. The term “records” as used herein shall include documents, books,

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Resolution No. 1417 2
microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

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

Section 6. This resolution shall become effective immediately upon its passage and adoption.
______________________________

BEA DIERINGER
MAYOR
ATTEST:
___________________________

CHRISTIAN HORVATH

CITY CLERK

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Resolution No. 1417 3

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) §§

CITY OF ROLLING HILLS )
I certify that the foregoing Resolution No. 1417 entitled:

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ROLLING HILLS ADOPTING A RECORDS RETENTION

SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN
CITY RECORDS AND RESCINDING RESOLUTION 1154
was approved and adopted at a regular meeting of the City Council on the 22nd day of June 2026, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________

CHRISTIAN HORVATH

CITY CLERK

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Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

CITY-WIDE (Used By ALL Departments)
Lead Dept. CW-002
Affidavits of Publications / Public Hearing
Notices / Legal Advertising / Affidavits of
Posting
2 years Yes: Before
Payment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months;
CCP§335 337 et seq; GC §§34090,
65009(c)(1)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-005
Agreements / Contracts:

ADMINISTRATIVE FILES, WITH grant
funding
(Correspondence, Project Administration,
Project Schedules, Certified Payrolls,
Insurance Certificates, Invoices, Logs,
etc.)
Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Upon
Completio
n
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions
is 10 years; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; ; 2
CFR 200.334; 24 CFR 91.105(h), 92.505, &
570.502(a), 29 CFR 97.42; OMB Circular A133; GC §34090; GC §8546.7 Lead Dept.
(Managing the
Agreement /
Contract)
CW-006
Agreements / Contracts:

ADMINISTRATIVE FILES, / NOT funded
by a grant
(Correspondence, Project Administration,
Project Schedules, RFPs. Certified
Payrolls, Insurance Certificates, etc.)
Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Upon
Completio
n
Covers E&O Statute of Limitations
(insurance certificates are filed with
agreement); Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-007
Agreements / Contracts:

UNSUCCESSFUL BIDS / PROPOSALS /
RESPONSES to RFPs (Request for
Proposals) / RFQs (Request for
Qualifications) that don't result in a
contract
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
The RFP / RFQ and the successful proposal
becomes part of the agreement or contract
(City Clerk is the Office of Record for
successful contracts) GC §34090
Lead Dept. CW-012 City Attorney Opinions P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

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Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead
(Responding)
Dept.

CW-014 Complaints / Concerns from Citizens /
Correspondence
When No
Longer
Required -
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC §§945.6,
GC §34090
CW-016 Copies / duplicates of any record
Copies -
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-017
Correspondence - ROUTINE
(IF CONTENT relates in a
SUBSTANTIVE way to the conduct of
the public's business)
(e.g. Administrative Files, Chronological
Files, e-mail / email with SUBSTANTIVE
content, General Files, Letters,
Memorandums, Miscellaneous Reports,
Press Releases, Public Records
Requests, Reading Files, Working Files,
etc.)
IF the Content relates in a
SUBSTANTIVE way to the conduct of the
public's business
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
ONLY IF the Content relates in a substantive
way to the conduct of the public's business;
City of San Jose v. Superior Court (2017) 2
Cal.5th 608 GC §34090;
Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

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Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-018
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda not retained in
the ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
/ social media posting, invitations, instant
messaging, logs, mailing lists, meeting
room registrations, staff Teams
videoconference chats, notes /
recordings, supply inventories, telephone
messages, texts, transmittal letters, thank
yous, requests from other cities,
undeliverable envelopes / returned mail,
visitors logs, voice mails, webpages, etc.)
When No
Longer
Required
Mag, Ppr
Electronic and paper records are filed and
retained based upon their CONTENT Emails, electronic records, or social media postings where either the CONTENT relates
in a SUBSTANTIVE way to the conduct of
the public's business, or ARE made or
retained for the purpose of preserving the
informational content for future reference are
SAVED by printing them out and placing
them in a file folder, or saving them
electronically. If not mentioned here,
consult the City Attorney to determine if a
record is considered transitory / preliminary
draft. GC §§34090, 7927.500, 7928.705
6252, 6254(a); 64 Ops. Cal. Atty. Gen. 317
(1981); City of San Jose v. Superior Court
(2017) 2 Cal.5th 608
Lead Dept. CW-020 Drafts / Notes: Drafts that are revised (retain final version)
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
As long as the drafts and notes are not
retained in the "Regular Course of Business".

Consult the City Attorney to determine if a
record is considered a draft. GC §§34090,
6252, 6254(a) 7927.500
Lead Dept.
(Managing the
Grant)
CW-021 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 22 of 145 ends

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept.
(Managing the
Grant)
CW-022
Grants / CDBG / FEMA / OES
Reimbursable Claims (SUCCESSFUL
Reports, other records required to pass
the funding agency's audit, if required)
Applications (successful), grant
agreement, program rules, regulations /
procedures, reports to grant funding
agencies, correspondence, audit records,
completion records
After
Funding
Agency
Audit, if
required -
Minimum 5
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets auditing standards; Grants covered by
a Consolidated Action Plan are required for 5
years; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; 2 CFR 200.334; 24
CFR 91.105(h), 92.505, & 570.502(a), 29
CFR 97.42; OMB Circular A-133; GC
§34090; GC §8546.7
Lead Dept. CW-025 Leave Requests / Vacation Requests
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary draft / transitory record; GC
§34090
Lead Dept. CW-028 Newspaper Clippings
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Staffing Dept. CW-029 Notices: Public Hearing Notices / Proofs of Publications 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months;
CCP§335 337 et seq; GC §§34090,
65009(c)(1)
Human
Resources CW-031
Personnel Files (Department Level
Copies)
Send all originals to Human Resources
After
Separation,
Transfer to
Human
Resources
Before
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Ensure records kept in Department files
comply with City policy (all originals are sent
to Human Resources); GC §34090.7
Lead Dept. CW-032 Personnel Files (Supervisor's Notes)
When No
Longer
Required
Before
Annual
Performance
Evaluation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Notes maintained in a separate folder to be
incorporated into performance evaluation, or
to document progressive discipline; GC
§34090 et seq.

Page 23 of 145 ends

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-033 Personnel Work Schedules 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-033.5 Photographs, Videos of Events
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts (retention is placed on the
record the photograph is used in - Brochure,
Report, etc.); destroy unnecessary
photographs. GC §34090
Lead Dept. CW-034 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
CW-036
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Handbooks, Manuals, Plans (if not
provided in the schedule), Standard
Operating Procedures (SOPs), Studies,
Reports (if not provided in the schedule),
Newsletters, etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California
Cities, Chamber of Commerce, etc.)
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-Records
Lead Dept. CW-037
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Handbooks, Manuals, Plans (if not
provided in the schedule), Standard
Operating Procedures (SOPs), Studies,
Reports (if not provided in the schedule),
Newsletters, etc.: Produced by YOUR
Department
When No
Longer
Required -
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statewide guidelines
propose superseded + 2 or 5 years; GC
§34090
Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 24 of 145 ends

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-038
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Handbooks, Manuals, Plans (if not
provided in the schedule), Standard
Operating Procedures (SOPs), Studies,
Reports (if not provided in the schedule),
Newsletters, etc.: Produced by OTHER
Departments
When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7
Lead Dept. CW-040 Reports, Studies (Historically significant - e.g., Zoning Studies) P
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
10 years
Administratively and Historically significant,
therefore retained permanently; GC §34090
Lead Dept. CW-041 Reports, Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Information is
outdated after 10 years; statewide guidelines
propose 2 years; If historically significant,
retain permanently; GC §34090
Lead Dept. CW-043 Special Projects / Subject Files / Issue Files
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Lead Dept. CW-044
Subject / Reference Files: Subjects other
than Specifically Mentioned in Retention
Schedules
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Page 25 of 145 ends

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-045
Surveys / Questionnaires (that the City
issues).

If a summary of the data is compiled, the
survey forms are considered a draft /
transitory record, / can be destroyed as
drafts (When No Longer Required)
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-047

UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup) /
WORM / DVD-r / CD-r / Blue Ray-R /
other unalterable media that does not
permit additions, deletions, / changes
P
Follows
Retention of
Official
Electronic
Record
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); must be
stored in a "safe and separate location"; GC
34090, 12168.7, EVC 1550, 2 CCR 22620 et
seq.

Page 26 of 145 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY CLERK
City Clerk CC-001 Agenda Packets / Staff Reports: City
Council
Minimum 5
years
Yes: Until
After Meeting
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

City Clerk CC-002
Agreements - Imaged, Infrastructure,
CIPs, MOUs, MOAs (Approved by the
City Council)
includes all contractual obligations (e.g.

Amendments / Scope of Work / Successful
Proposal)
Examples of Infrastructure: Architects,
CalPERS, CIPs (Capital Improvement
Projects,) franchise agreements, Joint
Powers, MOUs, settlement, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Upon
Completion
Other contracts are maintained by the
Lead Department managing the contract;
Department Preference; All infrastructure,
JPAs, & Mutual Aid contracts should be
permanent for emergency preparedness;
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090, Contractor has
retention requirements in 48 CFR 4.703
City Clerk CC-003
Agreements - Non-Infrastructure that are
NOT Imaged (Approved by the City
Council)
includes all contractual obligations (e.g.

Amendments / Scope of Work / Successful
Proposal)
Examples of NON-Infrastructure:

Consulting, disposal, City Manager
employment contracts, leases, loans,
mutual aid, professional services, services,
etc.

Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Upon
Completion
Other contracts are maintained by the
Lead Department managing the contract;
Covers E&O Statute of Limitations;
Published Audit Standards=4-7 years;
Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. +
5 years, Developers=comp. + 10 years;
Statewide guidelines propose termination
+ 5 years; CCP §§336(a), 337 et. seq., GC
§34090
City Clerk CC-004 Applications for Boards, Commissions / Committees - Successful
Duration of
Service +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-005 Applications for Boards, Commissions / Committees - Unsuccessful 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 27 of 145 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

City Clerk CC-006
City Council Subcommittees (composed
solely of less than a quorum of the City
Council)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-007 Claims (Liability Claims) Settlement + 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers various
statute of limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 945.6, 34090, 34090.6; PC
§832.5
City Clerk CC-008
Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
City maintains original statements; GC
§81009(e)&(g); GC §81009(f)&(g); 2 CCR
18615(d)
City Clerk CC-009 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; GC §81009(e) City Clerk CC-010 FPPC Form 802 (Tickets Provided by
Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website for 4 years; GC
§81009(e)
City Clerk CC-010.1 FPPC Form 803 (Behested Payment
Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC
FPPC Regulation 18734(c); FPPC Forms
Retention Summary for Filing Officers; GC
§81009e
City Clerk CC-011 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; GC §81009e&(g); 2
CCR 18702.5(b)(3)
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 28 of 145 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

CITY CLERK / ELECTIONS - CONSOLIDATED
City Clerk /
Elections CC-012
Campaign Filings (FPPC 400 Series
Forms / Form 501): SUCCESSFUL
CANDIDATES (Elected Officials)
Includes Oaths of Office
P
Mfr, OD,
Ppr S / I Yes: After QC 2 years
Department Preference; as of January 1,
2025, the FPPC is the Filing Officer for
87200 filers; City maintains copies only;
original statements are filed with FPPC;
GC §81009(f)&(g)
City Clerk /
Elections CC-013
Campaign Filings (FPPC 400 Series
Forms / Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mfr, OD,
Ppr S / I Yes: After QC 2 years
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; Pes without
committees are not required to file their
statements, reports or copies online or
electronically; Paper must be retained for
at least 2 years; GC §81009(b)(g)
City Clerk /
Elections CC-014
Campaign Filings (FPPC 400 Series
Forms): THOSE NOT REQUIRED TO
FILE ORIGINAL WITH City CLERK
(copies)
4 years Mfr, OD,
Ppr S / I Yes: After QC 2 years
Paper must be retained for at least 2
years; GC §81009(b)(g)
City Clerk /
Elections CC-015
Campaign Filings (FPPC 400 Series
Forms): OTHER COMMITTEES (PACS -
not candidate-controlled)
7 years Mfr, OD,
Ppr S / I Yes: After QC 2 years
Paper must be retained for at least 2
years; GC §81009(c)(g)
City Clerk /
Elections CC-016
Candidate File: Nomination Papers,
Candidate Statements, etc. -

SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Ppr
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office
and 4 years after the expiration of term for
Nomination Papers and does not delineate
between the two; EC §17100
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 29 of 145 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

City Clerk /
Elections CC-017
Candidate File: Nomination Papers,
Candidate Statements, etc. -

UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Ppr
Department Preference; Statewide
guidelines proposes 4 years for successful
candidates, 2 years for unsuccessful; CA
law states term of office and 4 years after
the expiration of term for Nomination
Papers and does not delineate between
the two; EC §17100
City Clerk /
Elections CC-018
Elections - GENERAL, WORKING /
ADMINISTRATION Files
(Correspondence, Applications for
Vacancies for City Council, Precinct
Maps, County Election Services,
Candidate Statements to be printed in the
Sample Ballot, etc.)
2 years Mag, Ppr GC §34090
City Clerk /
Elections CC-019 Elections - HISTORICAL (Sample ballot, copies of resolutions, final results) P
Mag, Mfr,
OD, Ppr S No Retained for Historical Value, GC §34090
City Clerk /
Elections CC-020.1
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination
+ 1 year after
petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless
there is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk /
Elections CC-020.2
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk
makes the determination of insufficiency /
examines the petitions. unless there is a
legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk /
Elections CC-020.3 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless
there is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 30 of 145 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

City Clerk CC-020 Elections - Petitions (Initiative, Recall / Referendum)
Results + 8
months or
Final
Examination
+ 1 year after
petition
examination
if insufficient
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless
there is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 31 of 145 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

CITY CLERK / ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk /
Elections CC-021 Assessment District Ballots / protest letters - Prop. 218 proceedings 2 years Ppr GC §53753(e)(2), 53755(d) City Clerk /
Elections CC-022 Ballots - After Election 6 mo. Ppr EC §17302 City Clerk /
Elections CC-023 Ballots - After Recount 6 mo. Ppr EC §17306 City Clerk /
Elections CC-024 Challenged / Assisted Voters List 6 mo. Ppr If uncontested, EC §17304 City Clerk /
Elections CC-025 Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306 City Clerk /
Elections CC-026 Precinct Officer Appointments 6 mo. Ppr EC §17503 City Clerk /
Elections CC-027 Roster of Voters 5 years Mag, Mfr, OD, Ppr EC §17300 City Clerk /
Elections CC-028 Tally Sheets 6 mo. Ppr EC §17304
City Clerk /
Elections CC-029 Vote-by-Mail Applications, Roster of Absentee Applications 6 mo. Ppr EC §17302 City Clerk /
Elections CC-030 Vote-by-Mail Identification Envelopes 6 mo. Ppr EC §17302 City Clerk /
Elections CC-031 Voter Index Copies used as the Voting Record at Polling Places 6 mo. Ppr EC §17304 City Clerk /
Elections CC-032 Voter Index Original 5 years Ppr EC §17001 (End of Elections Section)
City Clerk CC-032.1 Enterprise System Catalogue (posted online) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-033
Ethics Training / Fiscal & Financial
Training Certificates / Harassment
Prevention Training - Certificates
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
GC §§34090, 53235.2(b), 53237.2(b);
53238.3(b); LC §1198.5,
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 32 of 145 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

City Clerk CC-034 Grand Jury Reports / Responses
(Pertaining to City Operations) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (matches the
retention of the Grand Jury); GC §34090
City Clerk CC-035
Historical Records / Historical Projects
(e.g. Incorporation, City Seal, Awards of
significant historical interest, etc.)
P
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
City Clerk determines historical
significance; records can address a variety
of subjects and media. Some media (e.g.
audio and video tape) may be limited
because of the media's life expectancy;
GC §34090
City Clerk CC-036 Insurance Policies (City-owned policies) P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-037 Lawsuits / Litigation
When no
Longer
Required -
Minimum
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers various
statute of limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 34090, 34090.6
City Clerk CC-038 List of City Council Members / Mayors P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-039 Minutes (City Council) P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090
City Clerk CC-040 Municipal Code Administration,
Distribution, etc.

When no
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts not retained in the
ordinary course of business; GC §34090
City Clerk CC-041 Municipal Code Supplements P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-042 Newsletters (City-written) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

City Clerk CC-043 Ordinances (City Council) P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090 et. seq.

Page 33 of 145 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

City Clerk CC-044 Proclamations / Commendations /
Memoriums / Recognitions, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Clerk CC-045
Proof of Publication / Public Notices /
Certificate of Posting
(Usually kept with Project Files)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months;
CCP§335 337 et seq; GC §§34090,
65009(c)(1)
City Clerk CC-046
Real Property - Records that Affect the
Title to Real Property (Deeds, Easements,
Liens, etc.)
P
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090
City Clerk CC-047
City Council Meetings: Recordings -
AUDIO RECORDINGS of Meetings / Audio
Tapes
5 years
Tape (Mag)
OD
Department preference; State law only
requires for 30 days; GC §54953.5(b)
City Clerk CC-047.1
City Council Meetings - Recordings -
VIDEO RECORDINGS of Meetings / Video
Tapes
5 years
Tape (Mag)
OD
Department preference; State law only
requires for 90 days; GC §34090.7
City Clerk CC-048
Records Destruction Lists / Certificates of
Records Destruction / Approval Forms
Updates to Records Retention Schedules
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et.
seq.

City Clerk CC-049 Request for Public Records 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-050 Resolutions (City Council) P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090 et. seq.

City Clerk CC-050.1 Secretary of State Statement of Facts - Registry of Public Agencies 2 years
Tape
(Mag), Mfr,
OD, Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-051 Subpoenas / Discovery Requests /
Personal Appearance / Duces Tecum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 34 of 145 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY MANAGER
City
Manager /
Lead Dept.

CM-001
Projects, Programs, Events, Subject / Issues
(Issues / projects will vary over time - e.g.

Hotels, Developments, etc.)
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City
Manager CM-002 Speech Notes / PowerPoint Presentations
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Notes, drafts, or preliminary documents; GC
§34090 et seq.

Page 35 of 145 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., General Accounting, Payroll)
Page FIN-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

FINANCE / ADMINISTRATION
Finance /
Admin. FN-001
Audit Reports / Annual Comprehensive
Financial Report (ACFR) / related Audit
Opinions
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Admin. FN-002 Audit Work Papers 5 years Yes: Until Paid Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; Statewide
guidelines propose audit + 4 years; Published
articles show 3 - 7 years; GC §34090
Finance /
Admin. FN-003
Bond Official Statements / Transcripts /
Certificates of Participations (COPs)
See Bank Statements for statement
retention.

Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
for bonds, mortgages, trust deeds, notes or
debentures is 6 years; Bonds issued by local
governments are 10 years; IRS bond auditing
regulations state, "…material records should
generally be kept for as long as the bonds are
outstanding, plus 3 years after the final
redemption date of the bonds;” There are
specific requirements for disposal of unused
bonds; CCP §§336, 337.5(2); 26 CFR 1.6001-
1(e): 26 CFR § 1.148-5(d)(6)(iii)(E); GC
§43900 et seq.

Finance /
Admin. FN-004 Bonds for Private Development / Construction Projects Release of
Bond /
Security
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Securities (Performance Bonds, Letters of
Credit, CD's, etc.) are released after the Notice
of Completion is issued and replaced with the
Warranty Bond, which is released 1 year after
the Notice of Completion date. GC §34090
Finance /
Admin. FN-005 Budgets - Adopted / Final P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Must be filed with
County Auditor; GC §34090.7, 40802, 53901
Finance /
Admin. FN-006 Budgets - Preliminary, Backup Documents
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/14/2023

Page 36 of 145 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., General Accounting, Payroll)
Page FIN-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
Admin. FN-007 Single Audits / Transportation Audits / PERS Audit, et. P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets municipal
government auditing standards); GC §34090
Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/14/2023

Page 37 of 145 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., General Accounting, Payroll)
Page FIN-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FN-008 1099's / 1096 / DE542 (California Report of
Independent Contractors), etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax
is due or paid (longer for auditing & contractor
delinquency); Ca. FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530, GC §34090;
29 USC 436
Finance /
General
Accounting
FN-009
Accounts Payable / Invoices / Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; Statewide
guidelines propose audit + 4 years; Published
articles show 3 - 7 years; GC §34090
Finance /
Accounts
Receivable
FN-010
Accounts Receivable - ALL - False Alarms,
Parking Citations, Damage to Public
Property, Invoices to Outside Entities, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Accounts
Receivable
FN-011 Accounts Receivable: Leases / Rent /
Property Management 5 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; Statewide
guidelines propose audit + 4 years; Published
articles show 3 - 7 years; GC §34090
Finance /
General
Accounting
FN-012
Bank Statements, Fiscal Agent Statements,
Trustee Statements, Investment Account
Statements, Pars Statements, Bank
Reconciliations, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Published articles
show 3 - 4 years; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Accounting
FN-013 Cash Receipts / Weekly Deposits 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; GC §34090,
CCP § 337
Finance /
General
Accounting
FN-014 Checks / Warrant Register Report (issued) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Accounting
FN-015 Checks / Warrants (Cashed) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; GC §34090,
CCP § 337
Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/14/2023

Page 38 of 145 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., General Accounting, Payroll)
Page FIN-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
General
Accounting
FN-016
Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; All tangible property
held by government agencies escheats after 3
years; Statute of Limitations is 1 year for
seized property; CCP §§340, 1519; GC §34090
Finance /
General
Accounting
FN-017 Financial Services Database
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090
Finance /
General
Accounting
FN-018 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
General
Accounting
FN-019 Investment Reports / Treasurer's Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FN-020
Investments / Arbitrage / Certificate of
Deposit / Investment Bonds (Receipts /
Advisor Reports / Statements / Trade
Tickets / LAIF (Local Agency Investment
Fund))
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; Published articles show disposal +
7 years for security brokerage slips; statewide
guidelines propose permanent; FTC Reg's rely
on "self-enforcement"; GC§§ 34090, 43900
Finance /
General
Accounting
FN-021 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; Statewide
guidelines propose audit + 4 years; Published
articles show 3 - 7 years; GC §34090
Finance /
General
Accounting
FN-022
Reports, Finance Reports created from
Database: Subsidiary Ledgers,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, Revenue /
Expenditure Reports, etc. (MONTHLY /

PERIODIC)
When No
Longer
Required
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Preliminary drafts
(Financial System can reproduce reports; GC
§34090
Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/14/2023

Page 39 of 145 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., General Accounting, Payroll)
Page FIN-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
General
Accounting
FN-023
Reports: Annual State / Federal: State
Controller's Report, Street Report, Local
Government Compensation Report, Gas
Tax, MOE (Maintenance of Effort) Report,
Fixed Charge Special Assessment Report,
Public Self Insurer Report (SIP Report), etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FN-023.1 W-9s
Vendor
Inactive + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090

FINANCE / PAYROLL
Finance /
Payroll FN-024 CalPERS Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FN-025
DE-6. DE-9, DE-9C, DE-43, W-3, / DE-166,
/ 941 Forms - Quarterly Payroll Tax Returns
(Federal / State) IRS 5500 Forms
(Employee Benefit Plans), PERS / FICA /
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after tax is
due or paid; Ca. FTB: 3 years; Articles show 7
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC 436,
GC §34090
Finance /
Payroll FN-026 Deferred Compensation (City Statements) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Produced by Deferred Comp. Provider;
consistent with proposed statewide guidelines;
published articles for bank statements show 4 -
7 years; GC §304090, 26 CFR 31.6001.1
Finance /
Payroll FN-027 Payroll Reports (includes Leave Registers, Time Transaction Reports, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets auditing
standards); GC §34090
Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/14/2023

Page 40 of 145 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin., General Accounting, Payroll)
Page FIN-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
Payroll FN-028 Time Sheet Summaries / Time Card Summaries 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to facilitate grant audits
or claim reimbursements; Meets auditing
standards (audit + 4 years); IRS requires 4
years; Ca. requires 2 yr min.; FTB keeps 3
years; Published articles show 4 -10 years;
IRS Reg §31.6001-1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5; GC §34090
Finance /
Payroll FN-029 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is
due or paid; Ca. FTB: 3 years; Articles show 7
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC 436,
GC §34090
Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/14/2023

Page 41 of 145 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, etc.) 6 years Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law requires 6
years after filing date for retirement; State Law
requires 4 2 years after action; 29 CFR
1627.3(b)(1)(2); 29 USC 1027; GC §§12946,
12960, 34090
Human
Resources HR-002
CalPERS Benefit Administration
(Includes contract amendment, actuarial
reports, service credit reports, annual
employee listing, etc.)
When No
Longer
Required -
Minimum 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; 6 years for retirement
benefits; State Law requires 2 years after
action; 29 CFR 1627.3(b)(1)(2); 29 USC 1027;
GC §§12946, 12960, 34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications / department
structures)
When No
Longer
Required -
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Bureau of National Affairs recommends 2
years for all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
Human
Resources HR-004 Classification Specifications / Job Specifications When No
Longer
Required -
Minimum 6
years
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 1
year
Department Preference; statute of limitations
for EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection, or
discharge; State Law requires 4 2 -3 years for
personnel actions; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946, 12960, 34090
Human
Resources HR-005 Compensation Surveys / Studies
When No
Longer
Required -
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Bureau of National Affairs recommends 2
years for all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29 CFR
1602.14, GC §§12946, 12960, 34090
Human
Resources HR-005.1 COVID-19 Notifications to Employees 3 years Mag, Ppr LC §6409.6(k), GC §34090 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/14/2023

Page 42 of 145 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-006
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment
Claims
Final
Disposition
+ 4 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All State and Federal laws require retention
until final disposition of formal complaint; State
requires 4 2 years after "fully and finally
disposed"; 2 CCR 1101(c); GC §§12946,
12960, 34090
Human
Resources HR-007 DMV Pull Notices
When
Superseded
or Separated
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transitory or source records not retained in the
ordinary course of business; CHP audits every
2 years; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; GC §34090
Human
Resources HR-008 Drug / Alcohol Test Results (All - Positives / Negatives) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD D.O.T. Requires 5 years for positive tests, 1
year for negative tests; EEOC/FLSA/ADEA
(Age) requires 3 years physical examinations;
State Law requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946, 12960, 34090,
49 CFR 655.71 et seq.; 49 CFR 382.401 et
seq.

Human
Resources HR-008.1 I-9s Separation + 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Required for 1 year from termination or 3 years
from hiring, whichever is later; EEOC / FLSA /
ADEA (Age) requires 3 years for "any other
forms of employment inquiry"; State Law
requires 2 -3 years; 8 CFR 274a.2; 29 CFR
1627.3(b)(1); GC §§12946, 12960, 34090
Human
Resources HR-009 OSHA Inspections / Citations, Log 200 / Log 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2
years; 8 CCR 14300.33, 8 CCR §3203(b)(1),
GC §34090; LC §6429c
Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/14/2023

Page 43 of 145 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-010 Personnel Files - Employees Separation + 30 years Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Separation
+ 1 year
Department Preference; statute of limitations
for retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4 2-
3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC
§§ 3105, 12946, 12960, 34090; 53237.2(b), LC
§1198.5
Human
Resources HR-011
Personnel Files - Medical File (all
employees)
Includes Hearing Tests, Respirator Fit
Tests, etc.

Separation
+ 30 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Separation
+ 1 year
Department preference; Files maintained
separately; Claims can be made for 30 years
for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090; 29 CFR 1910.1020(d)(1)(i); 29 CFR
1627.3
Human
Resources HR-012
Recruitment / Testing File
(Includes Applications (Unsuccessful),
Advertisements, Interview Notes, Job
Brochures, Test Data, Testing Analysis /
statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Rater's Profile /
Confidentiality Agreement, Flowchart,
Eligible Lists, etc.)
Hiring
Decision +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years EEOC / FLSA /
ADEA (Age) requires 1-3 years; ; 29 CFR 1602
et seq & 1627.3(a)(5) and (6), 2 CCR 11013(c)
8 CCR §11040.7(c), GC §§12946, 12960,
34090
Human
Resources HR-013
Studies / Surveys Conducted on Behalf of
the City (Sick Leave, Attrition, Benefits,
etc.)
When No
Longer
Required -
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/14/2023

Page 44 of 145 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-013.3
Training EMPLOYEE RECORDS (If
Records are Created)
Required Information for all Employee
Training:

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Separation
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
LC §1198.5, 6401.9(f), 6429(c); 8 CCR §3203
et seq., 29 CFR 1627.3(b)(ii), GC §§12946,
12960, 34090, 53235.2(b), 53237.2(b);
53238.3(b)
Human
Resources HR-013.4
Training Presented by Staff - COURSE

RECORDS
(Attendance Rosters / Sign-in Sheets,
Outlines / Materials; includes Ethics, Fiscal
& Financial, Harassment, Workplace
Violence, Safety Training, Tailgates)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Ethics, Fiscal and
Financial & Harassment Prevention Training
are 5 years; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
years for personnel actions; 8 CCR §3203 et
seq., 29 CFR 1602.31; LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b)
53237.2(b), 53238.3(b); LC §6401.9(f),
Human
Resources HR-013.8
Verifications of Employment, Child
Support, etc. (From lenders / other
outside companies)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not an Agency record / Content does NOT
relate in a substantive way to the conduct of
the public's business; GC §34090 et seq
Human
Resources HR-014 Volunteer / Unpaid Intern Timesheets 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Courts treat
volunteers as employees); EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; 29
CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC
§§12946, 12960, 34090
Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/14/2023

Page 45 of 145 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-015 Workers Compensation Claim Runs 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 Human
Resources HR-016 Workers Compensation Claims Separation + 30 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30 years
for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090; 29 CFR 1910.1020(d)(1)(i); 29 CFR
1627.3
Human
Resources HR-017
Workplace Violence – Hazard
identification, evaluation, correction,
incident logs, investigations. training, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/14/2023

Page 46 of 145 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

INFORMATION TECHNOLOGY
Information
Technology IT-001
Backups (Computer Backups (ALL
Disaster Recovery Computer Backups) -
ALL
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes Only;
Considered a copy and can be destroyed when
no longer required; tapes are in autochangers
and are overwritten; store off-site in a
commercial facility for disaster recovery
purposes; GC §34090 et seq.

Information
Technology IT-002 Network Configuration Maps / Plans
When No
Longer
Required
Yes Mag. Preliminary documents not retained in the
ordinary course of business; GC §34090 et seq.

Page 47 of 145 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

PLANNING
Planning PL-001
Address Files / Planning Case Project Files -
Approved Permanent Entitlements / Code
Enforcement
(Includes associated CEQA Noticing,
Conditions of Approval, Public Noticing,
Environmental Determinations, Staff Reports,
Plans / Maps, Site Plans)
Examples: Conditional Use Permits (CUPs),
Lot Line Adjustments, Parcel Maps, Site Plans,
Tentative Subdivisions, Variances, Zone
Changes, etc.

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

After QC
& OD
Department preferences; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR
§15095(c); GC§§34090, 34090.7
Planning PL-001.5 Planning Project Files - Cancelled / Expired / Withdrawn
Minimum
Cancellation,
Expiration or
Withdrawal
+ 2 years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Preliminary drafts not
retained in the ordinary course of business;
GC §34090
Planning PL-002
Address Files / View Cases (by address of
tree location)
(Includes application, EIR / CEQA, mediation,
agreement / resolution)
P Yes Mag, Mfr,
OD, Ppr S / I
Yes:

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

After QC
& OD
Land Records; GC §34090
PL-004 Census, Demographics
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
(Non-Records - Census Bureau is OFR; GC
§34090 et seq.

Page 48 of 145 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Planning PL-004.1 Code Enforcement Case Files
Minimum
Resolution +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Planning PL-005
Committee of Trees / Views

AGENDA PACKETS
5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Planning PL-006
Committee of Trees / Views

AGENDAS / MINUTES / RESOLUTIONS
P Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 10
years
Notes taken to facilitate the writing of the
minutes can be destroyed after minutes have
been adopted; GC §34090 et seq.

Planning PL-007
Committee of Trees / Views:

Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
5 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b)
Planning PL-008 Construction, Demolition / Waste hauling Permits 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Planning PL-009
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.)
Inside City boundaries
P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Usually filed in the project file; Final
environmental determinations are required to
be kept a "reasonable period of time"; 14
CCR §15095(c); GC §34090
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 49 of 145 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Planning PL-009.1
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) CEQA
Correspondence / staff notes that provide
insight into the project / the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Not all internal communications and notes are
required to be saved; "E-mails that do not
provide insight into the project or the
agency’s CEQA compliance with respect to
the project — are not within the scope of
section 21167.6, subdivision (e) and need not
be retained." Golden Door Properties, LLC v.

Superior Court of San Diego County (County
of San Diego, et al., Real Parties in Interest)
(53 Cal.App.5th 733); PRC 21167,6; GC
§34090
Planning PL-010
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.)
Outside City boundaries
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Non-records; EIRs and Negative Declarations
within the City Boundaries are with the project
file
Planning PL-011 General Plan, Elements / Amendments P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Planning PL-012 Log of Zoning Cases / Log of Planning
Entitlements P Yes Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090
Planning PL-013 Master Plans, Specific Plans, Bikeway Plans, etc. P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Planning PL-014 NPDES Monitoring / Inspections - Stormwater When No
Longer
Required -
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Monitoring records
required for 3 years; 40 CFR §§122.21,
122.41; CCP §337 et seq.

Page 50 of 145 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Planning PL-015
Planning Commission

AGENDA PACKETS
5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Planning PL-016
Planning Commission

AGENDAS / MINUTES / RESOLUTIONS
P Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 10
years
Notes taken to facilitate the writing of the
minutes can be destroyed after minutes have
been adopted; GC §34090 et seq.

Planning PL-017
Planning Commission:

Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
5 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b)
Planning PL-017.5
Preliminary Application Form (required for a
housing development project that includes
residential units; form is provided by California
Department of Housing / Community
Development
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Various benchmarks are placed using the
number of residential dwelling units on the
project site within the last five years; GC
§34090,
Planning PL-018 Preliminary Review File
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Preliminary
Documents (no application submitted); GC
§34090
Planning PL-019 Special Studies
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Planning PL-020 Zoning Maps P Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
No
Department Preference; City Clerk Maintains
originals of all documents that were
presented to Council; GC §34090.7
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 51 of 145 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Planning PL-021 Zoning Ordinance Amendments,
Reclassifications / Zone Change P Yes Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD 1
year
Department Preference (copies); GC
§34090.7
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 52 of 145 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Traffic And Transportation, Operations)
Page PW-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

PUBLIC WORKS / ENGINEERING
Public
Works /
Engineering
PW-001
AB 939 Compliance, Solid Waste Diversion,
Tonnage Reports / SB 1383 Compliance
(Organic Waste Collection / Recycling) 10 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department preference; SB 1383 compliance
is required for 5 years; 14 CCR § 18995.2;
GC §34090
Public
Works /
Engineering
PW-002 Aerial Maps / Photographs - Analog / Digital /
Index to Aerials P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Public
Works /
Engineering
PW-003 Benchmarks P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Public
Works /
Engineering
PW-004
Capital Improvement Projects (CIP):

Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Daily
Inspections, Project Schedules, Progress
meetings, Real Estate Appraisals, RFIs /
Responses, etc.

Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions
is 10 years; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines propose termination + 5
years; CCP §337 et. seq., GC §34090
Public
Works /
Engineering
PW-005
Capital Improvement Projects (CIP):

Permanent File
Plans, Specifications / Addenda, Agreement /
Contract, Successful Proposal, Change
Orders, EIRs, Negative Declarations,
Categorical Exemptions, Materials Testing
Reports, Grading Permits, Insurance
Certificates, Hazardous Materials Plans,
Notice of Completion, Photos, Soils Reports,
Studies, Submittals, Surveys, etc.

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

After QC
& OD
Complet.
+ 10 years
Department preference; retained for disaster
preparedness purposes; Statewide
guidelines propose Permanent for
Infrastructure plans; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR
§15095(c); CCP §337 et. seq., GC §34090
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 53 of 145 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Traffic And Transportation, Operations)
Page PW-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Public
Works /
Engineering
PW-006 Capital Improvement Projects (CIP):

Unsuccessful Proposals 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Public
Works /
Engineering
PW-007
Drawings, Maps, Plans / Record Drawings,
Large-Format Drawings, Survey Record
Maps, Capital Improvement Project "AsBuilts")
P Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Drafts should be destroyed; Some maps are
also retained by Planning; Selected maps are
retained in Public Works for administrative
purposes; GC §34090, 34090.7
Public
Works /
Engineering
PW-008 Engineering Studies / Surveys P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Public
Works /
Engineering
PW-009 Geotechnical / Soils Reports; Hydrology
Reports (Authored by the City) P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 54 of 145 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Traffic And Transportation, Operations)
Page PW-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

PUBLIC WORKS / TRAFFIC AND TRANSPORTATION
Sheriff PW-010 Accident Reports
Copies -
When No
Longer
Required
Yes:

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

After QC
& OD
GC §34090.7
Public
Works /
Traffic &
Trans.

PW-011 Master Plans - Transportation P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Drafts should be
destroyed; GC §34090
Public
Works /
Traffic &
Trans.

PW-012 Studies - Transportation (authored by the City)
When No
Longer
Required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Drafts / source records entered into database
and not retained in the ordinary course of
business; GC §34090
Public
Works /
Traffic &
Trans.

PW-013
Traffic Commission

AGENDA PACKETS
5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Public
Works /
Traffic &
Trans.

PW-014
Traffic Commission

AGENDAS / MINUTES / RESOLUTIONS
P Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 10
years
Notes taken to facilitate the writing of the
minutes can be destroyed after minutes have
been adopted; GC §34090 et seq.

Public
Works /
Traffic &
Trans.

PW-015
Traffic Commission:

Recordings / AUDIO RECORDINGS of
Meetings / Audio Tapes
5 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b)
Public
Works /
Traffic &
Trans.

PW-016 Traffic Speed Surveys 15 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference (required every 5
years, but can be extended to 7 or 10 years);
GC §34090
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 55 of 145 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Traffic And Transportation, Operations)
Page PW-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Public
Works /
Traffic &
Trans.

PW-017 Traffic Studies / Traffic Counts / Traffic
Calming Requests
When No
Longer
Required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090

PUBLIC WORKS / OPERATIONS
Public
Works /
Operations
PW-018 Operations / Maintenance Manuals (O and M
Manuals)
Life of
Facility or
Equipment
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et. seq.

Public
Works /
Operations
PW-019 Tree Arborists Reports (City Trees)
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/14/2023

Page 56 of 145 ends

Item: 8.F.

Meeting Date: 6/22/2026
To: City Council
From: Karina Bañales, City Manager
Thru: Karina Bañales, City Manager
Subject: Adoption of Amendment to Legal Services Agreement with Best, Best & Krieger regarding Updated Fee Schedule for City Attorney Services and authorization for the City Manager to sign the Agreement
Background:

On March 1, 2001, the City of Rolling Hills entered into an Agreement for Legal Services with Jenkins & Hogin, LLP to provide City Attorney services. The agreement designated Michael Jenkins as City Attorney and established the terms under which legal services would be provided to the City.

In 2008 and again in 2011, Michael Jenkins requested adjustments to the hourly rate for general legal services to account for cost-of-living increases. Consistent with the terms of the agreement, the City approved the rate adjustments through its annual budget process, and no formal contract amendments were required at that time.

In April 2018, Jenkins & Hogin, LLP merged with Best Best & Krieger LLP (BBK). The City consented to the assignment of the Legal Services Agreement to BBK, allowing the firm to continue providing City Attorney services under the existing agreement.

In December 2022, following Michael Jenkins’ transition toward retirement, the City Council adopted Resolution No. 1320 appointing Patrick Donegan of BBK as City Attorney. The Legal Services Agreement was subsequently amended to reflect the change in designation from Michael Jenkins to Patrick Donegan.

In May 2025, following Patrick Donegan’s departure from BBK, the City Council adopted Resolution No. 1389 appointing Nicholas Papajohn of BBK as City Attorney. This appointment ensured continuity of legal services while updating the individual designated to serve as the City’s appointed City Attorney under the Agreement.

Discussion:

The City Council and BBK are now amending the longstanding Legal Services Agreement to update the hourly rates for City Attorney services. BBK's hourly rates have remained unchanged since 2018 despite increases in operating costs and market rates for municipal legal services during that period.

Page 57 of 145 ends

The revised rates, effective July 1, 2026, are set forth in Exhibit A (Compensation Rate Schedule) attached to Attachment A.

Attachment B includes the original agreement and subsequent amendments documenting the City's legal services relationship over the past 25 years. While the legal services provider transitioned from Jenkins & Hogin, LLP to Best Best & Krieger LLP in 2018, the City has maintained continuity of legal representation throughout that period.

The proposed 2026 amendment updates the Compensation Rate Schedule to reflect rate adjustments for attorney and paralegal services across all service categories, including General Legal Services, Specialized/Litigation Services, Public Records Act matters, and Complex Matters. The revised rates will remain in effect through June 30, 2029, with annual adjustments as set forth in the amendment and automatic cost-of-living adjustments commencing July 1, 2029.

It is important to note that the majority of services provided by BBK are anticipated to be billed at the General Legal Services rates. Currently, the California Public Utilities Commission (CPUC) appeal is the only active matter anticipated to be billed at specialized counsel rates.

The agreement has remained in effect since its original execution in 2001, with amendments primarily addressing organizational changes within the law firm, the designation of the individual serving as City Attorney, and updates to attorney compensation rates.

CONCLUSION
Staff recommends approval of the Amendment to the Legal Services Agreement for City Attorney services with Best, Best & Krieger LLP (Attachment A).

Fiscal Impact:

The Fiscal Year 2026-27 Adopted Budget includes funding for legal services in the following accounts:
01-01-801 – City Attorney: $90,000
01-01-802 – Legal Expense – Other: $3,000
01-15-802 – Legal Expenses – Other: $15,000
01-15-872 – Property Development Legal Expense: $40,000 Staff will continue to monitor legal expenditures and exercise fiscal prudence to ensure costs remain within the appropriations approved by the City Council as part of the Fiscal Year 2026-27 Budget.

Should legal expenses exceed available appropriations or additional funding become necessary, staff will return to the City Council for consideration of a budget adjustment.

Recommendation:

Approve Amendment to Legal Services Agreement with Best, Best & Krieger regarding Updated Fee Schedule for City Attorney Services and authorize the City Manager to sign the Agreement.

Attachments:

1. Attachment A - BBK_Amendment_2026

2. Attachment B - 2001 JenkinsHogin_Agreement with Amendments

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AMENDMENT TO AGREEMENT FOR LEGAL SERVICES
This Amendment to Agreement for Legal Services (“Amendment”) is entered into by and between the City Rolling Hills, a municipal corporation (“Rolling Hills” or “City”) and the law firm of Best Best & Krieger, LLP (“BBK”) as of June 22, 2026.

RECITALS
A. Rolling Hills and Jenkins & Hogin LLP (“J&H”) entered into an Agreement for Legal Services (“Agreement”) as of March 1, 2001, by the terms of which J&H was engaged as an independent contractor to perform city attorney services.

B. The Agreement was assigned to BBK as of April 1, 2018.

C. The rates for providing city attorney services have not been increased since 2018.

D. In light of BBK’s continued service to the City over the last 8 years, the City Council and BBK now desire to amend the Agreement to increase BBK’s rates for providing city attorney services.

NOW, THEREFORE, in consideration of the foregoing, the Agreement is amended as follows:

1. The “Compensation Rate Schedule” attached to this Amendment as Exhibit “A” is hereby added to Exhibit “A” of the Agreement.

2. Except as above modified, in all other respects the Agreement, as previously amended, is hereby reaffirmed in full force and effect.

IN WITNESS WHEREOF, the parties hereto have caused this Amendment to Agreement for Legal Services to be executed as of the day and year first above written.

BEST BEST & KRIEGER, LLP

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CITY OF ROLLING HILLS
By
KARINA BAÑALES

CITY MANAGER
ATTEST:

CHRISTIAN HORVATH

CITY CLERK

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EXHIBIT “A”

COMPENSATION RATE SCHEDULE
(SEE FOLLOWING PAGE)

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COMPENSATION RATE SCHEDULE
Effective July 1, 2026 through June 30, 2027, the rates shall be as follows:

Services Attorney Paralegal
General Legal Services $250/hr. $180/hr.

Specialized Legal Services
(including Litigation)
$340/hr. $190/hr.

Public Records Act
(processing PRA requests and
reviewing records for
privilege)
$250/hr. $250/hr.
(including analysts)
Complex (highly specialized
matters, e.g. employee
benefits)
$450/hr. $200/hr.

Effective July 1, 2027 through June 30, 2028, the rates shall be as follows:

Services Attorney Paralegal
General Legal Services $275/hr. $190/hr.

Specialized Legal Services
(including Litigation)
$355/hr. $200/hr.

Public Records Act
(processing PRA requests and
reviewing records for
privilege)
$255/hr. $255/hr.
(including analysts)
Complex (highly specialized
matters, e.g. employee
benefits)
$475/hr. $210/hr.

Effective July 1, 2028 through June 30, 2029, the rates shall be as follows:

Services Attorney Paralegal
General Legal Services $310/hr. $200/hr.

Specialized Legal Services
(including Litigation)
$375/hr. $210/hr.

Public Records Act
(processing PRA requests and
reviewing records for
privilege)
$260/hr. $260/hr.
(including analysts).

Complex (highly specialized
matters, e.g. employee
$495/hr. $220/hr.

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benefits)
Cost of Living (COLA) Adjustment. The above rates and amounts will be adjusted annually, beginning July 1, 2029 and every July 1 thereafter with advanced written notice. Any rates and amounts herein shall be increased for the change in the cost of living for the most recently published twelve (12) month period, as shown by the U.S. Department of Labor in its All Urban Consumers Index set forth in Los Angeles-Long Beach-Anaheim, CA area (monthly) provided, however, that such adjustment shall never be lower than zero percent (0%). In addition to the automatic COLA increases, either BBK or the City may initiate consideration of a rate increase at any time.

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65270.00001\40883954.1

AMENDMENT TO AGREEMENT FOR LEGAL SERVICES
This Amendment to Agreement for Legal Services (“Amendment”) is entered into by and between the City Rolling Hills, a municipal corporation (“Rolling Hills”) and the law firm of Best Best & Krieger, LLP (“BBK”) as of December 13, 2022.

B. The Agreement was assigned to the law firm of Best Best & Krieger as of April 1, 2018.

C. The City Council appointed Patrick T. Donegan as City Attorney to succeed Michael Jenkins in closed session at its adjourned regular meeting of November 29, 2022 and authorized the City Manager to execute a corresponding amendment to the Agreement designating Patrick T. Donegan as City Attorney.

NOW, THEREFORE, in consideration of the foregoing, the Agreement is amended as follows:

1. Section 2 of the Agreement entitled “Designation of City Attorney” is amended in its entirety to read as follows:
“Patrick T. Donegan is designated as City Attorney for the City. The City Council may change the designation of City Attorney at any time without amendment to this Agreement. The parties understand and agree that BBK may, from time to time, utilize other attorneys within the firm to assist the designated City Attorney in the performance of this Agreement.” Except as above modified, in all other respects the Agreement, as previously amended, is hereby reaffirmed in full force and effect.

IN WITNESS WHEREOF, the parties hereto have caused this Amendment to Agreement for Legal Services to be executed as of the day and year first above written.

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65270.00001\40883954.1

BEST BEST & KRIEGER, LLP

CITY OF ROLLING HILLS
By

ELAINE JENG

CITY MANAGER
ATTEST:

CHRISTIAN HORVATH

CITY CLERK

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Item: 11.A.

Meeting Date: 6/22/2026
To: City Council
From: Benjamin Johnson , Code Compliance Officer / Planning Technician Thru: Whitney Berry, Planning Manager, Karina Bañales, City Manager Subject: A Hearing regarding a Nuisance Abatement at 6 Saddleback Road (Lot 18-RH), and consideration of a Resolution of the City Council of the City of Rolling Hills Declaring the condition of the property to be a Public Nuisance and Ordering the Abatement thereof
Background:

On August 21, 2025, the City received an anonymous complaint regarding three code violations: a portable toilet, a dilapidated fence, and four dead trees at the 6 Saddleback Road. Staff conducted a follow-up investigation on December 9, 2025, and confirmed that all violations were still present.

On February 11, 2026, a first Notice of Violation was sent to property owners Terry and Margaret Reiter via mail and email. A follow-up inspection was conducted by City Staff on or around February 17, 2026. During this inspection, staff observed the violations to still be present on the property.

On February 26, 2026, a second Notice of Violation was sent to the property owners via mail and email. Prior to this Notice being sent, City Staff was informed that one of the four dead trees that was a part of the original code case had collapsed and nearly hit the neighboring property. The property owner proceeded to remove the collapsed tree and the three remaining trees, but did not address the other violations. On March 10, 2026, staff conducted a follow-up inspection and determined that the remaining violations were still present.

On March 23, 2026, a final Notice of Violation was mailed and emailed to the property owners due to the lack of corrective action being taken. On April 15, 2026, staff conducted a follow-up inspection, and confirmed that the portable toilet and dilapidated fence violations were still present. As a result, the City Manager has determined that a nuisance exists on the property.

In April 2026, the matter was forwarded to the City Attorney’s Office for further enforcement action.

On June 5, 2026, a Legal Notice and Order to Abate the nuisance was sent to the property owners via both certified mail and email. The Notice and Order gave the property owners fifteen days, to June 20, 2026, to remedy the remaining violations. The Notice and Order also stated that should the work not be completed, or the owners fail to make a good faith effort towards abatement, a hearing will be

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held before the City Council on June 22, 2026, to determine whether conditions on the property constitute a continuing public nuisance, and order that the nuisance be abated.

Property History
On February 2, 2024, the City investigated an anonymous complaint regarding the subject property at 6 Saddleback Road and determined that debris and other materials stored improperly on the site constituted a code violation. After issuing three Notices of Violation and conducting a public hearing, the City Council adopted Resolution No. 1375 on August 11, 2024, declaring the condition of the property a public nuisance and ordering its abatement by September 11, 2024.

As the homeowner did not abate the nuisance, the City completed the abatement at 6 Saddleback Road on the morning of November 7, 2024. Following the abatement, Mr. Terry Reiter, owner of the subject property, visited City Hall on November 15, 2024, in a good-faith effort to pay the abatement costs and avoid having a lien placed on the property. Staff has since determined that the payment was never received, apparently due to staff turnover and an administrative oversight. Staff is currently consulting with the City's Code Compliance Attorney regarding the appropriate next steps.

Discussion:

Rolling Hills Municipal Code (RHMC) Chapter 8.24 defines a nuisance as “anything which is injurious to health or safety, or injurious to the stability of real property, that affects a considerable number of persons at the same time.” This Chapter also requires that every property owner maintain their property “free from any nuisance.” When the City Manager determines that a nuisance exists, they may notify the property owner to abate the nuisance and, if not corrected, begin a hearing process to rectify the situation.

Despite numerous letters to the property owners and several inspections of 6 Saddleback Road, the property owners have made no efforts to abate the nuisance. A photograph of the portable toilet and dilapidated fence are included as Attachment A. RHMC Section 17.48.040 (Allowed Temporary Uses) allows for a portable toilet for a six-month period, provided construction activity is occurring. Since the case was opened in August 2025, there has been no approved or permitted construction taking place on the subject property. The portable toilet, dilapidated fence and dead trees located on the property at 6 Saddleback Road pose safety hazards and are unsightly. For this reason, conditions on the property constitute a nuisance and must be abated.

The purpose of this public hearing is to determine whether the property owners of 6 Saddleback Road have taken appropriate actions to abate the nuisance as described in this staff report and whether the condition constitutes a continued public nuisance. Should the City Council declare that any property contains a nuisance, it is respectfully requested that the City Council order the property owner(s) to abate the nuisance, pursuant to Rolling Hills Municipal Code section 8.24.050.

At the public hearing, City Staff will describe whether the property owners have followed through with the promised actions and provide an update on the current status of the properties.

Testimony may also be provided by the property owners, their representatives, or other interested parties.

NOTIFICATION
After the public hearing, the City Clerk must notify all owners and possessors of the subject property of the Council’s decision. The following people must be notified:
• Terry and Margaret Reiter (6 Saddleback Rd)

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CONCLUSION
As described, this property has received multiple written notices and follow-up contacts from the City, including several letters to the owners and repeated site visits to observe and document the violations.

Should the City Council find that the condition of the subject property continues to constitute a public nuisance within the meaning of the Municipal Code, the attached Resolution declares the conditions to constitute a public nuisance and order the abatement thereof. The Resolutions further state that if the property owner fails to sufficiently abate the nuisance, the City Council will be authorized to cause the abatement of the nuisance.

Fiscal Impact:

To be determined.

Recommendation:

Open the public hearing, consider all testimony and, upon consideration of the evidence, adopt Resolution No. 1416 declaring the condition to constitute a public nuisance and ordering the abatement thereof.

Attachments:

1. Attachment A - ResolutionNo1416_6Saddleback_AbatementHearing_F

2. Attachment B - CE_ADD_260610_6SaddlebackRd_Case465_PhotoExistingViolations

3. Attachment C - CE_ADD_260211_6SaddlebackRD_Case465_NOV1_F

4. Attachment D - CE_ADD_260226_6SaddlebackRD_Case465_NOV2_F

5. Attachment E - CE_ADD_260323_6SaddlebackRD_Case465_FinalNOV_F

6. Attachment F - CE_ADD_260610_6SaddlebackRd_Case465_NoticeAndOrderToAbate

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Resolution No. 1416 1
RESOLUTION NO. 1416

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ROLLING HILLS DECLARING A DILAPIDATED FENCE AND
PORTABLE TOILET ON A PROPERTY LOCATED AT 6

SADDLEBACK ROAD TO BE A PUBLIC NUISANCE AND
ORDERING THE ABATEMENT THEREOF (LOT 18-RH)
(REITER)

THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA DOES HEREBY FIND, RESOLVE AND ORDER AS FOLLOWS:

Section 1. Recitals.

A. It is the duty of every person that owns or is in possession of any property, place or area within the boundaries of the City to maintain the property, place or area free from any nuisance. (Rolling Hills Municipal Code Section 8.24.020.) Section 17.48.040 (Allowed Temporary Uses) allows for a portable toilet for up to six months, provided construction activity is occurring.

B. On or around August 21, 2025, City Staff was alerted to the fact that there was a portable toilet, dilapidated fence and four dead trees located on the property at 6 Saddleback Road (Lot 18-RH) (hereinafter referred to as the “Subject Property”). The portable toilet, dilapidated fence and dead trees located on the property at 6 Saddleback Road pose safety hazards and are unsightly..

C. On February 11, 2026, City Staff notified the owners of the Subject Property, Terry and Margaret Reiter (“Property Owners”), that the portable toilet, dilapidated fence and dead trees were in violation of Rolling Hills Municipal Code Section 8.30.010 and must be removed. Section

8.24.010 reads, “For the purposes of this chapter, a ‘nuisance’ shall be defined as anything which is injurious to health or safety, or is indecent or offensive to the senses, or an obstruction to the free use of property or injurious to the stability of real property so as to interfere with the comfortable enjoyment of life or property, or unlawfully obstructs the free passage or use, in the customary manner, of any street, and affects at the same time an entire community or neighborhood, or any considerable number of persons, although the extent of the annoyance or damage inflicted upon individuals may be unequal.” City Staff indicated that said items must be removed no later than February 25, 2026. This deadline passed and the Property Owners failed to make a good faith effort towards abatement of the nuisance condition on the Subject Property.

D. On February 26, 2026, City Staff sent a second notice to the Owners and indicated that said dead and overgrown brush must be removed no later than March 12, 2026. This deadline passed and the Property Owners failed to make a good faith effort towards abatement of the nuisance condition on the Subject Property.

E. On March 23, 2026, City Staff sent a Notice to Abate to the Property Owners that required the Owners to abate the identified nuisance within 15 days from the date of the Notice, or April 6th, 2026. If the conditions in the Notice were not abated, or if the Property Owners failed

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Resolution No. 1416 2
to make a good faith effort toward abatement to the satisfaction of the City Manager by December 6th, 2025, then a hearing would be scheduled before the City Council on June 22, 2026.

F. On June 5, 2026, City Staff sent a Notice and Order to Abate to the Property Owners that indicated a hearing would be scheduled before the City Council on June 22, 2206.

Section 2. Pursuant to Sections 8.24.040 and 8.24.050 of the Rolling Hills Municipal Code, the City Council conducted a hearing on June 22, 2026, to consider any protest of the Property Owner, possessor or other interested person regarding the condition of the Subject Property.

Section 3. Upon consideration of the staff report, related documents and the evidence presented at the time of the hearing, the City Council declares that the property at 6 Saddleback Road constitutes a condition that is injurious to the public health, safety and welfare by violating Section 8.30.010 of the Rolling Hills Municipal Code such that it is a public nuisance pursuant to Chapter 8.24 of the Rolling Hills Municipal Code.

Section 4. In accordance with the foregoing, and because it is the duty of property owners to maintain their properties free of nuisances, the City Council orders that the Property Owners remove the dead and overgrown brush, portable toilet, and repair the dilapidated fence on the Subject Property within 30 days of the date of this Resolution but no later than July 22nd, 2026.

In the event the property owners fail to complete the measures specified above by the specific dates the City will perform the corrective measures at the Property Owners’ expense as authorized in Section 8.24.060 et seq. of the Rolling Hills Municipal Code.

Section 5. If the nuisance is not abated as specified herein, then the City Manager is authorized to cause the nuisance to be abated by the City by seeking an Abatement Warrant from the local Superior Court, and also is directed to notify the property owner in writing by certified mail and regular mail of the cost of removal of the nuisance and that payment in full for removal of the nuisance is due to the City within 10 days of the date of mailing of the notice (RHMC section

8.24.070). If the total cost of abating the nuisance is not paid to the City within 10 days after the date of the notice, the City Clerk shall record, in the Office of the County Recorder, a statement of the total balance due to the City, which shall constitute a lien or special assessment upon the property in accordance with sections 8.24.070 and 8.24.080 of the Rolling Hills Municipal Code.

Section 6. The City Clerk is hereby directed to send a copy of this resolution by certified and regular mail to the owners of the property located at 6 Saddleback Road.

Section 7. This resolution shall take effect immediately on June 22, 2026.

PASSED, APPROVED AND ADOPTED this 22nd day of June, 2025. ______________________________

BEA DIERINGER
MAYOR

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Resolution No. 1416 3
ATTEST:
___________________________

CHRISTIAN HORVATH

CITY CLERK

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Resolution No. 1416 4

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) §§

CITY OF ROLLING HILLS )
I certify that the foregoing Resolution No. 1416 entitled:

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ROLLING HILLS DECLARING A DILAPIDATED FENCE AND
PORTABLE TOILET ON A PROPERTY LOCATED AT 6

SADDLEBACK ROAD TO BE A PUBLIC NUISANCE AND
ORDERING THE ABATEMENT THEREOF (LOT 18-RH)
(REITER)
was approved and adopted at a regular meeting of the City Council on the 22nd day of June 2026, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
and in compliance with the laws of California was posted at the following:

Administrative Offices.
___________________________

CHRISTIAN HORVATH

CITY CLERK

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Case 465 | Page 1 of 3
February 11, 2026
Terry Reiter
6 Saddleback Rd
Rolling Hills, CA 90274-5141
Re: Case Number 465
Subject Property: 6 Saddleback Road, Rolling Hills, CA 90274-5141 Property ID Number: 7569-003-001
Notice of Violation
Dear Mr. & Mrs. Reiter,
The City of Rolling Hills is seeking your cooperation in addressing code violations identified on your property.

During a recent inspection, it was observed that the property contains dead vegetation, a dilapidated fence, and a portable toilet. Photos of the aforementioned violations can be found attached to this letter. These conditions are not in compliance with the following section(s) of the Rolling Hills Municipal Code:

Section 8.30.010 – Dead or Alive Tumbleweeds and Dead Vegetation as Public Nuisance:
"Every person who owns or is in possession of any property, place, or area within the boundaries of the City shall, at his or her own expense, maintain the property, place, or area free from any dead or alive tumbleweed or dead tree, shrub, palm frond, or other plant. Any dead or alive tumbleweed or dead tree, shrub, palm frond, or other plant located on any property in the City is hereby declared to be a public nuisance." Section 8.24.010 – Nuisance Defined
“a “nuisance” shall be defined as anything which is injurious to health or safety, or is indecent or offensive to the senses, or an obstruction to the free use of property or injurious to the stability of real property so as to interfere with the comfortable enjoyment of life or property, or unlawfully obstructs the free passage or use, in the customary manner, of any street, and affects at the same time an entire community or neighborhood, or any considerable number of persons, although the extent of the annoyance or damage inflicted upon individuals may be unequal.”
Section 17.48.040(B)(2) – Self-Contained Portable Toilets. a. “A temporary self-contained portable toilet is permitted, during interruption of sewer or septic service for emergencies or planned upgrades/repairs. The use of self-contained portable toilets is limited to the time period of the interruption of sewer or septic service. b. A temporary self-contained portable toilet is permitted, during special events such as wedding receptions or family reunions on private property. The use of self-contained portable toilets is limited to four calendar days or less.”
Resolution Actions
You are required to repair or remove the damaged fence, remove the four dead trees, and remove the portable toilet. You have until February 25, 2026, (two weeks from the date of this notice) to comply and complete the required corrections.

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Case 465 | Page 2 of 3
We understand that maintaining your property takes time and effort, but addressing these issues is critical to preserving the safety and well-being of our community. Especially during this time of year, removing dead vegetation helps to reduce fire risks and protect the surrounding area.

Failure to address this violation within the specified timeframe may result in your property being deemed a nuisance and could lead to abatement procedures or other enforcement actions.

Contact Information
If you have any questions, need assistance, or would like to discuss this matter further, please don’t hesitate to contact us:
• Phone: (310) 377-1521
• Email: [email protected]
We are here to help and appreciate your cooperation in addressing this matter. Thank you for your prompt attention to this issue and for helping to maintain the safety and character of our community.

Respectfully,
--
Benjamin Johnson
Code Compliance Officer/Planning Technician
Planning and Community Services
2 Portuguese Bend Rd, Rolling Hills, CA 90274

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Case 465 | Page 3 of 3

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Case 465 | Page 1 of 3
February 26, 2026
Terry & Margaret Reiter
6 Saddleback Rd
Rolling Hills, CA 90274-5141
Re: Case Number 465
Subject Property: 6 Saddleback Road, Rolling Hills, CA 90274-5141 Property ID Number: 7569-003-001
Second Notice of Violation
Dear Mr. & Mrs. Reiter,
The City of Rolling Hills is seeking your cooperation in addressing code violations identified on your property.

Section 8.30.010 – Dead or Alive Tumbleweeds and Dead Vegetation as Public Nuisance:
"Every person who owns or is in possession of any property, place, or area within the boundaries of the City shall, at his or her own expense, maintain the property, place, or area free from any dead or alive tumbleweed or dead tree, shrub, palm frond, or other plant. Any dead or alive tumbleweed or dead tree, shrub, palm frond, or other plant located on any property in the City is hereby declared to be a public nuisance." Section 8.24.010 – Nuisance Defined
“a “nuisance” shall be defined as anything which is injurious to health or safety, or is indecent or offensive to the senses, or an obstruction to the free use of property or injurious to the stability of real property so as to interfere with the comfortable enjoyment of life or property, or unlawfully obstructs the free passage or use, in the customary manner, of any street, and affects at the same time an entire community or neighborhood, or any considerable number of persons, although the extent of the annoyance or damage inflicted upon individuals may be unequal.”
Section 17.48.040(B)(2) – Self-Contained Portable Toilets. a. “A temporary self-contained portable toilet is permitted, during interruption of sewer or septic service for emergencies or planned upgrades/repairs. The use of self-contained portable toilets is limited to the time period of the interruption of sewer or septic service. b. A temporary self-contained portable toilet is permitted, during special events such as wedding receptions or family reunions on private property. The use of self-contained portable toilets is limited to four calendar days or less.”
Resolution Actions
You are required to repair or remove the damaged fence, remove the four dead trees, and remove the portable toilet. You have until March 12, 2026, (two weeks from the date of this notice) to comply and complete the required corrections.

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Failure to address this violation within the specified timeframe may result in your property being deemed a nuisance and could lead to abatement procedures or other enforcement actions.

Respectfully,
--
Benjamin Johnson
Code Compliance Officer/Planning Technician
Planning and Community Services
2 Portuguese Bend Rd, Rolling Hills, CA 90274

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Case 465 | Page 3 of 3

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Case 465 | Page 1 of 3
March 23, 2026
Terry & Margaret Reiter
6 Saddleback Rd
Rolling Hills, CA 90274-5141
Re: Case Number 465
Subject Property: 6 Saddleback Road, Rolling Hills, CA 90274-5141 Property ID Number: 7569-003-001
Final Notice of Violation
Dear Mr. & Mrs. Reiter,
The City of Rolling Hills thanks you for your cooperation in addressing one of the code violations on your property and removing the four dead pepper trees. The City seeks your continued cooperation in working to remedy the code violations that remain on your property. During a recent inspection, it was observed that the property contains a dilapidated fence and a portable toilet. Photos of the aforementioned violations can be found attached to this letter. These conditions are not in compliance with the following section(s) of the Rolling Hills Municipal Code:

Section 8.24.010 – Nuisance Defined
“a “nuisance” shall be defined as anything which is injurious to health or safety, or is indecent or offensive to the senses, or an obstruction to the free use of property or injurious to the stability of real property so as to interfere with the comfortable enjoyment of life or property, or unlawfully obstructs the free passage or use, in the customary manner, of any street, and affects at the same time an entire community or neighborhood, or any considerable number of persons, although the extent of the annoyance or damage inflicted upon individuals may be unequal.”
Section 17.48.040(B)(2) – Self-Contained Portable Toilets. a. “A temporary self-contained portable toilet is permitted, during interruption of sewer or septic service for emergencies or planned upgrades/repairs. The use of self-contained portable toilets is limited to the time period of the interruption of sewer or septic service. b. A temporary self-contained portable toilet is permitted, during special events such as wedding receptions or family reunions on private property. The use of self-contained portable toilets is limited to four calendar days or less.”
Resolution Actions
You are required to repair or remove the damaged fence and remove the portable toilet. You have until April 6, 2026 (two weeks from the date of this notice) to comply and complete the required corrections.

We understand that maintaining your property takes time and effort, but addressing these issues is critical to preserving the safety and well-being of our community.

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Case 465 | Page 2 of 3
Failure to address this violation within the specified timeframe may result in your property being deemed a nuisance and could lead to abatement procedures or other enforcement actions.

Contact Information
If you have any questions, need assistance, or would like to discuss this matter further, please don’t hesitate to contact us:

Phone: (310) 377-1521
Email: [email protected]
We are here to help and appreciate your cooperation in addressing this matter. Thank you for your prompt attention to this issue and for helping to maintain the safety and character of our community.

Respectfully,
Benjamin Johnson
Code Compliance Officer/Planning Technician
Planning and Community Services
2 Portuguese Bend Rd, Rolling Hills, CA 90274

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Case 465 | Page 3 of 3

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.\45083843.1
Dylan Vaughn Gunzel
Senior Prosecution Counsel
(951) 826-8333
[email protected]
Best Best & Krieger LLP | 3390 University Avenue, 5th Floor, P.O. Box 1028, Riverside, California 92502 Phone: (951) 686-1450 | Fax: (951) 686-3083 | bbklaw.com File No. 65277.00002
June 5, 2026

BY CERTIFIED MAIL

RETURN RECEIPT REQUESTED
Reiter Family Trust
℅ Terry Ronald Reiter
6 Saddleback Road
Rolling Hills, California 90274
Reiter Family Trust
℅ Margaret E. Reiter
6 Saddleback Road
Rolling Hills, California 90274
Re: NOTICE AND ORDER TO ABATE:

Violations of the Rolling Hills Municipal Code on the Property Located at 6 Saddleback Road, Rolling Hills, APN: 7569-003-001 Dear Mr. and Ms. Reiter:

This Legal Notice and Order to Repair or Abate (“Notice and Order”) is issued pursuant to Rolling Hills Municipal Code sections 8.24.010 et seq. It has been determined by building and code enforcement officials for the City of Rolling Hills (“City”) that your property at the address identified above (“Subject Property”) contains unlawful conditions that constitute a public nuisance and which pose a substantial danger to the health, safety, and general welfare of the occupants, the surrounding community, and the public. These unlawful conditions are in violation of multiple provisions of law, including, but not limited to, the Rolling Hills Municipal Code (“RHMC”).

As owner, agent, lessee, or other person occupying or having charge or control of the Subject Property, you are hereby notified that pursuant to the RHMC, it has been determined that there exists upon the Subject Property the following conditions (this may not be an exhaustive list of all violations and the City retains the right to identify further violations as they are discovered):

1. Fire Hazard. Overgrown and Dead Vegetation. The Subject Property contains dead trees. Dead trees are highly flammable and pose a severe fire hazard in an area prone to wildfires. All overgrown and/or dead vegetation must be removed. (RHMC §§ 8.24.010, 8.30.010(A), 15.20.010.)

2. Temporary Structures. Self-Contained Portable Toilets. Permit Required. A temporary use permit is required before erecting a self-contained portable toilets.

At least one unpermitted self-contained portable toilet is present on the Subject Property. All self-contained portable toilets must be removed. (RHMC §§ 8.24.010,

17.48.040(B)(2).)

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Reiter Family Trust
June 5, 2026

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Best Best & Krieger LLP

3. Unsightly Debris. Fire Hazard. The Subject Property contains wooden debris from a fence in disrepair. Downed fences and wooden debris are highly flammable and pose a severe fire hazard in an area prone to wildfires. All wooden structures must be repaired and maintained in good condition, and all wooden debris must be removed. (RHMC §§ 8.24.010, 17.24.060.)
Pursuant to the RHMC, conditions on the Subject Property constitute a dangerous hazard and a public nuisance.

Therefore, pursuant to RHMC section 8.24.030, you are hereby ordered to repair or abate all code violations on the Subject Property, including, but not limited to, all unlawful conditions identified herein. Work to abate these unlawful conditions must begin immediately and must be completed within 15 calendar days from the date of this Notice and Order (“Compliance Deadline”) or you will be subject to further legal action.

You are hereby notified that if the nuisance is not abated or good-faith efforts toward abatement have not been made to the satisfaction of the City Manager within fifteen days from the date of this Notice, a hearing shall be held before the City Council to consider evidence and hear protest from the owner, possessor, or any other interested person. This hearing will take place at the next regular City Council meeting after the Compliance Deadline. The hearing for your property will occur at 7:00 p.m. on June 22, 2026 at Rolling Hills City Hall, 2 Portuguese Bend Road, Rolling Hills, CA 90274 (“Public Hearing”).

Pursuant to RHMC section 8.24.060, if the unlawful conditions are not abated within 30 days after the date of notice, the City may take action to abate the nuisance conditions at your cost.

Failure to pay the City’s costs in full can result in a lien placed on your property, charges billed to your tax bill, and court action, and unpaid amounts will accrue interest at the maximum legal rate.

The legal consequences for failure to initiate abatement and correct the unlawful conditions identified above by the Compliance Deadline may include administrative fines, criminal prosecution, and civil remedies such as injunctions, penalties, and an application for the appointment of a receiver over the Subject Property. Furthermore, you will be held liable for all costs, fees, and expenses, including all inspections costs, investigation costs, enforcement costs, abatement costs, court costs, litigation expenses, prosecution expenses, attorney’s fees, and administrative expenses, incurred by the City in inspecting, identifying, investigating, enforcing, prosecuting, and abating all unlawful conditions on the Subject Property.

We understand that property maintenance can be time-consuming and challenging, but prompt corrective action is necessary to protect the safety, health, and environmental integrity of our community. If you have any questions, need assistance, or would like to discuss this matter further, please reach out to Code Compliance Officer Benjamin Johnson at (310) 377-1521, or [email protected].

Thank you for your prompt attention to this issue.

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Reiter Family Trust
June 5, 2026

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Best Best & Krieger LLP
Best regards,
Dylan Vaughn Gunzel
for BEST BEST & KRIEGER LLP

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Item: 12.A.

Meeting Date: 6/22/2026
To: City Council
From: Samantha Crew, Management Analyst
Thru: Karina Bañales, City Manager
Subject: Outdoor Emergency Siren and SAFE Unit Update; Receive and File and Provide Direction Regarding Community Outreach for Potential Future Siren Locations Background:

In June 2023, the City entered into a Professional Services Agreement (PSA) with HQE Systems for the design, procurement, and installation of a turnkey outdoor emergency notification system intended to strengthen emergency alerting capabilities throughout the community. Under the original agreement, HQE installed three 50-foot outdoor emergency siren poles capable of delivering intelligible voice announcements and tone alerts. These installations were completed in September 2024 at the City Hall, Fire Station 56, and the Crest Road East Gate, and the system is currently operational.

Following installation and testing of the initial system, staff continued coordinating with HQE Systems to evaluate system performance, identify coverage gaps, and explore opportunities to improve overall outdoor warning capabilities in areas with lower sound propagation. Areas identified for additional evaluation included Upper Blackwater Canyon, Chesterfield Road, and Ringbit Road.

On February 9, 2026, the City Council directed staff to proceed with installation of a fourth outdoor emergency siren pole at the Upper Blackwater Canyon / Portuguese Bend Road triangle (Garden Triangle) location and return with an amendment to the existing agreement reflecting the expanded scope of work. Subsequently, on March 9, 2026, the City Council approved Amendment No. 5 to the 2023 Professional Services Agreement with HQE Systems, authorizing installation of the fourth siren pole at the Upper Blackwater Canyon / Portuguese Bend Road location, increasing compensation by $48,335.96, extending the agreement term by one year. The motion was approved by a 3-2 vote.

The Upper Blackwater location was identified through sound modeling, terrain analysis, and propagation mapping as a key infill location necessary to improve system coverage and reduce remaining notification gaps. Since approval of the fourth siren location, staff has continued coordinating with HQE Systems on permitting activities associated with the installation, deployment of SAFE gateways at the City’s three existing siren locations, development of a public-facing SAFE Unit ordering website, preparation of SAFE Unit FAQs (Attachment A), and evaluation of remaining

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coverage gaps to support more equitable distribution of outdoor warning capabilities throughout the City.

The outdoor emergency siren program originated through advocacy and collaboration with the City’s Block Captain Program and reflects a broader community-driven effort to strengthen emergency preparedness, emergency communications, and resiliency citywide.

Discussion:

In September 2025, staff conducted mock-up demonstrations of proposed siren pole locations at Upper Blackwater Canyon, Chesterfield Road, and the Ringbit cul-de-sac, and invited both City Council and community members to observe the sites and provide feedback. The locations had been identified by HQE as optimal sites based on sound propagation modeling and their ability to provide broad coverage while helping address remaining notification gaps within the community. Following the demonstrations, City Council expressed concerns regarding the potential visual impacts associated with 50-foot siren poles at the Chesterfield and Ringbit cul-de-sac locations and directed staff to explore whether alternative configurations could achieve similar coverage while reducing visual impacts. Specifically, Council requested an evaluation of whether two 30-foot poles could be utilized in place of the originally proposed 50-foot while maintaining system effectiveness.

HQE Systems subsequently evaluated this concept and advised that reducing pole heights from 50 feet to 30 feet would significantly diminish system effectiveness. Lower pole heights reduce sound propagation distances, and require higher sound output levels near adjacent residences to achieve comparable coverage. As a result, nearby homes could experience substantially higher sound levels while overall community coverage would be reduced.

HQE conducted an extensive review of potential alternative locations, taking into consideration topography, sound propagation, installation feasibility, and potential visual impacts. Following this analysis, HQE concluded that the most effective solution remains the installation of two additional 50- foot siren poles beyond the already approved Upper Blackwater Canyon site. If ultimately installed, the City would have a total of six outdoor emergency siren poles strategically distributed throughout the community.

The two locations recommended for further consideration are (see Attachment B):
• Saddleback Road near the Davidson Trailhead
• Portuguese Bend Road above Ranchero Road near the existing turnaround area The Saddleback Road location is a newly proposed site that would provide improved coverage to portions of the community previously intended to be served by the Chesterfield Road location, eliminating the need for a siren installation within the Chesterfield cul-de-sac. The location also provides effective coverage to the Poppy Trail area, which has historically been one of the more challenging areas to serve due to the surrounding topography and terrain-related sound shadowing.

The Portuguese Bend Road turnaround location would provide coverage to residences within the Flying Triangle area and help address remaining notification gaps identified through sound modeling and field testing. Together with the approved Upper Blackwater Canyon site, these locations would create a more balanced distribution of outdoor warning capabilities throughout the City.

During the evaluation process, HQE also reviewed sound coverage within the Johns Canyon Road

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area. While the area currently meets the minimum target threshold of 70 dB, it remains one of the weakest coverage areas within the City's siren network due to terrain and distance from existing siren infrastructure. At this time, HQE does not recommend an additional siren location in the area; however, staff recommends that Johns Canyon Road remain a consideration for any future system enhancements or expansion efforts.

Staff is currently coordinating utility investigations and site feasibility reviews for the proposed Saddleback Road and Portuguese Bend Road locations. Information obtained through DigAlert and any associated utility conflict analysis will be presented to the City Council as part of a future evaluation should the Council direct staff to proceed with community outreach and further site review.

At this time, staff are not requesting authorization to proceed with the installation of either site.

Rather, staff is seeking City Council direction regarding whether to move forward with a public outreach and evaluation process. If directed, staff would coordinate community outreach efforts and invite residents and the City Council to attend field demonstrations utilizing temporary pole mock-ups at the proposed locations. The purpose of the mock-ups would be to demonstrate the proposed pole height and visual appearance within the surrounding environment; no sound testing or siren activation would occur as part of the demonstration. These mock-ups would allow residents to better understand the potential visual impacts of the infrastructure and provide meaningful feedback before any future Council consideration.

Following completion of the outreach process, staff would return to the City Council with a summary of community feedback and any additional information gathered during the evaluation process. At that time, the City Council could determine whether either, both, or neither of the proposed locations should advance for further study, design, permitting, and potential installation.

SAFE Units
In addition to evaluating future siren locations, staff and HQE Systems have continued implementation of the SAFE Unit program. SAFE gateways were recently installed within the equipment cabinets located at the City's three existing siren pole locations at City Hall, Fire Station 56, and the Crest Road East Gate. The infrastructure is now operational and capable of supporting the deployment of SAFE Units throughout the community.

SAFE Units are indoor emergency notification devices designed to complement, not replace, the City's outdoor emergency siren system. While outdoor sirens are intended to alert individuals who are outdoors, SAFE Units provide an additional layer of notification for residents inside their homes. The units are capable of receiving emergency messages transmitted through the City's siren network and can provide audible alerts and voice instructions indoors when outdoor siren notifications may be less noticeable.

To help ensure a successful public rollout, staff recently initiated a limited soft launch of the SAFE Unit ordering process with members of the City's Block Captain Program. The purpose of the soft launch is to identify and resolve any potential issues associated with ordering, fulfillment, activation, or customer support before opening the program citywide. Because public alerting systems are highly dependent on community trust and reliability, staff believe a phased rollout approach is prudent and will help ensure a positive experience for residents.

HQE Systems has led the development of a public-facing SAFE Unit website that allows residents to learn about the program, review frequently asked questions, and voluntarily purchase units for their homes. As explained by HQE, SAFE Units operate as part of a mesh network, meaning units can communicate not only with the City's SAFE gateways but also with neighboring SAFE Units. This allows emergency messages to be relayed through multiple devices, creating redundant

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communication pathways and strengthening the overall network. As adoption increases throughout the community, the system becomes more resilient and effective. A full public launch is anticipated following completion of the soft launch evaluation period and resolution of any issues identified during initial deployment.

Outdoor Warning System Considerations
It is important to note that outdoor emergency sirens are designed to provide outdoor warning coverage and, like all outdoor notification systems, are influenced by environmental factors such as terrain, wind, humidity, vegetation, ambient noise levels, and other changing conditions. While sound modeling and field-testing are used to optimize coverage, no outdoor siren system can guarantee identical sound levels or audibility under all conditions. For this reason, emergency preparedness best practices rely on multiple layers of notification, including outdoor sirens, SAFE Units, Alert SouthBay, Wireless Emergency Alerts (WEA), NOAA Weather Radio, and other communication methods.

Conclusion
While the existing and approved siren locations provide significant improvements to the City's emergency notification capabilities, outdoor warning systems are most effective when coverage overlap and redundancy are incorporated into the network design. The proposed locations are intended to address remaining coverage limitations caused by the City's unique topography and to further the City's long-term goal of providing equitable access to outdoor emergency notifications throughout the community.

Fiscal Impact:

No fiscal impact at this time.

Recommendation:

Receive and file the Outdoor Emergency Siren and SAFE Unit Update and provide direction to staff regarding community outreach and mock-up demonstrations for the proposed Saddleback Road and Portuguese Bend Road siren locations.

Attachments:

1. Attachment A - PS_SIR_260622_SAFE-Network-FAQ

2. Attachment B - PS_SIR_260622_Sites-Saddleback&PortugueseBend

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Frequently Asked Questions
FAQ

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1 General Information
What makes the SAFE Network™ different from existing
systems?
The SAFE Units™ are compact indoor devices that provide visual and audio alerts during emergencies. They are designed to keep residents informed, even if cellular or internet-based alert systems fail. SAFE Units™ receive alerts directly from the SAFE Network™ using independent signals. They function exclusively within the SAFE Network's coverage area for evacuation scenarios.

Unlike traditional systems, the SAFE Network™ integrates multiple communication technologies such as radios, cellular, internet, satellite, and other legacy and modern communication channels. It operates independently and features long-lasting battery-backed devices, like SAFE Units™, to ensure functionality during power outages.

The SAFE Network™ provides extended coverage to existing emergency mass notification and sensor management systems, which often fail during disasters. It ensures comprehensive public safety by covering areas with limited or no cellular service and extending coverage slightly beyond community boundaries to assist residents during evacuations.

FAQ SAFE
NETWORK™
What is the SAFE Network™?
Why is our municipality installing the SAFE Network™?

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SAFE Units™: Overview and Usage
What is a SAFE Unit™?
How does a SAFE Unit™ work?
SAFE Units™ are compact indoor devices that provide visual and audio alerts during emergencies. They are designed to keep residents informed, even if cellular or internet-based alert systems fail.

SAFE Units™ receive alerts directly from the SAFE Network™ using independent signals. They function exclusively within the SAFE Network's coverage area, which includes the community and a buffer zone for evacuation scenarios.
2 FAQ
General Information
Regarding the coverage area for the SAFE Network, do you anticipate any topography challenges covering the entire city?
All wireless systems are affected by topography. The SAFE network uses a frequency that is less susceptible to geographic and topographical obstructions than other RF options. Compact SAFE network gateways can be added in strategic locations to improve the coverage in areas with topographic difficulties and/or other obstructions.

SAFE
NETWORK™

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SAFE Units: Overview and Usage
FAQ
Can I move my SAFE Unit™ to another location?
Yes, SAFE Units™ are portable and can be relocated within the SAFE Network’s coverage area. They will not function outside the network.

Can I purchase additional SAFE Units™ for my home or others? Yes, residents can purchase additional SAFE Units™ for personal use or to provide to family and friends within the SAFE Network’s coverage area. Contact your municipality or HQE Systems for purchasing information.

Where should I place my SAFE Unit™?
Place the SAFE Unit™ in a central, easily visible location to ensure that alerts are noticed by all household members. Avoid areas with obstructions that might block sound or visibility.

Can SAFE Units™ be used outside the SAFE Network™?
No, SAFE Units™ only work within the SAFE Network's coverage area.

However, the network provides slightly extended coverage to assist with evacuations.

SAFE
NETWORK™

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What languages are available?
What happens if there is a false alarm?
To ensure accessibility for diverse communities, SAFE Units™ feature multilingual alert capabilities. Municipalities have the flexibility to select the specific language in which alerts are delivered and received.

In the rare case of a false alarm, a follow-up notification will clarify the situation promptly.

FAQ
Can I customize alert types or notifications?
Alert types are set by the municipality to ensure consistency. You can adjust volume and brightness settings but cannot filter alert categories.

Will I receive alerts for non-emergency situations?
Other than scheduled Siren testing, the City of Rolling Hills will not use the sirens in non-emergency situations.
3 Alerts and Notifications
What types of alerts will I receive on the SAFE Unit™ ? Alerts include severe weather warnings, wildfire alerts, evacuation orders, shelter-in-place instructions, and other critical safety notifications.

SAFE
NETWORK™

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Accessibility Features
How will I know the SAFE Unit™ is functioning during an emergency?
SAFE Units™ will alert during a regularly scheduled test if the City has opted to test the SAFE units simultaneously with the sirens. This is at the discretion of the City Manager. The SAFE Unit will display and sound the test message. During normal standby mode, the SAFE unit will display a status indicator on the screen giving its health condition at all times.

TM
Does the SAFE Unit™ support residents with auditory and vision disabilities?
Yes, SAFE Units™ include both audible and visual alerts, ensuring accessibility for individuals with hearing or vision impairments.

However, they do not feature braille support.
4 Emergency Scenarios
How does the SAFE Network™ help during evacuations?
The SAFE Network™ provides real-time updates on evacuation routes, road closures, and impacted areas. SAFE Units™ remain operational within the network’s slightly extended coverage area to assist evacuating residents.
5 FAQ SAFE
NETWORK™

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6 Installation and Maintenance
What should I do if my SAFE Unit™ activates during an
emergency?
How do I install the SAFE Unit™?
Will the SAFE Unit™ work during power outages?
Follow the instructions provided through the alerts. These may include evacuation orders, shelter-in-place guidance, or other critical actions.

Plug the SAFE Unit™ into a standard wall outlet. No special installation is required.

Yes, SAFE Units have a battery backup that can operate for up to 10 days on standby or 72 hours of continuous alerts.

Emergency Scenarios
FAQ
Can SAFE Units™ help in areas with no cellular signal?
Yes, the SAFE Network™ is designed to operate independently of cellular systems, ensuring coverage in areas with poor or no signal.

SAFE
NETWORK™

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Privacy and Security
Does the SAFE Unit™ track my location or data?
How secure is the SAFE Network™?
No, SAFE Units™ do not collect, store, or transmit personal data. They only receive alerts broadcast through the SAFE Network™.

While no system is 100% secure, the SAFE Network™ employs advanced encryption. Users should ensure devices are not tampered with or connected to unauthorized networks for optimal security. 7 Installation and Maintenance
Who should I contact for technical issues?
Contact HQE Systems’ 24/7 technical support (crm.hqesystems.com/support).

FAQ
How do I know if my SAFE Unit™ is operational?
You can press the green button to activate the screen, which will display "SAFE Network™" when properly connected.

SAFE
NETWORK™

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Community Engagement and Training
Will user manuals be provided?
Yes, manuals are included in the SAFE Unit™ Box. These can also be downloaded from The SAFE Network™ web page by scanning the QR code in the box.
9 Is there a cost for the SAFE Unit™?
Do I own the SAFE Unit™, or is it leased?
SAFE Units™ need to be purchased to own directly by homeowners.

Please visit www.hqesystems.com for purchasing information Devices are purchased to own directly by homeowners, and are not leased.
8 Costs and Ownership

FAQ SAFE
NETWORK™

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Compatibility and Future Updates
Will SAFE Units™ receive software updates?
Are SAFE Units™ compatible with smart home devices?
Yes, SAFE Units™ may receive updates as necessary.

Not at this time. SAFE Units™ are dedicated emergency devices designed to function independently.
10 How can I help others in my community with SAFE Units™? Encourage neighbors to purchase their own devices and attend training sessions or share available resources to ensure preparedness.

Community Engagement and Training

FAQ SAFE
NETWORK™

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What should I do if my SAFE Unit™ stops working?
Ensure it is plugged in and check the indicator light.

Contact support if issues persist.
crm.hqesystems.com/support
11 Troubleshooting and Support

FAQ SAFE
NETWORK™

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website at www.Rolling-Hills.org
For more information
(310) 377-1521

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Item: 13.A.

Meeting Date: 6/22/2026
To: City Council
From: Christian Horvath, Assistant to the City Manager / City Clerk Thru: Karina Bañales, City Manager
Subject: Verbal update regarding additional handrails or guardrails at the Rolling Hills Tennis Courts
Background:

At the May 11, 2026 City Council meeting, Councilmember Mirsch raised concerns regarding the newly constructed steps within the paver section of the Tennis Courts ADA Improvement Project, specifically whether handrails should be installed alongside the stairs.

Councilmember Mirsch requested that the other Councilmembers visit the site to observe the concern firsthand, and the Council subsequently directed staff to agendize the item for further discussion.

At the May 26, City Council meeting, following discussion, the Council tabled the item and directed staff to discuss further with the Rolling Hills Community Association (RHCA) and return on June 22, 2026.

Discussion:

None.

Fiscal Impact:

None.

Recommendation:

Receive and file. Provide direction to staff.

Attachments:

None

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Item: 13.B.

Meeting Date: 6/22/2026
To: City Council
From: Christian Horvath, Assistant to the City Manager / City Clerk Thru: Karina Bañales, City Manager
Subject: Consideration and possible action regarding acknowledgment of resident-submitted ideas for publicly funded amenities, including requests for plaques or other forms of recognition.

Background:

On May 22, 2023, staff presented an agenda item (Attachment A) regarding the consideration of purchasing a Little Free Library and installing it on the City Hall campus. The City Council unanimously approved $750 from the General Fund to purchase and install.

At the May 26, 2026 City Council meeting, resident Judith Haenel spoke during public comment on non-agenda items, noting that it had been three years since the installation of the Little Free Library on the City Hall campus. She asked for a very small plaque to be added to the rear of the Library, acknowledging that she had initiated and established the concept of bringing a "Little Free Library" to the campus and that the City paid for it. She stated that this would help people become aware of how it came about.

She also suggested installing bricks in the parking lot, with individuals' names inscribed on them, that people could purchase as a way to leave a legacy. She noted that trails have names. She concluded by noting that she would pay for the plaque and asked that the item be agendized.

Mayor Dieringer noted that the Council could not comment but that any decision had to be for the public benefit.

At the June 8, 2026 City Council meeting, Ms. Haenel expressed concern that her prior request had not been agendized and formally requested that it be agendized for a future meeting.

Mayor Dieringer responded that a member of the public cannot place an item on the agenda, as it would have to be a Council decision by consensus.

During Matters from City Council, Councilmember Peiper requested that staff agendize a discussion for the next City Council meeting.

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Discussion:

The City of Rolling Hills has a City Recognition policy (Attachment B) as adopted on May 14, 2007 stating: "It is the City’s policy to recognize residents, former residents, City officials and employees, other elected officials, and distinguished persons on special occasions of distinguished service, illness, or passing. Recognition may be accomplished by way of plaques, certificates, proclamations, notice in the City newsletter, letters, mention at City Council meetings, and at other public events and other similar methods as may be appropriate, as set forth in this Policy." The above policy has historically been associated with recognition during a City Council meeting, not necessarily specific to the affixation of a plaque on a fixed object or monument.

In preparation for this agenda item, staff briefly researched whether our neighboring cities had policies related to this discussion. The following is a summary of what was found:

Rancho Palos Verdes (RPV)
RPV has adopted City Council Policy No. 37 – Naming of Public Facilities and Placing of Monuments and Other Memorials (Attachment C) stating that publicly funded projects can be named after an individual, but only as an exception and typically where there is extraordinary service, financial contribution, or community impact, coupled with City Council approval. Geographic names remain the preferred approach.

Key provisions:
• The City's preference is to name facilities based on geographic location or recognizable natural/historical features.
• Naming a facility after an individual or organization is intended to be rare. • Such naming may be considered when a person, family, or organization has made exceptional contributions to the City, including:
o financial gifts,
o service as an elected official,
o community volunteer service, or
o long-term sponsorship support.
• There must be a clear connection ("well-defined connection") between the person's contribution and the facility being named.
• For deceased individuals, at least three years must pass after death before naming a facility after them.
• Only a current Mayor or Council Member may nominate an individual, and the final decision rests with the City Council.

Rolling Hills Estates (RHE)
Rolling Hills Estates has a formal City Property and Facility Naming Policy (Attachment D) that explicitly allows naming publicly funded facilities after individuals, but only where the individual has demonstrated significant service to the community and the formal review process is followed.

Key provisions:
• The policy was created specifically to establish procedures for naming City properties and facilities after former officials or community leaders. • A facility may commemorate a living or deceased former City official or community leader who made significant contributions to the City while residing there.

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• The person must no longer be serving on a City committee, commission, or Council. • There must be a "nexus" between the individual and the facility. • Applications are reviewed by the Park and Activities Commission and then forwarded to the City Council for final approval.
• The policy expressly allows renaming if later conduct by the honoree reflects negatively on the City.

An example of the City using this authority is the recent naming of Founders Park, which was dedicated to the City's founding council members and founders.

Palos Verdes Estates (PVE)
PVE maintains a Policy for Citizen Recognition (Memorials) as well as a Proclamations and Certificates of Recognition Policy (Attachment E).

CONCLUSION
Staff's review found that the City's existing Recognition Policy provides several methods for recognizing individuals, but does not specifically address permanent plaques, memorials, or naming rights on City property. Neighboring agencies have adopted separate policies governing such recognition and generally require specific criteria and City Council approval. The City Council may wish to consider whether Ms. Haenel's request is appropriately addressed through the existing Recognition Policy or whether a broader policy framework should be established for future requests.

Council Options
Option 1: Recognize Ms. Haenel under the City's existing Recognition Policy through a certificate, proclamation, letter of appreciation, recognition at a City Council meeting, or other method authorized by the policy.

Option 2: Direct staff to prepare a policy regarding permanent plaques, memorials, naming rights, and other forms of recognition on City property for future City Council consideration and defer action on the request until such policy is considered.

Fiscal Impact:

None.

Recommendation:

Receive and file. Provide direction to staff.

Attachments:

1. Attachment A - CL_AGN_230522_CC_Item13A_LittleFreeLibrary

2. Attachment B - CL_AGN_260622_CC_RH_RecognitionPolicy

3. Attachment C - CL_AGN_260622_CC_RPV_CC_PolicyNo37

4. Attachment D - CL_AGN_260622_CC_RHE_CityProperty_FacilityNaming_Policy

5. Attachment E - CL_AGN_260622_CC_PVE_Policies_Recognition

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Agenda Item No.: 13.A
Mtg. Date: 05/22/2023
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ELAINE JENG, CITY MANAGER
THRU: ELAINE JENG P.E., CITY MANAGER
SUBJECT: CONSIDER AND APPROVE THE PURCHASE AND INSTALLATION OF A "LITTLE FREE LIBRARY" ON THE CITY HALL CAMPUS
DATE: May 22, 2023
BACKGROUND:

In February 2022, resident Judith Haenel approached the City Manager to have a "Little Free Library" on the City Hall Campus. Following her initial request, Ms. Haenel was asked to attend a City Council meeting to discuss this request with the City Council. The City Council expressed support for Ms. Haenel's request.
"Little Free Library" is a nonprofit organization based in St. Paul, Minnesota with a mission to be a catalyst for building community, inspiring readers, and expanding book access for all through a global network of volunteer-led Little Free Library book-exchange boxes.

DISCUSSION:

In working with Ms. Haenel, the "Little Free Library" product selected is one that has a gable roof to represent the character of Rolling Hills. The product image is attached to this report.

Also attached to this report are potential locations for the "Little Free Library" on the City Hall campus.

The selected product easily fits books up to 15" tall and it is assembled with plastic lumber made out of recycled milk jugs. According to the "Little Free Library," the selected product will last for years with little to no maintenance required. Some material benefits include:

There is negligible water absorption so mold and mildew cannot penetrate the surface.

Corrosion free
Pest free. Bugs, insects and termites cannot infiltrate below the surface Resistant to UV and harsh weather climates
Weight 30 lbs
Exterior Dimensions: 19" Tall x 15.5" Wide x 14" Deep
Interior dimensions: 17.25" Tall x 12.75" Wide x 12" Deep 135

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Arrives pre-built and ready to install
Handcrafted in America by Amish artisans
FISCAL IMPACT:

The cost of the "Little Free Library" product is approximately $660 including a composite screw in library post, and tax and shipping. The Fiscal Year 2022-2023 has sufficient funds in account 01-01-915 for this purchase. If approved by the City Council, staff would work with the Rolling Hills Community Association to apply the handyman hours allowed in the lease agreement for installation.

RECOMMENDATION:

Approve as presented.

ATTACHMENTS:

CL_AGN_230522_CC_LittleFreeLibrary.pdf
136

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Litlle Free Library
Composite Barn
137

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Litlle Free Library
Potential Campus Locations

1. Front of City Hall – on grass alongside
driveway

2. Under Tree on South side along pathway

3. At corner of pathway between the two
buildings

4. Next to the Mailbox
138

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CITY OF ROLLING HILLS

CITY COUNCIL POLICY

CITY RECOGNITION
(Adopted May 14, 2007)
I. Purpose
This policy establishes guidelines for City recognition of current and former residents, City officials and employees, other elected officials and distinguished persons.

II. Scope
This policy addresses the circumstances under which and how a person may be recognized by the City.

III. Policy
It is the City’s policy to recognize residents, former residents, City officials and employees, other elected officials and distinguished persons on special occasions of distinguished service, illness or passing. Recognition may be accomplished by way of plaques, certificates, proclamations, notice in the City newsletter, letters, mention at City Council meetings and at other public events and other similar methods as may be appropriate, as set forth in this Policy.

IV. Guidelines and Procedure
Recognition is appropriate for a variety of occasions and the type of recognition varies upon the situation. It is the City’s policy to follow the following guidelines for recognition:
• Adjourning a City Council meeting in memory of any person who passes away.

A motion to do so may be made by any Council member at the conclusion of a City Council meeting.
• Letter, certificate, proclamation, and/or plaque for residents, City officials and employees and distinguished persons. A request for recognition will be directed to the City Manager. The City Manager will prepare a recommendation to the City Council for consideration. Upon approval by the Council, the City Manager will cause the appropriate recognition to be prepared and delivered. • Notice in the City Newsletter on the passing of a resident of over 25 years, a current or former City Council member, or current City employee. The City Manager will include these notices in the Newsletter as space permits. • Get well card on a severe and significant illness or event. Upon request from any City Council member or on his/her own initiative, the City Manager will arrange

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for sending a get well card to City officials and employees, residents and other elected officials.
• Condolence card on the passing of resident. Upon request from any City Council member or on his/her own initiative, the City Manager will arrange for sending a condolence card to the family of any City official or employee, resident and other elected official.

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CITY COUNCIL POLICY
NUMBER: 37
DATE ADOPTED/AMENDED: 01/07/03 (Amended 9/15/09, 12/20/11, and 4/20/21)
SUBJECT: Naming of Public Facilities and Placing of Monuments and Other Memorials
________________________________________________________________ POLICY:

I. City Facilities
It shall be the policy of the City Council to name City facilities in the following manner:
▪ General
The policy of the City is to name facilities in a manner that will provide an easy and recognizable reference to the City’s residents and visitors. ▪ Geographic Location
Whenever possible, City facilities will be named for their geographic location. The geographic location may be based on the identification of the facility with a specific place, neighborhood, street, topographic or other natural feature, such as a drainage course, tree or plant species, or historical precedent.
▪ Individual/Organizational Recognition
The naming of City facilities in honor of individuals or community organizations will be a rare event, and will be considered under the following conditions:

1. The individual, a family or a community organization has made exceptional contributions to the City, including one or more of the following: a) financial gifts, b) public service as an elected official, c) public service as a community volunteer, or d) long term sponsorship agreements.

2. There should be a well-defined connection between the contributions of the individual or community organization and the City facility.

3. The significance of the contribution from the individual/organization needs to be evaluated in relation to the impact of the City facility.

Individuals and organizations that have made contributions of regional or community-wide significance may be considered for

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City Council Policy No. 37 for Naming Public Facilities Last Amendment: December 20, 2011

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naming of facilities that serve the entire City. Individuals and organizations that have made significant contributions to a particular area or neighborhood may be considered for the naming of facilities that serve these areas or neighborhoods within the City, including recreational and other amenities within City parks.

4. When considering naming a City facility after an individual, a period of at least three (3) years shall have passed following the death of such person to allow perspective and an appropriate period of reflection.

5. Only a current Mayor or City Council Member may nominate an individual to have a City facility named in his or her honor, and the determination will be made by the City Council.

City policy does not preclude additional opportunities for recognition that may be created in the future. For instance, the Point Vicente Interpretive Center is planned to include exhibits that may be funded by individual or corporate donations. Recognition of such donations may include a donor wall within the Interpretive Center, or recognition of a contributor’s sponsorship of a specific exhibit.

II. Monuments and Other Memorials
It shall be the policy of the City Council to allow the placing of monuments and other memorials on City properties under the following guidelines:
▪ Monuments
Monuments in honor or in memory of persons may be permitted, in rare cases, on City property with permission of the City Council under the following conditions:

1. The person memorialized is closely associated with the area where the monument will be located. The person memorialized is known to, and revered, by a significant number of City residents.

2. The monument design is discreet and unobtrusive and designed to blend into the surrounding area. A small plaque on a large rock (4 cubic feet) would be appropriate. The location of the monument will be determined by City staff with approval of the City Council.

3. Costs of design, installation and maintenance of the monument will be determined by the City and borne by the requestor at the discretion of the City. Only City personnel or City contractors may perform work on City property.

4. The monument is only a marker and is not a place of worship, a cemetery or official gathering place. Flowers, and other memorabilia are not permitted and will be removed by
maintenance personnel.

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City Council Policy No. 37 for Naming Public Facilities Last Amendment: December 20, 2011

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5. The City is not responsible for damage or deterioration of the monument and may remove it at any time for any reason with permission of the City Council.
▪ Benches or Trees
Benches or trees in honor or in memory of deceased persons may be placed in City parks, or other City spaces, at the discretion of the City Manager under the following conditions:

1. The bench design, or tree species, will be determined by the City and the location of the bench or tree will be selected by the City.

2. A relatively small plaque (5” x 8”), with inscription or other written memorial information may be placed on the bench or near the tree.

3. Costs of design, installation and maintenance of the bench or tree will be determined by the City and borne by the requestor at the discretion of the City. Only City personnel or City contractors may perform work on City property.

4. The bench, or tree, is only a marker and is not a place of worship, a cemetery or official gathering place. Flowers, and other memorabilia are not permitted and will be removed by maintenance personnel.

5. The City is not responsible for damage or deterioration of the bench or tree and may remove it at any time for any reason without replacement.

III. Wall of Honor
It shall be the policy of the City Council to establish a “Wall of Honor” under the following guidelines:
▪ Wall of Honor
The Wall of Honor will memorialize the names of distinguished community leaders who have made substantial contributions to the City of Rancho Palos Verdes under the following conditions:

1. Persons nominated for the “Wall of Honor” shall have been dedicated community leaders who have contributed significantly to the quality of life offered by the City and realization of the vision expressed in the original General Plan. The honoree must have had a significant presence in the community throughout a good portion of their life and should have made notable impacts on sustaining the quality of life of the residents of Rancho Palos Verdes.

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City Council Policy No. 37 for Naming Public Facilities Last Amendment: December 20, 2011

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2. Persons nominated for inclusion on the “Wall of Honor” will be deceased and will not have been previously honored by other actions of the City such as facilities named in their honor or other memorial.

3. When a person is nominated for inclusion on the “Wall of Honor” staff should consult with the Palos Verdes Peninsula Library District, local historical society or other appropriate sources to determine the significance of the individual’s contributions to the community and report these findings to the City Council.

4. Only a current Mayor or City Councilmember may nominate a citizen to be included on the “Wall of Honor.” The determination of the persons who will be included will be made by the City Council.

5. The location of the “Wall” and the format of names and inscriptions shall be established by the City Council.

BACKGROUND
The City of Rancho Palos Verdes has lacked a uniform policy to assist the City Council and to guide staff in the naming of City facilities, including parks and open space areas, buildings, streets and other public amenities. In addition, there have been no formal policies or guidelines for honoring City leaders, nor for memorializing persons whose loved ones simply want to provide a remembrance in the form of a bench or tree.

Although the City has had no formal policy for naming public facilities and sites in honor of persons, there are precedents. Fred Hesse Park and Community Center is named for a City founder, Robert Ryan Park is named for a former Mayor and Councilmember and Vanderlip Park is named for an original Peninsula landowner. There is a GPS monument at Portuguese Point named in honor of Dr. Perry Ehlig. There is a trail below Ocean Terrace Drive known as the McBride Trail in honor of the man who constructed it. There are also three small memorials, one near Ladera Linda Community Center, one at the Point Vicente Interpretive Center and the other near Inspiration Point that honor persons who died prematurely. Finally, there have been numerous requests from individuals to install park benches or plant trees in memory of deceased loved ones, many of which have been granted.

The development of a Policy to guide the naming of City facilities, the permitting of monuments, benches and trees is intended to enable these processes to be conducted in an equitable, objective and consistent manner. In addition, the establishment of a “Wall of Honor” will offer a new formal opportunity for honoring community leaders.

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City of Rolling Hills Estates

CITY PROPERTY AND FACILITY NAMING POLICY
(Revised 10-29-18)
Purpose
The purpose of this policy is to:
 Establish guidelines for the permanent naming of City properties and facilities after former elected and appointed City officials or community leaders; and  Establish the application and approval procedures for the consideration of requests to name a public property or facility after a former City official or community leader.

Objective
The naming of a City property, facility, or a portion of a property or facility, shall honor, recognize, memorialize, and/or commemorate in perpetuity except as provided in Section 5, the service and contributions that a former City official or community leader provided the community.

Acceptance Criteria
The City shall use the following criteria in the evaluation of City property or facility naming requests:
 Commemorates a living or deceased former City official or community leader who has contributed significantly to the City while he/she was a resident of the City of Rolling Hills Estates;
 The person identified to have a City property or facility to be named after is no longer serving on a City Subcommittee, Committee, Commission, or Council;  There is a nexus or relationship between the person requested to be named and the City property or facility; and
 Only the full name or last name of the person being recognized shall be used in the naming of a City property or facility.
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Assessment and Approval Process
The assessment and approval process shall be as follows:
 A City Property or Facility Naming Application shall be reviewed by the Park and Activities Commission. If the Commission is satisfied with that the application meets the City’s criteria, a recommendation for approval will be forwarded to City Council for final approval.
 The application shall indicate:

1. The number of years the person requested to be named has lived in the City;

2. The dates that the person served on City Subcommittees, Committees, Commissions, and/or Council and their office(s) and/or position(s) on each or a detailed description of the community leader’s record of community involvement;

3. The nexus or relationship of the person named in the application to the City property or facility under consideration;

4. Acknowledgement that in the event that the City determines that a public property or facility is required to be demolished, sold, or transferred, the City shall not be required to name a different property or facility after the former City official; and

5. Acknowledgement that at any time that an individual, who has had a City property or facility named for them, whose actions would reflect negatively on the City could be cause for the City to re-name the City property or facility named for the individual.
 At the discretion of City Council, a fee may be requested from the applicant for the cost of producing and installing property signage.
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1 REVISED
CC Approved January 11, 2017

CITY OF PALOS VERDES ESTATES

PROCLAMATIONS AND CERTIFICATES OF RECOGNITION POLICY
Proclamations and Certificates of Recognition are proffered to recognize notable individuals, businesses and organizations within the community and serve in the community’s interest.

PROCLAMATIONS
City Proclamations are accorded to recognize notable individuals and/or organizations.

Proclamations may be provided to the following, at the Mayor’s discretion:

1. Honored residents of Palos Verdes Estates, Educators of the Year of schools based on the Peninsula, Citizens of the Year,

2. To honor organizations that widely benefit City residents,

3. To honor members of the public deserving recognition for service to the community.

Requests for Proclamations should include thorough background information suitable for preparing the proclamation text.

CERTIFICATES OF RECOGNITION
Certificates of Recognition may be extended, at the Mayor’s discretion, as follows:

1. Notable individuals on the Peninsula (such as, Superintendent of Schools, City Managers, Library Directors, Presidents of the Peninsula Chamber of Commerce, Palos Verdes Art Center, individuals having completed a term of service on a Palos Verdes Estates Advisory Committee or Planning Commission or as Chairperson of the South Bay Cities Council of Governments).

2. Residents of Palos Verdes Estates of notable and meritorious accomplishments or civic engagement.

3. Organizations dedicated to serving the interests of Palos Verdes Estates. 4C-001

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2 4. Businesses accorded recognition by the Palos Verdes Peninsula Chamber of Commerce at the annual Salute to Business Awards Dinner.

Requests should include the name of the person to be recognized, organization associated with, years of service and other information that may be used in preparing the recognition. The City will provide standardized text that may be used and/or modified as appropriate.
4C-002

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4D-001

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Item: 14.A.

Meeting Date: 6/22/2026
To: City Council
From: Christian Horvath, Assistant to the City Manager / City Clerk Thru: Karina Bañales, City Manager
Subject: Receive an update on Phase 1 of the Portuguese Bend Road / Rolling Hills Road 8" Sewer Main Project
Background:

In 2020, the City Council engaged the services of NV5 to provide engineering design for the 8" sewer main along Portuguese Bend Road/Rolling Hills Road. Since the commencement of the design work, NV5 has met the 65% design, 90% design, and 100% design milestones. This proposed sewer main crosses several jurisdictions, and approval from Rolling Hills Estates and the City of Torrance would be necessary before the project could be deemed complete. • Phase 1 would include the new 8-inch sewer main along Portuguese Bend Road from the RHCA's main gate to Lariat Lane in Rolling Hills Estates. The downstream 8" sewer would be able to accommodate effluent from City Hall Campus and Gate House. The estimated cost for Phase 1 in 2020/2021 was anticipated to be approximately $1,100,000 with staff recommending partial funding from an available ARPA allocation of $441,000. • Phase 2 would involve the downstream sewer improvements to the City of Torrance (upsizing existing sewer mains to 10" and 12' at three locations) along Rolling Hills Road from Lariat Lane to Crenshaw Boulevard. This upgrade would be necessary to support future Rolling Hills residential lot connections to the proposed sewer system. At the direction of the City Council, Phase 2 was put on hold as additional funding would be required to complete the design costs.

If/when the City would like to proceed with Phase 2, staff would then request an updated proposal from NV5 to complete the Phase 2 Sewer Improvement Plans.

Per the City Council's direction at the April 25, 2022 meeting, staff confirmed with the cities of Rolling Hills Estates and Torrance, as well as the LA County Department of Public Works, that the proposed 8-inch sewer main along Portuguese Bend Road/Rolling Hills Road could be phased on the condition that the Sanitary Sewer Improvement Feasibility Study prepared by Willdan Engineering was updated. All agencies wanted to confirm that the existing sewer main lines in Rolling Hills Estates and the City of Torrance had the capacity to accept effluent from the City Hall campus and the Tennis Courts (Phase 1) without upsizing.

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In June 2022, Willdan Engineering provided a proposal to amend the Sanitary Sewer Improvement Feasibility Study for $9,010. At the June 27, 2022 meeting, the City Council reviewed Willdan Engineering's proposal and directed staff to bring this item back in six months.

At the December 13, 2022, meeting, the City Council approved an amendment to Willdan’s contract to amend the Sanitary Sewer Feasibility Study in support of the first phase of construction of the proposed sewer main from Rolling Hills connecting to the sewer main in Rolling Hills Estates. Willdan completed the amended feasibility study, which was approved by Rolling Hills Estates on February 15, 2023.

At the January 23, 2023 City Council meeting, the Council directed staff to prepare an amended professional Service agreement with NV5 in the amount of $23,670 to update and complete the Phase 1 Sewer Improvement Plans.

At the February 13, 2023 meeting, City Council authorized staff to execute an amendment with NV5 to update and phase the 8” Sewer Main Improvement Plans for the section from Rolling Hills connecting to the existing sewer in Rolling Hills Estates (Phase 1). NV5 proceeded to update the plans, and the plans were approved by Rolling Hills Estates on December 1, 2023. NV5 subsequently prepared an updated Engineer’s Opinion of Probable Construction Costs for these approved plans and submitted it to the City on January 5, 2024. This estimate was for a total amount of $1,219,000, which included a Field Order Allowance of $60,000 and a 10% Contingency Amount of $111,230 The City submitted a Fiscal Year 2024 Community Funding request to Representative Lieu's office in March 2023. On March 18, 2024, the City received notice that the City's application for FY24 Local Project funding through Representative Lieu's office had been signed into law by President Biden and was successful in securing $1,000,000 in funding for the execution of Phase 1.

Discussion:

The City Council authorized the Phase 1 Sewer Improvement Project to go out to bid for construction on April 22, 2024 with an understanding that additional project expenses beyond construction costs would also include:
• Permit Fees
• Construction Management / Inspection
• Project Management
• Required CEQA review would be addressed at the time of contract award In May 2024, staff began discussions with the United States Department of Agriculture, Rural Development (USDA) regarding the FY24 funding received through the federal government. In August 2024, staff received access to the USDA web portal and, over the following months, began the application process and uploading requested documentation. The USDA began evaluating the project with their State Environmental Coordinator to see what the environmental requirements would be from a National Environmental Policy Act (NEPA) perspective. The project is also subject to The Build America, Buy America Act (BABAA), the bipartisan Infrastructure Investment and Jobs Act enacted on November 15, 2021. BABAA establishes a domestic content procurement preference requiring that all infrastructure projects supported by Federal financial assistance and Federal contracts use iron, steel, manufactured products, and construction materials made in the United States. BABAA is applicable to all Federal agencies and recipients of Federal financial assistance and to Federal contracts that fund infrastructure.

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In our most recent meeting in January 2026, staff met with USDA about the need to provide an updated Preliminary Engineering Report (PER) that includes both a project narrative and an updated "liberal" cost projection inclusive of a 10-15% contingency. Staff reached out to NV5 and would need to allocate additional funding to have new documents provided that meet the USDA requirements.

The City cannot access the FY24 federally allotted $1 million grant until the project has been deemed fully funded, and the application is completed, reviewed, and approved. No construction can begin until there is an approved obligation of funds from the USDA.

Aside from the above-mentioned requirements that have contributed to delays, staff has also been focused on several other capital improvement projects, FEMA grant efforts, and City emergency response activities requiring immediate attention and resources. As those projects wind down or are completed, staff anticipates returning its focus to the Sewer Project and will continue to proceed in accordance with any direction provided by the City Council.

Once a revised PER is created (if so directed), staff could go out to bid to gain a better understanding of what the full cost implications may be. At that point, the City Council would need to decide if it wished to allocate funding from the General Fund reserves or consider potentially financing the project in whole or partially via existing USDA programs.

CONCLUSION
If the City Council wishes to continue with Phase 1 of the Portuguese Bend Road/Rolling Hills Road 8" Sewer Main Project, staff requests direction to contact NV5 and obtain a proposal to prepare the updated Preliminary Engineering Report required for USDA review and funding eligibility. Upon receipt of that proposal, staff would return to Council with the estimated cost and recommend any necessary budget adjustment to support completion of the report and continuation of the project.

Fiscal Impact:

The previously adopted Fiscal Years (FY) 2023, 2024, 2025 and 2026 budgets did not include dedicated funds to progress towards construction of the 8" Sewer Line Project Phase 1, nor does the proposed FY 2026-27 budget. While the City will have access to $1,000,000 from the FY24 Local Project funding through Representative Lieu's office, any additional funds would need to be appropriated from the General Fund Reserves as an FY 26-27 Budget Amendment resolution.

Recommendation:

Receive and file the status update and provide direction to staff on next steps for Phase 1 of the sewer main project.

Attachments:

None

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Rolling Hills City CouncilJune 22, 2026

Rolling Hills City Council
June 22, 2026