Agenda packet — San Fernando City Council, January 21, 2025 (part 1 of 3)

Staff Contact Nick Kimball, City Manager

CITY OF SAN FERNANDO

CITY COUNCIL

MEETING AGENDA
SPECIAL MEETING – 5:00 PM
\REGULAR MEETING – 6:00 PM
MONDAY, JANUARY 21, 2025

CITY HALL COUNCIL CHAMBERS
117 MACNEIL STREET
SAN FERNANDO, CA 91340
Please visit the City’s YouTube channel to live stream and watch previously recorded City Council meetings, which is also available with Spanish subtitles at: https://www.youtube.com/c/CityOfSanFernando In accordance with the Americans with Disabilities Act of 1990, if you require a disability-related modification/accommodation to attend or participate in this meeting, including in-person translation services, or other services please call the City Clerk Department at (818) 898-1204 or email at [email protected] at least 2 business days prior to the meeting.

CALL TO ORDER - SPECIAL MEETING 5:00 P.M. (CLOSED SESSION)

ROLL CALL

APPROVAL OF SPECIAL MEETING AGENDA (CLOSED SESSION)

PUBLIC STATEMENTS FOR SPECIAL MEETING (CLOSED SESSION)
There will be a three (3) minute limitation for each member of the audience who wishes to make comments relating to City Business. Anyone wishing to speak, please fill out the blue form located at the Council Chambers entrance and submit it to the City Clerk. When addressing the City Council, please speak into the microphone and voluntarily state your name and address.

RECESS TO CLOSED SESSION
A) CONFERENCE WITH LABOR NEGOTIATOR PURSUANT TO G.C. §54957.6:

Designated City Negotiators: City Manager Nick Kimball
Employees and Employee Bargaining Units:

San Fernando Management Group (SEIU, Local 721)
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San Fernando Public Employees’ Association (SEIU, Local 721) San Fernando Police Officers Association
San Fernando Police Officers Association Police Management Unit San Fernando Police Civilian Association
San Fernando Part-Time Employees’ Bargaining Unit (SEIU, Local 721) All Unrepresented Employees
B) CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(D)(1) – CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION:

Case Name: Irwin Rosenberg v City of San Fernando
WC Case No.: ADJ18353943
Claim No. 23-174267

RECONVENE FROM SPECIAL MEETING AND REPORT OUT FROM CLOSED SESSION

REGULAR MEETING - PUBLIC PARTICIPATION OPTIONS

WATCH THE MEETING
Live stream with audio and video, via YouTube, at: https://www.youtube.com/c/CityOfSanFernando

SUBMIT PUBLIC COMMENT IN PERSON
Members of the public may provide comments in person in the City Council Chambers during the Public Comments section of the Agenda by submitting a comment card to the City Clerk.

SUBMIT PUBLIC COMMENT VIA EMAIL
Members of the public may submit comments by email to [email protected] no later than 12:00 p.m. the day of the meeting, to ensure distribution to the City Council prior to consideration of the agenda. Comments received via email will be distributed to the City Council and made part of the official public record of the meeting.

CALL-IN TO PROVIDE PUBLIC COMMENT LIVE DURING THE MEETING Members of the public may call-in between 6:00 p.m. and 6:15 p.m. Comments will be heard in the order received, and limited to three minutes. If necessary, the call-in period may be extended by the Mayor. Note: This is audio only and no video.

Call-in Telephone Number: (669) 900-6833
Meeting ID: 833 6022 0211
Passcode: 924965
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When connecting to the Zoom meeting to speak, you will be placed in a virtual “waiting area,” with your audio disabled, until it is your turn to speak and limited to three minutes.

CALL TO ORDER - REGULAR MEETING 6:00 P.M. (OPEN SESSION)

ROLL CALL

TELECONFERENCING REQUESTS/DISCLOSURE
Recommend consideration of requests received for remote teleconference meeting participation made by members of the City’s legislative bodies, as permitted under the provisions of Assembly Bill (AB) 2449, Government Code Section 54953, and the City of San Fernando adopted Resolution No. 8215, effective March 1, 2023.

PLEDGE OF ALLEGIANCE
Led by City Clerk Julia Fritz

APPROVAL OF REGULAR MEETING AGENDA
Recommend that the City Council approve the agenda as presented and move that all ordinances presented tonight be read in title only as authorized under Government Code Section 36934.

PRESENTATIONS
A. PRESENTATION OF EDUCATION COMMISSION CERTIFICATES OF RECOGNITION FOR DECEMBER

AND JANUARY STUDENTS OF THE MONTH FOR LEADERSHIP
Christopher Arreguin (Gridley-Montanez Dual Language Academy) Ethan Landaverde (Glenoaks Christian Schools)
B. PRESENTATION OF EDUCATION COMMISSION CERTIFICATE OF RECOGNITION FOR TEACHER

SPOTLIGHT AWARD
Fernando Lopez (Social Justice Humanitas Academy)
C. PRESENTATION OF A CERTIFICATE OF PROCLAMATION DECLARING JANUARY 19, 2025, AS CINDY MONTAÑEZ DAY
D. PRESENTATION OF A CERTIFICATE OF APPRECIATION TO PANADERIA SAN FERNANDO IN

RECOGNITION OF THEIR CONTRIBUTIONS TO THE CITY

DECORUM AND ORDER
The City Council, elected by the public, must be free to discuss issues confronting the City in an orderly environment. Members of the public attending City Council meetings shall observe the same rules of order and decorum applicable to the City Council (SF Procedural Manual). Any person making January 21, 2025 Regular CC Mtg Page 3 of 518

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impertinent derogatory or slanderous remarks or who becomes boisterous while addressing the City Council or while attending the City Council meeting, may be removed from the room if the Presiding Officer so directs the sergeant-at-arms and such person may be barred from further audience before the City Council.

PUBLIC STATEMENTS
Members of the public may provide comments in person in the City Council Chambers during the Public Comments section of the Agenda by submitting a comment card to the City Clerk.

Members of the public may submit comments by email to [email protected] no later than 12:00 p.m. the day of the meeting to ensure distribution to the City Council and made part of the official public record of the meeting.

Members of the public may provide a live public comment by calling in between 6:00 p.m. and 6:15 p.m. CALL-IN INFORMATION: Telephone Number: (669) 900-6833; Meeting ID: 833 6022 0211; Passcode: 924965

CONSENT CALENDAR
Items on the Consent Calendar are considered routine and may be disposed of by a single motion to adopt staff recommendation. If the City Council wishes to discuss any item, it should first be removed from the Consent Calendar.
1) CONSIDERATION TO APPROVE CITY COUNCIL MEETING MINUTES:
a. January 5, 2009 – Special Meeting d. February 2, 2009 – Special Meeting b. January 5, 2009 – Regular Meeting e. February 2, 2009 – RDA Meeting c. January 5, 2009 – RDA Meeting
2) CONSIDERATION TO ADOPT A RESOLUTION APPROVING THE WARRANT REGISTER Recommend that the City Council adopt Resolution No. 25-012 approving the Warrant Register. 3) RECEIVE AND FILE STATUS UPDATES FOR ENHANCEMENTS, PROJECTS, AND CITY COUNCIL

PRIORITIES
Recommend that the City Council receive and file the status report for FY 2024-2025 Enhancements, Capital Projects, and City Council Priorities, and provide direction, as appropriate.
4) CONSIDERATION TO ADOPT A RESOLUTION TO APPOINT CITY REPRESENTATIVES TO SERVE

ON THE INDEPENDENT CITIES FINANCE AUTHORITY BOARD OF DIRECTORS Recommend that the City Council adopt Resolution No. 8360 reappointing Councilmember Joel Fajardo as the primary representative and appoint Councilmember Victoria Garcia as the alternate representative to the Independent Cities Finance Authority Board of Directors.

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5) CONSIDERATION TO ADOPT A RESOLUTION UPDATING THE CITY’S RECORDS RETENTION AND

DESTRUCTION SCHEDULE
Recommend that the City Council adopt Resolution No. 8359 updating the City’s Records Retention and Destruction Schedule.
6) CONSIDERATION TO AWARD A PROFESSIONAL SERVICES AGREEMENT TO ROBERT D.

NIEHAUS, INC. FOR WATER AND SEWER UTILITY RATE STUDY
Recommend that the City Council:
a. Award a Professional Services Agreement to Robert D. Niehaus, Inc. (Contract No. 2336) in the amount of $59,440, to conduct a Water and Sewer Utility Rate Study; b. Authorize a fifteen percent contingency in the amount of $8,916; and c. Authorize the City Manager, or designee, to make non-substantive changes and execute the contract and all related documents.
7) CONSIDERATION TO APPROVE AN INCREASE TO THE CAPITAL PROJECT BUDGET AND CONSTRUCTION FOR THE TRAFFIC SIGNAL MODIFICATIONS – 9 LOCATIONS HIGHWAY SAFETY IMPROVEMENT PROJECT NO. HSIPL-5202(019), PLAN NO. P-722 TO THE NOT-TO-EXCEED

CONTINGENCY AMOUNT AND ADOPT A RESOLUTION APPROPRIATING FUNDS Recommend that the City Council:
a. Approve an increase of $150,000 to the Capital Project Budget for the Traffic Signal Modifications – 9 Locations Highway Safety Improvement Project Federal Project No. HSIPL5202(019), Job No. 7598, Plan No. P-722, to the not-to-exceed amount of $1,810,227; b. Approve an increase to the construction contingency to 20% increasing the not-to-exceed amount from $122,943 to $245,886; and
c. Adopt Resolution No. 8357 amending the Fiscal Year 2024-2025 Adopted Budget appropriating Proposition C Fund expenditures.
8) CONSIDERATION TO AUTHORIZE SUBMITTAL OF A GRANT APPLICATION TO THE CALIFORNIA OFFICE OF TRAFFIC SAFETY – NATIONAL HIGHWAY TRAFFIC SAFETY ADMINISTRATION TO

SUPPORT SELECTIVE TRAFFIC ENFORCEMENT DETAILS
Recommend that the City Council authorize the preparation and submittal of the National Highway Traffic Safety Administration Grant application for an amount up to $200,000 from the California Office of Traffic Safety.

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9) CONSIDERATION TO AUTHORIZE THE SUBMITTAL OF A GRANT APPLICATION TO THE CALIFORNIA HIGHWAY PATROL – CANNABIS TAX FUND GRANT PROGRAM TO SUPPORT

SELECTIVE TRAFFIC ENFORCEMENT DETAILS
Recommend that the City Council authorize the preparation and submittal of a grant application for an amount up to $250,000 from the California Highway Patrol for the Cannabis Tax Fund Grant Program for the Fiscal Year 2025-2026 to help address the dangers of impaired driving involving alcohol and/or drugs.
10) CONSIDERATION TO APPROVE PUBLIC RELEASE AND CIRCULATION OF REQUEST FOR

QUALIFICATIONS FOR VEHICLE TOWING AND SECURE STORAGE SERVICES Recommend that the City Council approve the release and circulation of a Request for Qualifications for Vehicle Towing and Secure Storage Services.

PUBLIC HEARING
11) A CONTINUED PUBLIC HEARING TO CONSIDER ADOPTING AN ORDINANCE AMENDING CHAPTER 106 (ZONING) OF THE SAN FERNANDO MUNICIPAL CODE TO ESTABLISH THE MIXED USE OVERLAY ZONE; ADOPT AN ORDINANCE AMENDING THE ZONING MAP TO ADD THE MIXED-USE OVERLAY TO CERTAIN PROPERTIES IN THE C-1 AND C-2 ZONE DISTRICTS AND

ADOPT A CALIFORNIA ENVIRONMENTAL QUALITY ACT MITIGATED NEGATIVE DECLARATION ADDENDUM; AND CONTINUE TO A DATE UNCERTAIN THE ADOPTION OF AN ORDINANCE AMENDING THE SAN FERNANDO CORRIDORS SPECIFIC PLAN (SP-5) FIGURE 4.1 – CITY LAND

USE DISTRICTS AND OVERLAYS MAP TO ADD THE DOWNTOWN RESIDENTIAL OVERLAY AND FLEX USE OVERLAY TO 12 PARCELS AND ADOPTING MITIGATED NEGATIVE DECLARATION

ADDENDUM
Recommend that the City Council:
a. Conduct a Public Hearing;
b. Pending public testimony, approve introduction for first reading, in title only, and waive further reading of Ordinance No. 1728 titled, “An Ordinance of the City Council of the City Of San Fernando, California amending Chapter 106 (Zoning) of the San Fernando Municipal Code to establish the Mixed Use Overlay Zone”; and
c. Introduce for first reading, in title only, and waive further reading of Ordinance No. 1730 titled, “An Ordinance of the City Council of the City Of San Fernando, California amending the Official City Zoning Map of the City of San Fernando to add the Mixed Use Overlay to certain properties in the C-1 and C-2 Zone Districts; and adopting a California Environmental Quality Act Mitigated Negative Declaration Addendum”; and January 21, 2025 Regular CC Mtg Page 6 of 518

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d. Continue to a date uncertain, the introduction for the first reading of Ordinance No. 1729 titled “An Ordinance of the City Council of the City of San Fernando, California amending the Corridors Specific Plan (SP-5) Figure 4.1 – City Land Use Districts and Overlays Map to Add the Downtown Residential Overlay and Flex Use Overlay to 12 Parcels and adopting a California Environmental Quality Act Mitigated Negative Declaration Addendum”.

ADMINISTRATIVE REPORTS
12) DISCUSSION AND CONSIDERATION TO ADOPT A RESOLUTION RATIFYING THE DECLARATION OF A LOCAL EMERGENCY DUE TO THE IMPACTS OF THE JANUARY 2025 WIND STORM AND CRITICAL FIRE EVENTS, RECEIVE A PRESENTATION RELATED TO THE CITY OF SAN FERNANDO’S

RESPONSE EFFORTS, AND PROVIDE DIRECTION REGARDING ADDITIONAL ACTIONS Recommend that the City Council:
a. Adopt Resolution No. 8361 ratifying San Fernando Executive Order No. 2025-01-08 declaring a local emergency due to the January 2025 Wind Storm and Critical Fire Events; b. Receive a presentation from staff regarding efforts to respond to the January 2025 Wind Storm and Critical Fire Events; and
c. Provide additional direction to staff, as appropriate. 13) DISCUSSION AND CONSIDERATION REGARDING OPTIONS FOR THE DOWNTOWN MALL AREA

TRASH ENCLOSURE IMPROVEMENTS
Recommend that the City Council:
a. Review and discuss options for the Downtown Mall area trash enclosure improvements; and
b. Provide staff direction as to which option to pursue. 14) DISCUSSION ON EMERGENCY PREPAREDNESS AND THE RECENT LOS ANGELES COUNTY FIRES This item was agendized by Councilmember Joel Fajardo.
15) CONSIDERATION TO APPOINT A PARKS, WELLNESS AND RECREATION COMMISSIONER This item was agendized by Councilmember Patty Lopez.
16) CONSIDERATION TO APPOINT A PLANNING AND PRESERVATION COMMISSIONER This item was agendized by Councilmember Patty Lopez.

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17) CONSIDERATION TO APPOINT A TRANSPORTATION AND PUBLIC SAFETY COMMISSIONER This item was agendized by Councilmember Patty Lopez.
18) DISCUSSION AND CONSIDERATION TO CO-SPONSOR A PUBLIC FORUM ON IMMIGRATION

ENFORCEMENT
This item was agendized by Councilmember Patty Lopez.
19) DISCUSSION AND CONSIDERATION TO UPDATE VETERANS’ CREDIT IN PERSONNEL RULES This item was agendized by Councilmember Victoria Garcia.

STAFF COMMUNICATION INCLUDING COMMISSION UPDATES

GENERAL CITY COUNCIL/BOARD MEMBER COMMENTS AND LIAISON UPDATES

ADJOURNMENT
The meeting will adjourn to its next regular meeting on February 3, 2025.

AFFIDAVIT OF POSTING
I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the City Hall bulletin board not less than 72 hours prior to the meeting.

Dated: _________________ at: ______________
Signed By: _____________________________
Agendas and complete Agenda Packets (including staff reports and exhibits related to each item) are posted on the City’s `Internet website www.sfcity.org. These are also available for public reviewing prior to a meeting in the City Clerk Department. Any public writings distributed by the City Council to at least a majority of the Councilmembers regarding any item on this regular meeting agenda will also be made available at the City Clerk Department at City Hall located at 117 Macneil Street, San Fernando, CA, 91340 during normal business hours. In addition, the City may also post such documents on the City’s website at www.sfcity.org. In accordance with the Americans with Disabilities Act of 1990, if you require a disability-related modification/accommodation to attend or participate in this meeting, including auxiliary aids or services please call the City Clerk Department at (818) 898-1204 or [email protected] at least 48 hours prior to the meeting.

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SAN FERNANDO CITY COUNCIL

MINUTES
January 5, 2009 – 5:00 P.M.

SPECIAL MEETING
City Hall Council Chamber
117 Macneil Street
San Fernando, CA 91340

CALL TO ORDER/ROLL CALL
Mayor Steven Veres called the meeting to order at 5:12 p.m.

Present:

Council: Mayor Nury Martinez, Mayor Pro Tem Julie Ruelas, Councilmembers Steven Veres, Dr. Jose Hernandez and Maribel De La Torre
Staff: City Administrator José E. Pulido, Assistant City Attorney Melissa Crosthwaite, and City Clerk Elena G. Chávez

Absent: None

APPROVAL OF AGENDA
Motion by Councilmember Veres, seconded by Mayor Pro Tem Ruelas to approve the agenda.

The motion carried, unanimously.

PUBLIC STATEMENTS – WRITTEN/ORAL
Severyn Aszkenazy suggested that funds be allocated towards designing additional parking in the Park Avenue Streetscape Conceptual Design project; and commented on the countertop in the men’s locker room at the pool facilities.

NEW BUSINESS
1) SAN FERNANDO REGIONAL POOL FACILITY UPDATE
By consensus, the City Council directed staff to move forward regarding the underground utilities process; to bring back to a future meeting with additional information related to design options for additional parking and include maintaining open space for potential athletic use (i.e. basketball court, baseball field).

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ADJOURNMENT (6:04 P.M.)
By consensus, the meeting was adjourned.

The current sitting members of the City Council approved the minutes as to form only during the meeting of January 21, 2025, and are not validating the accuracy of the minutes since they were not part of the City Council during that time period.

I do hereby certify that the foregoing is a true and
correct copy of the minutes of January 5, 2009 special
meeting as approved by the San Fernando City Council.
____________________________
Julia Fritz
City Clerk
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SAN FERNANDO CITY COUNCIL

MINUTES
JANUARY 5, 2009 – 6:00 P.M.

REGULAR MEETING
City Hall Council Chamber
117 Macneil Street
San Fernando, CA 91340

CALL TO ORDER/ROLL CALL
Mayor Nury Martinez called the meeting to order at 6:55 p.m.

Present:

Council: Mayor Nury Martinez, Mayor Pro Tem Julie Ruelas, Councilmembers Steven Veres, Maribel De La Torre, and Dr. José Hernández
Staff: City Administrator José E. Pulido, City Attorney Michael Estrada, and City Clerk Elena G. Chávez

Absent: None
PLEDGE OF ALLEGIANCE Mayor Martinez
INVOCATION Mayor Martinez

APPROVAL OF AGENDA
Motion by Councilmember Hernández, Mayor Pro Tem Ruelas, to approve the agenda. The motion carried, unanimously.

PRESENTATION

SMALL BUSINESS AWARD FOR JANUARY TO CURVES
PUBLIC STATEMENTS – WRITTEN/ORAL
Juana spoke regarding Agenda Item No. 7.

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Robert Ortega commented on the loud music that occurred on New Years Eve.

Sharon Aisenman spoke regarding concerns with certain items listed on the Warrant Register.

Leslie Aisenman spoke about concerns regarding Councilmembers vote pertaining to 714 N.

Workman.

CONSENT CALENDAR
Motion by Councilmember De La Torre, seconded by Councilmember Veres, to approve the following Consent Calendar items:
1) APPROVAL OF WARRANT REGISTER NO’S. 08-122 AND 09-011 2) CHILDREN, YOUTH AND FAMILIES ADVISORY COMMITTEE APPOINTMENT OF NEW

APPLICANTS AND MEMBERSHIP APPLICANT TERM RENEWALS
Recommend that the City Council:
a. Approve the appointment of Joseph Soto and Maria Granados as new members to the Children, Youth and Families Advisory Committee (CYFAC) for a two-year term; and
b. Approve the re-appointment of John Gamboa, Hector Cabrera and Esmeralda Xochitl Flores to the CYFAC, for a two-year term.
3) CITY AND REDEVELOPMENT AGENCY (RDA) ANNUAL FINANCIAL REPORTS The motion carried, unanimously.

Councilmember Veres stepped away from the dais at 7:12 p.m.

Motion by Councilmember De La Torre, seconded by Councilmember Hernandez, to approve Consent Calendar item:
4) RESOLUTION ADOPTING REVISED JOB SPECIFICATIONS FOR WATER PUMP

OPERATOR/BACKFLOW TECHNICIAN
The motion carried, with Councilmember Veres absent.

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PUBLIC HEARING
5) ALLOCATION OF COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDING FOR FISCAL YEAR 2009-2010
Mayor Martinez opened the public hearing. Staff provided a presentation and responded to Councilmember questions.

Mayor Martinez called for public comments. There being none, the public comment period was closed.

Mayor Martinez closed the public hearing.

Motion by Mayor Martinez, seconded by Councilmember Hernandez to approve adopting a Resolution approving intended allocations of CDBG funds for programs and projects in Fiscal Year 2009-2010; directed staff to submit documentation conveying the City Council’s Resolution to the Los Angeles County Community Development Commission for approval; and authorized the City Administrator to approve subsequent minor program modifications and/or funding changes that do not exceed 10% of approved total project funding. The motion carried, with Councilmember Veres absent.

NEW BUSINESS
6) NORTH MACLAY STREETSCAPE UPDATE
Staff presented the report and responded to Councilmember questions.

Motion by Mayor Martinez, seconded by Councilmember Hernandez to approve the contractor to provide the City with tentative schedule for repair work by January 23, 2009; prepare the Notice of Completion to be presented to the City Council on February 17, 2009; that the contractor complete repair work no later than May, 2009; and directed the City Engineer and Public Works department staff to continue with inspections through Feb 2010. The motion carried, with Councilmember Veres absent.

Councilmember Veres returned to the dais at 8:35 p.m.

COMMITTEE/COMMISSION REPORT
7) FORMATION OF A CULTURAL ARTS DEPARTMENT
Motion by Mayor Martinez, seconded by Councilmember Veres to direct staff to look into the formation of a Cultural Arts Commission and return to a future City Council meeting for consideration.

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CITY COUNCIL ITEMS
8) BEAUTIFICATION OF HERITAGE PARK
Received and filed staff’s presentation.

GENERAL COUNCIL COMMENTS
Councilmember De La Torre had no comments.

Councilmember Hernandez commented about a dog bite incident.

Councilmember Veres had no comments.

Mayor Pro Tem Ruelas had no comments.

Mayor Martinez noted a pothole on Maclay Street in front of Fosters Freez and wished mentioned she may miss the next Council meeting due to potentially being on maternity leave.

STAFF COMMUNICATION
Mr. Pulido mentioned he will be working on scheduling the City Council Study Session.

ADJOURNMENT (9:44 P.M.)
By consensus, the meeting was adjourned.

I do hereby certify that the foregoing is a true and
correct copy of the minutes of January 5, 2009 meeting
as approved by the San Fernando City Council.
____________________________
Julia Fritz
City Clerk
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SAN FERNANDO CITY COUNCIL AND

REDEVELOPMENT AGENCY

MINUTES
January 5, 2009 – 6:00 PM

REGULAR MEETING
City Hall Council Chamber
117 Macneil Street
San Fernando, CA 91340

CALL TO ORDER/ROLL CALL
Chair Nury Martinez called the meeting to order at 6:05 p.m.

Present:

Agency: Chair Nury Martinez, Vice Chair Julie Ruelas, Members Steven Veres, Maribel De La Torre, and Dr. José Hernández
Staff: Executive Director José E. Pulido, Agency Counsel Michael Estrada, and Secretary Elena G. Chávez

Absent: None

APPROVAL OF AGENDA
Motion by Member Hernandez, seconded by Vice Chair Ruelas, to approve the agenda. The motion carried, unanimously.

PUBLIC STATEMENTS – WRITTEN/ORAL
Eric Jackson commented on project labor agreements.

Nick Kalogris spoke in support of Agenda Item No. 2.

Mario Hernandez questioned the reason of having a sixth extension and if the project should continue forward.

Richard Slauson questioned the reason of having a sixth extension and if the project should continue forward.

Frank Gangi spoke in support of Agenda Item No. 2.

Sergio Rascon commented on project labor agreements.

Robbie Hunter commented on project labor agreements.

Juan Curiz submitted a letter opposed to Agenda Item No. 2.

Lorena Nunez spoke in opposition to Agenda Item No. 2.

Sharon A. distributed a article from the L.A. Times regarding a redevelopment project in the City of Los Angeles.

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Ruben Rodriguez commented in support of Agenda Item No. 2.

Javier Nunez spoke about San Fernando businesses flourishing.

Julie Cuellar spoke in opposition to Agenda Item No. 2.

Leslie Aisenman spoke about the location of the project in Agenda Item No. 2.

Brenda Esqueda spoke about the City’s ongoing parking problems.

Ralph Arriola spoke in opposition to Agenda Item No. 2.

Adriana Gomez spoke in opposition to agenda Item No. 2.

CONSENT CALENDAR
Motion by Member De La Torre, seconded by Member Veres, to approve the following Consent Calendar item:
1) APPROVAL OF RESOLUTION NOS. 1021 AND 1022 TO REIMBURSE THE CITY FOR

REDEVELOPMENT EXPENSES
The motion carried, unanimously.

Item pulled for discussion.
2) SIXTH EXTENSION OF EXCLUSIVE NEGOTIATION AGREEMENT (ENA) NO. 1521 WITH GANGI DEVELOPMENT FOR THE REDEVELOPMENT OF PARKING LOT 3; BUDGET

APPROPRIATION TO COVER COSTS OF COMPLETING THE REVISED DRAFT

ENVIRONMENTAL IMPACT REPORT
Motion by Member Hernandez, seconded by Vice Chair Ruelas to approve staff’s recommendation as presented.

Chair Martinez made a friendly amendment to the substitute motion and was accepted, seconded by a Vice Chair Ruelas to extend the ENA by 9 months in lieu of 12 months and approve the remaining items as presented:
a. Extend by 9 months Exclusive Negotiation Agreement (ENA) No. 1521 with Gangi Development. This time extension would allow:

1. Completion of the revised draft Environmental Impact Report (“EIR”) to include an environmental assessment of the proposed redevelopment of Parking Lot 3 with a mixed-use senior housing development (i.e., Gangi Development Scenario No. 2 at San Fernando Mission Boulevard and Celis Street); and

2. Negotiation of a Disposition and Development Agreement (DDA) with Gangi Development – under Development Scenario No. 2 on Parking Lot 3 – that provides for mixed-use development with affordable senior housing units.

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b. Amend the Fiscal Year 2008-09 Redevelopment Agency Budget to appropriate $25,000 from the Agency’s Affordable Housing Development Assistance Fund to cover costs of the revised draft EIR, which will include an environmental assessment of the proposed redevelopment of Parking Lot 3 with a mixed-use senior housing development.

The motion carried, unanimously.

By consensus, the City Council directed staff to schedule additional study sessions to further discuss the details of this project and host additional community outreach events.

AGENCY DISCUSSION None
STAFF COMMUNICATION None
ADJOURNMENT (6:54 P.M.)
By consensus, the meeting was adjourned.

I do hereby certify that the foregoing is a true and
correct copy of the minutes of January 5, 2009 meeting
as approved by the San Fernando Redevelopment
Agency.
____________________________
Julia Fritz
Secretary
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SAN FERNANDO CITY COUNCIL

MINUTES
February 2, 2009 – 5:30 P.M.

SPECIAL MEETING
City Hall Council Chamber
117 Macneil Street
San Fernando, CA 91340

CALL TO ORDER/ROLL CALL
Mayor Steven Veres called the meeting to order at 5:40 p.m.

Present:

Council: Mayor Steven Veres, Mayor Pro Tem Brenda Esqueda, Councilmembers Ernesto Rubio Hernández and Maribel De La Torre
Staff: City Administrator José E. Pulido, Assistant City Attorney Melissa Crosthwaite, and City Clerk Elena G. Chávez

Absent: Councilmember Nury Martinez (on maternity leave)

APPROVAL OF AGENDA
Motion by Councilmember De La Torre, seconded by Mayor Pro Tem Esqueda, to approve the agenda. The motion carried, unanimously.

PUBLIC STATEMENTS – WRITTEN/ORAL
None

NEW BUSINESS
1) FY 2010 FEDERAL APPROPRIATIONS FUNDING REQUEST TO CONGRESSMAN HOWARD L.

BERMAN
By consensus, the City Council developed a list of project priorities for consideration by Congressman Berman and directed staff to submit the list for FY 2010 Federal Appropriations Funding Requests to Congressman Berman by the February 13, 2009 deadline.

January 21, 2025 Regular CC Mtg Page 31 of 518

SAN FERNANDO CITY COUNCIL
SPECIAL MEETING MINUTES – February 2, 2009

Page 2 ends

List of approved projects:

Proposed Virtual Patrol Project
The Pacoima Wash Project
Citywide Street Improvements
Sidewalk Americans with Disabilities Act (ADA) Safety Program Water Conservation and Quality Program
Foothill Reservoir
ADJOURNMENT (6:02 P.M.)
By consensus, the meeting was adjourned.

I do hereby certify that the foregoing is a true and
correct copy of the minutes of February 2, 2009 special meeting as approved by the San Fernando City Council.
____________________________
Julia Fritz
City Clerk
January 21, 2025 Regular CC Mtg Page 32 of 518
January 21, 2025 Regular CC Mtg Page 33 of 518
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Intentionally
Left Blank
January 21, 2025 Regular CC Mtg Page 34 of 518

SAN FERNANDO CITY COUNCIL AND

REDEVELOPMENT AGENCY

MINUTES
FEBRUARY 2, 2009 – 6:00 PM

REGULAR MEETING
City Hall Council Chamber
117 Macneil Street
San Fernando, CA 91340

CALL TO ORDER/ROLL CALL
Chair Steven Veres called the meeting to order at 6:11 p.m.

Present:

Agency: Chair Steven Veres, Vice-Chair Brenda Esqueda, and Members Maribel De La Torre, and Ernesto Rubio Hernández
Staff: Executive Director José E. Pulido, Agency Counsel Melissa Crosthwaite, and Secretary Elena G. Chávez

Absent: Member Nury Martinez (on maternity leave)

APPROVAL OF AGENDA
Motion by Member De La Torre, seconded by Chair Veres, to approve the agenda. The motion carried, unanimously.

PUBLIC STATEMENTS – WRITTEN/ORAL
Leslie Aisenman spoke in support of Agenda Item No. 2.

Sharon Aisenman spoke in support of Agenda Item No. 2.

John Arroyo commented on the property at 925 Newton Street regarding graffiti.

CONSENT CALENDAR
Motion by Member De La Torre, seconded by Member Vice Chair Esqueda, to approve the following Consent Calendar item:
1) APPROVAL OF RESOLUTION NO. 1026 TO REIMBURSE THE CITY FOR REDEVELOPMENT

EXPENSES
The motion carried, unanimously.

January 21, 2025 Regular CC Mtg Page 35 of 518

SAN FERNANDO REDEVELOPMENT AGENCY
MINUTES – February 2, 2009

Page 2 ends

AGENCY BOARD MEMBER ITEM
2) EXPLORE OPTION OF RELOCATING GANGI SENIOR HOUSING PROPOSAL FROM CITY PARKING LOT NO. 3 TO 1320 SAN FERNANDO ROAD
Chair Veres presented the report.

By consensus, the City Council directed staff to:
a. Inquire with the California Department of Housing and Community Development (HCD) about the possibility of relocating the proposed Gangi Development Senior Housing project from City Parking Lot No. 3 to 1320 San Fernando Road while maintaining the Agency’s $3.56 million infrastructure grant from HCD in place; and b. Discuss with Gangi Development to assess their interest in possibly relocating the proposed project under the Exclusive Negotiation Agreement No. 1521 from City Parking Lot No. 3 to 1320 San Fernando Road.

AGENCY DISCUSSION None
STAFF COMMUNICATION None
ADJOURNMENT (6:34 P.M.)
By consensus, the meeting was adjourned.

I do hereby certify that the foregoing is a true and
correct copy of the minutes of February 2, 2009
meeting as approved by the San Fernando
Redevelopment Agency.
____________________________
Julia Fritz
Secretary
January 21, 2025 Regular CC Mtg Page 36 of 518
January 21, 2025 Regular CC Mtg Page 37 of 518
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January 21, 2025 Regular CC Mtg Page 38 of 518

AGENDA REPORT
ADMINISTRATIVE SERVICES DEPARTMENT 117 MACNEIL STREET, SAN FERNANDO, CA 91340 (818) 898-1200 WWW.SFCITY.ORG REVIEW: ☒ Finance Director ☒ Deputy City Manager ☒ City Manager To: Mayor Mary Mendoza and Councilmembers
From: Nick Kimball, City Manager
By: Erica D. Melton, Director of Administrative Services

Date: January 21, 2025
Subject: Consideration to Adopt a Resolution Approving the Warrant Register RECOMMENDATION:

It is recommended that the City Council adopt Resolution No. 25-012 (Attachment “A”) approving the Warrant Register.

BACKGROUND:

For each City Council meeting the Finance Department prepares a Warrant Register for Council approval. The Register includes all recommended payments for the City. Checks, other than special checks, generally are not released until after the Council approves the Register. The exceptions are for early releases to avoid penalties and interest, excessive delays and in all other circumstances favorable to the City to do so. Special checks are those payments required to be issued between Council meetings such as insurance premiums and tax deposits. Staff reviews requests for expenditures for budgetary approval and then prepares a Warrant Register for Council approval and or ratification. Items such as payroll withholding tax deposits do not require budget approval.

The Director of Finance/City Treasurer hereby certifies that all requests for expenditures have been signed by the department head, or designee, receiving the merchandise or services thereby stating that the items or services have been received and that the resulting expenditure is appropriate. The Director of Finance/City Treasurer hereby certifies that each warrant has been reviewed for completeness and that sufficient funds are available for payment of the warrant register.

ATTACHMENT:

A. Resolution No. 25-012, including:

Exhibit A: Payment Demands/Voucher List
January 21, 2025 Regular CC Mtg Page 39 of 518
ATTACHMENT “A”
RESOLUTION NO. 25-012

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN FERNANDO,

CALIFORNIA, ALLOWING AND APPROVING FOR PAYMENT DEMANDS
PRESENTED ON DEMAND / WARRANT REGISTER NO. 25-012

THE CITY COUNCIL OF THE CITY OF SAN FERNANDO DOES HEREBY RESOLVE, FIND, DETERMINE AND ORDER AS FOLLOWS:

1. That the Payment Demand/Voucher List (EXHIBIT “A”) as presented, having been duly audited, for completeness, are hereby allowed and approved for payment in the amounts as shown to designated payees and charged to the appropriate funds as indicated.

2. That the City Clerk shall certify to the adoption of this Resolution and deliver it to the City Treasurer.

PASSED, APPROVED, AND ADOPTED this 21st day of January 2025.

Mary Mendoza, Mayor of the City of
San Fernando, California
ATTEST:

Julia Fritz, City Clerk
January 21, 2025 Regular CC Mtg Page 40 of 518
RES. NO. 25-012
2 CERTIFICATION
I, City Clerk of the City of San Fernando, California, do hereby certify that the foregoing is a full, true, and correct copy of Resolution No. 25-012, which was regularly introduced and adopted by the City Council of the City of San Fernando, California, at a regular meeting thereof held on the 21st day of January, 2025, by the following vote of the City Council:

AYES:

NAYS:

ABSENT:

ABSTAINED:

IN WITNESS WHEREOF, I have here unto set my hand and affixed the official seal of the City of San Fernando, California, this ______ day of January, 2025.

Julia Fritz, City Clerk
January 21, 2025 Regular CC Mtg Page 41 of 518

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AGENDA REPORT
ADMINISTRATION DEPARTMENT 117 MACNEIL STREET, SAN FERNANDO, CA 91340 (818) 898-1202 WWW.SFCITY.ORG REVIEW: ☒ Finance Director ☒ Deputy City Manager ☒ City Manager To: Mayor Mary Mendoza and Councilmembers
From: Nick Kimball, City Manager

Date: January 21, 2025
Subject: Receive and File Status Updates for Enhancements, Projects, and City Council Priorities
RECOMMENDATION:

It is recommended that the City Council receive and file the status report for Fiscal Year (FY) 2024-2025 Enhancements, Capital Projects, and City Council Priorities, and provide direction, as appropriate.

ANALYSIS:

This report is meant to provide City Council and the community with regular status updates and major City efforts, including, but not limited to, FY 2024-2025 approved enhancements, capital improvement projects, and City Council priorities. Changes to each project since the last meeting have been tracked and are shown in red. Attachment “D” shows City contracts that are approaching the end of the term.

City Manager’s Office & City Clerk’s Office.

Title: Downtown Master Plan
Description: During the FY 2022-2023 budget process, the City Council approved funding to develop a Downtown Master Plan (DTMP), including a robust community outreach process. The DTMP will serve as a vision to guide future actions to develop, revitalize, and improve Downtown San Fernando. The budget allocation for this project is $297,675.

Status: In 2023, the City awarded a professional services agreement to Dudek as lead consultant to work with the City to develop and implement the community engagement plan and prepare the report. The consultant team also includes Problosky Research (multimodal community survey), Walker Consultants (parking analysis), HR&A (economic analysis) and Place It! (community outreach).

To date, the following actions have been completed:
• Multimodal Statistically Significant Survey (December 2023 through March 2024) January 21, 2025 Regular CC Mtg Page 65 of 518
Receive and File Status Updates for Enhancements, Projects, and City Council Priorities

Page 2 of 39 ends

• City Council Ad Hoc Meeting No. 1 (March 11, 2024)
• Community Advisory Committee Meeting No. 1 (April 11, 2024) • Community Outreach Event No. 1 “Walkshop” (April 27, 2024) • General Online Survey (April 27, 2024 through May 29, 2024) • Existing Conditions Analysis (July 2024)
• Presentation of Phase 1 Findings to City Council and Planning Preservation Commission (September 16, 2024)
• Presentation of Phase 1 to the Planning and Preservation Commission on November 12, 2024, was cancelled due to a lack of a quorum.

Next City Council Action: A follow up item will be scheduled for the Planning and Preservation Commission to receive additional comments on the Phase 1 Findings. A subsequent item will be scheduled with City Council to receive final comments on the Phase 1 Findings and close the Public Hearing.

Tentative Completion Date: August 2025.

Title: East San Fernando Valley Light Rail Transit Project Description: The East San Fernando Valley Light Rail Transit Project (ESFVLRT) (formerly the East San Fernando Valley Transit Corridor Project) is a transit project constructing a light rail line on the east side of the San Fernando Valley to improve connections and access to crucial destinations in the East and Northeast San Fernando Valley. The project is being considered in two (2) phases. Phase 1 is a 6.7-mile at-grade alignment that includes 11 new transit stations along Van Nuys Boulevard, connecting the Orange Line in Sherman Oaks to San Fernando Boulevard in Pacoima. Phase 2 is a 2.5-mile segment running from the terminus of Phase 1 at San Fernando Road/Van Nuys Boulevard in Pacoima to the Sylmar/San Fernando Metrolink Station. Metro is conducting a supplemental study of the Phase 2 segment throughout 2024 to consider additional design options. Funding for the project is provided through Measure R and Measure M.

Status: Phase 1 engineering design has been completed, a Progressive Design Build (PBD) contract has been awarded, and construction commenced earlier this year on Phase 1 of the project along Van Nuys Boulevard. The tentative completion date for Phase 1 is 2031. Metro is currently completing additional safety and design studies for Phase 2 (the San Fernando segment) of the project.

To date, the following actions have been completed:
• City provided comments on initial draft of ESFVLRT Environmental Impact Report (EIR) (October 25, 2017)
• City provided additional comments on draft of ESFVLRT EIR (February 20, 2018) • City provided final comments on draft of ESFVLRT EIR (March 31, 2020) • Status update presentation provided to City Council by Metro staff (October 19, 2020) January 21, 2025 Regular CC Mtg Page 66 of 518
Receive and File Status Updates for Enhancements, Projects, and City Council Priorities

Page 3 of 39 ends

• Metro Board certification of the ESFVLRT Final EIR (December 2020). Metro Board requested further studies to address safety and design concerns from the City of San Fernando
• Metro conducted an initial Grade Crossing Analysis for Phase 2 (April 2022 – September 2022)
• Status update presentation provided to City Council by Metro staff on Phase 2 (July 18, 2022)
• Metro Board authorized additional Phase 2 supplemental studies focused on: a) Transit and Multimodal Connectivity, b) Safety, c) Travel Time Savings, Ridership, and Mode Shift, d) Costs, e) Right of Way Impacts, f) Traffic Considerations, and g) Equity Considerations (January 2024 through Summer 2024).
• Status update presentation provided to City Council by Metro staff on Phase 2 (May 20, 2024)
On May 20, 2024, the City Council provided the following feedback to Metro staff:
• Requested Metro present more frequently to provide regular updates to the City. • Requested additional community outreach meetings prior to Board consideration/approval of alternatives.
• Offered the City Council Chambers, or other City spaces, for Metro’s community outreach and offered the City’s assistance in hosting and promoting the event.

Next City Council Action: Receive status update from Metro staff regarding next steps.

Tentative Completion Date: N/A
Title: CDBG Small Business Assistance Grant Program
Description: Annually, Community Development Block Grant (CDBG) program guidelines require that the City Council approve the planned programming expenditures for the upcoming fiscal year. In May 2024, the City Council approved the FY 2024-2025 CDBG Programs, which included the Small Business Assistance Program (SBAP). This program provides grants to local business owners and property owners to improve the appearance of their storefronts and buildings. The grant funds can be used for improvements to signage, painting (including anti-graffiti coating), and other storefront enhancements such as installing eye-catching vertical landscape (green wall) to defer graffiti and beautify a building wall with landscape.

Status: On November 18, 2024, the City Council approved the proposed guidelines for the SBAP and allocating $64,506 from the unallocated CDBG funds in FY 2023-2024 to the SBAP, increasing total funding for the SBAP to $210,110.

Next City Council Action: Updates will be provided in July 2025.

Tentative Completion Date: June 2025.

January 21, 2025 Regular CC Mtg Page 67 of 518
Receive and File Status Updates for Enhancements, Projects, and City Council Priorities

Page 4 of 39 ends

Title: Virtual San Fernando – City Website Redesign and My San Fernando App Description: In September 2022, the City Council appropriated American Rescue Plan Act (ARPA) funds to support the creation of Virtual San Fernando. Phase 1 of Virtual San Fernando included developing a My San Fernando mobile application, primarily focused on improving the ability for community members to submit service requests. Phase 1 was completed in March 2024 with the launch of the My San Fernando App (developed by GoGov). To date, more than 1,800 requests have been submitted through the App (See Attachment “A” for activity reports). In October 2023, after an extensive vetting process by City staff, the City Council awarded a Master Subscription Agreement to Granicus to redesign the City’s website. The budget allocation for this program is $200,000.

Status: Phase 1 – Mobile Application, has been completed. Phase 2 – Website redesign, is in the content population stage. Staff has held multiple meetings with Granicus to provide direction regarding design elements and provide content to start population of the webpages. The new Assistant to the City Manager was onboarded in mid-December. This project has been identified as a priority and staff will re-engage Granicus to move forward with Phase 2.

Next City Council Action: No additional City Council action required at this time.

Tentative Completion Date: July 2025 launch of redesigned website.

Title: Records Retention Policy Update
Description: During the FY 2024-2025 budget process, the City Council approved funding to update the City’s 25-year-old Citywide Records Retention Policy. A records retention policy update involves a thorough review of the current policy to identify necessary revisions due to changes in laws, regulations, or organizational needs and ensures compliance with legal and industry standards, revises retention schedules for various record types, and clearly defines staff roles in records management. The update also includes procedures for managing digital records, securing sensitive information, and properly disposing of or archiving records. Additionally, it outlines plans for staff training, communication, and regular audits to ensure ongoing compliance and effective records management. The budget allocation for this project is $10,000.

Status: Proposed updates to the Records Retention and Destruction Policy have been finalized and will be presented to the City Council for consideration on January 21, 2025.

Next City Council Action: Adopt a Resolution approving an updated Citywide Records Retention and Destruction Policy, scheduled for January 21, 2025.

Tentative Completion Date: February 2025
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Community Development Department.

Title: New Position – Planning Manager
Description: During the FY 2024-2025 budget process, City Council approved a new Planning Manager position to oversee the development and implementation of land use, zoning, and urban design policies, managing long range planning projects (e.g. zoning code and zoning map amendments, general plan updates), supervise the Planning and Building & Safety Divisions, and review development proposals to ensure they align with the City's regulatory requirements and comply with local, state, and federal regulations. The budget allocation for this position is $185,000 per year.

Status: At the regular City Council meeting of October 21, 2024, the City Council approved the job specification. On October 30, 2024, the job flyer was posted on the City’s website, GovernmentJobs and American Planning Association. It has been submitted and is under review to be posted on the APA CA Los Angeles Chapter. The deadline for first round consideration was November 27, 2024. First round interviews were conducted on December 19, 2024. Second interviews were conducted with the top three (3) candidates and a top candidate has been selected.

Next steps are to issue an offer letter and work with Human Resources to complete a reference check and background, and onboard the new employee.

Next City Council Action: No City Council action required at this time.

Tentative Completion Date: March 2025.

Title: Homeless Action Plan Implementation and Management (Moved to Completed Items in Attachment “C”)
Title: CDBG Neighborhood Cleanup Program (Moved to Completed Items in Attachment “C”) Title: Community Preservation Commercial Property Education Program Description: To address the City Council’s interest in Community Preservation efforts in commercial areas of the City, the Community Development Department’s FY 2024-2025 Work Plan included an objective to create a commercial education and maintenance program. The goal is for Community Preservation Officers to work with the business community to ensure the beautification of San Fernando’s commercial corridors.

Status: On August 19, 2024, the proposed program was presented to the City Council for feedback prior to implementation. Next steps are to finalize an illustrative postcard; distribute the postcard in January 2025, host workshops in February 2025; and conduct walking surveys beginning in March 2025.

Next City Council Action: No additional City Council action required at this time.

Tentative Completion Date: June 2025 (Ongoing).

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Title: Graffiti Program (with Public Works)
Description: The City’s efforts to remove, prevent, and prohibit graffiti are governed by Article VII of the Municipal Code. While enforcement is the responsibility of the Director of Public Works, the Community Development Department, specifically Community Preservation Officers, and the Police Department are also involved, especially when graffiti involves criminal activity or gang-related markings.

Graffiti was one of the top concerns during the City Council’s 2024 Strategic Goals planning study session. As part of the FY 2024-2025 Budget, the City Council approved converting two (2) part-time maintenance worker positions into one (1) full time position for the purposes of having a full time staff person dedicated to addressing graffiti.

Status: On March 13, 2024, the City Manager updated the City Council with a draft Standard Operating Procedure (SOP) for addressing graffiti, reports for the My San Fernando App, and details related to two (2) graffiti-related incidents that resulted in arrests.

Additionally, to assist the business community with the cost of abating and graffiti prevention, applying anti-graffiti coating and installing eye-catching vertical landscaping were identified as priority projects for the Small Business Grant Program.

The full-time position has been filled as of August 25, 2024, and has started. Next steps are for the SOP and a reporting matrix for monitoring frequency of location will be finalized and shared with the City Council.

Next City Council Action: Discussion item is tentatively scheduled for February 18, 2025.

Tentative Completion Date: N/A
Title: Climate Action Resilience Plan (CARP) & General Plan Updates to Circulation and Open Space/Parks Elements
Description: A Climate Action and Resilience Plan (CARP) serves as a strategic framework designed to mitigate the adverse effects of climate change while fostering resilience within communities and ecosystems. Its primary purpose is to identify and implement measures that reduce greenhouse gas (GHG) emissions, adapt to changing environmental conditions, and enhance preparedness for climate-related challenges. The CARP promotes sustainable practices like renewable energy adoption, green infrastructure development, and carbon footprint reduction initiatives, while fostering collaboration among stakeholders and supporting innovation in green energy. A grant from the California Governor’s Office of Planning and Research was received to complete the CARP and for updating the City’s General Plan, specifically the Circulation (transition to Mobility) and Open Space/Conservation/Park-Recreation elements.

Status:
• CARP Phase 1: Completed and presented to City Council in February 2024 with data collection, a GHG Emissions Inventory, and a Vulnerability Assessment.

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• CARP Phase 2: Ongoing, focusing on identifying strategies and actions to mitigate climate change through GHG emission reductions in the most cost-effective manner and include strategies for climate adaptation and resilience. Extensive community engagement, led by Pacoima Beautiful, Fernandeño Tataviam Band of Mission Indians (FTBMI), and Climate Resolve, is a key component.
• Grant: On April 2, 2024, the City Council accepted the California Governor’s Office of Planning and Research Grant and appropriated the funds. The City Council also approved a professional services agreement with Rincon Consultants Inc. to complete the CARP and General Plan updates.
• General Plan Update: The final CARP will support updating the City’s General Plan, specifically the Circulation (transition to Mobility) and Open Space/Conservation/ Park-Recreation elements. All activities are to be completed by January 31, 2026. • Community Engagement: Community engagement activities are planned throughout 2024-2025. The first Planning 101 workshop was held on September 28, 2024, from 10 a.m. to 2 p.m. at Recreation Park. The second activity was a Community Meeting on November 16, 2024, at Las Palmas Park from 9 a.m. to 10:30 a.m. The Walk Shop scheduled for December 7, 2024 was rescheduled to a date uncertain. Website description has been updated.

Next City Council Action: The CARP and updates to the General Plan are tentatively scheduled for a public hearing before City Council in April 2025.

Tentative Completion Date: January 31, 2026
Title: Mixed Use and Specific Plan Overlay Districts
Description: The City’s Housing Element includes applying a mixed-use overlay to 112 parcels that are currently zoned C-1 and C-2. It also includes expanding some of the overlays to specific parcels in the SP-5 zone. This is aimed at increasing the City’s housing capacity to meet our Regional Housing Needs Assessment (RHNA) obligation of 1,795, but will also create flexibility for existing properties to allow either 100 percent residential or residential mixed with commercial uses.

The State requires any rezoning that is necessary to meet a city’s RHNA obligation to be completed by October 2024. While this work was to be funded by the SCAG 2.0 grant, because of the State deadline and the uncertainty of the funding staff moved forward with procuring a consultant to begin the work.

Status: Community Engagement efforts leading up to the public hearing included updated project description on the City’s website: https://ci.san-fernando.ca.us/communitydevelopment/#planning; a survey to obtain opinions regarding mixed use development design; two virtual workshops for property owners to explain the details and benefits of the overlays; a stakeholder meeting; and a Planning and Preservation Commission workshop on September 9, 2024.

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A public hearing was scheduled before the Planning and Preservation Commission on October 14, 2024. The Commission voted to recommend the City Council not adopt an ordinance amending the Zoning Code to establish a mixed use overlay and amend the City’s zoning map. In addition, the Commission adopted a resolution recommending the City Council amend the Corridors Specific Plan Land Use Map to add the Downtown and Flex Use Overlays to certain properties.

A public hearing was held on November 18, 2024. The item was continued to December 2, 2024, to allow staff to provide the requested information. The item was continued to January 21, 2025 to allow staff to provide additional information.

Next City Council Action: A continued public hearing is scheduled for January 21, 2025, to introduce ordinances for first reading.

Tentative Completion Date: TBD (tentatively the effective date of the proposed ordinance).

Title: Zoning Code Reorganization
Description: The City’s Housing Element includes programs and policies aimed at amending the Zoning Code to comply with State Housing Law. The scope of work includes various zoning code amendments, establishing processing policies and monitoring programs as well as reformatting the current zoning code to be more user friendly for staff and the public.

Status: While this work was to be funded by the SCAG 2.0 grant, because of the uncertainty of the funding and the compliance concern, staff moved forward with procuring a consultant to begin the work. The project has been kicked off and an outline of the zoning code is underway.

The zoning code updates pertaining to landscape standards and outdoor dining on private property will be incorporated into this update.

Next City Council Action: A public hearing is tentatively scheduled for February 18, 2025, to introduce an ordinance for first reading.

Tentative Completion Date: March 2025 (tentatively the effective date of the proposed ordinance).

Title: SCAG REAP 2.0 Grant
Description: The City was awarded $791,818 under the SCAG REAP 2.0 Housing Infill on Public and Private Lands (HIPP) Program and $333,182 under the Subregional Program (SRP) for a total of $1,125,000. On January 25, 2024, the City was notified of the Governor’s 2024-2025 State Budget proposal that included budget cuts including a reversion of the SCAG’s REAP 2.0 programs. Fortunately, on July 29, 2024, the City was notified the REAP 2.0 program was able to resume and the City would receive its full award. SCAG immediately began working with the City to refine the scope of work (SOW), budget, and schedule.

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The City’s final SOW consists of five sub-projects that were identified as programs in the City’s 2021-2029 Housing Element. In summary they are:
• Develop strategies for preventing displacement and maintaining affordable housing for disadvantaged community members and establishing supportive programs for tenants and homeowners to prevent displacement and affirmatively further fair housing. This will be in the form a Community Stabilization Manual.
• Update the 2002 Historic Survey to identify eligible historic resources throughout the City to promote conversion or preservation of historic commercial buildings into housing while also promoting improvement or expansion of residential buildings to maintain quality of existing housing, neighborhoods, and health of residents, and to address overcrowding.
• Update the City’s density bonus ordinance to comply with state housing law and to establish a local density bonus ordinance with incentives encouraging affordable housing. • Complete a comprehensive update to the Zoning Code and Corridors Specific Plan 5 (SP-5) to allow residential land use in currently restricted areas, increase development capacity for housing on underutilized or vacant infill sites, streamline the review process and comply with the latest state housing laws.
• Review and update the City’s development process for housing developments to ensure potential barriers that may hinder housing construction are removed and a smoother and more efficient approval process for housing projects.

Status: On October 21, 2024, the City Council adopted a resolution accepting the Southern California Associations of Governments’ Regional Early Action Program 2.0 Grant and authorizing a Memorandum of Understanding to implement the grant program. SCAG will no longer be able to procure a consultant on behalf of the City. The City will procure the consultant. A Call for Service was issued out on November 7, 2024, to the pre-approved on-call list of consultants. The goal would be to begin work in January, 2025 as the deadline for funds to be expended has been extended to June 30, 2026.

On November 7, 2024, a call for professional service was issued to the planning consultants on the City’s on-call as needed. The proposals were due on December 5, 2024. Two (2) proposals were received. Staff reviewed proposals and interviews were conducted on January 16, 2025, with each of the firms.

Next City Council Action: Consideration to approve a professional services agreement with a firm to implement the SCAG REAP 2.0 grant program is tentatively scheduled for February 3, 2025.

Tentative Completion Date: June 30, 2026
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Title: Landscape Ordinance
Description: The City Council adopted Urgency Ordinance No. U-1725 on March 18, 2024. It is effective for a period of one year from date of adoption. The Urgency Ordinance enacted a temporary moratorium on the installation of artificial turf and synthetic grass pending the study and development of reasonable regulations. Therefore, the Planning Division is working with a consultant to update the existing Municipal Code with comprehensive city-wide landscape standards including permanently prohibiting the installation of synthetic grass and artificial turf.

Status: On August 12, 2024, the Planning and Preservation Commission discussed potential regulations. Commissioners requested additional information, recommendations and visual illustrations of potential regulations. A second discussion was held on September 9, 2024. The proposed ordinance has been drafted, including illustrations demonstrating the difference between current and proposed regulations. This has been posted to the City’s website to solicit public comments and inform the public prior to the hearing at the Planning and Preservation Commission.

This amendment has been integrated into the Zoning Code reorganization and update that will be presented to Planning and Preservation Commission at the Special Meeting on January 27, 2025.

Next City Council Action: A public hearing is tentatively scheduled for February 18, 2025, to introduce ordinance for first reading.

Tentative Completion Date: April 2025 (tentatively the effective date of the proposed ordinance).

Title: Outdoor Dining Ordinance
Description: As a continued work plan objective from FY 2023-2024, Community Development is working with Public Works to establish a new outdoor dining program to promote pedestrian friendly and community focused design.

Status: A proposed ordinance has been drafted for outdoor dining in the public right of way as well as on private property. A draft PowerPoint has also been drafted to summarize the ordinance to share and solicit feedback from businesses. The draft ordinance and power point have been posted on the City’s website. Draft ordinance and power point will be shared with the Planning and Preservation Commission to receive feedback.

The amendment to the zoning code has been incorporated into the zoning code reorganization and update that will be presented to Planning and Preservation Commission at the Special Meeting on January 27, 2025.

Next City Council Action: A public hearing is tentatively scheduled February 18, 2025, to introduce an ordinance for first reading.

Tentative Completion Date: April 2025 (tentatively the effective date of the proposed ordinance).

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Public Works.

Title: Carlisle Green Alley Reconstruction Project
Description: The Carlisle Green Alley Project will revitalize an underutilized alley into a vibrant linear green space. Through a combination of strategic planning and sustainable design, this project seeks to enhance urban landscape, foster environmental sustainability, and promote healthier, more vibrant neighborhoods. The development will include a safer walking and biking route, enhanced with shade trees and lighting to encourage active transportation and community engagement. The landscape will be revitalized with the planting of over 200 trees and native plants, enriching the area’s biodiversity. Permeable surfaces will be installed to facilitate groundwater infiltration, improving water quality and reducing runoff. Additionally, the construction of bioswales will naturally filter stormwater, mitigate flooding, and bolster the area’s environmental resilience.

Status: On September 3, 2024, the City Council approved a Professional Services Agreement with TreePeople for project management. Once the project management agreement has been executed, the City will advertise a Request for Proposals for Engineering Design of the project.

Carlisle Street Green Alley Project Tentative Timeline
Milestones Tentative Date
• Recommend Award of Design Consultant Contract 1/6/2025 • Concept Deadline 2/28/2025
• Design 60% 5/29/2025
• Design 100% 8/29/2025
• Advertise 9/1/2025-9/26/2025
• Recommend Award of Construction Contract 10/13/2025
• Construction 11/3/2025-5/1/2026
• Notice of Completion 5/18/2026
• Project Closeout June 2026
Next City Council Action: No City Council action required at this time.

Tentative Completion Date: June 2026
Title: Calles Verdes Project
Description: The Calles Verdes Project marks a collaborative effort between the City and TreePeople aimed at enhancing the City’s infrastructure to effectively manage stormwater and nuisance water. Through the implementation of innovative techniques, the project endeavors to construct bioswales across strategic locations within City streets and parking lot. Specifically, the project entails the installation of bioswales along Maclay Avenue, stretching from San Fernando Road to Kewen Street, alongside the creation of bulbouts at key intersections including Maclay Avenue and Celis Street and Maclay Avenue and Pico Street. Furthermore, the initiative January 21, 2025 Regular CC Mtg Page 75 of 518
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includes the integration of bioswales and cooling pavement within Parking Lot No. 4, as well as promoting sustainable water management practices. These bioswales and bulbouts will feature strategically placed curb cuts to redirect stormwater and nuisance water away from the street’s surface, while simultaneously fostering the growth of greenery within the landscaped parkways.

Additionally, street trees will be planted to further enhance the aesthetic and environmental benefits of the project. In Parking Lot. No. 4, trees and bioswales will be incorporated within the existing concrete parking lot medians.

Status: Design Team is currently working on finalizing the design. Upon completion of design, the City will advertise the project for construction.

Next City Council Action: Once design is finalized and construction bids are received, a recommendation to award a construction contract will be presented to City Council. Tentatively scheduled for February 2025.

Tentative Completion Date: December 2026
Title: Las Palmas Park Revitalization Project
Description: The Las Palmas Park Revitalization project encompasses a comprehensive array of amenities aimed at enhancing the park’s functionality, aesthetics, safety, and sustainability. The project includes new multi-purpose field lighting, renovating three baseball fields with lighting, renovating existing restroom/concession building at Ballfield 1, renovating basketball courts with lighting, renovating existing playground with ADA accessibility, constructing a new splash pad with a new prefabricated restroom building to meet the code requirements of the splash pad, renovating existing outdoor exercise equipment, renovating picnic shelters with walking path lighting, and striping of basketball/roller derby.

Status: The project is currently under design. The latest plans submitted to staff for review were at 60%. The current design that incorporates all of the amenities desired by the community is significantly over budget. On October 16, 2024, staff met to discuss current project budget and measures to reduce project scope. Staff will be presenting recommendations to City Council in March 2025.

Next City Council Action: Discussion and Consideration to adjust the design based on budget constraints is tentatively scheduled for March 2025.

Tentative Completion Date: December 2026
Title: Pioneer Park Playground Renovation Project
Description: The Pioneer Park Playground Renovation project aims to revitalize the existing playground area, making it safer, more engaging, and inclusive space for the community. The playground will include age appropriate equipment, inclusive structures, musical elements, surface mat, and shade coverage.

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Status: Contractor is currently working on final punchlist items.

Next City Council Action: No City Council action required at this time. A grand opening is scheduled for February 8, 2025.

Tentative Completion Date: January 2025
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Title: Cindy Montañez Natural Park Improvements & Maintenance Description: In June 2023, City Council accepted a $7.5 million grant for the Pacoima Wash Connectivity Project, funded through the California Department of Transportation (Caltrans) to complete the Pacoima Wash Bike Path Project and make improvements to the Cindy Montañez Natural Park. Improvements to the Park include extending the bike path to Foothill Boulevard, new lighting, restroom facilities, and restoration of walking paths, bridges, and vegetation throughout the park. A permanent Cindy Montañez memorial sign will also be purchased and installed.

Ongoing maintenance of the Park including watering, mulching, stump removals, tree removals, weeding, brush removals, tree pruning, creek clean-up, and trash disposal, is required.

Status: In June 2024, staff began meeting with community organizations that have the knowledge, expertise, and resources to properly maintain a “natural park” to explore possible partnerships to provide adequate ongoing maintenance. Staff has met with TreePeople as well as Tataviam Conservation Corps to discuss possible partnerships for ongoing maintenance. As part of their tree planting services, TreePeople staff currently visits weekly to hand-water the native plants and trees due to the vandalism of the park’s irrigations system. To support the health of these plants, they also apply mulch to help conserve moisture and prolong water availability. Additionally, the team repairs protective cages around newly planted vegetation and actively removes invasive species. Preparations are underway for the planting of 100 native plants this fall through the Calles Verdes grant.

On August 21, 2024, staff discussed utilizing Tataviam Conservation Corps to assist with the park’s upkeep through funding received by the Fernandeño Tataviam Band of Mission Indians. Their responsibilities would include creek clean-up, weed and brush removal, tree pruning, trail maintenance, tree stump removal, and trash disposal on a bi-weekly basis.

A maintenance agreement with the Fernandeño Tataviam Band of Mission Indians was approved by City Council on October 21, 2024.

Next City Council Action: No City Council action at this time. Staff will be preparing a Request for Proposals for Design Engineering Services for Phase 2.

Tentative Completion Date: On-going
Title: HSIP Traffic Signal Modification Project
Description: The Highway Safety Improvement Project (HSIP) Cycle 8 involves upgrading traffic signals at nine (9) locations in the Metrolink Corridor (San Fernando Road and Truman Street).

The traffic signal modifications will consist of removal and installation of new signal poles, pedestrian heads, pedestrian push buttons, LED luminaires, street name signs, controllers, wiring, curb ramps, signing, striping, etc. The nine (9) intersections include:

1. Hubbard Avenue at San Fernando Road

2. Hubbard Avenue at Truman Street

3. Hubbard Avenue at First Street
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4. Maclay Avenue at San Fernando Road

5. Maclay Avenue at Truman Street

6. Maclay Avenue at First Street

7. Brand Boulevard at San Fernando Road

8. Brand Boulevard at Truman Street

9. Wolfskill Street at Truman Street
Status: The City’s contractor, Alfaro Communications Construction, Inc. continues to work on the rewiring of the intersection of Truman Street and Maclay Avenue. At three (3) project intersections, the contractor has been experiencing issues with removing the wiring from the existing conduit in order to install the proposed new wiring. The installation of new conduit will be needed to complete the proposed work. Staff intends to request authorization from the City Council for additional funding for the project to cover the cost of additional unforeseen work.

Next City Council Action: Staff will be requesting an increase to the project budget at the January 21, 2025 City Council meeting.

Tentative Completion Date: February 20, 2025
Title: Citywide Traffic Signal Synchronization Project
Description: The Citywide Traffic Synchronization Project involves upgrades of controller systems at 13 locations throughout the City. The traffic signal modifications will include installation of new Global Positioning System (GPS) units, traffic signal controllers, traffic signal cabinets, conduit, conductors, pull boxes, etc. Following the installation of new equipment, updated traffic signal timing charts will be inputted to synchronize traffic signals.

The locations that form part of the project are the following:

1. Truman Street at South Workman Street

2. San Fernando Mission Boulevard at San Fernando Road

3. San Fernando Mission Boulevard at Pico Street

4. San Fernando Mission Boulevard at Hollister Street

5. San Fernando Mission Boulevard at Kewen Street

6. San Fernando Mission Boulevard at Mott Street

7. San Fernando Mission Boulevard at O’Melveny Street

8. North Maclay Avenue at Library Street

9. North Maclay Avenue at Fifth Street

10. North Maclay Avenue at Seventh Street

11. North Maclay Avenue at Eighth Street

12. South Brand Boulevard at Celis Street

13. South Brand Boulevard at Kewen Street
Status: Following procurement of traffic signal controllers and cabinets, construction is anticipated to begin in January 2025.

Next City Council Action: Acceptance of the project as completed, tentatively scheduled for April 2025.

Tentative Completion Date: April 2025
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Title: Curb Painting, Street Striping, and Street Markings Description: The Los Angeles County Department of Public Works (County) has been contracted to repaint pavement markings and striping with thermoplastic paint, including crosswalks, centerlines, stop legends, and curbs restrictions etc.

Status: The Los Angeles County Public Works Department (LACPWD) continues to stripe and install pavement markings throughout the City as part of the City’s Citywide Street Striping project. Work may involve weekend work in order to focus on school zones with minimal traffic impact. The work involves restriping crosswalks, stop bars and pavement legends (i.e., STOP, Railroad Crossing) and restrictive curbing (red, yellow, green, blue and white). Work is scheduled to be completed in the spring of 2025. Work began on August 5, 2024. The County has completed the project. The County is in the process of painting curb marking, additional crosswalk improvement have been added to the projects (Glenoaks Blvd., Brand Blvd., Fifth St. and Celis St.)
Next City Council Action: No City Council action required at this time.

Tentative Completion Date: Spring 2025.

Title: Citywide Signage Upgrades
Description: Replacement and installation of various signs. The project consist of several types of sign replacements including but not limited to traffic signs, wayfinding signs and trolley signs. The project will replace faded signs citywide including but not limited to: stop signs, speed limit signs, street sweeping, crosswalk signs, street name signs, wayfinding signs, and trolley signs. This project will be performed in phases; Phase I will consist of wayfinding and trolley signs. Phase II will consist of regulatory, warning and guide signs. The City plans to coordinate with Los Angeles County Public Works for Phase II sign replacement.

Status: Staff will prepare a Request for Proposals (RFP) to send out to sign manufacturers and installers for the wayfinding and trolley signs
Next City Council Action: No City Council action required at this time.

Tentative Completion Date: Phase I to be completed in spring 2025, Title: Bus Shelter Rehabilitation Project
Description: The Bus Shelter Rehabilitation Project involves the installation of new bus shelters and bus benches at eight (8) bus stop locations, removal and reconstruction of damaged and non-ADA compliant wheelchair ramps, sidewalks and drive approaches, relocation/adjustment traffic signal/street lighting boxes and water meters, etc.

Status: A construction contract was awarded to R.C. Becker, Inc. on November 18, 2024.

Submittal of bonds and insurance as well as execution of construction contract is underway. A notice to procure was issued on January 15, 2025, construction is anticipated to begin in six (6) to ten (10) weeks.

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Next City Council Action: No City Council action required at this time.

Tentative Completion Date: Start of construction planned for December 2024 with completion in February 2025.

Title: Pacoima Wash Bikeway Project
Description: The San Fernando Pacoima Wash Bikeway and Pedestrian Path Project Phase I consists of constructing a bikeway and installing a prefabricated pedestrian bridge along the Pacoima Wash Channel from Fourth Street (Bradley Avenue) to Cindy Montañez Natural Park (Eighth Street). The project will connect students and San Fernando residents to a new non-motorized trail, offering opportunities for recreation and increased bike and pedestrian commuting options along local streets as noted in the City’s Safe and Active Streets Plan, encouraging connectivity to wider bike and pedestrian network in neighboring communities within the City of Los Angeles. The project entailed construction of a 12 foot wide, 1.34-mile long Class I asphalt concrete bikeway, bioswales, retaining walls, prefabricated pedestrian bridge, installation of rectangular rapid flashing beacons, welded wire fence, solar lights, bollards, signage, striping, and markings, as well as access ramps. The contractor is currently working on final punch list items.

Status: Construction is 95% complete.

Next City Council Action: Notice of Completion, scheduled for spring 2025.

Tentative Completion Date: January 2025
Title: Parking Management Program (Residential Permit Parking) Description: Residential – Create a residential permit parking program by conducting a thorough review of the municipal code to identify recommended updates that incorporate statewide policies and regulations. Review and update existing operational policies and enforcement guidelines to ensure that the program is fair and equitable throughout the City. Data will also be collected to assist in making data driven decisions as it relates to curb and parking management.

At the conclusion of this project, City Council will be presented with a Residential Parking Action Plan that will include a thorough review of existing processes and procedures along with recommendations for updates and a proposed implementation plan for adoption.

Commercial – As part of the Downtown Master Plan, which encompasses all of the City’s major commercial corridors, updated parking data has been collected and recommendations for best practices will be presented by Walker Parking consultants. Additionally, staff is working to upgrade all parking meters in the commercial corridors to smart meters that accept both coins and credit cards.

Status: On July 15, 2024, the City Council approved a Professional Services Agreement with Dixon Resources Unlimited for Residential Parking Program Implementation Services. City staff held an initial kick-off meeting with the consultant in August and is working to schedule an Ad Hoc meeting to review the schedule and community engagement planOn September 16, 2024, a Joint City Council/Planning and Preservation Commission meeting was held to discuss the Downtown January 21, 2025 Regular CC Mtg Page 87 of 518
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Master Plan, this included a discussion on parking in the commercial corridors. On October 7, 2024, the City Council awarded a contract to IPS Solutions Inc. to upgrade all parking meters in the downtown area to smart meter.

On November 6, 2024, City staff and Dixon Resources Unlimited met with the Ad-hoc Committee to discuss the Residential Parking Permit Implementation Project and obtain relevant feedback.

Additionally, On November 21, 2024, the first of multiple residential parking permit related community outreach meetings was held at Las Palmas Park. Seventeen (17) members of the community attended the meeting and provided substantial feedback on the proposed program; the meeting lasted over two (2) hours.

Next City Council Action: A Presentation of guidelines for proposed Residential Parking Program is tentatively scheduled for April 2025.

Tentative Completion Date: July 2025
Title: City Facility Condition Assessment Report
Description: The Facilities Condition Assessment (FCA) report is a comprehensive evaluation of the current condition of all city owned facilities (buildings).This report is used to assess the physical state of the facilities, identify deficiencies, and estimate the costs associated with repairs, maintenance, and capital improvements. Key Components of a Facilities Condition Assessment Report: Inventory of Assets: A detailed list of all the assets being assessed, including buildings, infrastructure, and equipment. Visual Inspections: On-site inspections of the facilities to assess the condition of structural, mechanical, electrical, plumbing, and other building systems. Condition Ratings: Assigning condition ratings or scores to different components based on their current state, typically ranging from “excellent” to “poor.” Deficiency Identification:

Identifying and documenting deficiencies or issues that need to be addressed, such as structural damage, outdated systems, or safety hazards. Cost Estimates: Providing cost estimates for the repairs, replacements, and improvements needed to bring the facilities up to desired standards or maintain their current state. Prioritization: Recommendations for prioritizing repairs and maintenance based on factors like safety, regulatory compliance, and potential impact on operations. Life Cycle Analysis: Analyzing the expected remaining useful life of building systems and components to plan for future replacements or upgrades. Recommendations: Strategic recommendations for maintaining, repairing, or upgrading the facilities, including short-term and long-term plans. Facility Condition Index (FCI): A metric often included in the report that provides a snapshot of the overall condition of the facility. It is usually calculated by dividing the total cost of repairs by the replacement cost of the facility.

The purpose of the FCA report includes; Strategic Planning: Helps organizations plan and budget for maintenance, repairs, and capital improvements over time. Resource Allocation: Assists in allocating resources more effectively by identifying priority areas. Risk Management: Identifies potential risks related to the physical condition of the facilities that could affect safety, compliance, or operations. Compliance: Ensures that facilities meet regulatory requirements and industry standards. Improvement Tracking: Provides a baseline to measure the progress of facility improvements over time.

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FCA reports are commonly used by property owners, facility managers, government agencies, and educational institutions to manage their physical assets and make informed decisions about maintenance and capital investments.

Status: Project kick-off meeting was held on October 16, 2024. Project is stalled due to staffing considerations.

Next City Council Action: No City Council action required at this time.

Tentative Completion Date: June 2025
Title: Fixed Route ADA Sidewalk Improvement Project
Description: The Fixed Route ADA Sidewalk Improvement Project consists in upgrading damaged and non-ADA compliant sidewalks, drive approaches, curb and gutters, wheelchair ramps, etc., along transit routes: Truman Street, from Brand Boulevard to Maclay Avenue; Hubbard Avenue from San Fernand Road to First Street; and Seventh Street and Harding Avenue.

Status: Determine detailed scope of work, field-checking sites, preparing cost estimates, preparing project specifications, identifying conflicting utilities, identifying business access that will be impacted by proposed construction. Complete project specifications and construction quantities, and advertise project for construction.

Next City Council Action: Award a construction contract, tentatively scheduled for March 2025.

Tentative Completion Date: To be determined.

Title: Las Palmas HVAC Project
Description: Las Palmas Park is one (1) of the City’s primary community centers that hosts many in-person programs and activities each week. It also serves as one of the City’s two (2) cooling centers during the hot summer months. Consequently, a functioning heating, ventilation and air condition (HVAC) system is imperative at this community center. Using ARPA funding, City Council has approved funding for partial replacement of the HVAC system at Las Palmas Park.

Due to funding, the project is limited to upgrading the unit that serves the gym as it is the most used part of the building for events.

Status: On August 19, 2024, the City Council awarded a contract to Carrier Corporation. There is 10-12 week lead-time to receive equipment.

Next City Council Action: Acceptance of project, scheduled for winter 2025.

Tentative Completion Date: Winter 2025
Title: Emergency Generator Installation at Las Palmas and Recreation Park Facilities Description: Having emergency generators at a park cooling centers serves several important purposes, especially during extreme weather events or power outages. A generator ensures that January 21, 2025 Regular CC Mtg Page 89 of 518
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cooling centers remain operational during power outages, which are common during extreme weather, allowing them to provide essential services such as air conditioning, lighting, and power for critical equipment like medical devices and refrigeration units. These centers offer a safe haven for vulnerable populations, including the elderly and those with medical conditions, and serve as a hub for community resilience by providing a dependable place for residents to gather, receive information, and access resources during emergencies. Additionally, they support the coordination of emergency services, distribution of supplies, and help protect public health by reducing heat-related illnesses and fatalities. By ensuring the center's functionality, emergency generators demonstrate preparedness and reliability, reinforcing public trust and establishing the cooling center as a vital part of the local emergency response plan.

Overall, emergency generators at the park cooling centers are a critical investment in community safety and resilience, ensuring that the center can provide essential services and a safe environment regardless of power grid stability.

Status: Two (2) generators have been received and placed on their respective concrete pads. The design for connecting generators to the switching mechanism and to the building is currently in plan check. The project continues to be in the plan check stage. Engineering is working with Community Development to finalize the process.

Next City Council Action: Approve Notice of Completion in January 2025.

Tentative Completion Date: To be determined.

Title: Civic Center Beautification (Painting) Project
Description: The Civic Center Beautification Project includes minor wall repairs, pressure washing block walls, painting the exterior of City Hall and the Police Department, and applying wood stain to wood surfaces. City Hall and the Police Department will remain open for business during the project.

Status: On August 5, 2024, the City Council awarded a contract to US National Corp. The project began September 2024. Staff obtained a quote from US National Corp to paint the entrance lobby of City Hall and the exterior of the Police Station. The change order amount came within the projects’ budgeted amount and will proceed with the work. At the October 21 City Council meeting, a color selection was made for the San Fernando Police Department. Additional modification, including color changes, relocation of the city seal at the frontage of the building and the additional of lettering to the city hall building were requested. The contractor provided updated renderings of the proposed exterior paint scheme for City Hall, which were approved by City Council on November 18, 2024. Work began on the improvement on November 26, 2024.

Next City Council Action: Notice of Completion is expected to be presented to City Council in March 2025.

Tentative Completion Date: January 2025
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Title: Urban Forest Management Plan
Description: An Urban Forest Management Plan (UFMP) is a comprehensive blueprint for the sustainable care and stewardship of trees within the City. It encompasses a range of strategies aimed at preserving, enhancing, and effectively managing the City’s urban forest ecosystem.

These strategies in the UFMP include tree preservation, strategic planting initiatives, routine maintenance activities, and continuous community engagement efforts.

Status: On May 6, 2024, the City Council approved the Urban Forest Management Plan. Direction during that meeting included the following follow up items:
• Policy for the removal of trees
• Creation of Tree Commission and specific responsibilities • Define what “Tree City USA” actually stands for
Additionally, at the August 12, 2024 Planning and Preservation Commission meeting, the role of the Commission as the City’ Tree Commission was discussed.

Next City Council Action: Review of updated policies per direction on May 6, 2024 to be scheduled in February 2025.

Tentative Completion Date: January 2025
Title: Downtown Trash Enclosures
Description: Renovate City owned trash enclosures in the San Fernando Mall area, to include doors, roofs, security and enhance appearance. Trash enclosures located in alleys parallel and north and south of San Fernando Road.

Status: Initial surveys of existing trash enclosure sites at the San Fernando Mall have been completed. Preparing concept designs for trash enclosures, preliminary cost estimates and project schedule. Plan to construct prototype trash enclosure to evaluate before constructing the remaining trash enclosures. On October 7, 2024, the City Council received and filed a presentation on Downtown Mall area trash enclosures.

Next City Council Action: Present design renderings and cost estimates of trash enclosures is tentatively scheduled for January 2025.

Tentative Completion Date: Pending City Council direction, planned construction completion date is summer 2025.

Title: City Owned Right-of-Way Beautification
Description: Improving city-owned rights-of-way (ROWs) for beautification is a multi-faceted effort that enhances the visual appeal, functionality, and environmental quality of public spaces such as streets, medians, sidewalks, bikeways and easements.

Status: City Own Right of Way Beautification Streetscape (Parkways, Medians and Islands) - Working with the water division, operation staff is reestablishing the necessary infrastructure to support healthy vegetation within the city’s public right-of-ways, this work is including the January 21, 2025 Regular CC Mtg Page 91 of 518
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replacement of backwater flow devices, irrigation components and electrical/control wiring which have been stole. Staff is in the process of developing a comprehensive list of work activities for all location including city entrances islands, parkways, bikeway and medians. This includes review of the large planter pots along the Maclay Corridor.

Vacant Tree wells - Staff has request information on available species and estimated cost for replacement trees for the vacant tree wells in the downtown area. Once the trees are procured planting will take place this Fall. Fall is considered the best time of planting trees for several reasons which include, cooler temperatures, adequate soil moisture, root growth focus, less pest and disease pressures, less competition from weeds, easier soil conditions as well as period for spring growth preparation.

Next City Council Action: No City Council action anticipated.

Tentative Completion Date: Ongoing.

Title: Project Labor Agreement
Description: A Project Labor Agreement (PLA) is a pre-hire collective bargaining agreement establishing the terms and conditions of employment for a specific construction project. In general, PLAs are often used on large-scale construction projects to support labor relations, establish uniform work conditions, and potentially mitigate labor disputes.

To evaluate if a Project Labor Agreement is suitable for an organization, staff is researching the following information to be presented to City Council for consideration:

Understand the Project: Assess the nature, scope, and requirements of the construction project in question. Consider factors like project size, complexity, timeline, and potential labor issues.

Evaluate Pros and Cons: Identify the potential benefits and drawbacks of implementing a PLA.

Conduct Cost-Benefit Analysis: Evaluate the financial implications of entering into a PLA.

Legal Considerations: Assess the legal implications of implementing a PLA in the project jurisdiction. Ensure compliance with local, state, and federal labor laws, as well as any regulatory requirements related to PLAs.

Next City Council Action: Scheduled to be presented to the City Council in February 2025.

Tentative Completion Date: To be determined based on City Council direction.

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Title: City Fleet Replacement and Heavy Equipment Program Description: The City Fleet Replacement and Heavy Equipment Program is designed to effectively manage, maintain, and optimize the city’s fleet of vehicles and heavy equipment. This program ensures that all city-owned assets, including cars, trucks, specialized vehicles, and heavy machinery, are safe, reliable, cost-effective, and ready to support city operations. The program supports various city departments such as public works, public safety, parks and recreation, and transportation, providing essential vehicles and equipment to carry out their missions efficiently.

During the FY 2024-2025 Budget process, the City Council approved an enhancement of $210,000 to purchase a new backhoe.

Status: The Department has initiated the purchase of heavy equipment for maintenance work and is in the process of evaluating its current fleet of vehicles and heavy equipment. Staff is in the process of Identify the need, clearly define the requirements for the heavy equipment based on the specific maintenance tasks, to ensure that the proper piece of equipment is procured that meets the needs of the department. This involves understanding the type, size, and specifications of the equipment required.

This identification of the need will be followed by staff conducting a needs assessment which will evaluate the current vehicle and equipment inventory and determine if there are gaps that the new purchase will fill. This assessment will consider the equipment’s usage frequency, the scale of maintenance work, and potential future needs among other factors. Once the needs assessment is completed, staff will be conducting research on suppliers and what are the equipment options. Staff will investigate potential suppliers and compare different equipment models. Consider factors such as reliability, warranty, after-sales support, and compatibility with existing equipment will all be considered.

Next City Council Action: December 2024 Heavy Equipment and January 2025 Public Works Vehicles
Tentative Completion Date: Ongoing program.

Title: Fog Seal Coating of Public Parking Lots
Description: The Fog Seal Coating of Public Parking Lots Project involves a pavement treatment to create a more acceptable travel surface to the road at a significant reduction in price, when compared to traditional overlays or reconstructions. A total of nine (9) parking lots will be resurfaced. The project also involves crack sealing, asphalt repairs and restriping of parking stalls.

The lots that form part of the project include:
• Parking Lot 3
• Parking Lot 5
• Parking Lot 6N
• Parking Lot 7
• Parking Lot 8
• Parking Lot 9
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• Parking Lot 10
• City Hall Parking Lot
• San Fernando Police Department Parking Lot
Parking Lots 1, 11, and 12 were completed as part of previous projects. Parking Lot 2 is a concrete parking structure therefore this type of treatment does not apply. Parking Lot 4 is part of the upcoming Calles Verdes Project.

Status: In order to not impact activity for merchants of the San Fernando Mall during the Holiday season the project has been pushed to start in February 2025.

Next City Council Action: Acceptance of the project is tentatively scheduled for June 2025.

Tentative Completion Date: May 2025
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Police Department.

Title: Police Station Cameras and Parking Lot Security Improvement Project Description: The San Fernando Police Department is enhancing its station security through the 2022 Urban Area Security Initiative (UASI) Grant, a federal program under the Department of Homeland Security aimed at strengthening local communities against potential threats.

Grant-funded activities are restricted to UASI National Priorities, including the protection of soft targets and crowded places. These improvements include installing additional cameras in critical unmonitored areas and upgrading the resolution of existing cameras for better coverage.

Additionally, the outdated access control system will be replaced with a modern key fob system, enhancing security by tracking and restricting access to designated areas, ensuring only authorized personnel can enter. This upgrade also enables the department to limit or revoke access for separated employees, preventing them from entering restricted areas.

This project also includes improving security for the Police Department parking areas. The Detective Parking Lot is currently ungated and vulnerable to tampering and break-ins, with multiple incidents of unauthorized individuals loitering or entering the lot. Unauthorized vehicles also frequently block the lot's entrance, delaying emergency responses. Installing a controlled access gate will prevent unauthorized individuals from entering and obstructing the lot, thereby improving safety for both sworn officers and civilian personnel. To further secure the area, a guardian-style wrought iron fence will be installed atop the existing five-foot cinderblock wall and a mesh screen will be added to the gate will protect officers and vehicles from being observed, especially when officers are transporting firearms or arrestees The budget allocation for the Police Station Cameras/Access Control project is $114,408 from grant funds. The budget allocation for the Parking Lot Security Improvement project is $89,982 from grant funds.

Status: The City Council approved a contract amendment with BearCom on November 18, 2024.

Work on the project began in late November and is ongoing, with an anticipated completion date in early March.

Parking Lot Security Improvement Project – Staff is awaiting the UASI 2024 Subaward Agreement from the City of Los Angeles. Once the agreement is secured and approved, staff will proceed with a notice inviting bids for the project.

Next City Council Action: No additional City Council action required.

Parking Lot Security Improvement Project – Approve the 2024 UASI Subaward agreement once received from the City of Los Angeles (estimated in early 2025).

Tentative Completion Date: Police Station Cameras/Access Control, March 2025; Parking Lot Security Improvement Project, December 2025.

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Title: Law Enforcement Technology Improvements
Description: Handheld Ticket Writers – During the FY 2024-2025 Budget Process, the City Council approved an ongoing budget enhancement of $30,000 for the lease and integration of four handheld ticket writers into the Department’s Records Management System. This acquisition will reduce redundant labor for Records Bureau staff, minimize human errors in data transcription and entry, and allow staff to focus on other duties. Additionally, it will help the Department maintain timely compliance with federal and state regulations while enhancing its traffic enforcement capabilities.
eSubpoena – During the FY 2024-2025 Budget Process, the City Council approved a one-time enhancement of $7,320 and an ongoing enhancement of $4,000 for the purchase and integration of eSubpoena software. This software will increase administrative efficiency related to subpoena service and court notifications. This technology will also reduce data entry and human error in Subpoena tracking and record keeping and free up staff time for other responsibilities, benefiting both officers and the public.

Flock ALPR Camera System – On September 14, 2023, the City received a grant from the Board of State and Community Corrections (BSCC) Organized Retail Theft (ORT) Program, allocating $340,050 for the lease, installation, and implementation of Automated License Plate Readers (ALPR). The City Council subsequently approved a Master Services Agreement with Flock Safety for the installation and maintenance of 37 Fixed ALPRs throughout the City.

Status: The City Council approved a professional services agreement with Turbo Data Systems, Inc. (TDS) on November 18, 2024. All parties have signed the agreement and the Ticket Writers have been ordered. Delivery of devices is pending.
eSubpoena – Staff participated in a project kick-off meeting on October 10, 2024. A purchase order for the vendor has been issued. All users of the software have been identified, and their information has been submitted to the vendor for configuration. Installation of the software is pending.

Flock ALPR Camera System – All 37 cameras are now installed and operational.

Next City Council Action: Handheld Ticket Writers – No additional City Council action required. eSubpoena – No additional City Council action required.

Flock ALPR Camera System – No additional City Council action required.

Tentative Completion Date: Handheld Ticket Writers, January 2025; eSubpoena, January 2025; Flock ALPR Camera System, Installation Completed September 2024 January 21, 2025 Regular CC Mtg Page 96 of 518
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Title: Police Department Overtime
Description: On August 19, 2024, the City Council approved an additional overtime allotment of $50,000. A resolution to appropriate the funds was subsequently approved by the City Council on September 3, 2024. The additional overtime is designated to address public safety concerns, specifically focusing on traffic and parking enforcement, DUI saturation patrols, enhanced investigative efforts, and crime suppression.

Status: On Wednesday, August 28, 2024, the San Fernando Police Department (SFPD) Special Enforcement Team (SET), Detective Bureau, and a California State Parole Agent conducted a 290 PC Sex Registrant Compliance Check in San Fernando. The team visited the residences of nine (9) sex registrants, including individuals on active parole, to verify their compliance with release conditions. One (1) individual was arrested for failing to meet registration requirements.

On September 5, 2024, the SFPD Detective Bureau, SET, several California State Parole Agents, and a Probation Officer conducted a Parole/Probation Compliance Check. The team visited five (5) residences, contacted four (4) parolees, and made one (1) arrest for a parole violation.

On October 10, 2024, SFPD officers conducted a Crime Suppression Detail focused on surveillance and patrol of high-crime areas within the City. The detail resulted in one (1) traffic stop and one (1) pedestrian stop with a narcotics arrest.

On October 12, 2024, SFPD conducted a Parking Enforcement Detail. During this detail, a Community Service Officer (CSO) assisted police officers with traffic control at a traffic collision, responded to one parking call for service, and issued 51 parking citations.

On Saturday, October 19, 2024, SFPD conducted a Parking Enforcement Detail. During this detail two Community Service Officers (CSO) issued 69 parking citations.

On Tuesday, October 22, 2024, one (1) SFPD officer conducted a Traffic Enforcement Detail throughout the city. The officer issued eight (8) traffic citations, impounded two (2) vehicles, and arrested one (1) individual for an outstanding warrant.

On Wednesday, October 23, 2024, an SFPD Officer conducted a Traffic Enforcement Detail throughout the city. The officer issued 12 traffic citations.

On Thursday, October 31, 2024, SFPD officers provided high-visibility patrol, including foot and bicycle patrols in the area surrounding Orange Grove Avenue. Throughout the evening, officers interacted with community members and ensured that trick-or-treaters enjoyed a safe Halloween.

On Tuesday, November 5, 2024, SFPD’s Special Enforcement Team (SET) and Target Asset Protection Specialists conducted an undercover operation targeting shoplifters and organized retail theft at the San Fernando Target store. The operation resulted in the detention of six shoplifters, including three juveniles, one with an outstanding warrant. Another suspect was in January 21, 2025 Regular CC Mtg Page 97 of 518
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possession of contraband. All suspects were arrested and booked for various theft-related offenses, and the stolen merchandise was recovered and returned to Target.

On Tuesday, November 12, 2024, an SFPD officer conducted a Traffic Enforcement Detail throughout the City.

On Saturday, November 16, 2024, SFPD conducted a Parking Enforcement Detail. During this detail, two (2) CSOs issued 71 parking citations.

On Thursday, November 21, 2024, SFPD officers conducted a Crime Suppression Detail focused on surveillance and patrol of high-crime areas within the City. Five traffic citations were issued.

On Friday, November 22, 2024, an SFPD officer conducted a Traffic Enforcement Detail throughout the City, which led to the issuance of nine citations and the arrest of an unlicensed driver.

On Monday, November 25, 2024, SFPD detectives conducted a Bike Patrol Detail, resulting in one warrant arrest.

On Thursday, December 5, 2024, SFPD detectives and officers conducted a search warrant at a pawn shop in Arleta. The search warrant resulted in the arrest of one suspect and the recovery of $27,497.94 in stolen property.

On Saturday, December 7, 2024, SFPD conducted a Parking Enforcement Detail. During this detail, an SFPD CSO issued 21 parking citations and impounded one vehicle for expired registration.

On Friday, December 13, 2024, SFPD conducted a DUI Saturation Patrol Detail, resulting in three arrests and three citations.

On Saturday, December 14, 2024, SFPD conducted a Parking Enforcement Detail. One CSO issued forty-four (44) parking citations.

On Friday, December 20, 2024, SFPD’s Special Enforcement Team (SET) and Target Asset Protection Specialists conducted an undercover operation targeting shoplifters and organized retail theft at the San Fernando Target store. The operation resulted in one (1) felony arrest and one (1) misdemeanor arrest.

Additional special enforcement, crime suppression, traffic and parking enforcement, and saturation patrol details are pending.

Next City Council Action: No additional City Council action required.

Tentative Completion Date: January 2025
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Title: Police Officer Staffing Update
Description: During the FY 2024-2025 Budget Process, the City Council approved a recurring budget enhancement of $40,000 for a Police Corporal Program to support the Department's succession planning. Additionally, the City Council approved a one-time enhancement of $15,000 to boost recruitment efforts (including background investigations, polygraphs, psychological evaluations) aimed at filling personnel vacancies.

Status: All 35 sworn police officer positions are filled, with four (4) officers in various stages of field training and one (1) Police Recruit currently attending the Rio Hondo Police Academy.

One (1) Level III Reserve Officer and one (1) full-time Police Officer were on boarded Tuesday, November 19, 2024.

Candidates for the Commander position completed the written exam on Wednesday, November 20, 2024. Candidates completed interviews in December 2024.

A draft job specification for the Police Corporal position has been provided to the San Fernando Police Officers’ Association and is currently being reviewed.

Next City Council Action: The Police Corporal Review and approval of the Police Corporal job description, date to be determined.

Tentative Completion Date: February of 2025
Recreation & Community Services.

No project updates.

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Finance.

Title: Enterprise Resource Planning Software (Finance System) Description: The City’s current financial system, Tyler Eden, will no longer be supported effective March 2027. In preparation, Staff will focus on awarding a professional services agreement and initiating implementation for replacement of the Project goals for Phase I of this transition will focus primarily on development of General Ledger – Financials and data migration. Through the Adopted Fiscal Year 2024-2025 Budget, the City Council approved funding for system replacement for $100,000 towards implementation expenses and $40,000 in ongoing software subscription costs.

Status: Staff held initial demonstrations with three (3) software vendors specializing in municipal government financial systems in June and July. Based on evaluations, two (2) vendors were invited to present onsite in August and September. The City Council approved a contract for award of software and implementation services with Tyler Technologies ERP at the November 18, 2024 meeting.

Next City Council Action: No additional City Council action required.

Tentative Completion Date: A project kickoff is being scheduled for April 2025. Implementation time is anticipated to take up to 24 months across three (3) phases: Phase 1 – Financials; Phase 2 – Utility Billing; and Phase 3 – Human Resources/Payroll.

Title: Update on City’s OPEB/Pension Liabilities
Description: The City provides full-time employees with a defined benefit pension through the California Public Employee’s Retirement System (CalPERS) and pays other post-employment benefits (OPEB) to certain retirees or a group of retirees for health care costs. City Council has requested an informational presentation on OPEB actuarial report and related investments from the City’s financial advisor.

Status: Staff is in coordination with the City’s actuarial services consultant, Foster & Foster, in the development of the updated valuation reporting for the fiscal year ending June 30, 2023. Initial data has been provided to the consultant, which is being used to generate reporting and disclosure issues and assists the City with understanding the financial statement impact, the effect of actuarial assumptions and methodology, development of funding policies and recommended contributions, and a review of the plan design.

Next City Council Action: Staff anticipates a final report for presentation to City Council by February 3, 2025.

Tentative Completion Date: February 2025
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Title: Residential Water Service Shut Off Policy
Description: On July 15, 2024, the City Council approved the Discontinuation of Residential Water Services for Non-Payment Policy as required by Senate Bill 998 (SB 998) and Senate Bill 3 (SB 3) which will take effect January 1, 2025. City Council also moved to direct staff to return at a future meeting with guidance and recommendations regarding the City’s ability to collect delinquent sums on the tax roll similar to the manner in which delinquent trash sums are also collected.

Status: Staff has conferred with the City Attorney to research this item to analyze a) if assessments are allowable for residential water services due to non-payment and b) the pros/cons of this process versus a water shut-off process. Preliminarily, we were advised as follows:
1) Charges for water consumption are property related fees and charges within the meaning of Proposition 218 (codified under Article XIIID of the California Constitution); 2) As such, an ordinance or resolution establishing or increasing water rate charges requires the conduct of a so-called “majority protest” public hearing which requires the issuance of a written notice to water customers no less than 45 days from the date of the hearing; and
3) In order to preserve the ability to collect delinquent water charges on the tax roll, the City, as part of the majority protest approval process, must send notice to the owners of real property parcels that receive water service, even if the property owner is not the water customer (e.g., where the water customer is a tenant and not the owner affect parcel). (See Govt. Code Section 53755(a)(3) and Health & Safety Code Sections 5471, 5473 and 5473a). If the City did not provide such notice when it last conducted a majority protest hearing setting its current water rates, it would require the initiation of a new majority protest process in which such notice was provided to property owners (not just customers) for the City to avail itself of the right to collect delinquent charges on the tax roll.

Staff is continuing to work with the City Attorney and additionally in process of surveying other municipal operations to illustrate use of assessments versus water shut-off process for residential water services due to non-payment.

Next City Council Action: At the January 6, 2024 Meeting, City Council directed staff to move forward as previously directed by City Council regarding the water service shutoff policy and to provide an update on outstanding delinquencies during consideration of the Water and Sewer Fee Study and the Prop 218 process, to occur within approximately one year.

Tentative Completion Date: Follow up to be provided in concert with the Water and Sewer Fee Study and Prop 218 Process, anticipated to occur by January 2026.

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Title: American Rescue Plan Act (ARPA) Allocations
Description: The City has received a total of $5,818,339 American Rescue Plan Act (ARPA) funds.

Through the Fiscal Year 2024-2025 Budget Study Sessions, City Council provided direction on the current ARPA Expenditure Plan (see Attachment “B”). Subsequent recommendations were provided at the July 15, 2024 City Council Meeting to reduce funding from the First Time Homebuyer Support & Rehab Loan Revolving Fund (Project #15) from $100,000 to $50,000 and increase the Sidewalks Repairs (Project #14) from $1,071,839 to $1,121,839. Per City Council direction, all remaining balances from completed projects will be directed for use to the Sidewalk Repairs (Project #14).

Status: Status updates regarding each approved project and associated budget are enclosed in Attachment “B”.

Next City Council Action: All ARPA funds have been contracted by the December 31, 2024 deadline. Staff will continue to use this report to ensure funds are fully expended by the December 31, 2026 deadline.

Tentative Completion Date: All funds must fully expended by December 31, 2026.

Title: Online Bill Payment System (Paymentus)
Description: Currently, the City provides water and sewer utility customers with the option to pay utility bills in person at City Hall, by mail, by direct debit from a checking account or via drop box. In person, only cash, checks, and debit cards are accepted for payment. The City Council adopted the Fiscal Year (FY) 2023-2024 Budget, which included a Finance Department Work Plan objective to identify a utility payment software solution to provide residents with expanded payment options for credit card and online payments.

Status: On October 16, 2023, the City Council approved an agreement with Paymentus Corporation for online payment services. Due to staff turnover, however, the vendor did not countersign the agreement until December 2023 and the kickoff did not occur until January 2024.

The implementation of the system also proved challenging due to the City’s current financial accounting system, which has limitations due to impending retirement in March 2027. Staff was able to develop an alternative method for integration through its cashiering system, but system testing was halted because of issues that arose during the transition of IT Managed Services, which have not yet been resolved. With a new IT service provider, this project has been prioritized with testing in its final phase with an expected roll out in February 2025.

Next City Council Action: No additional City Council action required.

Tentative Completion Date: February 2025
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BUDGET IMPACT:

There is no additional budget impact to receiving and filing this status report. All reported enhancements, projects, and priorities currently have sufficient funding as appropriated through the Fiscal Year 2024-2025 Adopted Budget.

CONCLUSION:

It is recommended that the City Council receive and file this status update on enhancements, projects and City Council priorities and provide direction, as appropriate.

ATTACHMENTS:

A. My San Fernando App Work Order Reports
B. ARPA – Expenditure Plan & Status Report
C. Completed Items
D. Expiring Contracts
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24-Feb 24-Mar 24-Apr 24-May 24-Jun 24-Jul 24-Aug 24-Sep 24-Oct 24-Nov 24-Dec 25-Jan Total Building Code Violation 6 5 8 10 12 13 15 16 23 25 4 2 139 Homelessness Outreach 20 16 10 14 8 21 12 17 37 8 9 3 175Property Maintenance 000000000000 0 Total - Community Development 26 21 18 24 20 34 27 33 60 33 13 5 314Abandoned Vehicle 12 3 6 3 3 6 13 10 9 7 3 0 75Total - Police 12 3 6 3 3 6 13 10 9 7 3 0 75Bus Stop/Shelter Maintenance 000000030000 3City Trees 0 4 2 5 3 9 8 14 12 6 19 7 89 Graffiti and Sign Posting on P 66 50 56 60 52 82 95 93 70 39 27 7 697Graffiti on Private Property 53 68 59 42 56 54 49 61 89 55 49 10 645Illegal Dumping and Litter 64 49 69 60 55 99 90 98 86 71 47 8 796Park Maintenance 0 6 4 0 2 2 1 15 3 2 2 0 37Sidewalk Repair 6 9 7 8 7 11 6 18 23 4 4 0 103Storm Drain and Flooding 101200403010 12Street Lighting 12 14 5 7 15 15 12 18 9 24 12 9 152Street Repair 11 38 5 4 9 8 6 11 5 6 7 0 110Street Signage 1 0 3 2 4 17 7 2 4 3 2 1 46Traffic Signal 100042284254 32Total - Public Works 215 238 211 190 207 299 280 341 308 212 175 46 2722Total All Topics 253 262 235 217 230 339 320 384 377 252 191 51 3111 One Year Analysis of Opened Requests
Ending January 2025
Community DevelopmentPolicePublic WorksAll Topics
ATTACHMENT "A"
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ATTACHMENT "B"

ITEM STATUS PROJECT/PROGRAM BUDGETED REVISED BUDGET SPENT CONTRACTED REV BALANCE 1 Complete Annual Street Repavement - Phase II 1,007,232 1,007,232 1,007,232 - - 2 Complete COVID-19 Relief/Response Reimbursement 205,940 205,940 205,940 - - 3 Complete Layne Park Revitalization Project 200,341 200,000 200,000 - - 4 Complete Council Chambers/AV Upgrade 24,981 24,981 24,981 - - 5 In Progress Upper Reservoir Project 850,000 850,000 731,978 118,023 - 6 In Progress Homeless Outreach Services 300,000 300,000 145,126 154,874 - 7 In Progress Pioneer Park Project 254,961 255,235 - 255,235 - 8 In Progress Downtown Master Plan 250,000 250,000 135,205 114,795 - 9 Complete Annual Street Repavement - Phase III 250,000 250,000 250,000 - - 10 In Progress Technology Improvements 179,845 179,845 31,171 148,674 - 11 In Progress Las Palmas & Rec Park Generator Project 150,000 150,000 68,561 81,439 - 12 In Progress City Mobile App - Virtual San Fernando 148,200 148,200 50,632 97,568 - 13 Complete Feasibility Study - New City Park Space 50,000 49,592 49,592 - - 14 In Progress Sidewalk Repairs 1,006,900 1,016,595 - 1,016,595 - 15 In Progress First Time Home Buyer & Rehab Loan Program Revolving Fund 50,000 50,000 - 50,000 - 21 In Progress Bus Shelter Project 114,939 114,939 - 114,939 - 16 In Progress Las Palmas HVAC Project 400,000 399,848 115,568 284,280 - 17 In Progress Citywide Curb Repainting 200,000 200,000 178,709 21,291 - 18 In Progress City Hall Beautification 100,000 99,770 - 99,770 - 19 In Progress Park IT Server Room Transition 50,000 45,909 10,634 35,275 - 20 In Progress Wifi at LP & Recreation Park w/Computer Rooms 25,000 20,254 20,254 - - Total $ 5,818,339 5,818,339 $ 3,225,581 $ 2,592,758 $ - NOTE: Per City Council direction, remaining balances from completed projects have been directed to the Sidewalk Repairs. Changes from original budget are denoted in blue.

All funds have been fully contracted by December 31, 2024, per ARPA guidelines. Staff will continue to report on expenditures through the December 31, 2026 deadline.

ARPA Expenditure Plan & Status Report
January 21, 2025 Regular CC Mtg Page 106 of 518
ATTACHMENT “C”

COMPLETED ITEMS
Changes to each project since the last meeting have been tracked and are shown in red City Manager’s Office & City Clerk’s Office.

Title: City Council Office Redesign
Description: During the FY 2023-2024 budget process, the City Council approved an enhancement to redesign the City Council office to be suitable to host City related meetings. The budget allocation for this program is $5,000.

Status: On May 20, 2024, the City Council authorized staff to move forward with the renovation based on the five (5) desk design presented during the meeting. The City Council Office is substantially complete and is ready for use. The final remaining action is to add the City seal and logo to the office walls.

Next City Council Action: N/A
Tentative Completion Date: Completed in September 2025
Community Development Department.

Title: Animal Control Contract Management
Description: The City contracts with the Los Angeles County Department of Animal Care & Control (DACC) to provide animal control services. Services include field services for animal care and control, including enforcement of state statutes and municipal animal control ordinances, dead animal pickup, and licensing fee canvassing and collection. In addition, kennel and animal shelter services at Los Angeles County shelters, which accept all animals delivered for impoundment from within the City boundaries 24 hours per day is included in the service agreement. Based on City Council direction, staff reported on research related to alternative service providers and determined entering into contracts with other service providers was not feasible for reasons outlined in the agenda report. On May 6, 2024, the City Council approved a five-year Agreement (through June 30, 2029) to provide animal care and control services to the City.

Status: Staff has continued to search potential non-profits or other entities to assist with trapping of the feral cats for the purposes of having them spade or neutered. Unfortunately, to date there has not been one identified. It should be noted that at the Strategic Goals and Budget Session on February 12, 2024, additional animal control services for trapping and relocation was included as a potential area to be funded by available discretionary funds. However, this effort was not funded through the FY 2024-2025 budget process.

Next City Council Action: N/A
Tentative Completion Date: Completed in June 2024
January 21, 2025 Regular CC Mtg Page 107 of 518
2 Title: Homeless Action Plan Implementation and Management Description: In 2022, the City Council adopted a Homeless Action Plan (HAP) to provide a blueprint for addressing the City’s unhoused population. HAP implementation efforts that have been completed to date include:
• In FY 2021-2022, City Council approved creation of a Housing Coordinator position. • In June 2023, the City contracted with North Valley Caring Services to provide street outreach to the City's unhoused population.
• In November 2023, the City entered into a Memorandum of Understanding (MOU) with Home Again Los Angeles for housing and social service resource support. • In December 2023, the City Council authorized the acceptance of a Substance Abuse and mental Health Services Administration (SAMHSA) grant, which provided $175,200 specifically for homeless street outreach services and over $300,000 for mental health clinicians as part of an alternative crisis response effort.
• In July 2024, the City Council approved an updated ordinance to prohibit encampments and storage of personal property in public spaces to regulate the use of public spaces to maintain public health, safety, and order. Encampment ordinances aim to ensure public safety by preventing potential hazards associated with camping in public spaces, such as public health related to unsanitary conditions, improper disposal of waste, preserve spaces like parks, sidewalks, and recreational areas for all members of the public, and reduce the environment for possible criminal activity.

Status: Current HAP implementation efforts include:
• Community Development issued a Request for Proposals (RFP) for Comprehensive Homeless Services in June 2024 to extend homeless services. Staff reviewed proposals from various organizations, interviewed finalists, and prepared recommendations. • The Police Department issued a RFP for Mental Health Clinician Services on August 8, 2024.

The RFP was extended and proposals were due September 6, 2024. Staff interviewed finalist and is preparing recommendations.
• On July 15, 2024, the City Council allocated $50,000 towards a Home Rehabilitation Program in partnership with Habitat for Humanity Los Angeles (Habitat LA). A Professional Services Agreement with Habitat LA to manage the City’s program was approved by City Council on September 3, 2024. The agreement has been executed, a program . Next steps are to has been developed program criteria and applications,. Next steps are to advertise the program and begin implementation.
• On October 21, 2024, the City Council approved Professional Services Agreements with Home Again LA and North Valley Caring Services to provide comprehensive homeless services for a one-year term with possible extensions for a total of a five-year term. • On October 21, 2024, the City Council approved a Professional Services Agreement with Hope the Mission to provide mental health clinician services for a one-year term with possible extensions for a total of a five-year term.
• Pursuant to City Council direction, follow up items related to the encampment ordinance include:
a) Provide a presentation to City Council with strategies to inform businesses and property owners about the encampment ordinance, how to report potential violations, and a process for business/property owners to provide trespass authority to the Police Department. Some of this has been discussed during recent special Community Watch January 21, 2025 Regular CC Mtg Page 108 of 518
3 meetings. A Letter of Agency has been developed in coordination with the City Attorney and implemented by the Police Department.
b) Provide informational resources to unhoused individuals for medical facilities, housing agencies, and transportation services. All of this information is currently provided through our Homeless Outreach Service provider. A presentation was provided to City Council on October 21, 2024.

Next City Council Action: No City Council action required at this time.

Tentative Completion Date: Ongoing.

Title: CDBG Neighborhood Cleanup Program
Description: Annually, CDBG program guidelines require that the City Council approve the planned programming expenditures for the upcoming fiscal year. In May 2024, the City Council approved the FY 2024-2025 CDBG Programs, which included the Neighborhood Cleanup Program. The budget allocation for this program is $25,808.

Status: The agreement has been executed. Eight (8) applications have been approved. Scheduling has begun. Staff continuously receives applications.

Next City Council Action: No additional City Council action required at this time.

Tentative Completion Date: June 2025
Police Department.

Title: Narcotics Incinerator
Description: During the FY 2024-2025 Budget Process, the City Council approved a one-time enhancement of $11,937 for a drug disposal program, funded through Opioid Settlement Funds.

This program will involve purchasing a smokeless narcotics incinerator for the police department to safely dispose of prescription and illicit drugs. The incinerator will eliminate the need to store narcotics at the department until a disposal operation can be organized, which previously required 8 to 10 armed officers to transport drugs to Long Beach—the nearest facility, which is no longer operational. This enhancement will allow the police department to dispose of narcotics and prescription medications on-site, benefiting both the department and the community.

Status: The narcotics incinerator has been purchased and was delivered on September 9, 2024.

Next City Council Action: No further action is necessary.

Tentative Completion Date: Completed in September 2024.

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4 Public Works Department.

Title: Position Reclassification: Convert Four (4) Part-Time Maintenance Workers to Two (2) FullTime Maintenance Workers for Graffiti and Tree Maintenance Description: Converting four (4) part-time maintenance workers into two (2) full-time maintenance workers to two (2) full time positions for graffiti and tree maintenance positions.

Status: Positions have been filled new hires are being on boarded.

Next City Council Action: No City Council action anticipated.

Tentative Completion Date: October 31, 2024.

Title: Street Resurfacing Project – Phase 3
Description: The Phase 3 Annual Street Resurfacing Project has been completed. The project involveds a three-step process of asphalt slurry that help to fill, level, and create a more acceptable travel surface to the road at a significant reduction in price, when compared to traditional overlays. The work covereds approximately two (2) miles of street. In addition to paving activities, new striping and pavement markings will bewas installed, which included refreshing of house numbers on the curbs along the project limits.

The streets that formed part of the base bid included:
• First Street between North Maclay Avenue and Hubbard Avenue • Macneil Street between Third Street and Library Street • Kalisher Street between San Fernando Road and Hewitt Street and between Griffith Street and South City Limits
• Second Street between North Huntington Street and Hubbard Avenue • San Fernando Road between Kittridge Street and South Brand Boulevard • Hubbard Avenue between First Street and Fourth Street • Fourth Street between Hubbard Avenue and North Workman Street • Fourth Street between North Maclay Avenue and North Brand Boulevard • Chatsworth Drive between San Fernando Road and South City Limits • Hubbard Avenue Access Road between Second Street and Fourth Street Status: Construction began on July 8, 2024. The contractor has has completed all paving operations of the contract. Contractor is currently working on punch list itemscompleted the project, including punch list items..

Next City Council Action: Acceptance of the project is tentatively scheduled for January 2025.

Tentative Completion Date: October 2024 (Construction)Completed November 2024 January 21, 2025 Regular CC Mtg Page 110 of 518
5 Recreation & Community Services.

Title: Afterschool Teen Program
Description: During the FY 2024-2025 Budget process, the City Council approved an Afterschool Teen Program that provides a safe, structured environment for activities. The program convenes Monday through Friday, regularly in the hours after school of 3:00 p.m. to 6:00 p.m. and offers activities to help youth between the ages of 11 and 17 learn new skills, and develop into responsible adults. Activities are recreational, educational, cultural and social and may cover topics such as sports, technology, reading, math, science and the arts. This will be a healthy and positive environment where any San Fernando teen can come and engage in positive activities.

Status: Staff recruitments were opened and completed. Staff were identified and are in the onboarding process. Staff training will follow as we work on weekly activity curriculum. Flyer and marketing narrative are in the process of being approved and program equipment, materials and supplies are being procured.

Next City Council Action: No additional City Council action required.

Tentative Completion Date: Program launched on Monday, October 7, 2024.

Title: Park Opportunity Plan
Description: The Park Opportunity Plan (POP) project aims to revitalize urban spaces in the City by conducting a comprehensive land inventory in order to identify opportunities for future use and development. In parallel, the project fostered deep community engagement through activities like walk audits, focus groups, and workshops. The final deliverable includes the land and open space inventory, the SFPOP final report, and new concepts and designs for at least three open spaces.

Status: The Land and Open Space Inventory project is on schedule. The consultant prepared the final report, which was presented to the Parks, Wellness and Recreation Commission on September 12, 2024. On October 7, 2024, the City Council received and filed the final Park Opportunity Plan.

Next City Council Action: No additional City Council action required.

Tentative Completion Date: Completed October 7, 2024
January 21, 2025 Regular CC Mtg Page 111 of 518
CONTRACTS ATTACHMENT "D"
Contract
No.

Effective
Date
Expiration
Date
Company name
Description of Services
Contract
Amount
"Not-to-Exceed"
Extendable Approved By
CC or Admin
Dept. Procurement
Process
Notes
2318 11/13/2024 1/13/2025 Dryworks, LLC Upper Reservoir 4A Engineering and Consultation Assessment Services $3,500.00 30 days Admin PW Informal 2215 2/20/2024 1/14/2025 National Coating & Lining Company Reservoirs 2A & 5 Roof Repair, Job No. 7622 $56,465.00 - CC PW 8/29/2024 NTP and complete w/in 90 working days 2222 1/30/2024 1/30/2025 Rincon Consultants, Inc. Municipal Code Amendment $8,264.00 - Admin CD 9/30/2024: Per Erika R. okay to expire2052 2/7/2022 2/7/2025 Karina Sweeping Company Sweeping Services at City-Owned ParkingLots, Alleys, and Trash Enclosures(Council Opted in for Curbs along bothsides of Maclay between 1st Street and4th Street) $87,600.00 (2) one-year extensions CC PW
2124(c) 1/9/2025 2/25/2025 MLA Green, Inc. dba Studio-MLA Third Amendment for ConstructionEngineering Support Services for SFPacoima Wash Bikeway and PedestrianPath Project $122,480.00 - Admin PW Extending Term
2285 8/19/2024 2/28/2025 Elecnor Belco Electric, Inc. Citywide Traffic Signal Synchronization Project, Job No. 7603, Plan No. P-745 $912,750.00 - CC PW Kenneth confirmed end of February 2025 to complete project2230 2/29/2024 3/1/2025 J&B Landscaping Neighborhood Clean-Up! Program $25,000.00 Two add'l 1yr terms Admin CD2060 3/16/2022 3/16/2025 Willdan Financial Services Cost Allocation Plan $24,500.00 (2) one-year extensions Admin FIN 2060(a) 10/16/2023 3/16/2025 Willdan Financial Services First Amendment for Cost Allocation Plan and User Fee Study (Increasing Comp) $48,000.00 Renewal Option CC FIN 1947(c) 3/20/2024 3/19/2025 Everbridge
Addendum 3 to Contract ServicesAgreement for Mass Notification System(Renewal) $13,159.00 - Admin PD
2289 9/3/2024 3/25/2025 Onyx Paving Company, Inc.

Fog Seal Coating of City Parking Lots, JobNo. 7627 (City Lots 3, 5, 6N, 7, 8, 9, 10,City Hall Parking Lot & Police Parking Lot $552,560.00 - CC PW
11/19/2024: NTP on January 20, 2024, completion w/in 45 working days 2068 4/18/2022 3/30/2025
State of California Department of Forestry and Fire Protection (CAL FIRE) Funding Related to the Calles Verdes: Cityof San Fernando Urban ForestManagement Plan $288,775.53 - CC PW

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CONTRACTS ATTACHMENT "D"
2265 7/1/2024 3/31/2025 Willdan Engineering
Construction Management, Inspection,Labor Compliance and Material TestingServices for the Traffic SignalModifications - 9 Locations HighwaySafety Improvement Project: FederalProject No. HSIPL-5202(019) $202,191.00 - CC PW
Commence w/in 3 calendar days of NTP
2284 8/19/2024 4/2/2025 Carrier Corporation
HVAC Upgrades and Roof Replacementat Las Palmas Park (Sourcewell ContractNo. 070121-CAR) $385,225.00 - CC PW
NTP on 1/3/2025, complete w/in 60 working days
2334 12/30/2024 4/30/2025 Ace Construction & Maintenance Inc Electrical Work at Recreation Park for Server Room Transition $24,307.00 - Admin PW2082 7/5/2022 5/1/2025 TreePeople Development of the City of San Fernando Urban Forest Management Plan $273,775.53 - CC PW 2221 5/1/2024 5/1/2025 Community Bridge Housing Corp. Temporary Housing Services $12,000.00 1 yr extension Admin CD2244 5/22/2024 5/22/2025 Civica Law Group, APC Code Enforcement Legal Services $24,900.00 - Admin CD2166 5/23/2023 5/23/2025 Frontier Communications of America, Inc. One Flat Rate Business Access Line - Main Line $179.94/month - Admin FIN 2148(a) 5/23/2024 5/23/2025 North Valley Caring Services First Amendment for Street Outreach for Individuals Experiencing Homelessness $175,000.00 No Admin CD 2144 4/3/2023 5/31/2025 City of Los Angeles 2022 Urban Area Security Initiative (UASI) Grant Program $141,466.00 - CC PD 2236 4/2/2024 5/31/2025 Rincon Consultants, Inc. Climate Action and Resilience Plan (CARP) - Phase 2 and CEQA Review $351,598.00 - CC CD Filed with Contract No. 2116 - CARP Phase 1
2133 2/6/2023 -
San Fernando Community Hospital dba San Fernando Community Health Center (SFCHC) Letter Agreement to Consent to Alterationsof property located at 732 Mott St. for theinstallation and operation of Solar EnergyGeneration - - CC ADM
Added to Contract Folder No. 1898

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CONTRACTS ATTACHMENT "D"
2133(a) 2/6/2023 -
Tenant: San Fernando Community Hospital dba San Fernando Community Health Center (SFCHC)Provider: Collective Energy Development, LLC Disclaimer Agreement agreeing System(Solar Energy Generation) and allcomponents are the personal property ofProvider $10.00 - CC ADM
Added to Contract Folder No. 1898
2143 3/22/2023 - Rina Cano, Owner
Repealed & replaced with Contract No.2159Settlement Agreement and GeneralRelease - Rina Cano, 1425 Griffith St. -Sewer Lateral - - Admin PW
MANDATORY 50 YR RETENTION (YEAR 2073)
2159 5/22/2023 - Rina Cano, Owner
Replacement & Substitution of SettlementAgreement and General Release ofContract No. 2143 - Rina Cano, 1425Griffith St. - Sewer Lateral - - Admin PW
MANDATORY 50 YR RETENTION (YEAR 2073)
2174 6/20/2023 - North Valley Caring Services Transfer Agreement and Waiver and Release - Vehicle Donation - - CC CD Filed w Contract No. 2148 2200 9/18/2023 - .Gov Domain Registration c/o Verisign, Inc. .GOV Domain Name for City of San Fernando (Mailed letter) - - Admin FIN/IT 2282 8/5/2024 - Kroger OpioIds Implementation Administrator New National Opioid Settlement $75,000.00 - CC CA 2316 11/18/2024 30 days from NTP R.C. Becker Inc. Bus Shelter Construction Project, Job No. 7609 $382,541.73 - CC PW Notice Inviting Bids 2264 7/1/2024 418 days from NTP Brightly Software Inc. Citywide Facility Condition Assessment Consulting Services (Sourcewell Contract Reference No. 090320-SDI) $27,222.00 - CC PW Commence w/in 3 calendar days of NTP, and completed w/in 418 days from NTP 2225 2/20/2024
Commence
w/in 10
calendar days
of NTP, work
shall be
completed by
45 working
days
Zetroc Electric, LLC
New Generator Installation at Las PalmasPark and Recreation Park (SourcewellNumber 092222-GNR) $121,475.00 - CC PW
Commence w/in 10 calendar days of NTP, work shall be completed by 45 working days 2252 6/4/2024 Final Approval by City Ojos Locos Sports Cantina (Applicant) and Impact Sciences Inc. (Consultant) Preparation of Environmental Review Documents (CEQA) at 104 S. Maclay Ave (Project #SPR2024-007) $0.00 - Admin CD 2254 6/12/2024 Final Approval by City Aszkenazy Development Inc. (Applicant) and Kimley-Horn and Associates, Inc. (Consultant) Preparation of Environmental Review Documents (CEQA) at 208 Jessie Street $0.00 - Admin CD

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CONTRACTS ATTACHMENT "D"
2273 7/19/2024 Final Approval by City Midland Contractors Inc (Applicant) and Chambers Group Inc (Consultant) Agreement for the Preparation of Environmental Review Documents Project Location: 833 N. Brand Blvd; Project # SPR2024-001 $0.00 - Admin CD 2296 9/18/2024 Final Approval by City Karnail Chand & Saroj B Trs (Applicant) and Chambers Group Inc. (Consultant) Preparation of Environmental Review Documents (CEQA) at 228 Jessie St. APN: 2519-020-011 (Project #SPR2023- 053) $0.00 - Admin CD2313 11/18/2024 Final Approval by City Midland Contractors Inc (Applicant) and Chambers Group Inc (Consultant) Preparation of Environmental Review Documents (CEQA) at 319 N. Hagar Street, APN: 2520-022-011 $0.00 - Admin CD Not Applicable2327 11/22/2024 Final Approval by City San Fernando Recovery (Applicant) and Chambers Group Inc (Consultant) Agreement for the Preparation of Environmental Review Documents (CEQA) Project Location: 732-762 Griswold $0.00 - Admin CD Not Applicable2001 10/18/2021 indefinite California Community Economic Development Association (CCEDA) Implement local micro and small businessgrant program, and technical assistance tosupport the City's economic development $25,000.00 RCS
2151 5/1/2023 indefinite Shuster Advisory Group, LLC Consultant Services for OPEB Trust $24,000/FY - CC FIN2034 12/25/2008 Month to Month Los Angeles County Metropolitan Transportation Authority (LACMTA) Los Angeles County MetropolitanTransportation Authority Metro Pass SellerAgreement - Sell Metro Paper Passes Admin ADM
2182 7/20/2023 N/A
Sandra Finch, an individual, (“Claimant”) for and on behalf of herself and the Calderon/Shaug Families Release Liability Agreement regarding:

Grace Shaug Calderon is the originalowner/lender of various personal itemsthat were loaned for an indefinite period oftime to the Lopez Adobe Historical Siteand Preservation Commission (the“Historical Commission”) for display at theLopez Adobe site. $0.00 N/A
Admin/
Parks
Wellness
Commission
RCS
1991 8/2/2021 Project Completion Los Angeles County Flood Control District San Fernando Regional Park Infiltration Project (Grant) $1,029,764.00 - CC PW

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CONTRACTS ATTACHMENT "D"
2098 8/10/2022 Project Completion Department of Transportation (Caltrans) Program Supplement No. F014 toAdministering Agency-State Agreement forFederal-Aid Project no. 07-5202F15(Project No. ATPL-5202(020) - PacoimaWash Access Road from Fourth St toEighth St $2,486,000.00 - Admin PW
Replace signature page when Caltrans signs
2199 9/22/2023 Project Completion State of California Department of Transportation Funds Transfer Agreement - Budget Act of2022 (the Act) from the State GeneralFund to Caltrans, to be allocated to SanFernando for the Pacoima WashPedestrian Bridge $7,500,000.00 CC ADM
2218 12/5/2023 Project Completion Climate Resolve, Fernandeño- Tataviam Band of Mission Indians, and Pacoima Beautiful Partnership Agreement for the Partnership Structure for the SF Climate Action Resilience Plan Project - Admin ADM/C D 2177 7/17/2023
Through
expediture of
Grant Funds
Northeast Valley Health Corporation
State of California Department HealthCare Services Appropriation $5,000,000.00 - CC ADM 2177(a) 8/3/2023
Through
expediture of
Grant Funds
Northeast Valley Health Corporation
Addendum to MOU regarding State ofCalifornia Department Health CareServices Appropriation $5,000,000.00 - CC ADM
2317 11/18/2024
Through
expediture of
Grant Funds
Los Angeles County Flood Control District (LACFCD)
MOU for Well 3 Nitrate RemovalTreatment System Grant Funds $750,000.00 - CC PW Grant Replace signature following LACFCD signing
2212 11/15/2023 Until Project Completion 4Leaf, Inc. Development of Standard Operating Procedures (SOPS) $9,900.00 - Admin CD 2212(a) 8/30/2024 Until Project Completion 4Leaf, Inc. First Amendment Development of Standard Operating Procedures (SOPS) (Increasing compensation $17,160.00 - Admin CD 2128 8/18/2016 Until Terminated Urban Futures, Inc. Analystics & Compliance Solutions On-Going Continuing Disclosure Services for annual reporting $950.00 - FIN Director FIN Originally approved by Finance Director, Sandra R. forwarded to Clerk's Office for filing 1984 5/3/2021 Until Terminated 1100 Truman Street, LLC
One-Way Access Agreement for Accessto City Parking Lot (Drive Aisle to connectAPNs 2521-034-007 & 2521-034-009 toCity Lot No. 5) - - CC PW

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CONTRACTS ATTACHMENT "D"
1698(a1) 1/1/2023 Until Terminated Olivarez Madruga Law Organization, LLP (OMLO) Second Amendment for attorney services (Compensation) Partners/Associate ($216) & Parelegals ($103) - Admin ADM Nick signed hardcopy & Julie emailed to OMLO 2149 5/1/2023 Until Terminated Shuster Advisory Group, LLC and ALTA Trust Company Adoption Agreement for the MultipleEmployer OPEB/Pension 115 Trust &Trust Administrative Services Agreementto Provide Post-Employment Health andWelfare Benefits (OPEB) $5,000/plan max - CC FIN
1698(b) 11/28/2023 Until Terminated Olivarez Madruga Law Organization, LLP (OMLO) Second Amendment for City Attorney Services (Amended Schedule of Rate & Charges) Per Rate Schedule - CC ADM 2234 3/20/2024 Until Terminated The Los Angeles Homeless Services Authority (LAHSA) Greater Los Angeles Homeless Management Information System (LA HMIS) Continuums of Care (CoC) $0.00 - Admin CD 2269 7/15/2024 Until Terminated County of Los Angeles MOU & Funding Agreement to Participate in Taskforce for Regional Autotheft Prevention (TRAP) - - CC PD Replace signature after LA County signs 2270 7/19/2024 Until Terminated US Bank
Establish P-Card Program (NASPO ValuePoint State of California ParticipatingAddendum 7-20-99-42 Local AgencySubsidary Agmt) $0.00 - Admin FIN
1906(b) 9/16/2024 Until Terminated Nick Kimball, City Manager Second Amendment to Employment Agreement - City Manager $251,767.00 - CC ATTY 2314 8/22/2013 Until Terminated Federico Ramirez Employment Agreement for Community Development Director Salary - ADM Executed administratively, adding Contract Number
2335 1/6/2025 Until Terminated Los Angeles County Regional Park and Open Space District (RPOSD) Grant Agreement for Measure A Annual Allocation - CC RCS Grant 2303 2/26/2021
Upon
Completion of
Project
Los Angeles County Metropolitan Transportation Authority (LACMTA) Letter of Agreement for Federal ProjectsProgrammed Through the LACMTA Callfor Projects (San Fernando PacoimaWash Bike Path ID# F1505,LOA.P00F1505) $1,513,000.00 - Admin PW
Filed as Administrative Contract, Added a Contract Number and moved to correct folder

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AGENDA REPORT
CITY CLERK DEPARTMENT 117 MACNEIL STREET, SAN FERNANDO, CA 91340 (818) 898-1204 WWW.SFCITY.ORG REVIEW: ☒ Finance Director ☒ Deputy City Manager ☒ City Manager To: Mayor Mary Mendoza and Councilmembers
From: Nick Kimball, City Manager
By: Julia Fritz, City Clerk

Date: January 21, 2025
Subject: Consideration to Adopt a Resolution to Appoint City Representatives to Serve on the Independent Cities Finance Authority Board of Directors RECOMMENDATION:

It is recommended that the City Council adopt Resolution No. 8360 (Attachment “A”) reappointing Councilmember Joel Fajardo as the primary representative and appoint Councilmember Victoria Garcia as the alternate representative to the Independent Cities Finance Authority (ICFA) Board of Directors.

BACKGROUND:

1. Since 1988, the City has been a member of ICFA and, as such, is required to have both a primary representative (elected official) and an alternate representative to serve on the Board of Directors. The alternate representative shall have the authority to attend, participate, and vote at any meeting of the Board of Directors when the primary representative is absent.

2. On January 6, 2025, as part of an update to the City Council Liaison Assignment List (Attachment “B”), the City Council reappointed Councilmember Joel Fajardo as the primary representative and appointed Councilmember Victoria Garcia as the alternate representative to the ICFA Board of Directors, replacing Mayor Mary Mendoza.

ANALYSIS:

ICFA is an unaffiliated joint powers authority that provides programs that help address California’s housing crisis to local governments, nonprofits, and other agencies. ICFA also helps fund a variety of capital improvements for municipalities, schools, special districts, and Mello-Roos facilities, as well as projects that affect the economic development of a community.

Since its inception in 1988, ICFA has assisted in funding over $500 million in critical community projects. Yet, member cities pay no enrollments fees to join or ongoing dues to participate. All underwriting and operational costs are borne by the beneficiary of the funds.

January 21, 2025 Regular CC Mtg Page 121 of 518
Consideration to Adopt a Resolution to Appoint City Representatives to Serve on the Independent Cities Finance Authority Board of Directors

Page 2 of 2 ends

Through bond funding, they help create homebuyer assistance programs, generate funds for capital improvements and aid communities in economic development.

ICFA has seven (7) member cites (i.e., Baldwin Park, Compton, Huntington Park, Lynwood, South Gate, Vernon, and San Fernando) and 71 associate member cities. ICFA has functioned for 35 years without levying dues or assessment on members or associate members. Program recipients pay all ICFA fees, including operational costs.

ICFA generally meets about four (4) times per year at alternate locations amongst the seven (7) cities. They are lunch meetings and last approximately one (1) hour. Copies of all agendas and minutes provided (three (3) to four (4) weeks in advance) to both primary and secondary board members so that both can review the action taken by the Board. Sometime ago, the Joint Power Agreement and Bylaws were amended to provide for a second alternate board member and compensation for elected officials ($150 per meeting with a $600 cap) in the hopes that participation would be enhanced.

ICFA requires that each governmental agency adopt a resolution authorizing the appointment of representatives of each city to serve on the ICFA Board of Directors. If changes occur to the primary or alternate representative positions, ICFA requires the governmental agency to adopt a new resolution reflecting the organizational changes and submit it to ICFA to implement the updates.

The attached Resolution reflects the action taken by the City Council on January 6, 2025, approving changes to the appointment of the alternate representative by appointing Councilmember Victoria Garcia to replace Mayor Mary Mendoza.

BUDGET IMPACT:

There is no budget impact associated with adopting a resolution appointing the City’s representatives to the ICFA Board of Directors.

CONCLUSION:

It is recommended that the City Council adopt Resolution No. 8360 (Attachment “A”) reappointing Councilmember Joel Fajardo as the primary representative, and Councilmember Victoria Garcia as the alternate representative to the Independent Cities Finance Authority Board of Directors.

ATTACHMENTS:

A. Resolution No. 8360
B. City Council Liaison Assignments List
January 21, 2025 Regular CC Mtg Page 122 of 518
ATTACHMENT “A”
RESOLUTION NO. 8360

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN FERNANDO,

CALIFORNIA, APPOINTING A REPRESENTATIVE AND ALTERNATE

REPRESENTATIVE TO THE BOARD OF DIRECTORS OF THE INDEPENDENT

CITIES FINANCE AUTHORITY
WHEREAS, the City of San Fernando is a member of the Independent Cities Finance Authority (ICFA); and
WHEREAS, the Joint Powers Agreement creating the Independent Cities Finance Authority require that the City Council of each member city appoint a member of such City Council as a director to represent such member city on the Board of Directors, and further that the City Council of each member city also appoint an alternate director who shall have the authority to attend, participate and vote at any meeting of the Board of Directors when the director is absent.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN FERNANDO DOES HEREBY RESOLVE, FIND, DETERMINE, AND ORDER AS FOLLOWS:

SECTION 1. That the City of San Fernando appoints Joel Fajardo (an elected official) to serve as the City’s director to represent the City on the Board of Directors of the Independent Cities Finance Authority.

SECTION 2. That the City of San Fernando appoints Victoria Garcia (elected official) to serve as the alternate director to represent the City on the Board of Directors of the Independent Cities Finance Authority in the absence of the director designated in Section 1 above.

SECTION 3. That the individuals designated in Sections 1 and 2 by this City Council as the City’s director and alternate director to the Independent Cities Finance Authority are hereby empowered to represent the City’s interest, exercise the authority of the City, and vote on behalf of the City on all matters that come before the Board of Directors of the Independent Cities Finance Authority.

SECTION 4. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the Office of the City Clerk and that a certified copy of this Resolution shall be provided to the General Manager of the Independent Cities Finance Authority.

PASSED, APPROVED, AND ADOPTED THIS 21st day of January, 2025.

Mary Mendoza, Mayor of the City of San
Fernando, California
ATTEST:

Julia Fritz, City Clerk
January 21, 2025 Regular CC Mtg Page 123 of 518
RES. NO. 8360
2 CERTIFICATION
I, City Clerk of the City of San Fernando, California, do hereby certify that the foregoing is a full, true, and correct copy of Resolution No. 8360 which was regularly introduced and adopted by the City Council of the City of San Fernando, California, at a regular meeting thereof held on the 21st day of January, 2025, by the following vote of the City Council:

AYES:

NAYS:

ABSENT:

ABSTAINED:

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Fernando, California, this _____ day of January, 2025.

Julia Fritz, City Clerk
January 21, 2025 Regular CC Mtg Page 124 of 518
City Council Liaison Assignment
As of January, 2025

Page 1 of 3 ends

AGENCY

PURPOSE

LOCATION

DAY/TIME

FREQUENCY

APPOINTEE(S) COMMENTS

STIPEND
Y/N
$- if any
COI
FORM
700
1 San Fernando Downtown Mall
Merchants Association
Promotes economic development
in the Mall area
Location: Varies
Day/Time: Varies
Frequency: Monthly
Mary Solorio
Pending Finalization -Memorandum of
Understanding with SF Mall Merchants
Association
N N
2 City Selection Committee (L.A.

County)
Purpose to appoint city
representatives to boards,
commissions, and agencies as
required by law.

Location: Varies
Day/Time: Varies
Frequency: 3 or 4 times annually
upon chairman's call
Delegate: Mary Mendoza
Alternate: Mary Solorio
Mayor serves as Delegate
LA County City Selection Committee appoints
representative to serve on applicable area
district for a 2-yr term.

N N

2.a
City Selection Committee (L.A.

County)
- Library Commission - Third District
Contribute input to stabilizing
funding, advocate for support at
local/state levels, keep abreast on
evolving library needs. Promote
Library programs and services
Location: Varies
Day/Time: Varies
Frequency: Bi-Monthly
Mary Mendoza Appointments are to the Third Supervisorial District to the Library Commission Effective
10/17/2024 and expires 4/30/2026 .

N N
3 Valley Economic Alliance
Foster economic vitality through
strategic public-private
partnerships for a sustainable
economic future.

Location: Varies
Day/Time: Varies
Frequency: Monthly
Mary Solorio
Valley Economic Alliance in December, selects
representative to serve on the Board for a 1-yr
term
N N
4 Independent Cities Association (ICA)
Focuses on public safety,
education, infrastructure,
intergovernmental relationships
Location: Virtual only
Day/Time: 1st Thursday, Varies
Frequency: Monthly
Delegate: Mary Solorio
Alternate: Patty Lopez
Eff. 10/2/2023 Mary Solorio appointed as
Executive Board Secretary and attends both
Executive Board and Board Member Meetings
N N
5 Contract Cities Association (CCA)
Advocate for the rights of cities to
practice the contracting model and
to strengthen local control
Location: Varies
Day/Time: Varies
Frequency: Quarterly
Delegate: Victoria Garcia
Alternate: Patty Lopez N N
6 Independent Cities Risk Management
Authority (ICRMA)
Risk Management Joint Powers
Agreement - pool resources for
liability, workers’ compensation,
property, and auto physical
damage self-insurance programs.

Location: Varies
Day/Time: 2nd Wednesday,
Varies
Frequency: Even Numbered
Months
Delegate: Sergio Ibarra
Alternative: Erica Melton
Sub Alternate: Nick Kimabll
Eff. 2-5-24 Adopted Resolution appointing
Personnel Manager Segio Ibarra as Delegate.

Adoption of a new Resolution is required when
representatives are changed
N N

AGENCY/COMMITTEE
January 21, 2025 Regular CC Mtg
ATTACHMENT "B"

Page 125 of 518 ends

City Council Liaison Assignment
As of January, 2025

Page 2 of 3 ends

AGENCY

PURPOSE

LOCATION

DAY/TIME

FREQUENCY

APPOINTEE(S) COMMENTS

STIPEND
Y/N
$- if any
COI
FORM
700

AGENCY/COMMITTEE
7 Independent Cities Finance Authority
(ICFA)
Assist public agencies to finance
the acquisition, construction,
installation and/or equipping of
public capital improvements
Location: Lynwood City Hall or
Varies
Day/Time: Varies, 12pm
Frequency: As needed
Delegate: Joel Fajardo
Alternate: Victoria Garcia
Eff. 01/17/2023: Adopted Resolution No. 8205
Appointing: Joel Fajardo, Delegate and Mary
Mendoza as alternative represenatives.
(Note: changes must be adopted by resolution)
$150
$1500/Annu
al
Cap
Y
8 League of California Cities
Legislative advocacy supporting
regulatory measures promote local
decision-making, and lobby against
policy that erodes local control.

Location: Varies
Day/Time: 3rd Thursday, 9:30am
Frequency: Bi-Monthly & Varies
Delegate: Victoria Garcia
Alternate: Mary Mendoza N N
9 San Fernando Valley Council of
Governments (SFVCOG)
Through a Joint Powers Agreement -
work to develop & implement
subregional policies & plans
unique to the greater SFV region,
encourage inter-governmental
cooperation and coordination of
government programs
Location: Varies
Day/Time: 2nd Monday, 10am
Frequency: Quarterly
Delegate: Mary Mendoza
Alternate: Joel Fajardo
Mary Mendoza, Eff. October 2024 serves as Board
Chair N Y
10 Southern California Association of
Governments (SCAG)
Provides broad base advocacy for
Southern Californians through
inclusive collaboration, visionary
planning, regional advocacy,
information sharing, and
promoting best practices.

Location: SCAG Los Angeles
Day/Time: 1st Thursday, 12pm
Frequency: Monthly
1) Regional Council District
#67 Representative: Victoria
Garcia
________________________
Delegate: Victoria Garcia
Alternate: TBD
SCAG requests appointments annually for:
1) Regional Council District # 67 Representative -
(Councilmember From either San Fernando or
Santa Clarita & alternates 2 yr Terms)
San Fernando Eff. 5-4-23 to 5-2025 ; and
________________________________________
2) A Voting Delegate & Alt. to represent at
General Assembly is a Separate Designation by
Council action.
$150 Y
January 21, 2025 Regular CC Mtg Page 126 of 518
City Council Liaison Assignment
As of January, 2025

Page 3 of 3 ends

AGENCY

PURPOSE

LOCATION

DAY/TIME

FREQUENCY

APPOINTEE(S) COMMENTS

STIPEND
Y/N
$- if any
COI
FORM
700

AGENCY/COMMITTEE
11 Southern California Association of
Governments (SCAG) - Community
Economic & Human Development
(CEHD) Policy Committee
Provides oversight of Growth
Visioning/Growth Forecasting
processes, Regional Housing Needs
Assessment, the
Intergovernmental Review effort
and the monitoring and analysis of
the Regional Economy.

Location: SCAG Los Angeles
Day/Time: 1st Wednesday,
9:30am
Frequency: Monthly
Mary Solorio Appointed on 6/22/23- by SFVCOG to serve on policy committee of SCAG $150 Y
12 Metropolitan Water District of
Southern California (MWD)
Provide service area with
adequate and reliable supplies of
highquality water to meet present
and future needs
Location: 700 N. Alameda St.,
Los Angeles
Day/Time: 1st Tuesday, 12:30pm
Frequency: Monthly
Adan Ortega
Appointment - Adopted by City Resolution No.
2021
Note: MWD re-appointed A. Ortega to serve
another 2 yr term Eff. 1-1-25 to 1-2027
Y Y
13 Los Angeles County Metropolitan
(METRO) Transportation Authority
(MTA) San Fernando Valley Service
Council
Provider of mobility options that
enable people to spend less time
traveling
Location: 6262 Van Nuys Blvd
Van Nuys
Day/Time: 1st Wednesday, 6pm
Frequency: Monthly
Pastor Rudy Trujillo
Term effective July 1, 2023 to June 30, 2026 ,
seat shared among San Fernando, Burbank &
Glendale.

Elected Official - not a requirement to serve
$100/
$2400
Annual Cap
Y
14 Greater Los Angeles County Vector
Control District
Reduce public health vectors
below nuisance levels, prevent
human infection associated with
mosquito-transmitted diseases
Location: Santa Fe Springs, CA
Day/Time: 2nd Thursday, 7pm
Frequency: Monthly
Sylvia Ballin
Term of Office Optional 2 or 4-year term:
a. 2-year: 1/2025 to 1/2027
Elected official not a requirement to serve
$175/City
$100/Distric
t
Y
15 Upper Los Angeles River and
Tributaries Working Group
(Mountains Recreation and
Conservation Authority) (ULAR)
Develop a revitalization plan for
the Upper LA River, the tributaries
of the Pacoima Wash, Tujunga
Wash, and Verdugo Wash and any
additional tributary waterway
Location: 570 West Ave, Los
Angeles
Day/Time: 1st Monday, 6:30pm
Frequency: Monthly
Delegate: Mary Mendoza
Effective: 12-09-2024:

Alternate: Wendell Johnson
Sub. Alternate: Victor Meza
Upon Annual CC Reorganization the appointed
Mayor automatically serves on board, per ULAR
and Tributaries Policy & Mayor Appoints
Alternate/Sub. Alternative
Y Y
January 21, 2025 Regular CC Mtg Page 127 of 518
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Intentionally
Left Blank
January 21, 2025 Regular CC Mtg Page 128 of 518
January 21, 2025 Regular CC Mtg Page 129 of 518
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Intentionally
Left Blank
January 21, 2025 Regular CC Mtg Page 130 of 518

Date: January 21, 2025
Subject: Consideration to Adopt a Resolution Updating the City’s Records Retention and Destruction Schedule
RECOMMENDATION:

It is recommended that the City Council adopt Resolution No. 8359 (Attachment “A”) updating the City’s Records Retention and Destruction Schedule (Exhibit “A” to Attachment “A”).

BACKGROUND:

1. On November 5, 2001, the City Council adopted Resolution No. 6806 establishing the City’s Records Retention and Destruction Schedule (Attachment “B”).

2. On July 1, 2024, the City Council adopted the City’s Fiscal Year 2024-2025 Budget that included a budget enhancement of $8,500 to engage a specialized consultant to assist with updating the City’s Records Retention and Destruction Schedule.

3. On August 19, 2024, the City entered into a Professional Services Agreement with Gladwell Governmental Services (Contract No. 2271) to provide consultant services for the development of an updated Records Retention and Destruction Schedule.

ANALYSIS:

Government entities adopt Records Retention and Destruction Schedules to ensure compliant and effective records management by adhering to state, federal, and local regulations. These schedules streamline operations by organizing information, retaining essential records, securely disposing of outdated ones, and safeguarding historical documents of long-term value. By mitigating legal, financial, or reputational risks associated with improper recordkeeping, retention schedules promote good governance, transparency, and accountability while protecting public trust.

The City Clerk’s office serves as the central repository for all municipal records, including ordinances, resolutions, meeting minutes, contracts, and public notices. It ensures these records are managed throughout their lifecycle by maintaining up-to-date retention schedules and January 21, 2025 Regular CC Mtg Page 131 of 518
Consideration to Adopt a Resolution Updating the City’s Records Retention and Destruction Schedule

Page 2 of 2 ends

conducting biannual destruction events. This approach prevents unnecessary storage and supports efficient records management.

The City’s Records Retention Schedule, last updated in 2001, no longer meets the demands of modern records management. Over two (2) decades, changes in regulations and advances in technology, including digital recordkeeping, have rendered the schedule outdated. This has led to inefficiencies and compliance risks while hindering departments’ ability to manage critical information. Revising the schedule is essential to align with legal requirements, incorporate modern practices, and support efficient and transparent operations.

In August 2024, the City contracted Gladwell Governmental Services to update the 24-year-old schedule. Between October and December 2024, the consultant held meetings with all City departments to review a proposed schedule. Staff provided feedback to align it with departmental workflows, address specific needs, and eliminate redundancies.

A key objective of the City’s records modernization efforts is document digitization. Transitioning from paper-based systems to digital formats enhances transparency, improves response times to public records requests, and provides residents with immediate access to records on the City’s website through the online Public Records Portal. This initiative underscores the City’s commitment to accountability, efficiency, and sustainable records management while fostering public trust.

The final proposed Records Retention and Destruction Schedule, attached as Exhibit “A” to Attachment “A” incorporates all necessary updates to comply with current regulations and supports the transition to digital recordkeeping. It is designed to enhance efficiency, ensure legal compliance, and address the evolving needs of City departments while promoting transparency and good governance.

BUDGET IMPACT:

There are no costs associated with the adoption of the City’s updated Records Retention and Destruction Schedule. The cost to update the City’s Record Retention and Destruction Schedule are included in the City Clerk Department’s work plan and adopted Fiscal Year 2024-2025 Budget.

CONCLUSION:

It is recommended that the City Council adopt Resolution No. 8359 updating the City’s Records Retention and Destruction Schedule.

ATTACHMENTS:

A. Resolution No. 8359, including:

Exhibit “A”: Proposed Records Retention and Destruction Schedule B. Resolution No. 6806 (provided digitally through weblink) January 21, 2025 Regular CC Mtg Page 132 of 518
ATTACHMENT “A”
RESOLUTION NO. 8359

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN FERNANDO,

CALIFORNIA, ADOPTING A RECORDS RETENTION AND DESTRUCTION

SCHEDULE, AUTHORIZING THE MANAGEMENT AND DESTRUCTION OF

CERTAIN CITY RECORDS
WHEREAS, the 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 San Fernando; and
WHEREAS, the approval of guidelines for the ongoing disposition of obsolete City records will assist the City in the effective management of records, as well as provide for the efficient review of records proposed for disposal; and
WHEREAS, the State of California Government Code Section 34090, et seq. provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of San Fernando previously adopted Resolution No. 6806, approving a Retention Schedule for the Maintenance and Disposition of Records.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN FERNANDO DOES HEREBY RESOLVE, FIND, DETERMINE, AND ORDER AS FOLLOWS:

SECTION 1. Resolution No. 6806 is hereby repealed in its entirety.

SECTION 2. The records of the City of San Fernando, as set forth in the Records Retention Schedule and Destruction Schedule (Exhibit “A”), attached hereto and incorporated herein by this reference, 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 upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of San Fernando.

SECTION 3. Updates are hereby authorized to be made to the Records Retention and Destruction Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.

SECTION 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

SECTION 5. The destruction of any record as provided for herein shall be by disposal, recycling, shredding or other effective method of destruction, as approved by the City Clerk.

January 21, 2025 Regular CC Mtg Page 133 of 518
RES. NO. 8359
2 SECTION 6. All records of a sensitive or confidential nature shall be shredded, under the direct supervision of the City Clerk or his/her designee.

SECTION 7. The City Council hereby authorizes destruction of duplicate records utilizing Exhibit "B" attached hereto, with the approval of the Department Head and the City Clerk.

SECTION 8. The Records Retention and Destruction Schedule shall be reviewed on an as-needed basis by the City Clerk. The review process shall include a legal analysis with regard to any changes in the various statutes. Following a thorough review, the City Clerk shall present the entire Records Retention Schedule with any recommended changes to the City Council for approval.

SECTION 9. This resolution shall become effective immediately upon its passage and adoption. The City Clerk shall certify the adoption of this resolution and shall cause a certified resolution to be filed in the Office of the City Clerk.

PASSED, APPROVED, AND ADOPTED THIS 21st day of January, 2025.

Mary Mendoza, Mayor of the City of San
Fernando, California
ATTEST:

Julia Fritz, City Clerk
January 21, 2025 Regular CC Mtg Page 134 of 518
RES. NO. 8359
3 CERTIFICATION
I, City Clerk of the City of San Fernando, California, do hereby certify that the foregoing is a full, true, and correct copy of Resolution No. 8359 which was regularly introduced and adopted by the City Council of the City of San Fernando, California, at a regular meeting thereof held on the 21st day of January, 2025, by the following vote of the City Council:

AYES:

NAYS:

ABSENT:

ABSTAINED:

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Fernando, California, this _____ day of January, 2025.

Julia Fritz, City Clerk
January 21, 2025 Regular CC Mtg Page 135 of 518
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-002
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Insurance Certificates,
RFP - Request for Proposal or Successful
Proposal, Certified Payrolls, etc.)
Send All Original Agreements or Contracts to
the City Clerk)
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
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Insurance Certificates,
RFP - Request for Proposal or Successful
Proposal, Certified Payrolls, etc.)
Send All Original Agreements or Contracts to
the City Clerk; all Insurance Certificates to
Human Resources / Risk Management
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept. CW-004
Agreements & Contracts:

UNSUCCESSFUL BIDS, PROPOSALS or
RESPONSES to RFPs (Request for Proposals)
and/or RFQs (Request for Qualifications) that
don't result in a contract
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance / Purchasing retains the originals
of Formal procurements; Includes
unopened bids; GC §34090
CITY-WIDE (Used by All Departments)
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 136 of 518
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-005
Boards, Commissions, & Committees:

External Organizations / Regional Boards &
Commissions - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag,
Ppr Non-records
Staffing Dept. CW-006
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS & STAFF REPORTS
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AUDIO RECORDINGS
Minimum 4
years, or After
Minutes are
Approved,
Whichever is
Longer
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
Department maintains originals
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

VIDEO RECORDINGS
Minimum 4
years, or After
Minutes are
Approved,
Whichever is
Longer
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 137 of 518
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Staffing Dept. CW-011
Committees: Subcommittees of the City
Council (Ad-Hoc or Standing Committees)
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.

CW-012 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years

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

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-013 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way to the
conduct of the public's business)
(e.g. e-mail, Letters, Memorandums, Administrative,
Chronological, General Files, Reading File, Working
Files, etc.)
IF the Content relates in a SUBSTANTIVE way to the
conduct of the public's business
2 years
Mag,
Ppr
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose vs.

Superior Court, 5 Cal. 5th 608 (2017). GC
§34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 138 of 518
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, PowerPoint
presentations, speaker cards, speech notes,
staff videoconference chats, notes and
recordings, supply inventories, telephone
messages, text messages, transmittal letters,
thank yous, requests from other cities,
preliminary notices for construction projects,
undeliverable envelopes / returned mail, visitors
logs, voice mails, webpages, etc.)
When No
Longer
Required

Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

Records 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 placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC §§34090,
7927.500, 7928.705.; 64 Ops. Cal. Atty.

Gen. 317 (1981)); City of San Jose vs.

Superior Court, 5 Cal. 5th 608 (2017).

Lead Dept. CW-016 Developer Deposit Accounts / Developer Impact Fee Accounts (Escrow Accounts)
Closed + 5
years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (meets municipal
government auditing standards); GC
§34090
Lead Dept. CW-017 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required

Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 7927.500, 7928.705
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 139 of 518
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-018 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept.
(Managing the
Grant)
CW-019 Grant Applications funded by the City's General
Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept.
(Managing the
Grant)
CW-020 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
Grant)
CW-021
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, 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, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-022 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
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 140 of 518
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Human
Resources CW-023 Personnel Files (Department Copies)
Send all originals to Human Resources
Send to
Human
Resources
Upon
Separation or
Transfer
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept. CW-024 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
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.

Lead Dept. CW-025 Photographs
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-026
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-027
Prop. 218 (Property-based fees - Improvement
Districts: Notices / Mailing List
(Protest Letters / Ballots are tabulated by the
City Clerk)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
Lead Dept.
(Who Ordered
the Appraisal)
CW-028 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 141 of 518
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept.
(Who Ordered
the Appraisal)
CW-029 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
Lead Dept. CW-030 Records Destruction Authorization Forms & Certifications (All Departments) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Lead Dept. CW-031
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Plans / Strategic Plans, etc.:

Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required

Mag,
Ppr Non-Records
Lead Dept. CW-032
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals, Newsletters, Plans / Strategic Plans,
etc.: Produced by YOUR Department
Send all Administrative Policies that affect more
than 1 department to Human Resources
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-033
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Administrative Policies, Plans /
Strategic Plans, etc.: Produced by OTHER
Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-034 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 142 of 518
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-035 Reports and 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; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-036 Special Event Permits Expiration + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-037 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-038 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-039
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-040 Training Database (Vector Solutions / Target Solutions)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090 et seq.

Lead Dept. CW-041
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters or Sign-in Sheets, Outlines
and Materials; includes Ethics, Harassment, &
Safety Training & Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 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 1627.3(b)(ii), LC
§6429(c); GC §§12946, 12960, 34090,
53235.2(b), 53237.2(b)
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 143 of 518
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-042
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1 year
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090
Lead Dept. CW-043
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; retirement
benefits is 6 years from last action; 29
CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090; 29 USC 1113
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 144 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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 CC-001
Agenda Packets: City Council,
Redevelopment Agency, Successor
Agency, Oversight Board
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-002
Agreements & Contracts, Amendments - ALL
- AFTER SCANNING / IMAGING, OR
INFRASTRUCTURE, JPAs, MOUs
Agreement or Contract includes all
contractual obligations (e.g. Scope of Work,
all attachments and exhibits)
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property
& property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.

P
Yes:

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

QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention
requirements in 48 CFR 4.703(a)

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 145 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

CITY CLERK
City Clerk CC-003
Agreements & Contracts, Amendments -
NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT SCANNED / IMAGED
Agreement or Contract includes all
contractual obligations (e.g. Specifications
and Successful Proposal or Scope of Work)
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.

Completion
+ 10 years
Yes:

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

QC & OD
Department Preference; meets municipal
government auditing standards; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions; CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
City Clerk CC-004 Appeal Hearing Process / Code Enforcement Notifications to Parties 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City Clerk CC-005
Board & Commission / Committee
Recruitment / Applications (All, whether
appointed or not)
Minimum 2
years
Mag, Ppr Yes: After
QC & OD GC §34090
City Clerk CC-006 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-007 City Articles of Incorporation P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Human
Resources /
Risk
Manage.

CC-008 Claim Forms
Copies -
When No
Longer
Required
Mag, Ppr Yes: After

QC & OD
Risk Management is the Office of Record for
Claim Files; GC §34090
City Clerk CC-009
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
City maintains original statements; GC
§81009(e)&(g)
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 146 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

CITY CLERK
City Clerk CC-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200
Filers (elected & not elected. Includes City
Council Members, Planning Commission
Members, City Manager, City Treasurer & City
Attorney)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Standard municipal government practice; City
maintains copies only; original statements are
filed with FPPC; GC §81009(f)&(g)
City Clerk CC-011 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-012 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC
§81009(e)
City Clerk CC-013 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)
City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
City Clerk CC-015
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-016
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-017
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk CC-018
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not
candidate-controlled)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)

CITY CLERK ELECTIONS (CONSOLIDATED)
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 147 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

CITY CLERK
City Clerk CC-019
Candidate File: Nomination Papers,
Candidate Statement Forms, Ballot
Designation Forms, etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk CC-020
Candidate File: Nomination Papers,
Candidate Statement Forms, Ballot
Designation Forms, etc. - UNSUCCESSFUL

CANDIDATES
Election + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
City Clerk CC-021
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Planning Commission, Precinct
Maps, County Election Services, Candidate
Statements to be printed in the Sample Ballot,
Polling Locations and Precinct Board
Members, Notices, Postings, etc.)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City Clerk CC-022
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-023 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
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 CC-024 Elections - Petitions (Initiative, Recall or 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
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 148 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

CITY CLERK
City Clerk CC-025
Elections - Prop. 218 (Property-based fees -
Improvement Districts: Protest Letters /
Ballots, Tabulation
(Notices and Mailing lists are retained by the
Lead Department)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
(End of Elections Section)
City Clerk CC-026 Ethics Training Certificates for City Council, Board and Commission Members, Employees 5 years
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
City Clerk CC-027
Historical Records / Archives, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
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-028
Minutes: City Council, Redevelopment
Agency, Successor Agency, Oversight
Board
P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
City Clerk CC-029 Ordinances P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
City Clerk CC-030
Petitions (submitted to Council on any subject
- Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk
OR
City Manager
CC-031 Proclamations & Certificates 2 years Mag, Ppr GC §34090 City Clerk CC-032 Public Records Requests / Subpoenas Duces Tecum / Summons 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 149 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 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-033
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion,
Rights of Way
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
City Clerk CC-034 Resolutions: City Council, Redevelopment Agency, Successor Agency, Oversight Board P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
City Clerk CC-035 Vehicle Titles (Pink Slips) Sale or
Disposal Ppr Given to Auction House / New Owner; GC §34090 City Clerk CC-036
Recordings: Audio Recordings / Video
Recordings of City Council Meetings, all
Boards & Commissions
Minimum 4
years, or
After
Minutes are
Approved,
Whichever
is Longer
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 150 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Public Information Officer)
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 CM-001 Film Permits / Photography Permits Expiration + 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-002
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-003
Project Files / Subject Files (Subject will
change over time)
(Content relates in a SUBSTANTIVE way to
the conduct of the public's business)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Finance CM-004 Travel Records / Expense Reports
Copies -
When No
Longer
Required

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

After QC
& OD
GC §34090.7

ECONOMIC DEVELOPMENT
Economic
Development CM-005
Economic Development Projects (Records
related to Business Recruitment or
Retention)
Minimum 2
years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; GC §34090

PUBLIC INFORMATION OFFICER (PIO)
City Manager /
PIO CM-006 City Manager Reports / Newsletters Minimum 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

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

City Manager /
PIO CM-007 Public Relations / Press Releases Minimum 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 151 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Community Preservation, Housing, Planning)
Page CD-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).

BUILDING
Lead Dept. CD-001 Permit Database (AIMS) Indefinite
(Perm) Yes (all) Mag
Department Preference - Data is
interrelated; Building Permits are required
to be retained Permanently, or Life of the
Structure; GC §34090, H&S §19850
Community
Develop. /
Building
CD-002 Activity Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Community
Develop. /
Building
CD-003 Address Files / Building Permits P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Community
Develop. /
Building
CD-004
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Law requires for the life of the building for
commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Community
Develop. /
Building
CD-005 Building Plans - Cancelled or Withdrawn AFTER
to Building Permit Issuance
Verification
that Project
Did Not
Commence

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

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Develop. /
Building
CD-006 Building Plans - Cancelled or Withdrawn PRIOR
to Building Permit Issuance
Upon
Cancellation
or withdrawal

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

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Develop. /
Building
CD-007 Building Plans - Expired
Verification
that Project
Did Not
Commence +
6 months

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

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 152 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Community Preservation, Housing, Planning)
Page CD-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).

Community
Develop. /
Building
CD-008 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
Community
Develop. /
Building
CD-009 Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL (All Finalled)
Permit
Finalled +
180 days
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Community
Develop. /
Building
CD-010 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
Community
Develop. /
Building
CD-011 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Building
CD-012
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Develop. /
Building
CD-013 Correction Notices - Building
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building
CD-014 Geotechnical and Soils Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 153 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Community Preservation, Housing, Planning)
Page CD-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).

Public Works /
Engineering &
Building
CD-015 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Building
CD-016 Plan Check Comments
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building
CD-017 Stop Work Notices
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building
CD-018 Structural Calculations P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

COMMUNITY PRESERVATION
Community
Develop. /
Community
Preservation
CD-019 Code Enforcement Database (AIMS)
Indefinite
Minimum
Close of
Individual
Case + 2
years
Yes (all) Mag Department Preference - Data is
interrelated; GC §34090
Community
Develop. /
Community
Preservation
CD-020
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and Code Enforcement Complaint Letters)
Send all Liens to the City Clerk
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; Liens are
approved by a resolution and retained
permanently as required by law; GC
§34090
Community
Develop. /
Community
Preservation
CD-021 Hearing Officer Determinations / Appeals of Code Enforcement Actions
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 154 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Community Preservation, Housing, Planning)
Page CD-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).

Community
Develop. /
Community
Preservation
CD-022 Notice of Violations ./ Code Enforcement Citations / Reminder Notices
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 155 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Community Preservation, Housing, Planning)
Page CD-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).

HOUSING (with the County) and Former Redevelopment
Community
Develop. /
Housing
CD-023
Housing Programs funded by CDBG (Community
Development Block Grant) (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, 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, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community
Develop. /
Housing
CD-024
Redevelopment Projects & Project Areas
(Ensure Planning has all Environmental
Documents, Engineering has all CIP Projects,
and City Clerk has all Real Property records for
Permanent retention)
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering CD-025
Redevelopment Projects & Project Areas
CIP Projects built by Redevelopment Agency,
if any
Send to
Engineering
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-026
Redevelopment Projects & Project Areas
Environmental Documents / CEQA Permits,
EIRs, Categorical Exemptions, Negative
Declarations, etc.

Send to
Planning
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CD-027
Redevelopment Projects & Project Areas
Real Property: Deeds, Easements, Rights of
Way
Send to City
Clerk
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 156 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Community Preservation, Housing, Planning)
Page CD-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).

PLANNING
Community
Develop. /
Planning
CD-028
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, Uniform Development Application,
etc.)
Examples:

Conditional Use Permits (CUPs)
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Rezones
Sign Permits
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090,
34090.7
Community
Develop. /
Planning
CD-029 Advanced Planning / Long Range Planning /
Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Planning
CD-030 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 157 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Community Preservation, Housing, Planning)
Page CD-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).

Census Bureau CD-031 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
Community
Develop. /
Planning
CD-032
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or 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 (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Community
Develop. /
Planning
CD-033
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
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
Community
Develop. /
Planning
CD-034
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans and
Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. /
Planning
CD-035 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. /
Planning
CD-036 Materials Boards
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
Community
Develop. /
Planning
CD-037 Planning Commission - AGENDAS & STAFF

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

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

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 158 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Community Preservation, Housing, Planning)
Page CD-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).

Community
Develop. /
Planning
CD-038 Planning Commission - AUDIO or VIDEO

RECORDINGS
Minimum 4
years, or
After Minutes
are
Approved,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community
Develop. /
Planning
CD-039 Planning Commission - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
Community
Develop. /
Planning
CD-040 Temporary Use Permits issued by Planning
(Approved & Unapproved)
Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. /
Planning
CD-041 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Planning
CD-042 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Planning
CD-043 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 159 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

FINANCE / ADMINISTRATION
Lead Depart. FIN-001 Financial Services Database / ERP Database (Tyler Munis / Tyler Eden is Legacy)
Indefinite -
Minimum 5
years
Yes Mag Department Preference; Meets auditing
standards; GC §34090
Finance /
Admin. FIN-002
Audit Reports / Annual Comprehensive
Financial Report (ACFR) and related Audit
Opinions
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.

Finance /
Admin. FIN-003 Audit Work Papers
Drafts - When
No Longer
Required
Mag, Ppr Department Preference; (preliminary
drafts); GC §34090
Finance /
Admin. FIN-004 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
Admin. FIN-005
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) / General Obligation Bonds / Revenue
Bonds / Assessment District Bonds / CFD
Bonds - Includes Continuing Disclosure
Reports
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; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a);
26 CFR 1.6001-1(e): GC §43900 et
seq.

Finance /
Admin. FIN-006 Investment Reports 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance /
Admin. FIN-007
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Paid Mag, Ppr
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900

FINANCE / BUDGET
Finance /
Budget FIN-008 Budgets - Adopted / Final P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 160 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

Finance /
Budget FIN-009 Budgets - Preliminary, Backup Documents
Drafts - When
No Longer
Required
Yes:

Current
Fiscal Year
Mag, Ppr Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

FINANCE / BUSINESS LICENSE
Finance /
Business
License
FIN-010 Business License / Database (HdL)
Indefinite -
Minimum 5
years
Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
Finance /
Business
License
FIN-011 Business License Applications 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Business
License
FIN-012 Business License Registrations and
Renewals 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Business
License
FIN-013 Regulatory Permit Applications (Massage
Parlos, etc.)
No Longer in
Business + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference for
enforcement possibilities; Meets
auditing standards; GC §34090 et seq.

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-014 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Ppr
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FIN-015
Accounts Payable / Invoices and Backup
(Includes Invoices, Purchase Orders, Travel
Expense Reimbursements, Warrant Request,
Vouchers, etc.)
5 years
or 7 years to
accommodate
grant audits?
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 161 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

Finance /
General
Accounting
FIN-016
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: False Alarm Billings,
Insurance Companies, Franchise Fees, DUI
Billing, Transient Occupancy Tax (TOT),
Auctions of Surplus Property, Credit Card
Payment Receipts, Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FIN-017
Assessment Districts, Community Facilities
Districts (CFDs), Landscape Maintenance
Districts (LMDs) Accounting, Assessor Tax
Rolls
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-018
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Ppr Department preference; GC §§34090,
26 CFR 31.6001-1
City Clerk FIN-019 Checks / Warrant Register Report (issued) Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S Yes: After QC & OD
Originals in City Council Agenda
Packets; GC §34090.7
Finance /
General
Accounting
FIN-020 Checks / Warrants (Cashed or Returned /
NSF) 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-021 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years Mag, Ppr Department preference; GC §§34090, 26 CFR 31.6001-1 Finance /
General
Accounting
FIN-022 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 162 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

Finance /
General
Accounting
FIN-023 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-024 Journal Entries / Journal Vouchers / Budget
Adjustments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to match
Accounts Payable; meets municipal
government auditing standards; Statute
of Limitations is 4 years; GC §34090,
CCP § 337
Finance /
General
Accounting
FIN-025
Reports, Financial Reports Created by the
Finance Database, General Ledgers
Subsidiary Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.

When No
Longer
Required
Mag, Ppr
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-026
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Ppr Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-027 W-9s
Vendor
Inactive + 5
years
Mag, Ppr Meets IRS auditing standards; GC
§34090

FINANCE / PAYROLL
Lead Depart. FIN-028 Financial Services Database / ERP Database (Tyler Munis / Tyler Eden is Legacy)
Indefinite -
Minimum 5
years
Yes Mag Department Preference; Meets auditing
standards; GC §34090
Finance /
Payroll FIN-029
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 163 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

Finance /
Payroll FIN-030 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-031 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Ppr Department Preference; GC §34090, 26 CFR 31.6001-1 Finance /
Payroll FIN-032
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA & Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-033 Employee Payroll File Separation + 4 years Mag, Ppr Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-034 Payroll Reports (includes Leave Registers, time Transaction Reports, etc.) 5 years
or P for Pers
Buy-Backs for
former parttimers?
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-035 PERS Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-036 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; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090

FINANCE / UTILITY BILLING
Finance /
Utility Billing FIN-037 Utility Billing Database (Tyler Munis / Tyler Eden is Legacy)
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 164 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 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).

Finance /
Utility Billing FIN-038 Collection Agency Assignments / Unpaid Accounts 5 years Mag, Ppr Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§34090
Finance /
Utility Billing FIN-039 Low Income Rate Assistance Applications 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Utility Billing FIN-040 Payment Stubs / Water Receipts / Utility Receipts (when payment is submitted) When No
Longer
Required
Mag, Ppr
Preliminary Documents - payments can
be made without including the stub; GC
§34090 et seq.

Finance /
Utility Billing FIN-041 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final Decision
+ 2 years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility Billing FIN-042
Water Billing: Non-payment Notices / Notice of
Payment Delinquency & Impending
Discontinuation
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility Billing FIN-043 Water Billing: NSF Checks / Adjustments to Customer accounts / Deposits and Releases When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility Billing FIN-044 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.

Expiration or
Completion of
Payment Plan
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
Finance /
Utility Billing FIN-045 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116906;
GC §34090
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 165 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 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).

Finance /
Utility Billing FIN-046 Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §34090
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 166 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
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, Dental, Vision, etc.) Duration of the
Contract + 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 years
after personnel actions; 29 CFR
1627.3(b)(2); 29 USC 1027; 28 CCR
1300.85.1; GC §34090
Human
Resources HR-002
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final disposition
of formal complaint; State requires 4 years
after "fully and finally disposed"; 2 CCR
11013(c); GC §§12946, 12960, 34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 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 Compensation Surveys & Studies Minimum 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 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 Contracts for Investigators (Employees Only)Excludes Police Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 167 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
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 Deferred Compensation (City Statements) 5 years Mag, Ppr Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1 Human
Resources HR-007 DMV Pull Notices
When
Superseded
or
Upon
Separation
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
EDD Claims & Forms (Employment
Development Department) / Unemployment
Claims
Close + 5
years
Mag, Ppr
Department Preference; meets municipal
government auditing standards; GC
§34090
Human
Resources HR-009 Employee Investigations Separation + 6 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; statute of limitations for
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
Human
Resources HR-010 Employment Verifications (From lenders or other outside companies) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-011 Grievances Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; 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 years; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090; LC
1198.5; 26 CFR 31-6001-1; 53235.2(b);
53237.2(b)
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 168 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
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-012 I-9s Separation + 6 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
Admin. /
Board
Secretary
HR-013 Job Descriptions / Job Classification / Job
Specifications
Minimum
Superseded +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; State Law
requires 4 years from any Personnel
Action; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
Human
Resources HR-014 Labor Relations / Negotiation Notes 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et
seq.

Human
Resources HR-015
Litigation - Employee Related
(Final Settlement and/or Records with
Significant Historical Value)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.

Human
Resources HR-016
Litigation - Employee Related
(Excludes Final Settlement and/or
Records with Significant Historical Value)
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; 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 years; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090; LC
1198.5; 26 CFR 31-6001-1; 53235.2(b);
53237.2(b)
Human
Resources HR-017 OSHA Logs - 200, 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(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 169 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
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-018
Personnel Files - Employee Background
File
Background Files which include LiveScan
Responses / CORIs (Criminal Offender
Record Information)
Separation + 6
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; consistent with
Personnel Files; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years; W-4s are required four
years after the due date of such tax for the
return period to which the records relate,
or the date such tax is paid, whichever is
the later. 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 53237.2(b), LC
1198.5
Human
Resources HR-019
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker for
employees, Council and Boards &
Commissions, Harassment Prevention
Training Certificates for employees, Council
and Boards & Commissions, PAF /
Personnel Action Forms, etc.)
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 years; W-4s are
required four years after the due date of
such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; 53237.2(b),
LC 1198.5
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 170 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
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-020
Personnel Files - Medical File
Medical Records excluding Pre-Employment
Medical Clearance; ADA Accommodations,
Fit for Duty, Respiratory Fit Tests, etc.

Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately; Claims
can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
Human
Resources HR-021
Recruitment and Testing File / On-Line
Recruitment Database
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, 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
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090

RISK MANAGEMENT
Human
Resources /
Risk Manage.

HR-022
Accident / Incident Reports (Accidents or
Incidents) - MEMBERS OF THE PUBLIC
Employees are Workers Compensation
Claims
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Human
Resources /
Risk Manage.

HR-023 Claim for Damages / Claims Against the City
/ Verified Tort Claims
Final
Resolution + 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; municipal
government auditing standards is 5 years -
Finance retains records of payments;
Statute of Limitations is 4 years; CCP
§§337 et seq., 343; GC §34090,
Human
Resources /
Risk Manage.

HR-024
Insurance Policies -
General Liability, Property, Fire, Theft, etc.
(JPA)
Expiration + 4
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et seq.;
GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 171 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-6
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 /
Risk Manage.

HR-025
Insurance Policies - Workers Compensation
Excess Liability
(JPA)
Expiration + 4
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers statute of
limitations; CCP §337 et seq.; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i); GC
§§ 911.2, 34090
Human
Resources /
Risk Manage.

HR-026 OSHA Citations and Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Human
Resources /
Risk Manage.

HR-027 Safety Committee / Safety Steering
Committee 5 years Mag, Ppr Department preference; GC §34090 et seq.

Human
Resources /
Risk Manage.

HR-028 Safety Investigations 5 years Ppr
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), 29 CFR
1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.; LC §6429c
Human
Resources /
Risk Manage.

HR-029
Subrogation Claims:/ Property Damage
Claims / Restitution / Recovery of Damages
to City Property / City's Invoices to Insurance
Companies
Final
Resolution + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Human
Resources /
Risk Manage.

HR-030
Workers Compensation Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
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., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
Human
Resources /
Risk Manage.

HR-031
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, etc.
5 years Mag Ppr LC §6401.9(f), GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 172 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-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).

Information
Technology IT-001 Backups - DAILY, WEEKLY
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes
Only; Considered a copy and can be
destroyed when no longer required; GC
§34090 et seq.

Information
Technology IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.

Information
Technology IT-003 Network Configuration Maps & Plans
When No
Longer
Required
Mag.

Preliminary documents not retained in the
ordinary course of business; GC §34090
et seq.

Information
Technology IT-004

UNALTERABLE MEDIA / IMMUTABLE
CLOUD BACKUP / (WORM / DVD-r / CD-r /
Blue Ray-R / Optical Disk) or other
unalterable media that does not permit
additions, deletions, or changes
Follows
Retention of
Official
Electronic
Record
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.

INFORMATION TECHNOLOGY
TSAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 173 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

POLICE ADMINISTRATION / OFFICE OF THE CHIEF OF POLICE
Police /
Admin. (Chief) PD-001
Background Files - Successful Volunteer
Applicants (Cadets, CERT, Chaplains,
Explorers, etc.)
Separation +
3 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Courts may treat volunteers as employees in
some actions; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Police /
Admin. (Chief) PD-002
Background Files - Successful Employee
Applicants (Employees, including
Reserves)
Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; State Law & POST
requires 4 years; EEOC / FLSA / ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; ; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC §§12946,
12960, 34090; 29 USC 1113
Police /
Admin. (Chief) PD-003
Background Files - Unsuccessful
Volunteer Applicants (Cadets, CERT,
Chaplains, Explorers, etc.)
3 years Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Courts may treat volunteers as employees in
some actions; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Police /
Admin. (Chief) PD-004
Background Files - Unsuccessful
Employee Applicants (Employees,
including Reserves)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Admin. (Chief) PD-005
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - UNSUCCESSFUL / DENIED
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. (Chief) PD-006
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - SUCCESSFUL / APPROVED
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 174 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Admin. (Chief) PD-007
Complaints from Members of the Public or
Employees- Internal Affairs Investigations
WITH Sustained Finding of Misconduct
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §§832.5(b), 832.7; GC§ 34090 Police /
Admin. (Chief) PD-008
Complaints from Members of the Public or
Employees -Internal Affairs Investigations
WITHOUT Sustained Finding of
Misconduct
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by
members of the public; other State & Federal
laws require retention until final disposition of
formal complaint; State requires 2 years after
action is taken; Statute of Limitations is 4
years for misconduct after the discovery of
the offense for misconduct in office; EVC
§1045, GC §§12946,12960, 34090, PC
§§801.5, 803(c), 832.5, 832.7, VC §2547
Police /
Admin. (Chief) PD-009
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. (Chief) PD-010 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. (Chief) PD-011 Reports and Studies - Historical (e.g. Department Annual Reports) P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. (Chief) PD-012
Weapons Inventory: Department-owned
weapons, personal weapons, alternate
weapons, secondary handguns, etc.

P Mag, Department preference; GC §34090

ADMINISTRATION / SUPPORT SERVICES / PROPERTY AND EVIDENCE Police /
Admin. /
Support
Services /
Property &
Evidence
PD-013 Property & Evidence Database
Indefinite -
Follows the
Retention of
the Evidence
Mag Department Preference (data is interrelated);
GC §34090
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 175 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Admin. /
Support
Services /
Property &
Evidence
PD-014 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Admin. /
Support
Services /
Property &
Evidence
PD-015 Gun and Narcotics Destruction Log
(Documents related to) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Admin. /
Support
Services /
Property &
Evidence
PD-016 Property & Evidence Logs / Destruction
Authorizations P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. /
Support
Services /
Property &
Evidence
PD-017 Recordings: Video - Evidence Room 1 year Mag GC §34090.6 et seq, Police /
Admin. /
Support
Services /
Property &
Evidence
PD-018 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

ADMINISTRATION / SUPPORT SERVICES / RECORDS
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 176 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Admin. /
Support
Services /
Records
PD-019 RMS Database
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag Data Fields / Records are interrelated; GC
§34090
State of
California PD-020 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications When No
Longer
Required
Mag, Ppr Not a City record
Police /
Admin. /
Support
Services /
Records
PD-021
Citations or Notice of Violations (Parking,
Traffic, Marijuana / Cannabis), Animal,
Code Enforcement, Administrative Citations
(Includes requests for dismissals,
cancellations, and appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Department of
Justice PD-022
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
P
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department preference; Entered Directly into
DOJ’s portal (a State record)
Department of
Justice PD-023 Department of Justice Validation Lists
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Entered Directly into DOJ’s portal (a State
record)
Police /
Admin. /
Support
Services /
Records
PD-024 Monthly Reports 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. /
Support
Services /
Records
PD-025 Livescan Application Forms and Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 177 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Admin. /
Support
Services /
Records
PD-026 U-Visas Minimum 4
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference to match the
expiration date of the U-Visa; GC §34090
Police /
Admin. /
Support
Services /
Records
PD-027 Local Criminal History Checks 2 years Mag, Ppr GC §34090 Police /
Admin. /
Support
Services /
Records
PD-028
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault After All
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Admin. /
Support
Services /
Records
PD-029
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing Date
+ 5 years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD W&I §§389(a), 781(d), GC §34090; Police /
Admin. /
Support
Services /
Records
PD-030
POLICE REPORTS:

Lost or Stolen Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 178 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
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).

Police /
Admin. /
Support
Services /
Records
PD-031
POLICE REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Arson (Suspected or Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799;
803(h), 11169 et seq.; 11170(a); WIC 707(b)
Police /
Admin. /
Support
Services /
Records
PD-032
Reports to State or Federal Agencies:

Report to POST Commission of peace
officer employment, compliant, finding,
disposition, or judgement pursuant to §PC
13510.9, etc.

Report of data regarding the number, type,
or disposition of complaints made against
its officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Admin. /
Support
Services /
Records
PD-033
Reviews: On-Duty Traffic Accidents, Use of
Force, Vehicle Pursuits - Not as a result of
a complaint from a member of the public
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §§12946, 12960,
34090
Police /
Admin. /
Support
Services /
Records
PD-034
POLICE REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 179 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
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).

Police /
Admin. /
Support
Services /
Records
PD-035
POLICE REPORTS:

Except those specifically mentioned in
the schedule (ALL Others, Including
Felonies and Misdemeanors)
Minimum 10
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; Provided there are
no outstanding warrants, unrecovered
identifiable items, criminal deaths, they are
not historically significant, and it is not
classified under PC §800 & 290; Stat. of
Limit. is 2 yrs; Destroy juvenile marijuana
after age18; H&S §11361.5, GC §34090, PC
§802, PC §§187, 800 et seq.

Police /
Admin. /
Support
Services /
Records
PD-036
POLICE REPORTS:

Misdemeanor or Infraction - Adult
Marijuana / Cannabis - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with
procedure in H&S §11361.5) - Except those
with outstanding stolen property, including
firearms, or lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
("Shall" Destroy); GC §§68152(c)(8); H&S
§11361.5
Police /
Admin. /
Support
Services /
Records
PD-037
POLICE REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Admin. /
Support
Services /
Records
PD-038
POLICE REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 180 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
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).

Police /
Admin. /
Support
Services /
Records
PD-039
POLICE REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090;
PC §851.8(a)
Police /
Admin. /
Support
Services /
Records
PD-040
POLICE REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Admin. /
Support
Services /
Records
PD-041
POLICE REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, or Victim of Intimate
Partner Violence or Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy);
GC §34090; PC §§236.14(k); 236.15(k)
Police /
Admin. /
Support
Services /
Records
PD-042 Registrants: Arson Registrations: Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Pursuant to PC
§457.1 et seq.; required to register for life; If
released from DOJJ, records are destroyed
after age 25 or sealing pursuant to W&I §781;
GC §34090.7
Police /
Admin. /
Support
Services /
Records
PD-043
Registrants: Arson Registrations:

Juveniles released from Division of
Juvenile Justice
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Pursuant to PC §457.1 et seq.; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC
§34090.7
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 181 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
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).

Police /
Admin. /
Support
Services /
Records
PD-044 Registrants: Gang Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); GC §34090
Police /
Admin. /
Support
Services /
Records
PD-045 Registrants: Gang Juveniles Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); Records are destroyed
pursuant to W&I §781;GC §34090
Police /
Admin. /
Support
Services /
Records
PD-046 Registrants: Narcotics 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. /
Support
Services /
Records
PD-047 Registrants: Sex Offender Registrations:

Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10 or
20 years after offense, provided there are no
subsequent offenses; Pursuant to PC §290
et seq.

Police /
Admin. /
Support
Services /
Records
PD-048 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10 or
20 years after offense, provided there are no
subsequent offenses; Pursuant to PC §290
et seq.

Court or
District
Attorney
PD-049
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
Expiration of
the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Not a City record
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 182 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10
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).

Police /
Admin. /
Support
Services /
Records
PD-050 STOP Source Data, Audit Log / Racial and
Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC
§34090
Court or
District
Attorney
PD-051 Subpoenas (Personal Appearance of Police
Employees) or Subpoenas Duces Tecum 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; Court or District
Attorney records; GC §34090 et seq.

ADMINISTRATIVE / TRAINING
Police /
Admin. /
Training
PD-052
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Training
PD-053
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters or Sign-in Sheets,
Outlines and Materials; Includes Use of
Force training, safety training, etc.

Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 8 CCR §3203
et seq., 29 CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Admin. /
Training
PD-054
Training - Department Training Records -

EMPLOYEE FILE
Training Certificates / Training Records
Separation 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Rosters are sent to
POST; OSHA requires safety training 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 2 -3 years; 8
CCR §3203 et seq., 29 CFR 1602.31 , LC
§6429(c); GC §§12946,12960, 34090,
53235.2(b)

OPERATIONS / COMMUNICATIONS / CAD / DISPATCH
Police / Ops /
CommunicationsPD-055
Recordings: Audio - (CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch Tapes (CAD) /
911 Recordings
Minimum
366 days Mag
Department Preference; legally mandated for
100 days; (civil suits may be filed up to 365
days); GC §§34090, 34090.6

OPERATIONS / DETECTIVES
SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 183 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11
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).

Police / Ops /
Detectives PD-056 Criminal Intelligence Files Last Entry + 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained
longer than 5 years; 28 CFR 23.20(h); GC
§34090
Police / Ops /
Detectives PD-057
Community Engagement Programs and
Communications / Crime Prevention
Programs / National Night Out, Torch Run,
etc.

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police / Ops /
Detectives PD-058 Recordings: Audio Voice Recordings (PUMA) When No
Longer
Required
Mag Audio Recordings; GC §34090.6 et seq,
Police / Ops /
Detectives PD-059 Pawn Slips / Secondhand Dealer Transaction Records 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Ops /
Detectives PD-060 Detectives Investigation Files and Arrest Files Transferred
into
Record's
Police
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Police / Ops /
Detectives PD-061 Informant Files / Gang Files Minimum 2 years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090

OPERATIONS / JAIL
Police / Ops /
Jail PD-062 Jail In-Custody Rosters 2 years Mag, Ppr GC §34090 SAN FERNANDO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 184 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12
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).

Police / Ops /
Jail PD-063
Logs & Inspections: Jail Activity, Custody
Logs & Lists, Daily Counts, Daily Food
Services, Freezer Temperature Forms, Goof
Inspection, Kitchen Utensil Inventory,
Handcuff Log, Tool Log, Jail incident Lob,
Drain Flush Log, Jail Key Log, Shift Change
Checklist, Duress Alarm Log, Safety &
Sobering Cell Logs, Secure Juvenile Logs,
Security Checks, Visitor Logs
2 years Mag, Ppr GC §34090
Police / Ops /
Jail PD-064 Medical Screen Forms, Sheets 2 years Mag, Ppr GC §34090 Police / Ops /
Jail PD-065 Monthly Counts, Official Counts 2 years Mag, Ppr GC §34090 Police / Ops /
Jail PD-066 Outside Agencies Pre-booking Forms 2 years Mag, Ppr GC §34090 Police / Ops /
Jail PD-067 PREA (Prison Rape Elimination Act) Report 2 years Mag, Ppr GC §34090 Police / Ops /
Jail PD-068 Property Sheets 2 years Mag, Ppr GC §34090
Police / Ops /
Jail PD-069 Recordings: Video - Jail 1 year Mag Records regular and ongoing operations; GC §34090.6 et seq, Police / Ops /
Jail PD-070 Self-Pay Prisoners / Private Jail Contracts (Pay to Stay) Completion
+ 5 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: Upon Completion
Statute of Limitations: Contracts & Spec's=4
years (E&O does not apply); CCP §§336(a),
337 et. seq.; GC §34090

OPERATIONS / PATROL
Police / Ops /
Patrol PD-071 Canine (Police Service Dogs) Program Files: Service Animal Files Separation +
2 years Mag, Ppr Department preference; GC §34090 et seq.

Police / Ops /
Patrol PD-072 Ops Plans (Fourth of July, etc.) Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police / Ops /
Patrol PD-073 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 185 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13
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).

Police / Ops /
Patrol PD-074 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.

Police / Ops /
Patrol PD-075 Recordings: Automated License Plate Readers (ALPR) When No
Longer
Required
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq, CC
§1798.90.53(b)(2)(G);
Police / Ops /
Patrol PD-076 Recordings: Body-Worn Cameras – LOGS
of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police / Ops /
Patrol PD-077
Recordings: Body-Worn Cameras - that
ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
seq.

Police / Ops /
Patrol PD-078 Recordings: Body-Worn Cameras - that
are NOT evidence
Minimum 90
days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police / Ops /
Patrol PD-079 Recordings: Drone (Unmanned Aerial Vehicle) When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police / Ops /
Patrol PD-080
Recordings: Video - Building Security /
Department Activity (Employees
Performing Work, Cashiering, Building
Security, etc.)
366 days Mag Records regular and ongoing operations; GC §34090.6 et seq,
Police / Ops /
Patrol PD-081 Recordings: Video - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police / Ops /
Patrol PD-082 Recordings: Video - Temporary Holding
Cell (Juveniles & Adults) 1 year Mag Records regular and ongoing operations; GC §34090.6 et seq,
Police / Ops /
Patrol PD-083 Ride-A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 186 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14
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).

Police / Ops /
Patrol PD-084 Seargent's Logs / Summary to Command Staff 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police / Ops /
Patrol PD-085 Speedometer Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police / Ops /
Patrol PD-086 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police / Ops /
Patrol PD-087 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police / Ops /
Patrol PD-088 Vacation Check Forms / Extra Patrol Request Forms When No
Longer
Required
Mag, Ppr Preliminary Draft (entered in RMS / CAD
system; GC §34090 et seq.

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 187 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
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
Lead Dept. PW-001 Permit Database (AIMS) Indefinite
(Perm) Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 City Clerk PW-002
Assessment Districts / Landscape & Lighting
Districts / Community Facilities Districts /
Lighting Districts / Landscape Maintenance
Districts / Special Districts:

Engineers Reports
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Retained in City Council Agenda Packets;
GC §34090.7
Public Works /
Engineering PW-003
Assessment Districts / Landscape & Lighting
Districts / Community Facilities Districts /
Lighting Districts / Landscape Maintenance
Districts / Special District
Formation, Historically Significant Records
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-004 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-005
Capital Improvement Projects (CIP) - where
Engineering is the Lead: MAINTENANCEONLY PROJECTS (Painting, Re-Roof, etc. - No change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 188 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
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) - where
Engineering is the Lead: Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
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; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-007
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings Soils Reports, Studies, Submittals, Surveys,
etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
City Clerk PW-008
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases - Supporting Documents
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD City Clerk retains final; GC §34090(a)
Public Works /
Engineering PW-009
Design & Construction Standards - Authored by
the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-010
Drawings - where Engineering is the Lead:

Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 189 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
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 /
Engineering PW-011
Encroachment Permits / License Agreements:

Permanent (Structures in the City's Right of
Way, Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-012
Encroachment Permits: Temporary (Banner
Permit, Block Party, Excavation, Street Closure
Permits, Street Cuts, Street & Sidewalk Repair,
Streetlight Repair, Traffic Control,
Transportation Permits, Utility Cuts (Installation
& Patching), etc.)
Includes Insurance Certificates
Minimum
Expiration +
2 years
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept. PW-013
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the Lead
Correspondence and staff notes that provide
insight into the project or 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 (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Engineering &
Building
PW-014 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-015
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

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

QC & OD
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
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 190 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
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 /
Engineering PW-016
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-017 Subdivision Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-018 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-019 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police or Sheriff PW-020 Traffic Collision Reports / SWTRS Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies or Not City Records; GC
§34090.7
Public Works /
Engineering PW-021 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-022 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-023 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 191 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-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).

Public Works /
Engineering PW-024 Transportation & Public Safety Commission -

AGENDAS & STAFF REPORTS
Minimum 2
years

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

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

Public Works /
Engineering PW-025
Transportation & Public Safety Commission -
AUDIO or VIDEO RECORDINGS
Minimum 4
years, or
After Minutes
are
Approved,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Public Works /
Engineering PW-026 Transportation & Public Safety CommissionMINUTES P Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
Public Works /
Engineering PW-027 Transportation Permits / Wide Load Permits, Heavy Load Permits, etc.

Expiration +
2 years
Yes: Until
Expiration Mag, Ppr S / I Yes: After QC & OD GC § 34090 Public Works /
Engineering PW-028 Transportation Plans / Master Plans P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

PUBLIC WORKS / OPERATIONS / FLEET SERVICES
Public Works /
Lead Div. PW-029 AQMD Permits - for Generators, etc. Issue Date + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Fleet Services PW-030
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Fleet Services PW-031 Fleet - Tire Disposal / Waste Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Fleet Services PW-032 Fleet - Used Oil Disposal Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 192 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-6
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 /
Fleet Services PW-033
Fleet - Vehicle & Equipment History Files
Maintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Lead Div. PW-034 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Fleet Services PW-035 Inspections or Audits by the CHP (Fleet) 5 years Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC § 34090
Public Works /
Lead Div. PW-036 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-037
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 193 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-7
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).

Division
Providing
Service / Work
PW-039
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-040
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / OPERATIONS / MAINTENANCE & STREETS
Public Works /
Lead Div. PW-041 AQMD Permits - for Generators, etc. Issue Date + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Lead Dept.
(Managing the
Project)
PW-042
Capital Improvement Projects (CIP):

MAINTENANCE-ONLY PROJECTS - No
Change in Infrastructure
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference - meets municipal
government auditing standards; Statute
of Limitations for Errors & Omissions not
applicable; Some grant funding agencies
require audits; Statute of Limitations:

Contracts & Spec's=4 years, CCP §337
et. seq., GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 194 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-8
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).

Lead Dept.
(Managing the
Project)
PW-043
Capital Improvement Projects (CIP):

Administration File / Construction
Management
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Permits for Construction,
Preliminary Notices, Project Schedules, Public
Relations, Meeting Agendas & Minutes, Monthly
Reports, Notices, Real Estate Appraisals, RFIs /
RFQs , Safety. SWPPP / WPCP, 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; 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
Project)
PW-044
Capital Improvement Projects (CIP): Drawings,
Record Drawings, Large-Format Drawings,
Survey Record Maps, Capital Improvement
Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Lead Dept.
(Managing the
Project)
PW-045
Capital Improvement Projects (CIP):

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

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

Design & Construction Standards - Authored
by the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 195 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-9
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).

Lead Dept.
(Managing the
Project)
PW-047
Capital Improvement Projects (CIP):

Environmental Determinations:

Correspondence and internal staff notes that
provide insight into the project or the
agency’s CEQA compliance with respect to
the project Environmental Impact Reports
(EIRs), Negative Declarations, etc.) / CEQA
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 (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Lead Div. PW-048 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Maintenance PW-049 Herbicide or Pesticide Application Forms 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Public Works /
Lead Div. PW-050 Operations & Maintenance Manuals (O&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 /
Maintenance PW-052 Pothole Repairs 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-053 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 196 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-10
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 /
Lead Div. PW-054
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Maintenance PW-055 Storm Drain System Maintenance (Slip Lining, etc.) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Maintenance PW-056 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs and Forms) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Maintenance PW-057 Tree DATABASE (West Coast Arborists) Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Public Works /
Maintenance PW-058 Tree Maintenance, Trimming, Arborists Reports (ALL City-owned trees) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-059 Underground Service Alerts (USA's) / Dig Alerts - PRIOR to Direct Entry into DigAlert Software Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - entered into
DigAlert Software (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(e), GC §34090
Division
Providing
Service / Work
PW-060
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 197 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-11
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).

Division
Providing
Service / Work
PW-061
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-062
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / OPERATIONS / NPDES - STORMWATER
Public Works /
Stormwater PW-063 NPDES Permits / MS-4 Permits Superseded + 5 years Yes Mag, Ppr Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

Public Works /
Stormwater PW-064 Stormwater: Chain of Custody, Guidance Information, Lab Reports 5 years Mag, Ppr Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41, 122.44;
CCP §337 et seq.

Public Works /
Stormwater PW-065 Stormwater: Construction, Industrial, BMPs, etc. 5 years Mag, Ppr Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41, 122.44;
CCP §337 et seq.

Public Works /
Stormwater PW-066 Stormwater: Industrial Notices / Code Enforcement / Violations / Spill Response Resolution +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

PUBLIC WORKS / OPERATIONS - SOLID WASTE
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 198 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-12
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 /
Solid Waste PW-067
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste Collection
and Recycling) . CalRecycle Annual Waste
Diversion Report / CalREcycle Report, etc.
10 years Mag, Ppr
Department preference; SB 1383
compliance is required for 5 years; LowCarbon Fuel Standard regulations credits can be received for 10 years, and are
eligible for an extension; 14 CCR §
18995;.2 H&S §39730.7; GC §34090
Public Works /
Solid Waste PW-068 Reports to Regulatory Agencies (California Integrated Waste Management Board, etc.) 10 years Mag, Ppr Department Preference; GC §34090 Public Works /
Solid Waste PW-069 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Ppr Department Preference; GC §34090 Public Works /
Solid Waste PW-070 Tonnage Reports 10 years Mag, Ppr Department Preference; GC §34090

PUBLIC WORKS / SEWER / WASTEWATER COLLECTIONS
Public Works /
Wastewater
Collections
PW-071 CCTV Videos of Sewer Lines 10 years Mag, Ppr Department preference; GC §34090 Public Works /
Lead Div. PW-072
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations
3 years Ppr
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
Public Works /
Wastewater
Collections
PW-073 FOG (Fats, Oil & Grease) Inspections /
Pretreatment Annual & Quarterly Reports 3 years Mag, Ppr Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Wastewater
Collections
PW-074 Sanitary Spills and Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Wastewater
Collections
PW-075 Sewer Odor Complaints / Gas Detection Results
/ Investigations 5 years Mag, OD, Ppr S
Yes: After
QC & OD Department preference; GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 199 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-13
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 /
Wastewater
Collections
PW-076
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be updated every 6 5 years;
SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB
General Order 2006-03; & 2022-0103-
DWQ; GC §34090
Public Works /
Lead Div. PW-059 Underground Service Alerts (USA's) / Dig Alerts - PRIOR to Direct Entry into DigAlert Software Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - entered into
DigAlert Software (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(e), GC §34090
Division
Providing
Service / Work
PW-078
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-079
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-080
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / WATER DISTRIBUTION
Public Works /
Water
Distribution
PW-081 Fire Hydrant Flush and Valve Maintenance
Records - May be in TRAKiT or CMMS
Indefinite -
Minimum 5
years
Mag, Ppr Department preference; GC §34090
Lead Dept. PW-082 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 200 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-14
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).

Lead Dept. PW-083
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department Preference - entered into
DigAlert Software (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(e), GC §34090
Division
Providing
Service / Work
PW-085
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-086
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-087
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / WATER TREATMENT PLANT (POTABLE WATER)
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 201 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-15
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 /
Water Treatment
Plant
PW-088 Chains of Custody / Water Analysis & Sampling
/ Tabular Summaries: Chemical 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
Actual laboratory reports may be kept, or
data may be transferred to tabular
summaries; State law requires 10 years;
40 CFR 141.33(a); 22 CCR §64470
Public Works /
Water Treatment
Plant
PW-089
Chains of Custody / Water Analysis & Sampling
/ Tabular Summaries: Bacteriological &
Organics
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
Actual laboratory reports may be kept, or
data may be transferred to tabular
summaries; State law requires 5 years;
40 CFR 141.33(a)and (b)(1); 22 CCR
§64470
Public Works /
Water Treatment
Plant
PW-090 Chains of Custody / Water Analysis & Sampling
/ Tabular Summaries: Lead & Copper 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
Lead and Copper are required for 12
years or 2 compliance cycles (some
compliance cycles are nine years); 22
CCR 64400.20; 22 CCR 64690.80; 40
CFR 141.33(a); 40 CFR 141.91
Public Works /
Lead Div. PW-091
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations
3 years Ppr
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
Public Works /
Water Treatment
Plant
PW-092
Customer Concerns / Customer Complaints /
Complaint Forms: Odor / Taste / Visual
Complaints (Correspondence regarding Potable
Water)
5 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22 CCR
64470(a)
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 202 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-16
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 /
Water Treatment
Plant
PW-093
Environmental Agencies / Regulatory Agencies
for Potable Water - Correspondence with
Substantive Content:

DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
Minimum 10
years
Mag, Ppr Department Preference; GC §34090
Lead Dept. PW-094 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
Public Works /
Water Treatment
Plant
PW-095 Leak Report / Annual Leak Report / Water Loss
Reports
Minimum 2
years
Mag, Ppr Department Preference; GC §34090
Lead Dept. PW-096 Operations & Maintenance Manuals / O & M Manuals
Disposal of
Equipment Mag, Ppr Department preference; GC §34090
Public Works /
Water Treatment
Plant
PW-097
Permits - Water Regulatory / Operating
Permits: CalARP, CERS, Cal OSHA, DDW
(Division of Drinking Water), DWR (Department
of Water Resources), EPA, , RMP, SWRCB
(State Water Resources Control Board) ,etc.

P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works /
Water Treatment
Plant
PW-098 Plant Operator Log Books 5 years Mag, Ppr
Department Preference; Meets
Department of Public Heath
requirements; GC §34090
Public Works /
Lead Div. PW-099 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Public Works /
Water Treatment
Plant
PW-100
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, RMP,
SWRCB (State Water Resources Control
Board) ,etc.

Minimum 10
years
Mag, Ppr
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 203 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-17
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 /
Water Treatment
Plant
PW-101 Reservoirs: Condition Reports, Maintenance,
Videos, Inspections, etc. P
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department preference; GC §34090
Lead Dept. PW-102
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
Public Works /
Water Treatment
Plant
PW-103 Sanitary Surveys of Water Sources 10 years Mag, Ppr 22 CCR §64470; GC §34090 Public Works /
Water Treatment
Plant
PW-104 SCADA Database (Water)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Public Works /
Water Treatment
Plant
PW-105
Vulnerability Assessment / Emergency
Response Plan / Risk & Resilience Assessment
/ Hazard Mitigation Plan
When
Superseded -
Minimum 2
years
Mag, Ppr Confidential; 42 USC 300i-2(d); GC
§34090
Public Works /
Water Treatment
Plant
PW-106
Water Production Reads / Reports (to State
DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
5 years Mag, Ppr
Department Preference; Meets California
Department of Health requirements (3
years); GC §34090
Public Works /
Utilities /
Laboratory
PW-107 Water Quality Reports / Consumer Confidence
Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, federal 10 years; 22
CCR §§ 64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91 40 CFR
141.33(a); GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 204 of 518
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations, Sewer, Water)
Page PW-18
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 /
Water Treatment
Plant
PW-108 Water Treatment Plant Operators Certificates
(posting required)
When
Superseded
Mag,
OD, Ppr S
Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water Treatment
Plant
PW-109 Water Treatment Plant Safety Training
Certificates (posting required)
Minimum 5
years
Mag,
OD, Ppr S
Yes: After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 205 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-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).

RECREATION & COMMUNITY SERVICES
Recreation &
Community
Services
R&CS-001 Registration Database
Indefinite -
Minimum 2
years
Yes Mag, Department preference; GC §34090
Recreation &
Community
Services
R&CS-002
Activity Guide / Class Guide / Program Guide / Art
Exhibit Brochures / Theatre Season Brochures
(Final)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Community
Services
R&CS-003
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Community
Services
R&CS-004 Contracts for Performances / Instructors Completion + 2 years Mag, Ppr Department preference; GC §34090
Recreation &
Community
Services
R&CS-005 Education Commission

AGENDAS & STAFF REPORTS
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Recreation &
Community
Services
R&CS-006 Education Commission

AUDIO RECORDINGS
Minimum 4
years
Mag Department preference; Audio
Required for 30 days; GC §54953.5(b)
Recreation &
Community
Services
R&CS-007 Education Commission

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Recreation &
Community
Services
R&CS-008 Evaluations / Surveys (Programmatic Evaluations of Art, Recreation or Theatre programs)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Recreation &
Community
Services
R&CS-009
Facility Use Requests / Art Facility Requests /
Field Rentals / Facility Use Applications and
Permits (Includes Insurance Certificates and ABC
Permits where appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 206 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-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).

Recreation &
Community
Services
R&CS-010 Incident Reports / Disruptive Patrons Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Community
Services
R&CS-011 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Community
Services
R&CS-012 Parks, Wellness & Recreation Commission

AGENDAS & STAFF REPORTS
Minimum 4
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Recreation &
Community
Services
R&CS-013 Parks, Wellness & Recreation Commission

AUDIO RECORDINGS
Minimum 2
years
Mag Department preference; Audio
Required for 30 days; GC §54953.5(b)
Recreation &
Community
Services
R&CS-014 Parks, Wellness & Recreation Commission

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Recreation &
Community
Services
R&CS-015 Playground Equipment Inspections and
Maintenance 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Community
Services
R&CS-016 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Community
Services
R&CS-017 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
Comm. Services R&CS-018 Senior Nutrition Program 5 years Mag, Ppr Department preference; meets
standards for grants & audits; OMB
Circular A-110 & A-133; GC §34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 207 of 518
Ver. 2.0 RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-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).

Lead Dept. R&CS-019
Volunteer / Docent / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Courts may
treat volunteers as employees in some
actions; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -3
years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§, 12960, 34090
Lead Dept. R&CS-020
Volunteer / Docent / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1 year
Department preference; Courts may
treat volunteers as employees in some
actions; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -3
years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§, 12960, 34090
SAN FERNANDO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RES. NO. 8359
EXHIBIT "A"
January 21, 2025 Regular CC Mtg Page 208 of 518
Date: _________ Department: _______________
©1998-2022 Gladwell Governmental Services, Inc.

Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule. The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File # Records Description From
(Start Date)
To
(End Date)
Box # Retention
#
Retention
Period
Check one option for destruction:
 Shredding is Required (Records contain private information) OR
 Recycle (Records do NOT contain private information)
_________________________________ ___________________________ Employee Preparing Form Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION _________________________________ ___________________________ Department Head / Division Manager Date
_________________________________ ___________________________ City Clerk Date
_________________________________ ___________________________ City Attorney Date
Return this form to the City Clerk’s Office following approval (they coordinate the destruction arrangements) --------------------------------------------------------------------------------------------------------------------------------------- (Complete after destruction has been performed, if done by City Clerk Staff. If destruction is performed by a commercial vendor, have them provide you with a Certificate of Destruction.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:
______________________________ ___________________________ Employee Performing Destruction Date
Return this form to the City Clerk department after completed RES. NO. 8359
EXHIBIT "B"
January 21, 2025 Regular CC Mtg Page 209 of 518
This Page
Intentionally
Left Blank
January 21, 2025 Regular CC Mtg Page 210 of 518
January 21, 2025 Regular CC Mtg Page 211 of 518
This Page
Intentionally
Left Blank
January 21, 2025 Regular CC Mtg Page 212 of 518

AGENDA REPORT
PUBLIC WORKS DEPARTMENT 117 MACNEIL STREET, SAN FERNANDO, CA 91340 (818) 898-1222 WWW.SFCITY.ORG REVIEW: ☒ Finance Director ☒ Deputy City Manager ☒ City Manager To: Mayor Mary Mendoza and Councilmembers
From: Nick Kimball, City Manager
By: Wendell Johnson, Director of Public Works

Date: January 21, 2025
Subject: Consideration to Award a Professional Services Agreement to Robert D. Niehaus, Inc. for Water and Sewer Utility Rate Study
RECOMMENDATION:

It is recommended that the City Council:
a. Award a Professional Services Agreement to Robert D. Niehaus, Inc. (Attachment “A” - Contract No. 2336) in the amount of $59,440, to conduct a Water and Sewer Utility Rate Study;
b. Authorize a fifteen (15) percent contingency in the amount of $8,916; and c. Authorize the City Manager, or designee, to make non-substantive changes and execute the contract and all related documents.

BACKGROUND:

1. In 2017, the City completed a water and sewer utility rate study to ensure that sufficient revenues are generated through the fixed and volume/usage based charges to fund ongoing maintenance and capital improvement projects impacting the City’s Water and Sewer Infrastructure. This resulted in a rate increase plan that was implemented in January 1, 2020, with the last rate increase being implemented on January 1, 2024.

2. On October 31, 2024, staff published a Request for Proposal (RFP) (Exhibit “A” to Attachment “A”) on the City website and in The San Fernando Valley Sun requesting proposals from qualified firms to conduct a study of the City’s water and sewer utility rates.

3. On December 5, 2024, staff acknowledged the receipt of timely proposals from three (3) consultants regarding the City’s request: Robert D. Niehaus Inc., IB Consulting, and Raftelis.

January 21, 2025 Regular CC Mtg Page 213 of 518
Consideration to Award a Professional Services Agreement to Robert D. Niehaus, Inc. for Water and Sewer Utility Rate Study

Page 2 of 4 ends

San Fernando City CouncilJanuary 21, 2025

San Fernando City Council
January 21, 2025