San Marino City Council
September 26, 2025

For multiple appearance points of a single spill event, the points closest to the spill origin.
• Photography for:
o Drainage conveyance system entry locations,
o The location(s) of discharge into surface waters, as applicable, o Extent of spill spread, and
o The location(s) of clean up.

2.2 Spill Volume Estimation
To assess the approximate spill magnitude and spread, the Enrollee shall estimate the total spill volume using updated volume estimation techniques, calculations, and documentation for electronic reporting. The Enrollee shall update its notification and reporting of estimated spill volume (which includes spill volume recovered) as further information is gathered during and after a spill event.

2.3. Receiving Water Monitoring

2.3.1. Receiving Water Visual Observations
Through visual observations and use of best available spill volume-estimating techniques and field calculation techniques, the Enrollee shall gather and document the following information for spills discharging to surface waters:
• Estimated spill travel time to the receiving water;
• For spills entering a drainage conveyance system, estimated spill travel time from the point of entry into the drainage conveyance system to the point of discharge into the receiving water;
• Estimated spill volume entering the receiving water; and • Photography of:
o Waterbody bank erosion,
o Floating matter,
o Water surface sheen (potentially from oil and grease), PAGE 564 of 623
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o Discoloration of receiving water, and
o Impact to the receiving water.

2.3.2. Receiving Water – Water Quality Sampling and Analysis For sewage spills in which an estimated 50,000 gallons or greater are discharged into a surface water, the Enrollee shall conduct the following water quality sampling no later than 18 hours after the Enrollee’s knowledge of a potential discharge to a surface water:
• Collect one water sample, each day of the duration of the spill, at:
o The DCS-001 location as described in section 2.3.4 (Receiving Water Sampling Locations) of this Attachment, if sewage discharges to a surface water via a drainage conveyance system; and/or
o Each of the three receiving water sampling locations in section 2.3.4 (Receiving Water Sampling Locations) of this Attachment;
If the receiving water has no flow during the duration of the spill, the Enrollee must report “No Sampling Due To No Flow” for its receiving water sampling locations.

The Enrollee shall analyze the collected receiving water samples for the following constituents per section 2.3.3 (Water Quality Analysis Specifications) of this Attachment:
• Ammonia, and
• Appropriate bacterial indicator(s) per the applicable Basin Plan water quality objectives, including one or more of the following, unless directed otherwise by the Regional Water Board:
o Total Coliform Bacteria
o Fecal Coliform Bacteria
o E-coli
o Enterococcus
Dependent on the receiving water(s), sampling of bacterial indicators shall be sufficient to determine post-spill (after the spill) compliance with the water quality objectives and bacterial standards of the California Ocean Plan or the California Inland Surface Water Enclosed Bays, and Estuaries Plan, including the frequency and/or number of post-spill receiving water samples as may be specified in the applicable plans.

The Enrollee shall collect and analyze additional samples as required by the applicable Regional Water Board Executive Officer or designee.

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2.3.3. Water Quality Analysis Specifications
Spill monitoring must be representative of the monitored activity (40 Code of Federal Regulations section 122.41(j)(1)).

Sufficiently Sensitive Methods
Sample analysis must be conducted according to sufficiently sensitive test methods approved under 40 Code of Federal Regulations Part 136 for the sample analysis of pollutants. For the purposes of this General Order, a method is sufficiently sensitive when the minimum level of the analytical method approved under 40 Code of Federal Regulations Part 136 is at or below the receiving water pollutant criteria.

Environmental Laboratory Accreditation Program-Accredited Laboratories The analysis of water quality samples required per this General Order must be performed by a laboratory that has accreditation pursuant to Article 3 (commencing with section 100825) of Chapter 4 of Part 1 of Division 101 of the Health and Safety Code. (Water Code section 13176(a).) The State Water Board accredits laboratories through its Environmental Laboratory Accreditation Program (ELAP).

2.3.4. Receiving Water Sampling Locations
The Enrollee shall collect receiving water samples at the following locations.

Sampling of Flow in Drainage Conveyance System (DCS) Prior to Discharge Sampling
Location Sampling Location Description
DCS-001 A point in a drainage conveyance system before the drainage conveyance system flow discharges into a receiving water.

Receiving Surface Water Sampling (RSW)1
Sampling
Location Sampling Location Description
RSW-001
Point of Discharge
A point in the receiving water where sewage initially enters the receiving water.

RSW-001U:

Upstream of Point
of Discharge
A point in the receiving water, upstream of the point of sewage discharge, to capture ambient conditions absent of sewage discharge impacts.

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Sampling
Location Sampling Location Description
RSW-001D:

Downstream of
Point of Discharge
A point in the receiving water, downstream of the point of sewage discharge, where the spill material is fully mixed with the receiving water.
1 The Enrollee must use its best professional judgment to determine the upstream and downstream distances based on receiving water flow, accessibility to upstream/downstream waterbody banks, and size of visible sewage plume.

2.4. Safety and Access Exceptions
If the Enrollee encounters access restrictions or unsafe conditions that prevents its compliance with spill response requirements or monitoring requirements in this General Order, the Enrollee shall provide documentation of access restrictions and/or safety hazards in the corresponding required report.

3. REPORTING REQUIREMENTS
All reporting required in this General Order must be submitted electronically to the online CIWQS Sanitary Sewer System Database (https://ciwqs.waterboards.ca.gov), unless specified otherwise in this General Order. Electronic reporting may solely be conducted by a Legally Responsible Official or Data Submitter(s) previously designated by the Legally Responsible Official, as required in section 5.8 (Designation of Data Submitters) of this General Order.

The Enrollee shall report any information that is protected by the Homeland Security Act, by email to [email protected], with a brief explanation of the protection provided by the Homeland Security Act for the subject report to be protected from unauthorized disclosure and/or public access, and for official Water Board regulatory purposes only.

3.1. Reporting Requirements for Individual Category 1 Spill Reporting

3.1.1. Draft Spill Report for Category 1 Spills
Within three (3) business days of the Enrollee’s knowledge of a Category 1 spill, the Enrollee shall submit a Draft Spill Report to the online CIWQS Sanitary Sewer System Database.

The Draft Spill Report must, at minimum, include the following items:

1. Contact information: Name and telephone number of Enrollee contact person to respond to spill-specific questions;

2. Spill location name;

3. Date and time the Enrollee was notified of, or self-discovered, the spill;

4. Operator arrival time;
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5. Estimated spill start date and time;

6. Date and time the Enrollee notified the California Office of Emergency Services, and the assigned control number;

7. Description, photographs, and GPS coordinates of the system location where the spill originated;
o If a single spill event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the spill appearance point explanation field;

8. Estimated total spill volume exiting the system;

9. Description and photographs of the extent of the spill and spill boundaries;

10. Did the spill reach a drainage conveyance system? If Yes:
o Description of the drainage conveyance system transporting the spill; o Photographs of the drainage conveyance system entry location(s); o Estimated spill volume fully recovered from the drainage conveyance system; o Estimated spill volume remaining within the drainage conveyance system;

11. Description and photographs of all discharge point(s) into the surface water;

12. Estimated spill volume that discharged to surface waters; and

13. Estimated total spill volume recovered.

3.1.2. Certified Spill Report for Category 1 Spills
Within 15 calendar days of the spill end date, the Enrollee shall submit a Certified Spill Report for Category 1 spills, to the online CIWQS Sanitary Sewer System Database.

Upon completion of the Certified Spill Report, the online CIWQS Sanitary Sewer System Database will issue a final spill event identification number.

The Certified Spill Report must, at minimum, include the following mandatory information in addition to all information in the Draft Spill Report per section 3.1.1 (Draft Spill Report for Category 1 Spills) above:

1. Description of the spill event destination(s), including GPS coordinates if available, that represent the full spread and reach of the spill;

2. Spill end date and time;

3. Description of how the spill volume estimations were calculated, including at a minimum:
o The methodology, assumptions and type of data relied upon, such as supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered), and o The methodology(ies), assumptions and type of data relied upon for estimations of the spill start time and the spill end time;
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4. Spill cause(s) (for example, root intrusion, grease deposition, etc.);

5. System failure location (for example, main, lateral, pump station, etc.);

6. Description of the pipe material, and estimated age of the pipe material, at the failure location;

7. Description of the impact of the spill;

8. Whether or not the spill was associated with a storm event;

9. Description of spill response activities including description of immediate spill containment and cleanup efforts;

10. Description of spill corrective action, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the spill, and a schedule of major milestones for those steps;

11. Spill response completion date;

12. Detailed narrative of investigation and investigation findings of cause of spill;

13. Reasons for an ongoing investigation (as applicable) and the expected date of completion;

14. Name and type of receiving water body(s);

15.Description of the water body(s), including but not limited to:
o Observed impacts on aquatic life,
o Public closure, restricted public access, temporary restricted use, and/or posted health warnings due to spill,
o Responsible entity for closing/restricting use of water body, and o Number of days closed/restricted as a result of the spill.

16.Whether or not the spill was located within 1,000 feet of a municipal surface water intake; and

17. If water quality samples were collected, identify sample locations and the parameters the water quality samples were analyzed for. If no samples were taken, Not Applicable shall be selected.

3.1.3. Spill Technical Report for Individual Category 1 Spill in which 50,000 Gallons or Greater Discharged into a Surface Water
For any spill in which 50,000 gallons or greater discharged into a surface water, within 45 calendar days of the spill end date, the Enrollee shall submit a Spill Technical Report to the online CIWQS Sanitary Sewer System Database. The Spill Technical Report, at minimum, must include the following information:

1. Spill causes and circumstances, including at minimum:
o Complete and detailed explanation of how and when the spill was discovered; PAGE 569 of 623
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o Photographs illustrating the spill origin, the extent and reach of the spill, drainage conveyance system entrance and exit, receiving water, and post-cleanup site conditions;
o Diagram showing the spill failure point, appearance point(s), the spill flow path, and ultimate destinations;
o Detailed description of the methodology employed, and available data used to calculate the discharge volume and, if applicable, the recovered spill volume; o Detailed description of the spill cause(s);
o Description of the pipe material, and estimated age of the pipe material, at the failure location;
o Description of the impact of the spill;
o Copy of original field crew records used to document the spill; and o Historical maintenance records for the failure location.

2. Enrollee’s response to the spill:
o Chronological narrative description of all actions taken by the Enrollee to terminate the spill;
o Explanation of how the Sewer System Management Plan Spill Emergency Response Plan was implemented to respond to and mitigate the spill; and o Final corrective action(s) completed and a schedule for planned corrective actions, including:
▪ Local regulatory enforcement action taken against an illicit discharge in response to this spill, as applicable,
▪ Identifiable system modifications, and operation and maintenance program modifications needed to prevent repeated spill occurrences, and ▪ Necessary modifications to the Emergency Spill Response Plan to incorporate lessons learned in responding to and mitigating the spill.

3. Water Quality Monitoring, including at minimum:
o Description of all water quality sampling activities conducted; o List of pollutant and parameters monitored, sampled and analyzed; as required in section 2.3 (Receiving Water Monitoring) of this Attachment; o Laboratory results, including laboratory reports;
o Detailed location map illustrating all water quality sampling points; and o Other regulatory agencies receiving sample results (if applicable).

4. Evaluation of spill impact(s), including a description of short-term and long-term impact(s) to beneficial uses of the surface water.

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3.1.4. Amended Certified Spill Reports for Individual Category 1 Spills The Enrollee shall update or add additional information to a Certified Spill Report within 90 calendar days of the spill end date by amending the report or by adding an attachment to the Spill Report in the online CIWQS Sanitary Sewer System Database.

The Enrollee shall certify the amended report.

After 90 calendar days, the Enrollee shall contact the State Water Board at [email protected] to request to amend a Spill Report. The Legally Responsible Official shall submit justification for why the additional information was not reported within the Amended Spill Report due date.

3.2. Reporting Requirements for Individual Category 2 Spill Reporting

3.2.1. Draft Spill Report for Category 2 Spills
Within three (3) business days of the Enrollee’s knowledge of a Category 2 spill, the Enrollee shall submit a Draft Spill Report to the online CIWQS Sanitary Sewer System Database.

The Draft Spill Report must, at minimum, include the following items:

1. Contact information: Name and telephone number of Enrollee contact person to respond to spill-specific questions;

2. Spill location name;

3. Date and time the Enrollee was notified of, or self-discovered, the spill;

4. Operator arrival time;

5. Estimated spill start date and time;

6. Date and time the Enrollee notified the California Office of Emergency Services, and the assigned control number;

7. Description, photographs, and GPS coordinates of the system location where the spill originated;
If a single spill event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the spill appearance point explanation field;

8. Estimated total spill volume exiting the system;

9. Description and photographs of the extent of the spill and spill boundaries;

10. Did the spill reach a drainage conveyance system? If Yes:
o Description of the drainage conveyance system transporting the spill; o Photographs of the drainage conveyance system entry location(s); o Estimated spill volume fully recovered from the drainage conveyance system; o Estimated spill volume remaining within the drainage conveyance system; PAGE 571 of 623
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o Estimated spill volume discharged to a groundwater infiltration basin or facility, if applicable; and

11. Estimated total spill volume recovered.

3.2.2. Certified Spill Report for Category 2 Spills
Within 15 calendar days of the spill end date, the Enrollee shall submit a Certified Spill Report for the Category 2 spill, to the online CIWQS Sanitary Sewer System Database (https://ciwqs.waterboards.ca.gov). Upon completion of the Certified Spill Report, the online CIWQS Sanitary Sewer System Database will issue a final spill event identification number.

The Certified Spill Report must, at minimum, include the following mandatory information in addition to all information in the Draft Spill Report per section 3.2.1 (Draft Spill Report for Category 2 Spills) above:

1. Description of the spill event destination(s), including GPS coordinates if available, that represent the full spread and reach of the spill;

2. Spill end date and time;

3. Description of how the spill volume estimations were calculated, including at a minimum:
o The methodology, assumptions and type of data relied upon, such as supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered), and o The methodology(ies), assumptions and type of data relied upon for estimations of the spill start time and the spill end time;

4. Spill cause(s) (for example, root intrusion, grease deposition, etc.);

5. System failure location (for example, main, pump station, etc.);

6. Description of the pipe/infrastructure material, and estimated age of the pipe material, at the failure location;

7. Description of the impact of the spill;

8. Whether or not the spill was associated with a storm event;

9. Description of spill response activities including description of immediate spill containment and cleanup efforts;

10. Description of spill corrective action, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the spill, and a schedule of major milestones for those steps;

11. Spill response completion date;

12. Detailed narrative of investigation and investigation findings of cause of spill;

13. Reasons for an ongoing investigation (as applicable) and the expected date of completion; and
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14. Whether or not the spill was located within 1,000 feet of a municipal surface water intake.

3.2.3. Amended Certified Spill Reports for Individual Category 2 Spills The Enrollee shall update or add additional information to a Certified Spill Report within 90 calendar days of the spill end date by amending the report or by adding an attachment to the Spill Report in the online CIWQS Sanitary Sewer System Database.

The Enrollee shall certify the amended report.

After 90 calendar days, the Enrollee shall contact the State Water Board at [email protected] to request to amend a Spill Report. The Legally Responsible Official shall submit justification for why the additional information was not reported within the Amended Spill Report due date.

3.3. Monthly Certified Spill Reporting for Category 3 Spills The Enrollee shall report and certify all Category 3 spills to the online CIWQS Sanitary Sewer System Database within 30 calendar days after the end of the month in which the spills occurred. (For example, all Category 3 spills occurring in the month of February shall be reported and certified by March 30th). After the Legally Responsible Official certifies the spills, the online CIWQS Sanitary Sewer System Database will issue a spill event identification number for each spill.

The monthly reporting of all Category 3 spills must include the following items for each spill:

1. Contact information: Name and telephone number of Enrollee contact person to respond to spill-specific questions;

2. Spill location name;

3. Date and time the Enrollee was notified of, or self-discovered, the spill;

4. Operator arrival time;

5. Estimated spill start date and time;

6. Description, photographs, and GPS coordinates where the spill originated:
o If a single spill event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the spill appearance point explanation field;

7. Estimated total spill volume exiting the system;

8. Description and photographs of the extent of the spill and spill boundaries;

9. Did the spill reach a drainage conveyance system? If Yes:
o Description of the drainage conveyance system transporting the spill; o Photographs of the drainage conveyance system entry locations(s); o Estimated spill volume fully recovered from the drainage conveyance system; and PAGE 573 of 623
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o Estimated spill volume discharged to a groundwater infiltration basis or facility, if applicable.

10. Estimated total spill volume recovered;

11. Description of the spill event destination(s), including GPS coordinates, if available, that represent the full spread and reaches of the spill;

12. Spill end date and time;

13. Description of how the spill volume estimations were calculated, including, at minimum:
o The methodology and type of data relied upon, including supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered), and o The methodology and type of data relied upon to estimate the spill start time, on-going spill rate at time of arrival (if applicable), and the spill end time;

14. Spill cause(s) (for example, root intrusion, grease deposition, etc.);

15. System failure location (for example, main, pump station, etc.);

16. Description of the pipe/infrastructure material, and estimated age of the pipe/infrastructure material, at the failure location;

17. Description of the impact of the spill;

18. Whether or not the spill was associated with a storm event;

19. Description of spill response activities including description of immediate spill containment and cleanup efforts;

20. Description of spill corrective actions, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the spill, and a schedule of the major milestones for those steps; including, at minimum:
o Local regulatory enforcement action taken against an illicit discharge in response to this spill, as applicable, and
o Identifiable system modifications, and operation and maintenance program modifications needed to prevent repeated spill occurrences at the same spill event location, including:
▪ Adjusted schedule/method of preventive maintenance,
▪ Planned rehabilitation or replacement of sanitary sewer asset, ▪ Inspected, repaired asset(s), or replaced defective asset(s), ▪ Capital improvements,
▪ Documentation verifying immediately implemented system modifications and operating/maintenance modifications,
▪ Description of spill response activities,
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▪ Spill response completion date, and
▪ Ongoing investigation efforts, and expected completion date of investigation to determine the full cause of spill;

21. Detailed narrative of investigation and investigation findings of cause of spill.

3.4. Monthly Certified Spill Reporting for Category 4 Spills The Enrollee shall report and certify the estimated total spill volume exiting the sanitary sewer system, and the total number of all Category 4 spills to the online CIWQS Sanitary Sewer System Database, within 30 calendar days after the end of the month in which the spills occurred.

3.5. Amended Certified Spill Reports for Category 3 Spills Within 90 calendar days of the certified Spill Report due date, the Enrollee may update or add additional information to a certified Spill Report by amending the report or by adding an attachment to the Spill Report in the online CIWQS Sanitary Sewer System Database. The Enrollee shall certify the amended report.

After 90 calendar days, the Legally Responsible Official shall contact the State Water Board at [email protected] to request to amend a certified Spill Report. The Legally Responsible Official shall submit justification for why the additional information was not reported within the 90-day timeframe for amending the certified Spill Report, as provided above.

3.6. Annual Certified Spill Reporting of Category 4 and/or Lateral Spills For all Category 4 spills and spills from its owned and/or operated laterals that are caused by a failure or blockage in the lateral and that do not discharge to a surface water, the Enrollee shall:
• Maintain records per section 4.4. of this Attachment; The Enrollee shall provide records upon request by State Water Board or Regional Water Board staff.
• Annually upload and certify a report, in an appropriate digital format, of all recordkeeping of spills to the online CIWQS Sanitary Sewer System Database, by February 1st after the end of the calendar year in which the spills occurred.

A spill from an Enrollee-owned and/or operated lateral that discharges to a surface water is a Category 1 spill; the Enrollee shall report all Category 1 spills per section 3.1 of Attachment E1 (Notification, Monitoring, Reporting and Recordkeeping Requirements) of this General Order.

3.7. Monthly Certification of “No-Spills” or “Category 4 Spills” and/or “Non-Category 1 Lateral Spills”
If either (1) no spills occur during a calendar month or (2) only Category 4, and/or Enrollee-owned and/or operated lateral spills (that do not discharge to a surface water) occur during a calendar month, the Enrollee shall certify, within 30 calendar days after PAGE 575 of 623
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the end of each calendar month, either a “No-Spill” certification statement, or a “Category 4 Spills” and/or “Non-Category 1 Lateral Spills” certification statement, in the online CIWQS Sanitary Sewer System Database, certifying that there were either no spills, or Category 4 and/or Non-Category 1 Lateral Spills that will be reported annually (per section 3.6 of this Attachment) for the designated month.

If a spill starts in one calendar month and ends in a subsequent calendar month, and the Enrollee has no further spills of any category, in the subsequent calendar month, the Enrollee shall certify “no-spills” for the subsequent calendar month.

If the Enrollee has no spills from its systems during a calendar month, but the Enrollee voluntarily reported a spill from a private lateral or a private system, the Enrollee shall certify “no-spills” for that calendar month.

If the Enrollees has spills from its owned and/or operated laterals during a calendar month, the Enrollee shall not certify “no spills” for that calendar month.

3.8. Electronic Sanitary Sewer System Service Area Boundary Map The Legally Responsible Official shall submit, to the State Water Board, an up-to-date electronic spatial map of its sewer system service area boundaries. The map must be in accordance with section 5.14 (Electronic Sanitary Sewer System Service Area Boundary Map) of this General Order and the specification provided on the statewide Sanitary Sewer Systems program website. The map must include the location of wastewater treatment facility(ies) that treats the sewer system waste, if in the same sewer service boundary.

By the Effective Date of this General Order, specifications for the electronic sanitary sewer service area boundary map format will be provided on the statewide Sanitary Sewer Systems Order program website.

3.9. Annual Report (Previously termed as Collection System Questionnaire in General Order 2006-0003-DWQ)
A new Enrollee shall complete and submit its first certified Annual Report into the online CIWQS Sanitary Sewer System Database, within 30 days of obtaining a CIWQS account; Subsequent Annual Reports are due by April 1 of each year.

All enrollees shall update their previous year’s Annual Report, by April 1 of each year after the Effective Date of this General Order, for each calendar year (January 1 through December 31).

The Annual Report must be entered directly into the online CIWQS Sanitary Sewer System Database. The Enrollee’s Legally Responsible Official shall certify the Annual Report as instructed in CIWQS;
The Annual Report must address, and update as applicable, the following items:
• Population served;
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• Updated sewer system service area boundary map, if service area boundary has changed from original map submitted per section 5.14 (Electronic Sanitary Sewer System Service Area Boundary Map) of this General Order; • Number of system operation and maintenance staff:
o Entry level (less than two years of experience),
o Journey level (greater than two years of experience), o Supervisory level, and
o Managerial level;
• Number of operation and maintenance staff certified as a certified collection system operator by the California Water Environmental Association (CWEA), with:
o Corresponding number of certified collection system operator grade levels (Grade I, II, III, IV, and V);
• System information:
o Miles of system gravity and force mains,
o Number of upper and lower service laterals connected to system, o Estimated number of upper and lower laterals owned and/or operated by the Enrollee,
o Portion of laterals that is Enrollee’s responsibility, o Average age the major components of system infrastructure, o Number and age of pump stations, and
o Estimated total miles of the system pipeline not accessible for maintenance; • Name and location of the treatment plant(s) receiving sanitary sewer system’s waste;
• Name of satellite sewer system tributaries;
• Number of system’s gravity sewer above or underground crossings of water bodies throughout system;
• Number of force main (pressurized pipe) above or underground crossings of water bodies throughout system;
• Number of siphons used to convey waste throughout the sewer system; • Miles of sewer system cleaned;
• Miles of sewer system video inspected, or comparable (i.e., video closed-circuit television or alternative inspection methods);
• System Performance Evaluation as specified in section 5.11 (System Performance Analysis) of this General Order;
• Major spill causes (for example, root intrusion, grease deposition); PAGE 577 of 623
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• System infrastructure failure points (for example, main, pump station, lateral, etc.); • Ongoing spill investigations; and
• Actions taken to address system deficiencies.

3.10. Sewer System Management Plan Audit Reporting Requirements The Enrollee shall submit its Sewer System Management Plan Audit and other pertinent audit information, in accordance with section 5.4 (Sewer System Management Plan Audits) of this General Order, to the online CIWQS Sanitary Sewer System Database by six (6) months after the end of the 3-year audit period.

If a Sewer System Management Plan Audit is not conducted as required: the Enrollee shall:
• Update the online CIWQS Sanitary Sewer System Database and select the justification for not conducting the Audit; and
• Notify its corresponding Regional Water Board (see Attachment F (Regional Water Quality Control Board Contact Information)) of the justification for the lapsed requirements.

The Enrollee’s reporting of a justification for not conducting a timely Audit does not justify non-compliance with this General Order. The Enrollee shall:
• Submit the late Audit as required in this General Order; and • Comply with subsequent Audit requirements and due dates corresponding with the original audit cycle.

3.11. Sewer System Management Plan Reporting Requirements For an Existing Enrollee previously regulated by Order 2006-0003-DWQ: Within every six (6) years after the required due date of its last Plan Update, the Legally Responsible Official shall upload and certify a local governing entity-approved Sewer System Management Plan Update to the online CIWQS Sanitary Sewer System Database. If the electronic document format or size capacity prevents the electronic upload of the Plan, the Legally Responsible Official shall report an electronic link to its updated Sewer System Management Plan posted on its own website.

Order 2006-0003-DWQ required each enrollee to develop its initial Sewer System Management Plan per the following schedule, with required Plan updates at a frequency of 5-years thereafter:

Systems serving populations: Greater than 100,000: May 2, 2009 Between 100,000 and 10,000: August 2, 2009
Between 10,000 and 2,500: May 2, 2010
Less than 2,500: August 2, 2010
PAGE 578 of 623
STATEWIDE SANITARY SEWER SYSTEMS GENERAL ORDER 2022-0103-DWQ ATTACHMENT E1 – NOTIFICATION, MONITORING, REPORTING
AND RECORDKEEPING REQUIREMENTS December 6, 2022
E1 - 20
This Order carries forth the previously-required Plan Update schedule per Order 2006-0003-DWQ. Per the six-year Plan Update frequency required in this Order, the Enrollee shall upload and certify its first Plan Update, to the online CIWQS Sanitary Sewer System Database by the following due dates, with subsequent Plan Updates at the frequency of six years thereafter:

Systems serving populations: Greater than 100,000: May 2, 2025 Between 100,000 and 10,000: August 2, 2025
Between 10,000 and 2,500: May 2, 2026
Less than 2,500: August 2, 2026
For a New Enrollee: Within twelve (12) months of its Application for Enrollment Approval date, the Legally Responsible Official of a new Enrollee shall upload and certify a local governing entity-approved Sewer System Management Plan to the online CIWQS Sanitary Sewer System Database. If electronic document format or size capacity prevents the electronic upload of the Plan, the Legally Responsible Official shall report an electronic link to its Sewer System Management Plan posted on its own website. The due date for subsequent 6-year Plan updates, is six (6) years from the submittal due date of the new Enrollee’s first Sewer System Management Plan.

4. RECORDKEEPING REQUIREMENTS
The Enrollee shall maintain records to document compliance with the provisions of this General Order, and previous General Order 2006-0003-DWQ as applicable, for each sanitary sewer system owned, including any required records generated by an Enrollee’s contractor(s).

4.1. Recordkeeping Time Period
The Enrollee shall maintain records of documents required in this Attachment, including records collected for compliance with this General Order, and records collected in accordance with previous General Order 2006-0003-DWQ, for five (5) years.

4.2. Availability of Documents
The Enrollee shall make the records required in this General Order readily available, either electronic or hard copies, for review by Water Board staff during onsite inspections or through an information request.

4.3. Spill Reports
The Enrollee shall maintain records for each of the following spill-related events and activities:
• Spill event complaint, including but not limited to records documenting how the Enrollee responded to notifications of spills. Each complaint record must, at a minimum, include the following information:
o Date, time, and method of notification,
PAGE 579 of 623
STATEWIDE SANITARY SEWER SYSTEMS GENERAL ORDER 2022-0103-DWQ ATTACHMENT E1 – NOTIFICATION, MONITORING, REPORTING
AND RECORDKEEPING REQUIREMENTS December 6, 2022
E1 - 21
o Date and time the complainant first noticed the spill, if available, o Narrative description of the complaint, including any information the caller provided regarding whether the spill has reached surface waters or a drainage conveyance system, if available,
o Complainant’s contact information, if available, and
o Final resolution of the complaint;
• Records documenting the steps and/or remedial action(s) undertaken by the Enrollee, using all available information, to comply with this General Order, and previous General Order 2006-0003-DWQ as applicable;
• Records documenting how estimate(s) of volume(s) and, if applicable, volume(s) of spill recovered were calculated;
• All California Office of Emergency Services notification records, as applicable; and • Records, in accordance with the Monitoring Requirements in this Attachment.

4.4. Recordkeeping of Category 4 Spills and Non-Category 1 Lateral Spills An Enrollee must maintain the following records for each individual Category 4 spill and for each individual non-Category 1 Enrollee-owned and/or operated lateral spill, and report in accordance to section 3.6 (Annual Certified Spill Reporting of Category 4 and/or Lateral Spills) of this Attachment.

Recordkeeping of Individual Category 4 Spill Information:

1. Contact information: Name and telephone number of Enrollee contact person to respond to spill-specific questions;

2. Spill location name;

3. Description and GPS coordinates for the system location where the spill originated;

4. Did the spill reach a drainage conveyance system? If Yes:
o Description of drainage conveyance system location,
o Estimated spill volume fully recovered within the drainage conveyance system, and
o Estimated spill volume remaining within the drainage conveyance system;

5. Estimated total spill volume exiting the sanitary sewer system;

6. Spill date and start time;

7. Spill cause(s) (for example, root intrusion, grease deposition, etc.);

8. System failure location (for example, main, pump station, etc.);

9. Description of spill response activities including description of immediate spill containment and cleanup efforts;

10. Description of how the volume estimation was calculated, including, at minimum:

PAGE 580 of 623
STATEWIDE SANITARY SEWER SYSTEMS GENERAL ORDER 2022-0103-DWQ ATTACHMENT E1 – NOTIFICATION, MONITORING, REPORTING
AND RECORDKEEPING REQUIREMENTS December 6, 2022
E1 - 22
o The methodology and type of data relied upon, including supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered), and o The methodology and type of data relied upon to estimate the spill start time, ongoing spill rate at time of arrival (if applicable), and the spill end time;

11. Description of implemented system modifications and operating/maintenance modifications.

Recordkeeping of Individual Lateral Spill Information:

1. Date and time the Enrollee was notified of, or self-discovered, the spill;

2. Location of individual spill;

3. Estimated individual spill volume;

4. Spill cause(s) (for example, root intrusion, grease deposition, etc.); and

5. Description of how the volume estimations were calculated.

Total Annual Spill Information:

1. Estimated total annual spill volume;

2. Description of spill corrective actions, including at minimum:
o Local regulatory enforcement action taken against the sewer lateral owner in response to a spill, as applicable, and
o System operation, maintenance and program modifications implemented to prevent repeated spill occurrences at the same spill location.

4.5. Sewer System Telemetry Records
The Enrollee shall maintain the following sewer system telemetry records if used to document compliance with this General Order, and previous General Order 2006-0003-DWQ as applicable, including spill volume estimates:
• Supervisory control and data acquisition (SCADA) system(s); • Alarm system(s);
• Flow monitoring device(s) or other instrument(s) used to estimate sewage flow rates, and/or volumes;
• Computerized maintenance management system records; and • Asset management-related records.

4.6. Sewer System Management Plan Implementation Records The Enrollee shall maintain records documenting the Enrollee’s implementation of its Sewer System Management Plan, including documents supporting its Sewer System Management Plan audits, corrections, modifications, and updates to the Sewer System Management Plan.

PAGE 581 of 623
STATEWIDE SANITARY SEWER SYSTEMS GENERAL ORDER 2022-0103-DWQ ATTACHMENT E1 – NOTIFICATION, MONITORING, REPORTING
AND RECORDKEEPING REQUIREMENTS December 6, 2022
E1 - 23

4.7. Audit Records
The Enrollee shall maintain, at minimum, the following records pertaining to its Sewer System Management Plan audits, and other internal audits:
• Completed audit documents and findings;
• Name and contact information of staff and/or consultants that conducted or involved in the audit; and
• Follow-up actions based on audit findings.

4.8. Equipment Records
The Enrollee shall maintain a log of all owned and leased sewer system cleaning, operational, maintenance, construction, and rehabilitation equipment.

4.9. Work Orders
The Enrollee shall maintain record of work orders for operations and maintenance projects.

PAGE 582 of 623

SANITARY SEWER SPILL MONITORING PLAN
DECEMBER 2024
Appendix B
Chain of Custody Example Sheet
PAGE 583 of 623

SAMPLER NAME SAMPLE LOCATION

SUPERVISOR NAME SAMPLE TYPE
Drainage Conveyance System (DCS) Prior to Discharge
Receiving Water Sample (RSW) Point of Discharge
OTHER PERSONNEL Receiving Water Sample (RSW) Upstream of Point of Discharge Receiving Water Sample (RSW) Downstream of Point of Discharge ID# DATE TIME # OF
(Lab Use Only) SAMPLED SAMPLED CONT.

DATE / TIME RECEIVED BY DATE / TIME

DATE / TIME RECEIVED BY DATE / TIME
Y / N
Samples Preserved Y / N

DATE / TIME RECEIVED BY DATE / TIME
Evidence Seals Present Y / N
Container Attacked Y / N

SPECIAL REQUIREMENTS / BILLING INFORMATION

SPECIAL HANDLING

COMMENTS

RELINQUISHED BY

ANALYSES REQUESTED
EPA 350.1 Ammonia Nitrogen
Received On Ice
Sample Point ID/Name
OT = Other Matrix
Actual Temperature: Thermometer #:

Fac ID

CITY OF SAN MARINO
SEWER SPILL RECEIVING WATER MONITORING PLAN CHAIN OF CUSTODY RECORD SM-992-B E. Coli SM-9223-B Enterococcus WORK ORDER#______________________________
SAMPLE TYPE CODE: SAMPLE CONDITION:

OL = Oil
WW = Waste Water
DW = Drinking Water
SO = Soild/Soil
SL = Sludge
GW = Ground Water
SW = Sea Water
SF = Surface Water

RELINQUISHED BY

RELINQUISHED BY
Check
Check
Check
Check

Page_______ of _______
PAGE 584 of 623

SANITARY SEWER SPILL MONITORING PLAN
C-1
DECEMBER 2024
Appendix C
Sewer Spill Visual Observation Log
PAGE 585 of 623

SANITARY SEWER SPILL MONITORING PLAN
C-2
DECEMBER 2024
Sewer Spill Visual Observation Log – Receiving Water Sampling Events Date and Time of Sample:

Sample ID:

Sample Location Description:

Sample Type (check one):
□ Drainage Conveyance System (DCS) Prior to Discharge
□ Receiving Water Sample (RSW) Point of Discharge
□ Receiving Water Sample (RSW) Upstream of Point of Discharge □ Receiving Water Sample (RSW) Downstream of Point of Discharge Weather:

Antecedent Conditions (last 48 hours):

Precipitation Total Last 48 Hours: (inches)
Sample Event Ambient Conditions:

Sampling Event Observations:

Estimate spill travel time to receiving water: (minutes) For spills entering a drainage conveyance system, estimated spill travel time from the point of entry into the drainage conveyance system to the point of discharge into the receiving water:
(minutes)
Estimated spill volume entering the receiving water: (gallons) Estimated receiving water flow rate: (Cubic feet per second) Odors: Yes □ No □
Floating Material: Yes □ No □
Suspended Material: Yes □ No □
Sheen: Yes □ No □
Discoloration: Yes □ No □
Turbidity: Yes □ No □
PAGE 586 of 623

SANITARY SEWER SPILL MONITORING PLAN
C-2
DECEMBER 2024
Photos (check all that apply):

Waterbody bank erosion: Yes □ No □
Floating material: Yes □ No □
Water surface sheen (potentially from oil and grease): Yes □ No □ Discoloration of receiving water: Yes □ No □
Impact to the receiving water: Yes □ No □
General Notes:

PAGE 587 of 623
Appendix I
Sewer System Management Plan Change Log
PAGE 588 of 623

INTENTIONALLY LEFT BLANK
PAGE 589 of 623
Appendix H: Sewer System Management Plan Change Log
City of San Marino
SSMP Change Log

DATE SSMP ELEMENT DESCRIPTION OF CHANGE/REVISION MADE CHANGE AUTHORIZED BY PAGE 590 of 623
Appendix H: Sewer System Management Plan Change Log

DATE SSMP ELEMENT DESCRIPTION OF CHANGE/REVISION MADE CHANGE AUTHORIZED BY PAGE 591 of 623
Appendix H: Sewer System Management Plan Change Log

INTENTIONALLY LEFT BLANK
PAGE 592 of 623
Appendix J
SSMP Monitoring Parameters
PAGE 593 of 623

INTENTIONALLY LEFT BLANK
PAGE 594 of 623
Appendix I: SSMP Monitoring Parameters
City of San Marino
SSMP Monitoring Parameters
SSMP Element
Parameters for Tracking
Effectiveness (Annual) Date
Evaluation of plan element
implementation and
effectiveness Reviewed by
SSMP Goal and
Introduction
• City is following SSMP Update
Schedule
• Periodically review section
Organization • Periodically review section
Legal Authority • Periodically review section
Operations and
Maintenance
Program
• Percentage of gravity sewer lines
cleaned
• Percentage of sewer lines
inspected by televising
• Number of lift station failures
• Number of pipe failures
• Regular training related to SSMP
requirements
• Equipment inventory tracked
• Periodically review section
Design and
Performance
Provisions
• Periodically review section
Spill Emergency
Response Plan
• Average and maximum response
time
• Percent of total overflow volume
contained or returned to sewer
• Compliance with notification,
monitoring, and reporting
requirements
• Staff and contractors are
implementing the Spill Emergency
Response Plan
• Perform regular training on the
Spill Emergency Response Plan.
• Contain any spills and
prevent/minimize discharge to
waters of the State or any drainage
conveyance system
• Minimize and remediate public
health impacts and adverse
impacts on beneficial uses of
waters of the State
• Clean the spill area and drainage
conveyance system in a manner
that does not inadvertently impact
beneficial uses in the receiving
waters
PAGE 595 of 623
SSMP Element
Parameters for Tracking
Effectiveness (Annual) Date
Evaluation of plan element
implementation and
effectiveness Reviewed by
• Spill events are documented and
reported as required in the General
Order
• Spill responses and assessed
• Conduct annual review of Spill
Emergency Response Plan
• Periodically review section
Sewer Pipe
Blockage
Control Plan
• Number of blockages due to FOG,
rags, debris, etc.
• Number of overflows due to FOG,
rags, debris, etc.
• Number of FOG producing facilities
inspected
• Number of enforcement
measures at FOG producing
facilities
• An identification of sanitary sewer
system sections subject to fats,
oils, and grease blockages and
establishment of a cleaning
schedule
• Implementation of source control
measures
• Plan and schedule for a public
education and outreach program
• Periodically review section
System
Evaluation,
Capacity
Assurance, and
Capital
Improvements
• Number of spills due to capacity
limitations or wet weather
• Date of completion of most
recent sewer master plan,
including flow metering and/or
hydraulic modeling
• 3-year backlog for capacity
improvement projects
• Utilize CCTV inspection and
assessment and tracking system
deficiencies
• Prioritize projects based on their
need for repair and replacement
• Evaluate system deficiencies with
recurrent issues and how these
can be turned into rehabilitation or
replacement projects.
• Creation of a schedule to complete
these projects
• Document system evaluation and
condition assessment inspections
and activities
• Determine solutions to address
infiltration & inflow (I/I), aging
infrastructure, corrosion due to
sulfuric acid, and sags in the
system due to unstable soil
PAGE 596 of 623
SSMP Element
Parameters for Tracking
Effectiveness (Annual) Date
Evaluation of plan element
implementation and
effectiveness Reviewed by
• Determine solutions to protect
from heavy rains, earthquakes, and
other impacts of climate change
• Determine funding sources
• Periodically review section
Monitoring,
Measurement
and Program
Modifications
• Document SSMP information
• Follow schedule for reviewing
SSMP information
• Determine effectiveness of each
Plan Element
• Assess the success of preventive
operation and maintenance
activities;
• Update Plan procedures and
activities based on evaluation
• Identify and illustrate spill trends
• Periodically review section
Internal Audits • Date of completion of last annual
audit
• Audits are occurring during
original audit cycle
• Audit is uploaded to CIWQS within
6 months of due date
• Deficiencies found during the
audit are addressed and
corrected
• Periodically review section
Communication
Program
• SSMP is uploaded/updated on
City’s website & CIWQS
• Plan and schedule for a public
education and outreach program
• Notification program to the public
for sewer system management
and information on spills and
discharges
• Periodically review section
PAGE 597 of 623
PAGE 598 of 623
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Alison Walker, City Clerk
DATE: September 26, 2025
SUBJECT: ADOPTION OF RESOLUTION R-25-28 ESTABLISHING AN

ELECTRONIC SIGNATURE POLICY

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services

BACKGROUND
In 1995, the California Legislature passed Government Code Section 16.5, authorizing public entities to accept digital signatures if they comply with stringent verification requirements.

In 1999, California adopted a version of the Uniform Electronic Transactions Act ("UETA") (California Civil Code Sections 1633.1 to 1633.17), providing that electronic signatures would have the same legal effect as a wet or manual signature.

In August 2016, Governor Brown signed AB 2296 to clarify that State and local agencies can use both electronic and digital signatures and that a digital signature is a subset of electronic signature in which Government Code Section 16.5 only applies when a public entity uses a digital signature.

The City of San Marino has been using traditional “wet” signatures for documents between the City and external parties. The process generally takes from days to weeks, and involves steps like printing, scanning, and mailing.

Therefore, the City is seeking a method to streamline its document signing process with external partners to improve productivity and save resources.

Digital signatures will be utilized for contracts not requiring notarization, which is the vast majority of the contracts the City executes.

Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
PAGE 599 of 623

DISCUSSION
Government Code section 16.5 states that in any written communication with a public entity, in which a signature is required or used, any party to the communication may affix a signature by use of a digital signature that complies with the requirements of this section.

The use of a digital signature shall have the same force and effect as the use of a manual signature if and only if it embodies all of the following attributes:

1. It is unique to the person using it.

2. It is capable of verification.

3. It is under the sole control of the person using it.

4. It is linked to data in such a manner that if the data are changed, the digital signature is invalidated; and

5. It conforms to regulations adopted by the Secretary of State.

Government Code section 16.5 also states that the use or acceptance of a digital signature is at the option of the parties to the transaction and nothing in the law requires a public entity to use or accept the submission of a document containing a digital signature.

The Secretary of State maintains a list of approved certification authorities authorized to issue certificates for digitally signed communication with public entities in California. DocuSign is among the approved authorities and has been commonly used for signing documents. The City has chosen DocuSign for their reputation and being a widely recognized authority.

The proposed policy would apply to all signatures used in processing various City documents as allowed by law and assumes the City signer has been given the authority to sign as determined by the City Council or City signing authority limits. Each Department Head has the discretion to decide whether to permit the use of electronic signatures. Departments will work with the City Clerk and City Attorney to determine where applicable laws permit an electronic signature to be used.

FISCAL IMPACT & PROCUREMENT REVIEW
The annual cost for the DocuSign Business Pro Plan is approximately $480 a year per designated user. The City Clerk oversees agreement execution for the City and will be considered the designated user of DocuSign. There is funding in Account #101-09-4150-0500 to cover this cost. Utilizing digital signatures will create administrative efficiencies that will result in cost savings over time.

PAGE 600 of 623

LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.

RECOMMENDATION
Staff recommends the Council adopt a Resolution establishing an Electronic Signature Policy for select City documents to provide City Staff and external partners with an alternative method to secure legally binding signatures and authorizations. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
”I move to adopt Resolution No. R-25-28 establishing an Electronic Signature Policy.”

ATTACHMENTS

1. Resolution R-25-28 with Exhibit A, Electronic Signature Policy PAGE 601 of 623
RESOLUTION NO. R-25-28

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SAN MARINO, CALIFORNIA ESTABLISHING AN

ELECTRONIC SIGNATURE USE POLICY FOR SELECT CITY

DOCUMENTS
WHEREAS, electronic signatures have become increasingly common in public and private transactions; and
WHEREAS, California Government Code, Section 16.5 expressly authorizes municipalities to use electronic signatures with appropriate security standards in place; and WHEREAS, the Uniform Electronic Transactions Act ("UETA" codified at Civ. Code§ 1633.1 et seq.) generally governs the use of "electronic signatures" by parties to a transaction; and WHEREAS, the technology implemented by the City for digital and electronic signatures will be in compliance with state law and the digital and electronic signature regulations set forth by the California Secretary of State; and
WHEREAS, using appropriate electronic signature technology would allow the City to collect and preserve signatures on documents quickly, securely, and efficiently, and also reduce use of paper, facilitate document retention, and generally contribute to a sound City-wide records management system; and
WHEREAS, electronic signatures vary in their level of security, user-friendliness, and verifiability, the conditions under which they are accepted for public records are a governmental affair for the City to determine and for which the City may set policy; and WHEREAS, City staff has increasingly been asked to execute contracts electronically under the provisions of the UETA, but has been unable to do so without a policy from the City Council authorizing electronic signatures; and
WHEREAS, the City seeks to provide its residents, businesses, vendors, and contractors the opportunity to submit information or transact business with the City electronically to the greatest extent practicable.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Marino, California, as follows:

SECTION 1. The foregoing recitals are true and correct.

SECTION 2. The City of San Marino Electronic Signature Use Policy, attached as Exhibit A of this Resolution, is hereby adopted. The City Manager or his designee, in consultation with PAGE 602 of 623
CITY OF SAN MARINO RESOLUTION NO. R-25-28
PAGE 2 OF 4
the City Attorney, may subsequently amend the Policy and adopt additional guidelines as necessary to implement the Policy's stated purpose.

SECTION 3. Certification. The City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original resolutions.

SECTION 4. Severability. If any section, subsection, subdivision, sentence, or clause or phrase in this Resolution or any part thereof is for any reason held to be unconstitutional, invalid or ineffective by any court of competent jurisdiction, such decision shall not affect the validity or effectiveness of the remaining portions of this Resolution or any part thereof. The City Council hereby declares that it would have adopted each section irrespective of the fact that any one or more subsections, subdivisions, sentences, clauses, or phrases are declared unconstitutional, invalid, or ineffective.

SECTION 5. Effective Date. This Resolution shall become effective immediately.

PASSED, APPROVED AND ADOPTED this 26th day of September, 2025 ________________________________

GRETCHEN SHEPHERD ROMEY
MAYOR
ATTEST:
_______________________

ALISON WALKER

CITY CLERK
PAGE 603 of 623
CITY OF SAN MARINO RESOLUTION NO. R-25-28
PAGE 3 OF 4

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.

CITY OF SAN MARINO )
I, ALISON WALKER, City Clerk of the City of San Marino, California, hereby certify that Resolution No. R-25-28 was adopted by the City Council of the City of San Marino at a Regular Adjourned Meeting held on the 26th day of September, 2025, and that the same was adopted by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

________________________

ALISON WALKER

CITY CLERK
PAGE 604 of 623
CITY OF SAN MARINO RESOLUTION NO. R-25-28
PAGE 4 OF 4
Exhibit A
City of San Marino Electronic Signature Policy
PAGE 605 of 623
City of San Marino
Electronic Signature Policy
Drafted: September 2025
PAGE 606 of 623
2 City of San Marino – Electronic Signature Policy
I. PURPOSE
The City of San Marino Electronic Signature Policy shall be used by the City Departments using electronic signature technology to collect and preserve signatures on documents.

Electronic signatures increase productivity and ensure convenient, efficient, timely, secure, and appropriate access to City information. In addition to increasing productivity and efficiency, this Policy furthers the City’s on-going efforts to implement more electronic solutions. The use of e-signature is intended to make the City of San Marino business practices more efficient. The process eliminates the need to print, file, and store paper copies of documents that can now be authenticated digitally and stored electronically.

This Policy establishes when electronic signature technology may replace a hand-written signature, with the goal of encouraging the use of paperless, electronic documents whenever appropriate and allowed by law. This policy applies to all signatures used in processing various City documents as allowed by law and assumes the City signer has been given the authority to sign as determined by the City Council.

While the use of electronic signatures is encouraged, the Policy does not require any department to use electronic signature.

II. DISCUSSION
The legality and use of Electronic Signatures are governed by federal and state law. (See 15 USC §§ 7001, et seq. (U.S. Federal Electronic Signature in Global and National Commerce Act)); California Government Code §16.5; Uniform Transactions Act (California Civil Code §§1633.1, et seq.).

III. DEFINITIONS
A. Digitally Signed Communications
A message that has been processed by an acceptable technology, pursuant to 2 CCR § 22003, in such a manner that ties the message to the signer.

B. Message
A digital representation of information intended to serve as a written communication provided to a public entity by a public entity or a private entity.

C. Person
A human being or any organization capable of signing a document, either PAGE 607 of 623
3 City of San Marino – Electronic Signature Policy
legally or as a matter of fact.

D. Proxy Signature
Means when Person A authorized Person B to sign Person A’s signature on their behalf. Proxy signatures are prohibited under this policy.

E. Public Entity
The public entity as defined by Govt. Code §811.2.

F. Signer
The person who signs a digitally signed communication with the use of an acceptable technology to uniquely link the message with the person sending it.

G. Electronic Signature or eSignature
An electronic sound, symbol or process attached to, or logically associated with, an electronic record and executed or adopted by a person with the intent to sign the electronic record. The Uniform Electronic Transaction ACT (UETA) authorizes use of an electronic signature for transactions and contracts among parties in California, including government agencies when both parties agree to its use. (Cal. Civ. Code §§1633.1 – 1633.17). The electronic signature must be supported by evidence that the signature is the act of the intended person. An agreement executed with an electronic signature has the same legal enforceability as a wet signature, excluding documents that are exempt.

H. Technology
The computer hardware and/or software-based method or process used to create signatures.

IV. POLICY
This Policy applies to documents requiring the signature of any person where the signature is intended to show authorship, approval, authorization, or certification, as allowed by law. It is the Policy of the City to encourage the use of electronic signatures in all internal and external activities, documents, and transactions where it is operationally feasible to do so. Affixing an electronic signature to the document in a manner consistent with this Policy shall satisfy the City’s requirements for signing a document. As used in this Policy, the term “signature” included using initials on a document instead of a signature.

PAGE 608 of 623
4 City of San Marino – Electronic Signature Policy
A. Department Discretion
Each Department has discretion to decide whether to permit the use of electronic signatures. Departments will work with the City Clerk and City Attorney to determine where applicable laws permit electronic signatures to be used. In addition, each department that opts to use electronic signatures must adopt/amend their business practices to support the requirements of this Policy. Additionally, departments utilizing electronic signatures shall develop procedures for use of electronic or digital signatures within their department processes.

B. Exemptions
Electronic signatures may not be used in all situations. Documents that may not be completed using electronic signatures include, but are not limited to:
• Laws governing the creations and execution of wills, codicils, or testimony trusts;
• Certain transactions governed by the uniform Commercial Code: laws requiring specifically that identifiable text or disclosures in a record or portion of a record be separately signed, including initialed, from the record; and
• Certain transactions governed by the Business and Professions Code and Uniform Commercial Code (Cal. Civ. Code § 1633.3).

C. Requirements of eSignature
The use of electronic signatures is permitted under California Government Code §16.5 and shall have the same force and effect as the use of a “wet” or manual signature if all the following criteria are met:

1. The electronic signature is unique to the person using it.

2. The electronic signature is capable of verification.

3. The electronic signature is under the sole control of the person using it.
a. Email notifications requesting electronic signatures must not be forwarded.
b. These requirements prohibit the use of proxy signatures.

4. The electronic signature is linked to the data in such a manner that if the data is changed after the electronic signature is affixed, the electronic signature is invalidated.

D. Documents Involving Other Parties
In the case of contracts or transactions which must be signed by outside PAGE 609 of 623
5 City of San Marino – Electronic Signature Policy
parties, each party to the agreement must agree in advance to the use of an electronic signature. No party to a contract or other document may be forced to accept an electronic signature; they must be permitted to decide either way. Such consent may be withdrawn by the other party at any time such that future documents must be signed in hardcopy format.

E. Digital Signatures Must be Created by an Acceptable Technology For a digital signature to be valid for use by a public entity, it must be created by a technology that is acceptable for use by the State of California.

An acceptable technology must be capable of creating signatures that conform to requirements set forth in California Government Code § 16.5.

The technology known as Public Key Cryptography is an acceptable technology for use by public entities in California, provided that the digital signature is created consistent with 2 CCR § 22003.

F. Common Types of Documents
This policy is intended to broadly permit the use of electronic signatures.

Examples of common types of documents are listed in the following table with notes on each type of document. Departments should work with the City Attorney to determine where applicable laws permit an electronic signature to be used.

Document Type Examples Is Electronic Signature
Acceptable
Notes
Memos, Forms, Letters,
and other correspondence
Yes Electronic Signature is
recommended
Contracts Yes Electronic Signature is
recommended
Certificates, permits *Yes, if allowed by law *Work with City Attorney to determine where
applicable laws permit an
electronic signature
Documents Requiring
Notarization
No
Documents Requiring the
Mayor’s Signature
*Yes, if allowed by law
Exception: Ceremonial
documents, Minutes,
Resolutions and
Ordinances
*Work with City Attorney
to determine where
applicable laws permit an
electronic signature
PAGE 610 of 623
6 City of San Marino – Electronic Signature Policy
G. Storage and Archiving of Electronically-Signed Documents If a document exists only electronically, steps should be taken by each department to ensure that a fixed version of the final document is stored in the City’s Electronic Document Management System. Departments should work with the City Clerk in developing an electronic filing system in a manner that is consistent with the City’s document retention policy and any applicable laws.

H. Setup and Use
All City users of electronic signature technology shall conform to the rules set forth in the City’s Policy.

PAGE 611 of 623
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Hillary Guirola-Leon , Finance Director
DATE: September 26, 2025
SUBJECT: CASH AND INVESTMENT REPORT FOR THE MONTH OF
AUGUST 2025

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government

BACKGROUND
The City of San Marino’s Investment Policy adopted by the City Council on April 10, 2024, Section 16.0, Reporting, stipulates that the Treasurer shall review and render monthly reports to the City Council of all cash and investments held by the City. The report shall include the following information for all cash accounts and bank deposits:
• Balance at the end of the month
• Interest rate (for all interest-bearing active deposits) The report shall include the following information for all investments:
• A listing of individual securities held at the end of the month, by security type;
• Issuer, date of maturity, date of purchase, par and the dollar amount invested;
• Coupon, discount or earnings rate; and
• Current market value as of the date of the report and the source of this same valuation; and
• The weighted average maturity and weighted average yield of all investments combined.

Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
PAGE 612 of 623
The above information may be submitted in the form of copies of statements received by the custodial institution. For investments with LAIF, the most recent statement or statements received from the State Treasurer may be included in the monthly report in lieu of the information noted above. The report shall include a listing of all investment transactions for the month (Government Code Section 53607). The report must also include a statement of compliance of the portfolio to the statement of investment policy, or manner in which the portfolio is not in compliance, as well as a statement denoting the ability of the local agency to meet its expenditure requirements for the next six months, or an explanation as to why sufficient money shall, or may, not be available (Government Code Section 53646). Reports shall be rendered to the City Council and City Manager within 30 days following the end of the month of the period covered by the report.

DISCUSSION

PORTFOLIO SUMMARY
The City maintains petty cash on City facilities, cash in bank, cash in a transactional investment account, deposits with the Local Agency Investment Fund (LAIF), two Section 115 Trusts, investments in negotiable Certificates of Deposit, investments in Municipal Securities, and investments in U.S.

Government Agency Securities. All items are detailed in the attachment to this report.

A summary of portfolio content is found below. The attachment to this report offers specific detail on each category of investment.

City of San Marino
Cash and Investments Portfolio Summary Allocation
Petty Cash on City Premises $ 1,397 0%
Cash in Bank-checking accounts 4,689,819 17%
Cash in Bank-IMMA 3,241,432 12%
CERBT Section 115 Trust 900,000 3%
CEPPT Section 115 Trust 1,500,000 5%
Deposits with LAIF 10,941,479 39%
Certificates of Deposit 3,947,000 14%
Treasury Obligations - 0%
US Government Agency Securities 2,250,000 8%
Municipal Securities 474,635 2%
Cash and Investments $ 27,945,761 100%
PAGE 613 of 623

PORTFOLIO PERFORMANCE
As of 8/31/2025, the annual percentage yield earned on the bank IMMA is

3.56%. The effective yield for LAIF deposits is 4.251%. The average yield on CDs is 2.75%. The average yield on US Government Agency Securities is

2.051%. The effective yield on Municipal Securities is 2.650%. Total combined portfolio yield for August 2025 is 3.59%.

Average Monthly Effective Yields
2023 2024 2025
Jan 2.425 4.012 4.366
Feb 2.624 4.122 4.333
Mar 2.831 4.232 4.313
Apr 2.870 4.272 4.281
May 2.993 4.332 4.272
Jun 3.167 4.48 4.269
Jul 3.305 4.516 4.258
Aug 3.434 4.579 4.251
Sep 3.534 4.575
Oct 3.67 4.518
Nov 3.843 4.477
Dec 3.929 4.434
PAGE 614 of 623
Total Cash and Investments
2023 2024 2025
Jan $42,597,554 $39,122,223 $38,498,486
Feb $43,137,917 $38,930,344 $37,958,423
Mar $40,882,226 $37,428,779 $32,575,434
Apr $44,354,391 $42,745,381 $36,992,117
May $46,423,758 $45,009,003 $38,813,591
Jun $43,117,061 $43,336,679 $36,874,092
Jul $37,719,068 $36,943,792 $28,819,484
Aug $35,726,641 $35,154,415 $27,945,761
Sep $33,058,478 $34,014,793
Oct $31,757,354 $31,862,773
Nov $30,557,552 $30,699,222
Dec $37,017,250 $38,226,238

FISCAL IMPACT & PROCUREMENT REVIEW
There is no fiscal impact and procurement review is not applicable.

LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.

RECOMMENDATION
Staff recommends the Council receive and file this report. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to receive and file the Cash and Investment Report for the Month of August 2025.”

ATTACHMENTS

1. Treasurer’s Report as of August 31, 2025
PAGE 615 of 623
Maturity Par Bank Market
Deposit/Investment Type Bank/Issuer Date Value Balance Value Rate Cash on Premises
Petty Cash & Cash Drawer City Hall 522.77 522.77 522.77 Petty Cash Fire Department 300.00 300.00 300.00
Petty Cash & Cash Drawer Recreation Department 100.00 100.00 100.00 Petty Cash & Cash Drawer Library 324.20 324.20 324.20
Petty Cash & Cash Drawer Lacy Park 150.00 150.00 150.00 Petty Cash Police Department - - -
1,397 1,397 1,397
Cash in Bank-checking accounts
Investment Transaction Interest Account BMO Bank 205-XXX-X 541 541 541 General Operating East West Bank-00-811xx753 4,689,277 4,689,277 4,689,277 Payroll (ZBA) East West Bank-00-811xx761 - - -
Worker's Compensation (ZBA) East West Bank-00-811xx779 - - - Sub total 4,689,819 4,689,819 4,689,819
Cash in Bank-money market account
Money Market East West Bank-00-811xx787 3,241,432 3,241,432 3,241,432 3.56% Total Cash in Bank 7,931,250 7,931,250 7,931,250
Maturity Par Book Market
Deposit/Investment Type Bank/Issuer Date Value Value Value Rate Investments
Pooled Funds California Employers' Retiree Benefit Trust (CERBT) 900,000 900,000 1,036,624 Pooled Funds California Employers' Pension Prefunding Trust (CEPPT) 1,500,000 1,500,000 1,735,498 Pooled Funds State of California Local Agency Investment Fund (LAIF) 10,941,479 10,941,479 10,954,591 4.258% BMO Bank Safekeeping RQC8 Capital One Nat'l Assn CUSIP #14042RQC8 (FDIC #4297) 11/17/25 248,000 248,000 246,162 0.90% BMO Bank Safekeeping 9RX9 BankUnited NA CUSIP #066519RX9 (FDIC #58979) 12/08/25 249,000 249,000 246,971 1.25% BMO Bank Safekeeping MWH2 Goldman Sachs Bank USA CUSIP #38149MWH2 (FDIC #33124) 05/19/26 249,000 249,000 243,669 0.90% BMO Bank Safekeeping XEG3 Bank of America NA CUSIP #06051XEG3 06/08/26 245,000 245,000 247,109 5.05% BMO Bank Safekeeping JM72 UBS Bank USA CUSIP #90348JM72 (FDIC #57565) 06/16/26 250,000 250,000 244,013 0.85% BMO Bank Safekeeping MLC3 Toyota Financial SGS BK CUSIP #89235MLC3 (FDIC #57542) 07/15/26 248,000 248,000 241,669 0.95% BMO Bank Safekeeping A2Y5 Bank Hapoalim B. M. CUSIP #06251A2Y5 (FDIC #33686) 07/23/26 248,000 248,000 241,512 0.95% BMO Bank Safekeeping WA24 Synchrony Bank CUSIP #87164WA24 08/13/26 248,000 248,000 240,987 0.90% BMO Bank Safekeeping 5XL0 State Bank of India CUSIP #856285XL0 (FDIC #33682) 09/28/26 248,000 248,000 240,815 1.15% BMO Bank Safekeeping Q4A4 Citibank NA CUSIP #17312Q4A4 (FDIC #7213) 09/29/26 243,000 243,000 245,943 5.10% BMO Bank Safekeeping TDG5 Morgan Stanley Bank NA CUSIP #61773TDG5 (FDIC #32992) 04/20/27 246,000 246,000 241,668 2.75% BMO Bank Safekeeping ADB5 Popular BK New York BRH IN CUSIP#73317ADB5 06/07/27 245,000 245,000 249,018 4.80% BMO Bank Safekeeping E4S9 Morgan Stanley Private BK NATL CUSIP#61768E4S9 06/07/27 245,000 245,000 249,376 4.90% BMO Bank Safekeeping DVG3 Medallion BK Utah CUSIP#58404DVG3 06/21/27 245,000 245,000 248,888 4.75% BMO Bank Safekeeping CPT7 BNY Mellon NA INSTL CTF DEP CUSIP#05584CPT7 06/20/28 245,000 245,000 249,405 4.50% BMO Bank Safekeeping 1DK6 Sallie Mae Bank Murray Utah CD CUSIP#795451DK6 07/17/29 245,000 245,000 250,623 4.50% 3,947,000 3,947,000 3,927,827 2.75%
Treasury Obligations
None None - - - 0.00%
US Government Agency Securities
BMO Bank Safekeeping NCD0 Federal Farm Credit Bank CUSIP #3133ENCD0 10/27/25 1,000,000 1,000,000 994,720 1.040% BMO Bank Safekeeping MH21 Federal Farm Credit Bank CUSIP #3133EMH21 06/15/26 250,000 250,000 244,080 0.900% BMO Bank Safekeeping NHC7 Federal Farm Credit Bank CUSIP #3133ENHC7 12/14/26 500,000 500,000 486,005 1.600% BMO Bank Safekeeping 1L70 Federal Home Loan Bank CUSIP #3130B1L70 05/26/28 500,000 500,000 503,020 5.100% 2,250,000 2,250,000 2,227,825 2.051%
Municipal Securities
BMO Bank Safekeeping DMA3 California ST GO Taxable CUSIP #13063DMA3 04/01/26 500,000 474,635 496,415 2.650% City of San Marino
As of August 31, 2025
Treasurer's Report
PAGE 616 of 623
Maturity Par Bank Market
City of San Marino
As of August 31, 2025
Treasurer's Report
500,000 474,635 496,415 2.650%
6,671,635 6,652,067 6,697,000
Total Cash & Investments 27,971,126 27,945,761 28,311,426 3.59% Hillary Guirola-Leon September 15, 2025
I hereby certify that this report is in compliance with the City’s Investment Policy as adopted by the City Council on April 10, 2024, and the source of market valuation is obtained from various bank statements, the monthly CERBT, CEPPT & LAIF statements and the investment safekeeping account statement with US Bank. The City has the ability to meet its expenditure requirements for the next six months.

PAGE 617 of 623
LAIF
Date Type of Transaction Amount Notes
8/7/2025 Transfer to East West Bank Operating Account (500,000) To Cover Operating Expenses for Month of August 2025 East West Bank Money Market Account
Date Type of Transaction Amount Notes
8/11/2025 Transfer from BMO - Matured Securities 250,000 8/14/2025 Transfer from BMO - Matured Securities 250,000 8/19/2025 Transfer to East West Bank Operating Account (750,000) To Cover Operating Expenses for Month of August 2025 8/26/2025 Transfer from BMO - Matured Securities 508,000 BMO Bank Safekeeping
Date Type of Transaction Amount Notes
8/11/2025 Transfer to Money Market Account (250,000)
8/14/2025 Transfer to Money Market Account (250,000)
8/26/2025 Transfer to Money Market Account (508,000)
8/11/2025 Amerant Bank NA CUSIP #02357QBZ9 (FDIC #22953) Maturity 243,000 8/18/2025 Northern Bank & Trust MA CUSIP #66476QEC8 (FDIC #18266) Maturity 243,000 8/22/2025 Wells Fargo Bank NA CUSIP #949764EZ3 (FDIC #3511) Maturity 248,000 CalPERS CERBT Trust
Date Type of Transaction Amount Notes
No transactions this month
CalPERS CEPPT Trust
Date Type of Transaction Amount Notes
No transactions this month
PAGE 618 of 623
PAGE 619 of 623
PAGE 620 of 623
PAGE 621 of 623
Institution:

Weekly as of Date:

Signature Date
Name and Title
Weekly Call Report Certification
Local Agency Security Program
Two authorized officers are required to executed the Weekly Call Report pursuant to CCR§16005.1.1(a).

The authorized signers of East West Bank each declares, for himself or herself alone and not for the other: I hereby verify that I have personal knowledge of the matters set forth in the Weekly Call Report (as of 08/27/2025) submitted pursuant to GC§ 53663(b) and CCR§16005.4.2 to the best of my knowledge and belief, the information contained therein is true and correct.

Name and Title
Yi Liu, VP- Financial Quantitative Analyst
East West Bank
8/27/2025
Signature Date
Lily Li, VP- Assistant Treasury Operation Manager
8/28/2025 8/28/2025
PAGE 622 of 623
Weekly Call Report
Local Agency Security Program
California Department of Financial Protection and Innovation Institution Name: East West Bank CID #: 194
Total
Mailing Address:

Weekly Report As of Date:
135 N Los Robles Ave, 8th Floor , Pasadena, CA 91101
8/27/2025 Submission Date: 8/28/2025
Pool #1 (x110%) Pool #2 (x150%) Pool #3 (x105%)
$ -
$ -
$ -
$ -
Less: CDAR Deposits: $ -
$ -
$ -
$ -
$ -
$ -
Total Deposits & Accrued Interest:

Less: Deposits Subject to Waivers:

Less: Interest:

Less: Uncollected Funds:
$ -
$ 870,562,435.01
$ -
$ -
$ 380,474,884.99
$ 1,685,990,060.53
$ 476,408,094.58
$ -
$ -
$ 380,474,884.99
$ 1,685,990,060.53
$ 476,408,094.58
Federal Home Loan Bank of San
Francisco
Minimum Collateral Required:
$ -
$ -
$ -
$ 829,107,080.96
$ 870,562,435.01
$ - $ 829,107,080.96
$ -
$ -
$ -
Less: Other (Specify on Line 17):

Total Secured Deposits:
$ 29,437,564.99
Agent of Depository:

VP- Assistant Treasury Operation Manager
VP- Financial Quantitative Analyst
Authorizer #1 Name:

Authorizer #2 Name:

Authorizer #1 Title:

Authorizer #2 Title:

Lily Li
Yi Liu
6267686949
[email protected]
Description of Other Deposits:
$ 900,000,000.00
Excess/Deficiency in Pledged Collateral: $ 29,437,564.99 Preparer Name:

Preparer Title:

Preparer Phone #:

Preparer Email Address:

Shan Xu
Treasury Analyst
Market Value of Pledged Securities as of
Weekly Report Date: $ -
$ -
$ -
$ -
$ 900,000,000.00
PAGE 623 of 623