City Council Meeting Agenda
Tuesday, September 02, 2025 at 6:00 PM
33 Church Street, Sutter Creek, CA 95685
The Agenda can be found on the City’s Website: www.cityofsuttercreek.org The City of Sutter Creek City Council Meeting will be available in person and LIVE on YouTube at https://www.youtube.com/@CityofSutterCreek.
You can also watch the meeting on Zoom (please note Zoom participation is only available for viewing. https://us02web.zoom.us/j/81391466458?pwd=4jXmBm1AP5bEbiID3iDwuxk4GpreRY.1 Or Dial by phone: 301 715 8592 Webinar ID: 816 8589 0182 Passcode: 186036 Unless stated otherwise on the agenda, every item on the agenda is exempt from review under the California Environmental Quality Act (“CEQA”) per CEQA Guidelines Sections 15060(c), 15061(b)(3), 15273, 15378, 15301, 15323 and/or Public Resources Code Section 21065. ---------------------------------------------------------------------------------------------------------------------
1. Call to Order and Establish a Quorum for Regular Meeting
2. Pledge of Allegiance to the Flag
3. Public Forum
At this time, the public is permitted to address the City Council on items not appearing on the agenda.
Comments may not exceed 5 minutes. In accordance with State Law, however, no action or discussion may take place on any item not appearing on the posted agenda. The City Council may respond to statements made or questions asked or may request Staff to report back at a future meeting on the matter. The exceptions under which the City Council may discuss and/or take action on items not appearing on the agenda are contained in Government Code §54954.2. Public comment on any item listed below shall be limited to five minutes, unless additional time is permitted by the Mayor/Council.
4. City Manager’s Report
This section is an opportunity to provide Council members with a brief status update on staff activities. No action is expected to be taken by the Council.
5. Presentations
1 A. Sutter Creek Business Association
Presentation Only
6. Approval of Minutes
A. City Council Minutes of August 18, 2025
Recommendation: By motion approve minutes as presented.
7. Consent Agenda
Items listed on the consent agenda are considered routine and shall be enacted in one motion. Any item may be removed for discussion at the request of Council or the Public.
A. Weed Abatement 2025 Update
Update on weed abatement enforcement progress.
8. Ordinances and Public Hearing
9. Administrative Agenda
A. Record Retention Schedule
Approve Resolution 25-26-** approving the new Record Retention Schedule B. Update to General Fund Reserve Policies
Motion to adopt
10. Mayor and Council Member Reports
This section is to provide Council members an opportunity to present updates on their activities and to request items be placed on future agendas.
11. City Attorney’s Report
This section provides an opportunity for the City Attorney to report on any activities or upcoming legislation of importance to the City. No action is expected to be taken by the Council.
12. Future Agenda Items
This section provides an opportunity for Council members to request items to be added to the agenda in the future with a majority Council vote.
13. Information and Correspondence
14. Closed Session
15. Report from Closed Session
16. Adjournment
The next regularly scheduled meeting is September 15, 2025. 2 City Council Meeting Minutes
Monday, August 18, 2025 at 6:00 PM
33 Church Street, Sutter Creek, CA 95685
The City of Sutter Creek City Council Meeting is available on YouTube at https://www.youtube.com/@CityofSutterCreek.
1. Call to Order and Establish a Quorum for Regular Meeting
Present: Council members Riordan, Sierk, Gunselman, Swift, Feist
Absent: None
Staff: Tom DuBois - City Manager, Aaron Wolcott - City Clerk, Dan Lafontaine - Public Works Director, Jim O’Connell - Chief of Police, Will Watson - Project Manager, Derek Cole - City Attorney
2. Pledge of Allegiance to the Flag
The pledge of allegiance was led by Mayor Gunselman
3. Public Forum
There were no public comments on items not on the agenda.
4. City Manager’s Report
City Manager Tom DuBois presented on several topics including roadway updates, wastewater plant and economic development. Three new projects (Spanish Street, Sutter Hill, and Church Street) were submitted to the Amador County Transportation Commission (ACTC), framed as necessary evacuation routes to improve scoring for funding for road repairs. The city is working with Schneider Electric as the preferred choice for the new wastewater treatment plant, with a contract expected in September. The Henderson and Preston reservoirs are at their lowest recorded levels, allowing for maintenance and sludge assessment. Staff attended a small business summit and is applying for a USC Sunstone program to get assistance with economic development strategy. A new fiber network will be installed on Main Street, providing 16 new connections for the city.
With regard to weed abatement DuBois and Project Manager, Will Watson, reported that the program is seeing positive movement, with good feedback and compliance from property owners. 3 Section 6, Item A.
Council member Swift asked if the control valve on the Henderson dam would also be replaced as part of the dam repairs. Public Works Director, Dan Lafontaine, said that they were checking the valve but did not expect to replace it.
5. Presentations
A. Presentation from Interfaith Food Bank
Beth Stanton of the Interfaith Food Bank reported that they currently serve 1,951 families, which is about 16% of the county's population. Their most significant need is for volunteers for various tasks, including driving their truck, bagging groceries, and helping at their thrift store, which funds 75% of the food bank's budget. They also need donations of bags and egg cartons. She said they have 10 sites for site distributions and could do more if they have volunteers for the sites.
Stanton thanked the Police Department for their support and response when needed.
Council members thanked the Food Bank for the great work they do supporting families in Sutter Creek and the wider County.
6. Approval of Minutes
A. City Council Minutes of July 21, 2025
Motion to approve the Minutes from July 21, 2025 with edits provided by Council member Sierk, second by Council member Swift.
AYES: Council members Sierk, Gunselman, Swift, Feist, Riordan ABSENT:
NOES:
MOTION CARRIED 5-0
7. Consent Agenda
A. Information Report on Use of Highway 49 Relinquishment Funds Council members discussed the historical use of the funds, noting that much of it was used for day-to-day operations. They emphasized the need to avoid using reserve funds for ongoing expenses and to find ways to balance the budget sustainably. Council member Swift emphasized the need to balance the budget going forward.
Other members concurred with his assessment.
Motion to approve the Consent Agenda by Council member Swift, second by Council member Feist.
AYES: Council members Sierk, Gunselman, Swift, Feist,
ABSTAIN: Riordan
NOES:
MOTION CARRIED 4-0
8. Ordinances and Public Hearing
9. Administrative Agenda
A. Procurement of Solar Panels and Battery Storage for New Wastewater Plant 4 Section 6, Item A.
The council discussed the financial benefits of procuring solar panels and battery storage, including a PG&E grant program and federal tax credits. Due to supply chain issues and a September 9th deadline to place an initial order, City Manager, Tom DuBois, recommended moving forward to secure the incentives.
Mayor Gunselman asked if the solar equipment could actually be resold by the city if the project falls through.
DuBois said they are confident that they can either resell the equipment or use it for other purposes in the city.
Council member Sierk asked for clarification on how the new law was being interpreted by the Treasury Department and its impact on the purchase of the solar equipment. Moses Bchara from Schneider explained that September 9th is the deadline to put in an order due to supply chain issues. Any project started before July 4, 2026 will be entitled to the tax incentives currently in place.
Council member Riordan wanted confirmation from the City Attorney that this all made sense from a legal perspective. City Attorney Cole confirmed that he was in support of the effort.
Motion to approve procurement of solar panels and battery storage for new wastewater plant by Council member Riordan, second by Council member Swift.
AYES: Council members Sierk, Gunselman, Swift, Feist, Riordan ABSENT:
NOES:
MOTION CARRIED 5-0
B. Direction on Budget Amendment for Broadway Street Project City Manager, DuBois, gave a short explanation of the proposed budget amendment for the use of Measure P funds to do a road overlay project on Broadway. The Measure P Oversight Committee, represented by Ryan Martin, gave a unanimous recommendation to approve using funds for the Broadway Street project, which includes a necessary storm drain replacement. The committee recommended advertising that the project is funded by Measure P.
Motion to approve the budget amendment for Broadway Street Project by Council member Sierk, second by Council member Feist.
AYES: Council members Sierk, Gunselman, Swift, Feist, Riordan ABSENT:
NOES:
MOTION CARRIED 5-0
C. Memorandum of Understanding with SEIU for three years, 2025-2027 The Council chose to discuss items C, D & E on the agenda as one item. The council discussed and approved three-year agreements with both the SEIU and the Police Officers Association (POA), along with the corresponding salary schedule. The new agreements include cost-of-living adjustments and increased employee contributions to their pension plans. The council expressed satisfaction with reaching fair, multi-year agreements.
Mayor Gunselman noted the cost of paying for a lawyer to support the negotiations and said that having threeyear agreements makes that worth it. 5 Section 6, Item A.
Council member Swift said that the negotiations are an arduous process for the City and union representatives and wanted to say thank you to those involved for sticking with it and coming to an agreement. He specifically thanked the Police and SEIU for their work. The other council members concurred.
Motion to approve the MOUs with SEIU and POA for three years, 2025-2027, and the Salary Schedule for FY25-26 by Council member Riordan, second by Council member Sierk.
AYES: Council members Sierk, Gunselman, Swift, Feist, Riordan ABSENT:
NOES:
MOTION CARRIED 5-0
D. Approve Tentative Agreement with Police Officers Association for Three Years (2025-2028) E. Resolution Approving Salary Schedule for FY25-26
F. Appointing Voting Delegate for Cal Cities General Assembly Motion to appoint Julia Sierk as primary, Susan Feist as secondary and Tom DuBois as third voting delegate for the Cal Cities General Assembly by Council member Swift, second by Council member Riordan
AYES: Council members Sierk, Gunselman, Swift, Feist, Riordan ABSENT:
NOES:
MOTION CARRIED 5-0
10. Mayor and Council Member Reports
Council member Swift said there would be a Fire District meeting the next day.
Council member Feist reported that the heritage wine district has been able to generate revenue for marketing.
11. City Attorney’s Report
City Attorney Derek Cole noted that he would be at the Cal Cities conference and would like to connect with Council members who attend.
12. Future Agenda Items
Council member Sierk requested a future agenda item to discuss options for improving the appearance of the fenced-off construction site of the former Sutter Greek building.
13. Information and Correspondence
The council reviewed several reports. During the discussion of the finance report, a request was made for future reports to include more detailed breakdowns of expenses, similar to past formats, to better track costs for utilities by building and identify reimbursable expenses.
A. CSJVRMA Presentation
6 Section 6, Item A.
B. July 2025 Treasurer Report
Report to be handed out at places
C. July 2025 Finance Updates and Report
D. July 2025 Police Department Report
E. July 2025 Public Works Report
F. July 2025 City Engineering Report
G. July 2025 City Clerk Report
H. July 2025 Marketing Report
I. July 2025 Planning Department Report
14. Closed Session
The council moved into closed session at 7:30 PM.
A. CONFERENCE WITH LEGAL COUNSEL - INITIATION OF LITIGATION Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956.9
15. Report from Closed Session
The council reconvened at 8:37 PM and reported that direction was given to staff.
16. Adjournment
The meeting was adjourned at 8:37 PM
The next regularly scheduled meeting is September 2, 2025. 7 Section 6, Item A.
18 Main St., Sutter Creek, CA 95685 • Telephone: (209)267-5647 • Fax: (209)267-1655 • TTY: 711 The City of Sutter Creek is an equal opportunity service provider and employer ______________________________________________________________________________
INFORMATION REPORT
TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL MEETING DATE: September 1, 2025
FROM: William Watson, Project Manager
SUBJECT: Weed Abatement – Enforcement – Outcome
RECOMMENDATION:
Council reviews City of Sutter Creek information report on the outcome of 2025 Weed Abatement Ordinance enforcement actions.
BACKGROUND:
As part of the City’s annual fire prevention efforts, the Weed Abatement Ordinance requires property owners to clear hazardous vegetation from their parcels to reduce fire risk. In spring 2025, notices were issued to parcels found out of compliance during routine inspections.
Property owners were given a deadline to complete necessary abatement or contact the City to coordinate efforts.
DISCUSSION:
All parcel owners responded to the City’s notice of violation by email, phone call, or by completing abatement work prior to the deadline. For those who did not meet the initial deadline, all are in communication with staff and have been granted a short grace period to mobilize resources and secure funding. These properties are actively working toward full compliance.
One parcel remains outstanding due to an administrative oversight. City records and information from the County Assessor’s Office indicate the property owner now resides in Florida and did not receive timely notification. However, adjacent property owners on both sides have completed abatement, mitigating fire hazard from the remaining parcel. As a result, the City has concluded enforcement efforts without further action.
BUDGET IMPACT:
The abatement funding that was allocated and approved for the 2025 enforcement cycle will not be utilized. All abatement work was completed by private property owners, and no City-funded abatement was required under the standard operating procedure.
ATTACHMENT:
N/A
8 Section 7, Item A.
18 Main St., Sutter Creek, CA 95685 • Telephone: (209)267-5647 • Fax: (209)267-1655 • TTY: 711 The City of Sutter Creek is an equal opportunity service provider and employer ______________________________________________________________________________ TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY
COUNCIL
MEETING DATE: SEPTEMBER 2, 2025
FROM: AARON WOLCOTT, CITY CLERK
SUBJECT: UPDATE CITY RETENTION SCHEDULE
RECOMMENDATION:
Adopt Resolution 25-26-* approving an update to the Public Records Retention Schedule and Rescinding Resolution 07-08-26 and Resolution 16-17-35.
BACKGROUND:
The City’s Records Retention Schedule was last adopted in 2008 by Resolution 07-08-26 and amended to include retention of staff reports in 2017 by Resolution 16-17-35.
DISCUSSION:
To ensure that a responsible program for records management is practiced within the City, staff have updated the schedule to ensure that retention periods are consistent with current state law and the Record Retention Schedule is in a clear and usable format.
The purpose of records management is to ensure that information is available when it is needed.
To do this efficiently and thoroughly, records must be identified, organized and maintained for the requisite number of years. Records management encompasses all the record-keeping requirements that allow an organization to establish and maintain control over information flow and administrative operations, seeking to control and manage records through the entirety of their life cycle, from creation to final destruction or archiving.
The current Record Retention Schedule is out of date and not easily managed in the current format. A revised and simplified version has been provided for adoption by City Council. Once approved, the new schedule will enable the City Clerk to enact better record management principles in the oversight of the City’s public records.
BUDGET IMPACT:
There is no budget impact.
ATTACHMENT:
Resolution 25-26-** approving an update to the Public Records Retention Schedule 9 Section 9, Item A.
RESOLUTION 25-26-*
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUTTER CREEK
APPROVING AN UPDATE TO THE PUBLIC RECORDS RETENTION SCHEDULE AND RESCINDING RESOLUTION 07-08-26 AND RESOLUTION 16-17-35 WHEREAS, the California Public Records Act requires all local governments to adopt a public records retention and destruction program and schedule; and WHEREAS, a system for managing the City’s information assets, including records retention schedules for the final disposition and scheduled destruction of records and working papers that are no longer needed for administrative, legal, fiscal, historical, or research purposes, is deemed appropriate and essential for the effective conduct of the City’s government process; and WHEREAS, the City of Sutter Creek previously adopted a retention schedule in 2008 by Resolution 07-08-26 and amended it in 2017 by Resolution 16-17-35; and WHEREAS, the City is required to maintain a retention schedule that is in compliance with current State law; and
WHEREAS, while the retention schedule is intended to assist the City in managing its records in a manner consistent with federal and state law it does not constitute acknowledgment of the existence or non-existence of any record; and
NOW, THEREFORE, BE IT RESOLVED that in accordance with Section 34090 of the California Government Code and Local Government Records Management Guidelines established by the Secretary of State under California Government Code Section 12236, the City Council does hereby approve the revised Records Retention Schedule (Exhibit A) and authorizes the disposal of records once their stated retention periods have expired.
The foregoing resolution was duly passed and adopted at a regular meeting of the City Council of the City of Sutter Creek on the 2
nd day of September, 2025 by the following vote.
AYES:
NOES:
ABSTAIN:
ABSENT:
____________________________________
Claire Gunselman, Mayor
ATTEST:
______________________________________
Aaron Wolcott, City Clerk
10 Section 9, Item A.
The retention period applies to a record regardless of the medium in which it is maintained. Some records listed in the Retention Schedule are maintained electronically.
Department / Category Record Series Title Description Example Records Retention Period Legal Citations Citywide Audits Records and information related to
internal, external and regulatory
audits and administration of
associated auditing activities,
including reviewing and
documenting operational,
compliance, or financial information
created as a part of an audit.
Annual Audit Reports,
Audit Files, Audit
Schedules, Auditors
Report, General Purpose
Financial Audits, Single
Audits, Management
Responses, Petty Cash
Audits
6 Years CA GOV 945.6(a)(2), CA
GOV 34090, US 26 USC 6531
Citywide Complaints & Service
Requests
Documentation of citizen
complaints, requests for service
and reports of work performed in
response to those complaints and
requests. NOTE: This category
does not pertain to incident reports
that become part of a Police case
file.
Service Requests, Work
Orders, Citizen
Concerns/Complaints,
Waste Spill Reports, Tree
Down Reports
2 Years CA GOV 945.6(a)(2), CA
GOV 34090
Citywide Fleet Management Records related to the
management and maintenance of
City vehicles, including
automobiles, trucks, and forklifts.
Accident / Incident
Reports, Complaints,
Service Requests, Fire
Trucks (NOTE: CalFire
maintains these records),
Maintenance and Repair
Work Orders, Maintenance
Reports, Vehicle Titles,
Smog Certificates
2 Years After Disposal of
Vehicle
CA GOV 34090
Citywide Media & Public Relations Internal/external communications, advertising, and outreach events.
Flyers, Newsletters,
Videos, Press Releases
4 Years CA CCP 337, CA GOV 34090
Citywide Policies and Procedures Documentation of administrative policies and procedures.
SOPs, Guidelines,
Handbooks, General
Orders
While Active + 6 Years CA GOV 34090, US 45 CFR
164.530(j)
Citywide Agreements & Contracts
Not Awarded
Documents related to solicitations
not resulting in contracts.
RFPs, RFQs, Scorecards,
Unaccepted Bids
2 Years CA GOV 34090
Citywide Purchasing &
Requisitioning
Records for purchases and
acquisitions.
Purchase Orders,
Proposals, Bonds,
Insurance Certificates
4 Years CA CCP 337, CA GOV 34090,
US 29 CFR 516.5
City of Sutter Creek - Public Record Retention Schedule Adopted by Resolution of the City Council on September **, 2025 Citywide
11 Section 9, Item A.
Citywide Electronic
Communications (ContentBased)
Electronic messages, including
email and instant messaging,
whose content documents official
city business. The retention period
is determined by the function and
content of the record, not the
format. These records should be
categorized and retained according
to the appropriate record series in
this schedule (e.g., an email
finalizing a contract is part of the
'Agreements & Contracts' series).
Emails, text messages,
social media messages
related to specific business
functions.
2 years for memoranda,
or emails of short-term
interest unless specific
laws, decisions, or
opinions apply to the
record series.
Emails related to official
public business,
policies, and decisions,
or that initiate,
authorize, or complete
a transaction of official
public business
constitute official public
records and should be
retained according to
the appropriate
retention schedule of
that business as
described in this
schedule.
CA GOV 34090, CA GOV
54950 et seq.
Citywide Transitory
Communications
Records of a temporary nature that
do not document a specific City
transaction, set policy, or have
ongoing value. This includes
routine correspondence, messages
with no substantive information,
and drafts that have been
superseded.
Routine meeting requests,
"for your information"
messages, duplicate
copies, drafts.
6 months
Emails in Inbox and
Trash folder will be
automatically deleted
after 6 months. City
staff are responsible to
file all non-transitory
emails according to
approprate retention
levels.
CA GOV 34090
City Administration - City
Clerk
Legislative Records
(Ordinances &
Resolutions)
Official legislative acts of the City
Council that establish laws,
policies, and formal decisions of
the City.
Signed Ordinances,
Resolutions, Staff Reports,
Proofs of Publication.
Permanent CA GOV 34090, CA GOV
36901
City Administration - City
Clerk
Agendas, Minutes &
Meeting Materials
Records documenting the
proceedings of all public meetings
of the City Council and City boards
and commissions.
Agendas, Minutes, Staff
Reports, Public Comments,
Meeting Recordings
(Audio/Video).
Permanent CA GOV 34090, CA GOV
54950 et seq. (Brown Act)
City Administration
12 Section 9, Item A.
City Administration - City
Clerk
Contracts, Agreements &
MOUs
Official, fully executed agreements
between the City and other parties.
The City Clerk is the official
custodian of these records.
Professional Services
Agreements, Leases,
Memoranda of
Understanding (MOUs),
Deeds, Easements.
Permanent CA GOV 34090, CA CCP 337
City Administration - City
Clerk
Election Administration Records related to the
administration and conduct of
municipal elections.
Nomination Papers,
Campaign Finance Filings
(Form 460, 700), Canvass
of Votes, Official Ballots.
4 Years (Filings); 22
Months (Ballots);
Permanent (Results)
CA ELEC 17301, CA GOV
81009
City Administration - City
Clerk
Public Records Act
Requests
Records documenting requests for
public information received under
the California Public Records Act
(CPRA) and the City's response.
Request Letters/Emails,
Response Letters, Copies
of Records Provided,
Invoices for Duplication.
2 Years After Request
Closed
CA GOV 6250 et seq., CA
GOV 34090
City Administration - City
Clerk
Boards, Commissions &
Committees
Records related to the formation,
appointment, and administration of
the City's advisory bodies.
Applications for
Appointment, Rosters
(Maddy Act Lists), Oaths of
Office, Meeting Minutes (if
not kept separately).
2 Years After Term
Expiration
CA GOV 54970 et seq.
(Maddy Act)
City Administration - City
Clerk
Claims & Litigation Records documenting legal claims
filed against the City and related
litigation.
Claim Forms, Investigation
Files, Legal Pleadings,
Settlement Agreements.
2 Years After Claim
Settled/Closed
CA GOV 910 et seq.
City Administration - City
Clerk
Municipal Code & Charter The official, codified laws of the City and foundational charter
documents.
Official Municipal Code,
Charter Documents,
Historical Amendments.
Permanent CA GOV 34090
City Administration Public Information &
Media Relations
Records related to general public
outreach, media communications,
and official City publications not
tied to a specific legislative action.
Press Releases,
Newsletters, Brochures,
Website Content Archives,
Social Media Archives.
2 Years CA GOV 34090
Finance Accounts Payable Records documenting payments
and liabilities owed by the City to
vendors and suppliers.
Invoices, Vouchers, W-9s,
Check Registers, Purchase
Orders.
4 Years CA CCP 337, CA GOV 34090
Finance Accounts Receivable Records documenting revenues and monies owed to the City,
including billing and collections.
Invoices, Receipts, Deposit
Slips, Aging Reports.
4 Years CA CCP 337, CA GOV 34090
Finance Banking & Treasury Records related to the City's banking activities, investments,
and cash management.
Bank Statements,
Reconciliations, Deposit
Records, Investment
Reports.
4 Years CA CCP 337, CA GOV 34090
Finance Budget Development &
Administration
Records documenting the
development, adoption, and
administration of the City's annual
budget.
Budget Worksheets, Final
Adopted Budget
Documents, Budget
Amendments.
2 Years (Worksheets);
Permanent (Final
Adopted)
CA GOV 34090
Finance Business Licenses Records related to the issuance, renewal, and administration of
business licenses within the City.
License Applications,
License Certificates,
Renewal Notices, Payment
Records.
4 Years After Business
Closure
CA CCP 337, CA GOV 34090
Finance
13 Section 9, Item A.
Finance General Ledger &
Financial Reporting
Official, summary-level accounting
records and comprehensive
financial reports of the City.
Journal Entries, Trial
Balances, Chart of
Accounts, Annual
Comprehensive Financial
Report (ACFR).
10 Years (Ledger);
Permanent (ACFR)
CA GOV 34090
Finance Grant Administration -
Awarded
Records documenting the
application for and administration
of successful grant-funded
projects.
Grant Applications, Award
Letters, Financial Reports,
Compliance
Documentation.
Life of Grant + 3 Years CA GOV 34090, US 2 CFR
200.333
Finance Grant Administration - Not
Awarded
Records related to grant
applications that were not
successful.
Unsuccessful Grant
Applications, Reviewer
Comments.
2 Years CA GOV 34090
Finance Payroll & Timekeeping Records documenting employee compensation, benefits,
deductions, and time worked.
Timesheets, Payroll
Registers, W-2s, W-4s,
Deduction Authorizations.
4 Years CA GOV 34090, US 29 CFR
1627.3, US 29 CFR 516.5
Finance Unclaimed Property
(Escheatment)
Records related to identifying,
reporting, and remitting unclaimed
property (e.g., uncashed checks) to
the state.
Due Diligence Letters,
Holder Remit Reports,
Uncashed Check Ledgers.
10 Years After
Escheatment
CA CCP 1532, CA GOV
34090
Human Resources Recruitment & Selection Records documenting the application, screening, and
selection process for all City
positions.
Job Announcements,
Applications, Resumes,
Interview Notes, Eligibility
Lists, Background Check
Records.
3 Years CA GOV 12946, US 29 CFR
1602.31
Human Resources Employee Personnel
Records
Official personnel files
documenting an employee's history
with the City, from hiring to
separation.
Employment Agreements,
Performance Evaluations,
Disciplinary Actions,
Commendations, Training
Records, Separation
Notices.
Termination + 7 Years CA GOV 34090, US 29 CFR
1627.3
Human Resources Employee Medical &
Exposure Records
Confidential records related to
employee health, medical
conditions, and exposure to
hazardous substances.
Pre-employment Physicals,
FMLA/CFRA Forms, ADA
Accommodation Requests,
Medical Exam Results,
Exposure Monitoring
Records.
Termination + 30 Years
(Exposure); Termination
+ 3 Years (Medical)
CA GOV 12946, US 29 CFR
1910.1020
Human Resources Labor Relations &
Negotiations
Records documenting the
relationship and negotiations
between the City and its
recognized employee labor unions.
Memoranda of
Understanding (MOUs),
Negotiation Notes,
Collective Bargaining
Agreements, Labor
Management Meeting
Minutes.
Permanent (Final MOUs);
4 Years (Supporting
Docs)
CA GOV 3500 et seq.
(Meyers-Milias-Brown Act)
Human Resources
14 Section 9, Item A.
Human Resources Grievance & Disciplinary
Records
Records related to formal
employee grievances and the
administration of disciplinary
actions outside of the official
personnel file.
Grievance Forms,
Investigation Files, Skelly
Hearing Records, Final
Dispositions.
5 Years After Resolution CA GOV 34090
Human Resources Benefits Administration Records related to the administration of employee
benefits programs such as health
insurance and retirement.
Enrollment Forms,
Beneficiary Designations,
Open Enrollment Records,
CalPERS Reports.
Termination + 6 Years US 29 USC 1027 (ERISA)
Human Resources Workers' Compensation
Claims
Records documenting on-the-job
injuries and the administration of
workers' compensation claims.
DWC-1 Claim Forms,
Doctor's First Reports,
Investigation Files,
Settlement Documents.
5 Years After Last Action CA LAB 3700, US 29 CFR
1904.33
Human Resources Volunteer Services Records related to the recruitment, management, and service of City
volunteers.
Volunteer Applications,
Service Hour Logs, Waiver
of Liability Forms.
Termination of Service +
3 Years
CA GOV 34090
Police Case Files - Criminal Records documenting the
investigation of alleged criminal
acts, including felonies,
misdemeanors, and homicides.
Arrest Reports, Crime
Reports, Investigation
Notes, Witness
Statements, Evidence
Reports.
10 Years (Felony); 5
Years (Misdemeanor);
Permanent (Homicide)
CA GOV 34090.6, CA PEN
800, 801, 802
Police Case Files - Non-Criminal Records documenting incidents that are not criminal in nature, such
as found property or missing
persons.
Found Property Reports,
Missing Person Reports
(Adult), Vehicle
Repossession Reports.
2 Years CA GOV 34090
Police Dispatch &
Communications Logs
Records related to dispatch
operations, including emergency
calls and radio traffic.
Computer Aided Dispatch
(CAD) Records, 911
Tapes, Radio Logs.
2 Years CA GOV 26202.6, CA GOV
34090.6
Police Patrol Operations Records Records documenting daily officer activity and field operations.
Daily Activity Logs, Watch
Commander's Log, Field
Interview Cards.
2 Years CA GOV 34090
Police Body-Worn Camera &
Digital Evidence
Audio and video recordings
captured by body-worn cameras
and other digital media devices
during law enforcement activities.
Body cam videos, in-car
camera videos, digital
photographs.
2 Years (minimum);
Retain longer if
associated with a specific
case file, complaint, or
critical incident.
CA PEN 832.18, CA GOV
34090.6
Police Traffic Enforcement &
Collision Records
Records related to moving
violations and the investigation of
vehicle collisions.
Traffic Citations, Traffic
Collision Reports
(Fatal/Injury/Property).
2 Years CA GOV 34090, CA VEH
20012
Police Parking Enforcement
Records
Records related to the issuance
and processing of parking
citations.
Parking Citations, Appeal
Forms, Payment Records.
2 Years CA VEH 40200
Police Criminal Registrations
(Arson, Gang, Narcotic,
Sex Offenders)
Records related to the registration
of convicted arson, gang, narcotic,
and sex offenders residing in the
City.
Registrant files,
photographs,
correspondence, proofs of
registration.
While Registrant Resides
in City + 5 Years
CA PEN 290, CA PEN 457.1,
CA PEN 11590, CA HSC
186.30
Police
15 Section 9, Item A.
Police Evidence & Property
Management
Records tracking all property and
evidence collected, including items
for safekeeping, found property,
and items seized as evidence.
Property Reports, Chain of
Custody Forms,
Disposition Records.
2 Years After Disposition CA PEN 1417.5, CA GOV
34090
Police Internal Affairs & Conduct
Records
Records related to the
investigation of complaints against
police personnel and subsequent
disciplinary actions.
Citizen Complaints, Internal
Investigation Files,
Disciplinary Action
Records.
5 Years CA PEN 832.5, CA GOV
34090.6
Police Officer Personnel &
Training Records
Records related to the hiring,
training, and certification of sworn
police officers throughout their
career.
Background Investigations,
POST Training Records,
Firearms Qualifications,
Field Training Officer
(FTO) Records.
Termination + 7 Years CA PEN 832.7, CA GOV
34090
Police Subpoenas & Court
Orders
Records related to the receipt and
service of legal documents such as
subpoenas and temporary
restraining orders.
Subpoenas Duces Tecum,
Civil Subpoenas,
Temporary Restraining
Orders (TROs).
2 Years After
Service/Expiration
CA GOV 34090
Police Vehicle Management
(Impound & Abatement)
Records related to the towing,
storage, and abatement of
vehicles.
Vehicle Impound Reports,
Vehicle Abatement Files,
Stored Vehicle Notices.
2 Years After
Disposal/Release
CA VEH 22650, CA VEH
22851
Police Community Services &
Animal Control
Records related to non-criminal
community services and animal
control activities.
Animal Control Reports,
Bite Reports, Licensing
Records.
2 Years CA GOV 34090
Building & Planning Building Permits & Plans Records related to the application, review, issuance, and inspection of
structures. Includes residential,
commercial, and other permits.
Permit Applications, Building
Plans/Blueprints, Inspection
Reports, Certificates of
Occupancy.
Permanent CA HSC 19850, CA GOV 34090
Building & Planning Code Enforcement &
Abatement
Records documenting the investigation
and resolution of municipal code
violations.
Complaint Forms,
Investigation Reports, Notices
of Violation, Abatement
Records, Citations, Photos.
2 Years After Case Closed CA GOV 34090, CA GOV
945.6(a)(2)
Building & Planning Planning & Zoning Case
Files
Records related to land use
applications and discretionary project
reviews by the Planning Commission
and/or City Council.
General Plan Amendments,
Zone Changes, Conditional
Use Permits, Variances, Staff
Reports, Public Notices.
Permanent CA GOV 65009, CA GOV 34090
Building & Planning Capital Improvement Projects
(CIP)
Records documenting the planning,
design, and construction of public
works and infrastructure projects.
Project Plans &
Specifications, Bids,
Contracts, Progress Reports,
Final Inspection Records,
Easements.
Permanent CA CCP 337.1, CA CCP 337.15,
CA GOV 34090
Building & Planning Encroachment & Grading
Permits
Permits and related documents for any
work performed in the public right-ofway or involving significant land alteration.
Encroachment Permit
Applications, Grading Plans,
Inspection Reports, Bonds.
While Active + 10 Years CA CCP 337.1, CA CCP 337.15,
CA GOV 34090
Building & Planning
16 Section 9, Item A.
Building & Planning Environmental Review
(CEQA)
Records documenting the
environmental review process for
projects in accordance with the
California Environmental Quality Act.
Initial Studies, Negative
Declarations, Environmental
Impact Reports (EIRs),
Notices of Determination.
Permanent CA PRC 21000 et seq., CA GOV
34090
Parks & Recreation Facility Rentals &
Reservations
Rentals and reservations for
recreational facilities.
Field Reservations,
Insurance Certificates
While Active + 4 Years CA GOV 34090, CA CCP 337
Parks & Recreation Adult Recreation
Programs
Adult program administration and
waivers.
Waivers, Membership
Applications
Cancellation + 3 Years CA 22 CCR 101221
Parks & Recreation Youth Partnership
Programs
Youth program records and
waivers.
Camper Records, Sign-In
Sheets, Membership
Forms
Until Cancelled or Youth
Reaches Age 21
CA GOV 34090, CA 22 CCR
101221
Parks & Recreation Recreation Financial
Assistance
Financial assistance records for
recreation programs.
Financial Aid Applications,
Amounts Awarded
5 Years CA GOV 34090
Parks & Recreation
17 Section 9, Item A.
18 Main St., Sutter Creek, CA 95685 • Telephone: (209)267-5647 • Fax: (209)267-1655 • TTY: 711 The City of Sutter Creek is an equal opportunity service provider and employer ____________________________________________________________________________ TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL MEETING DATE: SEPTEMBER 2, 2025
FROM: TOM DUBOIS
SUBJECT: GENERAL FUND OPERATING & TOTAL RESERVES POLICIES RECOMMENDATION:
Council reviewed and approved a reserve policy in Nov 4, 2024. We are recommending an update to that policy.
BACKGROUND:
Last November the Council discussed and approved official General Fund Operating Reserve and Total General Fund Reserve policies. The staff report and policies from that meeting are attached. There was a typo in the Operating Reserve policy, where the staff report suggested a minimum of 20% but the policy appeared to be a copy of the Total Reserve Policy with a minimum of 35%. The Total Reserve Policy also has a minimum of 35% and that amount includes capital reserves. It doesn’t make sense that the Operating Reserve on its own would be at 35% and then when we add in capital reserves it remains at 35% We are suggesting that Council discuss and adopt a policy for just operating reserves, with a minimum of 20% and a maximum of 45%.
DISCUSSION:
A sufficient General Operating Reserve should be able to keep a city running for 2-3 months according to the Government Finance Officers Association (GFOA). The use of these funds would be for unexpected expenses and maintaining city services during an economic downturn.
In Sutter Creek’s case, staff believe that a minimum of 20% of General Fund annual revenues is an appropriate level to maintain in the Operating Reserve. Operating Reserves include all reserves not dedicated to capital expenses or enterprise funds (streets and wastewater).
In terms of fund levels, Sutter Creek should maintain Operating Reserves for the 2025-26 fiscal year of 20% of general fund expenses ($2.9M) or $580,000. According to the budget for this fiscal year, it is projected that Sutter Creek will have $1.1M in its General Fund Operating Reserve at the end of the year. This excludes all capital funds as well as Measure P funds and equates to a reserve of 38% of our operating budget. In an emergency, Measure P funds are 18 Section 9, Item B.
2 technically available as general fund money, but staff understands that Measure P is to be treated effectively as a capital fund.
In reviewing our reserve policy and budget, we realized that one thing that may have created confusion is a change in how we are managing general fund accounts including Fund 01. The City practices in prior years were to create lots of named “accounts” in the general fund and money would transfer in and out frequently. There were many funds with negative balances that would be carried forward.
However, those negative balances were eventually coming out of the general fund. This is like what happened with the Highway mitigation fund, as an example – loans built up over time until they needed to be addressed or paid by some source of funding.
Over the last 2 years, Mason and I have worked to clean up those accounts, combining general fund accounts to eliminate negative balances. The impact of that has been that what is in fund 39 titled “General Fund Reserve” appears small compared to FY2022, and Fund 01 is large. General Fund 01 is now operating more like a reserve fund.
You can think of it as a Checking account and Savings accounts. In the past the city transferred funds into lots of savings accounts but allowed some of them to go negative. Now we are effectively holding savings in our checking account (Fund 01). 19 Section 9, Item B.
18 Main St., Sutter Creek, CA 95685 • Telephone: (209)267-5647 • Fax: (209)267-1655 • TTY: 711 The City of Sutter Creek is an equal opportunity service provider and employer Our overall reserves are healthy with a total of $2.2M expected at the end of FY26. Taking out Measure P and Capital Funds and zeroing out the Road CIP Fund that has a negative balance leaves us with $1.1M in general fund reserves. During the budget discussion we focused on the $360K in Fund 39 as the sole reserves, which was technically incorrect. Most of the funds in the table are general fund reserves, and we failed to highlight the shift in how Fund 01 is being used.
Apologies for confusion this may have caused.
RECOMMENDATION:
Staff recommends that Council approve a motion to Update the Operating Reserve Policy and maintain the Total Reserve Policy “as is.”
20 Section 9, Item B.
City of Sutter Creek
General Fund Operating Reserve Policy
Proposed 08/26/2025
Section 1: Purpose
The purpose of this policy is for the City of Sutter Creek to formally establish a General Fund Operating Reserve fund policy based on budgeted revenue. The purpose of this reserve fund is to mitigate the effect of unanticipated expenses. Reserves also provide the City with stability in times of economic fluctuations that are anomalous. Operating reserves help provide for a smooth, temporary transition to prevent drastic changes in service levels caused by changes in the City’s financial situation, including unanticipated decreases in revenue or increases in expenditures.
Section 2: Policy
The City of Sutter Creek is establishing this reserve funding policy with the following guidelines:
Reserve Levels:
The General Fund Reserve goal is to stay within 20% - 45% of the General Fund’s adopted annual budget revenues.
The City Manager will first evaluate the City’s financial condition and make a recommendation to City Council as to the need to make contributions to the General Fund Operating Reserve.
This process will be typically done during the budget development process, but this can be performed at any time the City Manager deems necessary.
Use and Replenishment of the General Fund Reserve:
The General Fund Operating Reserve should be used for the following: emergency repairs, nonbudgeted projects approved by City Council, and maintaining essential services to the public during economic difficulties. The City Manager will present a report to City Council to justify the use of the General Fund Operating Reserve. All uses of the General Fund Operating Reserve must be approved by resolution of the City Council with a three-fifths vote. Any such uses are to be repaid over a period of time to be determined by City Council at the time of voting for approval of usage of the General Fund Operating Reserve, if it goes below the minimum threshold.
Year-End Excess Revenue
As part of the annual budget development process, or at any time deemed appropriate by the City Manager, the City Manager would recommend whether the year-end excess funds could be used 21 Section 9, Item B.
as one-time funding to reach the General Fund Operating Reserve goal faster. If the Operating reserve exceeds 45%, the City Manager may recommend use of those funds within the budget, during budget formation or through a budget amendment.
22 Section 9, Item B.
18 Main St., Sutter Creek, CA 95685 • Telephone: (209)267-5647 • Fax: (209)267-1655 • TTY: 711 The City of Sutter Creek is an equal opportunity service provider and employer ____________________________________________________________________________ TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL MEETING DATE: NOVEMBER 4, 2024
FROM: MASON PETERS, FINANCE SUPERVISOR
SUBJECT: GENERAL FUND OPERATING & TOTAL RESERVES POLICIES RECOMMENDATION:
Review and approve the General Fund Operating Reserve and the General Fund Total Reserve policies.
BACKGROUND:
The City of Sutter Creek does not have official policies for the General Fund Operating Reserve or our total General Fund Reserve. The City allocates a portion of general fund revenues each year to put towards reserves, and setting an acceptable range of reserve levels based on general fund revenues would help the City strategize when and how these funds should be used during budget development each year.
DISCUSSION:
A sufficient General Operating Reserve should be able to keep a city running for 2-3 months, or approximately 17% of General Fund annual revenues for a fiscal year, according to the Government Finance Officers Association (GFOA). The use of these funds would be for unexpected expenses and maintaining city services during an economic downturn. However, based on each city’s cash flow throughout the year and volatility in revenue generation, this level of reserves can vary. In Sutter Creek’s case, staff believes that 20% of General Fund annual revenues is an appropriate level to maintain in the Operating Reserve. The reason for this higher level of reserves is due to the dip in cash inflows each fiscal year in Q1 and Q2. The slowdown in revenues is because property tax and some of the franchise fees we rely on are not being received during Q1 and Q2. We also have some of our largest invoices at that time as well (typically any construction invoices, and our annual insurance payment is due as well). We consistently see a noticeable increase in general fund revenues in Q3 and Q4 for each fiscal year (property tax, franchise fees, boost in sales tax due to the holiday season), and we rely on that bubble of revenue to carry us through Q1 and Q2 of the following fiscal year. It is crucial that we retain enough funds to keep us steady through that first half of each fiscal year. In terms of fund levels, Sutter Creek should maintain Operating Reserves for the 2024-25 fiscal year of $566,574.
According to the budget for this fiscal year, it is projected that Sutter Creek will have $457,805 in its General Fund Operating Reserve at the end of the year. If we continue to tuck away a small 23 Section 9, Item B.
2 percentage (1% - 2%) of General Fund revenues each year to this reserve fund, we should be able to reach that goal within 1-3 years if we consider fluctuations in actual budget performance.
A healthy Total General Fund Reserve level would be in the range of 35% - 45% of annual general fund revenues. The use of this fund would primarily be for council-approved projects that were not originally budgeted for and capital projects. If we refer to the 2024-25 adopted budget with general fund revenues of $2,832,870, the City should set a goal to have between $991,505 and $1,274,792 in Total General Fund Reserves. It is projected that at the end of the 2024-25 fiscal year, the City will have $1,129,120 in the General Fund Reserve, which equates to 39.9% of projected annual revenues for this fiscal year.
During budget development for the 2025-26 fiscal year, staff and council should convene and determine an appropriate percentage of general fund revenues for that fiscal year to allocate to the General Fund Reserve. The percentage can vary depending on what needs to be prioritized in each fiscal year, but growing this fund will help defend the city against unexpected fiscal impacts and fund capital projects.
BUDGET IMPACT:
No immediate impact, but allocations from General Fund revenues to any of the General Fund Reserves should be a discussion item during budget development each year. It will decrease the amount of General Fund revenues available for current year activities. 24 Section 9, Item B.
18 Main St., Sutter Creek, CA 95685 • Telephone: (209)267-5647 • Fax: (209)267-1655 • TTY: 711 The City of Sutter Creek is an equal opportunity service provider and employer City of Sutter Creek
General Fund Operating Reserve Policy
Section 1: Purpose
The purpose of this policy is for the City of Sutter Creek to formally establish a General Fund Operating Reserve fund policy based on budgeted revenue. The purpose of this reserve fund is to mitigate the effect of unanticipated expenses. Reserves also provide the City with stability in times of economic fluctuations that are anomalous. Operating reserves help provide for a smooth, temporary transition to prevent drastic changes in service levels caused by changes in the City’s financial situation, including unanticipated decreases in revenue or increases in expenditures.
Section 2: Policy
The City of Sutter Creek is establishing this reserve funding policy with the following guidelines:
Reserve Levels:
The General Fund Reserve goal is to stay within 35% - 45% of the General Fund’s adopted annual budget revenues.
The City Manager will first evaluate the City’s financial condition and make a recommendation to City Council as to the need to make contributions to the General Fund Operating Reserve.
This process will be typically done during the budget development process, but this can be performed at any time the City Manager deems necessary.
Use and Replenishment of the General Fund Reserve:
The General Fund Operating Reserve should be used for the following: emergency repairs, nonbudgeted projects approved by City Council, and maintaining essential services to the public during economic difficulties. The City Manager will present a report to City Council to justify the use of the General Fund Operating Reserve. All uses of the General Fund Operating Reserve must be approved by resolution of the City Council with a three-fifths vote. Any such uses are to be repaid over a period of time to be determined by City Council at the time of voting for approval of usage of the General Fund Operating Reserve.
Year-End Excess Revenue
As part of the annual budget development process, or at any time deemed appropriate by the City Manager, the City Manager would recommend whether the year-end excess funds could be used as one-time funding to reach the General Fund Operating Reserve goal faster. 25 Section 9, Item B.
4 City of Sutter Creek
Total General Fund Reserves Policy
Section 1: Purpose
The purpose of this policy is for the City of Sutter Creek to formally establish a Total General Fund Reserves policy based on budgeted revenues. These reserve funds are for funding capital projects, purchasing capital assets (vehicles, large equipment, capital repairs), and any other purposes that are approved by City Council. This policy looks at all General Fund reserve funds wholistically and serves as a guiding principle for the General Fund reserves in totality.
Section 2: Policy
The City of Sutter Creek is establishing this reserves funding policy with the following guidelines:
Reserve Levels:
The Total General Fund Reserves goal is to stay within 35% - 45% of the General Fund’s adopted annual budget revenues.
The City Manager will first evaluate the City’s financial condition and make a recommendation to City Council as to the need to make contributions to Total General Fund Reserves. This process will be typically done during the budget development process, but this can be performed at any time the City Manager deems necessary.
Use and Replenishment of Total General Fund Reserves:
The Total General Fund Reserves should be used for the following: capital projects, purchases of vehicles and equipment, and any other uses that are approved by City Council. The City Manager will present a report to City Council to justify the use of General Fund Reserves. All uses of General Fund Reserves must be approved by resolution of the City Council with a threefifths vote. Any such uses are to be repaid over a period of time to be determined by City Council at the time of voting for approval of usage of General Fund Reserves.
Year-End Excess Revenue
As part of the annual budget development process, or at any time deemed appropriate by the City Manager, the City Manager would recommend whether the year-end excess funds could be used as one-time funding to reach General Fund Reserves goals faster. 26 Section 9, Item B.
18 Main St., Sutter Creek, CA 95685 • Telephone: (209)267-5647 • Fax: (209)267-1655 • TTY: 711 The City of Sutter Creek is an equal opportunity service provider and employer 27 Section 9, Item B.