Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
s
Hard Copy
201-10
Emergency Operations Plan (EOP)
EM
Emergency plan
Until Superseded
GC
rive
Us
Hard Copy
201-11
Grant Files
EM
2 CFR 200
State and Emergency Management grants
10 yrs
GC 8550
EM Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
202
ORGANIZATION PLANNING FILES
322
US
HR Drive
202-01
Workforce Planning
HR
Organization charts, lists, reports, etc.
Until Superseded
GC 34090
203
CITY PLANNING FILES
P
Hard Copy
GC 34090 AD;
EnerGov
Project files, applications, notices, correspondence
203-01
Tentative Map Files/Tentative Tract Maps/SB9
CD, PW
H & S 19850;
PW Drive
related to project, exhibits, environmental
Permanent
GC 4003;
X Drive
documents, etc.
GC 4004
Laserfiche
P
Hard Copy
GC 34090 AD;
EnerGov
Project files, applications, notices, correspondence
203-02
Tentative Parcel Map Files
CD, PW
H & S 19850;
PW Drive
related to project, exhibits, environmental
Permanent
GC 4003;
X Drive
documents, etc.
GC 4004
Laserfiche
P
EnerGov
GC 34090 AD;
X Drive
Project files, applications, notices, correspondence
203-03
Zone Change Files
CD
H & S 19850;
Laserfiche
related to project, exhibits, environmental
Permanent
GC 4003;
documents, etc.
GC 4004
P
EnerGov
GC 34090 AD;
X Drive
Project files, applications, notices, correspondence
203-04
Variance Files
CD
H & S 19850;
Laserfiche
related to project, exhibits, environmental
Permanent
GC 4003;
documents, etc.
GC 4004
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
C + 2
EnerGov
Project files, applications, notices, correspondence
203-07
Minor Temporary Use Permit
CSD, CD
related to project, exhibits, environmental
2022 and prior
GC 34090
X Drive
documents, etc. (Refer to Series 203-48 for Master
and Major TUP's)
P
Hard Copy
GC 34090 AD;
EnerGov
Project files, applications, notices, correspondence
203-08
Conditional Use Permit Files
CD
H & S 19850;
X Drive
related to project, exhibits, environmental
Permanent
GC 4003;
Laserfiche
documents, etc.
GC 4004
P
EnerGov
GC 34090 AD;
X Drive
Project files, applications, notices, correspondence
203-10
Modifications (includes minor, major, review)
CD
H & S 19850;
Laserfiche
related to project, exhibits, environmental
Permanent
GC 4003;
documents, etc.
GC 4004
P
EnerGov
Project files, applications, notices, correspondence
203-11
General Plan/Development Code and Amendments
CD, CM
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
P
Hard Copy
Project files, applications, notices, correspondence
203-12
Lot Line Adjustment
CC, CD,PW
Laserfiche
related to project, exhibits, environmental
Permanent
GC 34090 AD
EnerGov
documents, etc.
X Drive
Environmental Initial Study, Environmental Impact
P
EnerGov
Project files, applications, notices, correspondence
203-13
Report and Environmental Assessments
p
CD
GC 34090 AD
X Drive
related to project, exhibits, environmental
Permanent
documents etc.
P
EnerGov
Project files, applications, notices, correspondence
203-15
Comprehensive Sign Program
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
US + 2
EnerGov
Project files, applications, notices, correspondence
203-16
Temporary Signs
CD
related to project, exhibits, environmental
Until Superseded + 2
GC 34090 AD
X Drive
documents, etc.
P
EnerGov
Project files, applications, notices, correspondence
203-17
Sign Permit
CD
Laserfiche
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
Hard Copy
P
PW Drive
Project files, applications, notices, correspondence
203-19
Parcel Merger
CC, CD,
EnerGov
related to project, exhibits, environmental
Permanent
PW
GC 34090 AD
Laserfiche
documents, etc.
X Drive
P
EnerGov
Project files, applications, notices, correspondence
203-20
Home Occupation Permit
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
P
Hard Copy
Project files, applications, notices, correspondence
203-21
Specific Plans/Specific Plan Amendments
CD, CM
EnerGov
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
P
Hard Copy
CC, CD,
PW Drive
Project files, applications, notices, correspondence
203-22
Certificate of Compliance
EnerGov
related to project, exhibits, environmental
Permanent
PW
GC 34090 AD
Laserfiche
documents, etc.
X Drive
P
EnerGov
Project files, applications, notices, correspondence
203-23
Waivers of Final Map
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents etc.
Hard Copy
P
PW Drive
Project files, applications, notices, correspondence
203-24
Development Plans
CD, CM,
EnerGov
related to project, exhibits, environmental
Permanent
PW
GC 34090 AD
Laserfiche
documents, etc.
X Drive
P
EnerGov
Covenants & Agreements, Project files,
203-25
Accessory Dwelling Unit, Junior Accessory Dwelling
CC, CD
X Drive
applications, notices, correspondence related to
Permanent
Unit, Second Dwelling Unit
GC 34090 AD
Hard Copy
project, exhibits, environmental documents, etc.
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Hard Copy
Project files, applications, notices, correspondence
203-28
Development Agreements
CD, CM
EnerGov
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
P
Hard Copy
Project files, applications, notices, correspondence
203-31
Landscape Agreements/Bonds/Plans
CD
EnerGov
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
P
Hard Copy
Project files, applications, notices, correspondence
203-32
Appeals
CD
EnerGov
related to project, exhibits, environmental
Permanent
GC 34090
X Drive
documents, etc.
203-34
Massage/Tobacco License Supplemental
CD
2 Years
Hard Copy
License application supplemental documents,
2022 and prior
GC 34090
passport, drivers licese, etc
P
EnerGov
203-35
Massage/Tobacco License/Application
CD
Application, license certicate in Energov,
Permanent
GC 34090 AD
X Drive
correspodence
P
EnerGov
Project files, applications, notices, correspondence
203-36
Findings of Public Convenience or Necessity
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
P
EnerGov
Project files, applications, notices, correspondence
203-37
Development Impact Fee Reduction
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
P
EnerGov
Project files, applications, notices, correspondence
203-38
Extension of Time
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents etc.
P
EnerGov
Hroject tiles, applications, notices, correspon ence
203-39
Habitat Acquisition Negotiations Strategy (HANS)
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
P
EnerGov
Project files, applications, notices, correspondence
203-40
Minor Exception
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents etc.
P
EnerGov
Project files, applications, notices, correspondence
203-41
Model Home Complex
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
P
EnerGov
files, applications, notices, correspondence
203-42
Pre -Application Review
CD
I
JProject
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
EnerGov
Project files, applications, notices, correspondence
203-43
Residential Tract Product Review
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
P
EnerGov
Project files, applications, notices, correspondence
203-44
Vendors License
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
P
EnerGov
Project files, applications, notices, correspondence
203-45
Wireless Antenna Facility
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
P
EnerGov
Noticing documents, project correspondence,
203-46
Long Range Planning Projects
CD
invoices, receipts, exhibits, EIR documents,
Permanent
GC 34090 AD
X Drive
required forms
P
EnerGov
Project files, applications, notices, correspondence
203-47
Certificate of Historical Appropriateness
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
Master/ Major Temporary Use Permits and Special
P
EnerGov
Project files, applications, notices, correspondence
203-48
CD
related to project, exhibits, environmental
Permanent
Events
GC 34090 AD
X Drive
documents, etc.
P
EnerGov
Project files, applications, notices, correspondence
203-49
Special Studies
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.
Hard Copy
203-50
Zoning Letter
CD
EnerGov
Zoning letters and relevant information
Permanent
GC 34090
Planning Drive
INFORMATION TECHNOLOGY COMPUTER
204
APPLICATIONS, AUDIO/VIDEO & DIRECTORIES
P
P Drive
204-06
Public Meeting Media
CC, ITSS
GC 34090.7
Audio, visual recordings
Permanent
AD
Meeting Audio Recordings (Boards & Commissions,
C + 2
P Drive
204-07
Directors Hearing, etc.)
ITSS
Audio recordings
2022 and prior
GC 34090
Security Video Recordings (Routine Video Recording,
1 Year
Video
204-08
including street intersections)
ITSS
GC 34090.6
Management
Regular and ongoing operations
2023 and prior
System
2 Years
Video
204-09
Video used in traffic studies
ITSS
GC 34090
Management
Traffic and road condition surveys
2022 and prior
System
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
Public Record Emails -
2022 and prior unless part
3 Years
Retain land use and PW project emails until the
of ongoing project, within
204-10
Electronic Mail
ITSS
GC 34090
Outlook
project is approved and the CEQA statute of
CEQA statute of limitations
limitations period expires without litigation.
or subject to other statutory
protection
204-11
Proximity Card Log/List
ITSS
Access Control
Tracking Log
Permanent
GC 34090 AD
204-12
Help Desk Tickets
ITSS
C + 3
IT Ticket
Employee service requests
2021 and prior
GC 34090
System
205
BUDGET FILES
C + 2
Hard CopyAnnual
205-01
Budget Working Paper Files
FIN
Operating Budget back up documents
2022 and prior
GC 34090
Finance Drive
C + 2
Hard Copy
Annual Operating Budget (City Council
205-02
Proposed Budget
FIN
Questica
Workshop/Report)
2022 and prior
p
GC 34090
Finance Drive
Final Adopted City Budget &
P
Hard Copy
205-03
FIN
GC 34090 AD,
Laserfiche
Adopted -Final Annual Operating Budget
Permanent
Mid -year Budget
40802 and
Questica
documents and Midyear Budget documents
53901
Finance Drive
4 AA
Hard Copy
205-04
Budget Adjustments
FIN
Journals, budget adjustment requests
FY 19/20 and prior
GC 34090
Tyler Eden/Munis
Finance Drive
P
Hard Copy
Adopted - Annual Capital Improvement Program
205-09
Capital Improvement Program Budget
FIN
Questica
Budget
g
Permanent
GC 34090 AD
Finance Drive
C + 2
Finance Drive
State of California yearly budget information with
205 13
State Budget Information
FIN
population
2021 and prior
GC 34090
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
206
REPORTING FILES
P
Hard Copy
206-02
Comprehensive Annual Financial Reports
FIN
Tyler EdenDrive
Final CAFR
Permanent
(CAFR/Annual Financial Statements)
GC 34090 AD
Finance Drive
P
Hard Copy
Final State Controllers Report submitted to State of
206-04
State Controller's Report
FIN
California
Permanent
GC 34090 AD
Finance Drive
P
Hard Copy
Final Street Report submitted to the State of
206-05
Street Report
FIN
California
Permanent
GC 34090 AD
Finance Drive
206-06
Statement of Indebtedness (RDA)
FIN
P
Hard Copy
Final RDA Financial Statements (SOI) submitted to
Permanent
GC 34090 AD
Finance Drive
the State of California
207
COST ANALYSIS STUDIES
207-01
Cost Analysis Studies Files
FIN
Final Fee Studies (City Council Report)
Permanent
GC 34090 AD
F nardce DrCop ve
REDEVELOPMENT (RDA) & SUCCESSOR AGENCY
208
THE REDEVELOPMENT AGENCY SARDA
P
Hard Copy
Project files, applications, notices, correspondence
208-01
Redevelopment Plan
CD
RDA Drive
related to project, exhibits, environmental
Permanent
GC 34090 AD
documents, etc.
P
Hard Copy
Project files, applications, notices, correspondence
208-02
Redevelopment Projects
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
RDA Drive
documents etc.
P
Hard Copy
Project files, applications, notices, correspondence
208-03
Redevelopment Programs
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
RDA Drive
documents, etc.
P
Hard Copy
Project files, applications, notices, correspondence
208-04
Housing Programs
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
RDA Drive
documents etc.
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
RECORD CATEGORY
OFFICE OF
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
RETENTION &
FILE
RECORD
APPROVED
NUMBER
&
LOCATION
DESTRUCTION DATES OF
RECORDS
LEGAL
(Updated each January)
CITATION
C + 2
Hard Copy
208-05
Affordable Housing Compliance
CD
RDA Drive
Operating Budget, Unit Status Report, Statement of
Permanent
GC 34090
Compliance
Monthly Income
Software
US
Hard Copy
Project files, applications, notices, correspondence
208-06
Owner Participation Rules
CD
related to project, exhibits, environmental
Until Superseded
GC 34090
RDA Drive
documents, etc.
US
Hard Copy
rotect i es, applications, notices, correspondence
208-07
Relocation Assistance, Rules & Guidelines
CD
related to project, exhibits, environmental
Until Superseded
GC 34090
RDA Drive
documents, etc.
P
Hard Copy
Project files, applications, notices, correspondence
208-08
Special Studies - RDA/SARDA
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
RDA Drive
documents, etc.
209
FUNDING PROGRAMS
T + 4
Hard CopyApplications,
209-01
Community Services Funding Program
CM
supporting documents
2020 and prior if terminated
GC 34090
Hard Drive
3 Office + 5
Hard Copy
Project files, contracts, proposals, statements,
209-02
CDBG Public Service Admin Files
CD, CM
GC 34090;
Planning Drive
reports, environmental review, grant documents,
2017 and prior
applications, inventory, plans, regulations (see also
409-18)
P
Hard Copy
Electronic — Includes Consolidate Plan, Annual
Action Plans, Analysis of Impediments,
209-03
CDBG Planning Documents
CD
Assessment of Fair Housing, Consolidated Action
permanent
GC 34090 AD
Planning Drive
and Performance Evaluation Report (CAPER),
Amendments (i.e. notices, actual substantial
amendments, agreements, etc.)
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
2 + 3
Hard Copy
Project files, contracts, proposals, statements,
209-04
CDBG Funding Applications
CD
reports, environmental review, grant documents,
2019 and prior
GC 34090
Planning Drive
selected applications, inventory, plans, regulations
US
Hard CopyProcedures
209-05
CDBG Policy Manuals
CD
and policies
Until Superseded
GC 34090
Planning Drive
300
MANAGEMENT FILES
301
DEPARTMENTAL MANAGEMENT FILES
US
Hard CopyAgendas,
301-02
Conference and Meetings
ALL
outlines, lists, notes, etc.
Until Superseded
GC 34090
Hard Drive
US
Hard CopyProcedures
301-03
Departmental Procedures
ALL
Until Superseded
GC 34090
Hard Drive
US
301-04
Signature Authority & Notices of Appointment
CC
GG 34090
Hard Copy
Delegation of signature authority
Until Superseded
302
REPORTS MANAGEMENT FILES
303
FORMS MANAGEMENT FILES
US
Hard Drive
303-01
Forms (Masters)
ALL
Shell forms
Until Superseded
GC 34090
Laserfiche
304
RECORDS MANAGEMENT FILES
US
Hard Drive
304-01
Filing Systems & Procedures (Includes TUFFS)
CC
Lists
Until Superseded
GC 34090
P
CC Drive
304-02
Department Inventories and Worksheets
CC
Yearly inventory sheets, worksheets
Permanent
GC 34090 AD
Hard copy
Records Destruction Authorization Files and
P
Hard Drive
304-03
Certificates
CC
Certificates of Destruction
Permanent
GC 34090 AD
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Hard CopyListings
304-06
Department Transfer Lists
CC
of documents transferred to Records
Permanent
GC 34090 AD
Laserfiche
P
CC Drive
304-07
Retention Schedules
CC
Retention schedule (City Council Report)
Permanent
GC 34090 AD
305
RISK MANAGEMENT
P
305-01
Insurance Policies
ALL
Laserfiche
City Owned Policies
Permanent
GC 34090 AD
RM Drive
3 AS
Hard Copy
2021 and prior years after
305-02
Claims Filed by the City
HR
Refer to Series 704-13 for Claims Against the City
GC 34090
RM Drive
settled
CL + 7
Hard CopyAccident/Incident
305-03
Accident Reports — City Assets
HR
Reports
2017 and prior closed
GC 34090
RM Drive
Risk Management Reports — Loss Analysis, Safety,
CL + 7
RM Drive
305-04
HR
Accident/Incident Reports
2017 and prior closed
etc.
GC 34090
AS + 3
RM Drive
305-05
Self -Insured Documentation
HR
Insurance Policies; Certificate of Consent
2021 and prior after settled
GC 34090
CL + 3
RM Drive
305-06
Incident Reports (Non -employee)
HR
Accident/Incident Reports
2021 and prior closed
GC 34090
training records, including training dates, contents
C +1
or a summery of training session, names and
305-07
Violent Incident Training Logs
HR
Labor Code
RM Drive
qualifications of persons conducting the training,
2025
640139
and names and job titles of all persons attending
the training sessions
C + 5
Workplace violence harzard identification,
305-0R
Work Place Violance Incidents
HR
RM Drive
evaluation, and correction, incidents, logs,
2029
Labor Code
investigations
640139
400
JACCOUNTING, PAYROLL & RETIREMENT
401
ACCOUNTING & REVENUE FILES
Also see Section 409
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
4 AA
Hard Copy
401-03
General Ledger File/AJE/BJE
FIN
GC 34090
Tyler Eden/Munis
Journal and budget adjustments
FY 19/20 and prior
CCP337
Finance Drive
4 AA
Hard Copy
401-06
Accounts Payable
FIN
Tyler Eden/Munis
Vendor invoices with check copies, draw files
FY 19/20 and prior
GC 34090
Finance Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
4 AA
Hard Copy
401-07
Accounts Receivable
FIN
Finance Drive
Billing invoices with backup documents
FY 19/20 and prior
GC 34090
Tyler Eden/Munis
4 AA
Hard Copy
401-10
Demands & Warrants (checks)
FIN
Copies of A/P checks
FY 19/20 and prior
GC 34090
Tyler Eden/Munis
Finance Drive
4 AA
Laserfiche
401-13
List of Demands
FIN
Check listing issued monthly (City Council Report)
FY 19/20 and prior
GC 34090
4 AA
Hard CopyPetty
401-14
Petty Cash Files
FIN
cash receipts with backup documents
FY 19/20 and prior
GC 34090
4 AA
Hard CopySales
401-16
Sales Tax (Also see 409-11)
FIN
tax backup documents
FY 19/20 and prior
GC 34090
Finance Drive
4 AA
Hard Copy
401-19
Quarterly Financial Statements
FIN
GC 34090 &
Laserfiche
Reports of quarterly financials (City Council Report)
FY 19/20 and prior
CCP 337
Finance Drive
4 AA
Hard CopyState
401-20
State Revenues
FIN
of California revenue information
FY 19/20 and prior
GC 34090
Finance Drive
Hard Copy
4 AA
Questica
401-21
Fiscal Analysis
FIN
Finance Drive
Income, balance, cash flow statements
FY 19/20 and prior
GC 34090
4 AA
Hard Copy
401-25
Vouchers and Voucher Register (Cash Disbursement
FIN
CCP 337
Tyler
Daily cash receipt backup documents
FY 19/20 and prior
Journal)
Cashiering
GC 34090
Finance Drive
4 AA
Hard CopyTracking
401-35
Internal Service Funds
FIN
of services and goods
FY 19/20 and prior
GC 34090
Finance Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
4 AA
Hard Copy
401-37
Asset Management Inventory
FIN
Tyler Eden/Munis
Fixed assets inventory
FY 19/20 and prior
GC 34090
Finance Drive
402
RECEIPTS & BILLING FILES
4 AA
Hard Copy
402-02
Daily Cash Receipts
FIN
Tyler
Daily cash backup documents
FY 19/20 and prior
GC 34090
Cashiering
Finance Drive
4 AA
Hard Copy
402-05
Permits and Permit Fees
FIN
EnerGov
Listing of permit fees
FY 19/20 and prior
GC 34090
Finance Drive
P
Hard Copy
Business license applications, changes and
Permanent in Energov
402-06
Business Licenses
FIN
renewals
2014 for records prior to
GC 34090
EnerGov
Energov
Finance Drive
403
CITY BANKING FILES
4 AA
Hard Copy
Copies of Bank Deposits, checks, deposit slips,
403-01
Bank Deposit Files
FIN
direct deposits
FY 19/20 and prior
GC 34090
Finance Drive
4 AA
Hard CopyCopies
403-02
Bank Statements
FIN
of Bank Statements
FY 19/20 and prior
GC 34090
Finance Drive
4 AA
Hard CopyCopies
403-03
Check Stubs, Cancelled/Voided Checks
FIN
of A/P checks and voids
FY 19/20 and prior
GC 34090
Finance Drive
3 AT
Hard Copy
2022 and prior after
403-05
Banking Service Files
FIN
Bank fees file
GC 34090
termination
4 AA
Finance Drive
403-06
Bank Reconciliation
FIN
Monthly bank reconciliation documents
FY 19/20 and prior
GC 34090
4 AA
Hard CopyA/P
403-08
A/P Checks (Numerical Listing)
FIN
checks
FY 19/20 and prior
GC 34090
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
404
PAYROLL FILES
C + 4
Hard Copy
404-01
IRS Forms (W2's, W-4's, EDD, 941, 1099, etc.)
FIN
GC 34090
Finance Drive
Copies of W-2, W-4, payroll reports, 941 reports
2020 and pri—
sent to IRS
CFR 1627.3
C + 4
Hard Copy
404-02
Payroll Deductions/Benefit Reports
FIN
GC 34090
Tyler Eden/Munis
payroll reports
2020 and prior
P29 CFR
1627.3
4 AA
Tyler Eden/Munis
404-03
Payroll System Reports
FIN
Payroll reports
FY 19/20 and prior
GC 34090
4 AA
Tyler Eden/Munis
404-04
Time Sheets
FIN
Payroll timesheets, Time Off Requests
FY 19/20 and prior
GC 34090
4 AA
Hard Copy
404-06
Vacation & Sick Leave
FIN
Finance Drive
Payroll leave report
FY 19/20 and prior
GC 34090
Tyler Eden/Munis
4 AA
Tyler Eden/Munis
404-09
Unemployment Compensation Files
FIN
Payroll unemployment forms
FY 19/20 and prior
GC 34090
P
Tyler Eden/Munis
404-14
PERS — Payroll Deduction Reports
FIN
Payroll pension reports sent to CalPers
Permanent
29 CFR 1627.3
4 AA
Tyler Eden/Munis
404-16
Workers Compensation
FIN
Workers Compensation yearly audit files
FY 19/20 and prior
GC 34090
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
405
BOND FILES
M + 10
Hard Copy
Certificates of participation, distribution lists,
405-01
Bond Issue Maintenance Files
CC, PW
53921 &
M + 10
agreements, amendments, maps
CCP 337.5
P
Hard Copy
405-09
Bonds, Development and Performance
CC, PW
53921 &
Bonds, correspondence, tracking lists
Permanent
CCP 337.5
M + 10
Hard Copy
405-16
Bonds Other
CC
53921 &
Bonds, correspondence, tracking lists
M + 10
CCP337.5
406
AUDIT FILES
P
Hard CopyCity
406-07
City Annual Audit
FIN
Annual Financial Reports Audited
Permanent
GC 34090 AD
Finance Drive
P
Hard CopyCity
406-08
Single Audit
FIN
Annual Financial Reports Audited
Permanent
GC 34090 AD
Finance Drive
P
Hard CopyRDA
406-09
Redevelopment Agency Audit
FIN
Annual Financial Report Audited
Permanent
GC 34090 AD
Finance Drive
Riverside County Transportation Commission/Measure
P
Finance Drive
406-10
FIN
Measure A Annual Audit
Permanent
A Audit
GC 34090 AD
P
Finance Drive
406-11
Other Audits
FIN
Annual Financial Reports Audited
Permanent
GC 34090 AD
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
407
RETIREMENT FILES
4AA
Hard Copy
407-01
Individual Vested Interest Records
FIN
Laserfiche
City investment portfolio records
FY 19/20 and prior
GC 34090
Sempro
Finance Drive
P
Hard Copy457
407-02
Deferred Compensation Plans
HR
Plan Documents
Permanent
GC 34090
HR Drive
P
Hard CopyRetirement
407-04
Retirement Correspondence and Information (PERS)
HR
contract, amendments
Permanent
GC 34090 AD
HR Drive
408
INVESTMENTS FILES
FY Puchase +
Hard Copy
408-04
Investments
FIN
6 Investments, CD deposit information, bonds
FY 16/17 and Prior
GC 34090 AD
4AA
Hard Copy
408-06
Monthly Treasurer's Report
FIN
Laserfiche
City monthly bank reconciliation
FY 19/20 and prior
GC 34090
Sempro
Finance Drive
4AA
Hard CopyInvestment
408-07
Administration
FIN
administration
FY 19/20 and prior
GC 34090
Sempro
State of California Local Agency Investment Fund
4 AA
Hard Copy
408-10
(LAIF)
FIN
Sempro
Investment information
FY 19/20 and prior
GC 34090
Finance Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
409
REVENUE & TAXATION (Also refer to Section 401)
4 AA
Hard Copy
409-01
Administration
FIN
Finance Drive
City revenue administration
FY 19/20 and prior
GC 34090
Tyler Eden/Munis
Tyler Cashiering
P
Hard Copy
409-04
User Fee Studies
FIN
Finance Drive
Permanent
GC 34090 AD
Tyler Eden/Munis
Tyler Cashiering
City User Fee studies
P
Hard Copy
409-05
Development Impact Fees (DIF)
FIN
Finance Drive
City Impact Fee studies
Permanent
GC 34090 AD
Tyler Eden/Munis
Tyler Cashiering
4 AA
Hard Copy
409-06
Franchise Fees
FIN
Finance Drive
City Franchise Fees information
FY 19/20 and prior
GC 34090
Tyler Eden/Munis
Tyler Cashiering
P
Hard CopyCity
409-07
Fee Schedules
FIN
Fees Schedule
Permanent
GC 34090 AD
Finance Drive
4 AA
Hard Copy
409-10
Property Tax
FIN
Tyler Eden/Munis
City property tax information
FY 19/20 and prior
GC 34090
Tyler Cashiering
Finance Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Hard CopyCity
409-11
Sales Tax (Also refer to series 401-16)
FIN
sales tax information, HDL Reports
Permanent
GC 34090 AD
Finance Drive
4 AA
Hard Copy
409-12
Transient Occupancy Tax (TOT)
FIN
City TOT information
FY 19/20 and prior
GC 34090
Tyler Cashiering
Finance Drive
P
Hard Copy
409-15
TCSD Fees
FIN
Tyler Eden/Munis
TCSD Fees
Permanent
GC 34090 AD
Rec 1
Finance Drive
4 AA
Hard Copy
409-16
Documentary Transfer Tax
FIN
City tax information
FY 19/20 and prior
GC 34090
Tyler Eden/Munis
Finance Drive
P
Hard Copy
409-17
Temecula Public Financing Corporation (TPFA)
FIN
Laserfiche
TPFA (City Council Report)
Permanent
GC 34090 AD
Finance Drive
P - Successful
C + 2
Hard Copy
Grants information, applications, project proposals,
Permanent - Successful
409-18
Grants
ALL
Unsuccessful
notification of grant, objectives, reports, exhibits
Unsuccessful - 2022 and
(see also 209-02)
prior
GC 34090 AD
Finance Drive
4 AA
Hard Copy
409-23
Gas Tax
FIN
Tyler Eden/Munis
Gas tax revenues
FY 19/20 and prior
GC 34090
Finance Drive
4 AA
Hard Copy
409-24
Vehicle Impound Fee
FIN
Vehicle fee information
FY 19/20 and prior
GC 34090
Tyler Eden/Munis
Finance Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Hard Copy
409-25
Development Agreement Fees
FIN
Development Agreement
Permanent
GC 34090 AD
Tyler Eden/Munis
Finance Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Hard CopyProp
409-27
Jarvis Prop 218
FIN
218 information
Permanent
GC 34090 AD
4 AA
Hard Copy
409-28
County Revenues, Other
FIN
County revenue information
FY 19/20 and prior
GC 34090
Tyler Eden/Munis
Finance Drive
4 AA
Hard Copy
409-29
State Revenues, Other
FIN
Tyler Eden/Munis
State Revenues information
FY 19120 and prior
GC 34090
Finance Drive
Data Ticket
4 AC
Tyler Eden/Munis
409-31
Parking Legal Citations
FIN
Finance Drive
Parking citations information
2020 and prior after closed
GC 34090
410
ECONOMIC DEVELOPMENT
P
Hard CopyLoan
410-01
Loans & Incentives
ED
information
Permanent
GC 34090 AD
P
ED Drive
410-02
Studies/Research/Demographics & Census
ED
Claritas reports, QLMP
Permanent
GC 34090 AD
C + 2
ED Drive
Agendas, notices, CALED, ICSC, PIO Lunch,
410 03
Meetings/Seminars/Conferences/ Showcases
ED
GC 34090
Broker's Breakfast, Temecula Trekkers
2022 and prior
Us
ED Drive
410-05
Temecula Businesses
ED
Creative Spaces Project, correspondence
Until Superseded
GC 34090
Us
ED Drive
410-06
Business Development/Projects
ED
Business information
Until Superseded
GC 34090
US
Hard Copy
Application guidelines, applications, funding charts,
410-07
Sponsorship &Funding Requests
ED
final sponsorship binder
Until Superseded
GC 34090
ED Drive
F410-08
State of the City Address
CM, ED
P
CM Drive
[Scoritrt, event information, audio/visual recordings,
permanent
GC 34090 AD
Video
os, PowerPoint Presentation
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
410-09
Film Permits
CM, ED
C + 2
CM Drive
Film permits received from vendor
2022 and prior
GC 34090
Hard Copy
PERSONNEL, SALARY & BENEFITS,
CLASSIFICATION, RECRUITMENT, TESTING,
500
TRAINING, MEDICAL, COMPLIANCE, SAFETY,
INCENTIVES & AWARDS
501
PERSONNEL RECORDS
S+50
Pre -employment and new hire documentation,
personnel actions, performance evaluations,
training documents, general employment
501-01
Individual Personnel File
HR
GC 34090,
Hard Copy
correspondence, benefits, confidential information
Separation + 50
12946
HR Drive
(medical information, leave of absence
documentation), grievances, administrative
complaints, investigations
US
Hard CopyPersonnel
501-02
Personnel Policy File
HR
policy
Until Superseded
GC 34090
HR Drive
502
SALARY & BENEFITS
P
HR Drive
502-01
Employee Benefit Plans
HR
Cafeteria Plan documents
Permanent
GC 34090 AD
US
HR Drive
502-02
Salary Studies
HR
Salary Studies
Until Superseded
GC 34090
P
HR Drive
502-04
Salary Schedules
HR
Salary Schedules
Permanent
GC 34090 AD
P
HR Drive
Management Compensation Plan (City Council
502-07
Management Compensation Plan
HR
Report)
p )
Permanent
GC 34090 AD
P
HR Drive
City Council Compensation Plan (City Council
502-08
Council Compensation Plan
HR
Report)
p )
Permanent
GC 34090 AD
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
503
PERSONNEL CLASSIFICATION FILES
P
NeoGov
503-01
Classification Specifications
HR
Class Specifications
Permanent
GC 34090 AD
HR Drive
US
HR Drive
503-02
Classification Studies
HR
Classification Study results
Until Superseded
GC 34090
505
RECRUITMENT
AC + 3
NeoGov
Job applications, position announcements,interview
505 01
Recruitment File (including job application)
HR
2022 and prior after closed
GC 34090
ratings, eligibility list
,
g g y
507
TRAINING FILES
T + 2
HR Drive
2022 and prior after
507-03
Employee Career Development Training Rosters
HR
Training Participant Rosters
GC 34090
termination
T + 2
NeoGov
2022 and prior after
507-04
Safety Training Rosters
HR
Training Participant Rosters
GC 34090
HR Drive
termination
T + 2
NeoGov
2022 and prior after
507-05
Mandated Training Rosters
HR
Training Participant Rosters
termination
GC 34090
HR Drive
508
WORKERS COMP
AT + 50
Hard Copy
CCR 14311;
Individual Workers' Compensation file (Work
508 02
Employee Workers Compensation Claims
HR
15400.2;
HR Drive
Status Reports, DWC-1 Form and
50 Years After Termination
CA LC 110-
Acknowledgement)
139.E
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
509
COMPLIANCE FILES
Hard Copy
P
HR Drive
OSIP Report; Section 111 Reporting, CHP
509-05
Compliance Reports (EED, SCO, OSHA, etc.)
HR, PW
PW Drive
Inspection (DOT), Material Safety Data Sheets
Permanent
(MDS)
GC 34090 AD
510
SAFETY FILES
P
RM Drive
510-01
Safety Committee Meeting/Minutes
HR
Agenda, meeting minutes
Permanent
GC 34090 AD
P
RM Drive
510-02
Accident/Safety Investigation Files (OSHA, etc.)
HR
Accident/Incident Reports
Permanent
GC 34090 AD
P
RM Drive
510-03
Safety Manual
HR
Safety Manuals
Permanent
GC 34090 AD
P
Hard Copy
Individual DOT Driver File (Test results, DMV
510-05
Department of Transportation DOT Program
HR
Permanent
GC 34090 AD
RM Drive
Reports, Pull Program Authorization, Medical Card)
511
INCENTIVE AND SERVICE AWARDS
P
HR Drive
511-01
Employee Recognition
HR
Service award tracking
Permanent
GC 34090 AD
C + 2
HR Drive
511-02
City Sponsored Employee Activities (Team PACE)
HR
Team PACE event plans, meeting minutes
2022 and prior
GC 34090
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
PURCHASING, CONTRACTING, EQUIPMENT AND
600
SERVICE FILES
601
PURCHASING FILES
4 AA
SQL Reports
Tyler Eden/Munis
Purchase orders, purchase order reports, backup
601-01
Purchase Orders
FIN
FY 18/19 and prior
documents
GC 34090
M Drive
Hard Copy
P Successful
Hard Drive
Successful Permanent;
601-03
Bid Files
ALL
Planet Bids
Notice of Inviting Bid (NIB) and unsuccessful bid
Unsuccessful 2020 and
4 Unsuccessful
bonds (CC retains paper)
prior (Successful bid bond
filed with contract)
CCP 337.5
Finance Drive
US
Tyler Eden/Munis
601-04
Authorization to Purchase other than Bid
FIN
Bid authorization
Until Superseded
GC 6254
3 AA
Tyler Eden/Munis
601-05
Department Requisition File
FIN
Requisition file, backup documents
FY 19/20 and prior
GC 34090
US
Finance Drive
601-06
Purchasing Policy and Procedures
FIN
Purchasing policies and procedures
Until Superseded
GC 6254
3 AA
601-08
Vendors Lists
FIN
Listing of vendors
FY 19/20 and prior
GC 34090
Tyler Eden/Munis
3 AA
Finance Drive
601-13
Credit Applications
FIN
Credit application
FY 19/20 and prior
GC 34090
Successful:
Hard Copy
AA +5
Successful: 2019 and prior
601-15
RFQs, RFPs and RFI's
ALL
2 Unsuccessful
Hard Drive
Quotes, proposals, exhibits, correspondence
if closed; Unsuccessful:
2022
GC 34090
Planet Bids
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
602
CONTRACTS & AGREEMENTS
Hard Copy
Contracts , Agreements, Amendments, Contract
P
Finance Drive
Agreements, contracts, amendments and contract
602-00
Change Orders and Leases
CC, PW
change orders
Permanent
GC 34090 AD
Laserfiche
Hard Copy
P
Finance Drive
602-01
Franchises
CC
Agreements, Contracts, Amendments
Permanent
GC 34090 AD
Laserfiche
C + 2
Hard CopyGeneral
602-02
Contracts and Agreements General Correspondence
CC
Correspondence
2022 and prior
GC 34090
Finance Drive
US + 4
Hard Copy
Tyler Eden/Nlunis
Certificates Insurance (Departments maintain
602-05
Vendor Certificates of Insurance
ALL
er records)
copies for their
Until Superseded + 4
GC 34090
Offsite Vendor
603
INVENTORY SUPPLY FILES & FIXED ASSETS
US + 2
Hard Drive
603-01
Master Inventory of Equipment
FIN, ITSS
Listing of inventory
Until Superseded
GC 34090
C + 2
Hard CopyCity
603-02
Fuel Records File (Gasoline, Oil, etc.)
FIN
revenue administration
2022 and prior
GC 34090
L + 4
Hard Copy
603-03
Vehicle Registration Records
CC, FIN
GC 34090
City vehicle title records, registrations, sales
Life/Sale of Vehicle +4
contract and release correspondence
VC 9900
US
Hard CopyVehicle
603-05
Vehicle Maintenance Policy
PW
maintenance policy
Until Superseded
GC 34090
PW Drive
Hard Copy
Life/Sale of Vehicle
603-06
Fleet/Vehicle Maintenance Records
PW
L
All Fleet/Vehicle maintenance records
Permanent - Database info
lin
Lucity
Lucit
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
CARB reporting (VIN, Make and Model, license
plate number, GVWR, body type, fule and
Hard Copy
5 powertrain type, date of purchase, odomoter,
603-07
Zero Emission Fleet Vehicles
PW, FIN
CCR 2013.3
PW Drive
engine family and engoine model), purchase lease
2029
Tyler Munis
agreements, sales information, transer of liability
forms, out of state registration form, DMV filing
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
604
SALVAGE AND SURPLUS SALES
C + 2 After
Tyler Eden
604-01
Salvage and Surplus Sales
FIN, PW
Disposal
Asset surplus
2022 and prior after
Finance Drive
disposal
GC 34090
PW Drive
605
PUBLICATION AND PRINTING FILES
C + 2
Hard CopyPublication
605-01
Proof of Publication
CC
Approval, Proof of Publication
2022 and prior
GC 34090
EQUIPMENT LOG, SERVICE RECORDS and WORK
606
ORDERS
C + 2 After
606-01
Equipment Instruction, Information and Warranties
ALL
Disposal
Hard Drive
Equipment information pamphlets, books, manuals
2022 and prior after
disposal
disposal
GC 34090
C + 2 After
Lucity
2022 and prior after
Disposal
disposal
606-03
Equipment Service Records & Equipment Maintenance
ALL
Service/Maintenance documentation, logs
Permanent - Database info
GC 34090
in Lucity
C + 2
Hard Copy
2022 and Prior - Hard
606-04
Work Orders and Service Requests
PW
Citizen Requests, Service Order Requests
Copies
Lucity
Permanent - Database info
GC 34090
PW Drive
in Lucity
607
SERVICES CONTRACTED
P
Hard Copy
607-02
Misc. Mechanics Lien & Stop Notices
PW
Laserfiche
Preliminary Notices, Stop Notices
Permanent
GC 34090 AD
PW Drive
700
LEGISLATIVE, ELECTIONS & LEGAL FILES
701
LEGISLATIVE FILES
City Council, Agency, Board, Commission &
P
Hard Copy
Agendas, staff reports, exhibits, departmental
701-02
Committee Agendas
CC
GC 34090 AD
Laserfiche
reports
Permanent
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Permanent - Read into
Hard Copy
Record
701-03
Request to Speak Forms
CC
Electronic
Speaker Slips, Emails submitted for the record
C + 2 - Not read into the
C + 2
record Public Comment
P
Hard Copy
Permanent - Originals may
701-04
City Council Ordinances
CC
Ordinances, exhibits, logs
GC 34090(e)
Laserfiche
ed
not be destroyed
City Council, Agency, Board, Commission &
P
Hard Copy
Permanent - Originals may
701-05
Committee Resolutions
CC
GC 34090(e)
Laserfiche
Resolutions, exhibits, logs
not be destroyed
City Council, Agency, Board, Commission and
P
Hard Copy
Permanent - Originals may
701-10
Committee Minutes
CC
GC 34090(e)
Laserfiche
Minutes
not be destroyed
Selected: T + 4
City Council, Board, Committee, Commission &
Selected: Termination +4
701-11
Agency Reference Papers, Applications, Appointments
CC
Not Selected:
Hard Copy
Applications, correspondence
Not Selected: 2022 and
& Resignations
C + 2
prior
GC 34090
Federal & State Legislative Information &
P
Hard Copy
701-12
Correspondence
CC
GC 34090 AD
Correspondence
Permanent
P
Hard Copy
Replace superseded pages;
701-14
Municipal Code
CC
GC 34090(e)
Municipal Code, updates
Code and Insertion Guides
AD
Website
Permanent
701-15
Signed Meeting Cancellation Notices
CC
Hard ohe py
Notices
Permanent
GC 34090 AD
C + 4
Hard CopyNotices
701-16
Public Hearing Notices
CC
2020 and prior
GC 34090
P
Hard CopyCommittee
701-18
City Seal/Logo
CC
documents, seal, correspondence
Permanent
GC 34090 AD
P
Hard Copy
LAFCO documents, county resolution, studies,
701-19
City of Temecula Articles of Incorporation
CC
exhibits
Permanent
GC 34090 AD
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P34090
CC Drive
701-22
History of Elected/Appointed Officials
CC
List of elected/appointed officials
Permanent
GC AD
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
702
ELECTION FILES
P
Hard Copy
Primary/General election correspondence,
702-02
Election Historical/Operational Files
CC
GC 34090 AD
CC Drive
publications, resolutions, results, etc.
Permanent
702-04
Miscellaneous Election Ballots
CC
Hard Copy
Proposition 218
Permanent
GC 34090 AD
Successful:
T + 4
Hard Copy
Successful:Term + 4
702-06
Nomination Files
CC
Unsuccessful:
Nomination Papers
Unsuccessful: Election +2
E+2
Elected Mayor, City Council
Campaign Statements
P/E + 5/E+7
Hard Copy
members and suppporting
committees: Permanent
FPPC Form 400 Series & 501
GC 81009 (b)
Laserfiche
Non -Elected (Election + 5) -
702-08
CC
FPPC documents
2019 and prior
Misc.
GC 81009 (c)
Net File
Individuals/Committees (E
+ 7) — 2017 and prior
(Must Retain in Paper Form
for 2 Years
Campaign Disclosure Log
CC Drive
702-09
CC
GC 34090 AD
Log
Permanent
P
Hard Copy
LAFCO documents, reports, recorded maps, notice
702-10
Annexation, Consolidation & Boundary Files
CC
GC 34090(a)
of intent, correspondence
Permanent
AD
C + 8 months
Hard Copy
Petition, correspondence, ballot turn in, ballot title, For petition: 8 months after
702-11
Initiatives, Referendums and Recalls
CC
notice of intent
certification of election if on
C + 2
ballot or after final
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
702-12
Misc. Petitions
CC
Hard Copy
Neighborhood petitions
2021 and prior
GC 34090
5 ATR
Hard Copy
GC 53235.2 -
702-13
AB 1234 Ethics Training & AB 1661 Harassment
CC
Ethics GC
Certificate of Proof, Proof of Participation List
2019 and prior
Prevention Training
12950.1,
53237,53237.5
HP
GC 12950.1,
703
LEGAL
53237 and
53237.5 - HP
CL + 2
Web QA
PRA Requests, correspondence, documents
703-01
Public Records Act Requests (PRA's)
CC
produced
2022 and prior after closed
GC 34090
Requests for Copies of Building Plans/Structural
CC
CL + 2
Hard Copy
Request, Architect Consent Correspondence,
703-02
Drawings
Web QA
Owner Declaration, Postal Cards, Proof of Receipt
2022 and prior
GC 34090
and B & S Letter via CC Dept.
P
Hard Copy
Permanent - Final
703-03
Litigation Against City
CC, HR
Individual Working Files (Claim, Litigation Notices,
documents transferred to
GC 34090
RM Drive
Depositions, Case Status Reports)
City Clerk and retained with
litigation file
C + 4
Hard CopyNotices
703-06
Bankruptcy Filings/Foreclosure Notices
CC
related to contracts
2020 and prior
GC 34090
Laserfiche
C + 2
Hard CopySubpoena,
703-08
Subpoenas
CC
correspondence, log
2022 and prior
GC 34090
Web QA Portal
P
Hard Copy
Permanent - Final
703-09
Litigation by City
CC, HR
Individual Working Files (Claim, Litigation Notices,
documents transferred to
GC 34090 AD
RM Drive
Depositions, Case Status Reports)
City Clerk and retained with
litigation file
704
LEGAL AFFAIRS FILES
CL + 5
Hard Copy
704-04
Affidavits Files
CC
Mailings & Postings
2019 and prior
GC 34090
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
704-05
Judgment Files
CC
Hard Copy
Legal documents, correspondence
Permanent
GC 34090 AD
Statements of Economic Interest
C + 7
Laserfiche
FPPC documents
2017 and prior
FPPC Form 700
704-07
CC
GC 81009(e)(f)
(Must Retain in Paper Form
(g)
for 2 Years)
GC 87200
P
Hard Copy
704-08
Conflict of Interest Code
CC
Permanent
P
704-09
Wage Garnishment & Levies
FIN
Hard Copy
Payroll employee garnishment information
Permanent
GC 34090 AD
CL + 2
Hard Copy
Citations, complaints, officer comments/notes,
photos, notices, violation lists/reports,
Permanent - Database Info
704-10
Code Enforcement Case Files
CE
GC 34090 d
()
B & S Drive
nuisance/vehicle/weed abatement records,
in Energov
2022 and prior closed for
AD
Energov
warrants, demand for payment, invoices and
non energov records
related records
P
Hard Copy
Code cases, reports, correspondence, invoices,
704-11
Code Enforcement Liens
CC, CE
GC 34090 (a)
EnerGov
photos, liens, warrants, demand payment letters
Permanent
AD
Laserfiche
resolutions and noticing
B & S Drive
Hard Copy
City Attorney Correspondence (General) /Closed
C + 2
Office 365
704-12
Session Materials
ALL
Hard Drives
Correspondence, exhibits, reports
2022 and prior
GC 34090
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
3 AS
Claim, exhibits, general correspondence (Refer to
704-13
Claims Against the City
CC
Hard Copy
305-02 for claims filed by the City)
2021 and prior after settled
GC 34090
P
704-15
Notary Public
GC 34090 W
Hard Copy
Notary Bond, Errors & Omissions Policy
Permanent
CC
GG &209
Miscellaneous Petitions/Protests (See 702-12 for
C + 2
Hard Copy
704-19
election petitions)
CC
GC 34090,
Petitions
2022 and prior
50115
C + 7
Hard Copy
2017 and prior - Must retain
704-22
FPPC Form 800 Series
CC
GC 34090, GC
FPPC documents, backup documents
form for 2 ears
paper y
81009
Laserfiche
705
ASSESSMENT/SPECIAL DISTRICTS
P
C + 2 Ballots
Permanent
705-01
Assessment/Special Districts
CC
GC 34090
Hard Copy
Reports, correspondence, ballots
Ballots - C + 2
GC 53753 (e)
2 P
Hard Copy
705-05
Temecula Community Services District
FIN
Finance Drive
TCSD Levy
Permanent
GC 34090 AD
Tyler Eden/Munis
P
Hard Copy
705-12
Industrial Development Authority (IDA)
FIN
Finance Drive
IDA Levy
Permanent
GC 34090 AD
Tyler Eden/Munis
ENGINEERING, CONSTRUCTION, BUILDING AND
800
CAPITAL PROJECTS
801
GENERAL ENGINEERING
P
Hard Copy
Plans, reports, studies, bonds, agreements,
801-03
Improvement Plans — Storm Drain
PW
GC 34090 AD
Laserfiche
easements, legal descriptions
g p
Permanent
PW Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Hard Copy
Plans, reports, studies, bonds, agreements,
801-04
Improvement Plans — Street (All Weather Access)
PW
PW Drive
easements, legal descriptions
g p
Permanent
GC 34090 AD
Laserfiche
P
Hard Copy
Plans, reports, studies, bonds, agreements,
801-05
Grading Plans
PW
GC 34090 AD
Laserfiche
easements, legal descriptions
Permanent
PW Drive
802
ENGINEERING AND CONSTRUCTION PERMITS
P
Hard Copy
Plans, reports, studies, bonds, agreements,
802-02
Grading Permits
PW
GC 34090 AD
Laserfiche
easements, legal descriptions
Permanent
PW Drive
P
Hard Copy
Plans, reports, studies, bonds, agreements,
802-05
Encroachment Permits
PW
GC 34090 AD
Laserfiche
easements, legal descriptions
Permanent
PW Drive
P
Hard Copy
Document files, court filings, noticing,
802-07
Right of Entry
CD, PW
Laserfiche
correspondence
Permanent
GC 34090 AD
PW Drive
P
Hard Copy
Plans, reports, studies, bonds, agreements,
802-08
Flood Plain Development Permits
PW
Laserfiche
easements, legal descriptions
Permanent
GC 34090 AD
PW Drive
803
MAP FILES
P
Hard Copy
Plans, reports, studies, bonds, agreements,
803 01
Final Tract Maps
PW
GC 34090 AD
Laserfiche
easements, legal descriptions
Permanent
PW Drive
P
Hard Copy
Plans, reports, studies, bonds, agreements,
803 02
Final Parcel Maps
PW
GC 34090 AD
Laserfiche
easements, legal descriptions
Permanent
PW Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
805
BUILDING PLANS, PERMITS AND SPECIFICATIONS
P
EnerGov
805-01
Sewer Specifications
CD
Procedures and policies
Permanent
GC 34090 AD
Permits Plus
P
EnerGov
805-03
Landscape Specifications
CD, PW
Permits Plus
Procedures and policies
Permanent
GC 34090 AD
Hard Copy
PW Drive
P
Hard Copy
805-04
Regional Standard Drawings and Specifications for
PW
Laserfiche
Standard drawings, standard specifications, plans,
Permanent
Public Works
GC 34090 AD
PW Drive
reports, studies, calculations
Website
P
Hard CopyProcedures
805-06
Building Codes
BS
and policies
Permanent
GC 34090 AD
B & S Drive
P
EnerGov
Building permits, plans, applications, contact
Permanent For life of
805-07
Building Permits
BS
Laserfiche
information, related permit documents and
database records
structure
GC 34090 AD
Permits Plus
P
EnerGov
Architectural/structural drawings, Title 24's,
Permanent - For life of
805-08
Building Plans
BS
GC 34090 AD
Laserfiche
Structural Calculations, tenant improvement plans
structure
H & S 19850
Hard Copy
806
CAPITAL PROJECTS
P
Hard CopyProject
806-01
5-Year Plan
ALL
files, plans, reports
Permanent
GC 34090 AD
Hard Drive
P
Hard Copy
Project files, documents, plans, specifications,
806-04
Projects in Progress
PW
Permanent
GC 34090 AD
PW Drive
reports, logs
P
Hard Copy
Project files, documents, plans, specifications,
806-05
Completed Projects
PW
Laserfiche
re orts
p
Permanent
GC 34090 AD
PW Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
807
INSPECTION FILES
Hard Copy
B & S Drive
P
EnerGov
807-01
Inspectors Daily Reports
CD, PW
Inspection reports
Permanent
Permits Plus
Laserfiche
GC 34090 AD
PW Drive
P
EnerGov
807-02
Billboard and Sign Files
CD
Permits Plus
Building permits, plans, applications, contact
Permanent
GC 34090 AD
Hard Copy
information, related permit documents
B & S Drive
P
EnerGov
807-03
Deputy Inspectors/City Fee Required
CD
Permits Plus
Contact information, fee information, reports
Permanent
GC 34090 AD
Hard Copy
B & S Drive
900
LABOR RELATIONS FILES
P
HR Drive
901-00
Labor Relations
HR
Employee relations documentation
Permanent
GC 34090 AD
P
HR Drive
901-01
Meet and Confer
HR
Negotiation, resolution documentation
Permanent
GC 34090 AD
Memorandum of Understanding, Management
P
HR Drive
901 02
HR
Employee MOU, Management Compensation Plan
Permanent
Compensation Plan
GC 34090 AD
P
HR Drive
901-05
Bargaining Unit Organization Files
HR
Bargaining Unit documentation
Permanent
GC 34090 AD
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
RIGHT-OF-WAY, BOUNDARY AND PROPERTY
1000
FILES
1001
RIGHT-OF-WAY FILES
P
Hard CopyDeeds,
1001-01
Easements Granted BY City
CC
agreements, grants, legal description
Permanent
GC 34090 AD
P
Hard CopyDeeds,
1001-02
Easements Granted BY County
CC
agreements, grants, legal description
Permanent
GC 34090 AD
P
Hard CopyIOD,
1001-03
Irrevocable Offers of Dedication (I.O.D.)
CC
legal description
Permanent
GC 34090 AD
CC
p
Hard CopyAgreements
1001-04
Encroachment Files
Permanent
GC 34090 AD
P
Hard CopyQuitclaim
1001-05
Quitclaims
CC
Deed
Permanent
GC 34090 AD
P
Hard CopyDeeds,
1001-06
Easement Grant TO City
CC
agreements, grants, legal description
Permanent
GC 34090 AD
1002
PROPERTY FILES
P
Hard CopyGrant
1002-01
Property Acquisition Files
CC
Deeds, agreements
Permanent
GC 34090 AD
P
Hard CopyLease
1002-02
Property Lease Files
CC
agreements
Permanent
GC 34090 AD
P
Hard CopyAgreements,
1002-03
Property Sale Files
CC
escrow documents, correspondence
Permanent
GC 34090 AD
P
Hard Copy
1002-06
Vacations
CC
Recorded resolution, reports
Permanent
GC 34090 AD
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
EnerGov
1002-07
Annexations
CC, CD, CM
Permits Plus
Project files, applications, notices, correspondence
Permanent
GC 34090 AD
X Drive
related to project, plans, etc.
Hard Copy
P
Hard CopyRecorded
1002-08
Property Management
CC
resolution, reports
Permanent
GC 34090 AD
P
Hard CopyFinal
1002-10
Eminent Domain Acquisition
CC
Order of Condemnation, deeds
Permanent
GC 34090 AD
P
Hard CopyReports
1002-11
Appraisals
CC
Permanent
GC 34090 AD
Laserfiche
1003
BOUNDARY FILES
P
EnerGov
Project files, applications, notices, correspondence
1003-01
Boundary Description
CD
GC 34090 AD
Permits Plus
related to project, plans, etc.
Permanent
X Drive
P
EnerGov
1003-02
Sphere of Influence
CD
Permits Plus
Project files, applications, notices, correspondence
Permanent
GC 34090 AD
X Drive
related to project, plans, etc.
Hard Copy
1100
PUBLIC SERVICES AND PUBLIC RELATIONS
STREET MAINTENANCE AND IMPROVEMENT
1110
FILES
P
Hard Copy
Plans, reports, studies, bonds, agreements,
1110-01
Street Improvement
PW
Laserfiche
easements, legal descriptions
Permanent
GC 34090 AD
PW Drive
P
Hard Copy
Plans, reports, studies, bonds, agreements,
1110-02
Off -Site Plans (Ramps, Sidewalks, Curbs, etc.)
PW
Laserfiche
easements, legal descriptions
g p
Permanent
GC 34090 AD
PW Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Hard Copy
plans, reports, studies, bonds, agreements,
1110-03
Bridges
PW
GC 34090 AD
Laserfiche
easements, legal descriptions
Permanent
PW Drive
P
Hard Copy
Plans, reports, studies, bonds, agreements,
1110-04
Street Planning
PW
GC 34090 AD
Laserfiche
easements, legal descriptions
Permanent
PW Drive
P
1110-05
Street Maintenance and Repairs
PW
Hard Copy
Maintenance and inventory records
Permanent
GC 34090 AD
PW Drive
Lucity
P
Hard Copy
Plans, reports, studies, bonds, agreements,
1110-06
Striping (Crosswalks, Bike Lanes, etc.)
PW
Laserfiche
easements, legal descriptions
g p
Permanent
GC 34090 AD
PW Drive
P
Hard Copy
1110-07
Street Names and Signs
PW
Lucity
GIS data base, street sign inventory
Permanent
GC 34090 AD
PW Drive
P
Hard Copy
1110-08
Street Furniture (Bus Benches, etc.)
PW
Lucity
Street maintenance/inventory records
Permanent
GC 34090 AD
PW Drive
P
Hard Copy
plans, reports, studies, bonds, agreements,
1110-09
State Highways & Freeways
PW
Laserfiche
easements, legal descriptions
Permanent
GC 34090 AD
PW Drive
P
Hard Copy
1110-10
Street Inventory
PW, ITSS
GIS System
GIS data base
Permanent
GC 34090 AD
Lucity
PW Drive
P
Hard Copy
1110-11
Medians
PW, ITSS
GIS System
GIS data base, maintenance/inventory records
Permanent
GC 34090 AD
Lucity
PW Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Hard Copy
1110-12
Slopes
PW, ITSS
GIS System
GIS database, maintenance/inventory records
Permanent
GC 34090 AD
Lucity
PW Drive
P
EnerGov
1110-13
Street Numbering & Naming
CD
GIS database, lists, maps
Permanent
Permits Plus
GC 34090 AD
X Drive
P
Hard Copy
Plans, reports, studies, bonds, agreements,
1110-14
Detour Plans
PW
GC 34090 AD
Laserfiche
easements, legal descriptions
Permanent
PW Drive
1120
STREET LIGHTING FILES
C + 2
Hard Copy
Service Order Requests (SOR's) and SCE
2022 and prior - Originals
1120-02
Street Lighting Maintenance Files
PW
GC 34090
Lucity
maintenance
are sent to SCE
PW Drive
1130
SPECIAL SERVICES FILES
Volunteer Program Applications (Community Service,
C + 2
Hard Copy
Applications, Minor Consent Forms, TB Test, Live
1130-01
CSD
2022 and prior
etc.)
GC 34090
Volgistics
Scan
P
Hard Copy
1130-04
Special Events Permits
CSD
EnerGov
Permits
Permanent
GC 34090
CSD Drive
1141
SPECIAL STUDIES FILES
P
Hard Copy
Plans, reports, studies, easements, legal
1141-01
Flood Control Studies
PW
Laserfiche
descriptions
Permanent
GC 34090 AD
PW Drive
P
Hard CopyStudies,
1141-02
Demographic & Statistical Studies
ED
supporting documents
Permanent
GC 34090 AD
ED Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
1150
ANIMAL CONTROL FILES
C + 2
EnerGov
1150-01
Animal Control Correspondence
CE
Permits Plus
Code cases, reports, correspondence, noticing
2022 and prior
GC 34090
B&S Drive
1160
TRAFFIC CONTROL AND PARKING
P
Hard Copy
Plans, reports, studies, bonds, agreements,
1160-01
Traffic Control Files
PW
GC 34090 AD
Laserfiche
easements, legal descriptions
Permanent
PW Drive
C + 2
Hard Copy
1160-02
Traffic Studies and Surveys
PW
Laserfiche
Reports, studies
2022 and prior
GC 34090
PW Drive
P
Hard Copy
Plans, reports, studies, bonds, agreements,
1160-04
Traffic Requests — Public Inquiry
PW
Lucity
easements, legal descriptions
g p
Permanent
GC 34090 AD
PW Drive
C + 5
Hard Copy
1160-06
Traffic Consultants
PW
Laserfiche
Reports, studies
2019 and prior
GC 34090
PW Drive
1161
TRAFFIC MAPS
P
Hard Copy
1161-02
Street Maps
ITSS/PW
GIS System
GIS database, street improvement plans
Permanent
GC 34090 AD
Laserfiche
PW Drive
P
Hard Copy
1161-03
Speed Survey
PWLaserficheCopTraffic
documents, reports, studies
Permanent
GC 34090 AD
PW Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
1162
TRAFFIC SIGNAL FILES
L
Hard Copy
1162-01
Traffic Signals
ITSS, PW
Lucity
GIS database, traffic signal plans
Life
GC 34090
PW Drive
L
Hard Copy
1162-02
Traffic Signal Maintenance
PW
GIS System
Reports, service maintenance records, PM, Service
Life
GC 34090
Lucity
Order Requests
PW Drive
1162-03
Traffic Signal Timing
PW
C+2
Enterprise
Signal timing
C+2 (retention started
GC 34090
software
2024
1163
PARKING FILES
1163-01
Park and Rides
CC
Hard Copy
Correspondence
2022 and prior
GC 34090
1170
SANITATION, SEWERS & STORMDRAINS
US
Hard CopyGeneral
1170-09
Storm Drains and Flood Control
CC
correspondence, updates
Until Superseded
GC 34090
1180
PUBLIC RELATIONS FILES
1180-02
Historical Documents
ALL
P
Hard Copy
Incorporation news clippings, historical press
Permanent
GC 34090
Hard Drive
releases
C + 2
MyCivic
1180-03
Public Inquiry and Complaints (Except Consumer)
ALL
GC 34090,
Office 365
General correspondence
2022 and prior
945.6
CCP 338, 342
Hard Copy
P
Hard CopyAgendas,
1180-06
Public Ceremony Files
CM
outlines
Permanent
GC 34090 AD
C + 2
Hard CopySurveys,
1180-08
Public Questionnaires/Surveys
CM, CSD
summaries, results, reports
2022 and prior
GC 34090
Hard Drive
P
Hard CopyNewsletters
1180-09
Municipal Newsletter
CM
Permanent
GC 34090 AD
Hard Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Hard CopyListings
1180-10
Donations TO the City
CC
of donated items
Permanent
GC 34090 AD
C + 2
Hard CopyGeneral
1180-11
Organizations and Clubs, General
CM, CSD
correspondence
2022 and prior
GC 34090
C + 2
Hard CopyCopies
1180-12
Community Education
CSD
of print collateral, media files
2021 and prior
GC 34090
Hard Drive
C + 2
Hard CopyPress
1180-13
Special Events and City Sponsored Events
CM, CSD
releases, permits, supporting documentation
2022 and prior
GC 34090
Hard Drive
C + 2
Hard CopyPress
1180-14
City Promotional Campaign
CM, CSD
releases, collateral
2022 and prior
GC 34090
Hard Drive
P
Hard Copy
1180-16
Sister City Program
CM, CSD
Letters, itinerary, items of historical significance
Permanent
GC 34090 AD
Hard Drive
US + 2
Hard CopyPublications,
1180-18
City Publications & Brochures
ALL
brochures, postal cards, etc.
Until Superseded + 2
GC 34090
Hard Drive
P
Hard Copy
Reports delivered in conjunction with City business
1180-20
Speeches
CM
speech outlines (retain items of historical
Permanent
GC 34090 AD
Hard Drive
significance)
PUBLIC UTILITIES, COMMUNICATIONS, AND
1200
TRANSPORTION FILES
1201
GENERAL UTILITIES FILES
P
Hard CopyAgreement
1201-01
Public Utilities Commission
CC
Permanent
GC 34090 AD
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
1202
GAS AND ELECTRIC FILES
P
Hard CopyFranchise
1202-01
Franchise Files
CC
documentation
Permanent
GC 34090 AD
Laserfiche
P
Hard CopyCorrespondence,
1202-03
Easements Granted TO Southern California Edison
CC
recorded documents, exhibits
Permanent
GC 34090 AD
Laserfiche
1203
RADIO FILES
AE+2
1203-01
Radio Station License
CC
GC 34090
Hard Copy
License
AE + 2
1207
TRANSPORTATION FILES
C + 2
Hard Copy
1207-05
Regional Issues
CM, PW
Meeting agendas
2022 and prior
GC 34090
PW Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
1300
PUBLIC SAFETY FILES
1301
PUBLIC SAFETY
C + 2
Hard CopyCorrespondence,
1301-01
Law Enforcement
CM
enforcement documentation
2021 and prior
GC 34090
C + 2
EnerGov
1301-02
Public Safety, General
CD, CM
Permits Plus
Code cases, reports, correspondence, noticing
2022 and prior
GC 34090
B&S Drive
C + 2
EnerGov
AVA Quarterly Reports, reimbursement
1301 08
Abandoned Vehicles &Houses
CD
Permits Plus
documents, correspondence, noticing
2022 and prior
GC 34090
B&S Drive
C + 2
Hard CopyCorrespondence,
1301-13
Border Patrol
CC, CM
enforcement documentation
2022 and prior
GC 34090
1302
FIRE DEPARTMENT
P
Hard Copy
Project files, applications, notices, correspondence
1302-06
Fire Department Facilities
FP
Laserfiche
related to project, plans, etc.
p ro
Permanent
GC 34090 AD
FP Drive
P
Hard Copy
Project files, applications, notices, correspondence
1302-08
Fire Permit Files
FP
GC 34090 AD
EnerGov
related to project, plans and database records
Permanent
Permits Plus
Laserfiche
PARKS, RECREATION, ENVIRONMENTAL AND
1400
EDUCATION FILES
1401
PARKS AND FACILITIES
Community Service Rules & Regulations (Council
P
Hard Copy
1401-00
CSD
Ordinances, resolutions
Permanent
Adopted)
GC 34090 AD
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
City Facilities and Parks Reports, Studies &
P
Hard Copy
1401-01
Regulations
CC, CSD
Reports, studies, summaries and regulations
Permanent
GC 34090 AD
Recreation Forms (Activity Registrations, Park/Facility P
Hard Copy
1401-10
Rentals, Sign -In Sheets, Rosters, etc.)
CSD
GC 34090
CivicRec
Forms, rosters
Permanent
1402
CULTURAL RECREATION FILES
1403
ENVIRONMENTAL FILES
P
Hard Copy
1403-01
Community Design Manual
CD
Planning Drive
Manual
Permanent
GC 34090 AD
X Drive
P
Hard Copy
1403-02
Landscaping Guidelines
CD
Planning Drive
Guidelines
Permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403 03
Air Pollution/Air Element
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403-04
Archaeological Surveys
CD
GC 34090 AD
Planning Drive
documents
Permanent
P
Hard Copy
Reports, studies, surveys, environmental
1403 07
Resource Conservation Areas
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403 08
Energy Conservation
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Hard Copy
Reports, studies, surveys, environmental
1403 09
City Wide Clean-up Campaigns
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
Hard Copy
P
Planning Drive
Reports, studies, surveys, environmental
1403-10
Noise Pollution
CD
X Drive
documents
Permanent
GC 34090 AD
P
Hard Copy
Reports, studies, surveys, environmental
1403-11
Tree Trimming and Removal
PW
Lucity
documents
Permanent
GC 34090 AD
PW Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403-12
Recycling
PW
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
1403-13
Safe Drinking Water Act
CD
Hard Copy
Reports, studies, surveys, environmental
Permanent
GC 34090 AD
Planning Drive
documents
X Drive
P
Hard Copy
1403-14
Congestion Management
CD
Hard Copy
Reports, studies, surveys, environmental
Permanent
GC 34090 AD
Planning Drive
documents
X Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Hard Copy
Reports, studies, surveys, environmental
1403-15
Stephen's Kangaroo Rat Mitigation
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403-16
Multi -Species Habitat Conservation Plan
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403-17
CEQA
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403-18
Landfills
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403 19
Erosion Control Plans
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403 20
Earthquake Standards/Hazardous Buildings
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403-21
Mining Projects
CD
PlanningDrive
documents
Permanent
GC 34090 AD
X Drive
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
P
Hard Copy
Reports, studies, surveys, environmental
1403-22
Federal Endangered Species Act (FESA)
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
X Drive
1403-23
Santa Ana Watershed Project Authority
CD
Planning R
Reports, studies, surveys, environmental
Permanent
GC 34090 AD
Drive
documents
Paper
P
Hard Copy
Reports, studies, surveys, environmental
1403-24
Environmental Pests
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
1405
EDUCATION FILES
C + 2
Hard CopyGeneral
1405-01
Temecula Valley Unified School District
CM
correspondence
2022 and prior
GC 34090
C + 2
Hard CopyGeneral
1405-02
Universities, College & Higher Education
CM
correspondence
2022 and prior
GC 34090
C + 2
Hard CopyGeneral
1405-03
Charter, Private, Public & Christian Schools
CM
correspondence
2022 and prior
GC 34090
Exhibit A
City of Temecula
Records Retention Destruction Schedule
Adopted by City Council Resolution No. 2025-xx, January 7, 2025 RECORD
SERIES
OFFICE OF
RETENTION &
RECORD CATEGORY
RETENTION
RECORDS
DOCUMENT/RECORD TYPE(S)
FILE
RECORD
APPROVED
NUMBER
DESTRUCTION DATES OF
&
LOCATION
RECORDS
LEGAL
(Updated each January)
CITATION
GOVERNMENT ORGANIZATIONS AND OFFICES:
1500
INTERNATIONAL, NATIONAL AND LOCAL
International, National and Local Government
C + 2
Hard Copy
1500-01
ALL
General correspondence
Organizations & Offices
GC 34090
1501
JUNITED STATES OFFICES AND ORGANIZATIONS
C + 2
Hard CopyGeneral
1501-01
United States Offices & Organizations
ALL
correspondence
GC 34090
1502
CALIFORNIA OFFICES AND ORGANIZATIONS
C + 2
Hard CopyGeneral
1502-01
California Offices & Organizations
ALL
correspondence
GC 34090
1503
REGIONAL ORGANIZATIONS
C + 2
Hard CopyGeneral
1503-01
Regional Organizations
ALL
correspondence
GC 34090
1504
RIVERSIDE COUNTY FILES
C + 2
Hard CopyGeneral
1504-01
Riverside County Offices
ALL
correspondence
GC 34090
Item No. 11
ACTION MINUTES
TEMECULA COMMUNITY SERVICES DISTRICT MEETING
COUNCIL CHAMBERS
41000 MAIN STREET
TEMECULA, CALIFORNIA
DECEMBER 10, 2024
CALL TO ORDER at 6:53 PM: President Zak Schwank
ROLL CALL: Alexander, Kalfus, Schwank, Stewart
PUBLIC COMMENTS - NON -AGENDA ITEMS
The following individual(s) addressed the Directors:
• Laurel LaMont Melissa Bourbonnais
CSD CONSENT CALENDAR
Unless otherwise indicated below, the following pertains to all items on the Consent Calendar.
Approved the Staff Recommendation (4-0): Motion by Stewart, Second by Alexander. The vote reflected unanimous approval.
17. Approve Action Minutes of November 12, 2024
Recommendation: That the Board of Directors approve the action minutes of November 12, 2024.
18. Approve Financial Statements for the 1st Quarter Ended September 30, 2024 Recommendation: That the Board of Directors receive and file the financial statements for the 1st quarter ended September 30, 2024.
19. Approve Third Amendment to Agreement with Wild West Junk Removal LLC for Dangerous and Unhealthy Encampment Cleanup Services
Recommendation: That the Board of Directors approve the third amendment to the agreement with Wild West Junk Removal LLC for dangerous and unhealthy encampment cleanup services and increase the agreement amount by $60,000, for a total agreement amount of $375,142.
CSD DIRECTOR OF COMMUNITY SERVICES REPORT
CSD GENERAL MANAGER REPORT
CSD BOARD OF DIRECTORS REPORTS
CSD ADJOURNMENT
At 7:02 PM, the Community Services District meeting was formally adjourned to Tuesday, January 14, 2024 at 5:00 PM for a Closed Session, with a regular session commencing at 6:00 PM, City Council Chambers, 41000 Main Street, Temecula, California.
Zak Schwank, President
ATTEST:
Randi Johl, Secretary
[SEAL]
Item No. 12
TEMECULA COMMUNITY SERVICES DISTRICT
AGENDA REPORT
TO: General Manager/Board of Directors
FROM: Erica Russo, Director of Community Services
DATE: January 14, 2025
SUBJECT: Approve First Amendment with Advantage Mailing, LLC for Printing Services PREPARED BY: Tracy Masters, Community Services Manager
RECOMMENDATION: That the Board of Directors approve a first amendment with Advantage Mailing, LLC for printing services to extend the term by two years and increase the agreement amount by $200,000, for a total agreement amount of $441,646.
BACKGROUND: For over 10 years Advantage Mailing, LLC has been a trusted and reliable vendor for printing the bi-annual Guide to Leisure Services. Advantage Mailing provides the newest printing technology, and their friendly, reliable and professional staff are easy to work with. In 2022, staff renewed the agreement with Advantage Mailing through December 2024. We are now requesting to extend the agreement for two additional years and add $200,000 to the original agreement, for a total agreement amount of $441,646.
FISCAL IMPACT: Funds are budgeted in the Fiscal Year 2024-2025 Annual Operating Budget. Funds for future fiscal years will be requested as part of the normal Annual Operating Budget.
ATTACHMENTS: First Amendment
FIRST AMENDMENT TO AGREEMENT BETWEEN
TEMECULA COMMUNITY SERVICES DISTRICT AND ADVANTAGE MAILING, LLC
PRINTING SERVICES- ACTIVITY GUIDE
THIS FIRST AMENDMENT is made and entered into as of January 14, 2025, by and between the Temecula Community Services District, a community services district (hereinafter referred to as "City"), and Advantage Mailing, LLC, a Corporation (hereinafter referred to as "Consultant"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:
This Amendment is made with the respect to the following facts and purposes:
a. On April 26, 2022, the City and Consultant entered into that certain Agreement entitled "Non -Exclusive Services Agreement," in the amount of $241,646.00. b. The parties now desire to extend the term of the agreement to December 31, 2026, and increase the payment in the amount of $200,000, and to amend the Agreement as set forth in this Amendment.
2. Section 1 of the Agreement entitled "TERM" is hereby amended to read as follows:
"This Agreement shall remain and continue in effect until tasks herein are completed, but in no event later than December 31, 2026, unless sooner terminated pursuant to the provisions of this Agreement.
3. Section 4 of the Agreement entitled "PAYMENT" at paragraph "a" is hereby amended to read as follows:
The City agrees to pay Consultant monthly, in accordance with the payment rates and schedules and terms set forth in Exhibit B, Payment Rates and Schedule, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. Any terms in Exhibit B, other than the payment rates and schedule of payment, are null and void. The FIRST Amendment amount shall not exceed Two Hundred Thousand Dollars and No Cents ($200,000.00) for additional printing of the Guide to Leisure Services for a total Agreement amount of Four Hundred Forty -One Thousand Six Hundred Forty -Six Dollars and No Cents ($441,646.00)
4. Section 12 of the Agreement entitled "NOTICES" is hereby amended to read as follows:
"Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, that provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later 08/09/2021
designate by Notice. Notice shall be effective upon delivery to the addresses specified below or on the third business day following deposit with the document delivery service or United States Mail as provided above.
Mailing Address: City of Temecula
Attn: General Manager
41000 Main Street
Temecula, CA 92590
To Vendor: Advantage Mailing, LLC
Attn: Chris Baker
1600 N. Kraemer Boulevard
Anaheim, CA 92806
5. Exhibit "B" to the Agreement is hereby amended by adding thereto the items set forth on Attachment "A" to this Amendment, which is attached hereto and incorporated herein as though set forth in full.
6. Except for the changes specifically set forth herein, all other terms and conditions of the Agreement shall remain in full force and effect. 08/09/2021
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
TEMECULA COMMUNITY SERVICES
DISTRICT
By:
Zak Schwank, TCSD President
ATTEST:
By
Randi Johl, Secretary
APPROVED AS TO FORM:
ADVANTAGE MAILING, LLC
(Two Signatures of corporate officers required unless
corporate documents authorize only one person to sign
the agreement on behalf of the corporation.)
By. C
Thomas Ling, Managing Member
By:
Peter M. Thorson, General CONSULTANT
Counsel
Advantage Mailing, LLC
Attn: Chris Baker
1600 N. Kraemer Boulevard
Anaheim, CA 92806
City Purchasing Mgr.
Initials and Date:
3 08/09/2021
ATTACHMENT A
EXHIBIT B
Payment Rates and Schedule
Total price for services and product as set forth in full shall not exceed Four Hundred Forty -One Thousand Six Hundred Forty -Six Dollars and No Cents ($441,646.00) for the total term on the agreement.
Publication Date:
^ Publication Cost:
56 Page Brochure
44,000 Copies
Including Sales Tax
2025
1 A ril2025
$44,200.00
2 October 2025
$44,200.00
2026
3 Aril2026
$48,200.00
4 October 2026
$48,200.00
Additional cost for brochures delivered to Community Services Department (Per 1,000) $1,069.00 (including tax)
08/09/2021
Item No. 13
ACTION MINUTES
SUCCESSOR AGENCY TO THE TEMECULA REDEVELOPMENT AGENCY MEETING
COUNCIL CHAMBERS
41000 MAIN STREET
TEMECULA, CALIFORNIA
DECEMBER 10, 2024
CALL TO ORDER at 7:02 PM: Chair James Stewart
ROLL CALL: Alexander, Kalfus, Schwank, Stewart
SARDA PUBLIC COMMENTS - None
SARDA CONSENT CALENDAR
Unless otherwise indicated below, the following pertains to all items on the Consent Calendar.
Approved the Staff Recommendation (4-0): Motion by Alexander, Second by Kalfus. The vote reflected unanimous approval.
20. Approve Action Minutes of November 12, 2024
Recommendation: That the Board of Directors approve the action minutes of November 12, 2024.
21. Approve Financial Statements for the 1st Quarter Ended September 30, 2024 Recommendation:
That the Board of Directors receive and file the financial statements for the 1st quarter ended September 30, 2024.
SARDA EXECUTIVE DIRECTOR REPORT
SARDA BOARD OF DIRECTOR REPORTS
SARDA ADJOURNMENT
At 7:03 PM, the Successor Agency to the Temecula Redevelopment Agency meeting was formally adjourned to Tuesday, January 14, 2025, at 5:00 PM for a Closed Session, with a regular session commencing at 6:00 PM, City Council Chambers, 41000 Main Street, Temecula, California.
James Stewart, Chair
ATTEST:
Randi Johl, Secretary
[SEAL]
Item No. 14
THE SUCCESSOR AGENCY
TO THE TEMECULA REDEVELOPMENT AGENCY
AGENDA REPORT
TO: Executive Director/Board of Directors
FROM: Matt Peters, Interim Director of Community Development DATE: January 14, 2025
SUBJECT: Approve Recognized Obligation Payment Schedule and Administrative Budget for the Period of July 1, 2025 Through June 30, 2026 (ROPS 25-26) PREPARED BY: Haide Urias, Housing and Real Estate Analyst RECOMMENDATION: That the Board of Directors adopt resolutions entitled:
RESOLUTION NO. SARDA
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE
SUCCESSOR AGENCY TO THE TEMECULA
REDEVELOPMENT AGENCY APPROVING A RECOGNIZED
OBLIGATION PAYMENT SCHEDULE FOR THE PERIOD OF
JULY 1, 2025 THROUGH JUNE 30, 2026 PURSUANT TO
HEALTH AND SAFETY CODE SECTION 34177 AND TAKING
CERTAIN ACTIONS IN CONNECTION THEREWITH
RESOLUTION NO. SARDA
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE
SUCCESSOR AGENCY TO THE TEMECULA
REDEVELOPMENT AGENCY APPROVING THE PROPOSED
ADMINISTRATIVE BUDGET PURSUANT TO HEALTH AND
SAFETY CODE SECTION 34177 AND TAKING CERTAIN
ACTIONS IN CONNECTION THEREWITH
BACKGROUND: Pursuant to Health and Safety Code Section 34177 and Section 34177 (o), successor agencies are required to prepare, in advance, a Recognized Obligation Payment Schedule (ROPS) that is forward looking for twelve months. The ROPS lists all of the Successor Agency's anticipated payments for enforceable obligations during the covered period.
The Successor Agency is required to submit this ROPS for the period of July 1, 2025, through June 30, 2026 to the Riverside County Oversight Board for approval by January 30, 2025, and the State Department of Finance, the State Controller's Office, and the County Auditor Controller no later than February 1, 2025.
Preparation of a Recognized Obligation Payment Schedule is in furtherance of allowing the Successor Agency to pay enforceable obligations of the former Redevelopment Agency.
Administrative Budget
The proposed administrative budget must include the following:
• Estimated amounts for Successor Agency administrative costs for the applicable six-month fiscal period
• Proposed sources of payment for the administrative costs; and • Proposals for arrangements for administrative and operations services provided by the City or other entity.
ABX1 26 provides that the Successor Agency may include, among others, the value of City staff, including employee benefits, necessary for the administration and operations of the Successor Agency; and the cost of other resources of the City necessary for the administration and operations of the Successor Agency, such as office space, supplies, equipment, utilities, and insurance.
ABX1 26 provides for an administrative cost allowance to annually be paid to the Successor Agency of not less than $250,000 a year. However, in the event there are insufficient funds to pay the former Redevelopment Agency's enforceable obligations, some or all the administrative cost allowance will be used to pay for the enforceable obligations, and these funds will not be available for administrative expenses of the Successor Agency.
The administrative cost allowance will exclude any administrative costs that can be paid from bond proceeds or from sources other than property tax. However, the use of bond proceeds to pay administrative expenses is subject to certain limitations.
The Successor Agency is now required to submit each proposed administrative budget to the County Oversight Board for its approval. The Successor Agency is also required to provide administrative cost estimates from its approved administrative budget that are to be paid from property tax revenues deposited in the Redevelopment Property Tax Trust Fund, to the County Auditor -Controller for each six-month fiscal period.
The attached Resolution approves the proposed administrative budget for FY 2025-26, which is attached as Exhibits A to the Resolution.
FISCAL IMPACT: Adoption of the proposed resolution will enable the Successor Agency to fulfill its enforceable obligations. In accordance with Health and Safety Code Section 34173(e), the liability of the Successor Agency, acting pursuant to the powers granted under Part
1.85, shall be limited to the extent of, and payable solely from, the total sum of property tax revenues it receives pursuant to Part 1.85 and the value of assets transferred to it as a successor agency for a dissolved redevelopment agency. The debts, assets, liabilities, and obligations of the Successor Agency shall be solely the debts, assets, liabilities, and obligations of the Successor Agency and not of the City.
ABX1 26 provides for an administrative cost allowance to annually be paid to the Successor Agency of not less than $250,000 a year, as outlined in the proposed 2025-26 Administrative Budget.
ATTACHMENTS: 1. SARDA Resolution and Exhibit A — ROPS
2. SARDA Resolution and Exhibit A — Administrative Budget
RESOLUTION NO. SARDA 2025-
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE
SUCCESSOR AGENCY TO THE TEMECULA
REDEVELOPMENT AGENCY APPROVING A
RECOGNIZED OBLIGATION PAYMENT SCHEDULE FOR
THE PERIOD OF JULY 1, 2025, THROUGH JUNE 30, 2026
PURSUANT TO HEALTH AND SAFETY CODE SECTION
34177 AND TAKING CERTAIN ACTIONS IN
CONNECTION THEREWITH
THE BOARD OF DIRECTORS OF THE SUCCESSOR AGENCY TO THE TEMECULA REDEVELOPMENT AGENCY DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. Recitals. The Board of Directors of the Successor Agency to the Temecula Redevelopment Agency does hereby find, determine and declare that:
A. The Redevelopment Agency of the City of Temecula was a redevelopment agency in the City of Temecula, duly created pursuant to the Community Redevelopment Law, Part 1, commencing with Section 33000, of Division 24 of the California Health and Safety Code (hereafter the "Temecula Redevelopment Agency"). On June 12, 1988, the Board of Supervisors of the County of Riverside adopted Ordinance No. 658 adopting and approving the "Redevelopment Plan for Riverside County Redevelopment Project No. 1988-1." On December 1, 1989, the City of Temecula was incorporated. The boundaries of the Project Area described in the Plan are entirely within the boundaries of the City of Temecula. On April 9, 1991, the City Council of the City of Temecula adopted Ordinances Nos. 91-08, 91-11, 91-14, and 91-15 establishing the Redevelopment Agency of the City of Temecula and transferring jurisdiction over the Plan from the County to the City. Pursuant to Ordinance Nos. 91-11 and 91-15, the City of Temecula and the Redevelopment Agency of the City of Temecula assumed jurisdiction over the Plan as of July 1, 1991. The Plan has been amended by Ordinance Nos. 94-33, 06-11 and 07-20 adopted by the City Council.
B. The City Council of the City of Temecula adopted Resolution No. 12-02 January 10, 2012, pursuant to Health and Safety Code Section 34173 and applicable law electing for the City to serve as the Successor Agency for the Temecula Redevelopment Agency upon the dissolution of the Redevelopment Agency of the City of Temecula. The City Council of the City of Temecula, acting as the Governing Body for the Successor Agency to the Temecula Redevelopment Agency, adopted Resolution No. 12-01 on February 28, 2012 declaring the Successor Agency to the Temecula Redevelopment Agency duly constituted pursuant to law and establishing rules and regulations for the operation of the Successor Agency to the Temecula Redevelopment Agency ("Successor Agency").
C. Pursuant to Health and Safety Code Section 34175(b) and the California Supreme Court's decision in California Redevelopment Association, et al. v. Ana Matosantos, et al. (53 CalAth 231(2011)), on February 1, 2012, all assets, properties, contracts, leases, books and records, buildings, and equipment of the former Temecula Redevelopment Agency transferred to the control of the Successor Agency by operation of law.
D. Pursuant to Health and Safety Code Section 34177(o), the Successor Agency must prepare a Recognized Obligation Payment Schedule listing the anticipated payments for enforceable obligations to be made by the Successor Agency during the fiscal period from July 1, 2025 through June 30, 2026 (ROPS 25-26) and submit ROPS 25-26 to the Riverside County Oversight Board of the Successor Agency (the "Oversight Board") for approval.
E. Accordingly, the Board desires to adopt this Resolution approving the ROPS 25-26.
Section 2. This Resolution is adopted pursuant to Health and Safety Code Section 34177.
Section 3. The Board hereby approves ROPS 25-26 substantially in the form attached as Exhibit A to this Resolution and incorporated herein by reference (the "ROPS"). The Executive Director of the Successor Agency, in consultation with the Successor Agency's legal counsel, may modify the ROPS 25-26 as the Executive Director or the Successor Agency's legal counsel deems necessary or advisable.
Section 4. The Board hereby designates the Finance Director as the official to whom the DOF may make requests for review in connection with the ROPS 25-26 and who shall provide the DOF with the telephone number and e-mail contact information for the purpose of communicating with the DOF.
Section 5. Staff is hereby authorized and directed to post a copy of the Oversight Board -approved ROPS 25-26 on the Successor Agency's website.
Section 6. The officers and staff of the Successor Agency are hereby authorized and directed, jointly and severally, to do any and all things which they may deem necessary or advisable to effectuate this Resolution, including submitting the ROPS 25-26 to the oversight board for approval and requesting additional review by the DOF and an opportunity to meet and confer on any disputed items, and any such actions previously taken by such officers are hereby ratified and confirmed.
Section 7. The Secretary shall certify to the adoption of this Resolution.
PASSED, APPROVED, AND ADOPTED by the Board of Directors of the Successor Agency to the Temecula Redevelopment Agency this 14th day of January, 2025.
Brenden Kalfus, Chair
ATTEST:
Randi Johl, Secretary
[SEAL]
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss
CITY OF TEMECULA )
I, Randi Johl, Secretary of the Successor Agency to the Temecula Redevelopment Agency, do hereby certify that the foregoing Resolution No. SARDA 2025- was duly and regularly adopted by the Board of Directors of the Successor Agency to the Temecula Redevelopment Agency at a meeting thereof held on the 14th day of January, 2025, by the following vote:
AYES: BOARD MEMBERS:
NOES: BOARD MEMBERS:
ABSTAIN: BOARD MEMBERS:
ABSENT: BOARD MEMBERS:
Randi Johl, Secretary
EXHIBIT A
Recognized Obligations Payment Schedule (ROPS) for the period July 1, 2025 through June 30, 2026 (ROPS 25-26)
Successor Agency to the Temecula Redevelopment Agency
(SARDA) 2025-26 ROPS
2025-26 ROPS Summary
0 Redevelopment Agency Dissolution System (RAD-SA)
Temecula
ROPS 2025-26 Annual
Home Contacts Status Instructions Reports 1+
Summary Detail Cash Balances Submission
Requested Funding for Obligations
25-26A Total
25-26B Total
ROPS Total
A
Obligations Funded as Follows (B+C+D)
0 0
0 B
Bond Proceeds
0 0
0 C
Reserve Balance
0 0
0 D
Other Funds
0 0
0 E
Redevelopment Property Tax Trust Fund (RPTTF) (F+G)
3,635,022
3,345,372
6,980,394
F
RPTTF
3,510,022
3,220,372
6,730,394
G
Administrative RPTTF
125,000
125,000
250,000
H
Current Period Obligations (A+E)
3,635,022
3,345,372
6,980,394
2025-26 ROPS
a Redevelopment Agency Dissolution System (RAD-SA)
Temecula
ROPS 2025-26 Annual
Summary Detail
Filler
w
Cash Balances
Home Contacts Status Instructions Reports El
Agreement
Agreement
Ire. K
Obligation Name
Obligation Type
Execution rate
Termination rate
Payee
rc.."Plim
41 1
Trustee Admin Fees
Fees
34124/2D02
06/30/2036
US Bank as Trustee
Trustee Fees for TAB Bond
for Bondholders
Issues
,1P 3
Abbott OPA
OPA/DDA/Construction
D2/12/2002
02112/203D
Abbott Vascular
Reimbursement for
Development Improvements
g 4
SERAF Payment
SERAF/ERAF
05/l0/2011
OS/10/2025
Low -Mod Housing
Loan of Low Mod to Redeve.
Reimbursmem
Fond
Fund for SERAF
, 5
Temecula Gardens L.P
OPA/DDA/Constmcdon
07/01/1998
07/O1/2027
Temecula Gardens
Loan for Affordable Housing
Loan Agreement
L.P.
d 20
Agency Administration
Admin Costs
07/01/2012
06/30/2016
Multiple Payees
Agency Staff Compensation
/ Agency Admin
9 31
Tax Allocation Refunding
Refunding Bonds Issued After 12/14/2017
12/15/2039
US Bank as Trustee
Bonds Issues to Fund
Bonds Series 2D17A
6/27/12
for Bondholders
Redevelopment Activities
g' 32
Tax Allocation Refunding
Refunding Bonds Issued After 12/14/2017
12/15/2039
US Bank as Trustee
Bonds Issues to Fund
Bonds Series 2017E
6127/12
for Bondholders
Redevelopment Activities
Submission
Export to Excel
Total Outstanding
Total Reguened
Obligatlon
Funding Nate.
4,500
4,500
750,000
750,000
885,000 295,000
250,DOD 250,001)
49,259,750 3,559,625
32,553,290 2,121,269
Cash Balance Report
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7 RESOLUTION NO. SARDA 2025-
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE
SUCCESSOR AGENCY TO THE TEMECULA
REDEVELOPMENT AGENCY APPROVING THE
PROPOSED ADMINISTRATIVE BUDGET PURSUANT TO
HEALTH AND SAFETY CODE SECTION 34177 AND
TAKING CERTAIN ACTIONS IN CONNECTION
THEREWITH
THE BOARD OF DIRECTORS OF THE OVERSIGHT BOARD OF THE SUCCESSOR
AGENCY TO THE TEMECULA REDEVELOPMENT AGENCY DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. The Board of Directors of the Successor Agency to the Temecula Redevelopment Agency does hereby find, determine and declare that:
A. Pursuant to Part 1.85 of the Community Redevelopment Law (commencing with Health and Safety Code Section 34170) ("Part 1.85"), the Successor Agency to the Temecula Redevelopment Agency ("Successor Agency") is required to undertake a number of actions related to winding down the affairs of the former Redevelopment Agency pursuant to Health and Safety Code Section 34177(h).
B. In connection with the administration and operations of the Successor Agency, the Successor Agency is and will be utilizing the staff, facilities, and other resources of the City. The City Manager of the City serves as Executive Director of the Successor Agency, the Temecula Director of Finance serves as Finance Officer of the Successor Agency, and the City Clerk serves as Secretary to the Successor Agency. Planning, Finance, Engineering, Public Works, and other City departments devote and are expected to devote substantial time with respect to the administration and operations of the Successor Agency, including gathering information relating to the Redevelopment Agency's enforceable obligations, conferring with public officials representing governmental agencies, and undertaking other activities in connection with administration and operations of the Successor Agency.
C. By providing and making available to the Successor Agency the staff, facilities, services, and other resources of the City, including, without limitation, consultants, legal counsel, office space, equipment, supplies, and insurance, necessary to the administration and operations of the Successor Agency, the City has advanced and will continue to advance the cost of the foregoing to the Successor Agency. The City and the Successor Agency desire to enter into an agreement to provide for an appropriate method of reimbursement of such advances by the Successor Agency to the City.
D. Pursuant to Health and Safety Code Section 34171(d)(1)(F), contracts or agreements necessary for the administration or operation of the Successor Agency are enforceable obligations and pursuant to Health and Safety Code Sections 34178(a) and 34180(h), the Successor Agency may enter into agreements with the City with the approval of the oversight board for the Successor Agency (the "Oversight Board").
E. Pursuant to Health and Safety Code Section 341770), the Successor Agency is required to prepare a proposed administrative budget for each six-month fiscal period and submit each proposed administrative budget to the Oversight Board for its approval. Each proposed administrative budget shall include all of the following: (1) Estimated amounts for Successor Agency administrative costs for the applicable six-month fiscal period; (2) Proposed sources of payment for the costs identified in (1); and (3) Proposals for arrangements for administrative and operations services provided by the City or another entity.
F. Pursuant to Health and Safety Code Section 34177(k), the Successor Agency is required to provide administrative cost estimates, from its approved administrative budget that are to be paid from property tax revenues deposited in the Redevelopment Property Tax Trust Fund, to the County Auditor -Controller for each applicable six-month fiscal period.
Section 2. This Resolution is adopted pursuant to the provisions of Part 1.85.
Section 3. The Board hereby approves the administrative budget for the twelve-month fiscal period commencing July 1, 2025 and ending June 30, 2026, attached hereto as Exhibit A and incorporated herein by reference.
Section 4. The officers and staff of the Successor Agency are hereby authorized and directed, jointly and severally, to do any and all things which they may deem necessary or advisable to effectuate this Resolution, and any such actions previously taken by such officers and staff are hereby ratified and confirmed.
Section 5. The Secretary shall certify to the adoption of this Resolution.
PASSED, APPROVED, AND ADOPTED by the Board of Directors of the Successor Agency to the Temecula Redevelopment Agency this 14th day of January, 2025.
Brenden Kalfus, Chair
ATTEST:
Randi Johl, Secretary
[SEAL]
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss
CITY OF TEMECULA )
I, Randi Johl, Secretary of the Successor Agency to the Temecula Redevelopment Agency, do hereby certify that the foregoing Resolution No. SARDA 2025- was duly and regularly adopted by the Board of Directors of the Successor Agency to the Temecula Redevelopment Agency at a meeting thereof held on the 141h day of January, 2025, by the following vote:
AYES: BOARD MEMBERS:
NOES: BOARD MEMBERS:
ABSTAIN: BOARD MEMBERS:
ABSENT: BOARD MEMBERS:
Randi Johl, Secretary
Exhibit A
Successor Agency to the Temecula Redevelopment Agency
FY 2025-26 Administrative Budget
Successor Agency to the Redevelopment Agency
Fiscal Year 2025-26
Proposed Administrative Budget
the H-rtof 5wth- C.14-ia
�i-Country
Administrative
Portion
Other
Sources
FY2025-26
Budget
AFFORDABLE HOUSING FUND 165
165.199.999.5100
SALARIES & WAGES
76,932
127,313
204,245
165.199.999.5101
DEFERRED COMPENSATION
1,819
3,011
4,930
165.199.999.5102
P.E.R.S. RETIREMENT
21,837
36,138
57,975
165.199,999.5103
CAL CASH OUT
2,152
3,560
5,712
165.199.999.5104
MEDICARE
1,179
1,950
3,129
165.199.999.5106
AUTO ALLOWANCE
380
629
1,008
165.199.999.5108
VOL LIFE INSURANCE
87 143
230
165.199.999.5109
UNEMPLOYMENT TRAINING TAX
49 82
.131
165.199.999.5111
CAFETERIA BENEFIT
9,568
15,934
25,402
165.199.999.5112
WORKERS' COMP
1,492
2,469
3,961
165.199,999.5121
OVERTIME WAGES
638
1,056
1,694
SALARIES & BENEFITS Total
116,132
192,183
308,316
165.199.999.5230
POSTAGE & PACKAGING
223
369
591
165.199.999.5246
LEGALSERVICES- GENERAL
41,412
69,531
109,943
165.199.999.5248
CONSULTING SERVICES
12,102
20,029
32,130
165.199.999.5250
OTHER OUTSIDE SERVICES
60,235
99,682
159,917
165.199.999.5262
MILEAGE
99 164
263
OPERATIONS & MAINTENANCE Total
114,071
188,772
302,944
165.199.999.5530
INSURANCE
7,791
12,892
20,683
165.199.999.5540
INFORMATION TECHNOLOGY
7,114
11,772
18,886
165.199.999.5550
FACILITIES
4,892
8,096
12,997
INTERNAL SERVICE FUND ALLOCATIONS Total
19,796
32,760
52,557
DEPARTMENTAL Total
250,000
413,716
fi63,716
4 Item No. 15
CITY OF TEMECULA
AGENDA REPORT
TO: City Manager/City Council
FROM: Randi Johl, Director of Legislative Affairs/City Clerk DATE: January 14, 2025
SUBJECT: Consider Appointments to City Council Committees for Calendar Year 2025 PREPARED BY: Randi Johl, Director of Legislative Affairs/City Clerk RECOMMENDATION: That the City Council appoint members to serve on committees for calendar year 2025 and approve related City Council Committee Appointments List.
BACKGROUND: The City Council annually appoints members of its legislative body to serve as liaisons to City boards and commissions, external organizations, standing committees, and ad hoc subcommittees. Each year the City Council Committee Assignments List is reviewed and revised for the upcoming calendar year. The Council Members appointed serve a calendar year (January 1 — December 31). For appointments to external organizations that include a stipend, Form 806 is completed and posted pursuant to requirements set forth by the Fair Political Practices Commission. Proposed changes to committee names, dates, and/or descriptions are visible in italics and/or strikethrough text. It is therefore recommended that the City Council review and approve the committee list and make related appointments.
FISCAL IMPACT: None
ATTACHMENT: City Council Committee Assignments List
2025 CITY COUNCIL COMMITTEE ASSIGNMENTS
(Last Updated: January 10, 2025)
Commission Liaison One Member
Current Member
Community Services Commission
Alexander
Old Town Local Advisory Committee
Schwank
Planning Commission
Kalfus
Traffic Safety Commission
Stewart
Race, Equity, Diversity, and Inclusion Commission
Schwank
Standing Committees Two Members — Publicly Noticed
Current Members
Arts and Cultural Affairs Subcommittee
Kalfus, Schwank
City Sustainability Program Subcommittee
Kalfus, Stewart
E-Government and Temecula Outreach Subcommittee
Alexander, Schwank
Economic Development Subcommittee
Kalfus, Stewart
Old Town Steering Subcommittee
Alexander, Schwank
Finance Subcommittee
Kalfus, Stewart
Infill Land Use and Project Review Subcommittee
Schwank, Stewart
Infrastructure Beautification Subcommittee
Alexander, Stewart
Joint City Council/TVUSD Subcommittee
Alexander, Schwank
Military Subcommittee
Alexander, Schwank
Move I-15 Through Temecula Valley / Southwest Elected
Collaborative Subcommittee
Schwank, Stewart
Parks, Recreation and Community Services Subcommittee
Alexander, Schwank
Public Works Subcommittee
Alexander, Stewart
Surplus Lands Act Subcommittee
Kalfus, Stewart
Representative Assignments — Meet In Person As Needed
(External Organizations - Stipend Not Included)
Current Member(s)
Animal Shelter Liaison/JPA Representative
Kalfus, (Alternate TBD)
League of California Cities — Voting Delegate
Note: Mayor and Mayor Pro Tern Unless Otherwise Designated Stewart (Alternate Kali uo)
Kalfus Alternate Alexander
National League of Cities — Voting Delegate
Note. Mayor and Mayor Pro Tem Unless Otherwise Designated Stewart (Alternate Kalfuo\
Kalfus (Alternate Alexander)
Pechanga Tribal Council Representative
Schwank, Stewart
Rancho California Water District Liaison
Alexander, (Alternate Schwank)
Southwest Riverside County Energy Authority JPA
Schwank, Stewart
Temecula Sister City Liaison
Schwank, Stewart
Representative Assignments — Meet In Person Regularly
Current Member(s)
External Organizations — Stipend Included
Western Riverside County Regional Conservation Authority (RCA) Stewart, (Alternate Schwank)
Note: Meet Monthly on 1st Monday at 12:30 p.m. (In Person) Riverside County Habitat Conservation Agency Board (RCHCA) Stewart, (Alternate Schwank)
Note: Meet Quarterly on 2nd Thursday at 11:30 a.m. (In Person) Riverside County Transportation Commission (RCTC)
Stewart, (Alternate Kalfus)
Note: Meet Monthly on 2nd Wednesday at 9:30 a.m. In Person Riverside Transit Agency (RTA)
Schwank, (Alternate Alexander)
Note: Meeting Monthly on 4th Thursday at 2:00 p.m. In Person WRCOG Executive Committee and Zone Committee
Stewart, (Alternate Schwank)
Note: Meet Monthly on 1st Monday at 2 p.m. (Remote Upon Request)
Ad Hoc Committees Two Members
Current Members
Altair Property Ad Hoc Subcommittee
Schwank, Stewart
Auto Dealer Ad Hoc Subcommittee
TBD
Butterfield / Temecula Parkway Properties Ad Hoc Subcommittee Alexander, Kalfus
Community Service Funding Ad Hoc Subcommittee
Kalfus, Schwank
COURty rveRter Drove Development Ord I- L'iihGE)Mmi4ttee 4lexaR der SGh\e/onlr
E)G
Diaz Property Ad Hoc Subcommittee
Kalfus, Schwank
Franchise Agreements Ad Hoc Subcommittee
Schwank, Stewart
French Valley Parkway Interchange Ad Hoc Subcommittee
Alexander, Stewart
General Plan Update Ad Hoc Subcommittee
Alexander, Stewart
Higher Education Ad Hoc Subcommittee
Kalfus, Schwank
Hospital Ad Hoc Subcommittee
Kalfus, Schwank
Human Services Ad Hoc Subcommittee
Alexander, Kalfus
LA28 Olympics Ad Hoc Subcommittee
TBD
Murrieta Creek Project Ad Hoc Subcommittee
Schwank, Stewart
Old Town Civic Center Ad Hoc Subcommittee
Alexander, Stewart
Police Base of Operations Ad Hoc Subcommittee
Schwank, Stewart
Private -Public Street Maintenance Ad Hoc Subcommittee
Kalfus, Stewart
Promenade in Temecula Ad Hoc Subcommittee
Alexander, Stewart
Public Recognitions Ad Hoc Subcommittee
Kalfus, Stewart
Public Safety Ad Hoc Subcommittee
Alexander, Kalfus
Roripaugh Ranch (aka Sommers Bend) Ad Hoc Subcommittee
Kalfus, Schwank
Seraphina Property Ad Hoc Subcommittee
Schwank, Stewart
-�cv-cr�--rr.�c s�n�e�rsr�an-rv�vaucvrrrrrrr ee
EeLevel ssessm is /�rd HOG S �hn9mmitt
SGh�� aRk Stewart
,
Strategic Fiscal Planning Ad Hoc Subcommittee
Kalfus, Schwank
Supportive Housing/Services Ad Hoc Subcommittee
Kalfus, Schwank
Traffic Signal Prioritization Ad Hoc Subcommittee
Kalfus, Schwank
Trails / Open Space Ad Hoc Subcommittee
Alexander, Schwank
TVE2 (Small Business Incubator) Ad Hoc Subcommittee
Kalfus, Stewart
Uptown Temecula Ad Hoc Subcommittee
Alexander, Schwank
Winchester Community Plan Ad Hoc Subcommittee
TBD
Ad Hoc Subcommittees are formed for a specific limited purpose and operate for a limited time until its purposes are fulfilled ("ad hoc") as opposed to "standing committees" that have continuing subject matter jurisdiction. The descriptions of the purposes and duration of the ad hoc subcommittees are as follows:
Altair Property Ad Hoc Subcommittee — This subcommittee will provide staff direction on development options for the property located west of Pujol below the western escarpment. Development on this property would include the construction of Pu'eska Mountain Parkway Western Bypass GeFrirdo and has potential for an "in town" residential neighborhood adjacent to Old Town. The term of this subcommittee is through the completion of the development and disposition of the property.
Auto Dealer Ad Hoc Subcommittee - This subcommittee will review issues and provide direction to the Council on proposed General Plan Amendments, new or amended specific plans, zone changes, or amendments to development standards in the zoning ordinance relating to existing or proposed auto dealers in the remaining vacant properties currently zoned CC -Community Commercial and SC - Service Commercial. The term of this subcommittee is through build out of the remaining vacant properties zoned CC -Community Commercial and SC -Service Commercial.
Butterfield and Temecula Parkway Properties Ad Hoc Subcommittee — The subcommittee will provide land use and project review direction to staff on the potential development proposals near the intersections of Butterfield Stage Road and Temecula Parkway and Deportola Road. The term of the subcommittee is through the development of properties adjacent to these intersections.
Community Service Funding Ad Hoc Subcommittee — This subcommittee reviews funding applications from various non-profit organizations requesting Community Service Funding for the year. This subcommittee will review the applications and funding associated with this program for Fiscal Year 2025-2026 and report back on its recommendations to the City Council by December 2025.
County Center Drove DeveleorneRt Ad HeG SubE;emm0ttee This subGornrn*ttee will provide land use and prejeGt review direGtien to staff on the potential development proposals on Ynez Road at the teFMORUS of County Center Drove. The term of the subGGMmittee is through the deVelOpment Gf properties at this IeGatloo
Diaz Property Ad Hoc Subcommittee — This subcommittee is responsible for evaluating and negotiating terms and conditions associated with the disposition and development of the Agency owned property located at the Northwest Corner of Diaz Road and Dendy Parkway. The term of this subcommittee is through the completion of the development or disposition of the property.
Franchise Agreements Ad Hoc Subcommittee — This subcommittee will review issues and proposed changes that arise in 2025 with the City's franchise agreements (solid waste, telecommunications, electricity, gas, water, etc.) and provide staff direction regarding the same. Related recommendations will be provided to the City Council by December 2025.
French Valley Parkway Interchange Ad Hoc Subcommittee — This subcommittee shall work with representatives from Caltrans, Federal Highways, and elected officials at the city, state, and federal levels for Phase II and III. The term of this subcommittee is through the completion of the construction of the interchange project.
General Plan Update Ad Hoc Subcommittee — This subcommittee will provide direction and recommendations relating to the General Plan update project, which will kick-off with updating several supporting components including the Housing Element, Circulation Element. The term of this subcommittee is through the adoption of a comprehensive General Plan Update.
Higher Education Ad Hoc Subcommittee — This subcommittee is responsible for attracting and facilitating the development of a higher education facility and programs in the City of Temecula, including the new higher education complex acquired by MSJC and expansion of CSUSM in the City.
Related recommendations will be provided to the City Council by December 2025.
Hospital Ad Hoc Subcommittee — This subcommittee will monitor and provide feedback on the implementation of the development plan for the existing Temecula Valley Hospital. It is anticipated that this subcommittee will need to continue through the implementation of the development plan.
Human Services Ad Hoc Subcommittee — This subcommittee will identify nonprofit stakeholders and evaluate services and programs related to special needs, homelessness, seniors, behavioral and mental health, etc., ensuring coordinated delivery to underrepresented/underserved segments of the community. This subcommittee will also review funding associated with these programs and services for Fiscal Year 2025-2026 and report back on its recommendations to the City Council by December 2025.
LA28 Olympics Ad Hoc Subcommittee — This subcommittee will ensure all necessary city resources, infrastructure, and community engagement efforts align with the objectives of hosting a successful Olympic and Paralympic Games in 2028 and coordinate with stakeholders (local, state and federal agencies, LA28 Organizing Committee, local business leaders, community organizations) to develop
comprehensive plans addressing transportation, security, public transit networks, efficient crowd and traffic management, demobilization, and maximizing local economic impact. Related updates/recommendations will be provided to the City Council by December 2025.
Murrieta Creek Project Ad Hoc Subcommittee — This subcommittee will provide direction and recommendations that involve the Army Corps of Engineers Project that improves Murrieta Creek to provide added flood protection. The term of this subcommittee is through the completion of the Murrieta Creek Improvement Project.
Old Town Civic Center Ad Hoc Subcommittee — This subcommittee is responsible for evaluating and negotiating terms and conditions associated with the disposition and development of the Agency owned property located adjacent to the Town Square along Main Street in Old Town. The term of this subcommittee is through the completion of the adjacent properties.
Police Base of Operations Ad Hoc Subcommittee — This subcommittee will work with staff to evaluate and discuss alternatives to the police base of operations located at the Southwest Station and related funding mechanisms. Related recommendations will be provided to the City Council by December 2025.
Private -Public Street Maintenance Ad Hoc Subcommittee — This subcommittee will consider policies, procedures and other items related to the acceptance of streets into the city -maintained street system for street maintenance, provide staff guidance for further research and document production as necessary, and make recommendations to the City Council regarding the same. Related recommendations will be provided to the City Council by December 2025.
Promenade in Temecula Ad Hoc Subcommittee — This subcommittee would provide direction and review of any potential development applications associated with the City's regional mall in 2025.
Related recommendations will be provided to the City Council by December 2025.
Public Recognitions Ad Hoc Subcommittee — This subcommittee reviews applications from the community to recognize various residents and businesses by providing them with a distinguished award of honor and/or other recognition beyond standard recognitions. The subcommittee will meet in September/October to review the annual nominations. Related recommendations will be provided to the City Council by December 2025.
Public Safety Ad Hoc Subcommittee — This subcommittee will work with staff to evaluate and discuss the City's public safety operations, opportunities for efficiencies, and other related matters that arise in 2025. Related recommendations will be provided to the City Council by December 2025.
Roripaugh Ranch (aka Sommers Bend) Ad Hoc Subcommittee — This subcommittee will monitor and report on the issues affecting the community facility district bonds, and development issues affecting the Roripaugh Ranch Specific Plan and the development now known as Sommers Bend. The term of this subcommittee is through the build out of the Roripaugh Ranch Specific Plan.
Seraphina Property (aka Oak Creek) Ad Hoc Subcommittee — This subcommittee will provide staff direction on development proposals at the property located on the northeast corner of Joseph Road and Nicolas Road. The term of this subcommittee is through the completion and buildout of the project.
SeFV!Ge Level Assessments Ad HGG SLjbGGFnFn5ttee This subGOMmittee will provide staff direGtOOR outreaGh and reGOMmendations to the full City GounGil. The term of this subGOMmittee will be through the eomple#inn of the Preposition 218 preeess in Deeemher 2 �.
Strategic Fiscal Planning Ad Hoc Subcommittee —This subcommittee will provide direction regarding fiscal policies and strategies related to new revenue streams, user fees, and related cost studies
pursuant to Council policy a new User Fee Study. Related recommendations will be provided to the City Council by December 2025.
Supportive Housing/Services Ad Hoc Subcommittee — This subcommittee will work with staff to identify and implement solutions to provide both housing and supportive services for families and individuals who meet the criteria of extremely low, very low and low income by evaluating affordable housing development opportunities utilizing remaining affordable housing bond proceeds. The term of this subcommittee is through the expenditure of the available Affordable Housing bond proceeds.
Traffic Signal Prioritization Ad Hoc Subcommittee — This subcommittee will provide staff guidance regarding the prioritization selection criterion for future traffic signal locations and to update and rank the existing traffic signal priority list pursuant to CAMUTCD traffic signal warrants. Related recommendations will be provided to the City Council by December 2025.
Trails / Open Space Ad Hoc Subcommittee — This subcommittee will provide direction on efforts underway to enhance and complete existing trails and connections, consider additional trail ways for multi -purpose use including equestrian, pedestrian, and cycling. This subcommittee also provides direction on potential annexations of areas within the City's Sphere of Influence and potential purchase of permanent open space property. Related recommendations will be provided to the City Council by December 2025.
TVE2 (Small Business Incubator) Ad Hoc Subcommittee —This subcommittee will evaluate policies and procedures related to incubator use, including the 2nd floor which is planned to become a regional Entrepreneurial Resource Center, a one -stop shop for business assistance. If requested, this subcommittee will also review applications from developing entrepreneurs for incubator use and selection in 2025-2026. Related recommendations will be provided to the City Council by December 2025.
Uptown Temecula Ad Hoc Subcommittee — This subcommittee will provide staff direction to analyze the potential urbanized extension of Old Town with increased commercial and corporate office opportunities, mixed use residential development, and the implementation of the Uptown Temecula Specific Plan and In -Lieu Road Fee. The term of this subcommittee is through the implementation and development of the Uptown Temecula Specific Plan.
Winchester Community Plan Ad Hoc Subcommittee - This subcommittee will provide direction on Riverside County's proposal to adopt the Winchester Community Plan and EIR (SCH 2O19049114) and amend the General Plan (GPA 1207), a project proposing 71,470 residential dwelling units with a projected population of 203,690 (located in the southwestern portion of the County, generally bound by unincorporated land and City of Hemet to the north and east, unincorporated land and City of Temecula on the south, and cities of Murrieta and Menifee to the west). The term of this subcommittee is through the adoption of the EIR and General Plan Amendment by the County.
REQUESTS TO SPEAK
"F r"""f REQUEST TO SPEAK
y°,A,lett;---7 CITY OF TEMECULA
1989 -
•
Date: j /Lli ._' ,G -
Public Comment Non-Agenda Item: X Agenda Item:
r') (I
Item Description or Item No. 0 k /\ '. '�--1l lL -)1 I:, '' �e,a1.. rr- Day Request to Speak forms for Public Comments or items listed on the Consent Calendar may be submitted to the City Clerk prior to the City Council commencing the Public Comment period. For all Public Hearing or Council Business items on the Agenda, a Request to Speak form may be submitted to the City Clerk prior to the City Council addressing that item. Once the speaker is called to speak, please come forward to the podium and state your name for the record.Name: P m`h --/> / Ib 3 t-(0m 14E� Phone Number:
Address:
Email address: `
If you are representing an organization or group, please give the name:
Please note that all information presented at a City Council meeting becomes public record.
All information provided is optional.
��� �� REQUEST TO SPEAK
• CITY OF TEMECULA
t989issit**C'1
Date: 01,-.1g—t: 06:7S
Public Comment: Non-Agenda Item. Agenda Item:
Item Description or Item No. S 0 l -CX.I iTr9✓Vl) 5 Wej-r-ckre /Live_A\ Look Request to Speak forms for Public Comments or items listed on the Consent Calendar may be submitted to the City Clerk prior to the City Council commencing the Public Comment period. For all Public Hearing or Council Business items on the Agenda, a Request to Speak form may be submitted to the City Clerk prior to the City Council addressing that item. Once the speaker is called to speak, please come forward to the podium and state your name for the reco d.
Name: OSPOlf, �,�JlCI l� Phone Number: ( • Address: `" , c4 29k Email address:
If you are representing an organization or group, pleas giv th name:
The kym'r,L,v) e 00 e pleas
(X-
r
Please note that all information presented at a City Council meeting becomes public record.
All information provided is optional.
°F iF"' REQUEST TO SPEAKI
,r4114
• , CITY OF TEMECULA
-1/ '' '"
lvx9 ( i rtil
Date: %C n /1-/ ) CO c—
'
J
Public Comment: Non-Agenda Item: Agenda
M Item: ��f
Item Description or Item No. L Vti'-1 O a / [ eri rfA ' "lV� Request to Speak forms for Public Comments or items listed on the Consent Calendar may be submitted to the City Clerk prior to the City Council commencing the Public Comment period. For all Public Hearing or Council Business items on the Agenda, a Request to Speak form may be submitted to the City Clerk prior to the City Council addressing that item. Once the speaker is called to speak, please come forward to the podium and state your name for the record. /
Name: /29t3r51 a // l mi M 7 4-Ai ko l q wa y Phone Number:
Address: . 7en1ec4.!r C �o2S / 0 Email address:
.h'E /-401(I� ?:s)71e Cen-Gr�
Please note that all information presented at a City Council meeting becomes public record.
All information provided is optional.
REQUEST TO SPEAK
011%10
4940,10 .� CITY OF TEMECULA
1989
Date: 1)1
Public Comment: Non-Agenda Item: Agenda Item:
Item Description or Item No.
Request to Speak forms for Public Comments or items listed on the Consent Calendar may be submitted to the City Clerk prior to the City Council commencing the Public Comment period. For all Public Hearing or Council Business items on the Agenda, a Request to Speak form may be submitted to the City Clerk prior to the City Council addressing that item. Once the speaker is called to speak, please come forward to the podium and state your name for the record
1 Address:
Email address:
If you are representing an organization or group, please give the nan. tiq CkAo 504A64--TecAA
Please note that all information presented at a City Council meeting becomes public record.
All information provided is optional.
ir— REQUEST TO SPEAK
CITY OF TEMECULA
1489 ► 1 ) : . ' 3
� Date:
Public Comment: Non-Agenda Item: Agenda Item: 1-1 Item Description or Item No. ' Fhl vV��
Request to Speak forms for Public Comments or items listed on the Consent Calendar may be submitted to the City Clerk prior to the City Council commencing the Public Comment period. For all Public Hearing or Council Business items on the Agenda, a Request to Speak form may be submitted to the City Clerk prior to the City Council addressing that item. Once the speaker is called to speak, please come forward to the podium and state your name for the record.
Name: C L. ,--1 /--fiVR6O Phone Number:
Address , ) / Vi G 1 u vl l / q R- , Email address:
If you are representing an organization or group, please give the name:
Please note that all information presented at a City Council meeting becomes public record.
All information provided is optional.
REQUEST TO SPEAK
,► �j�� .,� CITY OF TEMECULA
Date:
Public Comment: Non-Agenda Item: 14-1 Agenda Item:
Item Description or Item No.
Request to Speak forms for Public Comments or items listed on the Consent Calendar may be submitted to the City Clerk prior to the City Council commencing the Public Comment period. For all Public Hearing or Council Business items on the Agenda, a Request to Speak form may be submitted to the City Clerk prior to the City Council addressing that item. Once the speaker is called to speak, please come forward to the podium and state your name for the record.
Name: 1 a-Jeq z Phone Number:
Address:
Email address:
If you are representing an organization or group, please give the name:
Please note that all information presented at a City Council meeting becomes public record.
All information provided is optional.