AGENDA REGULAR MEETING OF THE LAKEPORT CITY COUNCIL (ALSO MEETS AS THE CITY OF LAKEPORT MUNICIPAL SEWER DISTRICT, THE LAKEPORT INDUSTRIAL
DEVELOPMENT AUTHORITY, THE MUNICIPAL FINANCING AGENCY OF LAKEPORT and THE SUCCESSOR AGENCY TO THE FORMER LAKEPORT REDEVELOPMENT AGENCY) Tuesday, May 7, 2019 City Council Chambers, 225 Park Street, Lakeport, California 95453 Any person may speak for three (3) minutes on any agenda item; however, total public input per item is not to exceed 15 minutes, extended at the discretion of the City Council. This rule does not apply to public hearings. Non-timed items may be taken up at any unspecified time. CLOSED SESSION: 5:30 p.m. 1. Conference with Labor Negotiator (Gov. Code § 54957.6) Employee Group: Unrepresented Management Negotiators: Administrative Services Director Buendia
I. CALL TO ORDER & ROLL CALL: 6:00 p.m. II. PLEDGE OF ALLEGIANCE: III. ACCEPTANCE OF AGENDA/ URGENCY ITEMS: Move to accept agenda as posted, or move to add or delete items. To add item, Council is required to make a majority decision that an urgency exists (as defined in the Brown Act) and a 2/3rds determination that the need to take action arose subsequent to the Agenda being posted. IV. CONSENT AGENDA: The following Consent Agenda items are expected to be routine and noncontroversial. They will be acted upon by the Council at one time without any discussion. Any Council Member may request that any item be removed from the Consent Agenda for discussion under the regular Agenda. Removed items will be considered following the Consent Calendar portion of this agenda. A. Ordinances: Waive reading except by title, of any ordinances under consideration at this meeting for either introduction or passage per Government Code Section 36934. B. Minutes: Approve minutes of the City Council regular meeting of April 16, 2019. C. Warrants: Approve the warrant register of April 30, 2019. D. Renew Emergency Resolution: Confirm the continuing existence of a local emergency for the Mendocino Mendocino Complex Fire Complex Fire.
E. Renew Emergency Resolution: February Confirm the continuing existence of a local emergency for the February 2019 2019 Storms Storms.
F. Application 2019-013: Approve event application 2019-003, with staff recommendations, for the 2019 Rhythm and Brews event.
G. Application 2019-012: Approve the Lakeport Criterium event application and agreement between the City of Lakeport and Main Street Elite Cycling and require event staff to continue to meet with city staff to ensure that all concerns and requirements are met prior to the event.
H. Application 2019-014: Approve event application 2019-014, with staff recommendations, for the 2019 Cardboard and Duct Tape Regatta.
I. Application 2019-016: Approve event application 2019-016, with staff recommendations, for the 2019 Memorial Day Parade.
J. Retention Schedule: Adopt the proposed resolution adopting a records retention schedule, and authorizing destruction of certain City records and rescinding Resolution No. 2698 (2019).
K. Measure Z Advisory Committee (MZAC): Receive and file the draft minutes of the regular meeting of April 17, 2019. City Council Agenda of May 7, 2019 Page 2
L. Contract Amendment: Approve Amendment #3 to Agreement for Services between the City of Lakeport and Margaret Silveira.
V. PUBLIC PRESENTATIONS/REQUESTS: A. Public Input: Any person may speak for 3 minutes about any subject within the authority of the City Council, provided that the subject is not already on tonight’s agenda. Persons wishing to address the City Council are required to complete a Citizen’s Input form and submit it to the City Clerk prior to the meeting being called to order. While not required, please state your name and address for the record. NOTE: Per Government Code §54954.3(a), the City Council cannot take action or express a consensus of approval or disapproval on any public comments regarding matters which do not appear on the printed agenda.
B. Proclamation: Presentation of a Proclamation designating May 12-18, 2018 as Police Week, and publicly saluting the service of law enforcement officers in our community and in communities across the nation
C. Presentation: Presentation of Council Certificate of Recognition to Lakeport Police Officer Casey DeBolt in recognition for his efforts to stem drunk driving in our community.
D. Proclamation: Mayor Barnes to present a Proclamation declaring May 18 through May 24, 2019 as National Safe Boating Week in Lake County. E. Presentation: Herman Hernandez from PG&E will give a presentation regarding the utility’s Wildland Fire Mitigation Plan. VI. COUNCIL BUSINESS: A. City Clerk: 1. Appointment: Appoint one Council Member as the City of Lakeport representative to the Lake County Airport Land Use Commission Board of Directors. 2. Clean Water Management Appoint one Councilmember as the designated representative from the City of Program: Lakeport to the Program Management Council and one Councilmember as alternate. B. City Manager 1. Contract Award: Award a construction contract to Bridges Construction for the City Hall Remodel Project. VII. CITY COUNCIL COMMUNICATIONS: A. Miscellaneous Reports, if any: VII. ADJOURNMENT: Materials related to an item on this Agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerk’s Office at 225 Park Street, Lakeport, California, during normal business hours. Such documents are also available on the City of Lakeport’s website, www.cityoflakeport.com, subject to staff’s ability to post the documents before the meeting. The City of Lakeport, in complying with the Americans with Disabilities Act (ADA), requests individuals who require special accommodations to access, attend and/or participate in the City meeting due to disability, to please contact the City Clerk’s Office, (707) 263-5615, 72 hours prior to the scheduled meeting to ensure reasonable accommodations are provided.
______Hilary Britton, Deputy City Clerk MINUTES REGULAR MEETING OF THE LAKEPORT CITY COUNCIL (ALSO MEETS AS THE CITY OF LAKEPORT MUNICIPAL SEWER DISTRICT, THE LAKEPORT INDUSTRIAL DEVELOPMENT AUTHORITY, THE MUNICIPAL FINANCING AGENCY OF LAKEPORT and THE SUCCESSOR AGENCY TO THE FORMER LAKEPORT REDEVELOPMENT AGENCY) Tuesday, April 16, 2019 City Council Chambers, 225 Park Street, Lakeport, California 95453
CLOSED SESSION: Mayor Barnes called the meeting to order at 5:30 p.m. Mayor Barnes adjourned the meeting to closed session at 5:30 p.m. to discuss the following: 1. Conference with Labor Negotiator (Gov. Code § 54957.6) Unrepresented Employee: City Manager City Negotiators: Council Members Mattina and Turner 2. Conference with Real Property Negotiator (Gov. Code § 54956.8) APN: 025-601-04 Address: 810 Main Street City Negotiator: City Manager Silveira Negotiating Party: George Hotaling Under Negotiation: Price and Terms of Payment
Report out of Closed Session: There was no reportable action out of Closed Session. I. CALL TO ORDER & ROLL CALL: Mayor Pro Tem Spurr called the meeting to order at 6:00 p.m. with Council Members Mattina, Parlet, Spurr, and Turner present. Mayor Barnes was absent. (Mayor Barnes left the meeting due to illness.) II. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Chief Rasmussen. III. ACCEPTANCE OF AGENDA/ URGENCY ITEMS: A motion was made by Council Member Turner, seconded by Council Member Mattina, and unanimously carried by voice vote to accept the agenda as posted. IV. CONSENT AGENDA: The following Consent Agenda items are expected to be routine and noncontroversial. They will be acted upon by the Council at one time without any discussion. Any Council Member may request that any item be removed from the Consent Agenda for discussion under the regular Agenda. Removed items will be considered following the Consent Calendar portion of this agenda. A. Ordinances: Waive reading except by title, of any ordinances under consideration at this meeting for either introduction or passage per Government Code Section 36934. B. Minutes: Approve minutes of the City Council regular meeting of April 2, 2019. C. Renew Emergency Resolution: Confirm the continuing existence of a local emergency for the Mendocino Mendocino Complex Fire Complex Fire.
D. Renew Emergency Resolution: February Confirm the continuing existence of a local emergency for the February 2019 2019 Storms Storms.
E. Application WP 2019-001: Approve event application WP 2019-001, with staff recommendations, for the 2019 Grillin’ on the Green event.
F. Application 2019-015: Approve event application 2019-015, with staff recommendations, for the 2019 Library Park Farmer’s Market.
H. Contract: Approve the agreement with the Lake County Tourism Improvement District for administrative services and authorize the Mayor to sign the agreement.
I. Personnel Request: Authorize staff to temporarily fill a Police Sergeant position with a Police Officer but leave position budgeted as Sergeant. City Council Minutes of April 16, 2019 Page 2
J. Out-of-State Travel: Authorize the out of state travel as requested by the City Manager and Community Development Director to attend RECon – the Global Retail Real Estate Convention in Las Vegas, Nevada May 20-21, 2019
Vote on Consent Agenda: A motion was made by Council Member Mattina, seconded by Council Member Parlet, and unanimously carried by voice vote, with Mayor Barnes absent, to accept the Consent Agenda, items A-J. V. PUBLIC PRESENTATIONS/REQUESTS: A. Public Input: There was no input provided by the public.
B. Proclamation: Council Member Turner presented a Proclamation declaring April 2019 as Sexual Assault Awareness Month to representatives of Lake Family Resource Center.
C. Proclamation: Council Member Turner presented a Proclamation declaring April as Child Abuse Prevention Month to representatives of Lake Family Resource Center. VI. COUNCIL BUSINESS: A. Police Chief 1. Police Quarterly Stats: A staff report was presented by Chief of Police Rasmussen and police statistics presented to the City Council. A motion was made by Council Member Mattina, seconded by Council Member Turner, and unanimously carried by voice vote, with Mayor Barnes absent, to receive and file the police statistics report for the first quarter of 2019. 2. SB 230 and AB 392 The staff report was presented by Chief of Police Rasmussen. Michael Green asked a question about AB392. A motion was made by Council Member Mattina, seconded by Council Member Turner, and unanimously carried by voice vote, with Mayor Barnes absent, to support SB230 and oppose AB392; approve a resolution and direct the Mayor to sign a letter to be sent to appropriate members of the California Assembly and Senate. B. Community Development Director 1. Clean Water Agreement The staff report was presented by Community Development Director Ingram. A motion was made by Council Member Parlet, seconded by Council Member Mattina, and unanimously carried by voice vote, with Mayor Barnes absent, to adopt the Agreement Providing for Implementation and Maintenance of the Lake County Clean Water Program. Council directed staff to bring back this item to the next meeting to appoint a representative and alternate to this Program. C. City Manager 1. Summer Concerts: The staff report was presented by City Manager Silveira. Shawn Beken, Market Manager for BiCoastal Media was available to answer questions of the City Council.
A motion was made by Council Member Turner, seconded by Council Member Mattina, and unanimously carried by voice vote, with Mayor Barnes absent, to approve the addendum to the BiCoastal Media 2017-19 concert series contract allowing food service area and wine tasting garden with the appropriate insurance coverage. D. Public Works Director 1. Utility Vehicle Purchase: The staff report was presented by Public Works Director Grider. City Council Minutes of April 16, 2019 Page 3
A motion was made by Council Member Mattina, seconded by Council Member Turner, and unanimously carried by voice vote, with Mayor Barnes absent, to authorize the City Manager to sign purchase order and supporting documents for the procurement of one truck for the Public Works Department. 2. SB 1 Project List: The staff report was presented by Public Works Director Grider. A motion was made by Council Member Parlet, seconded by Council Member Turner, and unanimously carried by voice vote, with Mayor Barnes absent, to adopt the proposed resolution approving the City of Lakeport SB 1 Project List for fiscal year 2019-20 and direct staff to submit to the California Transportation Commission. VII. CITY COUNCIL COMMUNICATIONS: A. Miscellaneous Reports, if any: City Manager Silveira gave no report. City Attorney Ruderman gave no report. Public Works Director Grider gave no report. Finance Director Walker gave no report. Chief Rasmussen stated that REMIF did an excellent job on the Police Chief's training last week. Fifty-five more officers were trained at the active shooter training at the high school recently. Community Development Director Ingram announced a public outreach meeting for the Prop 68 Parklands Grant to be held on Thursday, April 18th. Administrative Services Director/City Clerk Buendia gave no report. Mayor Barnes was absent. Council Member Parlet spoke about the lack of referees and umpires due to unsportsmanlike conduct which he compared to some of the issues the Police are dealing with. Council Member Mattina gave no report. Council Member Spurr attended the League of California Cities legislative days in Sacramento, and encouraged the public to attend on April 24th. Council Member Turner invited the meeting attendees to the chili cook off at the Senior Center on Saturday, April 27th. VII. ADJOURNMENT: A motion was made by Council Member Mattina, seconded by Council Member Parlet, and unanimously carried by voice vote to adjourn the meeting at 7:17 p.m.
______George Spurr, Mayor Pro Tem Attest:
______Kelly Buendia, City Clerk CITY OF LAKEPORT Over 125 years of community pride, progress and service
5/1/2019
I hereby certify that the attached list of warrants has been audited, extensions are proper, purchase orders have been issued, and department heads have been given the opportunity to review and sign claim forms.
______Nicholas Walker Finance Director
225 PARK STREET • LAKEPORT, CALIFORNIA 95453 • TELEPHONE (707) 263-5615 • FAX (707) 263-8584
Bank Transaction Report Lakeport Transaction Detail Issued Date Range: 03/29/2019 - 04/30/2019 Cleared Date Range: -
Issued Cleared Date Date Number Description Module Status Type Amount Bank Account: 15-0352000798 - POOLED CASH BANK 03/29/2019 55000 LPOA Accounts Payable Outstanding Check -150.00 03/29/2019 55001 NATIONWIDE RETIREMENT SOLUTION Accounts Payable Outstanding Check -1,015.00 03/29/2019 55002 VALIC - C/O JP MORGAN CHASE Accounts Payable Outstanding Check -2,450.00 03/29/2019 DFT0001240 CALPERS Accounts Payable Outstanding Bank Draft -2,055.65 03/29/2019 DFT0001241 CALPERS Accounts Payable Outstanding Bank Draft -2,079.79 03/29/2019 DFT0001242 CALPERS Accounts Payable Outstanding Bank Draft -2,358.37 03/29/2019 DFT0001243 CALPERS Accounts Payable Outstanding Bank Draft -2,581.77 03/29/2019 DFT0001244 CALPERS Accounts Payable Outstanding Bank Draft -3,961.68 03/29/2019 DFT0001245 CALPERS Accounts Payable Outstanding Bank Draft -5,253.65 03/29/2019 DFT0001246 CALPERS Accounts Payable Outstanding Bank Draft -986.07 03/29/2019 DFT0001247 CALPERS Accounts Payable Outstanding Bank Draft -2,046.32 03/29/2019 DFT0001248 CALPERS Accounts Payable Outstanding Bank Draft -47.43 03/29/2019 DFT0001249 CALPERS Accounts Payable Outstanding Bank Draft -7.64 03/29/2019 DFT0001250 IRS Accounts Payable Outstanding Bank Draft -3,650.92 03/29/2019 DFT0001251 CA EMP DEVELOPMENT DEPT Accounts Payable Outstanding Bank Draft -3,973.20 03/29/2019 DFT0001252 CA EMP DEVELOPMENT DEPT Accounts Payable Outstanding Bank Draft -1,258.95 03/29/2019 DFT0001253 IRS Accounts Payable Outstanding Bank Draft -12,014.51 03/29/2019 DFT0001254 IRS Accounts Payable Outstanding Bank Draft -210.80 04/04/2019 55047 RELIANCE TRAILERS Accounts Payable Outstanding Check -616.96 04/04/2019 55048 LAKEPORT DISPOSAL, INC. Accounts Payable Outstanding Check -47,639.49 04/12/2019 55049 AFLAC Accounts Payable Outstanding Check -802.47 04/12/2019 55050 CA STATE DISBURSEMENT UNIT Accounts Payable Outstanding Check -466.67 04/12/2019 55051 LAKEPORT EMPLOYEE'S ASSOC Accounts Payable Outstanding Check -375.00 04/12/2019 55052 LPOA Accounts Payable Outstanding Check -460.00 04/12/2019 55053 NATIONWIDE RETIREMENT SOLUTION Accounts Payable Outstanding Check -1,015.00 04/12/2019 55054 VALIC - C/O JP MORGAN CHASE Accounts Payable Outstanding Check -2,594.75 04/12/2019 55055 ALPHA ANALYTICAL LABORATORIES Accounts Payable Outstanding Check -1,797.00 04/12/2019 55056 Void Check Accounts Payable Voided Check 0.00 04/12/2019 55057 ARAMARK UNIFORM SERVICES Accounts Payable Outstanding Check -33.21 04/12/2019 55058 AT&T Accounts Payable Outstanding Check -503.13 04/12/2019 55059 AT&T CALNET3 Accounts Payable Outstanding Check -1,234.69 04/12/2019 55060 B.W.S. DISTRIBUTORS, INC. Accounts Payable Outstanding Check -4,824.87 04/12/2019 55061 BAILEY'S, INC. Accounts Payable Outstanding Check -832.93 04/12/2019 55062 BB&T GOVERNMENTAL FINANCE Accounts Payable Outstanding Check -30,996.00 04/12/2019 55063 CARTEGRAPH SYSTEMS, INC. Accounts Payable Outstanding Check -2,409.75 04/12/2019 55064 CLEARLAKE REDI-MIX INC. Accounts Payable Outstanding Check -3,036.73
5/1/2019 3:29:05 PM Page 1 of 7 Bank Transaction Report Issued Date Range: - Issued Cleared Date Date Number Description Module Status Type Amount 04/12/2019 55065 COLANTUANO, HIGHSMITH & Accounts Payable Outstanding Check -11,118.88 04/12/2019 55066 COMMUNITY DEVELOPMENT SERVICES Accounts Payable Outstanding Check -2,375.00 04/12/2019 55067 COUNTY OF LAKE-ANIMAL CONTROL Accounts Payable Outstanding Check -313.00 04/12/2019 55068 DEEP VALLEY SECURITY Accounts Payable Outstanding Check -237.90 04/12/2019 55069 ENERGY SYSTEMS Accounts Payable Outstanding Check -137.23 04/12/2019 55070 ENTERPRISE - EAN SERVICES, LLC Accounts Payable Outstanding Check -79.97 04/12/2019 55071 ENTERRA ENVIRONMENTAL Accounts Payable Outstanding Check -2,463.00 04/12/2019 55072 EUREKA OXYGEN COMPANY Accounts Payable Outstanding Check -47.22 04/12/2019 55073 FED EX Accounts Payable Outstanding Check -30.93 04/12/2019 55074 FERRELLGAS Accounts Payable Outstanding Check -2,785.14 04/12/2019 55075 GRAINGER Accounts Payable Outstanding Check -596.45 04/12/2019 55076 HILARY BRITTON Accounts Payable Outstanding Check -36.90 04/12/2019 55077 IMAGE SALES, INC. Accounts Payable Outstanding Check -47.96 04/12/2019 55078 INTERSTATE BATTERY SYSTEM Accounts Payable Outstanding Check -412.32 04/12/2019 55079 JJACPA, INC. Accounts Payable Outstanding Check -5,125.00 04/12/2019 55080 JOHN PARKER Accounts Payable Outstanding Check -1,500.00 04/12/2019 55081 LAKE COUNTY ELECTRIC SUPPLY Accounts Payable Outstanding Check -1,145.66 04/12/2019 55082 LAKE COUNTY NEWS Accounts Payable Outstanding Check -1,200.00 04/12/2019 55083 LAKE COUNTY RECORD-BEE Accounts Payable Outstanding Check -166.66 04/12/2019 55084 LAKE COUNTY WASTE SOLUTIONS Accounts Payable Outstanding Check -212.74 04/12/2019 55085 LAKEPORT CAMPER & TRUCK Accounts Payable Outstanding Check -763.38 04/12/2019 55086 LEXIS NEXIS RISK SOLUTIONS Accounts Payable Outstanding Check -30.00 04/12/2019 55087 MC MASTER-CARR SUPPLY CO. Accounts Payable Outstanding Check -709.95 04/12/2019 55088 MEDIACOM Accounts Payable Outstanding Check -1,270.90 04/12/2019 55089 NETWORK INNOVATIONS, INC. Accounts Payable Outstanding Check -104.00 04/12/2019 55090 NFP NATIONAL ACCOUNT SERVICES Accounts Payable Outstanding Check -1,059.41 04/12/2019 55091 NHA ADVISORS Accounts Payable Outstanding Check -9,150.00 04/12/2019 55092 NOR-CAL TELECOM Accounts Payable Outstanding Check -90.00 04/12/2019 55093 NUSO Accounts Payable Outstanding Check -245.73 04/12/2019 55094 OE PUBLIC & MISC EE'S Accounts Payable Outstanding Check -14,256.00 04/12/2019 55095 OLDCASTLE PRECAST INC. Accounts Payable Outstanding Check -3,636.25 04/12/2019 55096 O'REILLY AUTO PARTS Accounts Payable Outstanding Check -251.13 04/12/2019 55097 OWEN EQUIPMENT SALES Accounts Payable Outstanding Check -2,019.65 04/12/2019 55098 PACE ENGINEERING, INC. Accounts Payable Outstanding Check -2,311.00 04/12/2019 55099 PACE SUPPLY #03391-00 Accounts Payable Outstanding Check -1,251.18 04/12/2019 55100 PEOPLE SERVICES, INC. Accounts Payable Outstanding Check -380.00 04/12/2019 55101 PETERSON Accounts Payable Outstanding Check -151.08 04/12/2019 55102 PG&E Accounts Payable Outstanding Check -36,078.72 04/12/2019 55103 PG&E CUSTOMER FUND MGMT PPC Accounts Payable Outstanding Check -9.80 04/12/2019 55103 PG&E CUSTOMER FUND MGMT PPC Reversal Accounts Payable Outstanding Check Reversal 9.80 04/12/2019 55104 PITNEY BOWES - SUPPLIES Accounts Payable Outstanding Check -195.75 04/12/2019 55105 PLAZA PAINT & SUPPLIES Accounts Payable Outstanding Check -956.28 04/12/2019 55106 POLESTAR COMPUTERS Accounts Payable Outstanding Check -2,582.46
5/1/2019 3:29:05 PM Page 2 of 7 Bank Transaction Report Issued Date Range: - Issued Cleared Date Date Number Description Module Status Type Amount 04/12/2019 55107 PRECISION WIRELESS SERVICE Accounts Payable Outstanding Check -10,600.00 04/12/2019 55108 PRENTICE, LONG & EPPERSON Accounts Payable Outstanding Check -264.00 04/12/2019 55109 PRINTING SYSTEMS Accounts Payable Outstanding Check -192.54 04/12/2019 55110 R.S. HUGHES Accounts Payable Outstanding Check -24.23 04/12/2019 55111 RAINBOW AGRICULTURAL SERVICES Accounts Payable Outstanding Check -45.67 04/12/2019 55112 REDWOOD COAST FUELS Accounts Payable Outstanding Check -119.33 04/12/2019 55113 RICH-TED TRUCKING, INC. Accounts Payable Outstanding Check -660.00 04/12/2019 55114 RICOH, USA Accounts Payable Outstanding Check -1,121.35 04/12/2019 55115 ROBERT KELLEY Accounts Payable Outstanding Check -2,280.43 04/12/2019 55116 ROGER WHEELER Accounts Payable Outstanding Check -260.00 04/12/2019 55117 ROSS RECREATION EQUIPMENT, INC Accounts Payable Outstanding Check -2,100.38 04/12/2019 55118 ROY HASTINGS Accounts Payable Outstanding Check -2,000.00 04/12/2019 55119 SAFETY-KLEEN CORPORATION Accounts Payable Outstanding Check -240.20 04/12/2019 55120 SHN CONSULTING ENGINEERS & GEO Accounts Payable Outstanding Check -561.25 04/12/2019 55121 SHRED-IT USA LLC Accounts Payable Outstanding Check -58.89 04/12/2019 55122 STANDARD PRINTING COMPANY Accounts Payable Outstanding Check -1,139.77 04/12/2019 55123 STAPLES BUSINESS CREDIT Accounts Payable Outstanding Check -984.76 04/12/2019 55124 STAPLES CREDIT PLAN Reversal Accounts Payable Outstanding Check Reversal 120.54 04/12/2019 55124 STAPLES CREDIT PLAN Accounts Payable Outstanding Check -120.54 04/12/2019 55125 STEVE TORRIGINO Accounts Payable Outstanding Check -550.00 04/12/2019 55126 SUTTER LAKESIDE HOSPITAL Accounts Payable Outstanding Check -25.00 04/12/2019 55127 SYAR INDUSTRIES, INC. Accounts Payable Outstanding Check -1,578.04 04/12/2019 55128 THATCHER COMPANY OF CA., INC. Accounts Payable Outstanding Check -3,367.91 04/12/2019 55129 THE UPS STORE #5161 Accounts Payable Outstanding Check -334.61 04/12/2019 55130 THE WORKS INC/MLS - LSQ FUNDING GROUP Accounts Payable Outstanding Check -3,360.28 04/12/2019 55131 TIRE HUB Accounts Payable Outstanding Check -533.88 04/12/2019 55132 TRI-CITIES ANSWERING SERVICE Accounts Payable Outstanding Check -183.60 04/12/2019 55133 U.S. BANK Accounts Payable Outstanding Check -8,904.77 04/12/2019 55134 UNIVAR USA INC. Accounts Payable Outstanding Check -4,837.72 04/12/2019 55135 US POSTMASTER - ARIZONA Accounts Payable Outstanding Check -1,852.35 04/12/2019 55136 VALLEY TOXICOLOGY SERVICES INC Accounts Payable Outstanding Check -340.00 04/12/2019 55137 VERIZON WIRELESS Accounts Payable Outstanding Check -434.66 04/12/2019 55138 WEST CONSULTANTS, INC. Accounts Payable Outstanding Check -2,006.25 04/12/2019 55139 WESTGATE PETROLEUM CO., INC. Accounts Payable Outstanding Check -3,985.76 04/12/2019 55140 WILLDAN FINANCIAL SERVICES Accounts Payable Outstanding Check -1,840.80 04/12/2019 DFT0001256 CALPERS Accounts Payable Outstanding Bank Draft -1,955.39 04/12/2019 DFT0001257 CALPERS Accounts Payable Outstanding Bank Draft -1,978.37 04/12/2019 DFT0001258 CALPERS Accounts Payable Outstanding Bank Draft -2,282.63 04/12/2019 DFT0001259 CALPERS Accounts Payable Outstanding Bank Draft -2,498.85 04/12/2019 DFT0001260 CALPERS Accounts Payable Outstanding Bank Draft -4,034.10 04/12/2019 DFT0001261 CALPERS Accounts Payable Outstanding Bank Draft -5,349.69 04/12/2019 DFT0001262 CALPERS Accounts Payable Outstanding Bank Draft -986.07 04/12/2019 DFT0001263 CALPERS Accounts Payable Outstanding Bank Draft -2,046.32
5/1/2019 3:29:05 PM Page 3 of 7 Bank Transaction Report Issued Date Range: - Issued Cleared Date Date Number Description Module Status Type Amount 04/12/2019 DFT0001264 CALPERS Accounts Payable Outstanding Bank Draft -45.57 04/12/2019 DFT0001265 CALPERS Accounts Payable Outstanding Bank Draft -7.64 04/12/2019 DFT0001266 IRS Accounts Payable Outstanding Bank Draft -3,377.30 04/12/2019 DFT0001267 CA EMP DEVELOPMENT DEPT Accounts Payable Outstanding Bank Draft -3,627.43 04/12/2019 DFT0001268 CA EMP DEVELOPMENT DEPT Accounts Payable Outstanding Bank Draft -1,164.54 04/12/2019 DFT0001269 IRS Accounts Payable Outstanding Bank Draft -10,919.83 04/12/2019 DFT0001270 IRS Accounts Payable Outstanding Bank Draft -166.16 04/16/2019 55141 RETAIL STRATEGIES, LLC. Accounts Payable Outstanding Check -6,500.00 04/18/2019 55142 DEPT OF INDUSTRIAL RELATIONS Accounts Payable Outstanding Check -1,370.00 04/18/2019 55143 LAKEPORT DISPOSAL, INC. Accounts Payable Outstanding Check -31,163.70 04/25/2019 55155 COUNTY OF LAKE Accounts Payable Outstanding Check -2,404.75 04/25/2019 55156 COUNTY OF LAKE Accounts Payable Outstanding Check -2,404.75 04/26/2019 55148 AFLAC Accounts Payable Outstanding Check -802.47 04/26/2019 55149 CA STATE DISBURSEMENT UNIT Accounts Payable Outstanding Check -507.74 04/26/2019 55150 LAKEPORT EMPLOYEE'S ASSOC Accounts Payable Outstanding Check -375.00 04/26/2019 55151 LEGALSHIELD Accounts Payable Outstanding Check -221.30 04/26/2019 55152 LPOA Accounts Payable Outstanding Check -460.00 04/26/2019 55153 NATIONWIDE RETIREMENT SOLUTION Accounts Payable Outstanding Check -1,015.00 04/26/2019 55154 VALIC - C/O JP MORGAN CHASE Accounts Payable Outstanding Check -2,644.75 04/26/2019 55157 ACE OF DIAMOND PRODUCTS Accounts Payable Outstanding Check -183.76 04/26/2019 55158 ADAMS ASHBY GROUP, LLC. Accounts Payable Outstanding Check -2,530.00 04/26/2019 55159 ALPHA ANALYTICAL LABORATORIES Accounts Payable Outstanding Check -617.00 04/26/2019 55160 AmWINS GROUP BENEFITS, INC. Accounts Payable Outstanding Check -18,368.24 04/26/2019 55161 ARAMARK UNIFORM SERVICES Accounts Payable Outstanding Check -11.07 04/26/2019 55162 AT&T Accounts Payable Outstanding Check -151.20 04/26/2019 55163 B & B INDUSTRIAL SUPPLY, INC. Accounts Payable Outstanding Check -3,812.42 04/26/2019 55164 BADGER METER Accounts Payable Outstanding Check -780.00 04/26/2019 55165 CHRISP COMPANY Accounts Payable Outstanding Check -15,501.90 04/26/2019 55166 CLEAR LAKE AUTO GLASS Accounts Payable Outstanding Check -187.40 04/26/2019 55167 COUNTY OF LAKE - INFO TECH Accounts Payable Outstanding Check -2,355.50 04/26/2019 55168 COUNTY OF LAKE-AUDITOR Accounts Payable Outstanding Check -218,239.66 04/26/2019 55169 DALE STOEBE Accounts Payable Outstanding Check -251.00 04/26/2019 55170 DAVIS TIRE & AUTO REPAIR Accounts Payable Outstanding Check -240.00 04/26/2019 55171 DEPT OF JUSTICE Accounts Payable Outstanding Check -513.00 04/26/2019 55172 DEPT OF MOTOR VEHICLES Accounts Payable Outstanding Check -52.00 04/26/2019 55173 DEPT OF WATER RESOURCES Accounts Payable Outstanding Check -13,980.00 04/26/2019 55174 DOUG GRIDER Accounts Payable Outstanding Check -233.00 04/26/2019 55175 DUDE SOLUTIONS, INC Accounts Payable Outstanding Check -6,506.25 04/26/2019 55176 DUNKEN PUMPS Accounts Payable Outstanding Check -15.92 04/26/2019 55177 ENTERPRISE - EAN SERVICES, LLC Accounts Payable Outstanding Check -38.78 04/26/2019 55178 FED EX Accounts Payable Outstanding Check -83.79 04/26/2019 55179 FERRELLGAS Accounts Payable Outstanding Check -55.37 04/26/2019 55180 FOSTER MORRISON CONSULTING, LTD. Accounts Payable Outstanding Check -9,180.00
5/1/2019 3:29:05 PM Page 4 of 7 Bank Transaction Report Issued Date Range: - Issued Cleared Date Date Number Description Module Status Type Amount 04/26/2019 55181 G & G PRINTING SERVICES Accounts Payable Outstanding Check -647.06 04/26/2019 55182 HACH CHEMICAL COMPANY Accounts Payable Outstanding Check -242.14 04/26/2019 55183 HOWELL CONSULTING, INC Accounts Payable Outstanding Check -800.00 04/26/2019 55184 ICMA Accounts Payable Outstanding Check -1,056.00 04/26/2019 55185 INDUSTRIAL ELECTRIC MOTORS Accounts Payable Outstanding Check -2,002.61 04/26/2019 55186 INTERNATIONAL CODE COUNCIL INC Accounts Payable Outstanding Check -750.65 04/26/2019 55187 INTERSTATE BATTERY SYSTEM Accounts Payable Outstanding Check -80.75 04/26/2019 55188 JOHN HAMNER Accounts Payable Outstanding Check -90.00 04/26/2019 55189 JONES TOWING Accounts Payable Outstanding Check -150.00 04/26/2019 55190 KELSEYVILLE TNT MINI STORAGE Accounts Payable Outstanding Check -415.00 04/26/2019 55191 KEVIN M. INGRAM Accounts Payable Outstanding Check -45.12 04/26/2019 55192 LAKE COUNTY ELECTRIC SUPPLY Accounts Payable Outstanding Check -66.14 04/26/2019 55193 LAKE COUNTY LOCK & SAFE Accounts Payable Outstanding Check -465.83 04/26/2019 55194 LAKE COUNTY NEWS Accounts Payable Outstanding Check -169.00 04/26/2019 55195 LAKEPORT FAMILY ASSOCIATES, a Ca LP Accounts Payable Outstanding Check -1,486,306.00 04/26/2019 55196 LEAGUE OF CALIFORNIA CITIES Accounts Payable Outstanding Check -4,300.00 04/26/2019 55197 LEE'S SPORTING GOODS Accounts Payable Outstanding Check -108.75 04/26/2019 55198 LINDA SOBIERAJ Accounts Payable Outstanding Check -180.00 04/26/2019 55199 MAGIC INTERIORS Accounts Payable Outstanding Check -240.24 04/26/2019 55200 MARSH USA, INC Accounts Payable Outstanding Check -2,800.39 04/26/2019 55201 MENDO MILL & LUMBER CO. Accounts Payable Outstanding Check -1,097.11 04/26/2019 55202 MICHELLE HUMPHREY Accounts Payable Outstanding Check -136.17 04/26/2019 55203 MYERS STEVENS & TOOHEY & CO. Accounts Payable Outstanding Check -594.00 04/26/2019 55204 NFP NATIONAL ACCOUNT SERVICES Accounts Payable Outstanding Check -1,038.02 04/26/2019 55205 NTU TECHNOLOGIES INC Accounts Payable Outstanding Check -3,013.92 04/26/2019 55206 OCCU-MED, LTD. Accounts Payable Outstanding Check -130.00 04/26/2019 55207 PAUL HARRIS Accounts Payable Outstanding Check -233.00 04/26/2019 55208 PAUL R. CURREN Accounts Payable Outstanding Check -5,046.62 04/26/2019 55209 PEOPLE SERVICES, INC. Accounts Payable Outstanding Check -180.00 04/26/2019 55210 PG&E Accounts Payable Outstanding Check -9.80 04/26/2019 55211 PITNEY BOWES PURCHASE POWER Accounts Payable Outstanding Check -503.50 04/26/2019 55212 PLAZA PAINT & SUPPLIES Accounts Payable Outstanding Check -217.53 04/26/2019 55213 RAINBOW AGRICULTURAL SERVICES Accounts Payable Outstanding Check -124.83 04/26/2019 55214 REMIF Accounts Payable Outstanding Check -142.00 04/26/2019 55215 REMIF Accounts Payable Outstanding Check -58,584.20 04/26/2019 55216 RICOH USA, INC. Accounts Payable Outstanding Check -47.85 04/26/2019 55217 RICOH, USA Accounts Payable Outstanding Check -514.77 04/26/2019 55218 ROBERT NISHIYAMA INVESTIGATIONS Accounts Payable Outstanding Check -951.95 04/26/2019 55219 ROGERS' GLASS Accounts Payable Outstanding Check -252.26 04/26/2019 55220 ROY HASTINGS Accounts Payable Outstanding Check -2,000.00 04/26/2019 55221 SHRED-IT USA LLC Accounts Payable Outstanding Check -118.04 04/26/2019 55222 STANDARD PRINTING COMPANY Accounts Payable Outstanding Check -921.32 04/26/2019 55223 STAPLES BUSINESS CREDIT Accounts Payable Outstanding Check -338.78
5/1/2019 3:29:05 PM Page 5 of 7 Bank Transaction Report Issued Date Range: - Issued Cleared Date Date Number Description Module Status Type Amount 04/26/2019 55224 SUTTER LAKESIDE HOSPITAL Accounts Payable Outstanding Check -75.00 04/26/2019 55225 THE WORKS INC/MLS - LSQ FUNDING GROUP Accounts Payable Outstanding Check -4,153.77 04/26/2019 55226 TRI-CITIES ANSWERING SERVICE Accounts Payable Outstanding Check -169.80 04/26/2019 55227 TUFTS POLYGRAPH & INVESTIGATIONS Accounts Payable Outstanding Check -250.00 04/26/2019 55228 TYLER TECHNOLOGIES, INC. Accounts Payable Outstanding Check -41.80 04/26/2019 55229 VERIZON CONNECT NWF, INC. Accounts Payable Outstanding Check -189.50 04/26/2019 55230 WEST CONSULTANTS, INC. Accounts Payable Outstanding Check -2,000.80 04/26/2019 55231 WESTGATE PETROLEUM CO., INC. Accounts Payable Outstanding Check -2,577.10 04/26/2019 DFT0001273 CALPERS Accounts Payable Outstanding Bank Draft -1,890.36 04/26/2019 DFT0001274 CALPERS Accounts Payable Outstanding Bank Draft -1,912.57 04/26/2019 DFT0001275 CALPERS Accounts Payable Outstanding Bank Draft -2,320.12 04/26/2019 DFT0001276 CALPERS Accounts Payable Outstanding Bank Draft -2,539.91 04/26/2019 DFT0001277 CALPERS Accounts Payable Outstanding Bank Draft -4,011.70 04/26/2019 DFT0001278 CALPERS Accounts Payable Outstanding Bank Draft -5,319.98 04/26/2019 DFT0001279 CALPERS Accounts Payable Outstanding Bank Draft -986.07 04/26/2019 DFT0001280 CALPERS Accounts Payable Outstanding Bank Draft -2,046.32 04/26/2019 DFT0001281 CALPERS Accounts Payable Outstanding Bank Draft -45.57 04/26/2019 DFT0001282 CALPERS Accounts Payable Outstanding Bank Draft -7.64 04/26/2019 DFT0001283 IRS Accounts Payable Outstanding Bank Draft -3,485.92 04/26/2019 DFT0001284 CA EMP DEVELOPMENT DEPT Accounts Payable Outstanding Bank Draft -3,603.88 04/26/2019 DFT0001285 CA EMP DEVELOPMENT DEPT Accounts Payable Outstanding Bank Draft -1,190.01 04/26/2019 DFT0001286 IRS Accounts Payable Outstanding Bank Draft -10,722.38 04/26/2019 DFT0001287 IRS Accounts Payable Outstanding Bank Draft -314.96 Bank Account 15-0352000798 Total: (231) -2,321,216.78 Report Total: (231) -2,321,216.78
5/1/2019 3:29:05 PM Page 6 of 7 Bank Transaction Report Issued Date Range: - Summary Bank Account Count Amount 15-0352000798 POOLED CASH BANK 231 -2,321,216.78 Report Total: 231 -2,321,216.78
Cash Account Count Amount **No Cash Account** 1 0.00 998 998-0000-101000 POOLED CASH - WEST AMERICA 230 -2,321,216.78 Report Total: 231 -2,321,216.78
Transaction Type Count Amount Bank Draft 45 -123,324.03 Check 184 -2,198,023.09 Check Reversal 2 130.34 Report Total: 231 -2,321,216.78
5/1/2019 3:29:05 PM Page 7 of 7 CITY OF LAKEPORT
City Council City of Lakeport Municipal Sewer District Lakeport Redevelopment Successor Agency Lakeport Industrial Development Authority Municipal Financing Agency of Lakeport STAFF REPORT
RE: Continuation of Local Emergency Declaration – Mendocino MEETING DATE: 05/07/2019 Complex Fires
SUBMITTED BY: Margaret Silveira, City Manager
PURPOSE OF REPORT: Information only Discussion Action Item
WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD: The City Council is being asked to review the need to continue the proclamation declaring a Local State of Emergency due to conditions of extreme peril as a result of the River Fire, re-named along with the Ranch Fire, the Mendocino Complex fire and provide direction.
BACKGROUND/DISCUSSION: On July 28, 2018, the Director of Emergency Services for the City of Lakeport declared a local State of Emergency in connection with the conditions of extreme peril to the safety of persons and property within the city as a result of the River Fire, re-named the Mendocino Complex fire in combination with the Ranch Fire. In accordance with the Emergency Services Act Section 8630(b) and Lakeport Municipal Code section 2.28.130, the City Council ratified the declared emergency on July 30, 2018 under Resolution 2679 (2018). Under Lakeport Municipal Code section 2.28.150, the City Council shall review, at least every 14 days, the need for continuing the emergency declaration until the local emergency is terminated. The City Council, at a Special Meeting on August 13, 2018, continued the emergency declaration via Resolution 2680 (2018). The City Council subsequently continued the emergency declaration on August 21, 2018, September 18, 2018, October 2, 2018, October 16, 2018, November 6, 2018, November 20, 2018, December 4, 2018, December 18, 2018, January 15, 2019, February 5, 2019, February 19, 2019, March 5, 2019, March 19, 2019, April 2, 2019, and April 16, 2019. Since a need still exists for the declaration, Council is asked to review and continue the declaration. Should the need continue, staff will return this item at the next regularly scheduled City Council meeting.
OPTIONS:
Approve the need for the continuation of the proclamation declaring a Local State of Emergency due to Mendocino Complex fire; or proclaim the termination of the Local State of Emergency
FISCAL IMPACT: None $ Budgeted Item? Yes No
Meeting Date: 05/07/2019 Page 1 Agenda Item #IV.D. Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $ Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other: Comments: SUGGESTED MOTIONS: Move to confirm the continuing existence of a local emergency in the City of Lakeport. Attachments: 1. Resolution No. 2679 (2018)
Meeting Date: 05/07/2019 Page 2 Agenda Item #IV.D. ATTACHMENT 1
RESOLUTION NO. 2679 (2018)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT RATIFYING THE DIRECTOR OF EMERGENCY SERVICES’ PROCLAMATION OF A LOCAL EMERGENCY IN THE CITY OF LAKEPORT
WHEREAS, Chapter 2.28 of the Lakeport Municipal Code, adopted as Ordinance Number 832 of the City of Lakeport empowers the Director of Emergency Services to proclaim the existence or threatened existence of a local emergency when the City of Lakeport is affected or likely to be affected by a public calamity and the City Council is not in session, subject to ratification by the City Council within seven (7) days; and
WHEREAS, conditions of extreme peril to the safety of persons and property have arisen within this City as a result of a fire commencing on or about 1:01 p.m. on the 27th day of JuneJuly, 2018, called the River Fire and later re-named the Mendocino Complex along with the Ranch Fire, which commenced on or about 12:05 p.m. on the 27th day of July, 2018, at which time the City Council of the City of Lakeport was not in session; and
WHEREAS, the City Manager, acting as the Director of Emergency Services of the City of Lakeport, did proclaim the existence of a local emergency within the City on the 28th day of July, 2018; and
WHEREAS, the Governor of the State of California proclaimed a state of emergency in the Lake County as a result of the Mendocino Complex on the 28th day of July, 2018; and
WHEREAS, the City Council does hereby find that aforesaid conditions of extreme peril did warrant and necessitate the proclamation of existence of a local emergency.
NOW, THEREFORE, IT IS HEREBY RESOLVED AND ORDERED that the City Council hereby proclaims a local emergency due to the existence or threatened existence of conditions of disaster or of extreme peril to the safety of persons and property within the City of Lakeport; and
IT IS FURTHER RESOLVED AND ORDERED that the Director of Emergency Services’ Proclamation of Existence of a Local Emergency is hereby ratified and confirmed; and
IT IS FURTHER RESOLVED AND ORDERED that the local emergency shall be deemed to continue to exist until its termination is proclaimed by the City Council of the City of Lakeport; and
IT IS FURTHER RESOLVED AND ORDERED that during the existence of this local emergency the powers, functions and duties of the Disaster Council of the City of Lakeport and its Director of Emergency Services shall be those prescribed by state law, and by the ordinances and resolutions of this City; and
1 ATTACHMENT 1 CITY OF LAKEPORT
City Council City of Lakeport Municipal Sewer District Lakeport Redevelopment Successor Agency Lakeport Industrial Development Authority Municipal Financing Agency of Lakeport STAFF REPORT
RE: Continuation of Local Emergency Declaration – February MEETING DATE: 05/07/2019 Storms
SUBMITTED BY: Margaret Silveira, City Manager
PURPOSE OF REPORT: Information only Discussion Action Item
WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD: The City Council is being asked to review the need to continue the proclamation declaring a Local State of Emergency due to conditions of extreme peril as a result of the February 2019 Storms and provide direction.
BACKGROUND/DISCUSSION: On February 28, 2019, the Director of Emergency Services for the City of Lakeport declared a local State of Emergency in connection with the conditions of extreme peril to the safety of persons and property within the city as a result of the February 2019 storms. In accordance with the Emergency Services Act Section 8630(b) and Lakeport Municipal Code section 2.28.130, the City Council ratified the declared emergency on March 5, 2019, March 19, 2019, April 2, 2019, and April 16, 2019 under Resolution 2704 (2019). Under Lakeport Municipal Code section 2.28.150, the City Council shall review, at least every 14 days, the need for continuing the emergency declaration until the local emergency is terminated. Since a need still exists for the declaration, Council is asked to review and continue the declaration. Should the need continue, staff will return this item at the next regularly scheduled City Council meeting.
OPTIONS:
Approve the need for the continuation of the proclamation declaring a Local State of Emergency due to the February 2019 storms; or proclaim the termination of the Local State of Emergency
FISCAL IMPACT: None $ Budgeted Item? Yes No Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $ Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other: Comments:
Meeting Date: 05/07/2019 Page 1 Agenda Item #IV.E. SUGGESTED MOTIONS: Move to confirm the continuing existence of a local emergency in the City of Lakeport. Attachments: 1. Resolution No. 2704 (2019)
Meeting Date: 05/07/2019 Page 2 Agenda Item #IV.E. ATTACHMENT 1 ATTACHMENT 1 03/11/2019 2019-013 X 04/02/2019
From: Wanda Gray To: Hilary Britton Cc: Lisa Davey-Bates Subject: Re:
Hillary
LTA is good!
Thank you,
Wanda Gray
Director Regional Operations Paratransit Services Operators of Lake Transit
"Providing Quality Coordinated Transportation and community services since 1980"
Direct: (707) 994-3384 ext 5 Cell: (707)951-6403 Fax: (707) 994-3387
Email: [email protected] https://urldefense.proofpoint.com/v2/url?u=http-3A__www.paratransit.net&d=DwIFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=- SIUPJ1f77PB9b9OKMFTYkEe1bpwLfQNWFAi_lfWrY8&m=QeZmpqrXGSaNLTczxBneLQBBanr7ZhVhMex7Zs8PDtM&s=shmInBNuAwdnQ2t381nUq_M2PsJU13MqN4WMetW6rN8&e=
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>>> Hilary Britton
Please find attached application 2019-013 for the Rhythm and Brews event to be held in Library Park, for your review and comments.
We would like to submit this for Council approval at the 04/02/2019 meeting, so please have your comments back to me by 03/26/2019.
Thanks!
Hilary Britton Deputy City Clerk City of Lakeport 225 Park Street Lakeport, CA 95453 (707) 263-5615 x102 [email protected]
Police concerns as to alcohol permits/control of alcohol sales. Need to meet with Doug Grider to discuss this application.
On March 12, 2019 at 9:32 AM Hilary Britton
Hi all,
Please find attached application 2019-013 for the Rhythm and Brews event to be held in Library Park, for your review and comments.
We would like to submit this for Council approval at the 04/02/2019 meeting, so please have your comments back to me by 03/26/2019.
Thanks!
Hilary Britton
Deputy City Clerk
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102
(Click button to register online)
From: Doug Grider To: Ron Ladd; Hilary Britton Subject: RE: Application 2019-013 - Rhythm & Brews Date: Tuesday, March 12, 2019 6:04:16 PM Attachments: image002.png
Absolutley, we need to set up a meeting.
Doug
From: Ron Ladd Sent: Tuesday, March 12, 2019 9:44 AM To: Hilary Britton
Good morning all, This is a new event & has multiple vendors that include beer sales. Should we meet with them before it goes to council?
Ron Sent from my Verizon LG Smartphone
------Original message------From: Hilary Britton Date: Tue, Mar 12, 2019 9:32 AM To: Amanda Frazell ([email protected]);Cheryl Bennett ([email protected]);Cynthia Ader;Daniel Chance;Doug Grider;Executive Management;Jason Ferguson;Jim Kennedy;Linda Sobieraj;'Lisa Davey-Bates';Lori Price ([email protected]);Matt Hartzog;Mike Sobieraj;Pheakdey Preciado ([email protected]);Rebekah Dolby;Ron Ladd;Sheriff's Dept ([email protected]);Tina Rubin ([email protected]);'Wanda Gray'; Cc: Subject:Application 2019-013 - Rhythm & Brews
Hi all,
Please find attached application 2019-013 for the Rhythm and Brews event to be held in Library Park, for your review and comments.
We would like to submit this for Council approval at the 04/02/2019 meeting, so please have your comments back to me by 03/26/2019.
Thanks!
Hilary Britton Deputy City Clerk City of Lakeport 225 Park Street Lakeport, CA 95453 (707) 263-5615 x102 Hilary Britton
From: jferguson
Police Concerns:
Extra patrol will be needed periodically throughout the event. Additionally, the promoters of the event will need to adhere to the alcohol restrictions as listed on the ABC permit and will need to ensure wrist bands are worn within the confined beer garden area. On March 12, 2019 at 9:32 AM Hilary Britton
Hi all,
Please find attached application 2019-013 for the Rhythm and Brews event to be held in Library Park, for your review and comments.
We would like to submit this for Council approval at the 04/02/2019 meeting, so please have your comments back to me by 03/26/2019.
Thanks!
Hilary Britton
Deputy City Clerk
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102
1 CITY OF LAKEPORT
City Council City of Lakeport Municipal Sewer District Lakeport Redevelopment Successor Agency Lakeport Redevelopment Successor Agency Lakeport Industrial Development Agency Municipal Financing Agency of Lakeport STAFF REPORT
RE: Application for Use of Public Areas Request for a Downtown MEETING DATE: 05/07/2019 Criterium Bicycle Race
SUBMITTED BY: Brad Rasmussen, Chief of Police
PURPOSE OF REPORT: Information only Discussion Action Item
WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD: The City Council is being asked to approve the Application for Use of Public Areas requested by the Main Street Elite Cycling Team to hold a Criterium Bicycle Race in Downtown Lakeport.
BACKGROUND/DISCUSSION: The Main Street Elite Cycling Team is requesting to hold their third annual Downtown Criterium bicycle race on June 29, 2019 on Main, Forbes, Fourth and Armstrong Streets. This year, the event will also feature a waterslide attraction on Third Street between Main and Park Streets. The hours of street closures needed for the event will be approximately 8 AM to 10 PM. The closures will be on Main and Forbes Streets between the north side of Martin Street and the south side of Fifth Street and Armstrong and Fourth Streets between Main and Forbes Streets and Third Street between Main and Park Streets.
The agreement between the City and Main Street Elite Cycling further describes the event and party requirements. The event promoters should continue to meet with city staff to ensure that all concerns are addressed before the event.
OPTIONS: Council can approve the Application for Use of Public Areas requested by the Main Street Elite Cycling Team to hold a Criterium bicycle race in Downtown Lakeport or provide alternate direction to staff.
FISCAL IMPACT: None $3800 for staffing @event Budgeted Item? Yes No Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $ Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other: Comments:
SUGGESTED MOTIONS:
Meeting Date: 05/07/2018 Page 1 Agenda Item #IV.G.
Move to approve the Lakeport Criterium event application and agreement between the City of Lakeport and Main Street Elite Cycling and require event staff to continue to meet with city staff to ensure that all concerns and requirements are met prior to the event.
Attachments: 1. Agreement
Meeting Date: 05/07/2018 Page 2 Agenda Item #IV.G. ATTACHMENT 1
LAKEPORT TWILIGHT CRITERIUM AGREEMENT
This Agreement is entered into as of this __ day of ______, 2019 by and among David R. Garzoli, an individual and race director, and Main Street Elite Cycling Team, a California non-profit corporation (collectively, “Main Street Elite Cycling Team”), and the City of Lakeport, a municipal corporation organized under the laws of the State of California (“City”). Main Street Elite Cycling Team and City are hereinafter collectively referred to as the “Parties” and individually as a “Party.”
WHEREAS, USA Cycling is a registered Colorado non-profit corporation;
WHEREAS, the Main Street Elite Cycling Team is a USA Cycling registered cycling team based in Lake County, California;
WHEREAS, David R. Garzoli is the race director registered with USA Cycling the Lakeport Twilight Criterium, as defined below;
WHEREAS, Main Street Elite Cycling Team intends to sanction a criterium bike race in the City on June 29, 2019 (“Lakeport Twilight Criterium”) as well as provide race officials, official timing and scoring for the Lakeport Twilight Criterium;
WHEREAS, Main Street Elite Cycling Team has received a USA Cycling Permit No. 2019-1878 for the Lakeport Twilight Criterium under the Event Name: “RPP Hobby Lakeport Twilight Criterium”;
WHEREAS, the City has agreed to allow the Lakeport Twilight Criterium bike race in its downtown subject to receipt of adequate indemnity, insurance and other rights; and
WHEREAS, Main Street Elite Cycling Team wishes to provide such assurances to facilitate the Lakeport Twilight Criterium, foster good will and grow the cycling community in Lake County and surrounding regions.
NOW THEREFORE, in consideration of the promises and covenants contained herein and for other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the Parties hereby agree as follows:
1. Term. The term of this Agreement shall begin as of the date set forth above (the “Effective Date”) and, unless earlier terminated in accordance with the terms set forth herein, shall continue through and including July 31, 2019 (the “Term”).
2. City Obligations. City shall have the following obligations (collectively, the “City Obligations”):
A. City Obligation Specifications. City shall provide the following in accordance with the operational and technical specifications set forth on Exhibit “A”:
(i) Police Services: Local police services to work in coordination with the California State Patrol, the California Department of Transportation, Main Street Elite Cycling Team, and Main Street Elite Cycling Team volunteers; and
1 210078.2 ATTACHMENT 1 (ii) Public Works: Public works services to secure road closures.
B. Media and Marketing Plan Cooperation. City will reasonably cooperate with the media and marketing plan of Main Street Elite Cycling Team for the Lakeport Twilight Criterium.
C. Water Service. The City shall authorize the use of City water for the Summer Splash Waterslide (“Waterslide”) required under Section 3.K of this Agreement. City staff will assist with hooking up metered water service to the Waterslide. Water use will be metered.
3. Main Street Elite Cycling Team Obligations. Main Street Elite Cycling Team shall have the following obligations (collectively, the “Main Street Elite Cycling Team Obligations”):
A. Race Course. Main Street Elite Cycling Team shall design the Lakeport Twilight Criterium race course subject to the approval of City Manager. Race course shall be designed to ensure the safety of competitors, spectators, volunteers, and the public, and both private and public property. Main Street Elite Cycling Team shall accordingly ensure competitors are provided advance notice of the race course and any roadway characteristics or potential impediments.
B. No Roadway Alterations. Main Street Elite Cycling Team shall not alter any City road ways, fixtures, signage, traffic direction signs, or similar signs. Main Street Elite Cycling Team shall not apply any paint or other markings to the roadways, sidewalks, or other public right-of-ways.
C. Mark the Race Lane. Main Street Elite Cycling Team shall clearly indicate the race lane for the Lakeport Twilight Criterium. Race lane shall be clearly marked to ensure the safety of competitors, spectators, volunteers, and the public, and both private and public property. Main Street Elite Cycling Team shall install race course barricades and barriers as needed to ensure the safety of competitors, spectators, volunteers, and the public, and both private and public property in consultation with the City Public Works Department.
D. Mark Safe Spectator Locations. Main Street Elite Cycling Team shall clearly indicate safe locations for spectators to view the race. Designated spectator locations shall ensure the safety of competitors, spectators, volunteers, and the public, and both private and public property.
E. No Parking. No later than one week before the Lakeport Twilight Criterium, Main Street Elite Cycling Team shall delivery written notice to all residences along the race course regarding the road closures and no parking restrictions during the race. Written notice may be provided by distributing flyers to residences. No later than 24 hours before the first road closure, Main Street Elite Cycling Team will post no parking and tow away signs for the entire race course to allow Lakeport police to tow away any vehicles left on the race course prior to commencement of the Lakeport Twilight Criterium. Main Street Elite Cycling Team shall bear the sole cost and expense of procuring and posting no parking and tow away signs in a quantity deemed sufficient by the Chief of Police.
F. Notice to Local Businesses. No later than a month before the Lakeport Twilight Criterium, Main Street Elite Cycling Team shall personally contact each business
2 210078.2 ATTACHMENT 1 and residence owner on the race course and inform them of the Lakeport Twilight Criterium and road closures.
G. Race Inspection. Prior to, and during the course of the Lakeport Twilight Criterium, the Main Street Elite Cycling Team shall inspect the race course, and continuously inspect the race course, for any dangerous conditions and safety hazards to ensure the safety of competitors, spectators, volunteers, and the pubic, and both private and public property and take appropriate action to repair, redirect, bypass, or abandon any portion of the race location or the race itself.
H. Required Equipment and Equipment Inspections. Main Street Elite Cycling Team shall be responsible for requiring and ensuring that competitors use all necessary safety equipment, including cycling helmets and cycling glasses. Main Street Elite Cycling Team shall be responsible for requiring and ensuring that competitors use bicycles and other racing equipment that are in good working order. Main Street Elite Cycling Team shall be responsible for inspecting competitor equipment and competitor safety equipment.
I. Credentials. Main Street Elite Cycling Team shall be responsible for producing credentials for volunteers, City employees, members of the media, and operational personnel.
J. Portable Restrooms: Main Street Elite Cycling Team shall provide portable public restroom facilities on the day of the Lakeport Twilight Criterium.
K. Summer Splash Waterslide. Main Street Elite Cycling Team shall arrange for California RampWorks, a California corporation (“RampWorks”) to provide a Waterslide, as described in Exhibit C, to be located on Third Street between Main and Park Streets. Main Street Elite Cycling Team shall ensure that RampWorks staff supervise the Waterslide at all times as detailed in Exhibit C. Use of the Waterslide shall cease if winds are sustained at 30 miles per hour or higher or conditions are otherwise determined to be materially different from those ordinarily encountered and generally recognized as inherent in Waterslide operation.
L. Water Service. Main Street Elite Cycling Team shall pay for water provided by the City for the Waterslide based on a rate of N/C. City shall provide an invoice detailing the amount of water used and the total cost, which Main Street Elite Cycling Team shall pay within 30 days of receipt.
M. Waste Management/Trash Removal/Recycling: Main Street Elite Cycling Team shall provide or arrange for waste management, trash removal, and recycling services during and following the conclusion of the Lakeport Twilight Criterium.
N. EMS/EMT Services: Main Street Elite Cycling Team shall coordinate with local emergency medical services to appropriately serve competitors and the general public at and on the day of the Lakeport Twilight Criterium.
O. Volunteers: Main Street Elite Cycling Team shall be responsible for the recruitment, selection, management, and training of all volunteers. Main Street Elite Cycling Team shall be responsible for the management and oversight of volunteers at and on the day of the Lakeport Twilight Criterium. Main Street Elite Cycling Team shall require all volunteers sign a standard Waiver and Release of Liability, Assumption of Risk and
3 210078.2 ATTACHMENT 1 Indemnity Agreement form set forth on Exhibit “B” and provide a copy of each signed Waiver and Release to the City.
P. Race Competitors: Main Street Elite Cycling Team shall require all competitors sign a standard Waiver and Release of Liability, Assumption of Risk and Indemnity Agreement form set forth on Exhibit “B” and provide a copy of each signed Waiver and Release to the City.
4. Financial.
A. Food and Beverage Concessions. Main Street Elite Cycling Team may offer food and alcoholic beverage concessions and other concessions for purchase on the day of the Lakeport Twilight Criterium. Main Street Elite Cycling Team shall be responsible for ensuring it obtains, at Main Street Elite Cycling Team’s sole cost and expense, all permits and regulatory approvals necessary, including a current City business license and Lake County Health Department permits. Alcohol sales are permitted only if Main Street Elite Cycling Team or its designee obtains all necessary state and local permits and complies with all federal, state and local law. Main Street Elite Cycling Team may retain all revenues derived from the concessions and shall be responsible for all expenses attendant to such concessions.
B. Ancillary Events. Main Street Elite Cycling Team may create, organize, and present ancillary events to the Lakeport Twilight Criterium, provided City has approves such events in advance in writing, and Main Street Elite Cycling Team may retain all revenues generated thereby. Main Street Elite Cycling Team shall be responsible for all expenses of creating, organizing, and presenting such ancillary events.
5. Representations and Warranties.
A. By Main Street Elite Cycling Team. Main Street Elite Cycling Team represents and warrants that:
(i) It has the full right, power and legal authority to enter into and fully perform this Agreement in accordance with its terms without violating the rights of any other person, party, or entity, that there are no other agreements or commitments, oral or written, that will interfere with its full performance hereunder and that it will fully comply with all federal, state and local laws, rules and regulations applicable to the day-to-day conduct of its business and to its obligations and performances hereunder; and
(ii) It will comply with all applicable laws, regulations, and ordinances pertaining to the promotion and conduct of the Lakeport Twilight Criterium.
(iii) It is an event organizer and/or promoter of the Lakeport Twilight Criterium, has obtained an Event Permit from USA Cycling for specific event and date of the Lakeport Twilight Criterium, No. 2019-1878, and is a Named Insured on any insurance policies required under the Agreement, including but not limited to insurance policies that provide coverage to USA Cycling or are provided by or through USA Cycling.
B. By City. City represents and warrants that:
(i) It has the full right, power and legal authority to enter into and fully perform this Agreement in accordance with its terms without violating the rights of any other person, party, or entity, that there are no other agreements or commitments, oral or written, 4 210078.2 ATTACHMENT 1 that will interfere with its full performance hereunder and that it will fully comply with all federal, state and local laws, rules and regulations applicable to the day-to-day conduct of its business and to its obligations and performances hereunder; and
(ii) It will comply with all applicable laws, regulations, and ordinances pertaining to the promotion and conduct of the Lakeport Twilight Criterium.
6. Indemnification.
A. Indemnification. To the fullest extent permitted by law, Main Street Elite Cycling Team shall indemnify, hold harmless, and when the City requests with respect to a claim provide a deposit for the defense of, and defend City, its officers, agents, employees and volunteers from and against any and all claims, losses, costs and expenses for any damage due to death or injury to any person, whether physical, emotional, consequential or otherwise, and injury to any property arising out of or in connection with Main Street Elite Cycling Team’s alleged negligence, recklessness or willful misconduct or other wrongful acts, errors or omissions of Main Street Elite Cycling Team or any of its officers, employees, servants, agents, volunteers, subcontractors, or anyone directly or indirectly employed by either Main Street Elite Cycling Team or its subcontractors in the performance of this Agreement or the Lakeport Twilight Criterium or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Such costs and expenses shall include reasonable attorneys’ fees due to counsel of City’s choice, expert fees and all other expenses of litigation. Main Street Elite Cycling Team shall not be entitled to any refund of attorneys’ fees, defense costs or expenses in the event that it is adjudicated to have been non-negligent. Main Street Elite Cycling Team acknowledges that City would not enter into this Agreement in the absence of Main Street Elite Cycling Team’s commitment to indemnify and protect City as set forth herein.
B. Obligations Not Limited. The obligations of Main Street Elite Cycling Team under this Section of this Agreement are not limited by the provisions of any workers’ compensation or similar statute. Main Street Elite Cycling Team expressly waives its statutory immunity under such statutes as to City, its officers, agents, employees and volunteers.
C. Subcontractors, Entities, and All Persons Involved with Performance. Main Street Elite Cycling Team agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section of this Agreement from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Main Street Elite Cycling Team in the performance of this Agreement or the Lakeport Twilight Criterium. If Main Street Elite Cycling Team fails to obtain such indemnity obligations from others, Main Street Elite Cycling Team agrees to indemnify, hold harmless and defend City, its officers, agents, employees and volunteers from and against any and all claims, losses, costs and expenses for any damage due to death or injury to any person and injury to any property resulting from any alleged intentional, reckless, negligent, or otherwise wrongful acts, errors or omissions of Main Street Elite Cycling Team’s subcontractors or any other person or entity involved by, for, with or on behalf of Main Street Elite Cycling Team in the performance of this Agreement or the Lakeport Twilight Criterium. Such costs and expenses shall include reasonable attorneys’ fees incurred by counsel of City’s choice.
D. No Waiver. City does not, and shall not, waive any rights that it may possess against Main Street Elite Cycling Team because of the acceptance by City, or the deposit with 5 210078.2 ATTACHMENT 1 City, of any insurance policy or certificate required pursuant to this Agreement. This hold harmless and indemnification provision shall apply whether or not any insurance policies apply to a claim, demand, damage, liability, loss, cost or expense.
E. Waive any Claims. Notwithstanding any federal, state, or local policy, rule, regulation, law or ordinance to the contrary, Main Street Elite Cycling Team and any of its employees, agents, volunteers, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in CalPERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for CalPERS benefits.
7. Insurance.
A. During the term of this Agreement, Main Street Elite Cycling Team shall carry, maintain, and keep in full force and effect insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with Main Street Elite Cycling Team’s performance of this Agreement or the Lakeport Twilight Criterium.
B. Any available insurance proceeds broader than or in excess of the specified minimum Insurance coverage requirements or limits shall be available to City as an Additional Insured as provided below. Furthermore, the requirements for coverage and limits shall be the greater of (i) the minimum coverage and limits specified in this Agreement, or (ii) the broader coverage and maximum limits of coverage of any Insurance policy or proceeds available to the named Insured.
C. Insurance required under this Agreement shall be of the types set forth below, with minimum coverage as described:
(i) Comprehensive General Liability Insurance with coverage limits of not less than One Million Dollars ($1,000,000) for each occurrence and Three Million ($3,000,000) in the aggregate, including products and operations hazard, contractual insurance, broad form property damage, independent consultants, and personal injury.
(ii) Automobile Liability Insurance for vehicles used in connection with the performance of this Agreement with minimum limits of One Million Dollars ($1,000,000) per claimant and One Million dollars ($1,000,000) per incident.
(iii) Worker’s Compensation insurance if and as required by the laws of the State of California.
(iv) Umbrella and/or Excess Liability insurance with limits not less than Four Million Dollars ($4,000,000) each occurrence and not less than Four Million dollars ($4,000,000) in the aggregate shall apply in excess of and on a following form basis to the primary Commercial General Liability, Automobile Liability and Employer’s Liability policies; and
(v) Any other insurance necessary and appropriate for the staging of the Lakeport Twilight Criterium as determined by Main Street Elite Cycling Team.
6 210078.2 ATTACHMENT 1 D. In addition to the insurance required above, Main Street Elite Cycling Team shall maintain or ensure is maintained a separate insurance policy for the Waterslide required under Section 3.K of this Agreement, with minimum coverage as described:
(i) Comprehensive General Liability Insurance with coverage limits of not less than One Million Dollars ($1,000,000) for each occurrence and Two Million ($2,000,000) in the aggregate, including products and operations hazard, contractual insurance, broad form property damage, independent consultants, and personal injury.
(ii) Umbrella and/or Excess Liability insurance with limits not less than Five Million Dollars ($5,000,000) each occurrence and not less than Five Million dollars ($5,000,000) in the aggregate shall apply in excess of and on a following form basis to the primary Commercial General Liability, Automobile Liability and Employer’s Liability policies; and
E. Main Street Elite Cycling Team shall require each of its subcontractors to maintain insurance coverage that meets all of the requirements of this Agreement provided.
F. The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a rating of at least A:VII in the latest edition of Best’s Insurance Guide.
G. Main Street Elite Cycling Team agrees that if it does not keep the insurance coverages required by this Agreement in full force and effect, City may either (i) immediately terminate this Agreement; or (ii) take out the necessary insurance and pay the premium(s) thereon at Main Street Elite Cycling Team’s expense.
H. At all times during the term of this Agreement, Main Street Elite Cycling Team shall maintain on file with City’s Risk Manager a certificate or certificates of insurance showing that the required coverages are in effect and naming City and its officers, employees, agents and volunteers as Additional Insureds. At least 15 days prior to the Lakeport Twilight Criterium under this Agreement, Main Street Elite Cycling Team shall file with City’s Risk Manager such certificate(s) and Forms CG 20 10 07 04 and CG 20 37 07 04 or the substantial equivalent showing City as an Additional Insured.
I. Main Street Elite Cycling Team shall provide proof that all policies of insurance required by this Agreement expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two weeks prior to the expiration of the coverages.
J. The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement naming City and its officers, employees, agents and volunteers as Additional Insureds. The parties agree that this Agreement satisfies any requirements of USA Cycling for providing additional insured status to the City and its officers, employees, agents and volunteers for the general liability and automobile policies of insurance required by this Agreement. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty days’ prior written notice to City. Main Street Elite Cycling Team agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions.
7 210078.2 ATTACHMENT 1 K. The insurance provided by Main Street Elite Cycling Team shall be primary to any other coverage available to City. Any insurance or self-insurance maintained by City and/or its officers, employees, agents or volunteers shall be in excess of Main Street Elite Cycling Team’s insurance and shall not contribute with it.
L. All insurance coverage provided pursuant to this Agreement shall not prohibit Main Street Elite Cycling Team, and Main Street Elite Cycling Team’s employees, agents, or subcontractors, from waiving the right of subrogation prior to a loss. Main Street Elite Cycling Team hereby waives all rights of subrogation against the City.
M. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of City, Main Street Elite Cycling Team shall either reduce or eliminate the deductibles or self-insured retentions with respect to City, or Main Street Elite Cycling Team shall procure a bond in the amount of the deductible or self-insured retention to guarantee payment of losses and expenses.
N. Procurement of insurance by Main Street Elite Cycling Team shall not be construed as a limitation of Main Street Elite Cycling Team’s liability or as full performance of Main Street Elite Cycling Team’s duties to indemnify, hold harmless and defend under Section 6 of this Agreement.
O. Main Street Elite Cycling Team may be self-insured under the terms of this Agreement only with express written approval from the City.
(i) All self-insured retentions (SIR) must be disclosed to the City for approval and shall not reduce the limits of liability.
(ii) Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named Insured or the City.
P. City reserves the right to obtain a full certified copy of any Insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of the right to exercise later.
8. Termination.
A. Termination without Cause. Either Party may terminate this Agreement for any reason on sixty calendar days’ written notice to the other Party. Main Street Elite Cycling Team agrees to cease all work under this Agreement on or before the effective date of any notice of termination.
B. Termination with Cause. Either Party may terminate this Agreement with no liability to the terminating party at any time, upon written notice to the other Party, and upon the occurrence of one or more of the following events:
(i) Material breach of any covenant, agreement, representation, warranty, term, or condition of this Agreement; or
(ii) A Party becomes insolvent, fails to pay its debts or perform its obligations in the ordinary course of its business as they become due. The parties agree that the covenants contained in Section 3 of this Agreement shall survive the expiration or termination of this Agreement. 8 210078.2 ATTACHMENT 1 C. Surviving Covenants. The Parties agree that the covenants contained in Section 6 of this Agreement (“Indemnification”) and Section 7 of this Agreement (“Insurance”) shall survive the expiration or termination of this Agreement.
9. Independent Contractors. Main Street Elite Cycling Team and City are independent contractors with respect to each other and nothing herein shall be deemed or construed to create any partnership, joint venture, or agency relationship between them. Neither Party shall have any authority to contract or bind the other Party in any manner and shall not represent itself as the agent of the other.
10. General.
A. Assignment. Parties may not assign any rights or obligations under this Agreement or this Agreement itself, in whole or in part, without the prior express written consent of the other Party.
B. Notices. Except as expressly provided to the contrary herein, any notice, consent, report, documents or other item to be given, delivered, furnished or received hereunder shall be deemed given, delivered, furnished and received when given in writing and personally delivered to and received by an officer or designated employee of the applicable Party, to seventy-two (72) hours after the same is deposited in the United States mail, postage prepaid, registered or certified first class mail, return receipt requested addressed as set forth below, or to such other address as either of the parties shall advise the other in writing or sent by confirmed facsimile transmission:
If to City: If to Main Street Elite Cycling Team:
Margaret Silveira David R. Garzoli City Manager Main Street Elite Cycling Team 225 Park Street PO Box 1686 Lakeport, CA 95453 Lakeport, CA 95453 Telephone: (707) 263-5615 x32 Telephone: (707) 225-0220 Facsimile: (707) 263-8584 Facsimile: (707) 254-8554
With courtesy copy to: If to David R. Garzoli:
David J. Ruderman, City Attorney David R. Garzoli Colantuono, Highsmith & Whatley, PC 170 Deer Hill Lane 420 Sierra College Drive, Suite 140 Lakeport, CA 95453 Grass Valley, California 95945-5091 Telephone: (707) 349-0149 Telephone: (530) 432-7357 Facsimile: (530) 432-7356
C. Entire Agreement; Modifications. This Agreement constitutes the entire agreement of the Parties hereto pertaining to the subject matter hereof and supersedes all prior agreements and understandings between the Parties with respect to the subject matter hereof. This Agreement may not be modified, amended or supplemented or otherwise changed, except by a written document executed by an authorized representative of each of the Parties hereto.
9 210078.2 ATTACHMENT 1 D. No Waiver of Rights and Breaches. No failure or delay of any Party in the exercise of any right given to such Party hereunder shall constitute a waiver thereof, nor shall any single or partial exercise of any such right preclude other or further exercise thereof or of any other right. The waiver by a Party of any default of any other Party hereunder shall not be deemed to be a waiver of any such subsequent default or other default of any Party.
E. Captions. Section headings used in this Agreement are for convenience of reference only and shall not affect the construction of any provision of this Agreement.
F. Successors and Assigns. This Agreement shall be binding upon and inure to the benefit of the Parties hereto and their respective successors and authorized assigns.
G. Governing Law. This Agreement shall be deemed to be a contract made under the laws of the State of California and for all purposes governed by and construed in accordance with the laws of the State of California.
H. Construction of Agreement. Each Party acknowledges that it has participated in the negotiation of this Agreement and that no provision of this Agreement shall be construed against or interpreted to the disadvantage of any Party hereto by any court or other governmental or judicial authority by reason of such Party having or deemed to have structured, dictated or drafted such provision.
I. Relationship of Parties. This Agreement shall neither be deemed nor construed to create a joint venture or partnership between Main Street Elite Cycling Team and City, nor shall this Agreement be deemed or construed as making either Party the agent or representative of the other Party. Neither Party shall have the authority to bind the other Party in any respect.
J. Compliance with Law, Rules and Regulations. The Parties agree to comply with all federal, state, and local laws, ordinances, orders, rules and regulations applicable to the performance of their respective obligations under this Agreement, both now existing and as such may hereinafter be adopted.
K. Exhibits. The documents attached hereto as exhibits are incorporated by reference herein and made a part of this Agreement as if fully set forth herein.
L. Severability. The determination that any provision of this Agreement is invalid or unenforceable shall not invalidate this Agreement, all of such provisions being inserted conditionally upon their being considered legally valid, and this Agreement shall be construed and performed in all respects as if such invalid or unenforceable provision(s) were omitted.
M. Exclusive Jurisdiction. The Parties agree that venue of any judicial action in connection with this Agreement shall lie exclusively in the state court located in Lake County, California.
N. Further Assurances. The Parties agree to execute and deliver, or cause to be executed and delivered, such instruments and documents as either Party may reasonably request or require to carry out more effectively the purpose and intent of this Agreement.
O. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which taken together shall constitute one and the same agreement. 10 210078.2 ATTACHMENT 1 P. No Third Party Beneficiaries. It is expressly understood that there are no third party beneficiaries to this Agreement.
Q. Immunity Preservation. To the extent permitted by applicable law nothing contained herein shall be deemed to waive any immunity available to City.
IN WITNESS WHEREOF, the Parties hereto have caused their duly authorized representatives to execute this Agreement on their respective behalf, all as of the day and year first above written.
MAIN STREET ELITE CYCLING TEAM
By: ______
Name: ______
Title: ______
DAVID R. GARZOLI
By David R. Garzoli As an Individual and Race Director
CITY OF LAKEPORT
By Margaret Silveira City Manager
ATTEST:
By Kelly Buendia City Clerk
11 210078.2 ATTACHMENT 1 EXHIBIT A
[Attach Main Street Elite Cycling Team application, course map and comments from Lakeport Police Department and Public Works regarding cost and scope of services]
EXHIBIT A 210078.2 2019-012 04/02/2019
From: Wanda Gray To: Hilary Britton Cc: Lisa Davey-Bates Subject: Re:
Hillary
LTA is good!
Thank you,
Wanda Gray
Director Regional Operations Paratransit Services Operators of Lake Transit
"Providing Quality Coordinated Transportation and community services since 1980"
Direct: (707) 994-3384 ext 5 Cell: (707)951-6403 Fax: (707) 994-3387
Email: [email protected] https://urldefense.proofpoint.com/v2/url?u=http- 3A__www.paratransit.net&d=DwIFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=- SIUPJ1f77PB9b9OKMFTYkEe1bpwLfQNWFAi_lfWrY8&m=schobOFK9rRHbaezhiw2A7eD- 9qbL9p_kJHQtogTnbs&s=WfNlpf7t6l-mysx1Vc6_XL7XJhq8Z5XT28KG4DNRRyk&e=
Please consider the environment before printing this email.
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>>> Hilary Britton
Please find attached application 2019-012 for the 2019 RPP Hobby Lakeport Twilight Criterium for your review and comments. From: jferguson To: Hilary Britton Subject: Re: Application 2019-012 - Twilight Criterium Race Date: Tuesday, March 12, 2019 1:28:28 PM Attachments: image002.png
Need to meet with Doug Grider regarding concerns for water slid and children being too close to race event.
On March 12, 2019 at 9:26 AM Hilary Britton
Hi all,
Please find attached application 2019-012 for the 2019 RPP Hobby Lakeport Twilight Criterium for your review and comments.
We would like to submit this for Council approval at the 04/02/2019 meeting, so please have your comments back to me by 03/26/2019.
Thank you for your input!
Hilary Britton
Deputy City Clerk
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102
(Click button to register online)
ATTACHMENT 1
EXHIBIT B
RELEASE AND WAIVER OF LIABILITY AND INDEMNITY AGREEMENT
LAKEPORT TWILIGHT CRITERIUM
IN CONSIDERATION of being permitted to compete, volunteer, officiate, observe, work for, or for any purpose participate in any way in the Lakeport Twilight Criterium,
EACH OF THE UNDERSIGNED, for him or herself, personal representatives, heirs, and next of kin (collectively, “You” and “Your”), acknowledges, agrees and represents that You have, or will immediately upon arrival at the Lakeport Twilight Criterium, and will continuously thereafter, inspect the area or areas and all portions thereof which the You enter and with which You come in contact, and You do further warrant that Your entry upon such Lakeport Twilight Criterium area or areas and Your participation, if any, in the event constitutes an acknowledgement that You have inspected such area and that You find and accept the same as being safe and reasonably suited for the purposes of use, and You further agree and warrant that if, at any time, You are in or about areas and You feel anything to be unsafe, You will immediately advise the officials of such and will immediately leave the Lakeport Twilight Criterium areas:
1. YOU HEREBY RELEASE, WAIVE, DISCHARGE AND COVENANTS NOT TO SUE the City of Lakeport, its officers, agents, employees and volunteers, the promoter, participants, racing association, sanctioning organization or any subdivision thereof, any persons in any Lakeport Twilight Criterium area, promoters, sponsors, advertisers, owners and lessees of premises used to conduct the event and each of them, their officers, elected officials, and employees, all for the purposes herein referred to as “releases,” from all liability to the You for any and all loss or damage, and any claim or demands therefor on account of injury to the person or property or resulting in death of the undersigned, whether caused by the negligence of the releasees or otherwise while the undersigned is in or upon the Lakeport Twilight Criterium area, and/or, competing, officiating in, volunteering, observing, working for, or for any purpose participating in the event;
2. YOU HEREBY AGREE TO INDEMNIFY AND SAVE AND HOLD HARMLESS the releasees and each of them from any loss, liability, damage, or cost they may incur due to Your presence in or upon the Lakeport Twilight Criterium area or in any way competing, officiating, volunteering, observing, or working for, or for any purpose participating in the event and whether caused by the negligence of the releasees or otherwise.
3. YOU HEREBY ASSUME FULL RESPONSIBILITY FOR AND RISK OF BODILY INJURY, DEATH OR PROPERTY DAMAGE due to the negligence of releasees or otherwise while in or upon the Lakeport Twilight Criterium area and/or while competing, officiating, volunteering, observing, or working for or for any purpose participating in the event. You expressly acknowledge and agree that the activities of the event are very dangerous and involve the risk of serious injury and/or death and/or property damage. You further expressly agree that the foregoing release, waiver, and indemnity agreement is intended to be as broad and inclusive as is permitted by law and that if any portion thereof is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force and effect.
THE UNDERSIGNED HAS READ AND VOLUNTARILY SIGNS THE RELEASE AND WAIVER OF LIABILITY AND INDEMNITY AGREEMENT, and further agrees that no oral representations, statements or inducements apart from the foregoing written agreement have been made.
PRINT NAME HERE: ______
SIGN NAME HERE: ______
DATE: ______
210078.2 ATTACHMENT 1
EXHIBIT C
California RampWorks agrees to supply the necessary labor, tools, materials, equipment, worker’s compensation, liability insurance, and experience required to complete the Summer Splash Waterslide per the plans and specifications. California RampWorks will perform the tasks outlined below for the Summer Splash Waterslide as follows:
1. Set up June 29. 8AM and strike June 29 10PM 2. Ship all necessary gear to and from Lakeport, CA 3. Provide travel expenses and lodging for staff members 4. Provide two standby staff members to manage the Waterslide and monitor Waterslide users for safety 5. Provide Waterslide equipment, if necessary, for participants 6. Ensure that Waterslide users sign the liability waiver 7. Assist with any additional tasks as necessary for operation of the Waterslide 8. Use of the Waterslide shall cease if winds are sustained at 30 miles per hour or higher or conditions are otherwise determined to be materially different from those ordinarily encountered and generally recognized as inherent in Waterslide operation.
210078.2 03/28/2019 2019-014 X 04/16/2019
From: Wanda Gray To: Hilary Britton Cc: Lisa Davey-Bates Subject: Re:
LTA has no comment!
Thank you,
Wanda Gray
Director Regional Operations Paratransit Services Operators of Lake Transit
"Providing Quality Coordinated Transportation and community services since 1980"
Direct: (707) 994-3384 ext 5 Cell: (707)951-6403 Fax: (707) 994-3387
Email: [email protected] https://urldefense.proofpoint.com/v2/url?u=http-3A__www.paratransit.net&d=DwIFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=- SIUPJ1f77PB9b9OKMFTYkEe1bpwLfQNWFAi_lfWrY8&m=nj87ZnBcYLckWyc2WZ4lhu3mQQTTko3P92RFitT25ss&s=VOpPWM12BfOvjXvPt0yAls_ITJhJL-3bJHA66Q7R84Q&e=
Please consider the environment before printing this email.
CONFIDENTIALITY NOTICE: This electronic mail transmission and any accompanying attachments contain information belonging to the sender which may be confidential and legally privileged. This information is intended only for the use of the individual or entity to whom this electronic mail transmission was sent as indicated above. If you are not the intended recipient, any disclosure, copying, distribution, or action taken in reliance on the contents of the information contained in this transmission is strictly prohibited. If you have received this transmission in error, please notify the sender immediately and destroy all copies of this transmission and all attachments. Thank you.
>>> Hilary Britton
Please find attached application 2019-014 for the Cardboard and Duct Tape Regatta for your review and comments.
We would like to submit this for Council approval at the April 16th Council meeting, so please have your comments back to me by April 9th.
Thank you for your input.
Hilary Britton Deputy City Clerk City of Lakeport 225 Park Street Lakeport, CA 95453 (707) 263-5615 x102 [email protected]
On April 1, 2019 at 1:37 PM Hilary Britton
Hi all,
Please find attached application 2019-014 for the Cardboard and Duct Tape Regatta for your review and comments.
We would like to submit this for Council approval at the April 16th Council meeting, so please have your comments back to me by April 9th.
Thank you for your input.
Hilary Britton
Deputy City Clerk
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102
(Click button to register online)
Jason Ferguson
Lieutenant
Lakeport Police Department
2025 S. Main St.
Lakeport, Ca. 95453
Office (707) 263-9654
A true hero is not defined simply by the uniform he or she is wearing but rather the person who's wearing it!
From: Lori Price To: Hilary Britton Subject: RE: Application 2019-014 - Cardboard & Duct Tape Regatta Date: Monday, April 01, 2019 2:46:30 PM Attachments: image002.png
Good afternoon,
I have reviewed the above subject application and it does not appear it will impact “County” roads. Lake County Public Works therefore has not comments or conditions to add to this application.
Thank you for the opportunity to review and comment.
Sincerely,
Lori Price Secretary III Lake County Department of Public Works 255 N. Forbes Street, Rm 309 Lakeport, CA 95453 (707) 263-2341 [email protected]
From: Hilary Britton [mailto:[email protected]] Sent: Monday, April 1, 2019 1:38 PM To: Dean Eichelmann
Hi all,
Please find attached application 2019-014 for the Cardboard and Duct Tape Regatta for your review and comments.
We would like to submit this for Council approval at the April 16th Council meeting, so please have your comments back to me by April 9th.
From: Kelly Buendia To: Edward Posada; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected] Cc: Hilary Britton; Margaret Silveira Subject: RE: additional insurance Date: Tuesday, April 23, 2019 8:24:11 AM
Thank you.
Kelly Buendia, CMC Administrative Services Director/City Clerk City of Lakeport 225 Park Street Lakeport, CA 95453
tel: 707-263-5615 ext 101 fax: 707-263-8584
From: Edward Posada [mailto:[email protected]] Sent: Monday, April 22, 2019 4:08 PM To: Kelly Buendia
A revised certificate will be delivered to your office. Please advise when the Board of Supervisors will address the use permit.
Ed Posada, Vice Commodore, LYC
In a message dated 4/11/2019 4:49:52 PM Pacific Standard Time, [email protected] writes:
Dear Mr. Posada,
After speaking with our carrier, the city is able to make the following changes to the required coverage:
1. $1mm/$2mm coverage for the event, naming the City of Lakeport
2. The policy cannot exclude athletic participants. This must be noted on the Certificate of Insurance.
3. Life vests must be worn by participants
4. A lifeguard must be on duty and have easy access to the participants either from a watercraft or from the shore if lake levels are low.
This should bring your costs down while satisfying the City’s need for adequate coverage. Feel free to contact me, should you have additional questions.
Regards,
Kelly Buendia, CMC
Administrative Services Director/City Clerk
City of Lakeport
225 Park Street
Lakeport, CA 95453
tel: 707-263-5615 ext 101 fax: 707-263-8584
From: Edward Posada [mailto:[email protected]] Sent: Thursday, April 11, 2019 12:30 PM To: Kelly Buendia
Thank you for your reply. The yacht club requests that you submit the following to your insurance company for re consideration of the additional premiums:
In the 13 years of this event there has not been a single incident. The event uses the swimming beach at Library Park, quite shallow, where many youngsters swim during the summer without requirement for life vests or life guard.
1. During our 2 hour event,all entrants are Required to wear life vests.
2. The event is watched by hundreds of spectators- possible life guards- within yards of the rowers.
3. Three age groups row their boats for 5 to 12 minutes each, for a total on-water time of less than a half hour.
For this, you request an additional 3mm/6mm policy which would cost the club a total of $4,300 in insurance for this free even for which the club receives nothing but the gratitude of the community which starts the fun for the July 4th holiday.
We request that they re consider and return to our additionally insured for the City of 2mm.
Respectfully submitted,
Edward W. Posada
Vice Commodore, LYC
In a message dated 4/11/2019 8:38:50 AM Pacific Standard Time, [email protected] writes:
Dear Mr. Posada,
Great question. The 3mm/6mm event coverage is for the Duct Tape Rigatta only. Any other ongoing use permit or contract with the city would be handled separately.
However, often, your regular insurance carrier is willing to work with you on the event coverage.
Thank you,
Kelly Buendia, CMC
Administrative Services Director/City Clerk
City of Lakeport
225 Park Street
Lakeport, CA 95453
tel: 707-263-5615 ext 101 fax: 707-263-8584
From: Edward Posada [mailto:[email protected]] Sent: Wednesday, April 10, 2019 7:28 PM To: Hilary Britton
Rereading your 4/4/19 informational requesting a 3mm/6mm additional co insurance for the city, we understand that this additional cost if just for our event and not for other use permits. Please advise.
Thank you
[email protected] 04/05/2019 2019-016 X 05/07/2019
Hilary Britton
From: jferguson
POLICE CONCERNS: 2 extra patrol to lead the parade/traffic control $128.00 2 police volunteers for traffic control $54.00 On April 9, 2019 at 1:44 PM Hilary Britton
Hi all,
Please find attached application 2019-016 for the 2019 Memorial Day Parade for your review and comments.
We would like to submit this for Council approval at the May 7th Council meeting, so please have your comments back to me by April 30th.
Thank you for your input.
Hilary Britton
Deputy City Clerk
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102
1 Hilary Britton
From: Wanda Gray
No comment from LTA.
Thank you,
Wanda Gray
Director Regional Operations Paratransit Services Operators of Lake Transit
"Providing Quality Coordinated Transportation and community services since 1980"
Direct: (707) 994‐3384 ext 5 Cell: (707)951‐6403 Fax: (707) 994‐3387
Email: [email protected] https://urldefense.proofpoint.com/v2/url?u=http‐ 3A__www.paratransit.net&d=DwIFAg&c=euGZstcaTDllvimEN8b7jXrwqOf‐v5A_CdpgnVfiiMM&r=‐ SIUPJ1f77PB9b9OKMFTYkEe1bpwLfQNWFAi_lfWrY8&m=Al9NzneJ6fRUiLglSXkL2K9pt_BSSINdQqCQE2O3y2A&s=a87P8xP a84PSrLZMzq_uTRk5ChfZkT3ksJaSAarVqHs&e=
Please consider the environment before printing this email.
CONFIDENTIALITY NOTICE: This electronic mail transmission and any accompanying attachments contain information belonging to the sender which may be confidential and legally privileged. This information is intended only for the use of the individual or entity to whom this electronic mail transmission was sent as indicated above. If you are not the intended recipient, any disclosure, copying, distribution, or action taken in reliance on the contents of the information contained in this transmission is strictly prohibited. If you have received this transmission in error, please notify the sender immediately and destroy all copies of this transmission and all attachments. Thank you.
>>> Hilary Britton
1 CITY OF LAKEPORT
City Council City of Lakeport Municipal Sewer District Lakeport Redevelopment Successor Agency Lakeport Industrial Development Agency Municipal Financing Agency of Lakeport STAFF REPORT
RE: Records Retention Schedule Update: Version 7.0 MEETING DATE: 05/07/2019
SUBMITTED BY: Kelly Buendia, Administrative Services Director
PURPOSE OF REPORT: Information only Discussion Action Item
WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD: The City Council is being asked to adopt a resolution modifying its current Records Retention Schedule.
BACKGROUND/DISCUSSION: The Administrative Services Director/City Clerk administers the City’s Records Management Program, including its records retention policies. A consultant, Gladwell Governmental Services, Inc., was brought in as an expert in local government records to assist with the Records Management Program. The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City. The retention schedule is not intended to be a static document, but instead, should be updated periodically to reflect current laws and best practices. The City adopted a retention schedule created by Gladwell Governmental Services for the records retention policy in 2015, and has subsequently amended the retention schedule annually to reflect changes in statutes that affect recommended retention periods. This is the legal update for 2018-19, version 7.0. Ms. Gladwell recommended the City modify the retention period for several records series in order to be in alignment with current statutes (as of 2019), best practices of other cities, and in full compliance with law. These changes are incorporated as Exhibit A of the proposed resolution, and highlighted in strike-through format as Attachment 1 to this staff report. Notable among the proposed changes are as follows: 1. City Wide: Changes to references. 2. City Clerk: Addition of CC-040 - Secretary of State Statement of Facts 3. Human Resources: HR-016, HR-020 Changes retention to “Whichever is Longer: Separation + 30 years; OR Termination of Benefits + 5 years; OR Death of Employee + 5 years” 4. Police: Add PD-070 - Citations - Payment Plans for outstanding parking citations received by indigent persons; Add PD-071 - Report of data regarding the number, type, or disposition of complaints made against its officers (optional); Add “Cannabis” to PD-037, 041, 042. 5. Sewer: SEW-014 - Changes description to add “Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan” 6. Water: Changes to references The adoption of this revised retention schedule will result in efficiency gains and cost savings.
OPTIONS: Meeting Date: 05/07/2019 Page 1 Agenda Item #IV.J. Adopt revised retention schedule or provide direction to staff.
FISCAL IMPACT: None $ Budgeted Item? Yes No Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $ Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other: Comments: The City will realize significant savings both in labor and storage expenses; including the avoidance of future storage and/or construction costs.
SUGGESTED MOTIONS: Move to adopt the proposed resolution adopting a records retention schedule, and authorizing destruction of certain City records and rescinding Resolution No. 2698 (2019).
Attachments: 1. Proposed Changes to Retention Schedule in Strike-Through Format 2. Proposed Resolution
Meeting Date: 05/07/2019 Page 2 Agenda Item #IV.J. ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Accident, Incident, Injury Copies - Copies - AS / Human reports: EMPLOYEES, with When No When No Mag, Copies retained for reference; CW-001 Resources associated MSDS, if a Longer Longer Ppr GC §34090.7 chemical was involved Required Required Copies - Copies - AS / Human Accident, Incident, Injury When No When No Mag, Copies retained for reference; CW-002 Resources reports: PUBLIC Longer Longer Ppr GC §34090.7 Required Required Accounts Payable, Invoices, Petty Cash, Travel Copies - Copies - Reimbursement, Warrant All originals go to Finance When No When No Yes: Before Mag, Finance CW-003 Requests, etc. (these are copies); GC Longer Longer Payment Ppr §34090.7 Required Required ALL backup is forwarded to Finance
Brown Act challenges must be filed within 30 or 90 days of Affidavits of Publications / Mag, action; Statute of Limitations Public Hearing Notices / Legal Lead Dept. CW-004 2 years 2 years Mfr, OD, on Municipal Government Advertising / Affidavits of Ppr actions is 3 - 6 months; CCP Posting §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1)
Agenda Packets / Staff Copies - Copies - Mag, Reports: City Council / When No When No Yes: After AS / City Clerk CW-005 Mfr, OD, S GC §34090.7 Redevelopment / Successor Longer Longer QC &OD Ppr Agency / Oversight Board Required Required
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Agreements & Contracts ALL Copies - Copies - All agreements that are Mag, Yes: Upon When No When No approved by the City Council AS / City Clerk CW-006 (Specifications / Scope of Mfr, OD, S Completio Longer Longer are sent to the City Clerk; GC Work, Notices of Completion, Ppr n Required Required §34090.7 etc.)
Covers E&O Statute of Limitations (insurance Agreements & Contracts: certificates are filed with ADMINISTRATIVE FILES agreement); Published Audit Standards=4-7 years; Statute Mag, Yes: Upon (Correspondence, Project Completion + Yes: Before of Limitations: Contracts & Lead Dept. CW-007 Completion 10 years Mfr, OD, S/I Completio Administration, Project 10 years Completion Spec's=4 years, Wrongful Ppr n Schedules, Certified Payrolls, Death=comp. + 5 years, Insurance Certificates, Developers=comp. + 10 years; Invoices, Logs, RFP, etc.) Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Agreements & Contracts: 10 years or Contracts & Spec's=4 years, ADMINISTRATIVE FILES Completion + After Wrongful Death=comp. + 5 (with Grant Funding) 10 years or Funding years, Developers=comp. + 10 After Funding Mag, Yes: Upon Agency Yes: Before years; Statewide guidelines Lead Dept. CW-008 (Correspondence, Project Completion Agency Audit, Mfr, OD, S/I Completio Audit, if Completion propose termination + 5 years; Administration, Project if required, Ppr n required, CCP §337 et. seq., 2 CFR Schedules, Certified Payrolls, whichever is whichever is 200.333; 21 CFR 1403.36 & Insurance Certificates, longer longer 1403.42(b); 24 CFR 85.42, Invoices, Logs, RFP, etc.) 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133; GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Agreements & Contracts: UNSUCCESSFUL BIDS, The RFP / RFQ and the UNSUCCESSFUL successful proposal becomes PROPOSALS or RESPONSES Mag, Lead Dept. CW-009 2 years 2 years part of the agreement or (Request for Ppr to RFPs contract (City Clerk is OFR); Proposals) and/or RFQs GC §34090 (Request for Qualifications) that don't result in a contract
Copies - Copies - Audits / Audit Reports / CAFR - When No When No Mag, Finance CW-010 Comprehensive Annual Copies; GC §34090.7 Longer Longer Ppr Financial Reports Required Required Bids: See Agreements & CW-011 Contracts When No When No Boards and Committees: Longer Longer City preference; State law only Tape Staffing Dept. CW-012 AUDIO RECORDINGS of Required - Required - requires for 30 days; GC (Mag) Meetings / Audio Tapes Minimum 2 Minimum 2 §54953.5(b) years years
Boards, Commissions, & Committees: City Council All recommendations are Subcommittees Mag, Staffing Dept. CW-013 2 years 2 years presented to the City Council; Ppr GC §34090 et seq. (Composed solely of less than a quorum of the City Council)
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Boards, Commissions, & Committees: External When No When No Organizations Mag, CW-014 Longer Longer Non-records Ppr Required Required (e.g. County Board of Supervisors) Boards, Commissions, & Committees: Residents When No When No Brown Act challenges must be Advisory Bodies Formed by Longer Longer Mag, filed within 30 or 90 days of Staffing Dept. CW-015 CITY COUNCIL Required - Required - Ppr action; GC §§34090, Minimum 2 Minimum 2 54960.1(c)(1) AGENDAS, AGENDA years years PACKETS Boards, Commissions, & Committees: Residents Notes taken to facilitate the Advisory Bodies Formed by Mag, writing of the minutes can be Staffing Dept. CW-016 CITY COUNCIL P P Yes Mfr, OD, S No destroyed after minutes have Ppr been adopted; GC §34090 et MINUTES, RESOLUTIONS & seq. BYLAWS Brochures: See Reference CW-017 Manuals Copies - Copies - Mag, Final must be filed with County When No When No Yes: Current Yes: After Finance CW-018 Budgets - Finals Mfr, OD, S/I Auditor; GC §34090.7, 40802, Longer Longer Fiscal Year 5 years Ppr 53901 Required Required
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Cash Receipts Detail / Backup Lead Dept. & Mag, City preference (not all detail is CW-019 / Accounts Receivable Detail / 2 years 2 years Finance Ppr sent to Finance); GC §34090 Refund Detail
When No When No Longer Longer Mag, Department Preference; GC Lead Dept. CW-020 City Attorney Opinions Required - Required - Yes Mfr, OD, S §34090 Minimum 2 Minimum 2 Ppr years years Copies - Copies - When No When No AS / City Clerk Mag, Longer Longer Yes: Before Yes: After AND Finance / CW-021 Claims Mfr, OD, S/I GC §§34090.7, 34090.6 Required Required Settlement Settlement Risk Manage. Ppr (Upon (Upon Settlement) Settlement) Committees Internal - Attended by employees: All Records Mag, Lead Dept. CW-022 2 years 2 years GC §34090 Ppr (e.g. Records Management Committee, In-House Task Forces, etc.)
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City preference; Statute of When No When No Limitations for personal Lead Complaints / Concerns from Longer Longer property, fraud, etc. is 3 years; Mag, (Responding) CW-023 Citizens Computer Tracking Required - Required - Claims must be filed in 6 Ppr Dept. Software or Correspondence Minimum 2 Minimum 2 months; CCP §§338 et seq., years years 340 et seq., 342, GC §§945.6, GC §34090 CW-024 Contracts: See Agreements Copies - Copies - Copies or duplicates of any When No When No CW-025 Mag Ppr GC §34090.7 record Longer Longer Required Required
Correspondence - ROUTINE Dept. that (Content relates in a Authors substantive way to the Document conduct of the public's Mag, or CW-026 business) 2 years 2 years GC §34090 Ppr Receives the City's Original (e.g. Administrative, Chronological, General Files, Letters, Document Memorandums, Reading File, Working Files, etc.)
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Correspondence - Electronic and paper records TRANSITORY / are filed and retained based PRELIMINARY DRAFTS, upon their content. E-mails, Interagency and Intraagency electronic records, or social Memoranda not retained in the media postings where either ordinary course of business the Content relates in a substantive way to the Content NOT Substantive, or conduct of the public's NOT made or retained for the business, or ARE made or Dept. that purpose of preserving the retained for the purpose of Authors informational content for preserving the informational Document future reference When No When No content for future reference Mag, or CW-027 Longer Longer are saved outside the e-mail Ppr Receives the (e.g. calendars, checklists, e-mail Required Required system by printing them out or social media posting City's Original NOT made and placing them in a file or retained for the purpose of Document folder, or saving them preserving the informational electronically; If not mentioned content for future reference, here, consult the City Attorney invitations, instant messaging, to determine if a record is inventories, logs, mailing lists, considered transitory / meeting room registrations, supply inventories, telephone messages, preliminary drafts. GC §34090, text messages, transmittal letters, GC §6252; 64 Ops. Cal. Atty. thank yous, requests from other Gen. 317 (1981)); City of San cities, undeliverable envelopes, Jose v. Superior Court (Smith). visitors logs, voice mails, S218066. Supreme Court of webpages, etc.) California, 2017(2017) 2 Cal.5th 608.
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Copies - Copies - Deeds, Easements, Final When No When No Mag, Send all originals to the City AS / City Clerk CW-028 Orders of Condemnations (All) Longer Longer Ppr Clerk; GC §34090.7 Required Required As long as the drafts and notes are not retained in the "Regular When No When No Course of Business". Consult Drafts & Notes: Drafts that are Mag, Lead Dept. CW-029 Longer Longer the City Attorney to determine revised (retain final version) Ppr Required Required if a record is considered a draft. GC §§34090, 6252, 6254(a) Facility Use Applications / Mag, Lead Dept. CW-030 2 years 2 years GC §34090 Facility Use Permits Ppr
The Lead Department should print out historical documents (or save source data) prior to GIS Database / Data / Layers When No When No replacing the data, if they Lead Dept. CW-031 (both City-wide and Longer Longer Yes Mag require the data or output for Specialized) Required Required historical purposes; Department Preference (Preliminary documents); GC §34090 et seq.
Grants (UNSUCCESSFUL Mag, Lead Dept. CW-032 2 years 2 years GC §34090 Applications, Correspondence) Ppr
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Meets auditing standards; Grants / CDBG / Reimbursable Grants covered by a Claims / FEMA Claims or OES Consolidated Action Plan are Claims (SUCCESSFUL required for 5 years; Uniform Reports, other records required Admin. Requirements for to pass the funding agency's Grants to Local Governments After audit, if required) is 3 years from expenditure Funding After Funding report or final payment of Agency Agency Audit, Applications (successful), grant Mag, grantee or subgrantee; Lead Dept. CW-033 2 years Audit, if if required - agreement, program rules, Ppr statewide guidelines propose 4 Required - Minimum 5 regulations & procedures, reports years; 2 CFR 200.333; 21 CFR Minimum 5 years to grant funding agencies, 1403.36 & 1403.42(b); 24 CFR correspondence, audit records, years 85.42, 91.105(h), 92.505, completion records 570.490, & 570.502(a&b), 28 Excludes State Prop 1B (2006 CFR 66.42; 29 CFR 97.42; 40 Transportation Projects), which the CFR 31.42; 44 CFR 13.42; 45 State requires for 35 years CFR 92.42; OMB Circular A- 110 & A-133; GC §34090
Send all grievances to Human Resources; All State and Copies - Copies - Personnel / AS Federal laws require retention Grievances and Informal When No When No Yes: Before Mag, / Human CW-034 until final disposition of formal Complaints (Employees) Longer Longer Disposition Ppr Resources complaint; State requires 2 Required Required years after action is taken; GC §§12946, 34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Longest Statute of Limitations is 10 years; Insurance Certificates - Mag, Conforms with Agreement Miscellaneous (from outside Yes: Mfr, Yes - After Retention (usually filed with Lead Dept. CW-035 companies, that cannot be 11 years 11 years Before S OD, QC & OD agreement); statewide matched with a contract or Completion Ppr guidelines propose agreement) permanent; CCP §337 et seq.; GC §34090 Copies - Copies - When No When No Mag, Risk Management Lawsuits, Litigation, Pending Longer Longer Yes: Before Yes: After City Attorney CW-036 Mfr, OD, S/I administrates claim; GC Litigation Required Required Settlement Settlement Ppr §§34090.7, 34090.6 (Upon (Upon Settlement) Settlement)
Originals are signed by the Mag, Lead Dept. CW-037 Leave Slips 5 years 5 years employee, and not forwarded Ppr to Finance; GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / Material Safety Data Sheet substance / agent, where & (MSDS) / Safety Data Sheet While Mag, when it was used is (SDS) Chemical Use Report Yes - After Lead Dept. CW-038 Chemical In 30 years 30 years Mfr, OD, S maintained for 30 years; Form (or records of the QC & OD Use Ppr Applies to qualified employers; chemical / substance / agent, Claims can be made for 30 where & when it was used) years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090
Copies - Copies - Mag, Originals maintained by City When No When No AS / City Clerk CW-039 Minutes - City Council Yes (all) Mfr, OD, S No Clerk Permanently; GC Longer Longer Ppr §34090.7 Required Required
Copies - Copies - Return any whole unused Mag, Municipal Code (these are When No When No Yes: Current codes to the City Clerk; AS / City Clerk CW-040 Mfr, OD, I No copies) Longer Longer Original Originals maintained by City Ppr Required Required Clerk Permanently; GC §34090
When No When No Non-records - may be obtained Lead Dept. CW-041 Newspaper Clippings Longer Longer Ppr from the newspaper company; Required Required GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Statute of Limitations on Notices: Public Hearing Mag, Municipal Government actions Staffing Dept. CW-042 Notices and Proofs of 2 years 2 years Ppr is 3 - 6 months; CCP§337 et Publications seq; GC §34090
Copies - Copies - Mag, When No When No Originals maintained by City AS / City Clerk CW-043 Ordinances - City Council Yes (all) Mfr, OD, S No Longer Longer Clerk Permanently; GC §34090 Ppr Required Required
Originals are signed by the Overtime Sheets / Overtime Mag, Lead Dept. CW-044 5 years 5 years employee, and not forwarded Cards Ppr to Finance; GC §34090
Send to Send to Ensure records kept in Human Human Department files comply with AS / Human Resources Resources Before Mag, CW-045 Personnel Files City policy (all originals are Resources Upon Upon Separation Ppr sent to Human Resources); Separation or Separation or GC §34090.7 Transfer Transfer
Preliminary Drafts; Notes After After maintained in a separate folder Incorporation Incorporation Before Personnel Files (Supervisor's Mag, to be incorporated into Lead Dept. CW-046 into into Annual Notes) Ppr performance evaluation, or to Performance Performance Evaluation document progressive Evaluation Evaluation discipline; GC §34090 et seq.
Mag, Lead Dept. CW-047 Personnel Work Schedules 2 years 2 years GC §34090 Ppr
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Prop. 218 Fees & Charges: Lead Dept. CW-048 Ballots and/or protest letters, 2 years 2 years Ppr GC §53753(e)(2) Mailing List
Transitory records not retained Prop. 218 Fees & Charges: Lead Dept. CW-049 3 months 3 months Ppr in the ordinary course of Undeliverable Mail business; GC §34090
Public Relations / Press Mag, Lead Dept. CW-050 2 years 2 years GC §34090 Releases Ppr
Lead Dept. Real Estate Appraisal Reports: Not accessible to the public; Mag, (Who Ordered CW-051 Property NOT purchased, 2 years 2 years Statewide Guidelines show 2 Ppr the Appraisal) Loans not funded, etc. years; GC §§34090, 6254(h)
Not accessible to the public When No When No until purchase has been Lead Dept. Real Estate Appraisal Reports: Longer Longer Mag, completed; meets grant Yes: Before Yes: After (Who Ordered CW-052 Purchased Property, Funded 2 years Required - Required - Mfr, OD, S auditing requirements; 2 CFR Purchase Inactive the Appraisal) Loans Minimum 3 Minimum 5 Ppr 200.333; 24 CFR 85.42 & years years 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090
Copies - Copies - Records Destruction Lists / When No When No Mag, AS / City Clerk CW-053 Certificate of Records GC §34090.7 Longer Longer Ppr Destruction Required Required
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: When No When No Mag, CW-054 Produced by OUTSIDE Longer Longer Non-Records Ppr ORGANIZATIONS (League of Required Required California Cities, Chamber of Commerce, etc.)
Reference Materials: Policies, When No When No Procedures, Brochures, Flyers, Longer Longer Statewide guidelines propose Mag, Lead Dept. CW-055 Manuals, Newsletters, etc: Required - Required - superseded + 2 or 5 years; GC Ppr Produced by YOUR Minimum 2 Minimum 2 §34090 Department years years Reference Materials: Policies, Procedures, Brochures, Flyers, When When Mag, Lead Dept. CW-056 Manuals, Newsletters, etc: Copies; GC §34090.7 Superseded Superseded Ppr Produced by OTHER Departments Reference or Working Files: CW-057 See Correspondence Administratively and Reports and Studies Mag, Yes: After Historically significant, Lead Dept. CW-058 (Historically significant - e.g., 10 years P P Mfr, OD, S/I 10 years therefore retained Zoning Studies) Ppr permanently; GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Information is outdated after 10 Reports and Studies (Other years; statewide guidelines Mag, Lead Dept. CW-059 than Historically significant 10 years 10 years propose 2 years; If historically Ppr reports - e.g. Annual Reports) significant, retain permanently; GC §34090
Copies - Copies - Mag, Originals maintained by City When No When No AS / City Clerk CW-060 Resolutions - City Council Yes (all) Mfr, OD, S No Clerk Permanently; GC Longer Longer Ppr §34090.7 Required Required When No When No Longer Longer Special Projects / Subject Files Mag, Department Preference; GC Lead Dept. CW-061 Required - Required - / Issue Files Ppr §34090 et seq. Minimum 2 Minimum 2 years years When No When No Subject / Reference Files: Longer Longer Subjects other than Specifically Mag, Department Preference; GC Lead Dept. CW-062 Required - Required - Mentioned in Retention Ppr §34090 et seq. Minimum 2 Minimum 2 Schedules years years
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Surveys / Questionnaires (that the City issues).
If a summary of the data is Mag, Lead Dept. CW-063 compiled, the survey forms are 2 years 2 years GC §34090 Ppr considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required)
Tapes / DVD Recordings: See CW-064 Boards & Commissions
Originals are signed by the employee, and not forwarded to Finance; Department preference; Meets auditing standards (audit + 4 years); Time Sheets / Time Cards / Mag, IRS requires 4 years; Ca. Lead Dept. CW-065 Overtime Sheets / Overtime 5 years 5 years Ppr requires 2 yr min.; FTB keeps Cards / Leave Slips 3 years; Published articles show 4 -10 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5 & 516.6(c); GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Department preference; Ethics Training - ALL COURSE Training is 5 years; Statewide RECORDS guidelines propose 7 years; Calif. Labor Division is required Mag, (Attendance Rosters, Outlines Yes: When to keep their OSHA records 7 Lead Dept. CW-066 2 years 5 years 7 years Mfr, OD, S and Materials; includes Inactive years; EEOC/FLSA/ADEA Ppr Harassment Prevention, (Age) requires 3 years for Ethics & Safety training & promotion, demotion, transfer, Tailgates) selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31, LC §6429(c); GC §§12946, 34090, 53235.2(b)
Department preference (Courts treat volunteers as employees); Volunteer / Unpaid Intern Inactive / Inactive / EEOC/FLSA/ADEA (Age) Lead Dept. CW-067 Applications & Agreements - Separation + 3 Separation + Ppr requires 3 years for promotion, Successful years 3 years demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-19
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Department preference (Courts treat volunteers as employees); Volunteer / Unpaid Intern EEOC/FLSA/ADEA (Age) Applications & Agreements - Lead Dept. CW-068 3 years 3 years Ppr requires 3 years for promotion, Unsuccessful or Pending demotion, transfer, selection, Applicants or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-1
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Brown Act challenges must be filed within 30 or 90 days of Affidavits of Publications / action; Statute of Limitations on Mag, Mfr, Lead Dept. CC-001 Legal Advertising / Affidavits of 2 years 2 years Municipal Government actions OD, Ppr Posting is 3 - 6 months; CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1)
Agendas (Face Sheets) - City Council, Redevelopment, Successor Agency, Oversight Admin. Board, Public Financing Yes: Until Mag, Mfr, Department Preference; GC Services / CC-002 2 years 2 years S No Authority, Housing Authority, After Meeting OD, Ppr §34090 et seq. City Clerk Municipal Finance Authority, Industrial Development Authority Agenda Packets / Staff Reports - City Council, Redevelopment, Successor Admin. Agency, Oversight Board, Yes: Until Mag, Mfr, Department Preference; GC Services / CC-003 10 years 10 years S No Public Financing Authority, After Meeting OD, Ppr §34090 et seq. City Clerk Housing Authority, Municipal Finance Authority, Industrial Development Authority
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-2
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Agreements - ALL - Approved If Imaged, Infrastructure, CIPs, DDAs, OPAs, MOUs, MOAs Other contracts are maintained by the Lead Department Agreement or Contract managing the contract; includes all contractual Department Preference; All obligations (e.g. infrastructure, JPAs, & Mutual Amendments, Scope of Aid contracts should be Admin. Work or Successful permanent for emergency Yes: Before Mag, Mfr, Yes: Upon Services / CC-004 Completion P P S preparedness; Statute of Proposal) & Insurance Completion OD, Ppr Completion City Clerk Certificates Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; Examples of Infrastructure: Architects, CIPs (Capital CCP §337 et. seq., GC Improvement Projects,) City §34090; Contractor has Manager employment contracts, retention requirements in 48 franchise agreements, subdivision CFR 4.703 improvement agreements, development, Joint Powers, MOUs, retirement, water rights, etc.
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-3
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Agreements - ALL - Approved Non-Infrastructure that are NOT Imaged Other contracts are maintained by the Lead Department Agreement or Contract managing the contract; Covers E&O Statute of Limitations; includes all contractual Published Audit Standards=4-7 Admin. obligations (e.g. Completion + Yes: Before Mag, Mfr, Yes: Upon years; Statute of Limitations: Services / CC-005 Completion 10 years S/I Amendments, Scope of 10 years Completion OD, Ppr Completion Contracts & Spec's=4 years, City Clerk Work or Successful Wrongful Death=comp. + 5 Proposal) & Insurance years, Developers=comp. + 10 Certificates years; Statewide guidelines propose termination + 5 years; Examples of NON-Infrastructure: CCP §337 et. seq., GC §34090 Consulting, disposal, leases, loans, mutual aid, professional services, settlement, services, etc.
Admin. Applications for Boards, Term of Term of Department preference; GC Services / CC-006 Commissions or Committees - Office + 2 Office + 2 Mag, Ppr §34090 City Clerk Successful years years
Admin. Applications for Boards, Services / CC-007 Commissions or Committees - 2 years 2 years Mag, Ppr GC §34090 City Clerk Unsuccessful
Admin. Committee Rosters / Boards, Services / CC-008 Commissions and Committees 2 years 2 years Mag, Ppr GC §34090 City Clerk (Maddy Act)
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-4
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Economic Interest Filings City maintains original Admin. (FPPC 700 Series Forms - Mag, Mfr, Yes: After 2 statements; GC §81009(e)&(g); Services / CC-009 2 years 5 years 7 years S / I Statement of Economic OD, Ppr years GC §81009(f)&(g); 2 CCR City Clerk Interests): ALL 18615(d)
Admin. Mag, Mfr, Yes: After 1 GC §53235.2(b) 12946, 29 Services / CC-010 Ethics Training Certificates 5 years 5 years S / I OD, Ppr year USC 1113 City Clerk Admin. Must post on website; 2 CCR FPPC Form 801 (Gift to Services / CC-011 7 years 7 years Mag, Ppr 18944(c)(3)(G); GC §81009e; Agency Report) City Clerk GC §34090; Admin. FPPC Form 802 (Event Ticket Must post on website for 4 Services / CC-012 / Pass Distributions Agency 7 years 7 years Mag, Ppr years; GC §81009€; GC City Report) §34090 Manager Admin. FPPC Form 803 (Behested Services / CC-013 7 years 7 years Mag, Ppr GC §81009e; GC §34090 Payment Report) City Clerk Admin. FPPC Form 804 (Agenda FPPC Regulation 18734(c); GC Services / CC-014 P P Mag, Ppr Report of New Positions) §81009e; GC §34090 City Clerk Admin. FPPC Form 805 (Agency FPPC Regulation 18734(c); GC Services / CC-015 P P Mag, Ppr Report of Consultants) §81009e; GC §34090 City Clerk Admin. FPPC Form 806 (Agency Must post on website; 2 CCR Services / CC-016 Report of Public Official 7 years 7 years Mag, Ppr 18702.5 18705.5(b)(3); GC City Clerk Appointments) §34090; GC §81009(e)
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Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ELECTIONS - CONSOLIDATED
Campaign Filings (FPPC 400 Admin. Series Forms & Form 501): Mag, Mfr, Yes: After 2 Paper must be retained for at Services / CC-017 2 years P P S SUCCESSFUL CANDIDATES OD, Ppr years least 2 years; GC §81009(b)(g) City Clerk (Elected Officials)
Campaign Filings (FPPC 400 Admin. Series Forms & Form 501): Mag, Mfr, Yes: After 2 Paper must be retained for at Services / CC-018 5 years 5 years S UNSUCCESSFUL OD, Ppr years least 2 years; GC §81009(b)(g) City Clerk CANDIDATES Campaign Filings (FPPC 400 Admin. Series Forms): THOSE NOT Paper must be retained for at Services / CC-019 REQUIRED TO FILE 4 years 4 years Mag, Ppr least 2 years; GC §81009(b)(g) City Clerk ORIGINAL WITH CITY CLERK (copies) Campaign Filings (FPPC 400 Admin. Series Forms): OTHER Paper must be retained for at Services / CC-020 7 years 7 years Mag, Ppr COMMITTEES (PACS - not least 2 years; GC §81009(c)(g) City Clerk candidate-controlled)
Elections - GENERAL, WORKING or ADMINISTRATION Files Admin. (Correspondence, Applications Services / CC-021 for vacancies on the Council, 2 years 2 years Mag, Ppr GC §34090 City Clerk Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, etc.)
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Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Elections - HISTORY Files Mag, Mfr, Department preference; GC Services / CC-022 P P S No (Sample Ballot, Results) OD, Ppr §34090 City Clerk
Results + 8 Results + 8 Not accessible to the public; months, or months, or The 8 month retention applies Admin. Final Final after election results, or final Elections - Petitions (Initiative, Services / CC-023 Examination Examination Ppr examination if no election, Recall or Referendum) City Clerk if No Election if No Election unless there is a legal or FPPC + 8 mo. 1 + 8 mo. 1 proceeding. EC §§17200(b)(3), year year 17400
(End of Elections Section) Admin. Enterprise System Catalogue Minimum 2 Minimum 2 Services / CC-039 Mag GC §34090 (posted on line) years years City Clerk
City Clerk determines historical significance; records can Historical Records & Historical Admin. address a variety of subjects Projects (e.g. Incorporation, Mag, Mfr, Services / CC-024 P P S No and media. Some media (e.g. City Seal, Awards of significant OD, Ppr City Clerk audio and video tape) may be historical interest, etc.) limited because of the media's life expectancy; GC §34090
Admin. Minutes - City Council, Mag, Mfr, Services / CC-025 Redevelopment, Successor P P Yes (all) S No GC §34090 OD, Ppr City Clerk Agency, Oversight Board, etc.
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Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin. When No When No Preliminary drafts not retained Municipal Code Administration, Services / CC-026 Longer Longer Mag, Ppr in the ordinary course of Distribution, etc. City Clerk Required Required business; GC §34090
Admin. Municipal Code and History Mag, Mfr, Services / CC-027 File (always retain 1 2 years P P S No GC §34090 OD, Ppr City Clerk supplement) Admin. Mag, Mfr, Services / CC-028 Ordinances (City Council) P P Yes (all) S No GC §34090 et. seq. OD, Ppr City Clerk
Petitions (submitted to Council on any subject - Dog Parks, Admin. Parking, Traffic Calming, etc.) Law requires 1 year for Services / CC-029 1 year 1 year Ppr petitions; GC §50115 City Clerk See Elections for Initiative, Recall or Referendum Petitions
Admin. Services / CC-038 Proclamations 2 years 2 years Mag, Ppr GC §34090 City Clerk
Proof of Publication / Public Statute of Limitations on Hearing Notices / Certificate of Municipal Government actions Lead Dept. CC-030 2 years 2 years Mag, Ppr Posting / Legal Advertising is 3 - 6 months; CCP§337 et (Usually kept with Project Files) seq; GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-8
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Real Property - Records that Admin. Affect the Title to Real Property Mag, Mfr, Services / CC-031 2 years P P S / I No GC §34090 (Deeds, Easements, Liens, OD, Ppr City Clerk Rights of Way, etc.)
Admin. Recordings / Tapes of City Department Preference; State Services / CC-032 Council Meetings - Audio 2 years 2 years Mag, OD law only requires for 30 days; City Clerk Recordings GC §54953.5(b) Department preference; Video Admin. Recordings / Tapes of City recording of meetings are only Services / CC-033 Council Meetings - Video 2 years 2 years Mag, OD required for 90 days; GC City Clerk Recordings / DVD-R §§34090.7, 34090 Admin. Records Destruction Lists / Mag, Mfr, Yes: After Department Preference; GC Services / CC-034 Certificates of Records P P S OD, Ppr QC & OD §34090 et. seq. City Clerk Destruction
Admin. Records Retention Schedules / Mag, Mfr, Services / CC-035 Amendments to Records 10 years P P I GC §34090 et. seq. OD, Ppr City Clerk Retention Schedules
Admin. Services / CC-036 Request for Public Records 2 years 2 years Mag, Ppr GC §34090 City Clerk
Resolutions Admin. Mag, Mfr, Services / CC-037 P P Yes (all) S No GC §34090 et. seq. City Council, Redevelopment, OD, Ppr City Clerk Successor Agency, etc.
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-9
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Secretary of State Statement Services / CC-040 2 years 2 years Mag, Ppr GC §34090 et seq. of Facts City Clerk
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-1
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Admin. Department Preference; IRS: 4 1095-C (Employer-Provided Services / years after tax is due or paid; 6 HR-027 Health Insurance Offer and 2 years 3 years 5 years Mag, Ppr Human CFR 31.6001-1(e)(2), GC Coverage) Resources §34090 EEOC / ADEA (Age) requires 1 year after benefit plan Admin. termination; Federal law requires Duration of Duration of Yes: For Services / Benefit Plan Documents 6 years after filing date for HR-001 the Contract the Contract Duration of Mag, Ppr Human (CalPERS, Optical, Dental, etc.) retirement; State Law requires 2 + 6 years + 6 years Contract Resources years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 3409 CalPERS Benefit Administration Department Preference; 6 years Admin. for retirement benefits; State Services / (Includes contract amendment, HR-002 6 years 6 years Mag, Ppr Law requires 2 years after Human actuarial reports, service credit action; 29 CFR 1627.3(b)(2); 29 Resources reports, annual employee listing, USC 1027; GC §§12946, 3409 etc.) Admin. Department Preference; Services / CalPERS Reports - Annual HR-003 2 years 3 years 5 years Mag, Ppr Retained to match other auditing Human Employer Statements periods; GC §34090 Resources Bureau of National Affairs When No When No recommends 2 years for all Admin. Classification / Reorganization Longer Longer supplementary Personnel Services / Studies (for employee HR-004 Required - Required - Mag, Ppr records; Wage rate tables are 1 Human classifications and department Minimum 3 Minimum 3 or 2 years; State requires 2 Resources structures) years years years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-2
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, When No When No Admin. demotion, transfer, selection, or Longer Longer Services / Mag, Mfr, Yes: After 1 discharge; State Law requires 2 - HR-005 Classification Specifications Required - Required - S / I Human OD, Ppr year 3 years; retirement benefits is 6 Minimum 3 Minimum 3 Resources years from last action; 29 CFR years years 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090; 29 USC 1113 Bureau of National Affairs When No When No recommends 2 years for all Admin. Longer Longer supplementary Personnel Services / HR-006 Compensation Surveys & Studies Required - Required - Mag, Ppr records; Wage rate tables are 1 Human Minimum 3 Minimum 3 or 2 years; State requires 2 Resources years years years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 34090 All State and Federal laws Admin. require retention until final Department of Fair Employment Final Final Services / disposition of formal complaint; HR-007 & Housing (DFEH or EEOC) Disposition Disposition Mag, Ppr Human State requires 2 years after "fully Claims + 3 years + 3 years Resources and finally disposed"; 2 CCR 11013©; GC §§12946, 34090 Transitory or source records not retained in the ordinary course Admin. When When of business; CHP audits every 2 Services / Superseded Superseded HR-008 DMV Pull Notices Mag Ppr years; Bureau of National Affairs Human or or recommends 2 years for all Resources Separated Separated supplementary Personnel records; GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-3
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). D.O.T. Requires 5 years for positive tests, refusals, annual summaries, etc, 1 year for negative tests; EEOC / FLSA / Admin. ADEA (Age) requires 3 years Services / Drug & Alcohol Test Results (All - HR-009 2 years 3 years 5 years Mag Ppr physical examinations; State Human Positives and Negatives) Law requires 2 years; 29 CFR Resources 1627.3(b)(1)(v), GC §§12946, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Admin. EEO-4 Reports and records Services / required to generate EEO-4 HR-010 3 years 3 years Mag, Ppr 29 CFR 1602.30 Human report (Self-Identification Form, Resources etc.) Non-citizens must re-certify periodically; Required for 1 year from termination or 3 years from Admin. hiring, whichever is later; EEOC Services / Separation + Separation + / FLSA / ADEA (Age) requires 3 HR-011 I-9s Mag, Ppr Human 3 years 3 years years for "any other forms of Resources employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(i); GC §§12946, 34090 Labor Relations Files Admin. Services / (Negotiation Notes, Department Preference; GC HR-012 5 years 5 years 10 years Mag, Ppr Human Correspondence, Interpretation of §34090 Resources MOU Provisions, Documentation, etc.)
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-4
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Department preference; EEOC / Admin. Personnel Background Packet - FLSA / ADEA (Age) requires 3 Services / POLICE & OTHER EMPLOYEES Separation + Separation + years; State Law requires 2 - 3 HR-013 Mag, Ppr Human - SUCCESSFUL Employees 3 years 3 years years; 29 CFR 1672.3(b)(i), 29 Resources (Hired) CFR 1602.14 et seq., GC §§12946, 34090 Department preference; EEOC / Admin. FLSA / ADEA (Age) requires 3 Personnel Background Packet - Services / years; State Law requires 2 - 3 HR-014 POLICE & OTHER EMPLOYEES 3 years 3 years Mag, Ppr Human years; 29 CFR 1672.3(b)(i), 29 (not hired) Resources Unsuccessful CFR 1602.14 et seq., GC §§12946, 34090 Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) Admin. Personnel Files - Employees Yes: After requires 3 years for promotion, Services / Separation + Separation + Mag, Mfr, HR-015 S Separation + demotion, transfer, selection, or Human Includes Oaths of Office, and 7 years 7 years OD, Ppr 1 year discharge; State Law requires 2 - Resources Disaster Service Workers Oaths 3 years; 29 CFR 1602.14, 1602.31 & 1627.3(b)(ii), GC §§12946, 34090; 29 USC 1113, GC §3105; LC §1198.5
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-5
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Whichever Whichever is Longer: is Longer: Personnel Files - Medical File (all Separation + Separation + Department preference; Files employees) 30 years; 20 years; maintained separately; Claims OR Admin. OR can be made for 30 years for Pre-employment Clearances, Termination Yes: After Services / Separation + Termination Yes: Until Mag, Mfr, toxic substance exposure; 8 HR-016 ADA Accommodations, of Benefits + S Separation + Human 7 years of Benefits + Separation OD, Ppr CCR §3204(d)(1) et seq., 8 CCR Respiratory Fit Tests, Hearing 5 years; OR 1 year Resources 5 years; OR 5144, 8 CCR 15400.2; 29 CFR Tests, Incidents / Accidents Death of Death of 1910.1020(d)(1)(i), GC §§12946, where no medical services were Employee + Employee + 34090 provided, etc. 5 years 5 years Separation + 20 years 30 years Recruitment and Testing File
(Includes Advertisements, Department preference; EEOC / Applications for Unsuccessful Admin. FLSA / ADEA (Age) requires 1-3 Candidates, Job Brochures, Test Services / years; State Law requires 2 - 3 HR-017 Data, Testing Analysis & 3 years 3 years Mag, Ppr Human years; 29 CFR 1627.3(b)(i), 29 statistical Metric, Interview Notes, Resources CFR 1602.14 et seq. 2 CCR Job Analysis, Rating Sheets, 11013©; GC §§12946, 34090 Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) When No When No Admin. Studies & Surveys Conducted on Longer Longer Services / Department preference; GC HR-018 Behalf of the City (Sick Leave, Required - Required - Mag, Ppr Human §34090 Attrition, Benefits, etc.) Minimum 3 Minimum 3 Resources years years
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-6
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Workers Compensation Claim Meets auditing standards; GC HR-019 5 years 5 years Mag Ppr Human Runs §34090 Resources
Whichever Whichever is Longer: is Longer: Separation + Separation + 30 years; 20 years; OR OR Department preference; Files Termination Termination maintained separately; Claims of Benefits + Admin. of Benefits + can be made for 30 years for 5 years; OR Yes: After Services / Separation + 5 years; OR Yes: Until Mag, Mfr, toxic substance exposure; 8 HR-020 Workers Compensation Claims Death of S Separation + Human 10 years Death of Separation OD, Ppr CCR §3204(d)(1) et seq., 8 CCR Employee + 1 year Resources Employee + 5144, 8 CCR 15400.2; 29 CFR 5 years 5 years 1910.1020(d)(1)(i), GC §§12946, Separation + 20 years or 34090 30 years or Termination Termination of Benefits, of Benefits, whichever is whichever is longer longer,
RISK MANAGEMENT Admin. Services / Human Accident, Incident, Injury Reports Department Preference; GC HR-021 2 years 2 years Mag, Ppr Resources That do NOT Result in a Claim §34090 / Risk Manage.
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-7
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Human Department preference; GC HR-022 Actuarials 10 years 10 years Ppr Resources §34090 / Risk Manage. Admin. Department Preference; Covers Services / Final Final various statute of limitations; Human Yes: Until Mag, Mfr, Yes: After HR-023 Claims (Liability Claims) Resolution + Resolution + S CCP §§ 337 et seq.; GC §§ Resources Resolution OD, Ppr QC & OD 5 years 5 years 911.2, 945.6, 34090, 34090.6; / Risk PC §832.5 Manage. Admin. Services / Human Insurance Policy Applications / Yes: Until Mag, Mfr, Yes: After Department preference; GC HR-024 P P S / I Resources Policies (City-owned Policies) Separation OD, Ppr QC & OD §34090 / Risk Manage. Admin. Services / When No When No Department Preference (the Human HR-025 Loss Runs Longer Longer Mag Ppr Claims Management System is Resources Required Required the original); GC §34090 / Risk Manage.
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-8
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Calif. Labor Division is required Admin. to keep their records 7 years; Services / OSHA requires 5 years; State Human OSHA Inspections & Citations, law requires 2 years; 8 CCR HR-026 5 years 5 years Ppr Resources Log 200 and Log 300, 301, 301A §3203(b)(1), 29 CFR 1904.33, / Risk OMB 1220-0029, 8 CCR Manage. 14300.33; GC §34090.7; LC §6429c
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). DISPATCH Department Preference; Audio Recordings or Tapes - Statewide guidelines propose (CAD/RMS) Recordings of 180 days (legally mandated for Police / PD-001 Telephone & Radio 180 days 180 days Mag 100 days); (may be discoverable Dispatch Communications Dispatch or made public in some Tapes (CAD) circumstances), GC §§34090, 34090.6 When No When No Police / Vehicle Repossession Preliminary Drafts; GC§ 34090 PD-002 Longer Longer Mag, Ppr Dispatch Notifications (Call for Service) et seq. Required Required DETECTIVES / INVESTIGATIONS Final reports and records are Detectives Investigation Files When No When No Police / transferred to the case file PD-003 and Arrest Files - Crimes Other Longer Longer Mag, Ppr Investigat. stored in Records; GC §34090 et Than Homicide Required Required seq. Final reports and records are Police / Detectives Investigation Files Mag, Mfr, Yes: After transferred to the case file PD-004 P P S/M/I Investigat. and Arrest Files - Homicide OD, Ppr QC & OD stored in Records; GC §34090 et seq. Informant information; Does not contain criminal intelligence Police / PD-005 Informant Files 5 years 5 years Mag, Ppr information concerning Investigat. individuals; Department preference GC §34090
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Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity and Police / Intelligence Files (Criminal No Longer No Longer Mag, Mfr, Yes: When the information is relevant to that PD-006 S / I Investigat. Intelligence Files) than 5 years than 5 years OD, Ppr Superseded criminal conduct or activity. Misleading, obsolete or unreliable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 When No When No Longer Longer Police / Mag, Mfr, Yes: When Department preference (Not PD-007 Investigation Files Required - Required - S / I Investigat. OD, Ppr Superseded Intelligence files); GC §34090 Minimum 2 Minimum 2 years years Department Preference to provide information to other agencies; Non-records used for Police / PD-008 Pawn Slips 2 years 2 years Mag, Ppr investigations; Originals entered Investigat. into the State Automated Property System; most agencies retain for 2 years; GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If Police / Mag, Mfr, Yes: After PD-009 Registrants: Arson - Adults 5 years P P S/M/I released from CYA, records are Investigat. OD, Ppr 5 years destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Pursuant to PC §457.1 et seq.; If Age 25 or Age 25 or Registrants: Arson - Juveniles released from CYA, records are Police / Sealing Sealing Mag, Mfr, Yes: After PD-010 released from California Youth S/M/I destroyed after age 25 or Investigat. Date + 5 Date + 5 OD, Ppr QC & OD Authority sealing pursuant to W&I §781; years years GC §34090.7 Department Preference; After 2021, Offenders can petition Police / Registrants: Sex Offenders - Mag, Mfr, Yes: After Court for removal 10 or 20 years PD-011 P P S/M/I Investigat. Adults OD, Ppr QC & OD after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq. After 2021, Offenders can P P petition Court for removal 10 or or Sealing or Sealing Police / Registrants: Sex Offenders - Mag, Mfr, Yes: After 20 years after offense, provided PD-012 Date + 5 Date + 5 S/M/I Investigat. Juveniles OD, Ppr QC & OD there are no subsequent years (or years (or offenses; Pursuant to PC §290 Court Order) Court Order) et seq.; W&I §781; When No When No Veterans Advisory Commission Brown Act challenges must be Longer Longer Police / filed within 30 or 90 days of PD-013 Required - Required - Mag, Ppr Investigat. AGENDA PACKETS & action; GC §§34090, Minimum 2 Minimum 2 AGENDAS 54960.1(c)(1) years years
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Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Copies - Copies - Veterans Advisory Commission When No When No Mag, Mfr, Yes: After Send originals to the City Clerk; City Clerk PD-014 Yes S Longer Longer OD, Ppr 10 years GC §34090.7 MINUTES Required Required
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Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PATROL 3 years is required for animal Canine (Police Dogs) Program Police / Separation Separation care / treatment records; FA PD-015 Files / Training Files: Animal Mag, Ppr Patrol + 3 years + 3 years §32003(e), PC §597.1(d); GC Files §34090 et seq. Canine (Police Dogs) Program Police / Department preference; GC PD-016 Files: Action Reports, Monthly 5 years 5 years Mag, Ppr Patrol §34090 et seq. Reports Police / Department preference; GC PD-017 PAS Device Calibration Logs 5 years 5 years Mag, Ppr Patrol §34090 et seq. Police / PD-018 Patrol Ride-A-Long Waiver Form 2 years 2 years Mag, Ppr GC §34090 et seq. Patrol Police / PD-019 Pursuit Critiques 2 years 2 years Mag, Ppr GC § 34090 et seq. Patrol When No When No Longer Longer Police / Department preference; GC PD-020 Special Events / Ops Plan Required - Required - Mag, Ppr Patrol §34090 et seq. Minimum 2 Minimum 2 years years Life of the Life of the Police / Traffic Control: Radar Department preference; GC PD-021 Equipment Equipment Mag, Ppr Patrol Calibration Records §34090 et seq. + 2 years + 2 years Police / Use of Force Review (Involving Incident + 5 Incident + 5 Department preference; GC PD-022 Mag, Ppr Patrol Employees) years years §§12946, 34090
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Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PROPERTY & EVIDENCE / LABORATORY Follows the Follows the Police / Retention Retention of Mag, Mfr, Yes: After Department Preference; GC Property & PD-023 Crime Report Photos Period of S / I the OD, Ppr 1 year §34090 Evidence the Evidence Evidence Police / Property & PD-024 Forfeiture Notification 2 years 2 years Mag, Ppr GC §34090 Evidence Police / Gun and Narcotics Destruction Department Preference; GC Property & PD-025 10 years 10 years Mag, Ppr Log (Documents related to) §34090 Evidence Follows the Follows the Police / Retention Retention of Mag, Mfr, Yes: After Department Preference; GC Property & PD-026 Latent Print File Period of S / I the OD, Ppr 1 year §34090 Evidence the Evidence Evidence Police / Lost & Found Property Property & PD-027 2 years 2 years Mag, Ppr GC §34090 (Documents related to) Evidence
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Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). RECORDS Backgrounds (Excludes Police / PD-028 Employees) - Local Criminal 2 years 2 years Mag, Ppr GC §34090 Records History Review Department preference (the Statute of Limitation for Police / Citations - Moving Violations, PD-029 2 years 2 years Mag, Ppr collections is 5 years from the Records Marijuana / Cannabis, Parking date of the last violation); CVC 40222(b); GC §34090 Department preference (the Fully Paid, Fully Paid, Citations - Payment Plans for Statute of Limitation for Police / Written off, Written off, PD-070 outstanding parking citations Mag, Ppr collections is 5 years from the Records or Forgiven or Forgiven received by indigent persons date of the last violation); CVC + 5 years + 5 years 40222(b); GC §34090 Crime Statistics / Uniform Crime Police / PD-030 Reports (UCR) - Summaries 2 years 2 years Mag, Ppr GC §34090 Records (BCS) When No When No Police / Field Investigation Cards (FI's) - Preliminary Drafts; GC§ 34090 PD-031 Longer Longer Mag, Ppr Records After Entry into to RMS et seq. Required Required Police / Field Investigation Cards (FI's) - PD-032 2 years 2 years Mag, Ppr GC §34090 Records NOT entered into to RMS Police / PD-033 NCIC Validation 2 years 2 years Mag, Ppr GC §34090 Records Department preference; EEOC / Personnel Background Packet - FLSA / ADEA (Age) requires 3 Yes: After Police / POLICE EMPLOYEES or Yes: Until Mag, Mfr, years; State Law requires 2 - 3 PD-034 3 5 years 3 5 years S Separation Records (NOT Separation OD, Ppr years; 29 CFR 1672.3(b)(i), 29 CADETS Unsuccessful + 1 year hired) CFR 1602.14 et seq GC §§12946, 34090
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Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Final Final Police / Department preference; GC PD-035 Pitchess Motion Files Disposition Disposition Mag, Ppr Records §34090 + 5 years + 5 years POLICE REPORTS / INCIDENT REPORTS: Firearm Firearm Police / Mag, Mfr, Yes: After PD-036 Found or Found or Yes S/M/I PC§ 11108(b); GC§ 34090 Records Firearms entered into CLETS OD, Ppr QC Recovered Recovered (if not Permanent Retention) - Found / Recovered Firearms POLICE REPORTS / INCIDENT REPORTS:
Misdemeanor or Infraction - - Yes: Police / Adult Marijuana / Cannabis Mag, Mfr, Yes: After ("Shall" Destroy); H&S PD-037 H&S §11357(b)(c)(d)(e) or H&S 2 years 2 years Before S/M/I Records OD, Ppr QC & OD §11361.5; GC §34090 §11360(b) (with procedure in Disposition H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms Provided there are no POLICE REPORTS / INCIDENT outstanding warrants, REPORTS: unrecovered identifiable items, criminal deaths, they are not ALL, Except Those historically significant, and it is Police / Mag, Mfr, Yes: After PD-038 Specifically Mentioned in the 5 years 5 years Yes S/M/I not classified under PC §800 & Records OD, Ppr QC & OD Schedule 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile e.g., 5150, Detention Reports, marijuana after age18; H&S etc. §11361.5, GC §34090, PC §802, PC §§187, 800 et seq.
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). POLICE REPORTS / INCIDENT REPORTS: Department Preference; DOJ retains CACI (Child Abuse Capital Crimes / Homicides / Central Index) information for Major Crimes / Serious adults 100 years; No limitations Police / Felonies / Sex Crimes / Child Mag, Mfr, Yes: After PD-039 P P Yes S/M/I on commencement of action; Records (Crimes OD, Ppr QC & OD Abuse / Felony DNA Courts keep permanently PC §§ Subject to the Death Penalty), 261, 286, 288, 288a, 288.5, 289, Sex Crimes, Substantiated Child 289.5, 290, 799, 803(h), 11169 Abuse or Severe Neglect (Adults et seq.; 11170(a); WIC 707(b) Only) (PC §288, 290, WIC 707(b)), PC 803(h) POLICE REPORTS / INCIDENT REPORTS: Individual petitions District Factually Innocent Petition Date of Date of Yes: Attorney; Sheriff concurs that Police / Mag, Mfr, Yes: After PD-040 Accepted Records Sealed Arrest + 3 Arrest + 3 Before S/M/I person is factually innocent, then Records OD, Ppr QC & OD Pending Destruction - Except years years Disposition seals record ("Shall" Destroy); those with outstanding stolen GC §34090; PC §851.8(a) property, including firearms, or lost firearms POLICE REPORTS / INCIDENT Date of Date of REPORTS: Incident + Incident + 10 years, 10 years, Police / Mag, Mfr, Yes: After PC §§11169(i); 11170(a); GC PD-065 If No If No Yes S/M/I Records Juvenile Child Abuse or OD, Ppr QC §34090 Subsequent Subsequent Severe Neglect Reports Reports
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). POLICE REPORTS / INCIDENT REPORTS: Conviction Conviction Misdemeanor or Infraction - or Arrest (if or Arrest (if Yes: (Courts and other Agencies Police / Mag, Mfr, Yes: After PD-041 No No Before S/M/I "Shall" Destroy); H&S §11361.5; Records Juvenile Marijuana / Cannabis OD, Ppr QC & OD - H&S §11357(E) - Except those Conviction) Conviction) Disposition GC §34090 with outstanding stolen property, + 2 years + 2 years including firearms, or lost firearms POLICE REPORTS / INCIDENT REPORTS:
Misdemeanor or Infraction Offender is Offender is (Courts and other Agencies Police / PD-042 Marijuana / Cannabis 18 Years 18 Years Yes Mag, Ppr "Shall" destroy); H&S§ 11361.5 Records §11357(de) - Juvenile on Old Old et seq., 11357(de) School Grounds during School Hours (with procedure in H&S §11361.5) Until CLETS Until CLETS POLICE REPORTS / INCIDENT Entry No Entry No Yes: Police / REPORTS: Longer Longer Mag, Mfr, Yes: After Department Preference; GC PD-043 Before S/M/I Records Exists - Exists - OD, Ppr QC & OD §34090 Disposition Missing Persons (Returned) Minimum 2 Minimum 2 years years
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Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). POLICE REPORTS / INCIDENT REPORTS: Statute of Limitations runs up to age of majority + 8 years; sealed Sealed Juvenile and Ward Sealing Sealing Yes: records for juveniles and wards Police / Cases - Except Child Abuse or Date + 5 Date + 5 Mag, Mfr, Yes: After PD-044 Before S/M/I of the Court must be destroyed 5 Records Severe Neglect, years (Or years (or OD, Ppr QC & OD Disposition years after sealing date; CCP (Substantiated),, those with Court Order) Court Order) §§340.1, GC §34090; W&I outstanding stolen property, §§389(a), 781(d) including firearms, or lost firearms Police / PD-045 Public Information Requests 2 years 2 years Mag, Ppr GC §34090 Records Department Preference; Police / Registration is required for 5 PD-046 Registrants: Narcotic 5 years 5 years Mag, Ppr Records years; GC §34090, H&S §11590 et seq., H&S §11594(a) Police / Data Fields / Records are PD-047 RMS Database Indefinite Indefinite Yes Mag Records interrelated; GC §34090 Police / Subpoenas (Police Civil PD-048 2 years 2 years Mag, Ppr GC §34090 Records Personal Appearance) TEMPORARY HOLDING FACILITY Police / Temp. Booking Folders (Property, Department preference; GC PD-049 2 years 2 years Mag, Ppr Holding Medical, etc.) §34090 et seq. Facility Police / Temp. Department preference; GC PD-050 Booking Log 2 years 2 years Mag, Ppr Holding §34090 et seq. Facility
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Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Temp. Cell Checks / Cell Log / Department preference; GC PD-051 2 years 2 years Mag, Ppr Holding Sergeant's Log §34090 et seq. Facility TRAINING / PROFESSIONAL STANDARDS Police / Training / CCW (Carry Concealed Expiration + Expiration + Department Preference; GC § PD-052 Yes Mag, Ppr Profess. Weapon) Permits - Approved 2 years 2 years 34090 et seq. Standards Police / Training / CCW (Carry Concealed PD-053 2 years 2 years Yes Mag, Ppr GC § 34090 et seq. Profess. Weapon) Permits - Denied Standards Department Policies & When No When No Police / Procedures / Operation Longer Longer Training / Mag, Mfr, Yes: After Department Preference; GC § PD-054 Directives / General Orders / Required - Required - S / I Profess. OD, Ppr superseded 34090 et seq. Lexipol (Department Policies Minimum 5 Minimum 5 Standards and Procedures) years years Officer Recordings: Body-Worn Police / PC§ 832.18(b)(5)(E); GC PD-066 Cameras – LOGS of Access or P P Mag Operations §34090.6 et seq. Deletion of Data Follows the Officer Recordings: Body-Worn Follows Retention of Cameras - that ARE evidence, retention for Police / the PC§ 832.18(b)(5)(B)&(C); GC PD-067 Officer Involved Shootings / Evidence, Mag Operations Evidence, §34090.6 et seq. Detention or Arrest / Minimum 2 Minimum 2 Complaints years years Officer Recordings: Body-Worn Police / PC§ 832.18(b)(5)(A); GC PD-068 Cameras - that are NOT 60 days 60 days Mag Operations §34090.6 et seq. evidence
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Consistent with Lexipol Section 446.10.1 449; Those segments of videos that are determined to Officer Recordings: Mobile be evidence are copied onto a Police / Audio Video (MAV) PD-069 2 years 2 years Mag different tape and retained for Records Recordings (Mobile in-Car the same length of time as the Video) that are evidence not crime report (see crime reports for legal citations); GC §34090.6 et seq. State requires for at least 5 years for Civilian's Citizen's Personnel Discipline File - complaints; other State & Internal Affairs Investigations / Federal laws require retention Police / Complaints: CIVILIAN CITIZEN- Final Final until final disposition of formal Training / PD-056 GENERATED COMPLAINTS Disposition Disposition Mag, Ppr complaint; State requires 2 Profess. + 5 years + 5 years years after action is taken; Standards (May include criminal acts, Statute of Limitations is 4 years moral turpitude, complaints for misconduct; EVC § generated from a citizen) 1045(b)(1), GC §§12946, 34090; VC §2547 Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 Police / Personnel Discipline File - Final Final years; State Law requires 2 - 3 Training / Internal Affairs Investigations / PD-057 Disposition Disposition Mag, Ppr years; 29 CFR 1627.3(b)(i), 29 Profess. Complaints: INTERNAL + 5 years + 5 years CFR 1602.14 et seq. 2 CCR Standards COMPLAINTS 7287.0(c)(2), GC §§12946, 34090
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Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Department preference; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their records 7 Personnel Files - Police Send to Send to years; OSHA requires safety Police / Department Employees or Human Human Yes: After training 5 years; Training / Cadets Yes: Until Mag, Mfr, PD-058 Resources Resources S Separation EEOC/FLSA/ADEA (Age) Profess. Separation OD, Ppr Upon Upon + 1 year requires 3 years for promotion, Standards Includes Evaluations, Separation Separation demotion, transfer, selection, or Commendations, etc. discharge; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Department preference; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their records 7 Send to Send to years; OSHA requires safety Police / Personnel Files - Training File Human Human Yes: After training 5 years; Training / Yes: Until Mag, Mfr, PD-059 Resources Resources S Separation EEOC/FLSA/ADEA (Age) Profess. Includes Training Certificates, Separation OD, Ppr Upon Upon + 1 year requires 3 years for promotion, Standards etc. Separation Separation demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Police / Report of data regarding the Training / number, type, or disposition of PD-071 2 years 2 years Mag, Ppr GC §34090 et seq. Profess. complaints made against its Standards officers (optional)
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). When No When No Police / Reports and Studies regarding Longer Longer Training / Department Preference; GC § PD-060 Police operations (not historical - Required - Required - Mag, Ppr Profess. 34090 et seq. staffing, overtime, etc.) Minimum 2 Minimum 2 Standards years years Department preference; Rosters are sent to POST; Statewide guidelines propose 7 years; Calif. Labor Division is required Training - COURSE RECORDS to keep their records 7 years; Police / OSHA requires safety training 5 Training / (Attendance Rosters, Outlines PD-061 5 years 5 years Mag, Ppr years; EEOC/FLSA/ADEA (Age) Profess. and Materials; includes Use of requires 3 years for promotion, Standards Force training, safety training, demotion, transfer, selection, or etc.) discharge; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Department preference; EEOC / Police / FLSA / ADEA (Age) requires 3 Inactive / Inactive / Yes: After Training / Yes: Until Mag, Mfr, years; State Law requires 2 - 3 PD-062 Volunteer Background Packet Separation Separation S Separation Profess. Separation OD, Ppr years; 29 CFR 1672.3(b)(i), 29 + 3 years + 3 years + 1 year Standards CFR 1602.14 et seq GC §§12946, 34090 Department preference; EEOC / Police / FLSA / ADEA (Age) requires 3 Inactive / Inactive / Yes: After Training / Volunteer Personnel Files Yes: Until Mag, Mfr, years; State Law requires 2 - 3 PD-063 Separation Separation S Separation Profess. (CERT, Etc.) Separation OD, Ppr years; 29 CFR 1672.3(b)(i), 29 + 3 years + 3 years + 1 year Standards CFR 1602.14 et seq GC §§12946, 34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Weapons Database / Training / Data Fields / Records are PD-064 Department Weapons Indefinite Indefinite Yes Mag Profess. interrelated; GC §34090 (Department-issued Weapons) Standards
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 1/16/2018 ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / SEWER Page SEW-1
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CCTV Collection Line Inspection Public Works Department Preference; GC SEW-001 Tapes / Video Inspections / Video 5 years 5 years Mag / Sewer §34090 et seq. Tapes or Digital Recordings
Public Works Community Outreach / Notification Department Preference; GC SEW-002 2 years 2 years Mag, Ppr / Sewer of Projects §34090
Public Works Department Preference; GC SEW-003 Complaints 2 years 2 years Mag, Ppr / Sewer §34090
8 CCR 5157(d)(14) & (e)(6); 29 Public Works SEW-004 Confined Space Entries 2 years 2 years Mag, Ppr CFR 1910.146(e)(6); GC / Sewer §34090 Department Preference; Some Yes: While correspondence from Public Works Correspondence - Regulatory Minimum 10 Minimum 10 SEW-005 Active Mag, Ppr Regulatory Agencies need to / Sewer Agencies years years Issues be retained for long periods of time; GC §34090
Department preference (used Emergency Call Out Logs / Storm Lead Dept. SEW-006 5 years 5 years Mag, Ppr for FEMA / OES Call Out Logs / reimbursements); GC §34090
Equipment History Files Disposal of Disposal of Public Works Department Preference; GC SEW-007 Equipment + Equipment + Mag, Ppr / Sewer §34090 (See Fleet for Vehicles) 2 years 2 years
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / SEWER Page SEW-2
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Department Preference; Public Works FOG (Fats, Oil & Grease) / Source POTW reports are required for SEW-019 3 years 3 years Mag, Ppr / Sewer Control 3 years; 40 CFR 403.12; GC §34090 AQMD Rule 1470; Form Public Works Generator Operation Logs (for SEW-020 5 years 5 years Mag, Ppr 400–E–13a instructions, GC / Sewer Portable /Emergency Generators) §34090 Generator Operation Logs (for Public Works SEW-008 Fixed / Stationary Generators) / 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090 / Sewer Inspections Lift Station - Inspections, Maintenance, Repairs, Service Department Preference WC Public Works Minimum 2 Minimum 2 SEW-009 Requests, Alarm Recording, Logs, Mag, Ppr §13263.2(b) et seq.; 40 CFR / Sewer years years Charts, Flow Monitoring, Voltage 122.41(j)(2)GC §34090 Readings, Permits
Maintenance, Cleaning, Repairs, Department Policy; WC Public Works Minimum 3 Minimum 3 SEW-010 Stoppage Calls, Spills, Line Mag, Ppr §13263.2(b) et seq.; 40 CFR / Sewer years years Replacement 122.41(j)(2)GC §34090
Life of Operations & Maintenance Manuals Life of Facility Department Preference; GC Lead Dept. SEW-011 Facility or Mag, Ppr (O&M Manuals) or Equipment §34090 et. seq. Equipment Mag, Public Works Sanitary Spills and Overflows Yes: After If treating water, required for 5 SEW-012 5 years 5 years Mfr, OD, S / I / Sewer (SSOs) QC & OD years; 40 CFR 122.41(j)(2) Ppr
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / SEWER Page SEW-3
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works Data Fields / Records are / Sewer & SEW-013 SCADA Database / Historian Indefinite Indefinite Yes Mag interrelated; GC §34090 Water
Department Preference; plans Sewer System Management Plans must be updated every 5 (SSMP) and Audits / Sanitary Spills Mag, years, audits are required Public Works Yes: After SEW-014 Overflow Prevention Plan (SSOPP) P P Mfr, OD, S / I every 2 years; 40 CFR / Sewer QC & OD and Sanitary Sewer Overflow Ppr 122.41(j)(2); SWRCB Order Response Plan 2006-03; 40 CFR 122.41(j)(2); GC §34090 Department Preference (required for 3 years); GC Lead Dept. SEW-015 Underground Service Alerts (USA's) 3 years 3 years Mag, Ppr §§4216.2(d) & 4216.3(d), 34090 Division Work Orders / Service Requests Providing Data is interrelated; GC SEW-016 CMMS DATABASE (Computerized confined Indefinite Mag Service / §34090 Maintenance Management System) Work Work Orders / Service Requests - Division All Information Entered in CMMS When No When No Preliminary drafts (the Providing SEW-017 Database Longer Longer Mag Ppr database is the original); GC Service / Required Required §34090 Work (Paper drafts)
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / SEWER Page SEW-4
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Work Orders / Service Requests - NOT entered in CMMS Database Division (or partial information entered into City Preference; CCP §§338 et Providing CMMS Database) SEW-018 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Service / §§945.6, GC §34090 Work (Division providing service retains originals; Division requesting service is considered a copy)
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WATER Page WTR-1
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works Backflow Test Results / Backflow Department preference; 17 WTR-001 5 years 5 years Mag, Ppr / Water Assembly Test Reports CCR 7605(f); GC §34090
8 CCR 5157(d)(14) & (e)(6); 29 Lead Depart. WTR-002 Confined Space Entries 2 years 2 years Mag, Ppr CFR 1910.146(e)(6);GC §34090 Department Preference (meets Public Works Conservation Programs / Rebate WTR-003 5 years 5 years Mag, Ppr auditing standards); GC / Water Programs / Check Requests §34090
Customer Concerns / Customer 5 years is required in State and Public Works Complaints: Odor / Taste / Visual Federal law for any complaints; WTR-004 5 years 5 years Mag, Ppr / Water Complaints about Potable Water 40 CFR 122.41(j)(2) & 40 CFR (Correspondence) 141.33(b); 22 CCR 64453(a)
Environmental Agencies / Public Works Regulatory Agencies Minimum 10 Minimum 10 Department Preference; GC WTR-005 Mag, Ppr / Water years years §34090 (EPA, DHS, etc.) Fire Hydrant Flow Tests Public Works Minimum 10 Minimum 10 Department Preference; GC WTR-006 (Development or Maintenance) - Mag, Ppr / Water years years §34090 Paper Mag, Yes - Public Works Lab Reports & Chains of Custody: 40 CFR 141.33(a) and (b)(1); WTR-007 5 years 5 years Mfr, OD, S / I After QC / Water Bacteriological and Organics 22 CCR §64470 Ppr & OD Lab Reports & Chains of Custody: Mag, Yes - State law requires 10 years, Public Works WTR-008 Chemical (Includes Chlorine 10 years 10 years Mfr, OD, S / I After QC Federal 10 years; 40 CFR / Water Residuals) Ppr & OD 141.33(a)
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WATER Page WTR-2
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Required for 12 years or 2 Mag, Yes - compliance cycles; ); 22 CCR Public Works Lab Reports & Chains of Custody: WTR-009 18 years 18 years Mfr, OD, S / I After QC 64400.25; 22 CCR §64470, 40 / Water Lead & Copper Ppr & OD CFR 141.33(a); 40 CFR 141.91
Public Works Department Preference; GC WTR-010 Log Book (Pump Houses) 7 years 7 years Mag Ppr / Water §34090
Operations & Maintenance Manuals Disposal of Disposal of Department preference; GC Lead Dept. WTR-011 Mag, Ppr / O & M Manuals Equipment Equipment §34090
Pre-Trip Inspections / DOT Program / Vehicle Safety Checks / Daily Lead Dept. WTR-012 2 years 2 years Ppr 13 CCR 1234(e); GC§34090 Vehicle Inspections / Daily Equipment Checks
SCADA Database (Water) Data is interrelated; system Public Works WTR-013 (Supervisory Control and Data Indefinite Indefinite Yes Mag qualifies as a "trusted system"; / Water Acquisition) GC §§34090, 12168.7
Public Works WTR-014 Surveys of Water System 10 years 10 years Mag, Ppr 40 CFR 141.33(c) / Water
Department Preference (the Lead Dept. WTR-015 Underground Service Alerts (USA's) 5 years 5 years Mag, Ppr warrantee period for work done is 5 years); GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WATER Page WTR-3
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Mag, Public Works Urban Water Management Plans Yes: After Department Preference WTR-016 P P Yes Mfr, OD, S / Water (UWMP) 10 years (copies) GC §34090.7 Ppr
Public Works Videos - Water Wells, Repairs, Department preference; GC WTR-017 P P Mag / Water Reservoirs, Tanks, etc. §34090
When When Public Works Superseded Superseded - WTR-018 Vulnerability Assessment Mag, Ppr Confidential; GC §34090 / Water Minimum 2 Minimum 2 years years
Water Forecasts / Urban Water Public Works Department Preference WTR-019 Management Forecast / Future 5 years 5 years Mag, Ppr / Water (copies) GC §34090.7 Developments, etc.
Department Preference; Meets Public Works Water Production Reads / Reports California Department of WTR-020 5 years 5 years Mag, Ppr / Water (to State DPH & DWR) Health requirements (3 years); GC §34090
Mag, Yes - Department preference; State Public Works Water Quality Reports / Consumer WTR-021 12 years P P Mfr, OD, S / I After QC law requires 12 years, federal / Water Confidence Reports Ppr & OD 10 years; 40 CFR 141.33(a)
Water Resources Planning Mag, City Preference; CCP §§338 et Public Works Yes: After WTR-022 Historical Reports / Water P P Mfr, OD, S seq., 340 et seq., 342, GC / Water QC & OD Assessments Ppr §§945.6, GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WATER Page WTR-4
Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Copies - Copies - Mag, When No When No City Clerk WTR-023 Water Supply Agreements Yes Mfr, OD, S No GC §34090.7 Longer Longer Ppr Required Required
Public Works Water Transactions - Annual Department Preference; GC WTR-024 5 years 5 years Mag, Ppr / Water Summary §34090
Mag, Public Works Well Records (includes Destroyed Yes: After Department preference; GC WTR-025 P P Mfr, OD, S / Water or Abandoned Wells) QC & OD §34090 Ppr Division Work Orders / Service Requests Providing Data is interrelated; GC WTR-026 CMMS DATABASE (Computerized Indefinite Indefinite Mag Service / §34090 Maintenance Management System) Work Work Orders / Service Requests - Division All Information Entered in CMMS When No When No Preliminary drafts (the Providing WTR-027 Database Longer Longer Mag Ppr database is the original); GC Service / Required Required §34090 Work (Paper drafts)
Work Orders / Service Requests - NOT entered in CMMS Database Division (or partial information entered into City Preference; CCP §§338 et Providing CMMS Database) WTR-028 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Service / §§945.6, GC §34090 Work (Division providing service retains originals; Division requesting service is considered a copy)
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: ATTACHMENT 2
RESOLUTION NO. _____(2019)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT ADOPTING A RECORDS RETENTION SCHEDULE, AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING RESOLUTION NO. 2698 (2019)
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Lakeport; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of Lakeport has adopted guidelines for retention period for various government records, which the City previously adopted pursuant to Resolution No. 2698 (2019);
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKEPORT DOES RESOLVE AS FOLLOWS:
Section 1. Resolution 2698 (2019) is hereby rescinded.
Section 2. The records of the City of Lakeport, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of the City of Lakeport.
Section 3. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.
Section 4. This resolution shall become effective immediately upon its passage and adoption. ATTACHMENT 2
The foregoing Resolution was passed and adopted at a regular meeting of the City Council on the 7th day of May, 2019, by the following vote:
AYES: NOES: ABSTAINING: ABSENT:
______TIM BARNES, Mayor ATTEST:
______KELLY BUENDIA, City Clerk
MINUTES MEASURE Z ADVISORY COMMITTEE REGULAR MEETING APRIL 17, 2019
1. CALL TO ORDER Chair Hopkins opened the meeting at 5:30 p.m. with Committee Members King, Speed, and Schaffer present. Committee Member Rollins was absent.
2. APPROVAL OF MINUTES A motion was made by Committee Member King, seconded by Committee Member Schaffer, and carried unanimously to approve the Minutes of the January 16, 2019 meeting.
3. PUBLIC INPUT There was no input offered from the public.
4. DISCUSSION/ACTION ITEMS A. Comprehensive Annual Finance Director Walker gave an overview of the City’s CAFR for the Financial Report (CAFR), fiscal year ended June 30, 2018 in accordance with section 3.29.180 Fiscal Year 2017-18 of the Lakeport Municipal Code.
B. 2018-19 Project Update Finance Director Walker presented a 2018-19 project update report. Public Works Director Grider answered questions of the committee regarding Public Works projects.
C. Proposed Expenditures Finance Director Walker presented proposed Measure Z revenues and expenditures for the 2019/2020 Budget. Public Works Director Grider answered questions of the committee regarding proposed Public Works projects.
5. ADJOURN Chair Hopkins adjourned the meeting at 6:40 p.m.
______AGREEMENT FOR SERVICES BETWEEN THE CITY OF LAKEPORT AND MARGARET SILVEIRA AMENDMENT #3
This Amendment #3, dated ______, 2019, hereby adds the following provisions to the (i) Agreement for Services Between the City of Lakeport and Margaret Silveira dated May 17, 2016 for services to be performed in the at will position of City Manager, (ii) Amendment #1 to the Agreement for Services Between the City of Lakeport and Margaret Silveira, dated October 18, 2016, and (iii) Amendment #2 to the Agreement for Services Between the City of Lakeport and Margaret Silveira, dated March 6, 2018. The City of Lakeport is herein referred to as the “City.” Margaret Silveira is herein referred to as “Silveira.”
1. SALARY
The City Manager’s salary shall be increased six and a half percent (6.5%) to an annual sum of $140,846.25 payable in bi-monthly installments. This adjustment shall be effective immediately upon adoption of this Amendment #3 by the City and Silveira.
2. OTHER AGREEMENTS
Except as modified herein, the (i) Agreement for Services Between the City of Lakeport and Margaret Silveira, dated May 17, 2016, (ii) the Agreement for Services Between the City of Lakeport and Margaret Silveira Amendment #1, dated October 18, 2016, and (iii) the Agreement for Services Between the City of Lakeport and Margaret Silveira Amendment #2, dated March 6, 2018 remain in full force and effect without modification.
The signatures of the parties below indicate that each has read and understood the Agreement, as amended, and will abide by the terms stated herein.
The parties have executed this Amendment #3 on the dates stated below.
[Signatures on following page]
Amendment #3 to Agreement for Services Page 1 210634.2
CITY OF LAKEPORT, a municipal corporation
By: ______By: ______TIM BARNES, Mayor MARGARET SILVEIRA, City Manager
Dated: ______Dated: ______
ATTEST:
______KELLY BUENDIA, City Clerk
Amendment #3 to Agreement for Services Page 2 210634.2 Proclamation
OF THE CITY COUNCIL OF THE CITY OF LAKEPORT To recognize National Police Week 2019 and to honor the service and sacrifice of those law enforcement officers killed in the line of duty while protecting our communities and safeguarding our democracy.
WHEREAS, there are more than 900,000 law enforcement officers serving in communities across the United States, including the dedicated members of the Lakeport Police Department; and
WHEREAS, there have been 58,627 assaults against law enforcement officers in 2016, resulting in approximately 16,677 injuries; and
WHEREAS, since the first recorded death in 1786, more than 21,000 law enforcement officers in the United States have made the ultimate sacrifice and been killed in the line of duty;
WHEREAS, the names of these dedicated public servants are engraved on the walls of the National Law Enforcement Officers Memorial in Washington, DC; and
WHEREAS, 371 new names of fallen heroes are being added to the National Law Enforcement Officers Memorial this spring, including 158 officers killed in 2018 and 213 officers killed in previous years; and
WHEREAS, the service and sacrifice of all officers killed in the line of duty will be honored during the National Law Enforcement Officers Memorial Fund’s 31st Annual Candlelight Vigil, on the evening of May 13, 2019; and
WHEREAS, the Candlelight Vigil is part of National Police Week, which takes place this year on May 12-18; and
WHEREAS, May 15 is designated as Peace Officers Memorial Day, in honor of all fallen officers and their families and U.S. flags should be flown at half-staff;
NOW, THEREFORE, BE IT PROCLAIMED that the City Council of the City of Lakeport does hereby designates May 12- 18, 2019 Police Week
in the City of Lakeport; and calls its citizens, community agencies, religious organizations, medical facilities, and businesses to increase their participation in our efforts to prevent child abuse, thereby strengthening the community in which we live..
I have hereunto set my hand and caused the Seal of the City of Lakeport to be affixed this 7th day of May, 2019.
______TIM BARNES, Mayor LAKEPORT CITY COUNCIL Certificate of Recognition is presented to
Casey T. DeBolt
In Grateful Recognition of his being awarded the 2019 MADD Award Recognizing His Efforts To Stem Drunk Driving In Our Community
______Tim Barnes, Mayor May 7th, 2019 CITY OF LAKEPORT STATE OF CALIFORNIA Proclamation
DESIGNATES THE WEEK OF MAY 18th THROUGH MAY 24th 2019 AS NATIONAL SAFE BOATING WEEK IN LAKE COUNTY
WHEREAS, in 2017, 658 people died in boating-related accidents in the United States; 449 of these fatalities were due to drowning and 370 of these boaters would be alive today had they worn their life jackets; and
WHEREAS, contributing factors in fatal accidents were operator inattention, inexperience, excessive speed, and machine failure. Use of alcohol was the leading contributing factor at 15%; and
WHEREAS, where instruction was known, 81% of deaths occurred on boats where the operator did not receive boating safety instructions and only 14% of deaths occurred on vessels where the operator had received an approved boating safety education certificate; and
WHEREAS, approved Boating Safety Classes continue to be offered by Flotilla 8-8 to assist boaters in obtaining a Boaters Card to be in compliance with State Bill 941effective January 1, 2018 which prohibits the operation of motorized vessels with a valid Boaters Care in California; and
WHEREAS, Flotilla 88 of Lake County will continue its efforts to educate the boating public by offering boating classes, free vessel examinations, promote safe boating, and encourage the wearing of life jackets by everyone.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lakeport does hereby designate the week of May 18th through May 24th, 2019 as National Safe Boating Week in Lake County and urges all users of Clear Lake, Lake Pillsbury, Blue Lakes, and Indian Valley Reservoir to safeguard their lives by wearing life jackets when boating, attend a safe boating course, exercise safe boating practices, and adopt the slogan of “WEAR IT”
I have hereunto set my hand and caused the Seal of the City of Lakeport to be affixed this 7th day of May, 2019.
______TIM BARNES, Mayor
CITY OF LAKEPORT
City Council City of Lakeport Municipal Sewer District Lakeport Redevelopment Successor Agency Lakeport Industrial Development Agency Municipal Financing Agency of Lakeport STAFF REPORT
RE: Appointment to the Lake County Airport Land Use MEETING DATE: 05/07/2019 Commission
SUBMITTED BY: Kelly Buendia, City Clerk
PURPOSE OF REPORT: Information only Discussion Action Item
WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD: The Mayor is being asked to appoint a member to the Lake County Airport Land Use Commission
BACKGROUND/DISCUSSION:
Lampson Field is a general aviation airport and the sole public use facility in Lake County. The Lake County Public Works Department oversees the operation, maintenance and improvements to the Airport.
The Lake County Airport Land Use Commission was formed May 4, 2004. The purpose of this commission is to provide for the orderly development of the County’s public use airport(s) and those areas surrounding the airport(s).
This board meets only on an “as needed” basis when there are projects going on at the airport. The board has not met in the last couple of years, but the County of Lake has requested that a Board Member be appointed from the City Council should the need arise to review a project. The Commission membership calls for a board of seven (7) members which consists of two (2) members appointed by the Board of Supervisors; one (1) member appointed by the City Council of the City of Clearlake; one (1) member appointed by the City Council of the City of Lakeport, two (2) aviation experts appointed by a selection committee consisting of the managers of the public airport; and one (1) general public member appointed by the other six members. Meeting frequency and location are to be determined at this time. The term of office of each member shall be four years and until the appointment and qualification of his or her successor. The expiration date of the term of office of each member shall be the first Monday in May in the year in which that member’s term is to expire.
The Council could appoint one of its own members or the Council could decide to solicit applications for appointment from interested members of the public.
OPTIONS: 1. The City Council could appoint one of its’ own members. 2. The City Council could direct the City Clerk to solicit applications from the public.
FISCAL IMPACT: None $ Budgeted Item? Yes No Meeting Date: 05/07/2019 Page 1 Agenda Item # VI.A.1. Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $ Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other: Comments:
SUGGESTED MOTIONS: Move to appoint Council Member ______as the City of Lakeport representative to the Lake County Airport Land Use Commission Board of Directors.
Attachments:
Meeting Date: 05/07/2019 Page 2 Agenda Item # VI.A.1. CITY OF LAKEPORT
City Council City of Lakeport Municipal Sewer District Lakeport Redevelopment Successor Agency Lakeport Industrial Development Agency Municipal Financing Agency of Lakeport STAFF REPORT
RE: Appointment to the Lake County Clean Water Program MEETING DATE: 05/07/2019 Management Council
SUBMITTED BY: Kelly Buendia, City Clerk
PURPOSE OF REPORT: Information only Discussion Action Item
WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD: The Mayor is being asked to appoint a Council member and alternate to the Clean Water Program Management Council outlined within the Agreement Providing for Implementation and Maintenance of the Lake County Clean Water Program.
BACKGROUND/DISCUSSION: In 2004, the City of Lakeport together with the City of Clearlake and County of Lake entered into an Agreement to form the Lake County Clean Water Program in order to better comply with stormwater regulations required as part of its National Pollutant Discharge Elimination System (NPDES) permit for each jurisdiction. This agreement expired in 2015.
Over the past year, staff from each of the respective agencies have been meeting to reinstate the Lake County Clean Water Program Agreement, and as part of that process made some recommended amendments to the expired Agreement in order to allow the Program to operate more efficiently.
The newly revised agreement proposes the creation of a single Program Management Council to replace the previous Advisory Council. This group would consist of the same seven members described in the old Agreement; however, said Program Management Council would be required to convene at a minimum four times annually with program areas of the previous four working groups being the lead discussion topics on a rotating basis at each meeting as need to accomplish the requirements of the NPDES Permit
At the April 16, 2019 Lakeport City Council meeting, the Council voted to approve the amended Agreement.
Following the re-adoption of the Lake County Clean Water Program Agreement, staff intends to reach out to the previously active members of the working groups and enlist their assistance in reactivating the Lake County Clean Water Program.
In anticipation of adoption of this Agreement by the County of Lake and City of Clearlake, staff recommends the Mayor appoint a designated representative and alternate to represent the City of Lakeport on the Program Advisory Council.
OPTIONS:
1. Appoint one Council Member as the designated representative, and one alternate. Meeting Date: 05/07/2019 Page 1 Agenda Item #VI.A.2. FISCAL IMPACT: None $ Budgeted Item? Yes No Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $ Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other: Fiscal Analysis: Not applicable.
SUGGESTED MOTION: Move to appoint Councilmember ______as the designated representative from the City of Lakeport to the Program Management Council and Councilmember ______as alternate.
Attachments:
Meeting Date: 05/07/2019 Page 2 Agenda Item #VI.A.2. CITY OF LAKEPORT
City Council City of Lakeport Municipal Sewer District Lakeport Redevelopment Successor Agency Lakeport Industrial Development Agency Municipal Financing Agency of Lakeport STAFF REPORT
RE: City Hall Remodel Project MEETING DATE: 5/7/2019
SUBMITTED BY: Margaret Silveira, City Manager
PURPOSE OF REPORT: Information only Discussion Action Item
WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD: The City Council is being asked to award a construction contract to the low bidder on the project, Bridges Construction, for the amount of $187,860.
BACKGROUND/DISCUSSION: This project is to provide ADA compliant access to the City Hall Administration & Finance payment counter, to remodel office space for the Planning Department, and to provide additional storage for the council chambers.
Bridges Construction was the low bidder and only bidder at $235,610. The engineer’s estimate for this project was $183,434.00.
Bridges Construction amended their bid to $187,860.00, after working with city engineer to amend items and most importantly changed construction to daytime operations, which brought the cost down by $47,750.
Construction is estimated to start June 1, 2019.
OPTIONS: The City Council could provide other direction.
FISCAL IMPACT: None $187,860. Budgeted Item? Yes No *Partial budgeted at $70,000. Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $ Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other: Comments: SUGGESTED MOTIONS: Move to award a construction contract to Bridges Construction for the City Hall Remodel Project.
Attachments: 1. Change Order 2. Bridges Construction Bid
Meeting Date: 05/07/2019 Page 1 Agenda Item #VI. B.1.
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