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Agenda Packet 2011-10-11 THIS PAGE INTENTIONALLY LEFT BLANK Agenda Item 5.b. Page 2 SPECIAL PRESENTATION BY SCAT AND COUNCIL DISCUSSION REGARDING PROPOSED BUS ROUTE CHANGES (No documentation for this item) Agenda Item 5.c. Page 1 THIS PAGE INTENTIONALLY LEFT BLANK Agenda Item 5.c. Page 2 � p,RROVO ° c� ,' INCORPORATED �Z � � � v m }� JULY ,o, ,a„ ,� MEMORANDUM P ��FORN� TO: CITY COUNCIL � FROM: ANGELA KRAETSCH, DIRECTOR OF ADMINISTRATIVE SERVICES,1�� i BY: TRICIA MEYERS, SENIOR ACCOUNT CLERK � ��;'v�I SUBJECT: CONSIDERATION OF CASH DISBURSEMENT RATIFICATION DATE: OCTOBER 11, 2011 RECOMMENDATION: It is recommended the City Council ratify the attached listing of cash disbursements for the period Sept 16 through Sept 30, 2011. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is a $1,086,149.77 fiscal impact that includes the following items: • Accounts Payable Checks 151330-151620 $ 598,508.52 • Payroll Checks & Benefit Checks $ 487,641.25 No or minimal future staff time is projected. BACKGROUND: Cash disbursements are made weekly based on the submission of all required documents supporting the invoices submitted for payment. Prior to payment, Administrative Services staff reviews all disbursement documents to ensure that they meet the approval requirements adopted in the Municipal Code and the City's Purchasing Policies and Procedures Manual of February 2000. ANALYSIS OF ISSUES: The attached listing represents the cash disbursements required of normal and usual operations during the period. The disbursements are accounted for in the FY 2011-12 budget. Agenda Item 8.a. Page 1 CITY COUNCIL CONSIDERATION OF CASH DIS�URSEMENT RATIFICATION OCTOBER 11, 2011 PAG E 2 ALTERNATIVES: The following alternatives are provided for the Council's consideration: • Approve staff's recommendation; • Do not approve staff's recommendation; • Provide direction to staff. ADVANTAGES: • The Administrative Services Department monitors payment of invoices for accountability, accuracy and completeness using standards approved by the Council. • Invoices are paid in a timely manner to establish goodwill with merchants. • Discounts are taken where applicable. DISADVANTAGES: No disadvantages have been identified as long as City Council confirms all expenditures are appropriate. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, October 6, 2011. The Agenda and report were posted on the City's website on Friday, October 7, 2011. No public comments were received. Attachments: 1. Sept 16- Sept 30, 2011 —Accounts Payable Check Register 2. Sept 23, 2011 — Payroll Check & Benefit Checks Register Agenda Item 8.a. Page 2 ATTACHMENT 1 Page: 1 apCkHist Check History Listing 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv. Date Amount Paid Check Total 151330 09/19/2011 007296 ABPA r1977-11 09/07/2011 E 640.4710.5503 70.00 70.00 70.00 151331 09/19/2011 000008 ADAMSON INDUSTRIES, INC INV56853 08/31/2011 E 010.4201.5255 91.85 91.85 91.85 151332 09/19/2011 001259 AGP VIDEO, INC 4602 09/01/2011 E 211.4101.5330 1,907.50 1,907.50 1,907.50 151333 09/19/2011 008685 REYNA ALVARADO 090911 09/09/2011 B 010.00002206 400.00 R 010.0000.4353 -182.50 R 010.0000.4353 -29.10 188.40 188.40 151334 09/19/2011 008686 ANTENNA PLUS LLC 00018984 08/26/2011 E 271.4202.6201 2,340.85 2,340.85 2,340.85 151335 09/19/2011 007790 CASSIE ARNOLD 091311 09/13/2011 B 010.00002206 30.00 D � 30.00 m � 30.00 Q. �' 151336 09/19/2011 006607 AT&T 000002610200 08/25/2011 � � E 010.4145.5403 1,962.31 � � 1,962.31 w c� Page: 1 apCkHist Check History Listing Page: 2 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv. Date Amount Paid Check Total 000002609413 08/25/2011 E 010.4145.5403 860.46 860.46 000002609415 08/25/2011 E 010.4201.5403 85.91 85.91 000002610178 08/25/2011 E 010.4145.5403 57.57 57.57 000002603896 08/22/2011 E 010.4201.5403 28.69 28.69 000002609412 08/25/2011 E 010.4145.5403 19.36 19.36 000002609408 08/25/2011 E 010.4145.5403 16.14 16.14 3,030.44 151337 09/19/2011 008666 AUTOSYS INC 106 09/05/2011 E 612.4610.5610 432.00 432.00 432.00 151338 09/19/2011 008687 AUTUMN GARDEN HOA 091511 09/15/2011 E 226.4306.5554 248.00 248.00 248.00 D 151339 09/19/2011 001055 AVCO FIRE EXTINGUISHER 3799 06/21/2011 c� �D E 010.4213.6401 58.18 � � 58.18 � m a� � c� � � � � Page: 2 apckHist Check History Listing Page: 3 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv.Date Amount Paid Check Total 4638 08/04/2011 E 010.4213.6401 25.00 25.00 83.18 151340 09/19/2011 008688 SYMPHONY BALDWIN 091311 09/13/2011 B 010.0000.2206 30.00 30.00 30.00 151341 09/19/2011 006931 RON BARTOW 091311 09/13/2011 B 010.0000.2206 30.00 30.00 30.00 151342 09/19/2011 007492 BATTERY SYSTEMS 23-045177 08/11/2011 E 010.4201.5601 286.07 286.07 23-045408 08/30/2011 E 220.4303.5601 282.56 282.56 568.63 151343 09/19/2011 000071 BEARCAT MFG, INC 24755 09/01/2011 E 220.4303.5603 266.91 266.91 24734 08/31/2011 E 220.4303.5603 84.73 84.73 24685 08/29/2011 D E 220.4303.5603 -319.49 c� m -319.49 Q. 32.15 � � m a� � c� � � cn c� Page: 3 apCkHist Check History Listing Page: 4 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv.Date Amount Paid Check Total 151344 09/19/2011 000078 BLUEPRINT EXPRESS 13639 08/31/2011 E 350.5656.7301 26.61 26.61 26.61 151345 09/19/2011 000087 BREZDEN PEST CONTROL 143901 08/25/2011 E 010.4213.5604 114.00 114.00 144439 08/26/2011 E 010.4213.5303 109.00 109.00 143897 08/25/2011 E 010.4213.5604 105.00 105.00 143896 08/25/2011 E 010.4213.5303 80.00 80.00 408.00 151346 09/19/2011 000090 BRISCO MILL& LUMBER 148916 09/12/2011 E 220.4303.5613 25.78 25.78 25.78 151347 09/19/2011 000095 BURKE AND PACE OF AG INC 2421693 08/11/2011 E 220.4303.5613 79.68 79.68 2421516 08/08/2011 E 220.4303.5613 7.83 D 7.83 � 87.51 � � 151348 09/19/2011 007697 JEREMY BURNS 091511 09/15/2011 � � E 010.4201.5502 146.15 � � 146.15 � � a� c� Page:4 apCkHist Check History Listing Page: 5 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 146.15 151349 09/19/2011 000129 CA ST EMPLOYMENT DEV. L1957799424 08/31/2011 E 010.4425.5142 16.00 E 640.4712.5142 1,015.00 E 010.4301.5142 824.00 E 010.4201.5142 148.00 E 010.4301.5142 4,500.00 B 010.0000.1111 115.00 E 010.4425.5142 551.00 7,169.00 7,169.00 151350 09/19/2011 007085 CALPORTLAND 91363768 08/29/2011 E 220.4303.5613 51329 513.29 513.29 151351 09/19/2011 000994 CALVARY CHAPEL 091311 09/13/2011 B 010.00002206 75.00 75.00 75.00 151352 09/19/2011 000603 CARQUESTAUTO PARTS 7314-506532 09/01/2011 E 220.4303.5603 12.18 12.18 12.18 151353 09/19/2011 005355 CHANNEL COUNTIES 091311 09/13/2011 E 010.4001.5501 75.00 y 75.00 c� � 75.00 � � 151354 09/19/2011 000163 CHERRY LANE 30620 08/01/2011 E 010.4420.5605 179.88 � m � � 179.88 � � v � _ Page: 5 apCkHist Check History Listing Page: 6 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv.Date Amount Paid Check Total 30847 08/19/2011 E 219.4460.5605 72.12 72.12 30873 08/29/2011 E 010.4420.5605 27.69 27.69 279.69 151355 09/19/2011 002509 CHIEF SUPPLY 419871 O8/19/2011 E 010.4201.5272 34.99 E 010.4201.5272 8.99 43.98 43.98 151356 09/19/2011 006041 CLEARS INC 091511 09/16/2011 E 010.4201.5501 150.00 150.00 150.00 151357 09/19/2011 007006 COASTLINE 00038362 08/25/2011 E 010.4201.5201 621.78 621.78 621.78 151358 09/19/2011 000178 COLD CANYON LANDFILL 12977 08/31/2011 E 220.4303.5307 225.00 225.00 02-662550 09/13/2011 E 220.4303.5307 5725 57.25 D 02-662602 09/13/2011 � E 220.4303.5307 32.75 m Q. 32.75 � 315.00 � m a� � c� � � � � Page: 6 apCkHist Check History Listing Page: 7 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv.Date Amount Paid Check Total 151359 09/19/2011 001243 CRA-CA REDEVELOPMENT 25133 05/01/2011 E 284.4103.5503 1,790.00 1,790.00 1,790.00 151360 09/19/2011 007728 SCOTT CRAIB 091411 09/14/2011 E 010.4424.5352 132.00 132.00 132.00 151361 09/19/2011 008602 CRIME STOPPERS 091411 09/15/2011 B 010.0000.2018 1,070.00 1,070.00 1,070.00 151362 09/19/2011 000195 CRYSTAL SPRINGS WATER 070931 09/02/2011 E 010.4420.5605 24.91 24.91 063949 09/02/2011 E 010.4430.5605 15.77 15.77 40.68 151363 09/19/2011 005091 JOHN DEERE LANDSCAPES 59068365 08/31/2011 E 010.4420.5605 96.16 96.16 96.16 151364 09/19/2011 000208 J B DEWAR, INC 770388 08/31/2011 E 010.4201.5608 96.30 D � 96.30 �D 769119 08/16/2011 � � E 010.4201.5608 78.92 ,� 78.92 a�i � � 17522 � � c� c� Page: 7 apCkHist Check History Listing Page: 8 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 151365 09/19/2011 008689 MICHELLE DODD 091311 09/13/2011 B 010.0000.2206 30.00 30.00 30.00 151366 09/19/2011 008648 MICHAEL DREES 091511 09/15/2011 E 226.4306.5554 467.00 467.00 467.00 151367 09/19/2011 007703 DUKE'S ROOT CONTROL INC 7613 08/19/2011 E 612.4610.5610 1,440.00 1,440.00 1,440.00 151368 09/19/2011 007985 WILLIAM R DYER 091511 09/15/2011 E 350.5422.7301 3,158.42 3,158.42 3,158.42 151369 09/19/2011 001525 FERGUSON ENTERPRISES 7499083 08/31/2011 E 640.4712.5610 956.82 956.82 956.82 151370 09/19/2011 008675 FGL ENVIRONMENTAL 182009A 08/30/2011 E 350.5910.7001 105.00 105.00 105.00 y 151371 09/19/2011 008491 FRANK'S LOCK& KEY 32568 08/26/2011 � E 010.4201.5604 75.00 m � Q 75.00 °1 32570 08/29/2011 � � E 010.4420.5605 29.09 � � 29.09 � � o c� Page: 8 apckHist Check History Listing Page: 9 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv.Date Amount Paid Check Total 32587 09/07/2011 E 220.4303.5255 28.02 28.02 132.11 151372 09/19/2011 000605 THE GAS COMPANY 9/7-1500 09/07/2011 E 010.4145.5401 16.44 16.44 9/2-111 09/02/2011 E 010.4145.5401 14.30 14.30 30.74 151373 09/19/2011 004142 STAN GAXIOLA 091411 09/14/2011 E 010.4424.5352 176.00 176.00 176.00 151374 09/19/2011 007242 CHUCK GERHART 091311 09/13/2011 E 010.4201.5502 1,000.00 1,000.00 1,000.00 151375 09/19/2011 005844 GODWIN PUMPS AMERICA 400159832 08/31/2011 E 350.5910.7001 7,046.85 7,046.85 7,046.85 151376 09/19/2011 001060 GRACE BIBLE CHURCH 091311 09/13/2011 B 010.00002206 75.00 D 75.00 � 75.00 � �a 151377 09/19/2011 000499 GRAND AWARDS, INC 4580 08/19/2011 -fl ,�, E 010.4201.5504 899.71 ca � 899.71 � � � � � Page: 9 apCkHist Check History Listing Page: 10 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv. Date Amount Paid Check Total 4581 08/18/2011 E 010.4201.5504 132.53 132.53 1,032.24 151378 09/19/2011 006058 RODNEY GRAY 091411 09/14/2011 E 010.4424.5352 44.00 44.00 44.00 151379 09/19/2011 002358 GREAT WESTERN ALARM 110802323101 09/01/2011 E 010.4201.5604 28.00 28.00 28.00 151380 09/19/2011 000288 CITY OF GROVER BEACH 090711 09/07/2011 E 010.4209.5303 1,637.19 1,637.19 1,637.19 151381 09/19/2011 002405 CHARLES HARE 091411 09/14/2011 E 010.4424.5352 66.00 66.00 66.00 151382 09/19/2011 004188 EDDIE HARRIS 091411 09/14/2011 E 010.4424.5352 60.00 60.00 60.00 151383 09/19/2011 008690 CARLOS HERRERA 091311 09/13/2011 D B 010.0000.2206 30.00 c� m � 30.00 Q. � 30.00 '� .� � �D (Q � �D � � N CI Page: 10 apCkHist Check History Listing Page: 11 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 151384 09/19/2011 005201 JAS PACIFIC BI 10907 09/07/2011 E 010.4212.5303 4,800.00 4,800.00 4,800.00 151385 09/19/2011 008691 TAMIE JOHNS 091311 09/13/2011 B 010.00002206 30.00 30.00 30.00 151386 09/19/2011 007009 KAESER & BLAIR INC 10513247 08/31/2011 E 010.4201.5504 45321 45321 453.21 151387 09/19/2011 008683 KELLY-MOORE PAINTS 822-00000030446 07/07/2011 E 010.4430.5605 61.42 61.42 61.42 151388 09/19/2011 003949 KERN'S PAPER 30855 08/25/2011 E 010.4102.5255 370.23 37023 30841 08/16/2011 E 010.4102.5255 231.39 231.39 30917 08/31/2011 E 010.4102.5255 185.11 185.11 D 786.73 c� � 151389 09/19/2011 007299 GASTON KETTING OLIVIER 091411 09/14/2011 � E 010.4424.5352 88.00 '� rt $$.�� (� � � $$.�� W CI Page: 11 apCkHist Check History Listing Page: 12 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 151390 09/19/2011 004969 JOHN KING 091511 09/15/2011 E 226.4306.5554 386.00 386.00 386.00 151391 09/19/2011 008684 KIRK CONSTRUCTION 10-352 07/25/2011 E 216.4460.5304 1,500.00 1,500.00 1,500.00 151392 09/19/2011 008692 MARY KROLL 091311 09/13/2011 E 010.4212.5501 300.00 300.00 300.00 151393 09/19/2011 008693 LINDA LAMBERT 0001 09/14/2011 R 010.0000.4509 80.00 80.00 80.00 151394 09/19/2011 008291 LANSPEED SYSTEMS INC 20229 O8/30/2011 E 271.4202.6201 3,170.00 3,170.00 51694 08/23/2011 E 271.4202.6201 172.24 172.24 3,342.24 151395 09/19/2011 001136 DOUGLAS LINTNER 091411 09/14/2011 E 010.4424.5352 60.00 D � 60.00 m � 60.00 a s� 151396 09/19/2011 000393 LUCIA MAR UNIFIED SCHOOL V 09/20/2011 120002 08/31/2011 � � E 010.4425.5303 2,700.00 � � 2,700.00 � . � � Page: 12 apCkHist Check History Listing Page: 13 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total V 09/20/2011 091511 09/15/2011 E 010.4426.5553 60.00 E 010.4426.5553 150.00 210.00 2,910.00 151397 09/19/2011 008694 VANDY MANGSANGHANH 091311 09/13/2011 B 010.00002206 30.00 30.00 30.00 151398 09/19/2011 002537 MDE, INC 4984 08/23/2011 E 010.4201.5607 385.00 385.00 385.00 151399 09/19/2011 000426 MIER BROS LANDSCAPE 181452 08/09/2011 E 350.5632.7005 164.86 164.86 181456 08/09/2011 E 350.5632.7005 139.00 139.00 181745 O8/18/2011 E 010.4430.5605 118.53 118.53 181490 08/10/2011 E 350.5632.7005 113.14 113.14 182123 08/29/2011 E 010.4420.5605 14.48 c� 14.48 � 550.01 Q. °1 151400 09/19/2011 008716 KIMBERLY MILLER 090911 09/09/2011 '� .� � � E 010.4201.5501 2,545.00 � 2,545.00 � � cn c� Page: 13 apCkHist Check History Listing Page: 14 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 2,545.00 151401 09/19/2011 000428 REBECCA MILTON 091511 09/16/2011 E 010.4201.5501 117.81 117.81 117.81 151402 09/19/2011 000429 MINER'S ACE HARDWARE K87907 08/15/2011 E 010.4213.5604 723.53 723.53 k87912 08/15/2011 E 010.4213.5604 -105.36 -105.36 K87908 08/15/2011 E 010.4213.5604 -49522 -495.22 122.95 151403 09/19/2011 008695 ANNA MONTGOMERY 091311 09/13/2011 B 010.00002206 30.00 30.00 30.00 151404 09/19/2011 000441 MULLAHEY FORD 53809 08/12/2011 E 010.4420.5601 104.50 104.50 104.50 151405 09/19/2011 008696 PAMELA NGUYEN 091311 09/13/2011 B 010.0000.2206 30.00 y 30.00 c� � 30.00 � � 151406 09/19/2011 006328 NICK'S TELECOM (DBA) 4498 09/07/2011 '� .� E 010.4201.5606 192.50 � � 192.50 � � a� c� Page: 14 apCkHist Check History Listing Page: 15 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 4485 08/18/2011 E 010.4201.5606 82.50 82.50 275.00 151407 09/19/2011 000466 NOBLE SAW, INC 125766 08/29/2011 E 010.4420.5603 126.44 126.44 124361 08/12/2011 E 010.4420.5603 112.00 112.00 124364 08/12/2011 E 010.4420.5603 94.53 94.53 124365 08/12/2011 E 010.4420.5605 74.13 74.13 124363 08/12/2011 E 010.4420.5603 61.31 61.31 124366 08/12/2011 E 010.4420.5605 57.10 57.10 124362 08/12/2011 E 010.4420.5603 34.73 34.73 560.24 151408 09/19/2011 000468 OFFICE DEPOT 574587842001 08/10/2011 D E 010.4212.5201 24.16 c� � 24.16 � 576823414001 08/26/2011 Q. s� E 010.4101.5201 23.12 � m 23.12 � � 4728 � � v � Page: 15 apCkHist Check History Listing Page: 16 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 151409 09/19/2011 008710 KHARA OLIVER 091311 09/13/2011 B 010.00002206 30.00 30.00 30.00 151410 09/19/2011 007108 PARAMOUNT CLEANERS 3857 09/01/2011 E 010.4201.5303 439.00 439.00 439.00 151411 09/19/2011 004158 PHOENIX GROUP 072011157 08/18/2011 E 010.4201.5303 114.11 114.11 114.11 151412 09/19/2011 000498 PITNEY BOWES, INC 7147128-AU11 08/13/2011 E 010.4201.5602 56.00 56.00 56.00 151413 09/19/2011 008256 C.ALLEN POOL ARB-08-12(2) 05/18/2011 E 010.4003.5327 1,498.00 1,498.00 1,498.00 151414 09/19/2011 008715 PSTC 090811 09/16/2011 E 010.4201.5501 110.00 110.00 110.00 D 151415 09/19/2011 000531 RICHETTI COMPLETE WATER 94456 09/01/2011 � E 010.4201.5604 15.00 m � Q 15.00 � 15.00 '� .� � �D (Q � �D � � � � Page: 16 apCkHist Check History Listing Page: 17 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 151416 09/19/2011 008711 HORTENCIA ROJAS 090911 09/09/2011 B 010.0000.2206 400.00 R 010.0000.4353 -150.00 250.00 250.00 151417 09/19/2011 000536 GREG ROSE 091411 09/14/2011 E 010.4424.5352 66.00 66.00 66.00 151418 09/19/2011 000538 S & L SAFETY PRODUCTS 648700 09/09/2011 E 220.4303.5255 275.73 275.73 275.73 151419 09/19/2011 006080 MARTINA SARMIENTO 091411 09/14/2011 E 010.4424.5352 77.00 77.00 77.00 151420 09/19/2011 008712 KATE SCOTT 091311 09/13/2011 B 010.0000.2206 30.00 30.00 30.00 151421 09/19/2011 000552 SLO COUNTY AUDITOR 080411 08/04/2011 R 010.0000.4203 644.00 644.00 D 644.00 � 151422 09/19/2011 003641 SOUTH COUNTY SANITARY 3415429 09/01/2011 m � E 010.4213.5303 13020 Q. � ,D rt 130.20 a� m ca � � � � c� c� Page: 17 apCkHist Check History Listing Page: 18 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 3415218 09/01/2011 E 010.4213.5303 112.16 112.16 3415662 09/01/2011 E 010.4213.5303 90.16 90.16 3415882 09/01/2011 E 010.4213.5303 5.91 5.91 338.43 151423 09/19/2011 008713 ASHLEI SOUZA 091311 09/13/2011 B 010.00002206 30.00 30.00 30.00 151424 09/19/2011 004393 SP MAINTENANCE 36256 09/01/2011 E 220.4303.5303 2,759.02 E 010.4303.5303 4,315.38 7,074.40 7,074.40 151425 09/19/2011 000609 BOB SPEAR 091411 09/14/2011 E 010.4424.5352 88.00 88.00 88.00 151426 09/19/2011 000613 STATEWIDE SAFETY&SIGNS 1947/3 07/25/2011 E 350.5656.7301 1,300.00 1,300.00 D 998 08/29/2011 m E 010.4201.5255 155.34 � � 155.34 .D rt 1,455.34 a� m ca � � N � O CI Page: 18 apckHist Check History Listing Page: 19 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 151427 09/19/2011 007158 SUPERIOR ALTERATIONS 45421 09/01/2011 E 010.4201.5303 6.00 6.00 6.00 151428 09/19/2011 002904 TEMPLETON UNIFORMS 48792 08/25/2011 E 010.4201.5272 232.57 232.57 232.57 151429 09/19/2011 000638 THOMA ELECTRIC, INC 26616 09/08/2011 E 350.5422.7301 402.00 402.00 402.00 151430 09/19/2011 002370 TITAN INDUSTRIAL 1046863 08/31/2011 E 220.4303.5613 44.33 44.33 44.33 151431 09/19/2011 003429 CARRIE VAN BEVEREN 091211 09/12/2011 E 010.4425.5259 253.09 E 010.4424.5252 31.93 285.02 285.02 151432 09/19/2011 002137 VERIZON WIRELESS 1000926603 08/04/2011 E 010.4201.5403 976.70 976.70 D 976.70 � 151433 09/19/2011 000685 WALLACE GROUP CORP 32041 08/09/2011 m � E 350.5910.7501 697.55 Q. � .D rt 697.55 a� m ca � � N � � � Page: 19 apCkHist Check History Listing Page: 20 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 32147 08/17/2011 E 350.5678.7501 505.18 505.18 1,202.73 151434 09/19/2011 002609 WATERBOYS PLUMBING 16806 07/20/2011 E 010.4213.5604 750.00 750.00 16834 08/09/2011 E 010.4430.5605 128.85 128.85 878.85 151435 09/19/2011 000688 WEST COVINA NURSERIES 346002 08/04/2011 E 010.4420.5605 93.84 93.84 346001 08/03/2011 E 010.4420.5308 50.94 50.94 144.78 151436 09/19/2011 000704 WITMER-TYSON IMPORTS T8798 09/01/2011 E 010.4201.5322 500.00 500.00 500.00 151437 09/19/2011 002289 WULFING'S BACKGROUND 082411 08/24/2011 E 010.4201.5303 350.00 350.00 350.00 � 151446 09/20/2011 000393 LUCIA MAR UNIFIED SCHOOL 091511 09/15/2011 Q E 010.4426.5553 60.00 s� E 010.4426.5553 150.00 � � 210.00 � � 210.00 N � N CI Page: 20 apckHist Check History Listing Page: 21 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 151447 09/20/2011 000393 LUCIA MAR UNIFIED SCHOOL 120002 08/31/2011 E 010.4425.5303 2,700.00 2,700.00 2,700.00 151448 09/20/2011 008697 ANTONIO BARATA Ref000114870 09/15/2011 B 640.00002301 33.39 33.39 33.39 151449 09/20/2011 008701 KAYE M BETTENCOURT Ref000114875 09/15/2011 B 640.0000.2301 61.50 61.50 61.50 151450 09/20/2011 008674 JOHN BRINKERHOFF Ref000114574 09/01/2011 B 640.00002301 180.00 180.00 180.00 151451 09/20/2011 008705 ANGEL FERRERA Ref000114879 09/15/2011 B 640.0000.2301 34.45 34.45 34.45 151452 09/20/2011 008707 ARTHUR KELL Ref000114881 09/15/2011 B 640.00002301 51.54 51.54 51.54 y 151453 09/20/2011 008709 MEGAN MACKENZIE KELLER Ref000114883 09/15/2011 � B 640.0000.2301 5225 m Q 5225 � ,D rt 5225 a� m ca � � N � W CI Page: 21 apCkHist Check History Listing Page: 22 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv,Date Amount Paid Check Total 151454 09/20/2011 008706 LUKE LEVANWAY Ref000114880 09/15/2011 B 640.0000.2301 0.46 0.46 0.46 151455 09/20/2011 008699 PATRICIA LINDSEY Ref000114873 09/15/2011 B 640.00002301 135.33 135.33 135.33 151456 09/20/2011 008698 STELLA LOPEZ Ref000114871 09/15/2011 B 640.00002301 13.93 13.93 13.93 151457 09/20/2011 008704 BRIAN & BEV LOUW Ref000114878 09/15/2011 B 640.0000.2301 155.58 155.58 155.58 151458 09/20/2011 008627 JIM NIELSEN Ref000114872 09/15/2011 B 640.0000.2301 127.09 127.09 127.09 151459 09/20/2011 008708 ROBERT RIVERA Ref000114882 09/15/2011 B 640.00002301 17.19 17.19 17.19 D 151460 09/20/2011 008703 LORNA SCOTT Ref000114877 09/15/2011 � B 640.0000.2301 24.57 m � Q 24.57 � 24.57 '� .� � �D (Q � �D N � � � Page: 22 apCkHist Check History Listing Page: 23 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 151461 09/20/2011 008702 JACK STEPHENSON Ref000114876 09/15/2011 B 640.0000.2301 75.74 75.74 75.74 151462 09/20/2011 008700 CLAY WATKINS Ref000114874 09/15/2011 B 640.0000.2301 15022 150.22 15022 151463 09/22/2011 007940 FERRAVANTI GRADING pw 2011-04 09/01/2011 E 350.5638.7001 141,417.50 E 350.5638.7201 44,391.60 185,809.10 185,809.10 151469 09/23/2011 008602 CRIME STOPPERS 092311 09/23/2011 B 010.0000.2022 1,000.00 1,000.00 1,000.00 151470 09/27/2011 003651 3T EQUIPMENT COMPANY 56096 08/23/2011 E 612.4610.5603 858.14 858.14 858.14 151471 09/27/2011 007704 AECOM USA INC 37159819 09/01/2011 E 350.5829.7501 1,152.63 1,152.63 1,152.63 D � 151472 09/27/2011 004815 AIRGAS WEST INC 103862271 08/31/2011 m � E 010.4420.5255 36.79 Q. � 36.79 � � 36.79 � N � t11 C� Page: 23 apCkHist Check History Listing Page: 24 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv. Date Amount Paid Check Total 151473 09/27/2011 006436 ALL STATE POLICE 0076264-IN 08/24/2011 E 010.4201.5255 4,880.00 E 010.4201.5255 37820 5,258.20 5,25820 151474 09/27/2011 006130 ALLIANCE READY MIX, INC 13419 09/01/2011 E 640.4712.5610 789.64 789.64 789.64 151475 09/27/2011 007681 AMERICAN CARPET 05607 09/08/2011 E 010.4213.5303 485.00 485.00 485.00 151476 09/27/2011 003817 AMERIPRIDE UNIFORM SVCS V 09/27/2011 0.00 0.00 0.00 151477 09/27/2011 003817 AMERIPRIDE UNIFORM SVCS 1500433476 08/09/2011 E 010.4213.5303 9.00 E 010.4213.5143 6.00 E 010.4213.5303 14.00 29.00 1500443725 08/23/2011 E 010.4213.5303 9.00 E 010.4213.5143 6.00 D E 010.4213.5303 14.00 c� � 29.00 � 1500438562 08/16/2011 � B 010.0000.1111 26.70 � � 26.70 ca � � N � � � Page: 24 apCkHist Check History Listing Page: 25 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 1500448858 08/30/2011 B 010.0000.1111 26.70 26.70 1500428363 08/02/2011 B 010.0000.1111 25.20 25.20 1500433471 08/09/2011 E 010.4420.5143 17.02 E 010.4213.5303 6.00 23.02 1500443720 08/23/2011 E 010.4420.5143 17.02 E 010.4213.5303 6.00 23.02 1500433469 08/09/2011 E 010.4213.5303 19.50 19.50 1500443718 08/23/2011 E 010.4213.5303 19.50 19.50 1500428366 08/02/2011 E 010.4213.5303 19.50 19.50 1500438565 08/16/2011 E 010.4213.5303 19.50 19.50 1500448861 08/30/2011 E 010.4213.5303 19.50 D 19.50 � 1500428370 08/02/2011 � E 220.4303.5143 19.20 � 19.20 '� .� � �D (Q � �D N � v � Page: 25 apCkHist Check History Listing Page: 2s 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 1500433473 08/09/2011 E 220.4303.5143 1920 19.20 1500438569 08/16/2011 E 220.4303.5143 19.20 19.20 1500443722 08/23/2011 E 220.4303.5143 19.20 19.20 1500428363 08/02/2011 E 010.4420.5143 17.02 17.02 1500438567 08/16/2011 E 010.4420.5143 17.02 17.02 1500433467 08/09/2011 E 010.4213.5303 17.00 17.00 1500443716 08/23/2011 E 010.4213.5303 17.00 17.00 1500428367 08/02/2011 E 612.4610.5143 16.00 16.00 1500428371 08/02/2011 E 640.4712.5143 15.00 15.00 1500433474 08/09/2011 E 640.4712.5143 15.00 c� 15.00 m � 1500438570 08/16/2011 Q' E 640.4712.5143 15.00 � a�i m 15.00 ca � � N � � � Page: 26 apCkHist Check History Listing Page: 27 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 1500443723 08/23/2011 E 640.4712.5143 15.00 15.00 1500428360 08/02/2011 E 010.4213.5303 10.50 10.50 1500438560 08/16/2011 E 010.4213.5303 10.50 10.50 1500443855 08/30/2011 E 010.4213.5303 10.50 10.50 1500433475 08/09/2011 E 010.4305.5143 3.00 E 010.4305.5303 425 7.25 1500443724 08/23/2011 E 010.4305.5143 3.00 E 010.4305.5303 4.25 7.25 1500433470 08/09/2011 E 612.4610.5143 6.00 6.00 1500438566 08/16/2011 E 612.4610.5143 6.00 6.00 1500443719 08/23/2011 E 612.4610.5143 6.00 D 6.00 � 1500448862 08/30/2011 � E 612.4610.5143 6.00 � 6.00 '� .� � �D (Q � �D N � CO C� Page: 27 apckHist Check History Listing Page: 28 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 1500428373 08/02/2011 E 010.4213.5143 6.00 6.00 1500438572 08/16/2011 E 010.4213.5143 6.00 6.00 1500428369 08/02/2011 E 010.4430.5143 3.00 3.00 1500433472 08/09/2011 E 010.4430.5143 3.00 3.00 1500438568 08/16/2011 E 010.4430.5143 3.00 3.00 1500443721 08/23/2011 E 010.4430.5143 3.00 3.00 1500428372 08/02/2011 E 010.4305.5143 3.00 3.00 1500438571 08/16/2011 E 010.4305.5143 3.00 3.00 600.98 151478 09/27/2011 005507 AT&T 9/7-0183 09/07/2011 E 010.4145.5403 183.22 183.22 D 9/7-3959 09/07/2011 � E 640.4710.5403 31.38 � 31.38 '� .� � �D (Q � �D W � O CI Page: 28 apCkHist Check History Listing Page: 29 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv. Date Amount Paid Check Total 9/7-3956 09/07/2011 E 220.4303.5303 31.38 31.38 245.98 151479 09/27/2011 000055 B &T SVC STN 117380 08/30/2011 E 010.4305.5303 145.00 145.00 145.00 151480 09/27/2011 005726 BRENNTAG PACIFIC INC BP1129256 09/02/2011 E 640.4712.5274 501.50 501.50 501.50 151481 09/27/2011 000090 BRISCO MILL&LUMBER 152524 07/06/2011 E 640.4712.5610 45.20 4520 152532 07/07/2011 E 640.4712.5604 37.17 37.17 152464 06/29/2011 E 640.4712.5610 9.24 9.24 91.61 151482 09/27/2011 007304 BURKE, WILLIAMS 148950 08/17/2011 E 010.4003.5327 11,682.50 11,682.50 11,682.50 � 151483 09/27/2011 007085 CALPORTLAND 91371008 09/07/2011 Q E 220.4303.5613 508.18 � 508.18 a�i m 508.18 ca � � w °0 � � Page: 29 apckHist Check History Listing Page: 30 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv.Date Amount Paid Check Total 151484 09/27/2011 006039 CHEVRON &TEXACO CARD 31345685 09/06/2011 E 010.4201.5608 41.00 41.00 41.00 151485 09/27/2011 005997 COOK PAGING INC 8429369 09/01/2011 E 640.4712.5303 172.49 E 220.4303.5303 86.25 258.74 258.74 151486 09/27/2011 005091 JOHN DEERE LANDSCAPES 59164963 09/08/2011 E 010.4420.5605 73.59 73.59 73.59 151487 09/27/2011 000208 J B DEWAR, INC 939800 08/29/2011 B 010.0000.1202 27,200.64 27,200.64 27,200.64 151488 09/27/2011 007828 DRIVE CUSTOMS 1039 09/09/2011 E 271.4202.6201 7,35028 7,35028 7,35028 151489 09/27/2011 007985 WILLIAM R DYER 8221 09/01/2011 E 350.5422.7501 1,650.00 1,650.00 1,650.00 D � 151490 09/27/2011 008720 EDEN CONSULTING GROUP 090811 09/26/2011 m � E 010.4201.5501 595.00 Q. � 595.00 � � 595.00 ca � � w °0 N CI Page: 30 apCkHist Check History Listing Page: 31 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 151491 09/27/2011 005712 ELECTRICRAFT INC 12834 04/15/2011 E 350.5435.7001 4,231.59 4,231.59 12859 05/23/2011 E 350.5435.7001 851.03 851.03 SM5053 03/09/2011 E 350.5435.7001 715.61 715.61 SM5162 07/13/2011 E 350.5435.7001 194.59 194.59 5,992.82 D c� m � a � '� .� � �D (Q � �D W � W CI Page: 31 apckHist Check History Listing Page: 32 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 151492 09/27/2011 007743 FAMCON PIPE AND SUPPLY 136087 08/29/2011 E 640.4712.5610 40.00 E 640.4712.5610 20.00 E 640.4712.5610 17.00 E 640.4712.5610 7.50 E 640.4712.5610 14.50 E 640.4712.5610 40.00 E 640.4712.5610 6.00 E 640.4712.5610 5.75 E 640.4712.5610 19.60 E 640.4712.5610 9.25 E 640.4712.5610 24.50 E 640.4712.5610 25.00 E 640.4712.5610 10.50 E 640.4712.5610 4.50 E 640.4712.5610 g.gp E 640.4712.5610 9.50 E 640.4712.5610 32.00 E 640.4712.5610 46.00 E 640.4712.5610 238.00 E 640.4712.5610 80.00 E 640.4712.5610 11920 E 640.4712.5610 240.00 E 640.4712.5610 60.00 E 640.4712.5610 49.70 E 640.4712.5610 1,795.00 E 640.4712.5610 226.32 3,146.62 c� 3,146.62 m � 151493 09/27/2011 000240 FARM SUPPLY CO 722405 08/03/2011 Q. °1 E 010.4430.5605 361.08 '� .� (� � � 361.08 w °0 � � Page: 32 apCkHist Check History Listing Page: 33 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 729529 08/11/2011 E 010.4430.5605 290.26 290.26 728371 08/10/2011 E 010.4430.5605 186.62 186.62 716200 07/27/2011 E 010.4420.5605 121.09 121.09 723686 08/04/2011 E 010.4430.5605 32.95 32.95 992.00 151494 09/27/2011 001525 FERGUSON ENTERPRISES 7509660 09/07/2011 E 640.4712.5610 234.90 234.90 7499083-1 09/06/2011 E 640.4712.5610 117.45 117.45 1631741 09/06/2011 E 010.4213.5604 112.90 112.90 46525 151495 09/27/2011 000605 THE GAS COMPANY 8/17-1375 08/17/2011 E 010.4145.5401 56.38 56.38 9/9-350 09/09/2011 D E 010.4145.5401 47.84 c� � 47.84 � 9/8-200 09/08/2011 Q. s� E 010.4145.5401 29.76 � m 29.76 � � 133.98 w °0 cn c� Page: 33 apCkHist Check History Listing Page: 34 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 151496 09/27/2011 008327 JOHN MAUREEN GUTIERREZ 092011 09/20/2011 E 284.4103.5803 6,000.00 6,000.00 6,000.00 151497 09/27/2011 002820 INDOFF, INC 1937200 08/30/2011 E 612.4610.5201 156.31 E 220.4303.5201 156.31 312.62 1937199 08/30/2011 E 010.4102.5201 115.95 115.95 428.57 151498 09/27/2011 008536 JESSE JACOBSON 092011 09/20/2011 E 284.4103.5803 1,170.00 1,170.00 1,170.00 151499 09/27/2011 000393 LUCIA MAR UNIFIED SCHOOL 120006 09/01/2011 E 010.4425.5303 157.50 157.50 110914 06/30/2011 E 010.4425.5303 120.00 120.00 277.50 151500 09/27/2011 000417 MELLO &SON'S PUMPS 3046 09/07/2011 E 640.4711.5603 2,200.00 D 2,200.00 � 2,200.00 � � 151501 09/27/2011 000415 METAL SHOP, INC 19078 08/17/2011 '� .� E 010.4213.5604 708.00 (Q � 7�8.�� D W � � � Page: 34 apCkHist Check History Listing Page: 35 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 19081 08/22/2011 E 010.4213.5604 90.00 90.00 798.00 151502 09/27/2011 000429 MINER'S ACE HARDWARE 167420 08/11/2011 E 010.4430.5605 331.77 331.77 K82569 07/01/2011 E 220.4303.5613 203.63 203.63 K89341 08/29/2011 E 010.4420.5605 81.80 81.80 169280 08/26/2011 E 010.4213.5604 35.53 35.53 K88877 08/26/2011 E 010.4213.5604 23.68 23.68 K89347 08/29/2011 E 010.4420.5605 18.04 18.04 169008 08/24/2011 E 010.4430.5605 16.14 16.14 168874 08/23/2011 E 010.4430.5605 15.07 15.07 D 169031 08/24/2011 m E 010.4430.5605 10.41 � � 10.41 '� .� � �D (Q � �D W � v � Page: 35 apCkHist Check History Listing Page: 36 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv. Date Amount Paid Check Total K85087 07/21/2011 E 640.4712.5610 528 528 K88223 08/18/2011 E 640.4712.5255 2.89 2.89 K85893 07/28/2011 E 010.4213.5604 1.94 1.94 746.18 151503 09/27/2011 007054 NORTH COAST 33506 09/12/2011 E 350.5656.7501 7,812.00 7,812.00 7,812.00 151504 09/27/2011 000468 OFFICE DEPOT 578252129001 09/08/2011 E 010.4120.5201 44.32 44.32 44.32 151505 09/27/2011 008637 OPTIONS PARCEL SERVICE 81611 08/16/2011 E 010.4201.5208 79.36 79.36 072211 07/22/2011 E 010.4201.5208 15.66 15.66 0722 07/22/2011 E 010.4201.5208 15.66 15.66 c� 070511 07/05/2011 �D E 010.4201.5208 10.86 � Q. � 10.86 'fl ,� 121.54 a� m ca � � w °0 � � Page: 36 apCkHist Check History Listing Page: 37 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 151506 09/27/2011 000481 PACIFIC GAS & ELECTRIC 9/9-620838 09/09/2011 E 612.4610.5402 277.05 277.05 9/15-519815 09/15/2011 E 010.4145.5401 38.09 38.09 9/12-r81296 09/12/2011 E 010.4145.5401 22.6g 22.69 8/26-105 SHORT ST 08/26/2011 E 010.4145.5401 20.73 20.73 358.56 151507 09/27/2011 000503 POOR RICHARD'S PRESS 222728 08/29/2011 E 010.4102.5255 339.41 339.41 223073 09/12/2011 E 010.4102.5255 284.46 284.46 222724 08/29/2011 E 010.4102.5255 42.02 42.02 222725 08/29/2011 E 010.4102.5255 42.02 42.02 222726 08/29/2011 E 010.4102.5255 42.02 y 42.02 � 222729 08/29/2011 m Q E 010.4102.5255 42.02 � 42.02 '� .� � �D (Q � �D W � CG C� Page: 37 apckHist Check History Listing Page: 38 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 222803 08/31/2011 E 010.4102.5255 21.55 21.55 813.50 151508 09/27/2011 000520 QUINN COMPANY 03C33056A 07/28/2011 E 220.4303.5603 353.75 353.75 03C330560 07/28/2011 E 220.4303.5603 42.63 42.63 396.38 151509 09/27/2011 003556 ROADLINE PRODUCTS, INC 8194 09/08/2011 E 220.4303.5603 457.19 457.19 457.19 151510 09/27/2011 000538 S & L SAFETY PRODUCTS 850553 09/12/2011 E 010.4213.5604 �722g 17229 172.29 151511 09/27/2011 008719 SAN LUIS CUSTOMS INC 17187 09/02/2011 E 010.4213.5604 332.86 332.86 332.86 151512 09/27/2011 003838 SILVAS OIL COMPANY, INC 264671 09/01/2011 B 010.0000.1202 4,562.16 y 4,562.16 � 4,562.16 m � �a 151513 09/27/2011 000564 SLO COUNTY NEWSPAPERS 6956090 08/28/2011 -fl ,� E 010.4420.5316 345.00 � � 345.00 � � o c� Page: 38 apCkHist Check History Listing Page: 39 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 6951734 08/01/2011 E 350.5829.7301 276.35 276.35 6954602 08/18/2011 E 010.4002.5301 135.66 135.66 6955607 08/28/2011 E 010.4130.5301 126.60 126.60 883.61 151514 09/27/2011 000598 SNAP-ON TOOLS CORP 210663 09/14/2011 E 010.4305.5273 260.43 260.43 260.43 151515 09/27/2011 000602 SOUTH COUNTY SANIT DIST 083111 08/31/2011 B 760.00002304 138,369.83 E 010.4145.5401 15.30 E 010.4145.5401 15.30 138,400.43 138,400.43 151516 09/27/2011 000623 SUNSET NORTH CAR WASH 2668 08/31/2011 E 010.4420.5601 78.13 E 010.4301.5601 47.52 E 220.4303.5601 125.65 E 010.4305.5601 20.36 E 010.4213.5601 18.66 290.32 c� 290.32 m Q 151517 09/27/2011 008714 TAC TEAM 090811 09/26/2011 °1 E 010.4201.5501 190.00 '� .� � � 190.00 � � � � � Page: 39 apCkHist Check History Listing Page:40 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 190.00 151518 09/27/2011 008042 TOM'S AUTO SERVICE 0001666 09/09/2011 E 220.4303.5601 1,039.40 1,039.40 1,039.40 151519 09/27/2011 000666 UNITED RENTALS 95268078-001 09/06/2011 E 640.4712.5552 1724 1724 1724 151520 09/27/2011 006551 UNITED STAFFING ASSOC. 079446 09/07/2011 E 010.4420.5303 294.88 E 640.4712.5303 1,126.74 1,421.62 1,421,62 151521 09/27/2011 003090 V& M UPHOLSTERY 6289 09/07/2011 E 010.4213.5601 343.53 343.53 343.53 151522 09/27/2011 000685 WALLACE GROUP A CALIF 32053 08/10/2011 E 010.4301.5303 2,003.88 E 010.4301.5303 552.00 E 010.4301.5303 960.00 3,515.88 32052 08/10/2011 E 350.5608.7301 1,311.00 y 1,311.00 � 32147-CA 08/17l2011 m Q E 350.5678.7301 564.66 � 564.66 '� .� � �D (Q � �D � � N CI Page: 40 apckHist Check History Listing Page: 41 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 32054 08/10/2011 E 350.5656.7301 69.00 69.00 32055 08/10/2011 E 350.5658.7301 69.00 69.00 32056 08/10/2011 E 350.5683.7301 34.50 34.50 32057 08/10/2011 E 350.5686.7301 34.50 34.50 5,598.54 151523 09/27/2011 007364 THE WELL FOURSSQUARE 091311 09/13/2011 B 010.0000.2206 30.00 30.00 30.00 151524 09/27/2011 008717 XPLORE TECHNOLOGIES 0000044020 07/19/2011 E 271.4202.6201 16,508.00 E 271.4202.6201 98.00 16,606.00 16,606.00 151525 09/30/2011 008726 ROGER ALLEN 092711 09/27/2011 B 010.00002206 30.00 30.00 30.00 y 151526 09/30/2011 005507 AT&T 9/7-7480 09/07/2011 � E 010.4201.5403 63.72 a 63.72 � .D rt 63.72 a� m ca � � � � w c� Page: 41 apCkHist Check History Listing Page: 42 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 151527 09/30/2011 008304 AT&T MOBILITY 092711 09/27/2011 E 010.4425.5255 68.83 68.83 68.83 151528 09/30/2011 008360 BREVEN BAIMA 092811 09/28/2011 E 010.4424.5352 80.00 80.00 80.00 151529 09/30/2011 000058 BANK OF AMERICA 9/8-9444 09/08/2011 E 010.4140.5602 53.86 E 010.4130.5501 18.00 E 010.4002.5501 120.00 E 010.4102.5201 25.85 E 010.4102.5201 287.63 E 010.4001.5504 53.88 E 010.4001.5504 80.70 E 010.4001.5504 90.46 E 010.4002.5501 100.00 E 010.4001.5504 287.69 1,118.07 9/8-4590 09/OS/2011 E 010.4425.5255 556.23 E 010.4425.5259 33.27 E 010.4423.5253 207.67 797.17 D c� m � a � '� .� � �D (Q � �D � � � � Page: 42 apc►cHist Check History Listing Page: 43 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status CleadVoid Date Invoice Inv. Date Amount Paid Check Total 9/8-2083 09/O8/2011 E 010.4212.5201 44.57 E 010.4212.5503 16.08 E 350.5422.7301 425 E 350.5422.7301 21.55 E 010.4130.5201 3.75 E 010.4212.5255 241.99 332.19 9/8-2050 09/08/2011 E 010.4421.5201 106.51 106.51 2,353.94 151530 09/30/2011 007492 BATTERY SYSTEMS 23-045600 09/15/2011 E 010.4201.5601 282.56 282.56 23-028483 09/13/2011 E 010.4305.5603 25.44 25.44 308.00 151531 09/30/2011 007987 BATTERY UNIVERSE INC 12753 08/18/2011 E 010.4201.5255 350.00 E 010.4201.5255 12.00 362.00 12730 08/11/2011 E 010.4201.5255 15420 E 010.4201.5255 15.80 170.00 y 12595 07/19/2011 � E 010.4201.5255 55.00 m � E 010.4201.5255 11.56 Q. � 66.56 a�i m 598.56 ca � � � � cn c� Page: 43 apckHist Check History Listing Page: 44 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 151532 09/30/2011 000071 BEARCAT MFG, INC 24957 09/14/2011 E 220.4303.5603 285.35 285.35 285.35 151533 09/30/2011 008732 TERESA BERNING 091311 09/13/2011 B 010.00002206 30.00 30.00 30.00 151534 09/30/2011 007304 BURKE, WILLIAMS 149402 09/06/2011 E 010.4003.5327 716.00 716.00 716.00 151535 09/30/2011 008095 CAPTIVE HEARTS 092711 09/27/2011 B 010.0000.2206 75.00 75.00 75.00 151536 09/30/2011 006259 CAPTO 11-078 09/09/2011 E 010.4201.5503 40.00 40.00 40.00 151537 09/30/2011 008725 KERRILY CARMICHAEL 092111 09/21/2011 R 010.0000.4605 27.00 27.00 27.00 D 151538 09/30/2011 000603 CARQUEST AUTO PARTS 7314-508701 09/12/2011 � E 010.4301.5601 20.97 m � Q 20.97 °1 7314-509477 09/15/2011 � � E 010.4201.5601 6.18 � � 6.18 � � a� c� Page: 44 apckHist Check History Listing Page:45 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 7314-510735 09/21/2011 E 010.4201.5601 4.70 4.70 31.85 151539 09/30/2011 005926 CHEMSEARCH 485599 09/16/2011 E 010.4305.5601 21425 21425 214.25 151540 09/30/2011 000164 CHRISTIANSON CHEVROLET 79437 09/13/2011 E 010.4201.5601 1,158.41 1,158.41 1,158.41 151541 09/30/2011 000171 CLINICAL LABORATORY 916688 09/12/2011 E 640.4710.5310 880.00 880.00 880.00 151542 09/30/2011 007468 COAST RIDERS 062011 06/20/2011 E 010.4201.5601 722.gg 722.89 081511 08/15/2011 E 010.4201.5601 466.04 466.04 1,188.93 151543 09/30/2011 007728 SCOTT CRAIB 092811 09/28/2011 E 010.4424.5352 154.00 D 154.00 � 154.00 � � 151544 09/30/2011 008563 DATA 911 (DBA} INV-CA021 09/07/2011 -fl ,� E 271.4202.6201 1,500.00 ca � 1,500.00 � � � � � Page: 45 apCkHist Check History Listing Page: 46 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 1,500.00 151545 09/30/2011 000208 J B DEWAR, INC 771680 09/16/2011 E 010.4201.5608 91.99 91.99 91.99 151546 09/30/2011 002673 DOCTORS MEDPLUS MED 008657 08/17/2011 E 010.4201.5315 135.00 E 010.4201.5315 100.00 235.00 235.00 151547 09/30/2011 004676 ECS IMAGING, INC. 8564 09/14/2011 E 350.5438.7301 895.00 E 350.5438.7301 69.36 964.36 964.36 151548 09/30/2011 000240 FARM SUPPLY CO 756288 09/12/2011 E 010.4201.5322 68.95 68.95 68.95 151549 09/30/2011 001525 FERGUSON ENTERPRISES 7533319 09/13/2011 E 640.4712.5610 1,303.24 1,303 24 1,30324 151550 09/30/2011 001058 TONY M FERRARA 092911 09/29/2011 E 010.4001.5501 303.49 D � 303.49 m � 303.49 Q. � 151551 09/30/2011 008734 FOOD BANK COALITION 092711 09/27/2011 a�i m B 010.0000.2206 30.00 � � 30.00 � � � � Page: 46 apCkHist Check History Listing Page: 47 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 30.00 151552 09/30/2011 006833 FORD MOTOR CREDIT ACCT5554100 09/27/2011 E 010.4201.5801 16,336.72 E 010.4201.5802 670.60 17,007.32 17,007.32 151553 09/30/2011 006833 FORD MOTOR CREDIT ACCT5554101 09/27/2011 E 010.4201.5801 10,658.34 E 010.4201.5802 590.63 11,248.97 11,248.97 151554 09/30/2011 008491 FRANK'S LOCK&KEY 32649 09/14/2011 E 010.4430.5605 61.42 61.42 61.42 151555 09/30/2011 004142 STAN GAXIOLA 092811 09/28/2011 E 010.4424.5352 198.00 198.00 198.00 151556 09/30/2011 008727 BRIAN GONG 092711 09/27/2011 B 010.0000.2206 75.00 75.00 75.00 151557 09/30/2011 000499 GRAND AWARDS, INC 4642 09/07/2011 E 010.4201.5504 49.03 D 49.03 c� m � 49.03 Q. � 151558 09/30/2011 006058 RODNEY GRAY 092811 09/28/2011 a�i m E 010.4424.5352 44.00 � � 44.00 � . c� c� Page: 47 apCkHist Check History Listing Page: 48 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv. Date Amount Paid Check Total 44.00 151559 09/30/2011 000288 CITY OF GROVER BEACH 091311 09/13/2011 R 612.0000.4751 70.77 70.77 70.77 151560 09/30/2011 000330 GSA-INFORMATION TECH 585 09/07/2011 E 010.4201.5606 470.06 E 010.4201.5606 223.58 693.64 693.64 151561 09/30/2011 002405 CHARLES HARE 092811 09/28/2011 E 010.4424.5352 44.00 44.00 44.00 151562 09/30/2011 004188 EDDIE HARRIS 092811 09/28/2011 E 010.4424.5352 120.00 120.00 120.00 151563 09/30/2011 000301 HEACOCK TRAILERS 35699 09/22/2011 E 010.4201.5255 1,326.46 1,326.46 1,326.46 151564 09/30/2011 008733 LUIS IGNACIO 092311 09/23/2011 B 010.0000.2206 400.00 R 010.0000.4353 -117.50 D � 282.50 m � 282.50 Q. � 151565 09/30/2011 000342 IRA'S BIKE SHOP 29834-10 09/21/2011 a�i m E 010.4201.5255 60.00 � � 60.00 cn . o c� Page: 48 apCkHist Check History Listing Page:49 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 60.00 151566 09/30/2011 004105 JOHNBOY'S TOWING INC 081611 08/16/2011 E 010.4201.5303 130.50 130.50 082611 08/26/2011 E 010.4201.5303 87.00 87.00 217.50 151567 09/30/2011 007505 ERIC JONES 092711 09/27/2011 B 010.0000.2206 30.00 30.00 30.00 151568 09/30/2011 007299 GASTON KETTING OLIVIER 092811 09/28/2011 E 010.4424.5352 220.00 220.00 220.00 151569 09/30/2011 008291 LANSPEED SYSTEMS INC 51719 09/29/2011 E 010.4140.6103 1,028.34 E 010.4140.6103 786.48 E 010.4140.6103 27.22 1,842.04 20074 08/16/2011 E 010.4140.5303 1,292.50 1,292.50 20573 09/19/2011 E 350.5438.7301 842.50 � 842.50 � 19198 06/23/2011 Q E 010.4140.5303 121.70 � .D rt 121.70 a� m ca � � cn °0 � � Page: 49 apCkHist Check History Listing Page: 50 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv. Date Amount Paid Check Total 20528 09/15/2011 E 010.4201.5607 4125 41.25 4,139.99 151570 09/30/2011 000387 LINSON SIGNS(DBA) 6825 08/05/2011 E 010.4201.5601 103.44 E 010.4201.6201 581.85 68529 685.29 151571 09/30/2011 001136 DOUGLAS LINTNER 092811 09/28/2011 E 010.4424.5352 22.00 22.00 22.00 151572 09/30/2011 000393 LUCIA MAR UNIFIED SCHOOL 120032 09/16/2011 E 010.4425.5303 142.50 142.50 142.50 151573 09/30/2011 000393 LUCIA MAR UNIFIED SCHOOL 092811 09/28/2011 E 010.4425.5303 15.00 15.00 15.00 151574 09/30/2011 008056 MATHESON TRI-GAS INC 03146230 09/15/2011 E 640.4712.5603 3829 3829 3829 D 151575 09/30/2011 000429 MINER'S ACE HARDWARE K91909 09/15/2011 c� � E 640.4712.5601 175.93 � Q. � 175.93 '� .� � �D (Q � �D tJ1 � N CI Page: 50 apckHist Check History Listing Page: 51 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total K92072 09/16/2011 E 640.4712.5273 128.92 128.92 K89854 09/02/2011 E 010.4420.5605 71.09 71.09 K70833 09/09/2011 E 010.4305.5255 50.60 50.60 K91924 09/15/2011 E 640.4712.5601 45.19 45.19 K91147 09/10/2011 E 010.4420.5605 43.92 43.92 K91283 09/12/2011 E 010.4213.5604 39.82 39.82 K92976 09/23/2011 E 350.5910.7001 36.57 36.57 K92946 09/23/2011 E 220.4303.5613 34.44 34.44 K90999 09/09/2011 E 010.4213.5604 29.07 29.07 K92953 09/23/2011 E 220.4303.5613 28.19 c� 28.19 m Q K91772 09/14/2011 � E 640.4712.5610 25.77 � � 25.77 ca � � cn °0 w c� Page: 51 apckHist Check History Listing Page: 52 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv.Date Amount Paid Check Total K91627 09/14/2011 E 010.4213.5604 16.15 16.15 172538 09/23/2011 E 010.4305.5255 15.06 15.06 K90356 09/06/2011 E 010.4212.5255 14.00 14.00 K91602 09/14/2011 E 640.4712.5255 g.6g 9.68 K91866 09/15/2011 E 640.4712.5255 8.58 8.58 172747 09/26/2011 E 010.4305.5255 8.38 8.38 K90931 09/08/2011 E 010.4420.5605 7.62 7.62 K93160 09/26/2011 E 640.4712.5255 1.03 1.03 K92985 09/23/2011 E 350.5910.7001 -7.52 -7.52 782.49 � 151576 09/30/2011 006705 ON TRAC 7215607 09/03/2011 m E 010.4201.5324 12.50 � Q- 12.50 � .D �, 12.50 a� m ca � � cn °0 � � Page: 52 apCkHist Check History Listing Page: 53 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status Clear/Void Date Invoice Inv.Date Amount Paid Check Total 151577 09/30/2011 000481 PACIFIC GAS & ELECTRIC 9/16-154503 09/16/2011 E 010.4145.5401 908.80 908.80 908.80 151578 09/30/2011 008721 TERRY PARIS SPECIAL AG01 09/16/2011 E 350.5656.7501 4,485.00 4,485.00 4,485.00 151579 09/30/2011 008731 MARIA PEREZ 092311 09/23/2011 B 010.0000.2206 400.00 R 010.0000.4353 -165.00 R 010.0000.4353 -116.40 118.60 118.60 151580 09/30/2011 004158 PHOENIX GROUP 082011157 09/14/2011 E 010.4201.5303 166.72 166.72 166.72 151581 09/30/2011 000498 PITNEY BOWES, INC 7147128-SP11 09/13/2011 E 010.4201.5602 56.00 56.00 56.00 151582 09/30/2011 002751 RANGE MASTER 5644 08/16/2011 E 010.4201.5504 31.24 31.24 D � 31.24 m � 151583 09/30/2011 005316 CAREN RAY 092911 09/29/2011 Q. � E 010.4001.5501 439.15 a�i m 439.15 � � 439.15 cn °0 cn c� Page: 53 apCkHist Check History Listing Page: 54 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv. Date Amount Paid Check Total 151584 09/30/2011 008722 JEAN RILEY 092211 09/22/2011 E 226.4306.5554 150.00 150.00 150.00 151585 09/30/2011 000536 GREG ROSE 092811 09/28/2011 E 010.4424.5352 120.00 120.00 120.00 151586 09/30/2011 008729 KATHLEEN RUST 092711 09/27/2011 B 010.0000.2206 30.00 30.00 30.00 151587 09/30/2011 000575 SANTA MARIA TIRE, INC 566926 09/03/2011 E 010.4201.5601 630.59 630.59 566799 08/25/2011 E 010.4201.5601 41.50 41.50 567073 09/15/2011 E 010.4201.5601 41.50 41.50 713.59 151588 09/30/2011 006080 MARTINA SARMIENTO 092811 09/28/2011 E 010.4424.5352 143.00 143.00 D 143.00 c� � 151589 09/30/2011 008723 RACHEL JANE SHOEMAKER 1100906 09/27/2011 �a B 010.0000.2029 200.00 'v rt 2��.00 ca � � 200.00 cn °0 a� c� Page: 54 apCkHist Check History Listing Page: 55 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 151590 09/30/2011 000552 SLO COUNTY AUDITOR AUG 2011 08/04/2011 R 010.0000.4203 619.50 619.50 619.50 151591 09/30/2011 006096 SLO COUNTY SHERIFF 083111 08/31/2011 E 010.4201.5324 43.00 43.00 43.00 151592 09/30/2011 003668 MICHAEL SMILEY 52370220 09/13/2011 E 010.4201.5501 124.98 124.98 124.98 151593 09/30/2011 000609 BOB SPEAR 092811 09/28/2011 E 010.4424.5352 88.00 88.00 88.00 151594 09/30/2011 000613 STATEWIDE SAFETY SIGNS 2137 09/08/2011 E 220.4303.5613 99.21 99.21 99.21 151595 09/30/2011 000616 STERLING 26489 09/12/2011 E 010.4201.5606 1,500.00 1,500.00 1,500.00 D 151596 09/30/2011 008624 STETSON ENGINEERS INC 20973 09/21/2011 � E 350.5943.7701 2,654.90 m � Q 2,654.90 � ,D rt 2,654.90 a� m ca � � cn °0 v � Page: 55 apCkHist Check History Listing Page: 56 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 151597 09/30/2011 002370 TITAN INDUSTRIAL 1046846 08/31/2011 E 010.4201.5272 84.05 84.05 84.05 151598 09/30/2011 000641 TOSTE CONSTRUCTION 111 09/13/2011 E 220.4303.5613 480.00 480.00 480.00 151599 09/30/2011 004609 TROESH RECYCLING, INC 17157 09/08/2011 E 640.4712.5610 255.57 255.57 255.57 151600 09/30/2011 000660 USA BLUE BOOK 483032 09/06/2011 E 612.4610.5610 551.37 551.37 489629 09/14/2011 E 640.4712.5610 8325 8325 634.62 151601 09/30/2011 008724 MARIA VALDEZ 092011 09/20/2011 R 010.0000.4605 100.00 100.00 100.00 151602 09/30/2011 008730 RICARDO VALENCIA 092311 09/23/2011 B 010.0000.2206 400.00 D R 010.0000.4353 -147.50 c� m � 252.50 Q. � 252.50 '� .� � �D (Q � �D tJ1 � � � Page: 56 apCkHist Check History Listing Page: 57 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 151603 09/30/2011 002137 VERIZON WIRELESS 1009829098 09/04/2011 E 010.4201.5403 1,030.54 1,030.54 1,030.54 151604 09/30/2011 008728 KENNETH WILSON 092711 09/27/2011 B 010.0000.2206 30.00 30.00 30.00 151605 09/30/2011 007283 LISA WISE CONSULTING INC 1430 09/07/2011 E 232.4558.5303 2,120.00 2,120.00 2,120.00 151615 09/30/2011 008736 VONDA DELGADO Ref000115240 09/29/2011 B 640.0000.2301 41.31 41.31 41.31 151616 09/30/2011 008739 TRACEY FRANCIS Ref000115243 09/29/2011 B 640.00002301 6.52 6.52 6.52 151617 09/30/2011 008735 K.B. LINNE Ref000115239 09/29/2011 B 640.00002301 277.63 277.63 277.63 D 151618 09/30/2011 008738 ROBERT MCDONALD Ref000115242 09/29/2011 � B 640.0000.2301 44.88 m � Q 44.88 � 44.88 '� .� � �D (Q � �D tJ1 � � � Page: 57 apCkHist Check History Listing Page: 58 10/03/2011 10:14AM CITY OF ARROYO GRANDE Bank code: boa Check# Date Vendor Status ClearNoid Date Invoice Inv.Date Amount Paid Check Total 151619 09/30/2011 008737 CHRIS NICKELL Ref000115241 09/29/2011 B 640.00002301 61.63 61.63 61.63 151620 09/30/2011 008740 SEAN TWOMEY Ref000115244 09/29/2011 B 640.00002301 88.68 88.68 88.68 boa Total: 598,508.52 269 checks in this report Total Checks: 598,508.52 D c� m � a � '� .� � �D (Q � �D O� � O CI Page: 58 ATTACHMENT 2 CITY OF ARROYO GRANDE DEPARTMENTAL LABOR DISTRIBUTION PAY PERIOD 9l2/2011 � 9l15l2011 09/23/11 FUND 010 312,486.08 5101 Salaries Full time 216,293.20 FUND 216 - 5102 Salaries Part-Time - PPT 15,078.45 FUND 217 - 5103 Salaries Part-Time -TPT 32,218.40 FUND 219 76.29 5105 Salaries OverTime 32,236.50 FUND 220 17,644.99 5107 Salaries Standby 352.50 FUND 226 - 5108 Holiday Pay 15,595.85 FUND 284 364.35 5109 Sick Pay 1,719.00 FUND 285 1,163.17 5110 Annual Leave Buyback - FUND 290 125,315.02 5111 Vacation Buyback - FUND 612 8,022.03 5112 Sick Leave Buyback - FUND 640 22,569.32 5113 Vacation Pay 8,865.57 487,641.25 5114 Comp Pay 6,429.55 5115 Annual Leave Pay 2,340.69 5121 PERS Retirement 77,308.01 5122 Social Security 22,386.85 OVERTIME BY DEPARTMENT: 5123 PARS Retirement 630.37 Admin. Support Services - 5126 State Disability Ins. 1,626.01 Community Development - 5127 Deferred Compensation 633.21 Police 14,662.09 5131 Health Insurance 45,389.27 Fire 15,810.86 5132 Dentallnsurance 4,679.29 Govrnment Bldg Maint. 5133 Vision Insurance 1,066.35 Engineering 5134 Life Insurance 460.82 Fleet Maintenance 84.88 5135 Long Term Disability 869.16 Parks 5143 Uniform Allowance - Recreation -Admn 5144 Car Allowance 675.00 Rec- Special Events - 5146 Council Expense - Children In Motion - 5147 Employee Assistance 217.36 Soto Sport Complex 5148 Boot Allowance - Public Works Maintenance 1,678.67 5149 Motor Pay 114.84 32,236.50 5150 Bi-Lingual Pay 125.00 5151 Cell Phone Allowance 330.00 487,641.25 � Agenda Item 8.a. Page 61 THIS PAGE INTENTIONALLY LEFT BLANK Agenda Item 8.a. Page 62 MINUTES SPECIAL MEETING OF THE CITY COUNCIL FRIDAY, SEPTEMBER 16, 2011 12:00 P.M. CITY HALL CONFERENCE ROOM, 300 EAST BRANCH STREET ARROYO GRANDE, CALIFORNIA Attendees: Mayor Ferrara, Council Member Brown, Council Member Costello, City Manager Adams, City Attorney Carmel, City Clerk Wetmore, Director of Community Development McClish, Director of Administrative Services Kraetsch, Director of Recreation and Maintenance Services Perrin, Chief of Police Annibali, and Five Cities Fire Authority Fire Chief Hubert. 1. PUBLIC COMMENT No public comment was received. 2. MEETING WITH ASSEMBLYMAN KATCHIK ACHADJIAN Council members and staff met with Assemblyman Achadjian to discuss State issues affecting the City and potential assistance regarding State funding and legislation. Assemblyman Achadjian provided an update on legislative issues being discussed in Sacramento. Staff then provided updates and input to Assemblyman Achadjian on the following issues currently impacting the City: - Elimination of Redevelopment Agencies(Adams/Kraetsch) - State Realignment Program (Annibali) - Public Records Act requests (Carmel/Wetmore) - Impact of changes to State COPS funds on potential Police consolidation (Adams) - Oceano Dunes as it relates to renewal of Agreement with State Parks (Hubert) - Regional Water Quality Control Board regulations for stormwater management/permits (McClish) - Grants for creek restoration projects (McClish) Assemblyman Achadjian encouraged staff to keep him informed on all of these issues and to forward copies to him of any correspondence sent by the City to State agencies so that he could provide input as appropriate. No formal action was taken. 3. ADJOURNMENT Mayor Ferrara adjourned the special meeting at 1:25 p.m. Tony Ferrara, Mayor ATTEST: Kelly Wetmore, City Clerk (Approved at CC Mtg ) Agenda Item 8.b. Page 1 ACTION MINUTES REGULAR MEETING OF THE CITY COUNCIL/REDEVELOPMENT AGENCY TUESDAY, SEPTEMBER 27, 2011 COUNCIL CHAMBERS, 215 EAST BRANCH STREET ARROYO GRANDE, CALIFORNIA 1. CALL TO ORDER Mayor/Chair Ferrara cal�ed the Regular City Council meeting to order at 7:00 p.m. 2. ROLL CALLttct City Council/RDA: Council/Board Member Joe Costello, Council/Board Member Tim Brown, Mayor Pro Tem/Vice Chair Caren Ray, and Mayor/Chair Tony Ferrara were present. Council/Board Member Guthrie was absent. City Staff Present: City Manager Steven Adams, City Attorney Timothy Carmel, Deputy City Clerk Kitty Norton, Director of Administrative Services Angela Kraetsch, Director of Recreation and Maintenance Services Doug Perrin, Recreation Supervisor John Rogers, and Community Development Director Teresa McClish. 3. FLAG SALUTE Mayor Ferrara led the Flag Salute. 4. INVOCATION Pastor Robert Banker, Open Door Church, delivered the invocation. 5. SPECIAL PRESENTATIONS 5.a. Honorary Proclamation Declaring October 5, 2011 as "Ride to Recovery Day". Mayor Ferrara read and presented an Honorary Proclamation declaring October 5, 2011 as "Ride to Recovery Day" to Matt Neff. 6. AGENDA REVIEW 6.a. Ordinances Read in Title Only. Council Member Brown moved, Council Member Costello seconded, and the motion passed unanimously that all ordinances presented at the meeting shall be read by title only and all further readings be waived. 7. CITIZENS' INPUT, COMMENTS, AND SUGGESTIONS The following members of the public spoke during Citizens' Input, Comments and Suggestions: Katie Ott, San Luis Obispo County Tobacco Control Program; Brad Snook and Jeff Pinak, representing Surfrider Foundation; and Melissa Peters, San Luis Obispo County Tobacco Control Program. 8. CONSENT AGENDA Mayor Ferrara invited public comment on the Consent Agenda. There were no comments received, and the public comment period was closed. Mayor Pro Tem Ray requested that Item 8.g. be pulled. Agenda Item 8.b. Page 2 Minutes: City Council/Redevelopment Agency Meeting Page 2 Tuesday, September 27, 2011 Action: Council Member Costello moved, and Mayor Pro Tem Ray seconded the motion to approve Consent Agenda Items 8.a. through 8.f., with the recommended courses of action. City Attorney Carmel read the full title of the Ordinance in Item 8.c. The motion passed on the following roll-call vote: AYES: Costello, Ray, Brown, Ferrara NOES: None ABSENT: Guthrie 8.a. Consideration of Cash Disbursement Ratification. Action: Ratified the listing of cash disbursements for the period September 1, 2011 through September 15, 2011. 8.b. Consideration of Statement of Investment Deposits. Action: Received and filed the report listing the current investment deposits of the City, as of August 31, 2011, as required by Government Code Section 53646(b). 8.c. Consideration of Modification to California Public Employees' Retirement System Contract for the Local Police Members. Action: Approved and authorized the Mayor to sign on behalf of the City Resolution No. 4395 entitled "A RESOLUTION OF INTENTION TO APPROVE AN AMENDMENT TO CONTRACT BETWEEN THE BOARD OF ADMINISTRATION CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM AND THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE"; and 2) Introduced an Ordinance entitled "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AUTHORIZING AN AMENDMENT TO THE CONTRACT BETWEEN THE CITY AND THE BOARD OF ADMINISTRATION OF THE CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM FOR LOCAL POLICE MEMBERS". 8.d. Consideration of Approval of Minutes. Action: Approved the minutes of the Special City Council Meeting of September 13, 2011 and the Regular City Council/Redevelopment Agency Meeting of September 13, 2011, as submitted. 8.e. Consideration of Relinquishment of a Sewer Access Easement on Lot 11 of Tract 2236. Action: Adopted Resolution No. 4396 entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE RELINQUISHING AN UNUSED SEWER EASEMENT, LOCATED ON LOT 11 OF TRACT 2236". 8.f. Consideration of a Resolution Accepting Easements and Public Improvements for Conditional Use Permit No. 06-003 Pad I of the Five Cities Center. Action: Adopted Resolution No. 4397 entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ACCEPTING EASEMENTS AND IMPROVEMENTS FOR CONDITIONAL USE PERMIT NO. 06-003 PAD 1 OF THE FIVE CITIES CENTER". ITEMS PULLED FROM THE CONSENT AGENDA 8.g. Consideration to Approve and Authorize the Execution of a Conditional Conflict Waiver and Certification in Favor of Nossaman, LLP. Recommended Action: Approve and authorize the City Attorney to execute a conditional conflict waiver and certification in favor of Nossaman, LLP. Agenda Item 8.b. Page 3 Minutes: City Council/Redevelopment Agency Meeting Page 3 Tuesday, September 27, 2011 Mayor Pro Tem Ray commended City Attorney Carmel on this item, and asked if the City of Grover Beach and Oceano Community Services District also signed conditional waivers. City Attorney Carmel stated that both agencies had executed waivers, and that he believed Grover's was a straight waiver and Oceano's was conditional. Action: Mayor Pro Tem Ray moved to approve and authorize the City Attorney to execute a conditional conflict waiver and certification in favor of Nossaman, LLP. Council Member Brown seconded, and the motion passed on the following roll call vote: AYES: Ray, Brown, Costello, Ferrara NOES: None ABSENT: Guthrie 9. PUBLIC HEARINGS 9.a. Consideration of Resolution Amending the City Master Fee Schedule for the City of Arroyo Grande and Woman's Club Community Center. Director of Recreation and Maintenance Services Perrin presented the staff report and recommended the Council: 1) Adopt a Resolution amending the City Master Fee Schedule for the Recreation and Maintenance Services Department for the City of Arroyo Grande and Woman's Club Community Center; and 2) Waive the fee increase for the South County Seniors, and for the Lions Club of Arroyo Grande. Staff then responded to questions from Council. Mayor Ferrara opened the public hearing. There were no comments received, and the public hearing was closed. Action: Council Member Brown moved to adopt a Resolution entitled "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AMENDING THE MASTER FEE SCHEDULE FOR THE RECREATION AND MAINTENANCE SERVICES DEPARTMENT FOR THE CITY OF ARROYO GRANDE AND WOMAN'S CLUB COMMUNITY CENTER" as presented. Mayor Pro Tem Ray seconded, and the motion passed on the following roll call vote: AYES: Brown, Ray, Costello, Ferrara NOES: None ABSENT: Guthrie Action: Council Member Brown moved to waive the fee increase for the South County Seniors and for the Lions Club of Arroyo Grande. Mayor Pro Tem Ray seconded, and the motion passed on the following roll call vote: AYES: Brown, Ray, Costello, Ferrara NOES: None ABSENT: Guthrie Agenda Item 8.b. Page 4 Minutes: City Council/Redevelopment Agency Meeting Page 4 Tuesday, September 27, 2011 10. CONTINUED BUSINESS 10.a. Consideration of Changes to Art in Public Places Program. City Manager Adams presented the staff report and recommended the Council: 1) Approve proposed changes to the Art in Public Places Program and Process to modify the Guidelines and Criteria and limit the process only to private projects; 2) Direct staff to prepare an ordinance to incorporate the changes into the Municipal Code; 3) Direct staff to prepare a Resolution amending the Design Guidelines and Standards for Mixed Use Districts; and 4) Direct staff to apply the changes to the process to the proposed Hart-Collett Firefighters' Memorial Park Project. Staff then responded to questions from Council. Mayor Ferrara opened the public comment period. Speaking from the public was Patty Welsh. There were no other comments received, and the public comment period was closed. Discussion ensued regarding all current and proposed programs. Mayor Pro Tem Ray noted two corrections to the current program. Action: Mayor Pro Tem Ray moved to: 1) Approve proposed changes to the Art in Public Places Program and Process to modify the guidelines and criteria and limit the process only to private projects; 2) Direct staff to prepare an ordinance to incorporate the changes into the Municipal Code; 3) Direct staff to prepare a Resolution amending the Design Guidelines and Standards for Mixed Use Districts with modifications; and 4) Direct staff to apply the changes to the process to the proposed Hart-Collett Firefighters' Memorial Park Project. Council Member Brown seconded, and the motion passed on the following roll call vote: AYES: Ray, Brown, Costello, Ferrara NOES: None ABSENT: Guthrie 11. NEW BUSINESS 11.a. Consideration of Adoption of a Preliminary Draft Recognized Obligation Payment Schedule (PDROPS), a Remittance Agreement, and a Cooperation and Funding Agreement. [COUNCIL/RDA] Administrative Services Director Kraetsch presented the staff report and recommended the Redevelopment Agency Board: 1) Adopt a Preliminary Draft Recognized Obligation Payment Schedule, a Resolution approving a Remittance Agreement By and Between the Redevelopment Agency and the City of Arroyo Grande, and a Resolution approving a Cooperation and Funding Agreement for Payment or Reimbursement of Administrative Expenses By and Between the Redevelopment Agency and the City of Arroyo Grande; and that the City Council: 2) Adopt a Resolution approving a Remittance Agreement By and Between the City and the Redevelopment Agency of the City of Arroyo Grande, and adopt a Resolution approving a Cooperation and Funding Agreement for Payment or Reimbursement of Administrative Expenses By and Between the City and the Redevelopment Agency of the City of Arroyo Grande. Mayor/Chair Ferrara opened the public comment period. There were no comments received, and the public comment period was closed. Agenda Item 8.b. Page 5 Minutes: City Council/Redevelopment Agency Meeting Page 5 Tuesday, September 27, 2011 RDA BOARD Action: Board Member Costello moved to adopt a Preliminary Draft Recognized Obligation Payment Schedule. Vice Chair Ray seconded, and the motion passed on the following roll call vote: AYES: Costello, Ray, Brown, Ferrara NOES: None ABSENT: Guthrie Action: Board Member Costello moved to adopt a Resolution entitled: "A RESOLUTION OF THE REDEVELOPMENT AGENCY OF THE CITY OF ARROYO GRANDE APPROVING A REMITTANCE AGREEMENT BY AND BETWEEN THE CITY OF ARROYO GRANDE AND THE REDEVELOPMENT AGENCY OF THE CITY OF ARROYO GRANDE, PURSUANT TO THE AUTHORITY SET FORTH IN HEALTH AND SAFETY CODE SECTION 34194.2 (AB 1X 27)". Board Member Brown seconded, and the motion passed on the following roll call vote: AYES: Costello, Brown, Ray, Ferrara NOES: None ABSENT: Guthrie Action: Board Member Costello moved to adopt a Resolution entitled: "A RESOLUTION OF THE REDEVELOPMENT AGENCY OF THE CITY OF ARROYO GRANDE APPROVING A COOPERATION AND FUNDING AGREEMENT FOR PAYMENT OR REIMBURSEMENT OF ADMINISTRATIVE EXPENSES BY AND BETWEEN THE CITY OF ARROYO GRANDE AND THE REDEVELOPMENT AGENCY OF THE CITY OF ARROYO GRANDE". Vice Chair Ray seconded, and the motion passed on the following roll call vote: AYES: Costello, Ray, Brown, Ferrara NOES: None ABSENT: Guthrie CITY COUNCIL Action: Council Member Costello moved to adopt a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING A REMITTANCE AGREEMENT BY AND BETWEEN THE CITY OF ARROYO GRANDE AND THE REDEVELOPMENT AGENCY OF THE CITY OF ARROYO GRANDE, PURSUANT TO THE AUTHORITY SET FORTH IN HEALTH AND SAFETY CODE SECTION 34194.2 (AB 1X 27)". Mayor Pro Tem Ray seconded, and the motion passed on the following roll call vote: AYES: Costello, Ray, Brown, Ferrara NOES: None ABSENT: Guthrie Agenda Item 8.b. Page 6 Minutes: City Council/Redevelopment Agency Meeting Page 6 Tuesday, September 27, 2011 Action: Council Member Costello moved to adopt a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING A COOPERATION AND FUNDING AGREEMENT FOR PAYMENT OR REIMBURSEMENT OF ADMINISTRATIVE EXPENSES BY AND BETWEEN THE CITY OF ARROYO GRANDE AND THE REDEVELOPMENT AGENCY OF THE CITY OF ARROYO GRANDE. Mayor Pro Tem Ray seconded, and the motion passed on the following roll call vote: AYES: Costello, Ray, Brown, Ferrara NOES: None ABSENT: Guthrie 12. CITY COUNCIL REPORTS The Mayor and Council Members provided brief reports from the following committee, commission, board, or other subcommittee meetings that they have attended as the City's appointed representative. (a) Mayor Ferrara: (1) San Luis Obispo Council of Governments/San Luis Obispo Regional Transit Authority (SLOCOG/SLORTA). (2) South San Luis Obispo County Sanitation District (SSLOCSD) (3) Brisco/Halcyon/Hwy 101 Interchange Project Subcommittee (4) Other (b) Mayor Pro Tem Ray: (1) Economic Vitality Corporation (EVC) (2) California Joint Powers Insurance Authority (CJPIA) (3) Tourism Committee (4) South County Library Donor Recognition Committee (5) Announced 100 Year Anniversary of California Women Securing the Right to Vote event to be held on Monday, October 10`h from 4:00 to 8:00 p.m. in San Luis Obispo at the Da�lidet Adobe Garden. (c) Council Member Costello: (1) Zone 3 Water Advisory Board (2) Air Pollution Control District (APCD) (3) Five Cities Fire Authority (FCFA) (4) Other (d) Council Member Guthrie: (1) South County Area Transit (SCAT) (2) Community Action Partnership (CAPSLO) (3) Homeless Services Coordinating Council (HSOC) (4) Other (e) Council Member Brown: (1) Integrated Waste Management Authority Board (IWMA) (2) County Water Resources Advisory Committee (WRAC). (3) Other Agenda Item 8.b. Page 7 Minutes: City Council/Redevelopment Agency Meeting Page 7 Tuesday, September 27, 2011 13. CITY MANAGER ITEMS None. 14. COUNCIL COMMUNICATIONS Mayor Ferrara and Mayor Pro Tem Ray reported on the recent League of California Cities Conference. Mayor Ferrara requested the other members of Council who attended to write reports in memo format to City Manager Adams regarding the conference. Mayor Pro Tem Ray commented on a recent accident on Valley Road and noted that bike lanes in the City of Paso Robles are painted a terra cotta color which creates a visual barrier for vehicles. Council Member Brown also commented that residents in the area would like to see a pedestrian path in this area. City Manager Adams agreed to follow up with the County and the City of Paso Robles. Mayor Pro Tem Ray made an announcement regarding the 100 Year Anniversary of California Women Securing the Right to Vote event to be held on Monday, October 10th in San Luis Obispo at the Dallidet Adobe Garden. 15. STAFF COMMUNICATIONS None. 16. COMMUNITY COMMENTS AND SUGGESTIONS None. 17. ADJOURNMENT Mayor/Chair Ferrara adjourned the meeting at 9:02 p.m. Tony Ferrara, Mayor/Chair ATTEST: Kitty Norton, Deputy City Clerk/Agency Secretary (Approved at CC Mtg ) Agenda Item 8.b. Page 8 � pRROy� ° �� 1 �NCORGORATEO 9 F� Z c� �—fIF��+ O — ,,, � �� o, t9�� MEMORANDUM P 4��FORN� TO: CITY COUNCIL FROM: KELLY WETMORE, DIRECTOR OF LEGISLATIVE AND INFORMATION SERVICES/CITY CLERK � SUBJECT: CONSIDERATION OF MODIFICATIONS TO THE CITYWIDE RECORDS RETENTION SCHEDULE DATE: OCTOBER 11, 2011 RECOMMENDATION: It is recommended the City Council adopt a Resolution approving a modified Citywide Records Retention Schedule and authorizing the destruction of certain City records. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is no direct impact on financial and personnel resources as a result of the recommended action. The City will continue to realize significant savings both in reduced labor and storage expenses associated with ongoing records maintenance and appropriate records destruction established through the modified comprehensive Records Retention Schedule. BACKGROUND: In 2009, a Citywide Records Management Program ("Program") was developed which included the creation of a comprehensive Citywide Records Retention Schedule. The purpose of the Program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all City records, consistent with all relevant legal requirements. On January 27, 2009, the City Council adopted a Resolution approving the Citywide Records Retention Schedule and authorizing destruction of certain City records. ANALYSIS OF ISSUES: Effective July 1, 2009, the City experienced a major restructuring of City departments which has resulted in a need to substantially modify the Citywide Records Retention Schedule to reflect the organizational changes that have occurred. Further, effective July 1, 2010, the Five Cities Fire Authority (FCFA) was formed. Therefore, the retention schedule for the Fire Department needs to be removed from the City of Arroyo Grande's Records Retention Schedule. The Council authorized the City Clerk, in consultation with the City Manager and City Attorney, to review State and Federal regulations on an annual basis and to update the Schedule, as appropriate. However, staff believes that the substantial proposed modifications to the functional layout and organization of the Agenda Item 8.c. Page 1 CITY COUNCIL CONSIDERATION OF MODIFICATIONS TO THE CITYWIDE RECORDS RETENTION SCHEDULE OCTOBER 11, 2011 PAGE 2 Schedule, in combination with some legal updates to the retention related codes, warrants Council review and consideration, and should be adopted again by Resolution. It should also be noted that on September 16, 2011, the FCFA adopted its own Records Retention Schedule to reflect the records that are maintained within its organization. There have also been several updates in State law and technology regarding the management of records. Therefore, the Schedule was reviewed in depth to ensure that it provides clear, specific records descriptions and retention periods. The review and update process included individual meetings with staff from each department and several revisions of each retention schedule to ensure the records were identified and presented in an easy-to-use, accurate and complete manner. Substantive changes include the physical reorganization of retention schedules to correctly reflect the various Divisions under each Department. For example, the Community Development Department schedule now includes Building, Engineering, Neighborhood Services, and Planning Divisions; the Financial Services Department has been renamed Administrative Services and now includes Human Resources as well as Accounts Payable, Payroll, and Utility Billing. The former Public Works and Parks, Recreation and Facilities Departments have been combined and renamed as Recreation and Maintenance Services, which includes schedules for Facilities, Fleet, Recreation/Childcare, Streets, and Utilities Divisions. The former Administrative Services Department (City Clerk & Information Technology) has been renamed Legislative and Information Services Department. Other changes, including the elimination of the Fire Department schedule, addition or deletion of specific records and legal updates to Code citations or retention periods, were made to several schedules, including the Police Department and City Manager. No changes were made to the City Attorney schedule. The appropriate Department Records Representative, Department Director, City Clerk, City Manager and the City Attorney have reviewed and approved all Retention Schedules. ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1 . Adopt the Resolution approving the modified Records Retention Schedule; 2. Modify records retention periods and adopt the Resolution; 3. Do not adopt the Resolution and retain the existing Records Retention Schedule; or 4. Provide direction to staff. Agenda Item 8.c. Page 2 CITY COUNCIL CONSIDERATION OF MODIFICATIONS TO THE CITYWIDE RECORDS RETENTION SCHEDULE OCTOBER 11, 2011 PAGE 3 ADVANTAGES: By updating the Citywide Records Retention Schedule, it will reflect the current organizational structure and responsibility for the maintenance and disposition of City records, as well as provide legal updates that have occurred regarding the retention and disposition of City records. DISADVANTAGES: No disadvantages have been identified with adoption of the modified Records Retention Schedule. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, September 22, 2011. The Agenda and report were posted on the City's website on Friday, September 23, 2011. No public comments were received. - Citywide Records Retention Schedule is on file at City Hall in the City Clerk's office for public review. Agenda Item 8.c. Page 3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ADOPTING A MODIFIED CITYWIDE RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the State of California has adopted guidelines for retention periods for various government records; and WHEREAS, on January 27, 2009, the City Council adopted a comprehensive Citywide Records Retention Schedule, which standardizes the length of time records are kept according to all applicable legal, fiscal, administrative and historic requirements; and WHEREAS, effective July 1, 2009, the City Council approved a Citywide reorganization, which resulted in a major restructuring of City departments which has resulted in a need to substantially modify the Citywide Records Retention Schedule; and WHEREAS, since 2009, there have also been updates in State and Federal laws regarding the retention period for various government records; and WHEREAS, the Citywide Records Retention Schedule has been reviewed and substantially modified to reflect the organizational changes and legal updates that have occurred since January, 2009; and WHEREAS, Section 34090 of the Government Code of the State of California establishes a procedure whereby any City record which has served its purpose and is no longer required may be destroyed, subject to approval by the City Attorney and the City Council. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DOES RESOLVE AS FOLLOWS: 1 . The modified Records Retention Schedule, dated October 11, 2011, a copy of which is permanently on file in the Legislative and Information Services Department and is incorporated herein by this reference as though set forth in full, is hereby approved and adopted. 2. The records set forth in the Records Retention Schedule are hereby authorized to be destroyed as provided by Government Code Sections 34090 et seq. and in accordance with the provisions of said retention schedule, upon the written request of the Department Director, review by the City Attorney, and the written consent of the Director of Legislative and Information Services/City Clerk, without further action by the City Council. Agenda Item 8.c. Page 4 RESOLUTION NO. PAG E 2 3. The City Council does hereby direct the Director of Legislative and Information Services/City Clerk, in consultation with the City Manager and City Attorney, to review State and Federal regulations annually and to update the Records Retention Schedule, as determined to be necessary and appropriate. 4. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act (Government Code Sections 6250 et seq.) 5. The City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original resolutions. 6. This Resolution shall become effective immediately upon its passage and adoption. On motion by Council Member , seconded by Council Member , and by the following roll call vote, to wit: AYES: NOES: ABSTAIN: the foregoing Resolution was adopted on this day of , 2011. Agenda Item 8.c. Page 5 RESOLUTION NO. PAG E 3 TONY FERRARA, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY Agenda Item 8.c. Page 6 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Accounting CW-001 Accounts Payable, Invoices, Petty Cash, Warrant Requests, etc. ALL backup is forwarded to Finance Copies - When No Longer Required Copies - When No Longer Required Yes: Before Payment Mag, Ppr All originals go to Finance (these are copies); GC §34090.7 Lead Dept.CW-002 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years 2 years Mag, Mfr, OD, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) Legis. & Info. Services / City Clerk CW-003 Agenda Packets / Staff Reports: City Council Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After 2 years GC §34090.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CW-004 Agreements & Contracts, Leases, MOUs, etc. (Approved by the City Manager or City Council) Agreement or Contract includes all contractual obligations (Specifications / Scope of Work, Notices of Completion, etc.) Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: Upon Completio n All agreements, service agreements, and contracts approved by the City Council or City Manager are sent to the City Clerk; GC §34090.7 Lead Dept.CW-005 Agreements & Contracts: ADMINISTRATIVE FILES - NOT funded by a grant Includes Agreements or Contracts approved by the Department Director (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, etc.) Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-006 Agreements & Contracts: ADMINISTRATIVE FILES - WITH grant funding Includes Agreements or Contracts approved by the Department Director (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Logs, etc.) Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 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-133GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-007 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years 2 years Mag, Ppr The RFP / RFQ and the successful proposal becomes part of the project file in the lead department and/or agreement or contract (City Clerk is OFR); GC §34090 Lead Dept.CW-008 Appeals The Retention of the Appealed Subject The Retention of the Appealed Subject Mag, Ppr Department preference; GC §34090 et seq. Lead Dept.CW-008.2 Bid Summaries / Proposal Summaries 2 years 2 years Mag, Ppr The RFP / RFQ and the successful proposal becomes part of the project file in the lead department and/or agreement or contract (City Clerk is OFR); GC §34090 CW-009 Bids: See Agreements & Contracts Staffing Dept.CW-010 Boards and Committees: AUDIO RECORDINGS of Meetings / Audio Tapes 30 days, or After Minutes are Approved, Whichever is Longer 30 days, or After Minutes are Approved, Whichever is Longer Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Staffing Dept.CW-011 Boards, Commissions, & Committees: Citizens Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS. When No Longer Required - Minimum 2 years 10 years When No Longer Required - Minimum 2 years 10 years Mag, Ppr Department preference (only 2 years is required); Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept.CW-012 Boards, Commissions, & Committees: Citizens Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P P Mag, Ppr GC §34090 Staffing Dept.CW-013 Boards, Commissions, & Committees: City Council Subcommittees (Composed solely of less than a quorum of the City Council) 2 years 2 years Mag, Ppr All recommendations are presented to the City Council; GC §34090 et seq. CW-014 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required When No Longer Required Mag, Ppr Non-records ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CW-015 Boards, Commissions, & Committees: Internal Employee Committees (Agendas, Minutes) 2 years 2 years Mag, Ppr GC §34090 Brochures: See Reference Manuals Admin. Services / Accounting CW-016 Budgets - Finals Copies - When No Longer Required Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/I Yes: After 5 years Final must be filed with County Auditor; GC §34090.7, 40802, 53901 City Manager CW-017 Claims Copies - When No Longer Required (Upon Settlement) Copies - When No Longer Required (Upon Settlement) Yes: Before Settlement Mag, Mfr, OD, Ppr S/I Yes: After Settlement City Attorney is OFR for lawsuits; Risk Management administrates claim; GC §§34090.7, 34090.6 Lead (Responding) Dept. CW-018 Complaints / Concerns from Citizens (operational) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag Ppr City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 CW-019 Contracts: See Agreements CW-020 Copies or duplicates of any record Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §34090.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-021 Correspondence - ROUTINE (e.g. Administrative, Chronological, General Files, Letters, Memorandums, Miscellaneous Reports, Press Releases, Public Records Requests, Reading File, Working Files, etc.) 2 years 2 years Mag, Ppr GC §34090 Dept. that Authors Document or Receives the City's Original Document CW-022 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, , Interagency and Intraagency Memoranda not retained in the ordinary course of business (e.g. calendars, checklists, e-mail that does not have a material impact on the conduct of business, invitations, instant messaging, logs, mailing lists, meeting room registrations, organizational charts, supply inventories, telephone messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, etc.) When No Longer Required When No Longer Required Mag, Ppr Refer to the City's Administrative Policies. E-mails that have a material impact on business are saved outside the e-mail system by printing them out and placing them in a file folder, or saving them electronically; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §34090, GC §6252 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-023 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §34090, GC §6252 Lead Dept.CW-024 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept.CW-025 Grants (UNSUCCESSFUL Applications, Correspondence)2 years 2 years Mag, Ppr GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-026 Grants / Reimbursable Claims / Subventions (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 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 Admin. Services / Human Resources CW-027 Grievances and Informal Complaints (Employees) Copies - When No Longer Required Copies - When No Longer Required Yes: Before Disposition Mag, Ppr Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Attorney CW-028 Lawsuits, Litigation, Pending Litigation Copies - When No Longer Required (Upon Settlement) Copies - When No Longer Required (Upon Settlement) Yes: Before Settlement Mag, Mfr, OD, Ppr S/I Yes: After Settlement Risk Management administrates claim; GC §§34090.7, 34090.6 Lead Dept.CW-029 Leave Slips When No Longer Required When No Longer Required Mag, Ppr Preliminary draft / transitory record; GC §34090, GC §6252 Lead Dept.CW-030 Material Data Safety Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years 30 years Mag, Mfr, OD, Ppr S Yes (after inactive) Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; 8 CCR 3204(d)(1)(A) et seq, (B)(2 and 3) Legis. & Info. Services / City Clerk CW-031 Minutes - City Council or RDA Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §34090.7 Legis. & Info. Services / City Clerk CW-032 Municipal Code (these are copies) Copies - When No Longer Required Copies - When No Longer Required Yes: Current Original Mag, Mfr, OD, Ppr I No Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-033 Newspaper Clippings When No Longer Required When No Longer Required Ppr Non-records - may be obtained from the newspaper company; GC §34090 Staffing Dept.CW-034 Notices: Public Hearing Notices and Proofs of Publications 2 years 2 years Mag, Ppr Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 Legis. & Info. Services / City Clerk CW-035 Ordinances - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §34090 Admin. Services / Human Resources CW-036 Personnel Files (When an employee transfers to a different department, the file should go to the new department) Upon Separation, Send to Human Resources Upon Separation, Send to Human Resources Before Separation Mag, Ppr Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 Lead Dept.CW-037 Personnel Files (Supervisor's Notes) 1 year (After Incorp. In Evaluation) 1 year (After Incorp. In Evaluation) Before Annual Performance Evaluation Mag, Ppr Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Lead Dept.CW-038 Personnel Work Schedules 2 years 2 years Mag, Ppr GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-039 Public Relations / Press Releases 2 years 2 years Mag, Ppr GC §34090 Lead Dept. (Who Ordered the Appraisal) CW-040 Real Estate Appraisal Reports (Acquisition or Sale): Property NOT purchased, Loans not funded, etc. 2 years 2 years Mag, Ppr Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Lead Dept. (Who Ordered the Appraisal) CW-041 Real Estate Appraisal Reports (Acquisition or Sale): Purchased or Sold Property, Funded Loans 2 years When No Longer Required - Minimum 3 years When No Longer Required - Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S Yes: After Inactive Not accessible to the public until purchase has been completed; meets grant auditing requirements; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 Legis. & Info. Services / City Clerk CW-042 Recorded Documents: Deeds, Easements, Final Orders of Condemnations (All) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Send all originals to the City Clerk; GC §34090.7 Legis. & Info. Services / City Clerk CW-043 Records Destruction Lists / Certificate of Records Destruction Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Send all originals to the City Clerk; GC §34090.7 Lead Dept.CW-044 Reference Materials: Brochures, Manuals, Policies, Procedures & Reports: Produced by YOUR Department When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-045 Reference Materials: Brochures, Manuals, Policies, Procedures & Reports: Produced by OTHER Departments When Superseded When Superseded Mag, Ppr Copies; GC §34090.7 CW-046 Reference Materials: Brochures, Manuals, Policies, Procedures & Reports: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-Records CW-047 Reference or Working Files: See Correspondence Lead Dept.CW-048 Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P P Mag, Mfr, OD, Ppr S/I Yes: After 10 years Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept.CW-049 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 5 years 5 years Mag, Ppr Information is outdated after 5 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §34090 Legis. & Info. Services / City Clerk CW-050 Resolutions - City Council or RDA Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §34090.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-051 Safety: OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A 5 years 5 years Ppr Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §34090.7; LC §6429c Lead Dept.CW-052 Special Event Permits Expiration + 2 years Expiration + 2 years Yes: During Class or Program Mag, Ppr GC §34090 Lead Dept.CW-053 Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 2 years Mag, Ppr GC §34090 CW-054 Tapes: See Boards & Commissions Admin. Services / Payroll CW-055 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S No Originals maintained by Payroll; GC §34090.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-056 Training - ALL COURSE RECORDS Attendance Rosters, Outlines and Materials (includes Ethics & Safety training) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 34090, 53235.2(b) Lead Dept.CW-057 Volunteer / Unpaid Intern Applications & Agreements - Successful Inactive / Separation + 3 years Inactive / Separation + 3 years Ppr Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-058 Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years 3 years Ppr Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Depart. Providing Service / Work CW-059 Work Orders / Service Requests (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City preference; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). ACCOUNTING Admin. Services / Accounting FIN-001 1099's Issued / W-9s 5 years 5 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 Admin. Services / Accounting FIN-002 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 2 years 3 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; GC §34090 Admin. Services / Accounting FIN-003 Accounts Receivable: Transient Occupancy Tax (TOT), Property Management, Damage to Public Property, Invoices to Outside Entities, Sales Tax, etc. 2 years 3 years 5 years Yes: Until Paid Mag, Ppr Department Preference; (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; GC §34090 Admin. Services / Accounting FIN-004 Actuarial Reports: CalPERS, etc 10 years 10 years Mag, Ppr Department Preference; GC §34090 Admin. Services / Accounting FIN-005 Assessment Districts - Financial Documents 2 years 3 years 5 years Yes: Until Paid Mag, Ppr Department Preference; (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-006 Audit Reports / CAFR / General Ledger - Comprehensive Annual Financial Reports and related Audit Opinions (City & RDA) 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; (meets municipal government auditing standards); GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 / Accounting FIN-007 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference; (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-008 Bank and Trustee Statements, Bank Reconciliations, Outstanding Check Lists, Daily Cash Summaries, Bank Deposits, Bank Transmittal Advice, Cashier's Reports 2 years 3 years 5 years Mag, Ppr Department Preference; Published articles show 3 - 4 years; GC §34090, 26 CFR 1.6001-1 Admin. Services / Accounting FIN-009 Bond Official Statements / Certificates of Participations (COPs) See Bank Statements for statement retention. Cancellat., Redemption or Maturity 10 years Cancellat., Redemption or Maturity + 10 years Yes: Until Maturity Mag, Ppr Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336(a)(1) & (2), 337.5(2); GC §43900 et seq. Admin. Services / Accounting FIN-010 Bonds: Employees & Officials (Dishonesty, etc)P P Mag, Mfr, OD, Ppr S No Department Preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, retirement benefits is 6 years from last action; statewide guidelines propose Termination + 6 years; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Admin. Services / Accounting FIN-011 Budgets - Adopted / Final P P Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; Must be filed with County Auditor; GC §34090.7, 40802, 53901 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 / Accounting FIN-012 Budgets - Preliminary, Backup Documents When No Longer Required When No Longer Required Yes: Current Fiscal Year Mag, Ppr Department Preference; GC §34090 Admin. Services / Accounting FIN-013 Business License Applications, Licenses and Renewals 2 years 3 years 5 years Ppr Meets auditing standards; GC §34090 et seq. Admin. Services / Accounting FIN-014 Checks / Warrant Register Report (issued)2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090 Admin. Services / Accounting FIN-015 Checks / Warrants (Cashed)2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337 Admin. Services / Accounting FIN-016 Cost Allocation Plans 2 years 3 years 5 years Yes: Until Paid Mag, Ppr Department Preference; (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-017 Escheat (Unclaimed money / uncashed checks)2 years 3 years 5 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; Meets auditing requirements; CCP §§340, 1519; GC §34090 Admin. Services / Accounting FIN-018 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Admin. Services / Accounting FIN-019 Fixed Assets - Annual Listing (Source Documents)5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Includes permanent assets (for compliance with GASB 34); GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 / Accounting FIN-020 Insurance - City Policies (all Liability policies)Expiration P P Mag, Mfr, OD, Ppr S Yes: After QC Protection from litigation; GC §34090, CCP §337 et seq. Admin. Services / Accounting FIN-021 Insurance - City Policies (Auto, property, etc.)Expiration 10 years Expiration + 10 years Mag, Mfr, OD, Ppr S Yes: After QC Covers the longest Statute of Limitation; GC §34090, CCP §337 et seq. Admin. Services / Accounting FIN-022 Investments / Arbitrage / Certificates of Deposit (CDs) / Advisor Reports and Statements / Trade Tickets / LAIF (Local Agency Investment Fund)) Maturity 5 years Maturity + 5 years Yes: Until Paid Mag, Ppr Department Preference; Meets auditing standards; Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900 Admin. Services / Accounting FIN-023 Journal Entries / Journal Vouchers / Budget Adjustments 2 years 8 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Admin. Services / Accounting FIN-024 Reports, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Proof & Merge Reports, etc. (MONTHLY OR PERIODIC) 2 years 2 years Mag, Ppr Department preference; Transitory records not retained in the ordinary course of business Financial system qualifies as a trusted system and can re-create reports accurately; statewide guidelines propose 2 years; GC §34090 Admin. Services / Accounting FIN-025 Reports: Annual State or Federal: State Controller's Report, Statement of Indebtedness, Street Report, etc. 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 / Accounting FIN-026 Revenue: Accounts Receivable: Daily Envelopes / Cash Receipts / Petty Cash / Revenue Daily Receipt Books, etc. 2 years 3 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Admin. Services / Accounting FIN-027 Single Audits / Transportation Audits / PERS Audit, et.5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-028 Telecommunication Site Lease Administration Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completion Department preference; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 City Clerk FIN-029 Treasurer's Reports / Quarterly Budget Reports (to Council) Copies - When No Longer Require Copies - When No Longer Required Mag, Ppr Copies; GC §34090.7 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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. Services / Human Resources HR-001 Benefit Brochures & Forms When No Longer Required When No Longer Required Mag, Ppr Non-records Admin. Services / Human Resources HR-002 Benefit Plan Documents (Dental, Vision, etc.) Duration of the Contract + 6 years Duration of the Contract + 6 years Yes: For Duration of Contract Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date for retirement; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 3409 Admin. Services / Human Resources HR-003 CalPERS Contract Administration (Includes contract amendment, annual employee listing, circular letters, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Admin. Services / Human Resources HR-004 Claim Runs (Workers Compensation)5 years 5 years Mag Ppr Meets auditing standards; GC §34090 Admin. Services / Human Resources HR-005 Classification / Reorganization Studies (for employee classifications and department structures) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 Resources HR-006 Compensation Surveys & Studies 2 years 2 years Mag, Ppr Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 34090 Admin. Services / Human Resources HR-007 Department of Fair Employment & Housing (DFEH or EEOC) Claims Final Disposition + 3 years Final Disposition + 3 years Mag, Ppr All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 7287.0; GC §§12946, 34090 Admin. Services / Human Resources HR-008 DMV Pull Notices When Superseded or Upon Separation When Superseded or Upon Separation Mag Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Admin. Services / Human Resources HR-009 Drug & Alcohol Test Results (All - Positives and Negatives)2 years 3 years 5 years Mag Ppr D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1672.3(b)(v), GC §§12946, Admin. Services / Human Resources HR-010 EEO-4 Reports and records required to generate EEO-4 report (Self-Identification Form, etc.) 3 years 3 years Mag, Ppr 53235.2(b) ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 Resources HR-010.2 Employment Contracts (other than the City Manager)Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completion Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Admin. Services / Human Resources HR-011 Fingerprint Cards (prior to LiveScan) When No Longer Required When No Longer Required Ppr Department Preference; GC §34090 Admin. Services / Human Resources HR-012 Grievances and Informal Complaints (all) Separation + 3 years Separation + 3 years Yes: Before Disposition Mag, Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090; 29 USC 1113, LC 1174 Admin. Services / Human Resources HR-013 I-9s Separation + 2 years Separation + 2 years Mag, Ppr Non-citizens must re-certify periodically; Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(i); GC §§12946, 34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 Resources HR-014 Job Descriptions / Classification Specifications P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090; 29 USC 1113 Admin. Services / Human Resources HR-015 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 15 years 15 years Mag, Ppr Department Preference; GC §34090 Admin. Services / Human Resources HR-016 OSHA Logs 7 years 7 years Mag, Ppr Department Preference; Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a); 29 CFR 1904.33, 29 CFR 1904.44; GC §30490 et seq.; LC §6429c Admin. Services / Human Resources HR-017 Personnel Files / Personnel Jackets - Medical Files Pre-employment Physical Reports, Respiratory Fit Tests for Breathing Apparatus, etc. (all employees) Separation + 1 year 29 years Separation + 30 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + 1 year Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 Resources HR-018 Personnel Files / Personnel Jackets - Employees Separation + 1 year 5 years Separation + 6 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + 1 year Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 60201; 29 USC 1113 Admin. Services / Human Resources HR-019 Recruitment and Testing File (Includes Advertisements, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) 3 years 3 years Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 7287.0(c)(2), 8 CCR §11040.7( c), GC §§12946, 34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 Resources HR-020 Safety Committee 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department Preference; OSHA requires 5 years for safety records; State law requires 2 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 8 CCR §3203 et seq., 8 CCR 14300.33(a); 29 CFR 1627.3(b)(ii), 29 CFR 1904.33, 29 CFR 1904.44; GC §60201 et seq.; LC §6429(c), GC §§12946, 34090, 53235.2(b) Admin. Services / Human Resources HR-021 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §34090 Admin. Services / Human Resources HR-022 Workers Compensation or Disability Claims / Employee Accident Reports Includes all Accident, Incident, or Injury Reports and associated MSDS Separation + 5 years 25 years Separation + 30 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Claims can be made for 30 years for toxic substance exposure; Claims are required for five years after the end of compensation, or injury, whichever is longer; 8 CCR §3204(d)(1) et seq., 8 CCR 10102, 15400.2; GC §§12946, 34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). PAYROLL & EMPLOYEE FILES Admin. Services / Payroll FIN-030 CalPERS Reports 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Department Preference; GC §34090 Admin. Services / Payroll FIN-031 DE-6 & 941 Forms - Quarterly Payroll Tax Returns / OASDI 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Admin. Services / Payroll FIN-032 Deferred Compensation (City Statements)2 years 3 years 5 years Mag, Ppr Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §34090, 26 CFR 16001.1 Admin. Services / Payroll FIN-033 Payroll Employee Files: Deduction Authorizations, Beneficiary Designations, Garnishments, etc. Separation + 5 years Separation + 5 years Mag, Ppr Department preference; PERS Buy-backs are reconstructed through Human Resources; Transitory records not retained in the ordinary course of business Financial system qualifies as a trusted system and can re-create reports accurately; statewide guidelines propose 2 years; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 / Payroll FIN-034 Payroll Reports / Payroll Registers - All 2 years 3 years 5 years Mag, Ppr Department preference; PERS Buy-backs are reconstructed through Human Resources; Transitory records not retained in the ordinary course of business Financial system qualifies as a trusted system and can re-create reports accurately; statewide guidelines propose 2 years; GC §34090 Admin. Services / Payroll FIN-035 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Published articles show 4 - 10 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; LC § 1174(d); GC §34090 Admin. Services / Payroll FIN-036 W-2s - If Imaged (After 2000)2 years P P Mag, OD, Mfr, Ppr S / I Yes: After QC Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Admin. Services / Payroll FIN-037 W-2s - Not Imaged (Before 2000)2 years 8 years 10 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). UTILITY BILLING Admin. Services / Utility Billing FIN-038 Daily Receipts, Cash Receipts, Overs and Shortages 2 years 3 years 5 years Mag, OD, Mfr, Ppr S / I Yes: After QC Consistent with Cash Receipts & Accounts Receivable; Published articles show 3 - 6 years; Other city shows permanent; Copies are sent to Finance; GC §34090 Admin. Services / Utility Billing FIN-039 Utility Payment Stubs 4 months 4 months Ppr Preliminary drafts used to post receivables to correct account; GC §34090 .7 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). City Attorney CA-001 Amicus Briefs When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag. Ppr Department Preference; GC §34090 City Attorney CA-002 Lawsuits / Litigation Final Resolution 5 years When No Longer Required - Minimum 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After 5 years Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5 City Attorney CA-003 Subject Files / Project Files / Department Files When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090 THIS PAGE INTENTIONALLY LEFT BLANK Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). City Manager CM-001 Applications & Resignations for Boards, Commissions or Committees (Successful) 2 years 2 years Mag, Ppr GC §34090 City Manager CM-002 Applications for Boards, Commissions or Committees (Unsuccessful) 2 years 2 years Mag, Ppr GC §34090 City Manager CM-003 City Manager Correspondence (Interoffice, Citizens, Organizations, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr GC §34090 City Manager CM-004 City Manager Reports to Council 2 years 2 years Mag, Ppr GC §34090 City Manager CM-005 Claim Runs (Liability Claims)5 years 5 years Mag Ppr Meets auditing standards; GC §34090 City Manager CM-006 Claims (Liability Claims)Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After Settled Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5 City Manager CM-007 Closed Session Memoranda (Confidential) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: While Active Issues Mag, Ppr GC §34090 City Manager CM-008 Department Files When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). City Manager CM-009 Grand Jury Reports (Pertaining to City Operations)5 years 5 years Ppr Department preference (matches the retention of the Grand Jury); GC §34090 City Manager / Community Develop. CM-010 Projects, Programs, Subject & Issues - Includes Economic Development & Redevelopment (Issues and/or projects will vary over time - e.g. Hotels, Developments, etc.) May include studies and real estate appraisals When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Yes: While Active Issues Mag, Ppr Department preference (real estate appraisals should be retained for 5 years - see City- wide schedule); If the project comes to fruition, the Lead Department retains the appropriate records; GC §34090 City Manager CM-011 Rosters of City Officials 2 years P P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 City Manager CM-012 Solid Waste / South County Integrated Waste Authority 10 years 10 years Mag, Ppr Department Preference; GC §34090 City Manager CM-013 Speeches When No Longer Required When No Longer Required Mag, Ppr Notes, drafts, or preliminary documents; GC §34090 et seq. ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-1 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). BUILDING & LIFE SAFETY Comm. Develop. / Building & Life Safety B&LS-001 Building Permit Applications where the Plan Check Fees were Not Paid 2 years 2 years Mag, Ppr Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 Comm. Develop. / Building & Life Safety B&LS-002 Building Permit Database Indefinite Indefinite Yes (all)Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Comm. Develop. / Building & Life Safety B&LS-003 Building Permits (All) / Street Files P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC Statewide guidelines propose permanent; GC §34090 Comm. Develop. / Building & Life Safety B&LS-004 Building Plans, Specifications and Construction Documents - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES P P Yes (all) Mag, Mfr, OD, Ppr S Yes: Finalled + 1 year Department preference; Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; CBC and UAC require plans be retained 180 days from completion date for residential and appurtenances; CBC Appendix 1 §§104.7, 106.5 UAC §303.2; CBC §106.4.2; H&S§19850, GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-2 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Comm. Develop. / Building & Life Safety B&LS-005 Building Plans, Specifications and Construction Documents - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS, PRODUCTION HOMES (includes commercial structural plans, Hazardous Materials Questionnaire, etc.) P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; CBC Appendix 1 §§104.7, 106.5 UAC §303.2; CBC §106.4.2; H&S§19850, GC §34090 Comm. Develop. / Building & Life Safety B&LS-006 Complaints Received in Writing 2 years 2 years Mag, Ppr GC §34090 Comm. Develop. / Building & Life Safety B&LS-007 Construction Notices / Inspection Notices (correction notices, compliance orders, investigation forms, stop work notices, etc.) Until Cleared or Project Completion Until Cleared or Project Completion Mag, Ppr Department Preference; GC §34090 Comm. Develop. / Building & Life Safety B&LS-008 Reports: Building Activity (Monthly / Annual) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. Comm. Develop. / Building & Life Safety B&LS-009 Requests & Permissions to Receive Copies of Plans / Architect's Approval 2 years 2 years Mag, Ppr GC §34090 et seq. Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-3 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). ENGINEERING Comm. Develop. / Engineering & City Clerk PW-001 Abandonments / Vacations (Streets)P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After 2 years GC §34090 et seq. Comm. Develop. / Engineering PW-002 Aerial Maps / Photographs - Analog or Digital When No Longer Required When No Longer Required Mag, Ppr Department Preference; GC §34090 Comm. Develop. / Engineering & City Clerk PW-003 Assessment / Maintenance / Landscape & Lighting / Street Improvement District Projects / Community Facilities Districts (FORMATION, BOUNDARIES) P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: 1 year Department Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP §§337. 337.1(a), 337.15, 343; GC §34090.7 Comm. Develop. / Engineering PW-004 Bid - Rejected Bids / Proposals 2 years 2 years Mag, Ppr GC §34090 Comm. Develop. / Engineering PW-005 Bid Summaries 2 years 2 years Mag, Ppr Department Preference (preliminary drafts); GC §34090 Comm. Develop. / Engineering PW-006 Bonds: Subdivision Bonds / Irrevocable Letters of Credit Release of Bond / Security + 2 years Release of Bond / Security + 2 years Mag, Mfr, OD, Ppr S No Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-4 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Comm. Develop. / Engineering PW-007 Cal Trans When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering PW-008 Capital Improvement Projects (CIP): Administration File Project Administration, Certified Payrolls, Daily Inspection Report, Project Schedules, Progress meetings, Real Estate Appraisals, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-5 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Comm. Develop. / Engineering PW-009 Capital Improvement Projects (CIP): Permanent File Contract, Plans, Specifications, Bids/RFPs, Successful Proposal, Change Orders, Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, O&M Manuals, Photos, Soils Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: 1 year Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Comm. Develop. / Engineering PW-010 Certificate of Compliance P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering PW-011 Certificate of Correction P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering PW-012 Claims - Damage to City Property (damaged stop signs, signals) When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Yes (all) Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference (meets municipal government auditing standards); GC §34090 Comm. Develop. / Engineering PW-013 Consultant Resource Files When No Longer Required When No Longer Required Mag Ppr Non-records Comm. Develop. / Engineering PW-013.2 Disadvantaged Business Enterprise (DBE) Files 2 years 3 years 5 years Mag, Ppr Consistent with Grant requirements (see City-wide Schedules); GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-6 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Comm. Develop. / Engineering PW-014 Design & Construction Standards P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 Comm. Develop. / Engineering PW-015 Drainage - Infrastructure Drawings and Records P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 Comm. Develop. / Engineering PW-016 Encroachment Permits: Permanent or Imaged Includes Utility Cuts P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; the warrantee period for work done underground is usually 5 years, some Statute of Limitations may be up to 10 years; CCP §337 et seq., GC §34090 Comm. Develop. / Engineering PW-017 Encroachment Permits: Temporary (Debris Boxes in Right of Way, etc.) Expiration + 2 years Expiration + 2 years Mag, Ppr GC §34090 Comm. Develop. / Engineering PW-018 Engineering Studies / Surveys - Preliminary Studies / Project Assessments (Not Acquired or Developed) When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 Comm. Develop. / Engineering PW-019 Engineering Studies / Surveys (City Built Projects, Water Studies, etc.)P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 Comm. Develop. / Engineering PW-020 Geotechnical and Soils Reports P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-7 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Comm. Develop. / Engineering PW-021 Grading Permits & Plans P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering PW-022 Groundwater Plans & Studies P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering PW-023 Historical Events (Photos of Major Storms, etc.)P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After 2 years GC §34090 et seq. Comm. Develop. / Engineering PW-024 Index to Tracts / Subdivisions and other Records P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 et seq. Comm. Develop. / Planning or Building PW-025 Land Development Projects: Engineering Comments: Planning & Building Projects / Plan Check Comments (Provided to Planning or Building) Includes Entitlements (CUPs, Variances, etc.) Upon Final Approval Upon Final Approval Mag, Ppr Planning or Building retains originals; GC §34090.7 Comm. Develop. / Engineering PW-026 Lot Line Adjustments / LLAs P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-8 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Comm. Develop. / Engineering PW-027 Maps, Plans and Drawings (Final Maps, Parcel Maps, Record of Survey, Right of Way, Tract Maps, "As-Builts", Record Drawings, etc.) P P Yes (all) Mag, Mfr, OD, Ppr S Yes: 1 year Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7 Comm. Develop. / Engineering PW-028 Pavement Management Plans Superseded + 2 years Superseded + 2 years Mag, Ppr Department Preference; GC §34090 Comm. Develop. / Engineering PW-029 Regulatory Agency Correspondence (AQMD, RWQCB, NRCS, etc.) When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering PW-030 Storm Drains - Infrastructure Drawings and Records P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 Comm. Develop. / Engineering PW-031 Street Files: Parking, Traffic Comments (Intersections are filed with the dominant street) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering PW-032 Street Lighting P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-9 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Community Develop. or Building PW-033 Subdivisions 5 years 5 years Mag, Ppr Department Preference (preliminary drafts or copies); GC §34090 et seq. Comm. Develop. / Engineering PW-034 Subdivisions: Grading and Soils Reports P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference (Soils Reports may not always be forwarded to Planning); GC §34090 Comm. Develop. / Engineering PW-035 Surveys / Record of Survey / Survey Books / Field Notebooks P P Mag, Ppr Department preference; GC §34090 Comm. Develop. / Engineering PW-036 Water Master Plans P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering PW-037 Water Rate Studies Superseded + 2 years Superseded + 2 years Mag, Ppr Department Preference; GC §34090 Comm. Develop. / Engineering PW-038 Water Requests (Outside the City) / Water "Will Serve" Letters P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-10 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). ENGINEERING - TRAFFIC & TRANSPORTATION Police PW-039 Accident Reports / Collision Reports 5 years 5 years Mag, Ppr Department preference (copies); GC §34090.7 Comm. Develop. / Engineering - Traffic & Transport. PW-040 Signal Timing When Superseded - Minimum 2 years When Superseded - Minimum 2 years Mag Ppr Department preference; GC §34090 Comm. Develop. / Engineering - Traffic & Transport. PW-041 Speed Surveys 10 years 10 years Mag, Ppr Department preference; GC §34090 Comm. Develop. / Engineering - Traffic & Transport. PW-042 Studies - Transportation P P Mag Ppr Department preference; GC §34090 Comm. Develop. / Engineering - Traffic & Transport. PW-043 Traffic Commission AGENDAS, AGENDA PACKETS. When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §34090 Comm. Develop. / Engineering - Traffic & Transport. PW-044 Traffic Commission MINUTES & BYLAWS P P Mag, Ppr GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-11 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Comm. Develop. / Engineering - Traffic & Transport. PW-045 Traffic Counts When Superseded - Minimum 2 years When Superseded - Minimum 2 years Mag Ppr Department preference; GC §34090 HOUSING Comm. Develop. / Housing CD-038 Housing Programs: Grants (See Legislative & Information Services / City Clerk for Housing Loans, First Time Home Buyers, etc.) 5 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: When Inactive HUD requires 5 years after the agreement terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42, 92.508(a)(c) & 570.502(b), 29 CFR 97.42, GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-12 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). NEIGHBORHOOD SERVICES Comm. Develop. / Neighbor. Services B&LS-010 Neighborhood Services Case Files (Includes appeals and Code Enforcement Complaint Letters) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Until Resolution Mag, Ppr Department preference; Case is open until satisfactorily resolved (some cases are not resolved); City Clerk maintains original staff reports and resolutions that are presented to Council; CFC §104.3.4, GC §34090 Comm. Develop. / Neighbor. Services B&LS-011 Neighborhood Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-13 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). PLANNING Comm. Develop. / Planning CD-001 Affidavits of Publications / Public Hearing Notices / Legal Advertising 2 years 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) Comm. Develop. / Planning CD-002 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC Land Records; GC §34090 Comm. Develop. / Planning CD-003 ARC - Architectural Review Committee - Agendas and Agenda Packets 2 years 2 years Yes (before meeting)Mag, Ppr Department Preference - copies (the Staff Reports are filed in the Entitlement Folder); GC §34090.7 Comm. Develop. / Planning CD-004 ARC - Architectural Review Committee - Audio Recordings 30 days, or After Minutes are Adopted, whichever is longer 30 days, or After Minutes are Adopted, whichever is longer Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) Comm. Develop. / Planning CD-005 ARC - Architectural Review Committee - Minutes & Bylaws 2 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-14 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Financial Services CD-006 Business Licenses Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §34090.7 Comm. Develop. / Planning CD-007 CDBG Subrecipient Grants & Agreements 2 years 3 years 5 years Mag, Ppr Meets auditing standards; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 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 US Census Bureau CD-008 Census, Demographics When No Longer Required When No Longer Required Mag, Ppr (Non-Records - Census Bureau is OFR); GC §34090 et seq. Comm. Develop. / Planning CD-009 Downtown Parking Advisory Board Commission - Agendas & Agenda Packets 2 years 2 years Yes (before meeting)Mag, Ppr Department Preference - copies (the Staff Reports are filed in the Entitlement Folder); GC §34090.7 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-15 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Comm. Develop. / Planning CD-010 Downtown Parking Advisory Board Commission - Minutes & Bylaws 2 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Comm. Develop. / Planning CD-011 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Categorical Exemptions, Initial Studies, NOE / Notice of Exemption, etc. ) Inside City boundaries 2 years P P Mag, Mfr, OD, Ppr S Yes: After QC Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Comm. Develop. / Planning CD-012 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Categorical Exemptions, Initial Studies, NOE / Notice of Exemption, etc. ) Outside City boundaries When No Longer Required When No Longer Required Ppr Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file Comm. Develop. / Planning CD-013 General Plan Working Papers When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §34090 Comm. Develop. / Planning CD-014 General Plan, Elements and Amendments P P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-16 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Comm. Develop. / Planning CD-015 Home Occupation Permits 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; GC §34090 Comm. Develop. / Planning CD-016 HRC - Historic Resources Committee ssion - Agendas & Agenda Packets 2 years 2 years Yes (after meeting)Mag, Ppr Department Preference - copies (the Staff Reports are filed in the Entitlement Folder); GC §34090.7 Comm. Develop. / Planning CD-017 HRC - Historic Resources Committee ssion - Minutes & Bylaws 2 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Comm. Develop. / Planning CD-018 Land Use Studies / Plans / Reports 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; GC §34090 Comm. Develop. / Planning CD-019 Master Plans, Specific Plans, Bikeway Plans, etc.P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; GC §34090 Comm. Develop. / Planning CD-020 Planning Commission Agenda Packets & Agendas 2 years 2 years Yes (all)Mag, Ppr Department Preference (the Staff Reports are filed in the Entitlement Folder); GC §34090 et seq. Comm. Develop. / Planning CD-021 Planning Commission Minutes & Bylaws P P Yes Mag, Mfr, OD, Ppr S No Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-17 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Comm. Develop. / Planning CD-022 Planning Commission Recordings - Audio Recordings 2 years 2 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) Comm. Develop. / Planning CD-023 Planning Commission Recordings - Video Recordings (DVD-Rs or VHS) 2 years 8 years 10 years Tape (Mag) Department preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 60201 Comm. Develop. / Planning CD-024 Planning Commission Resolutions P P Yes Mag, Mfr, OD, Ppr S No GC §34090 et seq. Comm. Develop. / Planning CD-025 Planning Project Files - Permanent Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps - whether withdrawn or expired or not) Examples: Conditional Use Permits (CUPs), Design Review, Lot Line Adjustments, Parcel Maps, Planned Sign Program, Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. 2 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC Projects have a 2 year vesting (applicant must pull permit within 2 years), and can be extended -- those applications in which the applicant does not follow through, and can be extended, with permit may be destroyed after the vesting period has expired. Department maintains complete files for administrative purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-18 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Comm. Develop. / Planning CD-026 Planning Project Files - Pre- Applications 2 years 2 years Mag, Ppr GC§34090 Comm. Develop. / Planning CD-027 Planning Project Files - Temporary Entitlements / TUPs - Temporary Use Permits: Christmas Tree Lots, Temporary Barricades with Artwork, Debris Boxes, Pumpkin Lots, Temporary Signs, Use of City Property, etc. 2 years 2 years Yes: During Event Mag, Ppr Temporary uses; Department maintains complete files for administrative purposes; GC§§34090 Comm. Develop. / Planning CD-028 Preliminary Review File (No Final Application) When No Longer Required When No Longer Required Mag, Ppr Department preference; Preliminary Documents (no application submitted); GC §34090 Comm. Develop. / Planning CD-029 Project Log Index / Tracking Spreadsheet / Binders of Historic Actions P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; GC §34090 City Manager / Comm. Develop. CD-030 Projects, Programs, Subject & Issues - Includes Economic Development (Issues and/or projects will vary over time - e.g. Hotels, Developments, etc.) May include studies and real estate appraisals When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Yes: While Active Issues Mag, Ppr Department preference (real estate appraisals should be retained for 5 years - see City- wide schedule); GC §34090 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-19 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Comm. Develop. / Planning CD-031 Redevelopment Project Files P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; GC §34090 Comm. Develop. / Planning CD-032 Redevelopment Project Relocation Files Settle + 1 year Settle + 4 years Settle + 5 years Yes: Until Settlement Mag, Mfr, OD, Ppr S Yes: After Inactive Consistent with Claims; CCP §§ 337 et seq.; GC §§ 945, 34090, 34090.6; PC §832.5 CD-033 Regional Organizational Studies & Programs where other Agencies are the Lead (e.g. Air Quality Studies, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-records; GC §34090 et seq. Comm. Develop. / Planning CD-034 SAC - Staff Advisory Committee (all records)2 years 2 years Mag, Ppr Internal Employee Committee; GC §34090 Comm. Develop. / Planning CD-035 Special Studies / "Staff Projects"2 years P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (copies); GC §34090.7 Comm. Develop. / Planning CD-036 Zoning Amendments, Zoning Text Amendments 5 years P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (copies); GC §34090.7 Comm. Develop. / Planning CD-037 Zoning Maps 1 year P P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; City Clerk Maintains originals of all documents that were presented to Council; GC §34090.7 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Planning, Neighborhood Services) Page CD-20 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). RECYCLING Comm. Develop. / Recycling CD-039 AB 939 Compliance 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; GC §34090 Comm. Develop. / Recycling CD-040 Reports to Regulatory Agencies (California integrated Waste Management Board, etc.) 5 years 5 years Mag, Ppr Department Preference; GC §34090 Comm. Develop. / Recycling CD-041 Tonnage Reports 5 years 5 years Mag, Ppr Department Preference; GC §34090 Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-001 Agenda Packets / Staff Reports: Not Imaged (prior to 1999) City Council, Redevelopment Agency, Public Financing Authority 10 years 10 years Yes: Until After Meeting Mag, Ppr Department Preference (The minutes are the permanent record); GC §34090 et seq. Legis. & Info. Services / City Clerk CC-001.2 Applications & Resignations for Boards, Commissions or Committees (Successful) 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-001.4 Applications for Boards, Commissions or Committees (Unsuccessful) 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-002 Agenda Packets / Staff Reports: Imaged (1999 and after) City Council, Redevelopment Agency, Public Financing Authority P P Yes: Until After Meeting Mag, Mfr, OD, Ppr S Yes: After 2 years Department Preference (The minutes are the permanent record); GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-003 Agreements & Contracts - ALL Non-Infrastructure (Approved by the City Manager or City Council) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) Examples of NON-Infrastructure: Consulting, disposal, City Manager employment contracts, franchises, housing, leases, loans, mutual aid, professional services, services, etc. Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completion Other contracts are maintained by the Lead Department managing the contract; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-004 Agreements & Contracts - If Imaged, Infrastructure, DDAs, OPAs, MOUs, MOAs (Approved by the City Manager or City Council) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) Examples of Infrastructure: Architects, Buildings, bridges, CalPERS, franchise agreements, covenants, subdivision deferred improvement agreements, design/build, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, slurry seals, street & alley improvements, settlement, subdivisions, utilities, water rights, etc. Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: Upon Completion Other contracts are maintained by the Lead Department managing the contract; Department Preference; All infrastructure, JPAs, & Mutual Aid contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-005 Assessment / Maintenance / Landscape & Lighting / Street / Underground Utility Districts / Improvement District Projects - Formation Documents (e.g. parks, sidewalks, roads, sewer, etc.) P P Mag, Mfr, OD, Ppr S / I Yes Department Preference; Diagrams and Drawings are maintained by Engineering; GC §34090 Legis. & Info. Services / City Clerk CC-006 City Clerk Filing System - Records that are NOT mentioned in this Schedule 2 years 2 years Mag, Ppr The lead department retains in their systems according to their retention period; GC §34090 Legis. & Info. Services / City Clerk CC-007 City Clerk Filing System - Miscellaneous Project Files, including Appeals Includes some recorded documents, easements, offers to dedicate, etc. 10 years P P Mag, Mfr, OD, Ppr S / I No Department preference; GC §34090 Legis. & Info. Services / City Clerk CC-008 City Newsletters: Distributed to Citizens (Stagecoach Express, etc.) P P Mag, Mfr, OD, Ppr S No GC §34090 Legis. & Info. Services / City Clerk CC-008.1 Claim Runs (Liability Claims)5 years 5 years Mag Ppr Meets auditing standards; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-008.2 Claims (Liability Claims)Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After Settled Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5 Legis. & Info. Services / City Clerk CC-009 Committee Rosters / Maddy Act Lists 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-010 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): DESIGNATED POSITIONS EMPLOYEES (specified in the City's Conflict of Interest code) 2 years 5 years 7 years Mag, Ppr City maintains original statements; GC §81009(f)&(g) Legis. & Info. Services / City Clerk CC-011 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): PUBLIC OFFICIALS (Elected. Includes City Council Members, Planning Commission Members, City Manager, City Treasurer & City Attorney - "87200 filers") 4 years 4 years Mag, Ppr Department Preference; City maintains copies only; original statements are filed with FPPC; GC §81009(f)&(g) ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-011.2 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): THOSE NOT REQUIRED TO FILE WITH THE CITY CLERK (when serving on another board, etc.) 4 years 4 years Mag, Ppr Department Preference; City maintains copies only; original statements are filed with the other agency; GC §81009(f)&(g) City Clerk CC-011.4 FPPC Form 801 (Gift to Agency Report) 4 years 4 years Mag, Ppr Must post on website; 2 CCR 18944.2(c)(3)(G) City Clerk CC-011.6 FPPC Form 802 (Tickets Provided by Agency Report)7 years 7 years Mag, Ppr Must post on website for 4 years; GC §81009(e) ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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 Legis. & Info. Services / City Clerk CC-012 Campaign Disclosure Statements (FPPC 400 Series Forms): SUCCESSFUL CANDIDATES (Elected Officials) Includes FPPC 501 Forms 2 years P P Mag, Mfr, OD, Ppr S Yes: After 2 years Paper must be retained for at least 2 years; CCP§583.320(a)(3); GC §81009(b)(g) Legis. & Info. Services / City Clerk CC-013 Campaign Disclosure Statements (FPPC 400 Series Forms): UNSUCCESSFUL CANDIDATES Includes FPPC 501 Forms 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)(g) Legis. & Info. Services / City Clerk CC-014 Campaign Disclosure Statements (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years 4 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(b)(g) Legis. & Info. Services / City Clerk CC-015 Campaign Disclosure Statements (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years 7 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(c)(g) ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-016 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election Services, Candidate Statements, etc.) 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-017 Elections - HISTORICAL (Copies of resolutions, final results) 2 years P P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 Legis. & Info. Services / City Clerk CC-018 Elections - Petitions (Initiative, Recall or Referendum)8 mo.8 mo.Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200, 17400 Legis. & Info. Services / City Clerk CC-019 Nomination Papers, Candidate Statements, Ballot Designation Worksheets, Code of Fair Campaign Practices, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Term of Office + 4 years Mag, Ppr Department Preference; Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-020 Nomination Papers, Candidate Statements, Ballot Designation Worksheets, Code of Fair Campaign Practices, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Election + 4 years Mag, Ppr Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) Legis. & Info. Services / City Clerk CC-021 Vote-by-Mail Absentee Applications, Roster of Absentee Applications 6 mo.6 mo.Ppr EC §17505 Legis. & Info. Services / City Clerk CC-022 Vote-by-Mail Absentee Identification Envelopes 6 mo.6 mo.Ppr EC §17302 Legis. & Info. Services / City Clerk CC-023 Assessment District Ballots and/or protest letters - Prop. 218 proceedings 2 years 6 mo. 2 years 6 mo.Ppr Department preference to be consistent with other types of ballots; Statewide guidelines propose permanent; EC §§ 17302, 17306; CA Constitution Art. XIII GC §53753(e)(2) Legis. & Info. Services / City Clerk CC-024 Ballots - After Election 6 mo.6 mo.Ppr EC §17302 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-025 Ballots - After Recount 6 mo.6 mo.Ppr EC §17306 Legis. & Info. Services / City Clerk CC-026 Challenged & Assisted Voters List 6 mo.6 mo.Ppr If uncontested, EC §17304 Legis. & Info. Services / City Clerk CC-027 Inspector Receipts for Ballots 6 mo.6 mo.Ppr EC 17302, 17306 Legis. & Info. Services / City Clerk CC-028 Precinct Officer Appointments 6 mo.6 mo.Ppr EC §17503 Legis. & Info. Services / City Clerk CC-029 Roster of Voters 5 years 5 years Mag, Mfr, OD, Ppr EC §17300 Legis. & Info. Services / City Clerk CC-030 Tally Sheets 6 mo.6 mo.Ppr EC §17304 Legis. & Info. Services / City Clerk CC-031 Voter Index Copies used as the Voting Record at Polling Places 6 mo.6 mo.Ppr EC §17304 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-032 Voter Index Original 5 years 5 years Ppr EC §17001 (End of Elections Section) Legis. & Info. Services / City Clerk CC-033 Ethics Training Certificates 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year GC §53235.2(b) Legis. & Info. Services / City Clerk CC-034 Historical Records (e.g. Articles of Incorporation, City Seal, Awards of significant historical interest, Scrapbooks, etc.) P P Mag, Mfr, OD, Ppr S No City Clerk determines historical significance; records can address a variety of subjects and media; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-035 Housing Unit Programs / Affordable Housing: Loans (First Time Home Buyers, Life/Safety, etc.) Loans, Deed Restrictions for Resale that Runs with the Land, Deeds of Trust, Subordination, Homeowners Insurance, etc. Loan Pay-off + 5 years P P Mag, Mfr, OD, Ppr S / I Yes: 1 year Department preference because the resale restrictions run with the land; HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42, 92.508(a)(c) & 570.502(b), 29 CFR 97.42, GC §34090Rev 3 Legis. & Info. Services / City Clerk CC-036 Insurance Policy / Liability (CJPIA)P P Mag, Mfr, OD, Ppr S No Department preference; GC §34090 Legis. & Info. Services / City Clerk CC-037 Insurance Certificates (for Contracts, Vendors, and City- issued Certificates etc.) That cannot be matched to an agreement or contract 11 years 11 years Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: 2 years Longest Statute of Limitations is 10 years; Those filed with an agreement or contract are Permanent; statewide guidelines propose permanent; CCP §337 et seq.; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-038 Minutes (City Council, Redevelopment Agency, Public Financing Authority) 10 years P P Yes (all)Mag, Mfr, OD, Ppr S No GC §34090 Legis. & Info. Services / City Clerk CC-039 Municipal Code Administration, Correspondence, Distribution, etc. 2 years 2 years Mag, Ppr GC § 34090 Legis. & Info. Services / City Clerk CC-040 Municipal Code and History File (always retain 1 copy of each supplement) P P Mag, Mfr, OD, Ppr S No GC §34090 Legis. & Info. Services / City Clerk Oaths of Office: Elected and appointed officials 2 years 48 years 50 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, retirement benefits is 6 years from last action; statewide guidelines propose Termination + 6 years; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Legis. & Info. Services / City Clerk CC-042 Ordinances (City Council, Redevelopment Agency, Public Financing Authority) P P Yes (all)Mag, Mfr, OD, Ppr S No GC §34090 et. seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-043 Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) See Elections for Initiative, Recall or Referendum Petitions When No Longer Required - Minimum 1 year When No Longer Required - Minimum 1 year Ppr Law requires 1 year for petitions; GC §50115 Legis. & Info. Services / City Clerk CC-044 Proclamations / Commendations / Certificates / Recognitions (includes requests) 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-045 Proof of Publication 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-046 Recorded Documents, Real Property Records: Deeds, Abandonments, Deed Restrictions, Easements, Offers of Dedication, Rights of Way, Vacations, etc. 2 years P P Mag, Mfr, OD, Ppr S / I No GC §34090 Legis. & Info. Services / City Clerk CC-047 Recordings of City Council Meetings - Video Recordings / DVD-R or VCR (ALL) 10 years 10 years Tape (Mag) Department preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 60201 Legis. & Info. Services / City Clerk CC-048 Recordings of City Council Meetings - Audio Recordings / Tapes or CDs - 2 years 2 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-049 Records Destruction Lists / Certificates of Records Destruction 10 years 10 years Mag, Mfr, OD, Ppr S Yes: 2 years Department Preference; GC §34090 et. seq. Legis. & Info. Services / City Clerk CC-050 Records Retention Schedules 10 years P P Mag, Mfr, OD, Ppr I GC §34090 et. seq. Legis. & Info. Services / City Clerk CC-051 Redevelopment 5-year Plan 10 years P P Mag, Mfr, OD, Ppr S Yes: 5 years Department Preference; GC §34090 Legis. & Info. Services / City Clerk CC-052 Request for Public Records 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-053 Resolutions (City Council, Redevelopment Agency, Public Financing Authority) P P Yes (all)Mag, Mfr, OD, Ppr S No GC §34090 et. seq. Legis. & Info. Services / City Clerk CC-053.2 Rosters of City Officials 2 years P P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 Legis. & Info. Services / City Clerk CC-053.4 Taxicabs - Insurance, Rate Schedules, etc.2 years 2 years Mag, Ppr GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / City Clerk CC-054 Vehicle Titles ("Pink Slips")Sale or Disposal Sale or Disposal Ppr Given to Auction House / New Owner; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-17 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). INFORMATION TECHNOLOGY Legis. & Info. Services / Info. Tech. IT-001 Backup Tapes / Disks 7 days 7 days Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; tapes are in autochangers and are overwritten; store off-site in a commercial facility for disaster recovery purposes; GC §34090 et seq. Legis. & Info. Services / Info. Tech. IT-002 Network Configuration Maps & Plans When No Longer Required When No Longer Required Yes Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Legis. & Info. Services / Info. Tech. IT-003 Software Manuals / Installation Guides When No Longer Required When No Longer Required Yes Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-18 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). REDEVELOPMENT AGENCY Agendas, Agenda Packets, Minutes - See City Council (Joint meetings) Legis. & Info. Services / Redevelop. Agency RDA-003 Agreements RDA - ALL Non- Infrastructure (Approved by the RDA) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) Examples of NON-Infrastructure: Consulting, leases, loans, professional services, etc. Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completion Other contracts are maintained by the Lead Department managing the contract; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-19 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / Redevelop. Agency RDA-004 Agreements RDA - If Imaged, Infrastructure, DDAs, OPAs, MOUs, MOAs (Approved by the RDA) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) Examples of Infrastructure: Architects, improvement agreements, development, Joint Powers, MOUs, redevelopment, settlement, etc. Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: Upon Completion Other contracts are maintained by the Lead Department managing the contract; Department Preference; All infrastructure, JPAs, & Mutual Aid contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703 Legis. & Info. Services / Redevelop. Agency RDA-005 Formation Documents P P Mag, Mfr, OD, Ppr S No GC §34090 et. seq. Legis. & Info. Services / Redevelop. Agency RDA-006 Redevelopment Plans / Redevelopment 5-year Plan P P Mag, Mfr, OD, Ppr S No GC §34090 et. seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 9.2 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-20 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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). Legis. & Info. Services / Redevelop. Agency RDA-007 Resolutions (Redevelopment Agency)P P Mag, Mfr, OD, Ppr S No GC §34090 et. seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). ADMINISTRATION Police / Admin.PD-001 Background Files - Successful Applicants Separation + 5 year Separation + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + 1 year Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090; 29 USC 1113 Police / Admin.PD-002 Background Files - Unsuccessful Applicants 3 years 3 years Mag, Ppr Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090; 29 Police / Admin.PD-003 Billing for Damage to City Property (DUI, etc.) / Accounts Receivable / Booking Fees When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Yes (all)Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference (meets municipal government auditing standards); GC §34090 Police / Admin.PD-003.2 Community Advisory Council 2 years 2 years Mag, Ppr GC §34090 Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Admin.PD-003.4 DMV Pull Notices When Superseded or Upon Separation When Superseded or Upon Separation Mag, Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Police / Admin.PD-004 Internal Affairs Investigations / Complaints: All Final Disposition + 10 years Final Disposition + 10 years Mag, Ppr State requires for at least 5 years for Citizen's complaints; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years for misconduct; IA and Statewide guidelines recommend 25 years for officer-involved shootings; EVC §1045, GC §§12946, 34090, PC §§801.5, 803(c), 832.5, VC §2547 Police / Admin.PD-005 LiveScan Applications / Fingerprint Applications 2 years 2 years Mag, Ppr GC§ 34090 et seq. Police / Admin.PD-006 LiveScan Responses or Logs (CORI Responses) for Hired Employees 50 years 50 years Mag, Ppr Department Preference (DOJ allows retention for legitimate business needs); must be maintained in a secure and confidential file; DOJ Information Bulletin No. 02-17-BCII; GC§ 34090 et seq. Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources & Police / Admin. PD-007 Personnel Files - Employees Separation + 1 year 4 years Separation + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + 1 year Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090; 29 USC 1113 Police / Admin.PD-008 Policies & Procedures / Operation Directives / General Orders (Department Policies and Procedures) P P Mag, Mfr, OD, Ppr S / I Yes: After superseded Department Preference; GC § 34090 et seq. Police / Admin.PD-009 Recruitment and Testing File - Police Personnel Only (Includes Advertisements, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) 3 years 3 years Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 7287.0(c)(2), 8 CCR §11040.7( c), GC §§12946, 34090 Police / Admin.PD-010 Reports and Studies - Historical P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; GC § 34090 et seq. Police / Admin.PD-011 Reports and Studies regarding Police operations (not historical - manpower, consolidation, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC § 34090 et seq. Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Admin.PD-012 SEALED RECORDS: Sealed Juvenile and Ward Cases - Except those with outstanding stolen property, including firearms, or lost firearms Sealing Date + 5 years (Or Court Order) Sealing Date + 5 years (or Court Order) Yes: Before Disposition Mag, Ppr Statute of Limitations runs up to age of majority + 8 years; sealed records for juveniles and wards of the Court must be destroyed 5 years after sealing date; CCP §§340.1, GC §34090; W&I §§389(a), 781(d) Police / Admin.PD-013 Temporary Holding Facility Logs 2 years 2 years Mag, Ppr GC §34090 et seq. Police / Admin.PD-014 Use of Force Supervisory Reviews 10 years 10 years Mag, Ppr Department Preference; GC §§12946, 34090, PC §§801.5, 803(c), 832.5, VC §2547 Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). INVESTIGATION Police / Investigat.PD-015 Business Permits (Regulatory) - TECHNICIAN / DRIVERS: Massage Technician, Taxi Driver, etc. Expiration + 2 years Expiration + 2 years Mag, Ppr GC §34090 Police / Investigat.PD-016 Business Permits Background Files (Regulatory) - BUSINESS OWNER: Massage Establishments, Mobile Vendors, Taxi, etc. Termination of Business + 2 years Termination of Business + 2 years Mag, Ppr GC §34090 Police / Investigat.PD-017 Carry Concealed Weapon Permits (CCW) - Approved Expiration + 5 years Expiration + 5 years Mag, Ppr Department preference; GC §34090 Police / Investigat.PD-018 Carry Concealed Weapon Permits (CCW) - Denied 5 years 5 years Mag, Ppr Department preference; GC §34090 Police / Investigat.PD-019 Carry Concealed Weapon Permits (CCW) - Retired Employees Expiration + 5 years Expiration + 5 years Mag, Ppr Department preference; GC §34090 Police / Investigat.PD-020 Detectives Investigation Files and Arrest Files (Notes) When No Longer Required When No Longer Required Ppr, Mag GC §34090 et seq. Police / Records PD-021 Detectives Investigation Files and Arrest Files (Official Reports) Transferred into Record's Crime Report Files Transferred into Record's Crime Report Files Ppr, Mag Transfer all Official Reports to Records to be placed in the Crime Report Files. Police / Investigat.PD-022 Guns: Dealers Record of Sale (DROS)2 years 2 years Mag, Ppr GC §34090 Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Investigat.PD-023 Informant Files When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Ppr, Mag Department Preference; GC §34090 et seq. Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). PATROL Police / Patrol PD-024 Citation Log Books (#s / ranges) - Parking, Traffic 2 years 2 years Mag, Ppr GC §34090 et seq. Police / Patrol PD-025 Gang Files When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Ppr, Mag Department Preference; GC §34090 et seq. Police / Patrol PD-026 PAS / POS Device Calibration Logs 2 years 2 years Mag, Ppr GC §34090 et seq. Police / Patrol PD-027 Traffic Control: Radar Calibration Records Life of the Equipment Life of the Equipment Mag, Ppr Department preference; GC §34090 et seq. Police / Patrol PD-028 Traffic Control: Radar Trailer Surveys, etc. When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr GC §34090 et seq. Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). PROPERTY AND EVIDENCE Police / Property & Evidence PD-029 Officer Recordings: Mobile Audio/Video Recordings that are not evidence ("hip recorders", etc.) When No Longer Required - Minimum 180 Days When No Longer Required - Minimum 180 Days Mag Department preference; Recordings that become evidence are stored with evidence - these are preliminary documents / transitory recordings not retained in the ordinary course of business; GC §34090.6(a) Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). RECORDS Police / Records PD-030 Activity Reports / Transmittal Forms / TRAK Flyers (Cadet's Daily Activity Report, etc) 180 days 180 days Mag, Ppr Department preference; preliminary drafts / transitory records which can be destroyed when no longer required; GC §34090 et seq. Police / Records PD-031 Alarm Billing 5 years 5 years Mag, Ppr Department preference; meets municipal government auditing standards; GC §34090 Police / Records PD-032 Audio Recordings or Tapes - Recordings of Telephone & Radio Communications Dispatch Tapes 1 year 1 year Mag Department Preference; Statewide guidelines propose 180 days (legally mandated for 100 days); (may be discoverable or made public in some circumstances), GC §§34090, 34090.6 Police / Records PD-033 Citations (Parking, Traffic). Includes requests for dismissals, cancellations, and appeals. 2 years 2 years Mag, Ppr GC §34090 et seq. Police / Records PD-034 CRIME REPORTS: Lost Property: Firearms entered into CLETS (if not Permanent Retention) Until Found or Recovered Until Found or Recovered Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC Department Preference to facilitate Three Strikes law and ease of document imaging administration; GC §34090, PC §§802, PC §800 et seq., W&I §389(a), 781(d) Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-035 CRIME REPORTS: ALL Imaged Reports, or Capital Crimes, Homicide, Juvenile, Child Abuse (substantiated), Elder Abuse (substantiated), & Sexual Assault (Rape), Suicide, and those specifically mentioned in the schedule P P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC Department Preference; Provided there are no outstanding warrants, unrecovered identifiable items, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq. Police / Records PD-036 CRIME REPORTS: ALL, Except Imaged Reports, or Capital Crimes, Homicide, Juvenile, Child Abuse (substantiated), Elder Abuse (substantiated), & Sexual Assault (Rape), Suicide, and those specifically mentioned in the schedule 5 years 5 years Yes Mag, Ppr Department Preference; Provided there are no outstanding warrants, unrecovered identifiable items, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq. Police / Records PD-037 CRIME REPORTS: Child Abuse or Neglect Investigation Reports - Unsubstantiated or Inconclusive Close of Investigation No Further Report on Suspected Abuser + 10 years No Further Report on Suspected Abuser + 10 years Mag, Ppr PC §§11169(c),11170(a)(3) Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-038 CRIME REPORTS: Misdemeanor - Adult Marijuana - H&S §11357(b)(c)(d)(e) or H&S §11360(b) (with procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms Conviction or Arrest (if No Conviction) + 2 years Conviction or Arrest (If No Conviction) + 2 years Yes: Before Disposition Mag, Ppr (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq. Police / Records PD-039 CRIME REPORTS: Misdemeanor - Juvenile Marijuana - H&S §11357(E) - Except those with outstanding stolen property, including firearms, or lost firearms 2 years or Juvenile 18 years old 2 years or Juvenile 18 years old Yes: Before Disposition Mag, Ppr If no subsequent conviction ("Shall" Destroy); H&S §11361.5 Police / Records PD-040 CRIME REPORTS: Missing Persons P (If Returned, Follows the Retention for the Crime Report) P (If Returned, Follows the Retention for the Crime Report) Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC Department Preference; GC §34090 Police / Records PD-041 CRIME REPORTS: Capital Crimes / Serious Felonies / Major Crimes / Sex Crimes - Capital Crimes (Crimes Subject to the Death Penalty), Sex Crimes (PC §288, 290) P P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC Department Preference; No limitations on commencement of action; Courts keep permanently PC §§ 187, 261, 286, 288, 288a, 288.5, 289, 289.5, 290, and 799 Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-042 CRIME REPORTS: Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of Arrest + 3 years Date of Arrest + 3 years Yes: Before Disposition Mag, Ppr Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a) Police / Records PD-043 CRIME REPORTS: Misdemeanor Marijuana §11357(e) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5) Offender is 18 Years Old Offender is 18 Years Old Yes: Before Disposition Mag, Ppr (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(e) Police / Records PD-044 Field Investigation Cards (FIs)After Entry into RMS After Entry into RMS Mag, Ppr Preliminary documents; GC §34090 et seq. Police / Records PD-045 Forfeiture Notification 2 years 2 years Mag, Ppr GC §34090 Police / Records PD-046 Hearings / Hearing Officer Determinations (Parking, Tows, etc.) 2 years 2 years Mag, Ppr GC §34090 Police / Records PD-047 Incident Investigations (Injuries to the Public at City Facilities 2 years 2 years Mag, Ppr GC §34090 Police / Records PD-048 Logs (Watch Commander Logs, etc.)1 year 1 year Mag, Ppr Department preference; preliminary drafts / transitory records which can be destroyed when no longer required; GC §34090 et seq. Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-049 Monthly Reports (State and Federal)1 year 1 year Mag, Ppr Department preference; preliminary drafts / transitory records which can be destroyed when no longer required; GC §34090 et seq. Police / Records PD-050 OFFICER REPORTS: Non-Criminal / Outside Assist Abandoned Vehicle Reports, Information Reports, Impounded / Towed Vehicles, Suspicious Circumstances, etc. 2 years 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC Department Preference; GC §34090 Police / Dispatch PD-051 Order after Hearing (Restraining Order, Emergency Protective Orders (EPO), Temporary Restraining Order (TRO)) Expiration + 3 years Expiration + 3 years Mag DOJ has directed other Cities to retain these Expiration + 3 years; Court records - originals retained by the Court; GC §34090 et seq. Police / Records PD-052 Patrol Ride-A-Long Waiver Form 2 years 2 years Mag, Ppr GC §34090 et seq. Police / Records PD-053 Pawn Slips 2 years 2 years Mag, Ppr Department Preference (Dealers are required to keep for 3 years); Non-records used for investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; B&P §21633; GC §34090 Police / Records PD-054 Press Releases 2 years 2 years Mag, Ppr GC §34090 Police / Records PD-055 Public Safety & Welfare Permits (One-time events, etc.)2 years 2 years Mag, Ppr GC §34090 Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-056 Records Destruction Lists / Certificates of Records Destruction - Police Records only (contains privileged information) 2 years 2 years Mag, Mfr, OD, Ppr S Yes: 2 years Department Preference; GC §34090 et. seq. Police / Records PD-057 Registrants: Arson Registrations: Adults P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police / Records PD-058 Registrants: Arson Registrations: Juveniles released from California Youth Authority Age 25 or Sealing Date + 5 years Age 25 or Sealing Date + 5 years Mag, Ppr Pursuant to PC §457.1 et seq.; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police / Records PD-059 Registrants: Narcotic Registrants 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; Registration is required for 5 years; GC §34090, H&S §11590 et seq., H&S §11594(a) Police / Records PD-060 Registrants: Sex Offender Registrations: Adults P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; Pursuant to PC §290 et seq. Police / Records PD-061 Registrants: Sex Offender Registrations: Juveniles P or Sealing Date + 5 years (or Court Order) P or Sealing Date + 5 years (or Court Order) Mag, Ppr Pursuant to PC §290 et seq.; W&I §781 Police / Records PD-062 RMS Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-063 Stolen Firearms / Guns with Serial Numbers P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference (DOJ / CLETS requirements); GC §34090 Police / Records PD-064 Subpoenas (all)2 years 2 years Mag, Ppr GC §34090 Police / Records PD-065 Traffic Collisions / Accident Reports - Imaged P P Mag, Mfr, OD, Ppr S/M/I Yes: After QC Department Preference (Fatal collisions are retained by CHP for 5 years); GC §34090 Police / Records PD-066 Traffic Collisions / Accident Reports - Not Imaged (prior to 2001) 5 years 5 years Mag, Ppr Department Preference (Fatal collisions are retained by CHP for 5 years); GC §34090 Police / Records PD-067 Vacation Checks / Patrol Requests 2 years 2 years Mag, Ppr GC §34090 et seq. Ver. 8.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-16 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). TRAINING Police / Training PD-068 Personnel Training File - Officer Training - BY EMPLOYEE (Includes POST printouts) Includes Retiree Fire Arson Qualifications Separation + 5 years Separation + 5 years Mag, Ppr Department preference (is placed into the Employee File); Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their records 7 years; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Lead Dept.PD-069 Training - Department Training Records - COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Use of Force training, safety training, etc.) When No Longer Required - Minimum 7 years When No Longer Required - Minimum 7 years Mag, Ppr Rosters are sent to POST; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their records 7 years; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-1 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ADMINISTRATION Recreation & Maint. Services / Admin. PR&F-001 Community Garden: Applications, etc.2 years 2 years Mag, Ppr GC §34090 Recreation & Maint. Services / Admin. PR&F-002 Park History (Photos)P P Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090 Recreation & Maint. Services / Admin. PR&F-003 Parks & Recreation Commission AGENDAS, AGENDA PACKETS. When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §34090 Recreation & Maint. Services / Admin. PR&F-004 Parks & Recreation Commission MINUTES & BYLAWS P P Mag, Ppr GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-2 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). FACILITIES Recreation & Maint. Services / Facilities PR&F-005 Backflow Device Reports / Testing - City Facilities 2 years 2 years Ppr GC §34090 Recreation & Maint. Services / Facilities PR&F-006 Vehicle & Equipment History Files Disposal of Vehicle or Equipment + 2 years Disposal of Vehicle or Equipment + 2 years Mag, Ppr Department preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-3 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). PARKS Recreation & Maint. Services / Parks PR&F-007 Adopt-A-Tree P P Mag, Ppr Department preference; GC §34090 Recreation & Maint. Services / Parks PR&F-008 Daily Logs - Park Maintenance Playground Inspections / Tree Maintenance 10 years 10 years Mag, Ppr GC §34090 Recreation & Maint. Services / Parks PR&F-009 Daily Staff & Equipment Use Report 2 years 2 years Mag, Ppr GC §34090 Recreation & Maint. Services / Parks PR&F-010 Park Plans P P Mag, Ppr Department preference; GC §34090 Recreation & Maint. Services / Parks PR&F-011 Pesticide Use Reports 2 years 2 years Mag, Ppr Department Preference (agricultural pesticide records are required for 2 years); GC §26202; 3 CCR 6623, 40 CFR 171.11 et seq. Commun. Develop. PR&F-012 Plan Checks (for Trees) Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §34090.7 Recreation & Maint. Services / Parks PR&F-013 Playground Inspections 10 years 10 years Mag, Ppr Department preference; GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-4 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Parks PR&F-014 Tree History / Tree Inventory / City Owned Trees Maintenance Indefinite Indefinite Mag, Ppr Department preference; GC §34090 Recreation & Maint. Services / Parks PR&F-015 Tree Removal Permits 2 years 2 years Mag, Ppr Department preference; GC §34090 Recreation & Maint. Services / Parks PR&F-016 Vehicle & Equipment History Files - Parks Vehicles Disposal of Vehicle or Equipment + 2 years Disposal of Vehicle or Equipment + 2 years Mag, Ppr Department preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 Recreation & Maint. Services / Parks PR&F-017 Vehicle / Equipment Safety Check 2 years 2 years Mag, Ppr GC §34090 Recreation & Maint. Services / Parks PR&F-018 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 2 years Ppr GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-5 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). RECREATION / CHILDCARE Recreation & Maint. Services / Recreation / Childcare PR&F-019 Accident Reports / First Aid for Public (bandages, scratches, etc) 2 years 2 years Mag, Ppr GC §34090 Recreation & Maint. Services / Recreation / Childcare PR&F-020 Activity Guides (Recreation Classes / Programs)P P Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090 Recreation & Maint. Services / Recreation / Childcare PR&F-021 Agreements for Contractors: Class Instructors, Sports Leagues, etc. e.g., Dance Instructors, Soccer Leagues, Science Camps, Volleyball, Edison Christmas Party, etc. Completion + 2 years 3 years Completion + 5 years Yes: Until Completion Mag, Mfr, OD, Ppr S Yes: After QC The statute of limitation for errors and omissions is not applicable; Statewide guidelines propose completion + 5 years for non- capital improvement contracts & completion + 4 years for transportation and concessionaire agreements; CCP §§336(a), 337 et. seq., GC §34090 Recreation & Maint. Services / Recreation / Childcare PR&F-022 Cash Receipts Detail / Backup / Refunds Includes Cash Donations 2 years 3 years 5 years Mag, Ppr Summaries are sent to Finance; GC §34090 Recreation & Maint. Services / Recreation / Childcare PR&F-023 Employee Files for Day Care Employee Forms for State Licensing Separation + 2 years Separation + 2 years Mag, Ppr Meets State Licensing requirements; GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-6 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Recreation / Childcare PR&F-024 Evaluations/Surveys (Program Evaluations) When No Longer Required When No Longer Required Mag, Ppr Department Preference (Preliminary Drafts / Transitory records not retained in the ordinary course of business); GC §34090 Recreation & Maint. Services / Recreation / Childcare PR&F-025 Facility Use and Equipment Applications, Rental Agreements, Park Use Permits, BBQ Use Permits, Alcoholic Beverage Applications 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 Recreation & Maint. Services / Recreation / Childcare PR&F-026 Flyers for Programs When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr GC §34090 Commun. Develop. PR&F-027 Park Planning / Plans Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §34090.7 Recreation & Maint. Services / Recreation / Childcare PR&F-028 Participant Files: Registration / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions Pre-school, After School Child Care ONLY (Children in While Participant is in Program 7 years End of Participation + 7 years Mag, Ppr Meets State Licensing requirements; May have grant funding; GC §34090 Recreation & Maint. Services / Recreation / Childcare PR&F-029 Programs / Events / Special Events (Talent Shows, Halloween, City Volunteer Banquets, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-7 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Recreation / Childcare PR&F-030 Recreation Database Indefinite Indefinite Mag Department Preference; data is interrelated; GC §34090 Recreation & Maint. Services / Recreation / Childcare PR&F-031 Registration / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions / Sign-in Sheets, etc.: Sports Programs, Adult Programs, Camps, Field Trips, Recreation Classes, Authorization to give Medicine, etc. 2 years 2 years Mag, Ppr GC §34090 Recreation & Maint. Services / Recreation / Childcare PR&F-032 Scholarship Applications 2 years 2 years Ppr GC §34090 Recreation & Maint. Services / Recreation / Childcare PR&F-033 State License for Day Care 7 years 7 years Mag, Ppr Meets State Licensing requirements; May have grant funding; GC §34090 Recreation & Maint. Services / Recreation / Childcare PR&F-034 Team Registrations for Sports Programs / Adult Teams (Includes Waivers) 2 years 2 years Mag, Ppr GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-8 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Recreation / Childcare PR&F-035 Team Registrations for Sports Programs / Youth Individuals (Includes Waivers) 2 years 2 years Mag, Ppr GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-9 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). FLEET Recreation & Maint. Services / Fleet PW-046 Accident / Incident Reports / Employee Property Damage / Near Misses 2 years 2 years Mag, Ppr GC §34090 Recreation & Maint. Services / Fleet PW-047 AQMD Permits (Generators, etc.) Disposal + 2 years Disposal + 2 years Mag, Ppr Department preference; GC §34090 Recreation & Maint. Services / Fleet PW-048 Claim Photos (Trip & Falls, Floods, etc) Retain Historical Photos of Floods Permanently 5 years 5 years Mag Department Preference; GC §34090 Recreation & Maint. Services / Fleet PW-049 Daily Vehicle Inspection / Safety Inspections / CHP Inspections 2 years 2 years Mag GC §34090 Recreation & Maint. Services / Fleet PW-050 DMV Pull Notices When Superseded When Superseded Mag Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Recreation & Maint. Services / Fleet PW-051 Gas Logs (Fill ups for City Vehicles)2 years 2 years Mag, Ppr GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-10 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Fleet PW-052 Operations & Maintenance Manuals / O & M Manuals Superseded - Minimum 2 years Superseded - Minimum 2 years Mag, Ppr Department preference; GC §34090 Recreation & Maint. Services / Fleet PW-053 Pesticide Use Reports 2 years 2 years Mag, Ppr Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, 40 CFR 171.11 et seq. Recreation & Maint. Services / Fleet PW-054 Potential Claims / Safety, Health Hazard or Incident Reports 2 years 2 years Mag, Ppr GC §34090 Recreation & Maint. Services / Fleet PW-055 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of Certificate or Permit Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S Yes: After 1 year Department preference; GC §34090 et. seq. Lead Dept.PW-056 Regulatory Agency Reports / Compliance Reports: Monthly and Quarterly Reports, including backup data (EPA, OSHA, RWQCB, etc.) When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Mag, Ppr Department Preference; Hazmat discharge records are required for 3-5 years; 40 CFR 122.41(j)(2) Recreation & Maint. Services / Fleet PW-057 Street Sweeping Monitoring Reports, etc.3 years 3 years Mag, Ppr Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-11 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Fleet PW-058 Underground Storage Tanks (City Owned) – UST Monitoring and Maintenance, Release Detection Systems, Cathodic Protection Maintenance Records 7 years 7 years Mag, Ppr Monitoring and Maintenance records are required on site for 3 years, 6 ½ years for Cathodic protection maintenance, 5 years for calibration & maintenance of release detection systems; 23 CCR 2712(b); H&S §25284.2(i) Recreation & Maint. Services / Fleet PW-059 Underground Storage Tanks (USTs)10 years P P Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §34090 et. seq. Recreation & Maint. Services / Fleet PW-060 Used Oil Disposal 3 years 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b)(3), 25250.19(a)(2)(B) et seq. Recreation & Maint. Services / Fleet PW-061 Vehicle & Equipment History Files (includes smog certificates) Disposal of Vehicle or Equipment + 2 years Disposal of Vehicle or Equipment + 2 years Mag, Ppr Department preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 Recreation & Maint. Services / Fleet PW-062 Work Orders / Service Requests (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City preference (complies with the Clean Water Act); CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-12 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). STREETS Recreation & Maint. Services / Streets PW-063 Claim Photos (Trip & Falls, Floods, etc) Retain Historical Photos Permanently 5 years 5 years Mag Department Preference; GC §34090 Recreation & Maint. Services / Streets PW-064 Fish & Game Permits (Creek Cleaning)5 years 5 years Mag, Mfr, OD, Ppr S/I Yes: 1 year Department Preference; GC §34090 Recreation & Maint. Services / Streets PW-065 NPDES Monitoring Reports 3 years 3 years Mag, Ppr Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Recreation & Maint. Services / Streets PW-066 NPDES Permits - Stormwater Superseded + 3 years Superseded + 3 years Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. Lead Dept.PW-067 Regulatory Agency Reports / Compliance Reports: Monthly and Quarterly Reports, including backup data (EPA, OSHA, RWQCB, etc.) When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Mag, Ppr Department Preference; Hazmat discharge records are required for 3-5 years; 40 CFR 122.41(j)(2) Recreation & Maint. Services / Streets PW-068 Storm Drain Maintenance 3 years 3 years Mag, Ppr Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-13 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Streets PW-069 Stormwater Program: Unauthorized Discharges / Violations / Spills Resolution + 3 years Resolution + 3 years Mag, Ppr Department preference; NPDES records are required for 3 years; 40 CFR 122.41(j)(2) Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-14 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). UTILITIES (WATER & SEWER) Recreation & Maint. Services / Utilities PW-070 Backflow Device Installation Histories P P Mag, Mfr, OD, Ppr S Yes: After 10 years Department Preference; GC §34090 Recreation & Maint. Services / Utilities PW-071 Backflow: Cross-Connection Backflow Device Inspections, Maintenance, Certifications 5 years 5 years Mag, Ppr Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Recreation & Maint. Services / Utilities PW-072 Chains of Custody - Monthly (Water testing instructions) 12 years 12 years Mag, Ppr Lead and Copper are required for 12 years or 2 compliance cycles (some compliance cycles are nine years); 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 Lead Dept.PW-073 Confined Space Entries & Logs (Permitted entries into confined spaces such as sewers and storm drains in order to comply with regulations) 3 years 3 years Mag, Ppr Code of Federal Regulations requires 3 years; 40 CFR 122.41(j)(2) Recreation & Maint. Services / Utilities PW-074 Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints regarding Drinking Water When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Mag, Ppr 5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64453(a) Recreation & Maint. Services / Utilities PW-075 Daily Water Production P P Mag, Mfr, OD, Ppr S Yes: After 10 years Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-15 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Utilities PW-076 Fire Hydrant Inspections / Flushing 10 years 10 years Mag, Ppr Department preference; GC §34090 et seq. Recreation & Maint. Services / Utilities PW-077 FOG Program (Fat, Oil & Grease)5 years 5 years Mag, Ppr Department Preference (meets State requirements); GC §34090 et seq. Recreation & Maint. Services / Utilities PW-078 Hazardous Waste Permits & Reports P P Mag, Mfr, OD, Ppr S Yes: After 10 years Department Preference; GC §34090 Recreation & Maint. Services / Utilities PW-079 Meter Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Recreation & Maint. Services / Utilities PW-080 Meter History Cards P P Mag, Mfr, OD, Ppr S Yes: After 10 years Department Preference; GC §34090 Recreation & Maint. Services / Utilities PW-081 Meter Installations / Changes When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts (the Meter History Cards) ; GC §34090 Recreation & Maint. Services / Lead Div. PW-082 Operations & Maintenance Manuals / O & M Manuals Superseded - Minimum 2 years Superseded - Minimum 2 years Mag, Ppr Department preference; GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-16 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.PW-083 Regulatory Agency Reports / Compliance Reports: Monthly and Quarterly Reports, including backup data (EPA, OSHA, RWQCB, etc.) When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Mag, Ppr Department Preference; Hazmat discharge records are required for 3-5 years; 40 CFR 122.41(j)(2) Recreation & Maint. Services / Utilities PW-084 SCADA Database (Supervisory Control and Data Acquisition)Indefinite Indefinite Yes Mag Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7 Recreation & Maint. Services / Utilities PW-085 Sewer Pump Stations / Infrastructure P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department preference; GC §34090 et seq. Recreation & Maint. Services / Utilities PW-086 Sewer System Management Plans (SSMP) and Audits, Sanitary Sewer Overflows (SSOs) 5 years 5 years Mag, Ppr Department preference; plans must be updated every 5 years, audits are required every 2 years; GC §34090 Recreation & Maint. Services / Utilities PW-087 Sewer Videos P P Mag Department Preference; GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-17 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Utilities OR Collections OR Maint. PW-089 Underground Service Alerts (USA's) -- City 3 2 years 3 2 years Ppr Department Preference (required for 3 years); the warrantee period for work done is usually 5 years, the Statute of Limitations for some work may be up to 10 years; CCP §337 et seq., GC §§4216.2(d) & 4216.3(d), 34090 Recreation & Maint. Services / Utilities PW-090 Vulnerability Assessment When Superseded - Minimum 2 years When Superseded - Minimum 2 years Mag, Ppr Confidential; GC §34090 Recreation & Maint. Services / Utilities PW-091 Water Booster Stations / Infrastructure P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department preference; GC §34090 et seq. Recreation & Maint. Services / Utilities PW-088 Water Conservation / Toilet Retrofit Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Recreation & Maint. Services / Utilities PW-092 Water Conservation Management / Water Conservation Programs (other than toilet retrofit) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §34090 et seq. Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-18 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Utilities PW-093 Water Conservation Program - Toilet Retrofit Program Includes Water Conservation Certificate, Requests, Approvals, etc. 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 10 years Department Preference (the Database will serve as the City's long term tracking for change in ownerships); meets municipal government auditing standards; GC §34090 Recreation & Maint. Services / Utilities PW-094 Water Management Database (Meter locations, histories, etc. - Now Excel) Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Recreation & Maint. Services / Utilities PW-095 Water Pressure Charts 5 years 5 years Mag, Ppr Department Preference; GC §34090 et seq. Recreation & Maint. Services / Utilities PW-096 Water Production Reports (to State DPH DHS)P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Recreation & Maint. Services / Utilities PW-097 Water Quality Reports / Consumer Confidence Reports 12 years P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department preference; State law requires 12 years, federal 10 years; 40 CFR 141.33(a); 22 CCR §64692 Recreation & Maint. Services / Utilities PW-098 Water Usage Reports P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department preference; GC §34090 et seq. Recreation & Maint. Services / Utilities PW-099 Wells, Tanks, Reservoirs P P Mag, Mfr, OD, Ppr S / I Yes: 5 years Department preference; GC §34090 Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & MAINTENANCE SERVICES (Facilities, Fleet, Parks, Recreation / Childcare, Streets, Utilities) Page R&MS-19 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & 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, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Utilities PW-100 Work Orders / Service Requests (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City preference (complies with the Clean Water Act); CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 THIS PAGE INTENTIONALLY LEFT BLANK � PRROy� � c�P � INCORPORATED 9Z � � v * �� ,o. ,9„ ,� MEMORANDUM c��FORN�P TO: CITY COUNCIL FROM: STEVEN ADAMS, CITY MANAGER BY: KITTY NORTON, EXECUTIVE ASSISTANT/DEPUTY CITY CLERK SUBJECT: CONSIDERATION OF COUNCIL APPOINTMENT TO DOWNTOWN PARKING ADVISORY BOARD DATE: OCTOBER 11, 2011 RECOMMENDATION: It is recommended the Council approve the recommendation of Council Member Joe Costello to appoint Kari Ziegler to the Downtown Parking Advisory Board. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is no fiscal impact from this action. BACKGROUND: On January 14, 1997, the City Council adopted Ordinance No. 481 C.S. amending the composition of applicable Commissions and Boards from seven to five members and adopted Resolution No. 3192 establishing Council policy as it relates to the appointment procedure to various Commissions and Boards. The Ordinance states that the Mayor and each respective member of the Council shall appoint a representative to the various Commissions and Boards subject to the approval by a majority of the Council. All Commission and Board members serve at the pleasure of the Council. ANALYSIS OF ISSUES: On January 31, 2011, Eddie EI-Helou's term on the Downtown Parking Advisory Board expired, resulting in a vacancy. A Notice of Vacancy was posted pursuant to State law and staff notified the Village Improvement Association of the vacancy in an effort to recruit interested applicants from the Downtown Parking District that are eligible to serve on the Board. On September 22, 2011, an application was received from Kari Ziegler. Council Member Costello is recommending the Council approve the appointment of Kari Ziegler to the Downtown Parking Advisory Board. The term will expire on January 31, 2015. Agenda Item 8.d. Page 1 CITY COUNCIL CONSIDERATION OF COUNCIL APPOINTMENT TO DOWNTOWN PARKING ADVISORY BOARD OCTOBER 11, 2011 PAGE 2 ALTERNATIVES: The following alternatives are provided for the Council's consideration: • Approve the recommended appointment; • Do not approve the recommended appointment; • Provide direction to staff. Attachment: 1. Application form: Kari Ziegler Agenda Item 8.d. Page 2 ATTACHMENT 1 rc�;CENED CITY OF ARROYO GRANDE SE� 2? �� List of Citizens to Serve li 300 East Branch Street ARC TY CLERKDE Arroyo Grande, CA 93420 Application to Board, Committee, or Commission PLEASE PLACE A CHECK MARK NEXT TO THE BOARD/COMMITTEE/COMMISSION FOR WHICH YOU WOULD LIKE TO APPLY (You may make more than one selection): Planning Commission Architectural Review Committee Parks and Recreation Commission Historical Resources Committee Traffic Commission Special Subcommittees �Downtown Parking Advisory Board ************************************************************************************ Date of Application � 2 d� � Name � �,��.�� `�1�v 1 Last First Home Address �u � , • Home or Cell Phone i_ _ Business Phone � _ _ E-mail address (Optional) „ Do you reside within the City limits of Arroyo Grande? Yes No /� � � pe-,r,��v T- Are you a registered voter? Yes �� No Occupation ��U �'`P� - (�(,�`�Y�--'-� Employer �'�s��v ,�� Education (Include professional or vocational licenses or certificates) j 3 S ��- I`� • Community i volvement (List organization memberships and committee assignments) �(�t.r � /�'12�rv�Y1C� �( �" � I S rr v S C � �►� S �6�/ ( G+--�•� Please describe any background, training, education or interests that qualify you as an appointee / o L�t �l ?i (htl�.P� — �,��l �' .� f � C�G��,o �fr �'u�JCI� ��r�S (P/ease attach additiona/pages if necessa� (PLEASE COMPLETE THE REVERSE SIDE OF THIS FORM) Agenda Item 8.d. Page 3 Advisory Board/Committee/Commission Application Page Z What do you see as the objectives and goals of the advisory board, committee or commission for which you are applying? �6 P �E I/ S ! � � e v Please list three (3) Arroyo Grande references. PLEASE OBTAIN PERMISSiON FROM iNDMDUALS BEFORE LISTING THEM AS A REFERENCE. Name: . �(Jdlln `i�f�.�s�" Address: Phone: Name• m T� rU �t�ss: Phone• Name: � Address: Phone: Current meeting schedules are indicated below: Planning Commission, l st and 3�d Tuesday of each month, 6:00 p.m. Parks and Recreation Commission, 2^d Wednesday of each month, 6:30 p.m. Traffic Commission, Monday before the 3�d Tuesday of each month, 7:00 p.m. Downtown Parking Advisory Board, Quarterly, 4�h Wednesday, 7:30 a.m. Architectural Review Committee, l st Monday of each month, 2:30 p.m. Historical Resources Committee, 2�d Friday of each month, 10:00 a.m. Are you willing to commit to the time necessary to fulfill the obligations of an appointment to a Board, Committee or Commission?Yes� No I hereby decfare that the foregoing information is true and complete to the best of my knowledge and belief. �� l Applic nt Sig ature D�ke / Notice to Applicants: 1. Applicants appointed by the City Council are required to take an Oath of OfFice. 2. State law and the City's Conflict of Interest Code requires that Board Members, Committee Members, and Commissioners file Statements of Economic Interests (Form 700) upon assuming ofFce, annually, and upon leaving an appointed ofFice (e.g. sources of income, loans, gifts, investments, interests in real properly within the City). 3. This application is a matter of public record and portions thereof are subject to disctosure pursuant to the California Public Records Act. - - - - - - - - - - - - - - - -�- - - - - - - - - -�- - - -�- - - - - - - - - - - - - - - - - - - - - - - - � Please return completed Application to: CITY CLERK'S OFFICE 300 East Branch Street Arroyo Grande CA 93420 � Agenda Item 8.d. Page 4 � p.RRO�� c'P � INCOAPOAATED Z M E M O RA N D U M U �� # �u�r �o, isi, ,� P 4��FORN\ TO: CITY COUNCIL ,��, FROM: TERESA MCCL.ISH,'DIRECTOR OF COMMUNITY DEVELOPMENT M� BY: MATTHEW DO'JVNING, PLANNING INTERN SUBJECT: CONSIDERATI��N OF TEMPORARY USE PERMIT CASE NO. 11-018 AUTHORIZING "HALLOWEEN IN THE VILLAGE" AND DIRECTING STAFF TO IMF'LEMENT RELATED SAFETY MEASURES INCLUDING NO PARKING 7_ONES, STREET CLOSURES AND WARNING DEVICES ON MONDAY, qCTOBER 31, 2011 DATE: OCTOBER 11, 2011 RECOMMENDATION: It is recommended the City Council adopt a Resolution approving Temporary Use Permit 11-018 to authorize H;�Iloween in the Village and direct staff to implement safety measures, including closure of East and West Branch Street between Traffic Way and Mason Street, no parking zones, and the detour of automobile traffic on Monday, October 31, 2011. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: Direct equipment and staffing costs to facilitate closure of East and West Branch Street between Traffic Way and Mason Street and establish a detour route totals $1,225 ($225 for water barricades and direc;tional signs and $1,000 for Street personnel). Funding for the event will be shared between the City and the Village Improvement Association. There is no increase in impact on staff resources projected from last year. BACKGROUND: Halloween in the Village consists of a voluntary closure of the majority of East and West Branch Street businesses on October 31 S� to allow merchants an opportunity to pass out candy to young children in a ��afe daytime environment. This loosely organized tradition has occurred for at least 13 y��ars and has been informally promoted through the Village Improvement Association (VII�). Although the event is not advertised outside of the City, attendance has steadily increased with an estimated 2,500 children participating in the last few years. To staff's knowledge, there has never been an injury or incident. However, four years ago, du�= to the increasing number of children present during the event, the Council authorized the event under the Temporary Use Permit process and implemented additional safet�� measures, including no parking on portions of East and West Branch Street, closing Short Street and directing the use of delineators, safety Agenda Item 8.e. Page 1 CITY COUNCIL TUP 11-018 OCTOBER 11, 2011 PAGE 2 OF 3 tape and caution signs. Last year East and West Branch Street were closed for the event for the first time. ANALYSIS OF ISSUES: The purpose of the Tempor�iry Use Permit, which authorizes street closure and other measures and conditions, is to increase pedestrian safety by reducing pedestrian and vehicle interaction related to the crowds of children and parents who congregate and circulate on both sides of th�= four-block core of the Village during the event. Prior to implementing the street closure, large numbers of participants filled the sidewalks at many points and crossed at uncontrolled intersections with the help of crossing guards. Full street closure and safet�r measures were successfully implemented over the last two years with no incidents observed or reported. This, year the applicant is proposing increasing the period of street closure and no parking between the hours of 2:00 PM to 6:00 PM due to further incre�ses in the number of participants and time necessary to clear vehicles from the street:>. Staff recommends closure of West and East Branch Street from Traffic Way to Mason Street including the placemE�nt of water filled barricades; placement of "No Parking" signs mounted on delineator:� 48 hours in advance on West and East Branch Street; a small section of "No Parking" signs at the corner of Mason Street and Nelson Street (to allow turning movement for commercial trucks); closure of intersections or major driveways onto East and We��t Branch Street; including Bridge Street, Short Street, the Car Corral, and Nevada StreE�t; and implementation of a detour which routes automobile and truck traffic onto Traffic Way, Nelson Street and Mason Street and delineating a widened turning lane on East Branch Street at Mason Street for commercial trucks. Last year, even though the si:reet closure was implemented successfully, it is important to note that the event was on a Sunday. This is the first year the street will be closed for any event during normal pe��k hour traffic. This will potentially result in much more significant traffic impacts. However, traffic is largely impacted anyway and the expectation has been created after last year's closure. ALTERNATIVES: The following alternatives are provided for the Council's consideration: - Adopt the attached Resolution approving Halloween in the Village and authorizing the closure of City streets and the rerouting of traffic; or - Adopt a Resolution ap��roving Halloween in the Village but denying the closure of City streets and the rerouting of traffic; or - Do not adopt a Resolu�tion; or - Provide direction to st�ff. ADVANTAGES: A full street closure will provide a safer environment for participating children and will allow the children to safely crc�ss the street at any location and help the event to operate more efficiently. This optior� does improve safety at uncontrolled intersections as Agenda Item 8.e. Page 2 CITY COUNCIL TUP 11-018 OCTOBER 11, 2011 PAGE 3 OF 3 compared to the use of crossing guards and decreases the number of Police Officers and crossing guards needed. DISADVANTAGES: • The closure of East and West Branch Street on Monday, from 2:00 PM to 6:00 PM would cause for a temporary diversion of vehicular traffic. • SCAT bus routes would be minimally impacted. • Commercial deliveries could be delayed and/or impacted and large trucks may have to be diverted to Nelson Street. • Parking would be proliibited on East and West Branch Street after 2:00 PM in order to clear the streE�t and ensure that no vehicles will be moving in the closed area when children arE� present. • The street closure �vill reduce available parking in the Village Core by approximately 100 on-�street spaces although the new and existing parking lots on Le Point Street and existing parking lot on Olohan Alley provide substantial off-street parking opportunities. • There may be complaints regarding commercial and general vehicular traffic routed through the residential neighborhood on Nelson Street. • There may be complaints regarding limiting customer access to local businesses. • Since a limited numb��r of businesses east of Mason Street participate in the event, pedestrians crc►ssing Mason Street will slow traffic turning off and onto East Branch Street, th�as reducing the ability to reroute traffic around East Branch Street. Therefore, staff is unsure of the level of traffic delay that will result. • The closing of East and West Branch Street will cause increased automotive congestion on detour outes that may be utilized by pedestrians walking to and from the event. This may act only to displace automotive and pedestrian interaction to areas thzt are less controlled. ENVIRONMENTAL REVIEW: In accordance with the Calif��rnia Environmental Quality Act (CEQA) Guidelines, staff has determined that this prc�ject is categorically exempt per Section 15301(c) of the CEQA Guidelines. PUBLIC NOTIFICATION ANI� COMMENTS: A condition of approval has been developed, which will require the applicant to notify property owners and businE�sses located within the area of street closures and/or restricted parking. In addition, the Agenda was posted in front of City Hall on Thursday, October 6, 2011. The Agenda and report were posted on the City's website on Friday, October 7, 2011. No public comments were received. Attachments 1. Map Agenda Item 8.e. Page 3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANC�E APPROVING TEMPORARY USE PERMIT CASE NO. 11-018 AUTHORIZING "HALLOWEEN IN THE VILLAGE" AND DIRECTING STAFF TO IMPLEMENT RELATED SAFETY MEASUF;ES INCLUDING NO PARKING ZONES AND STREET CLOSURE=S ON MONDAY, OCTOBER 31, 2011 WHEREAS, the Arroyo Grande `✓illage Improvement Association (VIA), acting as a coordinator for individual merchants wishin�� to participate in "Halloween in the Village," applied for a Temporary Use Permit for the purpose of ensuring the safety of the children who will be visiting various Village businesses; and WHEREAS, the implementation of safety measures including no parking zones and street closures will help to facilitate a safe Halloween for all Citizens participating in the event and traveling through the Village area; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande does hereby approve Temporary Use Permit 11-018 authorizing the following actions, subject to the conditions as set forth in Exhibit "A", attached hereto and incorporated herein by this reference: 1. The establishment of a "No Parking" zone on East and West Branch Streets between Traffic Way and Mason StreE�t between the hours of 2:OOPM and 6:OOPM; 2. "No Parking" at the corner of Mason Street and Nelson Street (to allow turning movement for commercial trucks) between the hours of 2:OOPM and 6:OOPM; 3. The closure of West and East Branch Street from Traffic Way to Mason Street between the hours of 2:OOPM and 6:OOPM; 4. The closure of intersection�� or major driveways onto East and West Branch Street including Bridge Street, Shart Street, the Car Corral, and Nevada Street between the hours of 2:OOPM and 6:OOPfv1; 5. The implementation of a detour which routes automobile and truck traffic onto Traffic Way, Nelson Street and Mason Street and delineating a widened turning lane on East Branch Street at Mason Street for commercial trucks between the hours of 2:OOPM and 6:OOPM. On motion of Council Member , seconded by Council Member , and on the following roll call vote, to wit: AYES: NOES: ABSENT: The foregoing Resolution was passed and adopted this 11`h day of October 2011. Agenda Item 8.e. Page 4 RESOLUTION NO. PAGE 2 TONY FERRARA, MAYOR ATTEST: I KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAC�ER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY Agenda Item 8.e. Page 5 RESOLUTION NO. PAGE 3 EXHIBIT "A" CONDITIONS OF APPROVAL FOR TEMF'ORARY USE PERMIT NO. 11-018 This Temporary Use Permit autfiorizes "Halloween in the Village" and directs staff to implement related safety measures including no parking zones and street closures on Monday, October 31, 2011. GENERAL CONDITIONS: 1. The applicant shall ascertain and comply with all State, County and City requirements as are applicable to this �roject. 2. The event shall occur in substantial conformance with the application and plans on file in the Community Developrr�ent Department including the attached map, attached hereto and incorporated herein b�� this reference. 3. The applicant shall com�ly with all of the Conditions of Approval for Temporary Use Permit 11-018. 4. The applicant shall agree to defend at his/her sole expense any action brought against the City, its agents, officer.�, or employees because of the issuance of said approval, or in the alternative, to relinquish such approval. The applicant shall reimburse the City, its agents, officers, or emplo�iees, for any court costs and attorney's fees which the City, its agents, officers or emplo��rees may be required by a court to pay as a result of such action. The City may, at ii:s sole discretion, participate at its own expense in the defense of any such action but suc:h participation shall not relieve applicant of his/her obligations under this condition. 5. The applicant shall notify all affected businesses and residents of street closures and parking restrictions at least 48 hours prior to the event. 6. The funds generated from the event shall be shared between the City and the Village Improvement Association. 7. The applicant shall clean up all debris associated with the event to the satisfaction of the Director of Recreation and Maintenance Services. Agenda Item 8.e. Page 6 `�.+r ,4 � .!, . � , . } a- - t� �, I �• '�'" , \: , i. � `: . 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""�" � � � 'y , " '�.,1 '} r 1�. '1 ,�ti' � � ��7' ,��r'�, ;� � ' �• .i�► � y `✓ �. �, (. , . ��, `r . , +� ,� �• � !+ ~ �, Y� -�, ' • �'\ !t� �.., .. !� 1 � • . ✓ R �/_S' _� T �` I ,� '� ,� l_ � • �r��. f \�� -{ �-. _ -' � � �i�d `�1 �� 'r. •'� � � � �.: Y `� .�.�� T �`� _ � �•�� 1 � �� i' . _ Legend Ha I loween i n th e Vi I lag e � ' No Parking � WaterBarricades Detour Route Staff Recommendation NORTH Nat to S�le THIS PAGE INTENTIONALLY LEFT BLANK Agenda Item 8.e. Page 8 � pRROV� ° �� INCORPpRATED �Z � � v « ��. �o. �s�� ,� MEMORANDUM c4��F o aN�P TO: CITY COUNCIL � FROM: TERESA McCLISH COMMUNITY DEVELOPMENT DIRECTOR BY: �,'� KELLY HEFFERNON, ASSOCIATE PLANNER SUBJECT: CONSIDERATION OF JOINING THE STATEWIDE STORMWATER COALITION TO PARTICIPATE IN THE STATE APPROVAL PROCESS FOR DRAFT STORMWATER PERMITTING REGULATIONS DATE: OCTOBER 11, 2011 RECOMMENDATION: It is recommended the City Council approve City participation in the Statewide Stormwater Coalition. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: No impact on financial and personnel resources is projected for joining the Statewide Stormwater Coalition. It is unknown at this time what the financial and personnel impacts will be with approval of the proposed draft National Pollutant Discharge Elimination System (NPDES) Permit. Currently, there is not a specific General Fund allocation for stormwater management, although Recreation and Maintenance Services and Community Development Department staff currently share the responsibility for implementing the measures outlined in the Stormwater Management Plan (SWMP). BACKGROUND: The National Pollutant Discharge Elimination System (NPDES), created by the Federal Clean Water Act amendments of 1972, requires municipalities and other public institutions to reduce or eliminate water pollution that results from rain runoff carried through storm drain systems and into natural waterways. In California, compliance with the Federal mandate is initially the responsibility of the State Water Resources Control Board (SWRCB). The State meets its obligations by requiring other State and local agencies, such as cities, counties, and school districts, to comply with the provisions contained in "Waste Discharge Requirements for Storm Water Discharges from Small Municipal Separate Storm Sewer Systems", a document prepared and adopted by the State and commonly referred to as the "General Permit" or "General Phase II Stormwater Permit". The City of Arroyo Grande ("City") and other regulated entities comply with the provisions of the General Permit by developing and implementing a Stormwater Management Plan (SWMP). Agenda Item 8.f. Page 1 CITY COUNCIL CONSIDERATION OF JOINING THE STATEWIDE STORMWATER COALITION TO PARTICIPATE IN THE STATE APPROVAL PROCESS FOR DRAFT STORMWATER PERMITTING REGULATIONS OCTOBER 11, 2011 PAGE 2 OF 4 On June 7, 2011, the SWRCB issued a draft NPDES Permit (Permit) for public review with comments due by September 8, 2011. This Permit would replace the existing permit that the City is operating under. Numerous public agencies around the State have raised serious concerns about the new regulations. City staff reviewed the proposed new regulations (outlined below under Analysis of Issues) and the concerns of other agencies and generally agrees with other local agency viewpoints, which are summarized as follows: • The new regulations exceed the Federal mandate without providing additional funding, which is in violation of the State Constitution; • The new regulations significantly expand the program from six major areas to twelve; and • Cornpliance costs will increase considerably during a time of severe fiscal constraints. ANALYSIS OF ISSUES: The Statewide Stormwater Coalition ("SSC") is a recently formed group of over sixty (60) local governments and organizations concerned about the draft Permit, specifically the cost and feasibility of the Permit and its impact on local business communities (see Attachment 1 for current membership list). The primary purpose of the SSC is to facilitate the dissemination and sharing of information about the draft Permit among local agencies, and to build a unified voice to more effectively respond to the State's proposals. There is also a sense that member agencies are concerned not only about the implications of the draft Permit, but also about the apparent lack of consideration or understanding of the financial and technological challenges faced by local agencies in this area of regulation. The City's participation in this organization would be an effective path to continue to express our concerns. Members of the SSC desire to maintain and improve water quality within our State, but only if it is done through reasonable implementable regulation enacted over a reasonable period of time. To date, the Cities of Atascadero, Morro Bay, Paso Robles, Pismo Beach and San Luis Obispo have joined the SSC, as well as the County of San Luis Obispo. More information about the SSC can be found at www.stormwatercosts.com. Listed below are the existing and proposed additional Permit requirements: Existinq Permit Requirements: 1. Public Education and Outreach (expanded in the draft Permit) 2. Public Participation and Involvement (expanded in the draft Permit) 3. Illicit Discharge Detection and Elimination (Substantially expanded in the draft Permit) 4. Construction Site Run-Off Control (expanded in the draft Permit) 5. Post Construction Stormwater (substantially expanded from the draft Permit) Agenda Item 8.f. Page 2 CITY COUNCIL CONSIDERATION OF JOINING THE STATEWIDE STORMWATER COALITION TO PARTICIPATE IN THE STATE APPROVAL PROCESS FOR DRAFT STORMWATER PERMITTING REGULATIONS OCTOBER 11, 2011 PAGE30F4 6. Pollution Prevention/Good Housekeeping for Municipal Operations (expanded in the draft Permit) Additional, New Permit Requirements Proposed: 1. Expanded Program Management Activities: a. Expansion of existing authority b. Multiple local ordinance revisions c. Highly-detailed annual analysis of staffing, budgeting, and enforcement actions d. More detailed annual reporting 2. Trash Reduction Program: a. Require at least 20% of areas zoned commercial/retail/wholesale to install trash capture structural controls, together with a new enforcement ordinance 3. Industrial/Commercial Facility Runoff Control Program: a. Requires annual inventories and assessments of every commercial and industrial business b. Requires every commercial or industrial business to develop and install/implement Stormwater Best Management Practices c. Requires regular inspections of commercial/industrial facilities with appropriately trained staff 4. Receiving Water Monitoring: a. Requires ongoing detailed water monitoring of stormwater for dissolved oxygen, turbidity, conductivity, pH, temperature, pathogen indicators, phosphorous, orthophosphate, nitrogen, nitrate, ammonia, physical habitat conditions, sediment toxicity and sediment pollutants rotated to monitor at least 10% of the permitted area (by population) per year 5. Program Effectiveness Assessment and Improvement: a. Requires development and implementation of an ongoing assessment and improvement program for all elements of the stormwater program and including a new "municipal watershed pollutant load quantification" requirement 6. Total Maximum Daily Load Compliance Requirements: a. Integrates existing water quality orders into the municipal stormwater program Although staff recognizes the importance of environmental stewardship, the expanded programs will require implementation actions that exceed Federal requirements. All State requirements, above and beyond Federal requirements, are State mandates and should be State funded or removed from the Permit. Article XIII B, Section 6 of California's Constitution requires the State to reimburse local governments for any new State- mandated programs or higher levels of service; no additional funding or comprehensive response to these important fiscal issues has been provided by the State. Agenda Item 8.f. Page 3 . CITY COUNCIL� CONSIDERATION OF JOINING THE STATEWIDE STORMWATER. COALITION TO PARTICIPATE IN THE STATE APPROVAL PROCESS FOR DRAFT STORMWA"fER PERMITTING REGIILAI"IONS � OCTOBER�11, 2011 PAGE 4 OF 4 . Major revisions to the urban stormwater program at the State level may be premature. . Title 40 of the Code of Federal Regulations, Section 122.34(e)(2), states: . "Guidance: EPA strongly recommends that until [EPA] evaluation of the storm water program [after December 10, 2012], no additional requirements beyond the minimum control measures be imposed on regulated [entities] without the agreement�of the operator..., except where an approved Total Maximum Daily Load or equivalent analysis provide adequate information to develop more speci�fic measures to protect water quality." To date, no analysis equivalent to that required for a Total Maximum Daily Load clean-up order has been developed to support the new requirements. The draft Permit, as written, may have a significant impact upon City resources and operations; at the same time, no analysis linking the changes to enhanced water quality has been conducted, as suggested by the Federal standard. Staff submitted a letter (Attachment 2) to SWRCB on September 8, 2011 outlining our initial comments to ensure that our concerns were entered into the record. As the process moves forward, staff will update the City Council as necessary. ALTERNATIVES: The following alternatives are presented for Council's consideration: 1. Direct staff to join the SSC; 2. Do not direct staff to jo,in the SSC; 3. Provide other direction to staff. ADVANTAGES: Joining the SSC will provide an effective path for the City to voice its concerns to the SWRCB about the draft Permit and allow the City to share information about the draft Permit with other local agencies. DISADVANTAGES: There are no known disadvantages associated with joining the SSC. ENVIRONMENTAL REVIEW: No environmental review required for this item. PUBLIC NO"fIFICATION AND COMNIENTS: The Agenda was posted in �front of City Hall on Thursday, October 6, 2011. The � Agenda and repo�t were posted on the City's website on Friday, October 7, 2011. No � public comments were received. Attachments: _ 1. Comment Letter to the State Water Resources Control Board 2. Statewide Stormwater Coalition Members List Agenda Item 8.f. . Page 4 Who Are We? � StormwaterCosts.com � ATTACHMENT 1 StormwaterCosts.com � Who Are We? . � . � � The Statewide Stormwater Coalition(SSC)is a group of over 60 local governments and organizations concerned about the recently issued draft Phase II municipal stormwater permit,specifically the cost and feasibility of the � permit;and its impact upon the local business communities that are the economic backbone of the state. The SSC membership has a strong desire to maintain and improve water quality within our state. However it . must be done through reasonable implementable regulation enacted over a reasonable period of time. If you�organization would like to become a member of the coalition or has questions about the SSC,email sbigl ey(�roseville.ca.us � Members of the Sfate��de Stormwater Coalition: � � � ■ City of Atascadero ' . � ■ City of Auburn � � ■ City of Benicia ' ■ City of Carmel-by-the-Sea . � . . ■ City of Ceres . � , ■ City of Davis . . ■ City of Del Rey Oaks ' ■ City of Eureka � � � � � � ■ City of Hughson . , � ■ City of Lincoln � . . . . ' ■ City of Lodi � � � . . ' � ' . � ■ City of Lompoc . � � ' ' . Town of Loomis ■ City of Manteca , • ' ■ City of Marina � � � ■ City of Monterey . ■ City of Morgan Hill ■ City of Morro Bay . • ■ City of Napa . ' ■ City of Newman . ■ City of Pacific Grove ■ City of Paso Robles ■ City of Patterson � ■ City of Pet�►luma . ■ City of Pismo Beach ■ City of Place�ville ' ■ City of Redding . Agenda Item 8.f. � Page 5 http://ww�v.stormwatercosts.com/?page_id=19 9/28/2011 Who Are We? � StormwaterCosts.com Page 2 of 2 ■ City of Riverbank a City of Rocklin ■ City of Roseville . ■ City of Salinas � ■ City of San Luis Obispo . ■ City of Sand City ■ City of Santa Maria � � ■ City of Seaside ■ City of Soledad � � ' ■ City of Solvang ■ City of Sonoma ■ City of Tracy � ■ Town of Truckee . . . ■ City of Watsonville " . ■ City of Woodland ■ City of YuUa City . ■ County of Butte ■ County of Monterey ■ County of Placer . ■ County of San Bernardino � ■ County of San Luis Obispo ■ County of Santa Cruz . ' ■ County of Shasta ■ County of Sonoma ■ County of Stanislaus � e County of Yolo . ■ Los Osos CSD � � ■ San Francisco Public Utilities Commission ■ California State Association of Counties ■ Regional Coalition of Rural Counties ■ League of California Cities � ■ California Chapter of the American Public Works Assocation . ■ William Jessup University(Rocklin) ■ Nionterey Regional Stormwater Program ■ Coalition for Adequate School Housing ■ Valley Contractors Exchange � ■ Santa Cruz County Building Exchange ■ S�n Luis Obispo Chamber of Commerce ■ Shasta County Water Agency ' StormwaterCosts.com ' Agenda Item 8.f. Page 6 http://www.stormwatercosts.com/?page_id=19 9/28/201 l �cirv oF ATTACHMENT 2 � • ' ' � • . CITY OF �- R ROJYO` ��RAI�i�D/��' q � .�- _..� _. .� _. J _ J _� .... ��, .�_. a .�J �J ` �CALIFORNIA � CALIFORNIA September 8, 2011 Jeanie Townsend, Clerk to the Board State Water Resources Control Board P.O. Box 100 Sacramento, CA 95812-2000 . Subiect: Comment Letter— Phase II Small MS4 General Permit Dear Ms. Townsend: The City of Arroyo Grande ("City") appreciates this opportunity to comment on the draft Genera'I National Pollution Discharge Elimination System ("NPDES") Permit for Stormwater Discharges from Small Municipal Separate Storm Sewer Systems ("Draft MS4 Permit"). As a small municipality that is economically - dependent on local retail and services, the City has a strong interest in supporting permit requirements that will aid the City in maintaining the quality of its water resources. Although the City recognizes the importance of environmental stewardship, it is deeply concerned that the Draft MS4 Permit is unachievable as proposed. The City has placed water quality and creek preservation as a high priority and has . funded technical studies specific to its local hydrologic conditions so that creek protection projects may be implemented strategically over time. The draft permit contains substantial changes and additions, many of which have little applicability to this small corrimuriity and impose a tremendous burden on the City's very limited staff and funding resources. In addition to clearly exceeding the federal mandate in nearly every area of regulation, the draft permit fails to provide a single funding source in accordance with Article XIII B, Section 6 of the California Constitution. All draft permit provisions above and beyond the federal requirements should be State funded or removed from the permit. The City does not have the ability to fund and thus implement the proposed draft permit provisions. As an alternative; the City recommends that the State Water Resources Control Board work with the State legislature to amend Proposition 218 so that small MS4s may properly fund stormwater programs instead of adopting additional � requirements. Any inefficacy of stormwater programs of small MS4s is the direct result of inadequate funding. These programs are not adequately funded, Agenda Item 8.f. Page 7 COMMUNITY DEVELOPMENT DEPARTMENT • 300 E. Branch Street • Arroyo Grande, California 93420 Phone: (805) 473-5420 • EAX: (805) 473-0386 • E-mail: agcity@arroyogrande.org • Website: www.arroyogrande.org �\` ` .. because the programs were established after the passage of Proposition 218 in 1996 (the "Right to Vote on Taxes AcY') which requires that all new fees be approved by two-thirds of those residing in the area affected by the fee. This effectively prevents small MS4s from establishing stormwater fees similar to water and wastewater utilities. Therefore, small MS4 stormwater programs must compete for funding with other municipal services such as police and fire protection, which generally receive a higher priority. In conclusion, the City urges your Board to reconsider the draft permit in light of the current fiscal challenges faced by the State and local governments. There is ' much more value in efficient State-local partnerships than in the unfunded centralized regulatory approach found in the proposal. Please note that these comments represent a preliminary response to the Draft MS4 Permit since City staff did not have sufficient resources to respond in a comprehensive manner within the time allotted. The City trusts that your Board can resolve our mutual desire to protect and enhance our water resources with serious attention to the � fiscal challenges we are all facing. Thank you again for the opportunity to provide comments on the draft permit, and please do not hesitate to contact me should you have any questions or concerns. Sincerely, � � � w � � � � Teresa McClish, AICP Community Development Director � Agenda Item 8.f. Page 8 F PRR�►'O ° �-� �' tNCOHPOnAT�D � � _.� T MEMORANDUM � �u�� ,c. ,e,r �, c��FORN�P TO: CITY COUNCIL �� FROM: TERESA McCLISH, COMMUNITY DEVELOPMENT DIRECTOR BY: MIKE LINN, ASSISTANT CITY ENGINEER SUBJECT: CONSIDERATION OF ACCEPTANCE OF THE TRAFFIC WAY EXTENSION ASPHALT OVERLAY AND CITYWIDE DIGOUT PROJECT, PW 2011-04 DATE: OCTOBER 11, 2011 RECOMMENDATION: It is recommended the City Council: 1 . Accept the project improvements as constructed by Ferravanti Grading & Paving, Inc. in accordance with the plans and specifications for the Traffic Way Extension Asphalt Overlay and Citywide Digout Project; 2. Direct staff to file a Notice of Completion; and 3. Authorize release of the retention, thirty-five (35) days after the Notice of Completion has been recorded, if no liens have been filed. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The Capital Improvement Budget for Fiscal Years 2010/11 and 2011/12 included S851,371 for the Pavement Management projects; involving the Traffic Way Extension and Citywide Digout Project and the 2011 Street Resurfacing Project. The 2011 Street Resurfacing Project is currently under construction. The actual total construction project cost for the subject project, including authorized construction changes, is $341,566. The total cost of the project, including all design, construction, contract administration and testing costs is approximately $345,000. The recommendation will not result in any significant addition impact on staff resources. BACKGROUND: On June 28, 2011, Council awarded a construction contract to perform the Traffic Way Extension and Citywide Digout Project to Ferravanti Grading & Paving for $314,362 and authorized the City Manager to approve change orders in the amount of $31,436. The project scope of work included reconstruction of Traffic Way Extension and selected pavement repairs (digouts) to streets scheduled for resurfacing as part of the 2011 Street Resurfacing Project. Agenda Item 8.g. Page 1 CITY COUNCIL CONSIDERATION OF ACCEPTANCE OF THE TRAFFIC WAY EXTENSION ASPHALT OVERLAY AND CITYWIDE DIGOUT PROJECT, PW 2011-04 OCTOBER 11, 2011 PAG E 2 ANALYSIS OF ISSUES: The contractor has completed the work in accordance with the approved plans and specifications. There are no outstanding issues. Staff continually monitors the actual constructed quantities and contingencies expended during a project to ensure that the finances stay within the awarded construction amount. Since savings were realized on the project, staff directed the contractor to perForm additional pavement repairs on a portion of the failing sections of James Way. The City's field crews will perform the remaining repairs along James Way during the next year as time is available. ALTERNATIVES: The following alternatives are provided for the Council's consideration: - Approve staff's recommendations; - Do not accept the project; - Accept the project, but do not authorize release of retention; or - Provide direction to staff. ADVANTAGES: The project is complete. Accepting the improvements will allow staff to close out the project and return any remaining funds to the fund balance. DISADVANTAGES: The disadvantage of accepting the improvements would be if subsequent deficiencies in the work are identified. However, the contract documents include a one-year warranty period for the contractor to address any construction defects that may arise. ENVIRONMENTAL REVIEW: The project is categorically exempt from CEQA pursuant to Section 15301(c). PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, October 6, 2011. The Agenda and report were posted on the City's website on Friday, October 7, 2011. No public comments were received. Attachment: 1. Notice of Completion Agenda Item 8.g. Page 2 R1=�ORUING REQUESTCD [3�' ATTACHMENT I AND V4'HEN RLCORDCD RGTURN TO: CIT�Y CLERK CITY OF ARROYO GRANDE 300 GAST BRANCII S"1`REET r1RROti'O GRANDG, CA 9.i-121 NOTICE OF COMPLETION NOTICE IS HEREBY GIVGN THAT: I. The undersi��ncd is o�ti�ner or a�,ent of o�vner of the interest or estate or ihe pr��pert}� hereinafter described as stated below. 2. The FULL NAMF. of the OWNER is: The C'rh'n%;Irrn�o Gruncle 3. Thc FULL, nDDRGSS ofthe OWNER is: 300 Eusv B�•anch.Sn•ee� .�Irrot•u Grunclr C'u(i%rniu 93-1?0 �l. The NA'i�URG OF THE INTEREST or ESTATE of the undersigned is: rrrl�e i. "I�IiC FULL NAN1E and FULL ADDRESS at ALL PERSONS, if an�. �vho hold such interest or estate �+ith the undersi�ned as JOINT "I'ENANTS or as"T��NANTS IN COMMON are: NAMCS ADDRESSES Nc»�r 6. TIiE FULL NAMGS and FULL ADDRESSES of the PREDECESSOR'S in interest of the undersigned if the property�vas transferred subsequent ro the conunencement of the �vork of impro��cments hcrein retermd to: NAMES ADDRESSES ;�'l)l1 E' 7. All work of improvement on the propern� hereinalter describcd�+as CONiPLF.TFD Sepr�mher j0 301! 8. "The NAME 01=THE ORIGINAL CONTRAC"I�OR, it am�, for such �tiork of improvement is: Ferrurunli G�•uc/ing cl /'ui�ing 9. The street address of said property is: rVc,m 10. The property on �vhich said �aork of improvernent �vas campleted is in the Cit��of Arroyo Grande,County of San Luis Obispo, State of Calil�ornia, and is deseribed as follo�vs: Ti•afJic {I'ui'E_�lenciur�.-I cnhc�ll Oi�u•laZcrnd Ci�l�i�ide Digoa�t Prtjecl P�1'?011-0-! Verification of NON-INDIVIDIIAL o�+ner: I, the undersigned, declare under penalty af perjury under the la�vs of the State of California that I am the Community Developrnent Director of th� aforesaid interest or estate in the property described in the above notice; that I have read the said noticc, that I knaw and understand the contents thereol�, and tlie facts stated therein are true and correct. Teresa McClish, Communih� Development Director October I I, ?01 l, Arroyo Grande. California -- CND OF DOCUMENT-- Agenda Item 8.g. Page 3 THIS PAGE INTENTIONALLY LEFT BLANK Agenda Item 8.g. Page 4 CITY COUNCIL CONSIDERATION OF ACCEPTANCE OF THE LE POINT STREET IMPROVEMENTS AND PUBLIC PARKING EXPANSION PROJECT, PW 2011-02 OCTOBER 11, 2011 PAG E 2 sidewalk on the south side. Three terraces provide a two-way driveway aisle with perpendicular parking spaces on each side, connected by sloped access driveways and separated by low retaining walls and shallow bio-swales below each terrace. The existing access driveway to the City's public parking lot behind 215 East Branch Street is extended west to connect to the existing 34 space leased public parking lot driveway from Le Point Street to provide secondary access. ANALYSIS OF ISSUES: The contractor has completed the work in accordance with the approved plans and specifications. There are no outstanding issues. The project scope of work included the installation of high pressure sodium parking lot lighting. During construction, staff investigated substituting LED lighting fixtures as an energy conservation measure, receiving future cost credits from PG&E. Upon receiving approval from PG&E, staff issued a request for quote for the differential material price to perform the substitution. Unfortunately, staff and the subcontractor could not reach resolution during cost negotiations and staff removed the lighting assemblies (poles and fixtures) from the contract accordingly. All the other elements of the lighting installation (conduit installation, pole foundations, etc.) were installed in accordance with the contract documents. Staff will advertise the lighting assembly project for the parking lot for installation as a separate project. ALTERNATIVES: The following alternatives are provided for the Council's consideration: - Approve staff's recommendations; - Do not accept the project; - Accept the project, but do not authorize release of retention; or - Provide direction to staff. ADVANTAGES: The project is complete. Accepting the improvements will allow staff to close out the project and return any remaining funds to the fund balance. DISADVANTAGES: The disadvantage of accepting the improvements would be if subsequent deficiencies in the work are identified. However, the contract documents include a one-year warranty period for the contractor to address any construction defects that may arise. ENVIRONMENTAL REVIEW: The project is categorically exempt from CEQA pursuant to Section 15301(c), Agenda Item 8.h. Page 2 R�CORDING RLQUGSTED [3Y ATTACHMENT 1 nND �VHL-'.N RECORDCD R�TURN TO: CITY CLERK C1TY OF ARROYO C,RANDG �00 EAST E3RANCH STREE"I' ARROYO GRANDE, CA 9;-120 NOTICE OF COMPLETION NOTICE IS HERGE3Y GIVEN THAT: I. The und�rsi`ned is owner or agent of o�ti ner of thc interest or estate or the propert. hereinafter described as stated belo�v. ?. The FULL NAMG of the OWNER is: Tlic�C'i�i�o�.-Irroi n Grande 3. The f-'IILI. ADDRESS of the OWNER is: 300 F.�usr L3rcn�r{i Sn•�e1, .-lrrui'u Gru�lcle C'a/ijorniu 93-!_'0 �4. The NATURF.OF'I�HG INTCREST or�STATF,ot�the undersi��ned is: i��je� i. THE FULL NAMG and FULL ADDRESS of ALL PERSONS, if am�, �vho hold such interest or estate with the undersigned as JOINT TENAN"I'S or as TCNANTS IN CON1MON are: NAM�S ADDRESSES Id�»r� 6. T}�E FLILL NAMES and �ULL t1DDRESSES of the PREDECESSOR'S in interest of the undersigned if the property�was transferred subsequent to ►he commencement ot the �+ork of improvements herein referred to: NAMES ADDRGSSFS Nonc 7. All �a•ork of improvcment on the properh�hereinatier described�vas COMPLETCD .4:rgrrsl l I, ?0I l S. The N.4M� OF TI lE ORIGINAL CONTRACTOR, if an}', for such ��ork of improvement is: Bror�h Cons�r•rrc�lrtui !nt•. 9. The street address of said propen��is: r�'on� 10. The propert)'on which said�vork of improvement �vas completed is in the Cit��of Arroyo Grande. Cnunty of San Luis Obispo, State of California, and is described as follow�s: L� Puriu,Sn•e�� /�ii�>r•rn•��nieir�s�n��l Purkr�rg Lo�E.�P��nsiun Proj�c�l, Pif'?01/-02 Verification of NON-INDIVIDUAI. o��•ner: I, the und�rsi�ned, declare under penalt�� of perjury under the laws of the State of Califbrnia that I am the Community Development Director of the aforesaid interest or estate in the propern� described in the above notice; that 1 have read the said notice, �hat I kno�v and understand the contents thereof. and the tacts stated therein are true and correct. Teresa McClish, Community Development Dircctor Octobcr I I, ?01 I,Arroyo Grande,California -- END OF DOCUMENT-- Agenda Item 8.h. Page 4