Lakeport City Council Agenda Packet

AGENDA
REGULAR MEETING OF THE LAKEPORT CITY COUNCIL

(ALSO MEETS AS THE CITY OF LAKEPORT MUNICIPAL SEWER DISTRICT, THE LAKEPORT INDUSTRIAL
DEVELOPMENT AUTHORITY, THE MUNICIPAL FINANCING AGENCY OF LAKEPORT and THE SUCCESOR
AGENCY TO THE FORMER LAKEPORT REDEVELOPMENT AGENCY)
Tuesday, January 16, 2018
City Council Chambers, 225 Park Street, Lakeport, California 95453
Any person may speak for three (3) minutes on any agenda item; however, total public input per item is not to exceed 15 minutes, extended at the discretion of the
City Council. This rule does not apply to public hearings. Non-timed items may be taken up at any unspecified time.
CLOSED SESSION: 5:30 p.m
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov. Code § 54956.8)
1. 800 N. Main Street, APN 025-601-07
Agency Negotiator: City Manager Silveira
Negotiating Party: Superintendent Lieferman
Under Negotiation: Price and Terms of Payment
2. 810 N. Main Street, APN 025-601-04
Agency Negotiator: City Manager Silveira
Negotiating Party: George Hotaling
Under Negotiation: Price and Terms of Payment
I. CALL TO ORDER & ROLL CALL: 6:00 p.m.
II. PLEDGE OF ALLEGIANCE:
III. ACCEPTANCE OF AGENDA: Move to accept agenda as posted, or move to add or delete items.
Urgency Items: To add item, Council is required to make a majority decision that an urgency
exists (as defined in the Brown Act) and a 2/3rds determination that the need to
take action arose subsequent to the Agenda being posted.
IV. CONSENT AGENDA: The following Consent Agenda items are expected to be routine and noncontroversial. They will be acted upon by
the Council at one time without any discussion. Any Council Member may request that any item be removed from
the Consent Agenda for discussion under the regular Agenda. Removed items will be considered following the
Consent Calendar portion of this agenda.
A. Ordinances: Waive reading except by title, of any ordinances under consideration at this
meeting for either introduction or passage per Government Code Section 36934.
B. Minutes: Approve minutes of the City Council regular meeting of January 2, 2018.
C. Warrants: Approve the warrant registers of January 5, 2018.
D. Retention Schedule Revisions: Adopt the proposed resolution adopting a records retention schedule, and
authorizing destruction of certain City records and rescinding Resolution No.
2614 (2017)
E. Professional Services Agreement: Approve and authorize the City Manager to execute the proposed professional
services agreement with Paul Curren dba Curren Consulting.
V. PUBLIC PRESENTATIONS/REQUESTS:
A. Citizen Input: Any person may speak for 3 minutes about any subject within the authority of the City Council, provided that the
subject is not already on tonight’s agenda. Persons wishing to address the City Council are required to complete a
Citizen’s Input form and submit it to the City Clerk prior to the meeting being called to order. While not required,
please state your name and address for the record. NOTE: Per Government Code §54954.3(a), the City Council
cannot take action or express a consensus of approval or disapproval on any public comments regarding matters
which do not appear on the printed agenda.
B. Proclamation: Presentation of a Proclamation honoring Robert Ray’s 45 years of service to the
Fire Service in Lake County.
VI. COUNCIL BUSINESS:
A. Community Development Director
1. Cannabis Fee Resolution Adopt the proposed resolution establishing fees for the processing of
commercial cannabis permit applications consistent with processes outlined in
Chapter 5.34 of the Lakeport Municipal Code which permits and regulates
commercial cannabis activities within the City of Lakeport.
B. Finance Director
1. Mid-Year Budget Review Approve the amendment to the fiscal year 2017-18 City budget as recommended
by staff.
City Council Agenda of January 16, 2018 Page 2
2. Recognized Obligation Sitting as the Successor Agency to the former Lakeport Redevelopment Agency,
Payment Schedule 18-19 approve the Recognized Obligation Payment Schedule 18-19 for the period of
July 1, 2018 through June 30, 2019 for presentation and adoption by the
Lakeport Redevelopment Oversight Board
C. Public Works Director
1. Camera Van Purchase Authorize the City Manager to sign the associated purchase order and purchase
agreement for a Weco Industries Multi-Conductor Main Line TV Van for
$242,672.04
D. Administrative Services Director
1. Master Salary Schedule Adopt a proposed Resolution creating and affirming the City of Lakeport’s (City)
master pay schedule for all represented employee classifications and all
unrepresented employees covered by a Compensation Plan so that the City is in
compliance with the requirements of the California Code of Regulations, title 2,
section 570.5 and the California Public Employees’ Retirement System (CalPERS)
relating to publically available pay schedules.
VII. CITY COUNCIL COMMUNICATIONS:
A. Miscellaneous Reports, if any:
VIII. ADJOURNMENT:
Materials related to an item on this Agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerk’s Office at 225
Park Street, Lakeport, California, during normal business hours. Such documents are also available on the City of Lakeport’s website, www.cityoflakeport.com, subject to
staff’s ability to post the documents before the meeting.
The City of Lakeport, in complying with the Americans with Disabilities Act (ADA), requests individuals who require special accommodations to access, attend and/or
participate in the City meeting due to disability, to please contact the City Clerk’s Office, (707) 263-5615, 72 hours prior to the scheduled meeting to ensure reasonable
accommodations are provided.
_______________________________________
Hilary Britton, Deputy City Clerk
MINUTES
REGULAR MEETING OF THE LAKEPORT CITY COUNCIL
(ALSO MEETS AS THE CITY OF LAKEPORT MUNICIPAL SEWER DISTRICT, THE LAKEPORT INDUSTRIAL DEVELOPMENT AUTHORITY, THE
MUNICIPAL FINANCING AGENCY OF LAKEPORT and THE SUCCESOR AGENCY TO THE LAKEPORT REDEVELOPMENT AGENCY)
Tuesday, January 2, 2018
City Council Chambers, 225 Park Street, Lakeport, California 95453
I. CALL TO ORDER & ROLL CALL: Mayor Turner called the meeting to order at 6:00 p.m., with Council Members
Barnes, Mattina, Parlet, and Spurr present.
II. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Tom Engstrom.
III. ACCEPTANCE OF AGENDA: A motion was made by Council Member Mattina, seconded by Council Member
Parlet, and unanimously carried by voice vote to accept agenda as posted.
Urgency Items:
IV. CONSENT AGENDA: The following Consent Agenda items are expected to be routine and noncontroversial. They will be acted upon by
the Council at one time without any discussion. Any Council Member may request that any item be removed from
the Consent Agenda for discussion under the regular Agenda. Removed items will be considered following the
Consent Calendar portion of this agenda.
A. Ordinances: Waive reading except by title, of any ordinances under consideration at this
meeting for either introduction or passage per Government Code Section 36934.
B. Minutes: Approve minutes of the City Council special meeting of December 14, 2017 and
the regular meeting of December 19, 2017.
C. Warrants: Approve the warrant registers of December 20, 2017.
Vote on Consent Agenda: A motion was made by Council Member Parlet, seconded by Council Member
Barnes, and unanimously carried by voice vote to approve the consent agenda,
items A-C.
V. PUBLIC PRESENTATIONS/REQUESTS:
A. Citizen Input: There was no input offered by the public.
VI. COUNCIL BUSINESS:
A. Community Development Director
1. Second Reading: Commercial The staff report was presented by Community Development Director Ingram.
Cannabis Ordinance
Rick Kemp spoke in favor of the ordinance citing the tax benefits of cannabis
sales. Michael Green thanked the Council for the thorough review.
A motion was made by Council Member Parlet, seconded by Council Member

Barnes, and unanimously carried by voice vote to approve the proposed
ordinance adding Chapter 5.34 and amending Chapters 17.08, 17.10, 17.11 and
17.13 of the Lakeport Municipal Code to permit and regulate commercial
cannabis operations within the City of Lakeport with the added reference of
AB133 in the “Whereas” section.
B. City Clerk
1. Mayoral Appointments and The staff report was presented by City Clerk Buendia
Resolution Appointing
Representatives to League of 1. Mayor Turner appointed Council Members as liaisons to various Boards,
California Cities positions: Committees, and Commissions (see attached table);
and
A motion was made by Council Member Mattina, seconded by Council Member

Parlet, and unanimously carried by voice vote to adopt a resolution appointing
Mayor Turner and Mayor Pro Tem Barnes to represent and vote on behalf of the
City at the League of California Cities, Redwood Empire Division Business
City Council Minutes of January 2, 2018 Page 2
meetings and represent the City and vote at Division Legislative Committee
meetings.
VII. CITY COUNCIL COMMUNICATIONS:
A. Miscellaneous Reports, if any: City Manager Silveira gave no report.
City Attorney Ruderman gave no report.
Public Works Director Grider gave no report.
Finance Director Walker gave no report.
Administrative Services Director Buendia gave no report.
Police Chief Rasmussen gave no report.
Community Development Director Ingram gave no report.
Council Member Spurr gave no report.
Council Member Parlet thanked Public Works Director Grider for the explanation
on the asphalt problem on Main Street, as related to the asphalt mix. He also
relayed comments from a participant in the Christmas light contest.
Council Member Mattina wished everyone a Happy New Year.
Council Member Barnes gave no report.
Mayor Turner gave no report.
VIII. ADJOURNMENT: Mayor Turner adjourned the meeting at 6:32 p.m.
Materials related to an item on this Agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerk’s Office at 225
Park Street, Lakeport, California, during normal business hours. Such documents are also available on the City of Lakeport’s website, www.cityoflakeport.com, subject to
staff’s ability to post the documents before the meeting.
The City of Lakeport, in complying with the Americans with Disabilities Act (ADA), requests individuals who require special accommodations to access, attend and/or
participate in the City meeting due to disability, to please contact the City Clerk’s Office, (707) 263-5615, 72 hours prior to the scheduled meeting to ensure reasonable
accommodations are provided.
______________________________________
Mireya Turner, Mayor
Attest:
__________________________________
Kelly Buendia, City Clerk
City Council Minutes of January 2, 2018 Page 3
LAKEPORT CITY COUNCIL

EFFECTIVE JANUARY 2, 2018
LIAISONS TO COMMISSIONS, BOARDS, COMMITTEES
LIAISONS
2017 2018
Lakeport Fire Protection District Council Member Barnes Mayor Mayor Pro Tem Barnes
Pro Tem Turner, Alt. Mayor Turner, Alt.
Lakeport Regional Chamber of Commerce Mayor Pro Tem Turner Mayor Mayor Turner
Mattina, Alt. Council Member Mattina, Alt.
Lakeport Main Street Association Council Member Spurr Council Member Spurr
APPOINTMENTS
2017 2018
League of California Cities Mayor Pro Tem Turner Mayor Turner
Redwood Empire Division Mayor Mattina Council Member Mattina
Division Business Meeting Voting Delegate
League of California Cities Mayor Pro Tem Turner Mayor Turner
Redwood Empire Division Mayor Mattina Council Member Mattina
Legislative Committee Voting Delegate
Lake County/City Area Planning Council Mayor Mattina Council Member Mattina
Council Member Parlet Council Member Parlet
Council Member Spurr Council Member Spurr
Alt. Alt.
County of Lake Solid Waste Management Council Member Spurr Council Member Spurr
Task Force Mayor Pro Tem Turner Mayor Turner
SB 621 Indian Gaming Funds Committee Council Member Spurr Council Member Spurr
Council Member Barnes Mayor Pro Tem Barnes
Local Agency Formation Commission Mayor Mattina Council Member Mattina

LAFCO Alternate* Council Member Parlet
*Rotates to City in 2018 and 2019
Invasive Species Task Force Committee Council Member Parlet Council Member Parlet
Clean Water Program Committee Council Member Parlet Council Member Parlet
Lakeport Unified School District Committee Mayor Mattina Council Member Mattina
Mayor Pro Tem Turner Mayor Turner
Oversight Board of the Former Lakeport Mayor Mattina Council Member Mattina
Redevelopment Agency Council Member Parlet. Alt. Council Member Parlet. Alt.
Abandoned Vehicle Service Authority Council Member Parlet Council Member Parlet
Council Member Spurr, Alt. Council Member Spurr, Alt.
Lake County Airport Land Use Commission Will Appoint if Needed Will Appoint if Needed
CITY OF LAKEPORT
Over 125 years of community
pride, progress and service

1/10/2018
I hereby certify that the attached list of warrants has been audited,
extensions are proper, purchase orders have been issued, and department
heads have been given the opportunity to review and sign claim forms.

______________________________
Nicholas Walker
Finance Director
225 PARK STREET • LAKEPORT, CALIFORNIA 95453 • TELEPHONE (707) 263-5615 • FAX (707) 263-8584
Bank Transaction Report
Lakeport Transaction Detail
Issued Date Range: 12/21/2017 - 01/05/2018
Cleared Date Range: -
Issued Cleared
Date Date Number Description Module Status Type Amount
Bank Account: 15-0352000798 - POOLED CASH BANK
12/21/2017 52484 WILDA SHOCK Accounts Payable Outstanding Check -2,000.00
12/22/2017 52485 NIXON-EGLI EQUIPMENT CO. Accounts Payable Outstanding Check -62,748.75
01/04/2018 52494 LAKEPORT DISPOSAL, INC. Accounts Payable Outstanding Check -29,303.79
01/05/2018 52486 AFLAC Accounts Payable Outstanding Check -736.65
01/05/2018 52487 CA STATE DISBURSEMENT UNIT Accounts Payable Outstanding Check -693.67
01/05/2018 52488 FRANCHISE TAX BOARD Accounts Payable Outstanding Check -150.00
01/05/2018 52489 LAKEPORT EMPLOYEE'S ASSOC Accounts Payable Outstanding Check -315.00
01/05/2018 52490 LPOA Accounts Payable Outstanding Check -405.00
01/05/2018 52491 NATIONWIDE RETIREMENT SOLUTION Accounts Payable Outstanding Check -1,000.00
01/05/2018 52492 REDWOOD CREDIT UNION Accounts Payable Outstanding Check -150.00
01/05/2018 52493 VALIC - C/O JP MORGAN CHASE Accounts Payable Outstanding Check -2,311.50
01/05/2018 52495 ALPHA ANALYTICAL LABORATORIES Accounts Payable Outstanding Check -2,114.00
01/05/2018 52496 ARAMARK UNIFORM SERVICES Accounts Payable Outstanding Check -155.26
01/05/2018 52497 AT&T Accounts Payable Outstanding Check -1,388.10
01/05/2018 52498 AT&T Accounts Payable Outstanding Check -322.20
01/05/2018 52499 BUSINESS DESIGN SERVICES Accounts Payable Outstanding Check -3,104.82
01/05/2018 52500 CA BLDG STANDARDS COMMISSION Accounts Payable Outstanding Check -410.10
01/05/2018 52501 COUNTY OF LAKE-ANIMAL CONTROL Accounts Payable Outstanding Check -1,092.25
01/05/2018 52502 CPOA Accounts Payable Outstanding Check -125.00
01/05/2018 52503 CRITICAL REACH, INC. Accounts Payable Outstanding Check -145.00
01/05/2018 52504 DEBRA ENGLAND Accounts Payable Outstanding Check -675.00
01/05/2018 52505 DEPT OF JUSTICE Accounts Payable Outstanding Check -239.00
01/05/2018 52506 ENTERPRISE - EAN SERVICES, LLC Accounts Payable Outstanding Check -359.30
01/05/2018 52507 ENTERPRISE - TOLL Accounts Payable Outstanding Check -23.40
01/05/2018 52508 FED EX Accounts Payable Outstanding Check -163.09
01/05/2018 52509 FERRELLGAS Accounts Payable Outstanding Check -1,059.89
01/05/2018 52510 G & G PRINTING SERVICES Accounts Payable Outstanding Check -108.75
01/05/2018 52511 GARY R. BUCHHOLZ Accounts Payable Outstanding Check -880.00
01/05/2018 52512 GINNY FETH-MICHEL Accounts Payable Outstanding Check -3,553.43
01/05/2018 52513 GOODYEAR TIRE & RUBBER CO. Accounts Payable Outstanding Check -908.04
01/05/2018 52514 GOV FINANCE OFFICERS ASSOC. Accounts Payable Outstanding Check -170.00
01/05/2018 52515 GRANITE CONSTRUCTION COMPANY Accounts Payable Outstanding Check -10,077.93
01/05/2018 52516 HARTFORD RETIREE PREMIUM ACCT Accounts Payable Outstanding Check -22,357.38
01/05/2018 52517 HAWKINS, DELAFIELD & WOOD, LLP Accounts Payable Outstanding Check -2,000.00
01/05/2018 52518 IIMC Accounts Payable Outstanding Check -185.00
01/05/2018 52519 IRVINE & JACHENS, INC. Accounts Payable Outstanding Check -386.25
1/10/2018 10:42:12 AM Page 1 of 4

Bank Transaction Report Issued Date Range: -
Issued Cleared
01/05/2018 52520 JAMES W. BAUMAN Accounts Payable Outstanding Check -2,975.42
01/05/2018 52521 JIM KENNEDY Accounts Payable Outstanding Check -100.00
01/05/2018 52522 LAKE COUNTY ELECTRIC SUPPLY Accounts Payable Outstanding Check -138.35
01/05/2018 52523 LAKE COUNTY NEWS Accounts Payable Outstanding Check -300.00
01/05/2018 52524 LEXIS NEXIS RISK SOLUTIONS Accounts Payable Outstanding Check -30.00
01/05/2018 52525 MEDIACOM Accounts Payable Outstanding Check -1,349.90
01/05/2018 52526 MYERS STEVENS & TOOHEY & CO. Accounts Payable Outstanding Check -326.70
01/05/2018 52527 NETWORK FLEET, INC. Accounts Payable Outstanding Check -1,462.51
01/05/2018 52528 NFP NATIONAL ACCOUNT SERVICES Accounts Payable Outstanding Check -842.01
01/05/2018 52529 NORCAL HUMAN RESOURCES MANAGERS Accounts Payable Outstanding Check -240.00
01/05/2018 52530 OE PUBLIC & MISC EE'S Accounts Payable Outstanding Check -13,680.00
01/05/2018 52531 OLDCASTLE PRECAST INC. Accounts Payable Outstanding Check -360.05
01/05/2018 52532 OLIVIA GRUPP Accounts Payable Outstanding Check -360.00
01/05/2018 52533 PACE SUPPLY #03391-00 Accounts Payable Outstanding Check -521.63
01/05/2018 52534 PAUL R. CURREN Accounts Payable Outstanding Check -4,093.75
01/05/2018 52535 PEOPLE SERVICES, INC. Accounts Payable Outstanding Check -165.00
01/05/2018 52536 PG&E Accounts Payable Outstanding Check -3,150.50
01/05/2018 52537 PITNEY BOWES - SUPPLIES Accounts Payable Outstanding Check -195.75
01/05/2018 52538 PITNEY BOWES PURCHASE POWER Accounts Payable Outstanding Check -586.65
01/05/2018 52539 POLESTAR COMPUTERS Accounts Payable Outstanding Check -3,136.79
01/05/2018 52540 R.E.M.I.F. Accounts Payable Outstanding Check -47,384.40
01/05/2018 52543 R.S. HUGHES Accounts Payable Outstanding Check -313.64
01/05/2018 52544 RICHARD S. THOMAS Accounts Payable Outstanding Check -1,200.00
01/05/2018 52545 RICH-TED TRUCKING, INC. Accounts Payable Outstanding Check -204.00
01/05/2018 52546 RICOH USA, INC. Accounts Payable Outstanding Check -41.77
01/05/2018 52547 RICOH, USA Accounts Payable Outstanding Check -1,079.24
01/05/2018 52548 ROBERT KELLEY Accounts Payable Outstanding Check -230.45
01/05/2018 52549 ROYAL AUTOMOTIVE CENTER Accounts Payable Outstanding Check -139.51
01/05/2018 52550 SHRED-IT USA LLC Accounts Payable Outstanding Check -53.34
01/05/2018 52551 SONOMA MEDIA INVESTMENTS, LLC. Accounts Payable Outstanding Check -298.00
01/05/2018 52552 STANDARD PRINTING COMPANY Accounts Payable Outstanding Check -559.50
01/05/2018 52553 STAPLES ADVANTAGE Accounts Payable Outstanding Check -596.24
01/05/2018 52554 STAPLES CREDIT PLAN Accounts Payable Outstanding Check -34.78
01/05/2018 52555 THE WORKS INC/MLS - LSQ FUNDING GROUP Accounts Payable Outstanding Check -5,478.68
01/05/2018 52556 TYLER BUSINESS FORMS Accounts Payable Outstanding Check -144.27
01/05/2018 52557 TYLER TECHNOLOGIES, INC. Accounts Payable Outstanding Check -32,732.00
01/05/2018 52558 UKIAH PAPER SUPPLY, INC. Accounts Payable Outstanding Check -345.39
01/05/2018 52559 UMPQUA BANK Accounts Payable Outstanding Check -193,688.25
01/05/2018 52560 UNION BANK Accounts Payable Outstanding Check -2,416.00
01/05/2018 52561 UNION BANK Accounts Payable Outstanding Check -1,920.00
01/05/2018 52562 UNITED RENTALS (NORTH AMERICA), INC. Accounts Payable Outstanding Check -300.00
1/10/2018 10:42:12 AM Page 2 of 4

Issued Cleared
01/05/2018 52563 UNIVAR USA INC. Accounts Payable Outstanding Check -3,023.60
01/05/2018 52564 US POSTMASTER - ARIZONA Accounts Payable Outstanding Check -867.81
01/05/2018 52565 VALLEY TOXICOLOGY SERVICES INC Accounts Payable Outstanding Check -85.00
01/05/2018 52566 VICTOR RICO Accounts Payable Outstanding Check -129.00
01/05/2018 52567 VICTOR RICO Accounts Payable Outstanding Check -213.00
01/05/2018 52567 VICTOR RICO Reversal Accounts Payable Outstanding Check Reversal 213.00
01/05/2018 52568 VINCENT SALSEDO Accounts Payable Outstanding Check -246.00
01/05/2018 52569 WATCH GUARD VIDEO Accounts Payable Outstanding Check -12,532.51
01/05/2018 52570 WEST ALLIS BLUE Accounts Payable Outstanding Check -5,500.00
01/05/2018 52571 WESTGATE PETROLEUM CO., INC. Accounts Payable Outstanding Check -6,049.98
01/05/2018 52572 WILLDAN FINANCIAL SERVICES Accounts Payable Outstanding Check -1,872.92
01/05/2018 DFT0000695 CALPERS Accounts Payable Outstanding Bank Draft -1,941.31
01/05/2018 DFT0000701 CALPERS Accounts Payable Outstanding Bank Draft -964.98
01/05/2018 DFT0000705 IRS Accounts Payable Outstanding Bank Draft -3,064.14
01/05/2018 DFT0000706 CA EMP DEVELOPMENT DEPT Accounts Payable Outstanding Bank Draft -3,132.10
01/05/2018 DFT0000707 CA EMP DEVELOPMENT DEPT Accounts Payable Outstanding Bank Draft -950.95
01/05/2018 DFT0000708 IRS Accounts Payable Outstanding Bank Draft -11,128.61
01/05/2018 DFT0000709 IRS Accounts Payable Outstanding Bank Draft -138.88
Bank Account 15-0352000798 Total: (105) -560,708.47
Report Total: (105) -560,708.47
1/10/2018 10:42:12 AM Page 3 of 4

Summary
Bank Account Count Amount
15-0352000798 POOLED CASH BANK 105 -560,708.47
Report Total: 105 -560,708.47
Cash Account Count Amount

998 998-0000-101000 POOLED CASH - WEST AMERICA 105 -560,708.47
Report Total: 105 -560,708.47
Transaction Type Count Amount

Bank Draft 15 -37,091.31
Check 89 -523,830.16
Check Reversal 1 213.00
Report Total: 105 -560,708.47
1/10/2018 10:42:12 AM Page 4 of 4

CITY OF LAKEPORT
City Council
City of Lakeport Municipal Sewer District
Lakeport Redevelopment Successor Agency
Lakeport Industrial Development Agency
Municipal Financing Agency of Lakeport
STAFF REPORT
RE: Records Retention Schedule Update MEETING DATE: 01/16/2018
SUBMITTED BY: Kelly Buendia, Administrative Services Director
PURPOSE OF REPORT: Information only Discussion Action Item
WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

The City Council is being asked to adopt a resolution modifying its current Records Retention Schedule.
BACKGROUND/DISCUSSION:
The Administrative Services Director/City Clerk has been working on upgrading the City’s Records Management
Program, including its records retention policies. A consultant, Gladwell Governmental Services, Inc., was
brought in as an expert in local government records to assist with the Records Management Program.
The purpose of the program is to apply efficient and economical methods to the creation, utilization,
maintenance, retention, preservation and disposal of all records managed by the City. The retention schedule is
not intended to be a static document, but instead, should be updated periodically to reflect current laws and
best practices.
The City adopted a retention schedule created by Gladwell Governmental Services for the records retention
policy in 2015, and subsequently amended the retention schedule in early 2017 to reflect changes in statutes
that affected recommended retention periods.
Ms. Gladwell is now recommending the City modify the retention period for several records series in order to be
in alignment with best practices of other cities, and in full compliance with law. These changes are incorporated
as Exhibit A of the proposed resolution, and highlighted in strike-through format as Attachment 1 to this staff
report.
The proposed changes are as follows:
1. City Manager Department: Add CM-006 Grand Jury Reports
2. Finance Department: Remove FIN-027 Payroll Reports – Annual Detail
3. Planning Department: Amend PL-011 - Planning Project Files - Approved Permanent Entitlements to
include:
a. PL-012 Planning Project Files - Not Exercised / Expired; and
b. PL-013 Planning Project Files – Approved and Unapproved Temporary Entitlements
The adoption of this revised retention schedule will result in efficiency gains and cost savings.
OPTIONS:
Adopt revised retention schedule or provide direction to staff.
FISCAL IMPACT:
Meeting Date: 01/16/2018 Page 1 Agenda Item #IV.D.

None $ Budgeted Item? Yes No
Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $
Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other:
Comments: The City will realize significant savings both in labor and storage expenses; including the avoidance
of future storage and/or construction costs.
SUGGESTED MOTIONS:
Move to adopt the proposed resolution adopting a records retention schedule, and authorizing destruction of
certain City records and rescinding Resolution No. 2614 (2017).
Attachments: 1. Proposed Changes to Retention Schedule in Strike-Through Format

2. Proposed Resolution
Meeting Date: 01/16/2018 Page 2 Agenda Item #IV.D.

ATTACHMENT 1
Ver. 24.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY MANAGER Page CM-1
Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
When No When No
Admin.
City Manager Correspondence Longer Longer
Services /
CM-001 (Interoffice, Citizens, Legislative Required - Required - Mag, Ppr GC §34090
City
Positions, Organizations, etc.) Minimum 2 Minimum 2
Manager
years years
When No When No
Admin.
Longer Longer
Services / Department Preference; GC
CM-002 Department Files Required - Required - Mag, Ppr
City §34090
Minimum 2 Minimum 2
Manager
years years
Admin.
Services / Grand Jury Reports & Responses Department Preference; GC
CM-006 5 years 5 years Mag, Ppr
City regarding City Operations §34090
Manager
Projects, Programs, Events, When No When No
Admin.
Economic Development, Subject Longer Longer Yes: While
Services /
CM-003 & Issues (Issues and/or projects Required - Required - Active Mag, Ppr GC §34090
City
will vary over time - e.g. Hotels, Minimum 2 Minimum 2 Issues
Manager
Developments, etc.) years years
When No When No
Admin.
Longer Longer Yes: While
Services /
CM-004 Special Event Permits Required - Required - Before Mag, Ppr GC §34090
City
Minimum 2 Minimum 2 Expiration
Manager
years years
When No When No
Speech Notes / PowerPoint Notes, drafts, or preliminary
Lead Dept. CM-005 Longer Longer Mag, Ppr
Presentations documents; GC §34090 et seq.
Required Required
LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Approved: 3/21/2017
ATTACHMENT 1
Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1
Office of
Record
Image: Destroy
Inactive
Center)
S=Scan QC'd?
FINANCE / ADMINISTRATION
Department Preference (meets
Assessment Districts / municipal government auditing
Yes:
Finance / Community Facilities Districts, Mag, Mfr, Yes: After 1 standards); Statewide guidelines
FN-001 2 years 3 years 5 years Current S/I
Admin. etc. - Financial Records / OD, Ppr year propose audit + 4 years;
Fiscal Year
Assessor Rolls Published articles show 3 - 7
years; GC §34090
Audit Reports / CAFR -
Finance / Comprehensive Annual Financial Mag, Mfr, Yes: After 1 Department Preference (copies);
FN-002 2 years P P S/I
Admin. Reports and related Audit OD, Ppr year GC §34090.7
Opinions
municipal government auditing
Finance / Yes: Until Mag, Mfr, Yes: After 1 standards); Statewide guidelines
FN-003 Audit Work Papers 2 years 3 years 5 years S/I
Admin. Paid OD, Ppr year propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
Yes: Department preference
Finance /
FN-004 Budgets - Adjustments 5 years 5 years Current Mag, Ppr (Approved by the City Council);
Admin.
Fiscal Year GC §34090 et seq.
Yes: Department Preference; Must be
Finance / Mag, Mfr, Yes: After 1
FN-005 Budgets - Adopted / Final 2 years P P Current S/I filed with County Auditor; GC
Admin. OD, Ppr year
Fiscal Year §34090.7, 40802, 53901
When No When No Yes:
Finance / Budgets - Preliminary, Backup
FN-006 Longer Longer Current Mag, Ppr Preliminary drafts; GC §34090
Admin. Documents
Required Required Fiscal Year
Finance / Single Audits / Transportation Mag, Mfr, Yes: After 1
FN-007 5 years P P S/I municipal government auditing
Admin. Audits / PERS Audit, etc. OD, Ppr year
standards); GC §34090
ATTACHMENT 1
Office of
Record
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Inactive
Center)
S=Scan QC'd?
FINANCE / GENERAL ACCOUNTING
Department Preference; IRS: 4
years after tax is due or paid
Finance /
(longer for auditing & contractor
General FN-008 1099's / 1096's Issued / W-9s 5 years 5 years Mag, Ppr
delinquency); Ca. FTB: 3 years;
Accounting
IRS Reg §31.6001-1(e)(2), R&T
§19530, GC §34090
Accounts Payable / Invoices and Department Preference (meets
Backup (Excluding Grants) municipal government auditing
Finance /
Yes: Until Mag, Mfr, Yes: After 1 standards); Statewide guidelines
General FN-009 2 years 3 years 5 years S/I
(Includes Invoices, Travel Paid OD, Ppr year propose audit + 4 years;
Accounting
Expense Reimbursements, Published articles show 3 - 7
Warrant Request, etc.) years; GC §34090
Finance /
Department Preference; GC
General FN-010 Actuarial Valuation Reports 10 years 10 years Mag, Ppr
§34090
Accounting
Bank Statements and Trustee
Statements, Fiscal Agent Department Preference;
Finance /
Statements, Investment Account Published articles show 3 - 4
General FN-011 2 years 3 years 5 years Mag, Ppr
Statements, Bank years; GC §34090, 26 CFR
Accounting
Reconciliations, Bank Deposits, 31.6001-1
Bank Transmittal Advice
ATTACHMENT 1
Office of
Record
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Department Preference; Statute

of Limitations for bonds,
Bond Official Statements /
mortgages, trust deeds, notes or
Transcripts / Certificates of
debentures is 6 years; Bonds
Finance / Participations (COPs) - Includes Fully Fully
Yes: Until issued by local governments are
General FN-012 Continuing Disclosure Reports Defeased + Defeased + Mag, Ppr
Maturity 10 years; There are specific
Accounting 10 years 10 years
requirements for disposal of
See Bank Statements for
unused bonds; CCP §§336a(1)
statement retention.
337.5(a); 26 CFR 1.6001-1(e):
GC §43900 et seq.
Department Preference;
Finance / Cash Receipts / Daily Cash
General FN-013 Summaries / Cashiers Reports / 2 years 3 years 5 years Mag, Ppr
years; GC §34090, 26 CFR
Accounting Cash Reports
31.6001-1
Finance /
Checks / Warrant Register Mag, Mfr, Yes: After Department Preference; GC
General FN-014 2 years 3 years 5 years S
Report (issued) OD, Ppr QC & OD §34090
Accounting
Department Preference; meets
Finance /
Mag, Mfr, Yes: After municipal government auditing
General FN-015 Checks / Warrants (Cashed) 2 years 3 years 5 years S
OD, Ppr QC & OD standards; GC §34090, CCP §
Accounting
337
Department preference; All
tangible property held by
Finance / government agencies escheats
Escheat (Unclaimed money /
General FN-016 5 years 5 years Mag, Ppr after 3 years; Statute of
uncashed checks)
Accounting Limitations is 1 year for seized
property; CCP §§340(d), 1519;
GC §34090
Finance /
Data Fields / Records are
General FN-017 Financial Services Database Indefinite Indefinite Yes Mag
interrelated; GC §34090
Accounting
ATTACHMENT 1
Office of
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Finance /
Investment Reports / Treasurer's Department Preference; Meets
General FN-018 5 years 5 years Mag, Ppr
Reports auditing standards; GC §34090
Accounting
Department Preference; Meets
auditing standards; Published
Investments / Arbitrage /
articles show disposal + 7 years
Finance / Certificate of Deposit / Investment
Yes: Until for security brokerage slips;
General FN-019 Bonds (Receipts / Advisor 5 years 5 years Mag, Ppr
Paid statewide guidelines propose
Accounting Reports / Trade Tickets / LAIF
permanent; FTC Reg's rely on
(Local Agency Investment Fund))
"self-enforcement";
GC§§ 34090, 43900
Finance /
Journal Entries / Journal Mag, Mfr, standards; Statute of Limitations
General FN-020 2 years 3 years 5 years S/I No
Vouchers OD, Ppr is 4 years; statewide guidelines
Accounting
propose Audit + 5 years; GC
§34090, CCP § 337
Reports, Subsidiary Ledgers,
Reconciliations, Registers,
Finance / When No When No Department preference
Transaction Histories, Balance
General FN-021 Longer Longer Mag, Ppr (Financial System qualifies as a
Sheets, Revenue & Expenditure
Accounting Required Required trusted system); GC §34090
Reports, etc. (MONTHLY OR
PERIODIC)
ATTACHMENT 1
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Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas Tax,
Finance /
MOE (Maintenance of Effort) Department Preference; Meets
Report, Fixed Charge Special auditing standards; GC §34090
Accounting
Assessment Report, Public Self
Insurer Report (SIP Report),
Street Report, Jet Fuel Tax,
Smog / Green Fee, etc.
Finance /
Sale or Sale or Department Preference; GC
General FN-023 Vehicle Titles ("Pink Slips") Mag, Ppr
Disposal Disposal §34090
Accounting
PAYROLL
CalPERS Reports - Annual Department Preference;
Finance /
FN-024 Valuation Reports, Actuarial 2 years 3 years 5 years Mag, Ppr Retained to match other auditing
Payroll
Valuation Reports periods; GC §34090
DE-6, DE-7, DE-9, DE-43, W-3, &
DE-166, 941 Forms, IRS 5500
yrs after tax is due or paid; Ca.
Forms (Employee Benefit Plans),
Finance / FTB: 3 years; Articles show 7
FN-025 PERS / FICA & Medicare 2 years 3 years 5 years Mag, Ppr
Payroll years; 26 CFR §31.6001-1(e)(2),
Adjustments - Quarterly Payroll
R&T §19530; 29 CFR 516.5 -
Tax Returns / OASDI, Federal
516.6, 29 USC 436, GC §34090
Tax Deposits, Adjustments, etc.
Produced by Deferred Comp.

Provider; consistent with
Finance / Deferred Compensation (City proposed statewide guidelines;
FN-026 2 years 3 years 5 years Mag, Ppr
Payroll Statements) published articles for bank
statements show 4 -7 years; GC
§304090, 26 CFR 31.6001.1
ATTACHMENT 1
Office of
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Finance / Mag, Mfr, Yes: After Department preference for

FN-027 Payroll Reports - Annual Detail P P S
Payroll OD, Ppr QC & OD PERS Buy-backs; GC §34090
Payroll Reports - Periodic
Finance / (includes Deduction Registers, Department preference; GC
Payroll Leave Registers, Time §34090
Transaction Reports, etc.)
FTB: 3 years; Articles show 7
Finance /
FN-029 W-2's 2 years P P Mag, Ppr years; IRS Reg §31.6001-
Payroll
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
IRS Regulation 31-6001-1 four
years after the due date of such
No Longer in No Longer in tax for the return period to which
Finance /
FN-039 W-4's Effect + 4 Effect + 4 Mag, Ppr the records relate, or the date
Payroll
years years such tax is paid, whichever is the
later. GC §34090; 26 CFR
31.6001-1; GC §34090
ATTACHMENT 1
Office of
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PURCHASING
Department preference; Meets
Finance /
FN-030 Purchase Orders & Backup 2 years 3 years 5 years Mag, Ppr auditing standards; GC §34090
Purchasing
et seq.
When No When No
Finance / Preliminary drafts; GC §34090 et
FN-031 Vendor List / Bidder List Longer Longer Mag, Ppr
Purchasing seq.
Required Required
UTILITY BILLING / REVENUE SERVICES
Accounts Receivable / Utility
Billing - ALL Revenue -
Finance / Department preference; Meets
Transient Occupancy Tax (TOT)
Revenue FN-032 2 years 3 years 5 years Mag, Ppr auditing standards; GC §34090
Applica+C33tions & Returns,
Services et seq.
Damage to Public Property,
Invoices to Outside Entities, etc.
Finance / When No When No Preliminary drafts not retained in
Revenue FN-033 Bankruptcies - NOT pursued Longer Longer Mag, Ppr the ordinary course of business;
Services Required Required GC §34090
Department Preference
Finance /
Bankruptcies - Where a claim is (negative information remains on
Revenue FN-034 2 years 3 years 5 years Mag, Ppr
filed credit ratings for 7 years); GC
Services
§34090
Department preference;
Finance /
Collections / Collection Agency Delinquencies remain on credit
Revenue FN-035 7 years 7 years Mag, Ppr
Statements reports for 7 years; GC §34090
Services
et seq.
Judgment + Judgment +
Revenue FN-036 Small Claims Court Judgments Mag, Ppr auditing standards; GC §34090
5 years 5 years
Services et seq.
ATTACHMENT 1
Office of
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Finance /
Utility Billing Database / Data Fields / Records are
Revenue FN-037 Indefinite Indefinite Yes Mag
Cashiering Database interrelated; GC §34090
Services
ATTACHMENT 1
Ver. 14.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING Page PL-1
Office of
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
Brown Act challenges must be
filed within 30 or 90 days of
Comm. action; Statute of Limitations on
Affidavits of Publications / Public
Develop. / PL-001 2 years 2 years Mag, Ppr Municipal Government actions
Hearing Notices / Legal Advertising
Planning is 3 - 6 months; CCP §§337 et
seq, 349.4; GC §§34090,
54960.1(c)(1)
Comm. Mag,
Annexations / Boundaries / Yes: After
Develop. / PL-002 5 years P P Mfr, OD, S/I Land Records; GC §34090
Consolidations / LAFCO QC & OD
Planning Ppr
Comm. When No When No
(Non-Records - Census Bureau
Develop. / PL-003 Census, Demographics Longer Longer Mag, Ppr
is OFR)
Planning Required Required
Usually filed in the project file;
Environmental Determinations:
Final environmental
Comm. Environmental Impact Reports Mag,
Yes: After determinations are required to
Develop. / PL-004 (EIRs), Negative Declarations, etc. ) P P Mfr, OD, S
QC & OD be kept a "reasonable period of
Planning Ppr
time"; 14 CCR §15095(c); GC
Inside City boundaries
§34090
Non-records; EIRs and
Comm. Environmental Impact Reports When No When No
Negative Declarations within the
Develop. / PL-005 (EIRs), Negative Declarations, etc. ) Longer Longer Ppr
City Boundaries are with the
project file
Outside City boundaries
Copies - Copies -
Mag, City Clerk Maintains all Agenda
General Plan, Elements and When No When No Yes: After
City Clerk PL-006 Yes (all) Mfr, OD, S/I Packets Permanently; GC
Amendments Longer Longer QC & OD
Ppr §34090.7
Required Required
LAKEPORT, CA. ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 3/21/2017
ATTACHMENT 1
Office of
Record
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When No When No
Comm. Master Plans, Specific Plans, Longer Longer Mag,
Yes: After Department Preference; GC
Develop. / PL-007 Bikeway Plans, Landscaping Plans, Required - Required - Mfr, OD, S/I
QC & OD §34090
Planning Street Master Plans, etc. Minimum 2 Minimum 2 Ppr
years years
When No When No Original Staff Reports are filed
Comm. Planning Commission Longer Longer in the project file; Brown Act
Develop. / PL-008 Required - Required - Mag, Ppr challenges must be filed within
Planning AGENDA PACKETS & AGENDAS Minimum 2 Minimum 2 30 or 90 days of action; GC
years years §§34090, 54960.1(c)(1)
When No When No
Planning Commission
Comm. Longer Longer City preference; State law only
Tape
Develop. / PL-009 Required - Required - requires for 30 days; GC
AUDIO RECORDINGS of Meetings (Mag)
Planning Minimum 2 Minimum 2 §54953.5(b)
/ Audio Tapes
years years
Planning Commission
Comm. Mag,
Yes: After
Develop. / PL-010 P P Yes Mfr, OD, S GC §34090
MINUTES RESOLUTIONS & 10 years
Planning Ppr
BYLAWS
ATTACHMENT 1
Office of
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Planning Project Files - Approved
Permanent Entitlements,
Approved & Unapproved
Temporary Entitlements, Not
Exercised / Expired: Department preferences; Final
environmental determinations
Comm. Mag,
(Includes Associated CEQA Yes: After are required to be kept a
Develop. / PL-011 5 years P P Yes Mfr, OD, S
Noticing, Conditions of Approval, QC & OD "reasonable period of time"; 14
Planning Ppr
Public Noticing, Environmental CCR §15095(c); GC§§34090,
Determinations, Staff Reports, 34090.7
Plans & Maps)
Examples: Conditional Use Permits

(CUPs), Design Review, Lot Line
Adjustments, Parcel Maps, Planned Unit
Developments (PUD), Site Plans,
Tentative Subdivisions, Variances, Zone
Changes, etc.
Planning Project Files - Not Projects have a 2 year vesting

Exercised / Expired (applicant must pull permit
When No When No within 2 years) -- those
Comm. Examples: Conditional Use Permits Longer Longer applications in which the
Develop. / PL-012 (CUPs), Design Review, Lot Line Required - Required - Yes Mag, Ppr applicant does not follow
Planning Adjustments, Parcel Maps, Planned Unit Minimum 2 Minimum 2 through with permit may be
Developments (PUD), Site Plans, years years destroyed after the vesting
Tentative Subdivisions, Variances, Zone period has expired;
Changes, etc. GC§§34090, 34090.7
ATTACHMENT 1
Office of
Record
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& Unapproved Temporary
Temporary uses; Department
Comm. Entitlements: Yes:
maintains complete files for
Develop. / PL-013 2 years 2 years During Mag, Ppr
administrative purposes;
Planning Christmas Tree Lots, Banner, Event
GC§§34090
Pumpkin Lots, Temporary Signs,
etc.
When No When No
Comm. Longer Longer
Preliminary Documents (no
Develop. / PL-014 Preliminary Review File / Letters Required - Required - Mag, Ppr
application submitted); GC
Planning Minimum 2 Minimum 2
§34090
years years
Comm. Mag,
Project Log Index / Spreadsheet / Yes: After Department Preference; GC
Develop. / PL-015 P P Yes Mfr, OD, S/I
Binders of Historic Actions 1 year §34090
Planning Ppr
Comm. Project Review Board - Employees
Tape
Develop. / PL-016 2 years 2 years GC §54953.5(b)
(Mag)
Planning ALL Records
When No When No
Comm. Longer Longer
Develop. / PL-017 Special Studies Required - Required - Mag, Ppr
§34090
years years
Comm. Mag,
Zoning Administrator Notice of Department Preference; GC
Develop. / PL-018 P P Yes (all) Mfr, OD, S No
Determinations (NOD) §34090
Planning Ppr
Department Preference; City
Comm. Mag,
Zoning Maps (Historically Clerk Maintains originals of all
Significant) documents that were presented
Planning Ppr
to Council; GC §34090.7
ATTACHMENT 1
Office of
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Comm. Mag,
Zoning Ordinance Amendments, Yes: After Department Preference
Reclassifications / Zone Change 1 year (copies); GC §34090.7
Planning Ppr
ATTACHMENT 2
RESOLUTION NO. (2018)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT

ADOPTING A RECORDS RETENTION SCHEDULE, AND
AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING
RESOLUTION NO. 2614 (2017)
WHEREAS, the maintenance of numerous records is expensive, slows document

retrieval, and is not necessary after a certain period of time for the effective and efficient
operation of the government of the City of Lakeport; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a
procedure whereby any City record which has served its purpose and is no longer required may
be destroyed; and
WHEREAS, the City of Lakeport has adopted guidelines for retention period for various
government records, which the City previously adopted pursuant to Resolution No. 2614
(2017);
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKEPORT DOES RESOLVE AS
FOLLOWS:
Section 1. Resolution 2614 (2017) is hereby rescinded.
Section 2. The records of the City of Lakeport, as set forth in the Records Retention
Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby
authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of
the State of California and in accordance with the provision of said schedule upon the request
of the Department Head and with the consent in writing of the City Clerk and City Attorney,
without further action by the City Council of the City of Lakeport.
Section 3. The City Clerk shall certify to the passage and adoption of this resolution and
enter it into the book of original resolutions.
Section 4. This resolution shall become effective immediately upon its passage and
adoption.
ATTACHMENT 2
The foregoing Resolution was passed and adopted at a regular meeting of the City
Council on the 16th day of January, 2018, by the following vote:
AYES:
NOES:
ABSTAINING:
ABSENT:
___________________________________
MIREYA TURNER, Mayor
ATTEST:
_______________________________
KELLY BUENDIA, City Clerk
ATTACHMENT 2
HOW TO USE RETENTION SCHEDULES

©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
A legend explaining the information presented in the retention schedule has been printed on the back of
each page for your easy reference; an index to locate records is also provided.
The specified retention period applies regardless of the media of the record: If a record is stored on paper
and a computer file on a hard drive, both records should be destroyed (or erased) after the specified
period of time has elapsed.
Copies or duplicates of records should never be retained longer than the prescribed period for the original
record.
STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (letters,
memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention
schedule, unless that department is the Office of Record, and therefore responsible for maintaining the
original record for the prescribed length of time.
Each department has a separate retention schedule that describes the records that are unique to their
department, or for which they are the Office of Record. Where appropriate, the department retention
schedules are organized by Division within that Department. If a record is not listed in your department
retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal
Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures

• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.
Authorization to Destroy Records:
All original records that have exceeded their retention period must be authorized for destruction according
to City Policies & Procedures prior to destroying them.
Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No
Longer Required.”
 If there is a minimum retention (“ Minimum 2 years"), it must be authorized for destruction
before it is destroyed, as it is an original record.
 If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be
authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.
 On every page of the schedules (near the top, just under the column headings) are important
instructions, including instructions regarding holds on destroying records. “Litigation,
complaints, claims, public records act requests, audits and/or investigations suspend
normal retention periods (retention resumes after settlement or completion).”
ATTACHMENT 2
Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1
Office of
Record
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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.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Accident, Incident, Injury Copies - Copies -
AS / Human reports: EMPLOYEES, with When No When No Mag, Copies retained for reference;
CW-001
Resources associated MSDS, if a Longer Longer Ppr GC §34090.7
chemical was involved Required Required
Copies - Copies -
AS / Human Accident, Incident, Injury When No When No Mag, Copies retained for reference;
CW-002
Resources reports: PUBLIC Longer Longer Ppr GC §34090.7
Required Required
Accounts Payable, Invoices,
Petty Cash, Warrant Requests, Copies - Copies -
All originals go to Finance
etc. When No When No Yes: Before Mag,
Finance CW-003 (these are copies); GC
Longer Longer Payment Ppr
§34090.7
ALL backup is forwarded to Required Required
Finance
Affidavits of Publications /
Mag, action; Statute of Limitations
Public Hearing Notices / Legal
Lead Dept. CW-004 2 years 2 years Mfr, OD, on Municipal Government
Advertising / Affidavits of
Ppr actions is 3 - 6 months; CCP
Posting
§§337 et seq, 349.4; GC
§§34090, 54960.1(c)(1)
Agenda Packets / Staff Copies - Copies -
Mag,
Reports: City Council / When No When No Yes: After
AS / City Clerk CW-005 Mfr, OD, S GC §34090.7
Redevelopment / Successor Longer Longer QC &OD
Ppr
Agency / Oversight Board Required Required
Agreements & Contracts ALL
Copies - Copies - All agreements that are
Mag, Yes: Upon
When No When No approved by the City Council
AS / City Clerk CW-006 (Specifications / Scope of Mfr, OD, S Completio
Longer Longer are sent to the City Clerk; GC
Work, Notices of Completion, Ppr n
Required Required §34090.7
etc.)
LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

ATTACHMENT 2
Office of
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Covers E&O Statute of
Limitations (insurance
Agreements & Contracts: certificates are filed with
ADMINISTRATIVE FILES agreement); Published Audit
Standards=4-7 years; Statute
Mag, Yes: Upon
(Correspondence, Project Completion + Yes: Before of Limitations: Contracts &
Lead Dept. CW-007 Completion 10 years Mfr, OD, S/I Completio
Administration, Project 10 years Completion Spec's=4 years, Wrongful
Ppr n
Schedules, Certified Payrolls, Death=comp. + 5 years,
Insurance Certificates, Developers=comp. + 10 years;
Invoices, Logs, RFP, etc.) Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §34090
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-7
Agreements & Contracts: years; Statute of Limitations:
10 years or
ADMINISTRATIVE FILES Completion + Contracts & Spec's=4 years,
After
(with Grant Funding) 10 years or Wrongful Death=comp. + 5
Funding
After Funding Mag, Yes: Upon years, Developers=comp. + 10
Agency Yes: Before
Lead Dept. CW-008 (Correspondence, Project Completion Agency Audit, Mfr, OD, S/I Completio years; Statewide guidelines
Audit, if Completion
Administration, Project if required, Ppr n propose termination + 5 years;
required,
Schedules, Certified Payrolls, whichever is CCP §337 et. seq., 21 CFR
whichever is
Insurance Certificates, longer 1403.36 & 1403.42(b); 24 CFR
longer
Invoices, Logs, RFP, etc.) 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

ATTACHMENT 2
Office of
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Agreements & Contracts:
UNSUCCESSFUL BIDS,
The RFP / RFQ and the
UNSUCCESSFUL
successful proposal becomes
PROPOSALS or RESPONSES Mag,
Lead Dept. CW-009 2 years 2 years part of the agreement or
to RFPs (Request for Ppr
contract (City Clerk is OFR);
Proposals) and/or RFQs GC §34090
(Request for Qualifications)
that don't result in a contract
Copies - Copies -
Audits / Audit Reports / CAFR -
When No When No Mag,
Finance CW-010 Comprehensive Annual Copies; GC §34090.7
Longer Longer Ppr
Financial Reports
Required Required
Bids: See Agreements &
CW-011
Contracts
When No When No
Boards and Committees: Longer Longer City preference; State law only
Tape
Staffing Dept. CW-012 AUDIO RECORDINGS of Required - Required - requires for 30 days; GC
(Mag)
Meetings / Audio Tapes Minimum 2 Minimum 2 §54953.5(b)
years years
Boards, Commissions, &
Committees: City Council
All recommendations are
Subcommittees Mag,
Staffing Dept. CW-013 2 years 2 years presented to the City Council;
Ppr
GC §34090 et seq.
(Composed solely of less than
a quorum of the City Council)
Committees: External
When No When No
Organizations Mag,
CW-014 Longer Longer Non-records
Ppr
Required Required
(e.g. County Board of
Supervisors)

ATTACHMENT 2
Office of
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Committees: Residents When No When No
Advisory Bodies Formed by Longer Longer
Mag, filed within 30 or 90 days of
Staffing Dept. CW-015 CITY COUNCIL Required - Required -
Ppr action; GC §§34090,
Minimum 2 Minimum 2
54960.1(c)(1)
AGENDAS, AGENDA years years
PACKETS
Committees: Residents Notes taken to facilitate the
Advisory Bodies Formed by Mag, writing of the minutes can be
Staffing Dept. CW-016 CITY COUNCIL P P Yes Mfr, OD, S No destroyed after minutes have
Ppr been adopted; GC §34090 et
MINUTES, RESOLUTIONS & seq.
BYLAWS
Brochures: See Reference
CW-017
Manuals
Copies - Copies -
Mag, Final must be filed with County
When No When No Yes: Current Yes: After
Finance CW-018 Budgets - Finals Mfr, OD, S/I Auditor; GC §34090.7, 40802,
Longer Longer Fiscal Year 5 years
Ppr 53901
Required Required
Cash Receipts Detail / Backup
Lead Dept. & Mag, City preference (not all detail is
CW-019 / Accounts Receivable Detail / 2 years 2 years
Finance Ppr sent to Finance); GC §34090
Refund Detail
When No When No
Longer Longer Mag,
Lead Dept. CW-020 City Attorney Opinions Required - Required - Yes Mfr, OD, S
§34090
Minimum 2 Minimum 2 Ppr
years years

ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Copies - Copies -
When No When No
AS / City Clerk Mag,
Longer Longer Yes: Before Yes: After
AND Finance / CW-021 Claims Mfr, OD, S/I GC §§34090.7, 34090.6
Required Required Settlement Settlement
Risk Manage. Ppr
(Upon (Upon
Settlement) Settlement)
Committees Internal -
Attended by employees: All
Records
Mag,
Lead Dept. CW-022 2 years 2 years GC §34090
Ppr
(e.g. Records Management
Committee, In-House Task
Forces, etc.)
City preference; Statute of
When No When No Limitations for personal
Lead Complaints / Concerns from Longer Longer property, fraud, etc. is 3 years;
Mag,
(Responding) CW-023 Citizens Computer Tracking Required - Required - Claims must be filed in 6
Ppr
Dept. Software or Correspondence Minimum 2 Minimum 2 months; CCP §§338 et seq.,
years years 340 et seq., 342, GC §§945.6,
GC §34090
CW-024 Contracts: See Agreements
Copies - Copies -
Copies or duplicates of any When No When No
CW-025 Mag Ppr GC §34090.7
record Longer Longer
Required Required

ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Dept. that
Authors Correspondence - ROUTINE
Document
(e.g. Administrative, Chronological, Mag,
or CW-026 2 years 2 years GC §34090
General Files, Letters, Ppr
Receives the Memorandums, Reading File,
City's Original Working Files, etc.)
Document
Correspondence - Electronic and paper records
TRANSITORY / are filed and retained based
PRELIMINARY DRAFTS, upon their content. E-mails,
Interagency and Intraagency electronic records, or social
Memoranda not retained in the media postings that ARE
ordinary course of business made or retained for the
Dept. that purpose of preserving the
(e.g. calendars, checklists, e-mail
Authors informational content for
or social media posting NOT made
Document or retained for the purpose of
When No When No future reference are saved
Mag,
or CW-027 preserving the informational Longer Longer outside the e-mail system by
Ppr
Receives the content for future reference, Required Required printing them out and placing
City's Original invitations, instant messaging, them in a file folder, or saving
Document inventories, logs, mailing lists, them electronically; If not
meeting room registrations, supply mentioned here, consult the
inventories, telephone messages, City Attorney to determine if a
text messages, transmittal letters, record is considered transitory
thank yous, requests from other / preliminary drafts. GC
cities, undeliverable envelopes,
§34090, GC §6252; 64 Ops.
visitors logs, voice mails,
webpages, etc.)
Cal. Atty. Gen. 317 (1981))
Copies - Copies -
Deeds, Easements, Final When No When No Mag, Send all originals to the City
AS / City Clerk CW-028
Orders of Condemnations (All) Longer Longer Ppr Clerk; GC §34090.7
Required Required

ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
As long as the drafts and notes
are not retained in the "Regular
When No When No Course of Business". Consult
Drafts & Notes: Drafts that are Mag,
Lead Dept. CW-029 Longer Longer the City Attorney to determine
revised (retain final version) Ppr
Required Required if a record is considered a
draft. GC §§34090, 6252,
6254(a)
Facility Use Applications / Mag,
Facility Use Permits Ppr
The Lead Department should
print out historical documents
(or save source data) prior to
GIS Database / Data / Layers When No When No replacing the data, if they
Lead Dept. CW-031 (both City-wide and Longer Longer Yes Mag require the data or output for
Specialized) Required Required historical purposes;
(Preliminary documents); GC
§34090 et seq.
Grants (UNSUCCESSFUL Mag,
Applications, Correspondence) Ppr

ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Meets auditing standards;
Grants / CDBG / Reimbursable Grants covered by a
Claims / FEMA Claims Consolidated Action Plan are
(SUCCESSFUL Reports, other required for 5 years; Uniform
records required to pass the Admin. Requirements for
funding agency's audit, if Grants to Local Governments
After
required) is 3 years from expenditure
Funding After Funding
report or final payment of
Agency Agency Audit,
Applications (successful), grant Mag, grantee or subgrantee;
Lead Dept. CW-033 agreement, program rules, 2 years Audit, if if required -
Ppr statewide guidelines propose 4
regulations & procedures, reports Required - Minimum 5
years; 2 CFR 200.333; 21 CFR
to grant funding agencies, Minimum 5 years
1403.36 & 1403.42(b); 24 CFR
correspondence, audit records, years
85.42, 91.105(h), 92.505,
completion records
570.490, & 570.502(a&b), 28
Excludes State Prop 1B (2006 CFR 66.42; 29 CFR 97.42; 40
Transportation Projects), which the CFR 31.42; 44 CFR 13.42; 45
State requires for 35 years CFR 92.42; OMB Circular A-
110 & A-133; GC §34090
Send all grievances to Human
Resources; All State and
Copies - Copies -
Personnel / AS Federal laws require retention
Grievances and Informal When No When No Yes: Before Mag,
/ Human CW-034 until final disposition of formal
Complaints (Employees) Longer Longer Disposition Ppr
Resources complaint; State requires 2
Required Required
years after action is taken; GC
§§12946, 34090

ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Longest Statute of
Limitations is 10 years;
Insurance Certificates -
Mag, Conforms with Agreement
Miscellaneous (from outside Yes:
Mfr, Yes - After Retention (usually filed with
Lead Dept. CW-035 companies, that cannot be 11 years 11 years Before S
OD, QC & OD agreement); statewide
matched with a contract or Completion
Ppr guidelines propose
agreement)
permanent; CCP §337 et
seq.; GC §34090
Copies - Copies -
When No When No
Mag, Risk Management
Lawsuits, Litigation, Pending Longer Longer Yes: Before Yes: After
City Attorney CW-036 Mfr, OD, S/I administrates claim; GC
Litigation Required Required Settlement Settlement
Ppr §§34090.7, 34090.6
(Upon (Upon
Settlement) Settlement)
Originals are signed by the
Mag,
Lead Dept. CW-037 Leave Slips 5 years 5 years employee, and not forwarded
Ppr
to Finance; GC §34090
Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as
a record of the chemical /
Material Safety Data Sheet
substance / agent, where &
(MSDS) / Safety Data Sheet
While Mag, when it was used is
(SDS) Chemical Use Report Yes - After
Lead Dept. CW-038 Chemical In 30 years 30 years Mfr, OD, S
Form (or records of the QC & OD maintained for 30 years;
Use Ppr Applies to qualified employers;
chemical / substance / agent,
where & when it was used) Claims can be made for 30
years for toxic substance
exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29
CFR 1910.1020(d)(1)(i), GC

ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Copies - Copies -
Mag, Originals maintained by City
When No When No
AS / City Clerk CW-039 Minutes - City Council Yes (all) Mfr, OD, S No Clerk Permanently; GC
Longer Longer
Ppr §34090.7
Required Required
Copies - Copies - Return any whole unused
Mag,
Municipal Code (these are When No When No Yes: Current codes to the City Clerk;
AS / City Clerk CW-040 Mfr, OD, I No
copies) Longer Longer Original Originals maintained by City
Ppr
Required Required Clerk Permanently; GC §34090
When No When No Non-records - may be obtained
Lead Dept. CW-041 Newspaper Clippings Longer Longer Ppr from the newspaper company;
Required Required GC §34090
Statute of Limitations on
Notices: Public Hearing
Mag, Municipal Government actions
Staffing Dept. CW-042 Notices and Proofs of 2 years 2 years
Ppr is 3 - 6 months; CCP§337 et
Publications
seq; GC §34090
Copies - Copies -
Mag,
When No When No Originals maintained by City
AS / City Clerk CW-043 Ordinances - City Council Yes (all) Mfr, OD, S No
Longer Longer Clerk Permanently; GC §34090
Ppr
Required Required
Overtime Sheets / Overtime Mag,
Lead Dept. CW-044 5 years 5 years employee, and not forwarded
Cards Ppr
to Finance; GC §34090
Send to Send to
Ensure records kept in
Human Human
Department files comply with
AS / Human Resources Resources Before Mag,
CW-045 Personnel Files City policy (all originals are
Resources Upon Upon Separation Ppr
sent to Human Resources); GC
Separation or Separation or
§34090.7
Transfer Transfer

ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Preliminary Drafts; Notes
After After
maintained in a separate folder
Incorporation Incorporation Before
Personnel Files (Supervisor's Mag, to be incorporated into
Lead Dept. CW-046 into into Annual
Notes) Ppr performance evaluation, or to
Performance Performance Evaluation
document progressive
Evaluation Evaluation
discipline; GC §34090 et seq.
Mag,
Lead Dept. CW-047 Personnel Work Schedules 2 years 2 years GC §34090
Ppr
Prop. 218 Fees & Charges:
Lead Dept. CW-048 Ballots and/or protest letters, 2 years 2 years Ppr GC §53753(e)(2)
Mailing List
Transitory records not retained
Prop. 218 Fees & Charges:
Lead Dept. CW-049 3 months 3 months Ppr in the ordinary course of
Undeliverable Mail
business; GC §34090
Public Relations / Press Mag,
Releases Ppr
Lead Dept. Real Estate Appraisal Reports: Not accessible to the public;
Mag,
(Who Ordered CW-051 Property NOT purchased, 2 years 2 years Statewide Guidelines show 2
Ppr
the Appraisal) Loans not funded, etc. years; GC §§34090, 6254(h)
Not accessible to the public
When No When No until purchase has been
Lead Dept. Real Estate Appraisal Reports: Longer Longer Mag, completed; meets grant
Yes: Before Yes: After
(Who Ordered CW-052 Purchased Property, Funded 2 years Required - Required - Mfr, OD, S auditing requirements; 24 CFR
Purchase Inactive
the Appraisal) Loans Minimum 3 Minimum 5 Ppr 85.42 & 91.105(h), &
years years 570.502(b); 29 CFR 97.42, GC
§34090
Copies - Copies -
Records Destruction Lists /
When No When No Mag,
AS / City Clerk CW-053 Certificate of Records GC §34090.7
Longer Longer Ppr
Destruction
Required Required

ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc: When No When No
Mag,
CW-054 Produced by OUTSIDE Longer Longer Non-Records
Ppr
ORGANIZATIONS (League of Required Required
California Cities, Chamber of
Commerce, etc.)
Reference Materials: Policies, When No When No
Procedures, Brochures, Flyers, Longer Longer Statewide guidelines propose
Mag,
Lead Dept. CW-055 Manuals, Newsletters, etc: Required - Required - superseded + 2 or 5 years; GC
Ppr
Produced by YOUR Minimum 2 Minimum 2 §34090
Department years years
Reference Materials: Policies,
Procedures, Brochures, Flyers,
When When Mag,
Lead Dept. CW-056 Manuals, Newsletters, etc: Copies; GC §34090.7
Superseded Superseded Ppr
Produced by OTHER
Departments
Reference or Working Files:
CW-057
See Correspondence
Administratively and
Reports and Studies Mag,
Yes: After Historically significant,
Lead Dept. CW-058 (Historically significant - e.g., 10 years P P Mfr, OD, S/I
10 years therefore retained
Zoning Studies) Ppr
permanently; GC §34090
Information is outdated after 10
Reports and Studies (Other years; statewide guidelines
Mag,
Lead Dept. CW-059 than Historically significant 10 years 10 years propose 2 years; If historically
Ppr
reports - e.g. Annual Reports) significant, retain permanently;
GC §34090

ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Copies - Copies -
Mag, Originals maintained by City
When No When No
AS / City Clerk CW-060 Resolutions - City Council Yes (all) Mfr, OD, S No Clerk Permanently; GC
Longer Longer
Ppr §34090.7
Required Required
When No When No
Longer Longer
Special Projects / Subject Files Mag, Department Preference; GC
Lead Dept. CW-061 Required - Required -
/ Issue Files Ppr §34090 et seq.
Minimum 2 Minimum 2
years years
When No When No
Subject / Reference Files:
Longer Longer
Subjects other than Specifically Mag, Department Preference; GC
Lead Dept. CW-062 Required - Required -
Mentioned in Retention Ppr §34090 et seq.
Minimum 2 Minimum 2
Schedules
years years
Surveys / Questionnaires (that
the City issues).
If a summary of the data is

Mag,
Lead Dept. CW-063 compiled, the survey forms are 2 years 2 years GC §34090
Ppr
considered a draft or transitory
record, and can be destroyed
as drafts (When No Longer
Required)
Tapes / DVD Recordings: See
CW-064
Boards & Commissions

ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
employee, and not forwarded
to Finance; Department
preference; Meets auditing
standards (audit + 4 years);
Time Sheets / Time Cards /
Mag, IRS requires 4 years; Ca.
Lead Dept. CW-065 Overtime Sheets / Overtime 5 years 5 years
Ppr requires 2 yr min.; FTB keeps 3
Cards / Leave Slips
years; Published articles show
4 -10 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5 &
516.6(c); GC §34090
Department preference; Ethics
Training is 5 years; Statewide
guidelines propose 7 years;
Calif. Labor Division is required
Training - ALL COURSE to keep their OSHA records 7
RECORDS years; EEOC/FLSA/ADEA
Mag,
Yes: When (Age) requires 3 years for
Lead Dept. CW-066 2 years 5 years 7 years Mfr, OD, S
(Attendance Rosters, Outlines Inactive promotion, demotion, transfer,
Ppr selection, or discharge; State
and Materials; includes Ethics
& Safety training & Tailgates) Law requires 2 -3 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1602.31, LC §6429(c); GC
§§12946, 34090, 53235.2(b)

ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Department preference (Courts
treat volunteers as
employees);
Volunteer / Unpaid Intern Inactive / Inactive /
EEOC/FLSA/ADEA (Age)
Lead Dept. CW-067 Applications & Agreements - Separation + 3 Separation + Ppr
requires 3 years for promotion,
Successful years 3 years
demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC
Department preference (Courts
treat volunteers as
Volunteer / Unpaid Intern employees);
Applications & Agreements - EEOC/FLSA/ADEA (Age)
Lead Dept. CW-068 3 years 3 years Ppr
Unsuccessful or Pending requires 3 years for promotion,
Applicants demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC

ATTACHMENT 2
Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY ATTORNEY Page CA-1
Office of
Record
Destroy
Image:
Inactive Paper
(OFR) (Off-site, Vital? after
OD or Mfr) Imaged &
S=Scan
QC'd?
When No When No
Longer Longer Yes:
Mag, Mfr, Department Preference; GC
Lead Dept. CA-001 City Attorney Opinions Required - Required - Yes S After QC
OD, Ppr §34090
Minimum 2 Minimum 2 & OD
years years
When No When No
Admin. Longer Longer Some material may be required
Services / CA-002 Closed Session Material Required - Required - Mag, Ppr for reference, depending upon
City Attorney Minimum 2 Minimum 2 subject; GC §34090
years years
Department Preference for
Admin. Yes:
Lawsuits / Litigation - Historical Yes: Until Mag, Mfr, historical purposes; CCP §§ 337
Services / CA-003 Resolution P P S After
Cases Resolution OD, Ppr et seq.; GC §§ 911.2, 945.6,
City Attorney Settled
34090, 34090.6; PC §832.5(b)
Department Preference; Covers
Admin. Yes: various statute of limitations;
Lawsuits / Litigation - Routine Resolution + Yes: Until Mag, Mfr,
Services / CA-004 Resolution 5 years S After CCP §§ 337 et seq.; GC §§
Cases 5 years Resolution OD, Ppr
City Attorney Settled 911.2, 945.6, 34090, 34090.6;
PC §832.5(b)
When No When No
Admin. Longer Longer Some material may be required
Subject / Project Files (Cable TV,
Services / CA-005 Required - Required - Mag, Ppr for reference, depending upon
etc.)
City Attorney Minimum 2 Minimum 2 subject; GC §34090
years years
LAKEPORT, CA. ©1998 - 2015 Gladwell Governmental Services, Inc. - all rights reserved
ATTACHMENT 2
Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-1
Office of
Record
Image: Destroy
Inactive
Center)
S=Scan QC'd?
Affidavits of Publications / action; Statute of Limitations on
Mag, Mfr,
Lead Dept. CC-001 Legal Advertising / Affidavits of 2 years 2 years Municipal Government actions
OD, Ppr
Posting is 3 - 6 months; CCP §§337 et
seq, 349.4; GC §§34090,
54960.1(c)(1)
Agendas (Face Sheets) - City
Council, Redevelopment,
Successor Agency, Oversight
Admin.
Board, Public Financing Yes: Until Mag, Mfr, Department Preference; GC
Services / CC-002 2 years 2 years S No
Authority, Housing Authority, After Meeting OD, Ppr §34090 et seq.
City Clerk
Municipal Finance Authority,
Industrial Development
Authority
Agenda Packets / Staff
Reports - City Council,
Redevelopment, Successor
Admin.
Agency, Oversight Board, Yes: Until Mag, Mfr, Department Preference; GC
Services / CC-003 10 years 10 years S No
Public Financing Authority, After Meeting OD, Ppr §34090 et seq.
City Clerk
Housing Authority, Municipal
Finance Authority, Industrial
Development Authority
ATTACHMENT 2
Office of
Record
Image: Destroy
Inactive
Center)
S=Scan QC'd?
Agreements - ALL - Approved
If Imaged, Infrastructure,
CIPs, DDAs, OPAs, MOUs,
MOAs
Other contracts are maintained
Agreement or Contract by the Lead Department
includes all contractual managing the contract;
obligations (e.g. Department Preference; All
infrastructure, JPAs, & Mutual
Amendments, Scope of
Aid contracts should be
Admin. Work or Successful Yes: Before Mag, Mfr, Yes: Upon permanent for emergency
Services / CC-004 Proposal) & Insurance Completion P P S
Completion OD, Ppr Completion preparedness; Statute of
City Clerk Certificates Limitations is 4 years; 10 years
for Errors & Omissions; land
Examples of Infrastructure: records are permanent by law;
Architects, CIPs (Capital CCP §337 et. seq., GC §34090;
Improvement Projects,) City Contractor has retention
Manager employment contracts, requirements in 48 CFR 4.703
franchise agreements, subdivision
improvement agreements,
development, Joint Powers,
MOUs, retirement, water rights,
etc.
ATTACHMENT 2
Office of
Record
Image: Destroy
Inactive
Center)
S=Scan QC'd?
Agreements - ALL - Approved
Non-Infrastructure that are
NOT Imaged
Other contracts are maintained
by the Lead Department
managing the contract; Covers
Agreement or Contract
E&O Statute of Limitations;
includes all contractual Published Audit Standards=4-7
Admin. obligations (e.g. Completion + Yes: Before Mag, Mfr, Yes: Upon years; Statute of Limitations:
Services / CC-005 Amendments, Scope of Completion 10 years S/I
10 years Completion OD, Ppr Completion Contracts & Spec's=4 years,
City Clerk
Work or Successful Wrongful Death=comp. + 5
Proposal) & Insurance years, Developers=comp. + 10
Certificates years; Statewide guidelines
propose termination + 5 years;
Examples of NON-Infrastructure: CCP §337 et. seq., GC §34090
Consulting, disposal, leases, loans,
mutual aid, professional services,
settlement, services, etc.
Admin. Applications for Boards, Term of Term of
Department preference; GC
Services / CC-006 Commissions or Committees - Office + 2 Office + 2 Mag, Ppr
§34090
City Clerk Successful years years
Admin. Applications for Boards,
Services / CC-007 Commissions or Committees - 2 years 2 years Mag, Ppr GC §34090
City Clerk Unsuccessful
Admin. Committee Rosters / Boards,
Services / CC-008 Commissions and Committees 2 years 2 years Mag, Ppr GC §34090
City Clerk (Maddy Act)
Economic Interest Filings City maintains original
Admin.
(FPPC 700 Series Forms - Mag, Mfr, Yes: After 2 statements; GC §81009(e)&(g);
Services / CC-009 2 years 5 years 7 years S/I
Statement of Economic OD, Ppr years GC §81009(f)&(g); 2 CCR
City Clerk
Interests): ALL 18615(d)
ATTACHMENT 2
Office of
Record
Image: Destroy
Inactive
Center)
S=Scan QC'd?
Admin.
Mag, Mfr, Yes: After 1
Services / CC-010 Ethics Training Certificates 5 years 5 years S/I GC §§12946, 29 USC 1113
OD, Ppr year
City Clerk
Admin. Must post on website; 2 CCR
FPPC Form 801 (Gift to
Services / CC-011 7 years 7 years Mag, Ppr 18944(c)(3)(G); GC §81009€;
Agency Report)
City Clerk GC §34090;
Admin.
FPPC Form 802 (Event Ticket Must post on website for 4
Services /
CC-012 / Pass Distributions Agency 7 years 7 years Mag, Ppr years; GC §81009€; GC
City
Report) §34090
Manager
Admin.
FPPC Form 803 (Behested
Services / CC-013 7 years 7 years Mag, Ppr GC §81009e; GC §34090
Payment Report)
City Clerk
Admin.
FPPC Form 804 (Agenda FPPC Regulation 18734(c); GC
Services / CC-014 P P Mag, Ppr
Report of New Positions) §81009e; GC §34090
City Clerk
Admin.
FPPC Form 805 (Agency FPPC Regulation 18734(c); GC
Services / CC-015 P P Mag, Ppr
Report of Consultants) §81009e; GC §34090
City Clerk
Admin. FPPC Form 806 (Agency Must post on website; 2 CCR
Services / CC-016 Report of Public Official 7 years 7 years Mag, Ppr 18705.5(b)(3); GC §34090; GC
City Clerk Appointments) §81009(e)
ATTACHMENT 2
Office of
Record
Image: Destroy
Inactive
Center)
S=Scan QC'd?
ELECTIONS - CONSOLIDATED
Campaign Filings (FPPC 400
Admin.
Series Forms & Form 501): Mag, Mfr, Yes: After 2 Paper must be retained for at
Services / CC-017 2 years P P S
SUCCESSFUL CANDIDATES OD, Ppr years least 2 years; GC §81009(b)(g)
City Clerk
(Elected Officials)
Admin.
Series Forms & Form 501): Mag, Mfr, Yes: After 2 Paper must be retained for at
Services / CC-018 5 years 5 years S
UNSUCCESSFUL OD, Ppr years least 2 years; GC §81009(b)(g)
City Clerk
CANDIDATES
Admin. Series Forms): THOSE NOT
Paper must be retained for at
Services / CC-019 REQUIRED TO FILE 4 years 4 years Mag, Ppr
least 2 years; GC §81009(b)(g)
City Clerk ORIGINAL WITH CITY CLERK
(copies)
Admin.
Series Forms): OTHER Paper must be retained for at
Services / CC-020 7 years 7 years Mag, Ppr
COMMITTEES (PACS - not least 2 years; GC §81009(c)(g)
City Clerk
candidate-controlled)
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
Admin. (Correspondence, Applications
Services / CC-021 for vacancies on the Council, 2 years 2 years Mag, Ppr GC §34090
City Clerk Precinct Maps, County Election
Services, Candidate
Statements to be printed in the
Sample Ballot, etc.)
Admin.
Elections - HISTORY Files Mag, Mfr, Department preference; GC
Services / CC-022 P P S No
(Sample Ballot, Results) OD, Ppr §34090
City Clerk
ATTACHMENT 2
Office of
Record
Image: Destroy
Inactive
Center)
S=Scan QC'd?
Not accessible to the public;
Results or Results or The 8 month retention applies
Admin. Final Final after election results, or final
Elections - Petitions (Initiative,
Services / CC-023 Examination Examination Ppr examination if no election,
Recall or Referendum)
City Clerk if No Election if No Election unless there is a legal or FPPC
+ 8 mo. + 8 mo. proceeding. EC §§17200,
17400
(End of Elections Section)
City Clerk determines historical
significance; records can
Historical Records & Historical
Admin. address a variety of subjects
Projects (e.g. Incorporation, Mag, Mfr,
Services / CC-024 P P S No and media. Some media (e.g.
City Seal, Awards of significant OD, Ppr
City Clerk audio and video tape) may be
historical interest, etc.)
limited because of the media's
life expectancy; GC §34090
Admin. Minutes - City Council,
Mag, Mfr,
Services / CC-025 Redevelopment, Successor P P Yes (all) S No GC §34090
OD, Ppr
City Clerk Agency, Oversight Board, etc.
Admin. When No When No Preliminary drafts not retained
Municipal Code Administration,
Services / CC-026 Longer Longer Mag, Ppr in the ordinary course of
Distribution, etc.
City Clerk Required Required business; GC §34090
Admin. Municipal Code and History
Mag, Mfr,
Services / CC-027 File (always retain 1 2 years P P S No GC §34090
OD, Ppr
City Clerk supplement)
Admin.
Mag, Mfr,
Services / CC-028 Ordinances (City Council) P P Yes (all) S No GC §34090 et. seq.
OD, Ppr
City Clerk
ATTACHMENT 2
Office of
Record
Image: Destroy
Inactive
Center)
S=Scan QC'd?
Petitions (submitted to Council
on any subject - Dog Parks,
Admin.
Parking, Traffic Calming, etc.) Law requires 1 year for
Services / CC-029 1 year 1 year Ppr
petitions; GC §50115
City Clerk
See Elections for Initiative,
Recall or Referendum Petitions
Proof of Publication / Public Statute of Limitations on
Hearing Notices / Certificate of Municipal Government actions
Lead Dept. CC-030 2 years 2 years Mag, Ppr
Posting / Legal Advertising is 3 - 6 months; CCP§337 et
(Usually kept with Project Files) seq; GC §34090
Real Property - Records that
Admin.
Affect the Title to Real Property Mag, Mfr,
Services / CC-031 2 years P P S/I No GC §34090
(Deeds, Easements, Liens, OD, Ppr
City Clerk
Rights of Way, etc.)
Admin. Recordings / Tapes of City Department Preference; State
Services / CC-032 Council Meetings - Audio 2 years 2 years Mag, OD law only requires for 30 days;
City Clerk Recordings GC §54953.5(b)
Department preference; Video
Admin. Recordings / Tapes of City
recording of meetings are only
Services / CC-033 Council Meetings - Video 2 years 2 years Mag, OD
required for 90 days; GC
City Clerk Recordings / DVD-R
§§34090.7, 34090
Admin. Records Destruction Lists /
Mag, Mfr, Yes: After Department Preference; GC
Services / CC-034 Certificates of Records P P S
OD, Ppr QC & OD §34090 et. seq.
City Clerk Destruction
Admin. Records Retention Schedules /
Mag, Mfr,
Services / CC-035 Amendments to Records 10 years P P I GC §34090 et. seq.
OD, Ppr
City Clerk Retention Schedules
Admin.
Services / CC-036 Request for Public Records 2 years 2 years Mag, Ppr GC §34090
City Clerk
ATTACHMENT 2
Office of
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Resolutions
Admin.
Mag, Mfr,
Services / CC-037 P P Yes (all) S No GC §34090 et. seq.
City Council, Redevelopment, OD, Ppr
City Clerk
Successor Agency, etc.
ATTACHMENT 2
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY MANAGER Page CM-1
Office of
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When No When No
Admin.
City Manager Correspondence Longer Longer
Services /
CM-001 (Interoffice, Citizens, Legislative Required - Required - Mag, Ppr GC §34090
City
Positions, Organizations, etc.) Minimum 2 Minimum 2
Manager
years years
When No When No
Admin.
Longer Longer
Services / Department Preference; GC
CM-002 Department Files Required - Required - Mag, Ppr
City §34090
Minimum 2 Minimum 2
Manager
years years
Admin.
Services / Grand Jury Reports & Responses Department Preference; GC
CM-006 5 years 5 years Mag, Ppr
City regarding City Operations §34090
Manager
Projects, Programs, Events, When No When No
Admin.
Economic Development, Subject Longer Longer Yes: While
Services /
CM-003 & Issues (Issues and/or projects Required - Required - Active Mag, Ppr GC §34090
City
will vary over time - e.g. Hotels, Minimum 2 Minimum 2 Issues
Manager
Developments, etc.) years years
When No When No
Admin.
Services /
CM-004 Special Event Permits Required - Required - Before Mag, Ppr GC §34090
City
Minimum 2 Minimum 2 Expiration
Manager
years years
When No When No
Speech Notes / PowerPoint Notes, drafts, or preliminary
Lead Dept. CM-005 Longer Longer Mag, Ppr
Presentations documents; GC §34090 et seq.
Required Required
ATTACHMENT 2
Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-1
Office of
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HUMAN RESOURCES
Admin. Department Preference; IRS: 4
1095-C (Employer-Provided
Services / years after tax is due or paid; 6
HR-027 Health Insurance Offer and 2 years 3 years 5 years Mag, Ppr
Human CFR 31.6001-1(e)(2), GC
Coverage)
Resources §34090
EEOC / ADEA (Age) requires 1
year after benefit plan
Admin. termination; Federal law requires
Duration of Duration of Yes: For
Services / Benefit Plan Documents 6 years after filing date for
HR-001 the Contract the Contract Duration of Mag, Ppr
Human (CalPERS, Optical, Dental, etc.) retirement; State Law requires 2
+ 6 years + 6 years Contract
Resources years after action; 29 CFR
1627.3(b)(2); 29 USC 1027; GC
§§12946, 3409
CalPERS Benefit Administration
Department Preference; 6 years
Admin.
for retirement benefits; State
Services / (Includes contract amendment,
HR-002 6 years 6 years Mag, Ppr Law requires 2 years after
Human actuarial reports, service credit
action; 29 CFR 1627.3(b)(2); 29
Resources reports, annual employee listing,
USC 1027; GC §§12946, 3409
etc.)
Admin.
Services / CalPERS Reports - Annual
HR-003 2 years 3 years 5 years Mag, Ppr Retained to match other auditing
Human Employer Statements
periods; GC §34090
Resources
Bureau of National Affairs
When No When No recommends 2 years for all
Admin. Classification / Reorganization
Longer Longer supplementary Personnel
Services / Studies (for employee
HR-004 Required - Required - Mag, Ppr records; Wage rate tables are 1
Human classifications and department
Minimum 3 Minimum 3 or 2 years; State requires 2
Resources structures)
years years years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 34090
ATTACHMENT 2
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EEOC/FLSA/ADEA (Age)
When No When No
Admin. demotion, transfer, selection, or
Longer Longer
Services / Mag, Mfr, Yes: After 1 discharge; State Law requires 2 -
HR-005 Classification Specifications Required - Required - S/I
Human OD, Ppr year 3 years; retirement benefits is 6
Minimum 3 Minimum 3
Resources years from last action; 29 CFR
years years
1602.31 & 1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 34090; 29 USC 1113
Bureau of National Affairs
When No When No recommends 2 years for all
Admin.
Longer Longer supplementary Personnel
Services /
HR-006 Compensation Surveys & Studies Required - Required - Mag, Ppr records; Wage rate tables are 1
Human
Minimum 3 Minimum 3 or 2 years; State requires 2
Resources
years years years; 29 CFR 516.6(2), 29 CFR
1602.14, GC §§12946, 34090
All State and Federal laws

Admin. require retention until final
Department of Fair Employment Final Final
Services / disposition of formal complaint;
HR-007 & Housing (DFEH or EEOC) Disposition + Disposition + Mag, Ppr
Human State requires 2 years after "fully
Claims 3 years 3 years
Resources and finally disposed"; 2 CCR
11013©; GC §§12946, 34090
Transitory or source records not
retained in the ordinary course
Admin.
When When of business; CHP audits every 2
Services /
HR-008 DMV Pull Notices Superseded Superseded Mag Ppr years; Bureau of National Affairs
Human
or Separated or Separated recommends 2 years for all
Resources
supplementary Personnel
records; GC §34090
ATTACHMENT 2
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D.O.T. Requires 5 years for
positive tests, refusals, annual
summaries, etc, 1 year for
negative tests; EEOC / FLSA /
Admin.
ADEA (Age) requires 3 years
Services / Drug & Alcohol Test Results (All -
HR-009 2 years 3 years 5 years Mag Ppr physical examinations; State
Human Positives and Negatives)
Law requires 2 years; 29 CFR
Resources
1627.3(b)(1)(v), GC §§12946,
34090; 49 CFR 655.71 et seq.;
49 CFR 382.401 et seq. 49 CFR
653.71
Admin. EEO-4 Reports and records
Services / required to generate EEO-4
HR-010 3 years 3 years Mag, Ppr 29 CFR 1602.30
Human report (Self-Identification Form,
Resources etc.)
Non-citizens must re-certify
periodically; Required for 1 year
from termination or 3 years from
Admin. hiring, whichever is later; EEOC
Services / Separation + Separation + / FLSA / ADEA (Age) requires 3
HR-011 I-9s Mag, Ppr
Human 3 years 3 years years for "any other forms of
Resources employment inquiry"; State Law
requires 2 -3 years; 8 CFR
274a.2; 29 CFR 1627.3(b)(i); GC
§§12946, 34090
Labor Relations Files
Admin.
Services / (Negotiation Notes, Department Preference; GC
HR-012 5 years 5 years 10 years Mag, Ppr
Human Correspondence, Interpretation of §34090
Resources MOU Provisions, Documentation,
etc.)
ATTACHMENT 2
Office of
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Department preference; EEOC /
Admin. Personnel Background Packet - FLSA / ADEA (Age) requires 3
Services / POLICE & OTHER EMPLOYEES Separation + Separation + years; State Law requires 2 - 3
HR-013 Mag, Ppr
Human - SUCCESSFUL Employees 3 years 3 years years; 29 CFR 1672.3(b)(i), 29
Resources (Hired) CFR 1602.14 et seq., GC
§§12946, 34090
Admin. FLSA / ADEA (Age) requires 3
Personnel Background Packet -
Services / years; State Law requires 2 - 3
HR-014 POLICE & OTHER EMPLOYEES 3 years 3 years Mag, Ppr
Human years; 29 CFR 1672.3(b)(i), 29
Unsuccessful (not hired)
Resources CFR 1602.14 et seq., GC
§§12946, 34090
Department Preference; statute
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age)
Admin. Personnel Files - Employees
Yes: After requires 3 years for promotion,
Services / Separation + Separation + Mag, Mfr,
HR-015 S Separation + demotion, transfer, selection, or
Human Includes Oaths of Office, and 7 years 7 years OD, Ppr
1 year discharge; State Law requires 2 -
Resources Disaster Service Workers Oaths
3 years; 29 CFR 1602.14,
1602.31 & 1627.3(b)(ii), GC
§§12946, 34090; 29 USC 1113,
GC §3105
ATTACHMENT 2
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Personnel Files - Medical File (all
employees) Department preference; Files
maintained separately; Claims
Admin.
Pre-employment Clearances, Yes: After can be made for 30 years for
Services / Separation + Separation + Yes: Until Mag, Mfr,
HR-016 ADA Accommodations, 23 years S Separation + toxic substance exposure; 8
Human 7 years 30 years Separation OD, Ppr
Respiratory Fit Tests, Hearing 1 year CCR §3204(d)(1) et seq., 29
Resources
Tests, Incidents / Accidents CFR 1910.1020(d)(1)(i), GC
where no medical services were §§12946, 34090
provided, etc.
Recruitment and Testing File
(Includes Advertisements,
Applications for Unsuccessful
Admin. FLSA / ADEA (Age) requires 1-3
Candidates, Job Brochures, Test
Services / years; State Law requires 2 - 3
HR-017 Data, Testing Analysis & 3 years 3 years Mag, Ppr
Human years; 29 CFR 1627.3(b)(i), 29
statistical Metric, Interview Notes,
Resources CFR 1602.14 et seq. 2 CCR
Job Analysis, Rating Sheets,
11013©; GC §§12946, 34090
Scantrons, Rater's Profile &
Confidentiality Agreement,
Flowchart, Eligible Lists, etc.)
When No When No
Admin.
Studies & Surveys Conducted on Longer Longer
Services / Department preference; GC
HR-018 Behalf of the City (Sick Leave, Required - Required - Mag, Ppr
Human §34090
Attrition, Benefits, etc.) Minimum 3 Minimum 3
Resources
years years
Admin.
Services / Workers Compensation Claim Meets auditing standards; GC
HR-019 5 years 5 years Mag Ppr
Human Runs §34090
Resources
ATTACHMENT 2
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Department preference; Files
Separation +
20 years or maintained separately; Claims
Admin. 30 years or
Termination Yes: After can be made for 30 years for
Services / Separation + Termination Yes: Until Mag, Mfr,
HR-020 Workers Compensation Claims of Benefits, S Separation + toxic substance exposure; 8
Human 10 years of Benefits, Separation OD, Ppr
whichever is 1 year CCR §3204(d)(1) et seq., 29
Resources whichever is
longer CFR 1910.1020(d)(1)(i), GC
longer
§§12946, 34090
RISK MANAGEMENT
Admin.
Services /
Human Accident, Incident, Injury Reports Department Preference; GC
HR-021 2 years 2 years Mag, Ppr
Resources That do NOT Result in a Claim §34090
/ Risk
Manage.
Admin.
Services /
Human Department preference; GC
HR-022 Actuarials 10 years 10 years Ppr
Resources §34090
/ Risk
Manage.
Admin.
Department Preference; Covers
Services /
Final Final various statute of limitations;
Human Yes: Until Mag, Mfr, Yes: After
HR-023 Claims (Liability Claims) Resolution + Resolution + S CCP §§ 337 et seq.; GC §§
Resources Resolution OD, Ppr QC & OD
5 years 5 years 911.2, 945.6, 34090, 34090.6;
/ Risk
PC §832.5
Manage.
Admin.
Services /
Human Insurance Policy Applications / Yes: Until Mag, Mfr, Yes: After Department preference; GC
HR-024 P P S/I
Resources Policies (City-owned Policies) Separation OD, Ppr QC & OD §34090
/ Risk
Manage.
ATTACHMENT 2
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Admin.
Services /
When No When No Department Preference (the
Human
HR-025 Loss Runs Longer Longer Mag Ppr Claims Management System is
Resources
Required Required the original); GC §34090
/ Risk
Manage.
Calif. Labor Division is required
Admin. to keep their records 7 years;
Services / OSHA requires 5 years; State
Human OSHA Inspections & Citations, law requires 2 years; 8 CCR
HR-026 5 years 5 years Ppr
Resources Log 200 and Log 300, 301, 301A §3203(b)(1), 29 CFR 1904.33,
/ Risk OMB 1220-0029, 8 CCR
Manage. 14300.33; GC §34090.7; LC
§6429c
ATTACHMENT 2
Ver. 2.0 RECORDS RETENTION SCHEDULE: COMM. DEV. / BUILDING & CODE ENFORCEMENT Page BLD-1
Office of
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BUILDING & SAFETY
Comm. Department Preference - Data
Develop. / BL-001 Building Permit Database Indefinite Indefinite Yes (all) Mag is interrelated; GC §34090, H&S
Building §19850
Comm. Mag, Statewide guidelines propose
Yes: After
Develop. / BL-002 Building Permits / Address Files P P Yes (all) Mfr, OD, S permanent; GC §34090, H&S
QC & OD
Building Ppr §19850
Comm. Mag, Preliminary drafts not retained
Building Plans - Expired or Yes: After
Develop. / BL-003 P P Mfr, OD, S in the ordinary course of
Withdrawn QC & OD
Building Ppr business; CBC §104.7;
H&S§19850, GC §34090
Law does not require plans to
be filed for dwellings less than 2
stories, garages &
Building Plans and Construction
Comm. Mag, appurtenances, farms/ranches,
Documents - Finalled - SINGLE Yes: After
Develop. / BL-004 P P Yes Mfr, OD, S 1-story with bearing walls less
FAMILY RESIDENTIAL - SFR and QC & OD
Building Ppr than 25'; CBC requires 180
APPURTENANCES
days from completion date;
CBC 104.7 & 107.5,
H&S§19850, GC §34090
ATTACHMENT 2
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Building Plans and Construction
Documents - Finalled -
Department Preference; Law
INDUSTRIAL, COMMERCIAL,
requires for the life of the
MULTI-FAMILY DWELLINGS,
building for commercial and
Comm. PLACES OF PUBLIC Mag,
Yes: After common interest dwellings only;
Develop. / BL-005 ACCOMMODATION, TENANT P P Yes (all) Mfr, OD, S
QC & OD Statewide guidelines propose 2
Building IMPROVEMENTS Ppr
years for blueprints &
specifications; CBC 104.7 &
(includes commercial structural 107.5, H&S§19850, GC §34090
plans, Hazardous Materials
Questionnaire, etc.)
Comm. Mag,
Develop. / BL-006 Certificates of Occupancy P P Yes (all) Mfr, OD, S
QC & OD §34090
Building Ppr
Construction Notices / Inspection
Notices
Develop. / BL-007 Longer Longer Mag, Ppr Preliminary Drafts; GC §34090
(correction notices, compliance
Building Required Required
orders, stop work notices, etc.)
Comm. Department Preference; (meets
Private Land Developer Trust Close + 5 Close + 5
Develop. / BL-008 Mag, Ppr municipal government auditing
Accounts / Deposits years years
Building standards); GC §34090
Comm. When No When No Preliminary drafts not retained
Develop. / BL-009 Reports: Building Activity Longer Longer Mag, Ppr in the ordinary course of
Building Required Required business; GC §34090 et seq.
Comm. Requests & Permissions to Receive
Develop. / BL-010 Copies of Plans (to and from 2 years 2 years Mag, Ppr GC §34090 et seq.
Building Architects)
Comm.
Uniform Building Codes / California When When
Develop. / BL-011 Mag, Ppr GC §50022.6
Building Codes Superseded Superseded
Building
CODE ENFORCEMENT
ATTACHMENT 2
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Comm.
Mag, Yes:
Develop. /
CE-001 Citations / Notice of Violations 2 years 2 years Mfr, OD, S/I When GC §34090
Code
Ppr Inactive
Enforce.
When No When No
Comm. Code Enforcement / Abatement Department preference; Case is
Longer Longer
Develop. / Case Files (Includes appeals and Yes: Until open until satisfactorily resolved
CE-002 Required - Required - Mag, Ppr
Code Code Enforcement Complaint Resolution (some cases are not resolved);
Minimum 2 Minimum 2
Enforce. Letters) CFC §104.3.4, GC §34090
years years
Comm.
Develop. / Yes: Until
CE-003 Liens P P Mag, Ppr GC §34090(a)
Code Resolution
Enforce.
ATTACHMENT 2
Ver. 1.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / BUSINESS LICENSE Page BL-1
Office of
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Comm.
Develop. / Business License Applications
BL-001 2 years 3 years 5 years Mag, Ppr auditing standards; GC §34090
Business and Renewals
et seq.
License
Comm.
Develop. / Data Fields / Records are
BL-002 Business License Database Indefinite Indefinite Yes Mag
Business interrelated; GC §34090
License
Comm. Department preference;
Develop. / Collections / Collection Agency Delinquencies remain on credit
BL-003 7 years 7 years Mag, Ppr
Business Statements reports for 7 years; GC §34090
License et seq.
Comm.
Develop. / Judgment + Judgment +
BL-004 Small Claims Court Judgments Mag, Ppr auditing standards; GC §34090
Business 5 years 5 years
et seq.
License
ATTACHMENT 2
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Comm. action; Statute of Limitations on
Affidavits of Publications / Public
Develop. / PL-001 2 years 2 years Mag, Ppr Municipal Government actions
Hearing Notices / Legal Advertising
Planning is 3 - 6 months; CCP §§337 et
seq, 349.4; GC §§34090,
54960.1(c)(1)
Comm. Mag,
Annexations / Boundaries / Yes: After
Develop. / PL-002 5 years P P Mfr, OD, S/I Land Records; GC §34090
Consolidations / LAFCO QC & OD
Planning Ppr
(Non-Records - Census Bureau
Develop. / PL-003 Census, Demographics Longer Longer Mag, Ppr
is OFR)
Usually filed in the project file;
Final environmental
Comm. Environmental Impact Reports Mag,
Yes: After determinations are required to
Develop. / PL-004 (EIRs), Negative Declarations, etc. ) P P Mfr, OD, S
QC & OD be kept a "reasonable period of
Planning Ppr
time"; 14 CCR §15095(c); GC
Inside City boundaries
§34090
Non-records; EIRs and
Comm. Environmental Impact Reports When No When No
Negative Declarations within the
Develop. / PL-005 (EIRs), Negative Declarations, etc. ) Longer Longer Ppr
City Boundaries are with the
project file
Outside City boundaries
Copies - Copies -
Mag, City Clerk Maintains all Agenda
General Plan, Elements and When No When No Yes: After
City Clerk PL-006 Yes (all) Mfr, OD, S/I Packets Permanently; GC
Amendments Longer Longer QC & OD
Ppr §34090.7
Required Required
ATTACHMENT 2
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When No When No
Comm. Master Plans, Specific Plans, Longer Longer Mag,
Develop. / PL-007 Bikeway Plans, Landscaping Plans, Required - Required - Mfr, OD, S/I
QC & OD §34090
Planning Street Master Plans, etc. Minimum 2 Minimum 2 Ppr
years years
When No When No Original Staff Reports are filed
Comm. Planning Commission Longer Longer in the project file; Brown Act
Develop. / PL-008 Required - Required - Mag, Ppr challenges must be filed within
Planning AGENDA PACKETS & AGENDAS Minimum 2 Minimum 2 30 or 90 days of action; GC
years years §§34090, 54960.1(c)(1)
When No When No
Planning Commission
Comm. Longer Longer City preference; State law only
Tape
Develop. / PL-009 Required - Required - requires for 30 days; GC
AUDIO RECORDINGS of Meetings (Mag)
Planning Minimum 2 Minimum 2 §54953.5(b)
/ Audio Tapes
years years
Planning Commission
Comm. Mag,
Yes: After
Develop. / PL-010 P P Yes Mfr, OD, S GC §34090
MINUTES RESOLUTIONS & 10 years
Planning Ppr
BYLAWS
ATTACHMENT 2
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Permanent Entitlements,
Approved & Unapproved
Temporary Entitlements, Not
Exercised / Expired: Department preferences; Final
environmental determinations
Comm. Mag,
(Includes Associated CEQA Yes: After are required to be kept a
Develop. / PL-011 5 years P P Yes Mfr, OD, S
Noticing, Conditions of Approval, QC & OD "reasonable period of time"; 14
Planning Ppr
Public Noticing, Environmental CCR §15095(c); GC§§34090,
Determinations, Staff Reports, 34090.7
Plans & Maps)
Examples: Conditional Use Permits

(CUPs), Design Review, Lot Line
Adjustments, Parcel Maps, Planned Unit
Developments (PUD), Site Plans,
Tentative Subdivisions, Variances, Zone
Changes, etc.
Planning Project Files - Not Projects have a 2 year vesting

Exercised / Expired (applicant must pull permit
When No When No within 2 years) -- those
Comm. Examples: Conditional Use Permits Longer Longer applications in which the
Develop. / PL-012 (CUPs), Design Review, Lot Line Required - Required - Yes Mag, Ppr applicant does not follow
Planning Adjustments, Parcel Maps, Planned Unit Minimum 2 Minimum 2 through with permit may be
Developments (PUD), Site Plans, years years destroyed after the vesting
Tentative Subdivisions, Variances, Zone period has expired;
Changes, etc. GC§§34090, 34090.7
ATTACHMENT 2
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& Unapproved Temporary
Temporary uses; Department
Comm. Entitlements: Yes:
maintains complete files for
Develop. / PL-013 2 years 2 years During Mag, Ppr
administrative purposes;
Planning Christmas Tree Lots, Banner, Event
GC§§34090
Pumpkin Lots, Temporary Signs,
etc.
When No When No
Comm. Longer Longer
Preliminary Documents (no
Develop. / PL-014 Preliminary Review File / Letters Required - Required - Mag, Ppr
application submitted); GC
§34090
years years
Comm. Mag,
Project Log Index / Spreadsheet / Yes: After Department Preference; GC
Binders of Historic Actions 1 year §34090
Planning Ppr
Comm. Project Review Board - Employees
Tape
Develop. / PL-016 2 years 2 years GC §54953.5(b)
(Mag)
Planning ALL Records
When No When No
Comm. Longer Longer
Develop. / PL-017 Special Studies Required - Required - Mag, Ppr
§34090
years years
Comm. Mag,
Zoning Administrator Notice of Department Preference; GC
Determinations (NOD) §34090
Planning Ppr
Department Preference; City
Comm. Mag,
Zoning Maps (Historically Clerk Maintains originals of all
Significant) documents that were presented
Planning Ppr
to Council; GC §34090.7
ATTACHMENT 2
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Comm. Mag,
Zoning Ordinance Amendments, Yes: After Department Preference
Reclassifications / Zone Change 1 year (copies); GC §34090.7
Planning Ppr
ATTACHMENT 2
Ver. 1.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / ENVIRONMENTAL RESOURCES Page ER-1
Office of
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Comm. Department Preference;
Develop. / Yes: Until Monitoring records required for
ER-001 Lake Water Quality Tests 10 years P P Mag, Ppr
Environ. Expiration 3 years; 40 CFR §§122.21,
Resources 122.41; CCP §337 et seq.
Develop. / NPDES Monitoring, Inspections, Monitoring records required for
ER-002 10 years 10 years Mag, Ppr
Environ. Violations - Stormwater 3 years; 40 CFR §§122.21,
Develop. / Yes: Until Monitoring records required for
ER-003 NPDES Permits - Stormwater 10 years P P Mag, Ppr
Environ. Expiration 3 years; 40 CFR §§122.21,
ATTACHMENT 2
Ver. 1.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-1
Office of
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When No When No
Economic Economic Development Projects
ED-001 Required - Required - Active Mag, Ppr GC §34090
Develop. and Programs
Minimum 2 Minimum 2 Issues
years years
Loan Pay-off Loan Pay-off
Economic OR OR Department preference; Meets
ED-002 Economic Development Loans Mag, Ppr
Develop. Forgiveness Forgiveness Auditing Standards, GC §34090
+ 5 years + 5 years
ATTACHMENT 2
Ver. 1.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-1
Office of
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Department preference; Finals
Mag, are maintained by City Clerk;
Abandonments / Vacations Yes: After
Engineering ENG-001 P P Yes (all) Mfr, OD, S Department file may include
(Streets) / Survey File QC & OD
Ppr correspondence; GC §34090
et seq.
Mag,
Aerial Maps / Photographs - Analog Yes: After Department Preference; GC
Engineering ENG-002 P P Mfr, OD, S/I
or Digital & Index to Aerials QC & OD §34090
Ppr
Assessment District / Community
Facilities Districts / Maintenance Department Preference;
District / Landscape & Lighting / Mag, Statute of Limitations is 4 - 10
Yes: Until Yes: After
Engineering ENG-003 Street Improvement District Projects P P Mfr, OD, S/I years (for Errors & Omissions);
Completed QC & OD
/ Underground Utility Districts Ppr CCP §§337. 337.1(a), 337.15,
(FORMATION, BOUNDARIES, 343; GC §34090.7
ENGINEERS REPORTS, MAPS)
Mag,
Engineering ENG-004 Benchmarks P P Mfr, OD, S/I
QC & OD §34090
Ppr
Capital Improvement Projects (CIP): 1 years or Completion + Limitations for Errors &
Administration File After 10 years or Omissions is 10 years;
Funding After Funding Published Audit Standards=4-7
Project Administration, Certified Upon Agency Agency Yes: Until years; Statute of Limitations:
Engineering ENG-005 Payrolls, Construction Manager's Logs, Mag, Ppr
Completion Audit, if Audit, if Completed Contracts & Spec's=4 years,
Daily Inspections, Project Schedules,
required, required, Wrongful Death=comp. + 5
Progress meetings, Punch Lists, Real
Estate Appraisals, RFIs & Responses,
whichever is whichever is years, Developers=comp. + 10
etc. longer longer years; Statewide guidelines
CCP §337 et. seq., GC §34090
ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Capital Improvement Projects (CIP):
Permanent File
Plans, Specifications & Addenda,

Agreement / Contract, Successful Department preference;
Proposal, Change Orders, EIRs, retained for disaster
Mag, Yes:
Negative Declarations, Categorical Upon Yes: Until preparedness purposes;
Engineering ENG-006 P P Mfr, OD, S/I Complet.
Exemptions, Operations & Maintenance Completion Completed Statewide guidelines propose
Ppr + 10 years
Manuals (O&M Manuals,) Materials Permanent for Infrastructure
Testing Reports, Grading Permits, plans; GC §34090
Insurance Certificates, Hazardous
Materials Plans, Notice of Completion,
Photos, Soils Reports, Studies,
Submittals, Surveys, etc.
Department preference; Some
Yes: While Mag, correspondence from
Correspondence - Regulatory Minimum 2 Minimum 2 Yes: After
Lead Dept. ENG-007 Active Mfr, OD, S Regulatory Agencies need to
Agencies years years QC
Issues Ppr be retained for long periods of
time; GC §34090
Department preference; Finals
Mag, are maintained by City Clerk;
Yes: After
City Clerk ENG-008 Deeds, Easements, Liens P P Yes (all) Mfr, OD, S Department file may include
QC & OD
Ppr correspondence; GC §34090
et seq.
Mag,
Engineering ENG-009 Design & Construction Standards P P Mfr, OD, S/I
QC & OD §34090
Ppr
ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Drafts should be destroyed;
Drawings, Maps, Plans and Record Some maps are also retained
Mag,
Drawings, Large-Format Drawings, Yes: After by Planning; Selected maps
Engineering ENG-010 P P Yes (all) Mfr, OD, S
Survey Record Maps, Capital QC & OD are retained in Public Works
Ppr
Improvement Project "As-Builts" for administrative purposes;
GC §34090, 34090.7
Covers statute of limitations for
Encroachment Permits: Temporary
Public Works contracts (4 years); Statewide
(Street Permits, Temporary Expiration + 4 Expiration + 4 Yes: Until
/ Land ENG-011 Mag, Ppr guidelines propose Permanent;
Construction, Sidewalk Repairs, years years Completion
Develop. CCP § 337 et. Seq.; GC §
Traffic Control, Utility Cuts etc.)
34090
Encroachments - Permanent Mag,
Engineering ENG-012 (Permanent structures in the City's P P Mfr, OD, S
QC & OD §34090
Right of Way) Ppr
Engineering Studies / Surveys -
Mag,
Preliminary Studies / Project Minimum 10 Minimum 10 Yes: After Department Preference; GC
Engineering ENG-013 Mfr, OD, S/I
Assessments (Not Acquired or years years QC & OD §34090
Ppr
Developed)
Mag,
Engineering Studies / Surveys (City Yes: After Department Preference; GC
Built Projects) QC & OD §34090
Ppr
Geotechnical and Soils Reports; Mag,
Engineering ENG-015 Hydrology Reports (Authored by the P P Mfr, OD, S
QC & OD §34090
City or their contractors) Ppr
Mag,
Engineering ENG-016 Grading Plans P P Mfr, OD, S
QC & OD §34090
Ppr
When No When No
Preliminary drafts; GC §34090
Building ENG-017 Plan Checks for Building Permits Longer Longer Mag, Ppr
et seq.
Required Required
ATTACHMENT 2
Office of
Record
Destroy
Image:
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QC'd?
Securities (Performance
Bonds, Letters of Credit, CD's,
etc.) are released after the
Private Land Development Bonds: Release of Release of Mag,
Notice of Completion is issued
Engineering ENG-018 Subdivision Bonds/ Letters of Bond / Letter Bond / Letter Mfr, OD, S No
and replaced with the Warranty
Credit of Credit of Credit Ppr
Bond, which is released 1 year
after the Notice of Completion
date. GC §34090
Private Land Development Projects Statute of Limitations for Errors
/ Job Files: Administration File & Omissions is 10 years;
Published Audit Standards=4-7
Construction Inspections, Photos, years; Statute of Limitations:
Private Lab Verifications, Testing Lab Upon Completion + Yes: Until Contracts & Spec's=4 years,
Engineering ENG-019 Final Reports 10 years Mag, Ppr
Completion 10 years Completed Wrongful Death=comp. + 5
years, Developers=comp. + 10
Examples: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
years; Statewide guidelines
Alignment, Specific Plans, Split Lots, propose termination + 5 years;
Subdivisions, Tracts,. TPMs, TSMs CCP §337 et. seq., GC §34090
Private Land Development Projects
/ Job Files: Permanent Files
Drainage, Driveway, Encroachments,

Grading Plans, Rights of Way, Department preference;
Stormwater, etc. retained for disaster
Mag,
Upon Yes: Until Yes: After preparedness purposes;
Dedications, Easements, Completion Completed QC & OD Statewide guidelines propose
Ppr
Abandonments (City Clerk is OFR) Permanent for Infrastructure
plans; GC §34090
Examples: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots,
Subdivisions, Tracts, TPMs, TSMs
ATTACHMENT 2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
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QC'd?
Reports: Geotechnical Reports, Mag,
Engineering ENG-021 Soils Reports, Drainage, Special P P Yes (all) Mfr, OD, S
QC & OD §34090
Studies Ppr
Mag,
Yes: After Department preference; GC
Engineering ENG-022 Rights of Entry P P Yes (all) Mfr, OD, S
QC & OD §34090 et seq.
Ppr
When No When No
State of SWITRS - Statewide Integrated
ENG-023 Longer Longer Mag Ppr Non-Records (Sheriff)
California Traffic Records System
Required Required
Department preference; GC
Engineering ENG-024 Traffic Complaints 2 years 2 years Mag, Ppr
§34090
Mag, Department preference; Drafts
Yes: After
Engineering ENG-025 Traffic Signal Inventory Superseded Superseded Yes Mfr, OD, S should be destroyed; GC
QC & OD
Ppr §34090
Yes: After
Engineering ENG-026 Traffic Signal Locations P P Yes Mfr, OD, S should be destroyed; GC
QC & OD
Ppr §34090
Replaced + 5 Replaced + 5 Yes: After
Engineering ENG-027 Traffic Signal Timing Yes Mfr, OD, S should be destroyed; GC
years years QC & OD
Ppr §34090
When No When No
Longer Longer Mag,
Traffic Studies / Traffic Counts / Yes: After Department preference; GC
Engineering ENG-028 Required - Required - Mfr, OD, S
Transportation Studies QC & OD §34090
Minimum 10 Minimum 10 Ppr
years years
Transportation Master Plans / Yes: After
Engineering ENG-029 P P Yes Mfr, OD, S should be destroyed; GC
Traffic Master Plans QC & OD
Ppr §34090
ATTACHMENT 2
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Image:
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QC'd?
(required for 3 years); GC
Lead Dept. ENG-030 Underground Service Alerts (USA's) 3 years 3 years Mag, Ppr
§§4216.2(d) & 4216.3(d),
34090
ATTACHMENT 2
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FINANCE / ADMINISTRATION
Assessment Districts / municipal government auditing
Yes:
Finance / Community Facilities Districts, Mag, Mfr, Yes: After 1 standards); Statewide guidelines
FN-001 2 years 3 years 5 years Current S/I
Admin. etc. - Financial Records / OD, Ppr year propose audit + 4 years;
Fiscal Year
Assessor Rolls Published articles show 3 - 7
years; GC §34090
Audit Reports / CAFR -
Finance / Comprehensive Annual Financial Mag, Mfr, Yes: After 1 Department Preference (copies);
FN-002 2 years P P S/I
Admin. Reports and related Audit OD, Ppr year GC §34090.7
Opinions
Finance / Yes: Until Mag, Mfr, Yes: After 1 standards); Statewide guidelines
FN-003 Audit Work Papers 2 years 3 years 5 years S/I
Admin. Paid OD, Ppr year propose audit + 4 years;
years; GC §34090
Yes: Department preference
Finance /
FN-004 Budgets - Adjustments 5 years 5 years Current Mag, Ppr (Approved by the City Council);
Admin.
Fiscal Year GC §34090 et seq.
Yes: Department Preference; Must be
Finance / Mag, Mfr, Yes: After 1
FN-005 Budgets - Adopted / Final 2 years P P Current S/I filed with County Auditor; GC
Admin. OD, Ppr year
Fiscal Year §34090.7, 40802, 53901
When No When No Yes:
Finance / Budgets - Preliminary, Backup
FN-006 Longer Longer Current Mag, Ppr Preliminary drafts; GC §34090
Admin. Documents
Required Required Fiscal Year
Finance / Single Audits / Transportation Mag, Mfr, Yes: After 1
FN-007 5 years P P S/I municipal government auditing
Admin. Audits / PERS Audit, etc. OD, Ppr year
standards); GC §34090
ATTACHMENT 2
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FINANCE / GENERAL ACCOUNTING
years after tax is due or paid
Finance /
(longer for auditing & contractor
General FN-008 1099's / 1096's Issued / W-9s 5 years 5 years Mag, Ppr
delinquency); Ca. FTB: 3 years;
Accounting
IRS Reg §31.6001-1(e)(2), R&T
§19530, GC §34090
Accounts Payable / Invoices and Department Preference (meets
Backup (Excluding Grants) municipal government auditing
Finance /
Yes: Until Mag, Mfr, Yes: After 1 standards); Statewide guidelines
General FN-009 2 years 3 years 5 years S/I
(Includes Invoices, Travel Paid OD, Ppr year propose audit + 4 years;
Accounting
Expense Reimbursements, Published articles show 3 - 7
Warrant Request, etc.) years; GC §34090
Finance /
General FN-010 Actuarial Valuation Reports 10 years 10 years Mag, Ppr
§34090
Accounting
Bank Statements and Trustee
Statements, Fiscal Agent Department Preference;
Finance /
Statements, Investment Account Published articles show 3 - 4
General FN-011 2 years 3 years 5 years Mag, Ppr
Statements, Bank years; GC §34090, 26 CFR
Accounting
Reconciliations, Bank Deposits, 31.6001-1
Bank Transmittal Advice
ATTACHMENT 2
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Department Preference; Statute

of Limitations for bonds,
Bond Official Statements /
mortgages, trust deeds, notes or
Transcripts / Certificates of
debentures is 6 years; Bonds
Finance / Participations (COPs) - Includes Fully Fully
Yes: Until issued by local governments are
General FN-012 Continuing Disclosure Reports Defeased + Defeased + Mag, Ppr
Maturity 10 years; There are specific
Accounting 10 years 10 years
requirements for disposal of
See Bank Statements for
unused bonds; CCP §§336a(1)
statement retention.
337.5(a); 26 CFR 1.6001-1(e):
GC §43900 et seq.
Finance / Cash Receipts / Daily Cash
General FN-013 Summaries / Cashiers Reports / 2 years 3 years 5 years Mag, Ppr
years; GC §34090, 26 CFR
Accounting Cash Reports
31.6001-1
Finance /
Checks / Warrant Register Mag, Mfr, Yes: After Department Preference; GC
General FN-014 2 years 3 years 5 years S
Report (issued) OD, Ppr QC & OD §34090
Accounting
Finance /
Mag, Mfr, Yes: After municipal government auditing
General FN-015 Checks / Warrants (Cashed) 2 years 3 years 5 years S
OD, Ppr QC & OD standards; GC §34090, CCP §
Accounting
337
Department preference; All
tangible property held by
Finance / government agencies escheats
Escheat (Unclaimed money /
General FN-016 5 years 5 years Mag, Ppr after 3 years; Statute of
uncashed checks)
Accounting Limitations is 1 year for seized
property; CCP §§340(d), 1519;
GC §34090
Finance /
General FN-017 Financial Services Database Indefinite Indefinite Yes Mag
Accounting
ATTACHMENT 2
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Finance /
Investment Reports / Treasurer's Department Preference; Meets
Reports auditing standards; GC §34090
Accounting
auditing standards; Published
Investments / Arbitrage /
articles show disposal + 7 years
Finance / Certificate of Deposit / Investment
Yes: Until for security brokerage slips;
General FN-019 Bonds (Receipts / Advisor 5 years 5 years Mag, Ppr
Paid statewide guidelines propose
Accounting Reports / Trade Tickets / LAIF
permanent; FTC Reg's rely on
(Local Agency Investment Fund))
"self-enforcement";
GC§§ 34090, 43900
Finance /
Journal Entries / Journal Mag, Mfr, standards; Statute of Limitations
General FN-020 2 years 3 years 5 years S/I No
Vouchers OD, Ppr is 4 years; statewide guidelines
Accounting
propose Audit + 5 years; GC
§34090, CCP § 337
Reports, Subsidiary Ledgers,
Reconciliations, Registers,
Finance / When No When No Department preference
Transaction Histories, Balance
General FN-021 Longer Longer Mag, Ppr (Financial System qualifies as a
Sheets, Revenue & Expenditure
Accounting Required Required trusted system); GC §34090
Reports, etc. (MONTHLY OR
PERIODIC)
ATTACHMENT 2
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Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas Tax,
Finance /
MOE (Maintenance of Effort) Department Preference; Meets
Report, Fixed Charge Special auditing standards; GC §34090
Accounting
Assessment Report, Public Self
Insurer Report (SIP Report),
Street Report, Jet Fuel Tax,
Smog / Green Fee, etc.
Finance /
Sale or Sale or Department Preference; GC
General FN-023 Vehicle Titles ("Pink Slips") Mag, Ppr
Disposal Disposal §34090
Accounting
PAYROLL
CalPERS Reports - Annual Department Preference;
Finance /
FN-024 Valuation Reports, Actuarial 2 years 3 years 5 years Mag, Ppr Retained to match other auditing
Payroll
Valuation Reports periods; GC §34090
DE-6, DE-7, DE-9, DE-43, W-3, &
DE-166, 941 Forms, IRS 5500
Forms (Employee Benefit Plans),
Finance / FTB: 3 years; Articles show 7
FN-025 PERS / FICA & Medicare 2 years 3 years 5 years Mag, Ppr
Payroll years; 26 CFR §31.6001-1(e)(2),
Adjustments - Quarterly Payroll
R&T §19530; 29 CFR 516.5 -
Tax Returns / OASDI, Federal
516.6, 29 USC 436, GC §34090
Tax Deposits, Adjustments, etc.
Produced by Deferred Comp.

Provider; consistent with
Finance / Deferred Compensation (City proposed statewide guidelines;
Payroll Statements) published articles for bank
statements show 4 -7 years; GC
§304090, 26 CFR 31.6001.1
ATTACHMENT 2
Office of
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Finance / Mag, Mfr, Yes: After Department preference for

FN-027 Payroll Reports - Annual Detail P P S
Payroll OD, Ppr QC & OD PERS Buy-backs; GC §34090
Payroll Reports - Periodic
Finance / (includes Deduction Registers, Department preference; GC
Payroll Leave Registers, Time §34090
Transaction Reports, etc.)
FTB: 3 years; Articles show 7
Finance /
FN-029 W-2's 2 years P P Mag, Ppr years; IRS Reg §31.6001-
Payroll
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
IRS Regulation 31-6001-1 four
years after the due date of such
No Longer in No Longer in tax for the return period to which
Finance /
FN-039 W-4's Effect + 4 Effect + 4 Mag, Ppr the records relate, or the date
Payroll
years years such tax is paid, whichever is the
later. GC §34090; 26 CFR
31.6001-1; GC §34090
ATTACHMENT 2
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PURCHASING
Finance /
FN-030 Purchase Orders & Backup 2 years 3 years 5 years Mag, Ppr auditing standards; GC §34090
Purchasing
et seq.
When No When No
Finance / Preliminary drafts; GC §34090 et
FN-031 Vendor List / Bidder List Longer Longer Mag, Ppr
Purchasing seq.
Required Required
UTILITY BILLING / REVENUE SERVICES
Accounts Receivable / Utility
Billing - ALL Revenue -
Transient Occupancy Tax (TOT)
Revenue FN-032 2 years 3 years 5 years Mag, Ppr auditing standards; GC §34090
Applica+C33tions & Returns,
Services et seq.
Damage to Public Property,
Invoices to Outside Entities, etc.
Finance / When No When No Preliminary drafts not retained in
Revenue FN-033 Bankruptcies - NOT pursued Longer Longer Mag, Ppr the ordinary course of business;
Services Required Required GC §34090
Finance /
Bankruptcies - Where a claim is (negative information remains on
Revenue FN-034 2 years 3 years 5 years Mag, Ppr
filed credit ratings for 7 years); GC
Services
§34090
Finance /
Collections / Collection Agency Delinquencies remain on credit
Revenue FN-035 7 years 7 years Mag, Ppr
Statements reports for 7 years; GC §34090
Services
et seq.
Judgment + Judgment +
Revenue FN-036 Small Claims Court Judgments Mag, Ppr auditing standards; GC §34090
5 years 5 years
Services et seq.
ATTACHMENT 2
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Finance /
Utility Billing Database / Data Fields / Records are
Revenue FN-037 Indefinite Indefinite Yes Mag
Cashiering Database interrelated; GC §34090
Services
ATTACHMENT 2
Ver. 1.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-1
Office of
Record
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When No When No Preliminary drafts not retained
Bankruptcies - Housing Loans -
Housing HOU-001 Longer Longer Mag, Ppr in the ordinary course of
NOT pursued
Required Required business; GC §34090
Bankruptcies - Housing Loans - (negative information remains
Housing HOU-002 7 years 7 years Mag, Ppr
Where a claim is filed on credit ratings for 7 years);
GC §34090
HUD requires 5 years after the
project completion; documents
After the 5 years after
Housing Programs: Affordable imposing recapture / resale
Affordability the
Housing Projects, Rehabilitation, restrictions are 5 years after the
Period Affordability
CDBG-funded Housing Projects, affordability period terminates;
Terminates, Period
etc. Mag, Yes: Uniform Admin. Requirements
or the Terminates,
Housing HOU-003 5 years Mfr, OD, S/I When for Grants to Local
Written or the Written
WITH a Recapture / Resale Ppr Inactive Governments is 3 years from
Agreement Agreement
Restriction expenditure report; statewide
Terminates, Terminates,
guidelines propose 4 years; 24
Whichever Whichever is
Deeds are sent to City Clerk CFR 85.42, 92.508(a)&(c) &
is Longer Longer
570.502(a)(16), 29 CFR 97.42,
GC §34090
Housing Programs: Affordable
HUD requires 5 years after the
Housing Projects, Rehabilitation,
agreement terminates;
CDBG-funded Housing Projects,
Consistent with Consolidated
etc. Loan Pay-off Loan Pay-off
Mag, Plan Requirements; Required
OR OR Yes: After
Housing HOU-004 Mfr, OD, S/I for 3-4 years from expenditure
WITHOUT a Recapture / Resale Forgiveness Forgiveness QC & OD
Ppr or performance report; 24 CFR
Restriction + 5 years + 5 years
85.42, 92.508(a)&(c) &
570.502(a)(16), 29 CFR 97.42,
Deeds and Insurance are sent to
GC §34090
City Clerk
ATTACHMENT 2
Ver. 1.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-2
Office of
Record
Destroy
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Loan Applications Rejected (First
Housing HOU-005 Time Home Buyers, Life/Safety, 2 years 2 years Mag, Ppr GC §34090
Rehabilitation, HOME, etc.)
Yes: Mag,
Site Clearance / Soils Remediation / Yes: After Department preference; GC
Housing HOU-006 P P Before Mfr, OD, S
Mitigation QC & OD §34090
Completion Ppr
ATTACHMENT 2
Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
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DISPATCH
Audio Recordings or Tapes - Statewide guidelines propose
(CAD/RMS) Recordings of 180 days (legally mandated for
Police /
PD-001 Telephone & Radio 180 days 180 days Mag 100 days); (may be discoverable
Dispatch
Communications Dispatch Tapes or made public in some
(CAD) circumstances), GC §§34090,
34090.6
When No When No
Police / Vehicle Repossession Preliminary Drafts; GC§ 34090 et
PD-002 Longer Longer Mag, Ppr
Dispatch Notifications (Call for Service) seq.
Required Required
DETECTIVES / INVESTIGATIONS
Detectives Investigation Files When No When No Final reports and records are
Police /
PD-003 and Arrest Files - Crimes Other Longer Longer Mag, Ppr transferred to the case file stored
Investigat.
Than Homicide Required Required in Records; GC §34090 et seq.
Final reports and records are

Police / Detectives Investigation Files Mag, Mfr, Yes: After
PD-004 P P S/M/I transferred to the case file stored
Investigat. and Arrest Files - Homicide OD, Ppr QC & OD
in Records; GC §34090 et seq.
Informant information; Does not
contain criminal intelligence
Police /
PD-005 Informant Files 5 years 5 years Mag, Ppr information concerning
Investigat.
individuals; Department
preference GC §34090
ATTACHMENT 2
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Files contain criminal intelligence
information concerning an
individual only if there is
reasonable suspicion that the
individual is involved in criminal
conduct or activity and the
Police / Intelligence Files (Criminal No Longer No Longer Mag, Mfr, Yes: When information is relevant to that
PD-006 S/I
Investigat. Intelligence Files) than 5 years than 5 years OD, Ppr Superseded criminal conduct or activity.
Misleading, obsolete or unreliable
information is required to be
destroyed; remaining records
must not be retained longer than
5 years; 28 CFR 23.20(h); GC
§34090
When No When No
Longer Longer
Police / Mag, Mfr, Yes: When Department preference (Not
PD-007 Investigation Files Required - Required - S/I
Investigat. OD, Ppr Superseded Intelligence files); GC §34090
Minimum 2 Minimum 2
years years
Department Preference to
provide information to other
agencies; Non-records used for
Police /
PD-008 Pawn Slips 2 years 2 years Mag, Ppr investigations; Originals entered
Investigat.
into the State Automated
Property System; most agencies
retain for 2 years; GC §34090
ATTACHMENT 2
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Department preference; Pursuant

to PC §457.1 et seq.; required to
Police / Mag, Mfr, Yes: After 5 register for life; If released from
PD-009 Registrants: Arson - Adults 5 years P P S/M/I
Investigat. OD, Ppr years CYA, records are destroyed after
age 25 or sealing pursuant to
W&I §781; GC §34090.7
Pursuant to PC §457.1 et seq.; If
Registrants: Arson - Juveniles Age 25 or Age 25 or released from CYA, records are
Police / Mag, Mfr, Yes: After
PD-010 released from California Youth Sealing Date Sealing Date S/M/I destroyed after age 25 or sealing
Investigat. OD, Ppr QC & OD
Authority + 5 years + 5 years pursuant to W&I §781; GC
§34090.7
Police / Registrants: Sex Offenders - Mag, Mfr, Yes: After Department Preference;
PD-011 P P S/M/I
Investigat. Adults OD, Ppr QC & OD Pursuant to PC §290 et seq.
P P
or Sealing or Sealing
Police / Registrants: Sex Offenders - Mag, Mfr, Yes: After Pursuant to PC §290 et seq.;
PD-012 Date + 5 Date + 5 S/M/I
Investigat. Juveniles OD, Ppr QC & OD W&I §781;
years (or years (or
Court Order) Court Order)
When No When No
Veterans Advisory Commission Brown Act challenges must be
Longer Longer
Police / filed within 30 or 90 days of
PD-013 Required - Required - Mag, Ppr
Investigat. AGENDA PACKETS & action; GC §§34090,
Minimum 2 Minimum 2
AGENDAS 54960.1(c)(1)
years years
Copies - Copies -
Veterans Advisory Commission
When No When No Mag, Mfr, Yes: After Send originals to the City Clerk;
City Clerk PD-014 Yes S
Longer Longer OD, Ppr 10 years GC §34090.7
MINUTES
Required Required
ATTACHMENT 2
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PATROL
3 years is required for animal
Canine (Police Dogs) Program
Police / Separation + Separation + care / treatment records; FA
PD-015 Files / Training Files: Animal Mag, Ppr
Patrol 3 years 3 years §32003(e), PC §597.1(d); GC
Files
§34090 et seq.
Canine (Police Dogs) Program
Police / Department preference; GC
PD-016 Files: Action Reports, Monthly 5 years 5 years Mag, Ppr
Patrol §34090 et seq.
Reports
PD-017 PAS Device Calibration Logs 5 years 5 years Mag, Ppr
Police /
PD-018 Patrol Ride-A-Long Waiver Form 2 years 2 years Mag, Ppr GC §34090 et seq.
Patrol
Police /
PD-019 Pursuit Critiques 2 years 2 years Mag, Ppr GC § 34090 et seq.
Patrol
When No When No
Longer Longer
PD-020 Special Events / Ops Plan Required - Required - Mag, Ppr
Minimum 2 Minimum 2
years years
Life of the Life of the
Police / Traffic Control: Radar Department preference; GC
PD-021 Equipment + Equipment + Mag, Ppr
Patrol Calibration Records §34090 et seq.
2 years 2 years
Police / Use of Force Review (Involving Incident + 5 Incident + 5 Department preference; GC
PD-022 Mag, Ppr
Patrol Employees) years years §§12946, 34090
ATTACHMENT 2
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PROPERTY & EVIDENCE / LABORATORY
Follows the
Police / Follows the
Retention Mag, Mfr, Yes: After 1 Department Preference; GC
Property & PD-023 Crime Report Photos Retention of S/I
Period of the OD, Ppr year §34090
Evidence the Evidence
Evidence
Police /
Property & PD-024 Forfeiture Notification 2 years 2 years Mag, Ppr GC §34090
Evidence
Police /
Gun and Narcotics Destruction Department Preference; GC
Property & PD-025 10 years 10 years Mag, Ppr
Log (Documents related to) §34090
Evidence
Follows the
Police / Follows the
Retention Mag, Mfr, Yes: After 1 Department Preference; GC
Property & PD-026 Latent Print File Retention of S/I
Period of the OD, Ppr year §34090
Evidence the Evidence
Evidence
Police /
Lost & Found Property
Property & PD-027 2 years 2 years Mag, Ppr GC §34090
(Documents related to)
Evidence
ATTACHMENT 2
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RECORDS
Backgrounds (Excludes
Police /
PD-028 Employees) - Local Criminal 2 years 2 years Mag, Ppr GC §34090
Records
History Review
Department preference (the
Statute of Limitation for
Police / Citations - Moving Violations,
PD-029 2 years 2 years Mag, Ppr collections is 5 years from the
Records Marijuana, Parking
date of the last violation); CVC
40222(b); GC §34090
Crime Statistics / Uniform Crime
Police /
PD-030 Reports (UCR) - Summaries 2 years 2 years Mag, Ppr GC §34090
Records
(BCS)
When No When No
Police / Field Investigation Cards (FI's) - Preliminary Drafts; GC§ 34090 et
PD-031 Longer Longer Mag, Ppr
Records After Entry into to RMS seq.
Required Required
Police / Field Investigation Cards (FI's) -
PD-032 2 years 2 years Mag, Ppr GC §34090
Records NOT entered into to RMS
Police /
PD-033 NCIC Validation 2 years 2 years Mag, Ppr GC §34090
Records
Personnel Background Packet - FLSA / ADEA (Age) requires 3
Yes: After
Police / POLICE EMPLOYEES or Yes: Until Mag, Mfr, years; State Law requires 2 - 3
PD-034 5 years 5 years S Separation
Records CADETS Unsuccessful (NOT Separation OD, Ppr years; 29 CFR 1672.3(b)(i), 29
+ 1 year
hired) CFR 1602.14 et seq GC
§§12946, 34090
Final Final
PD-035 Pitchess Motion Files Disposition + Disposition + Mag, Ppr
Records §34090
5 years 5 years
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POLICE REPORTS / INCIDENT
REPORTS:
Firearm Firearm
Police / Mag, Mfr, Yes: After
PD-036 Found or Found or Yes S/M/I PC§ 11108(b); GC§ 34090
Records Firearms entered into CLETS OD, Ppr QC
Recovered Recovered
(if not Permanent Retention) -
Found / Recovered Firearms
REPORTS:
Misdemeanor or Infraction -
Adult Marijuana - H&S
Police / Yes: Before Mag, Mfr, Yes: After ("Shall" Destroy); H&S §11361.5;
PD-037 §11357(b)(c)(d)(e) or H&S 2 years 2 years S/M/I
Records Disposition OD, Ppr QC & OD GC §34090
§11360(b) (with procedure in
H&S §11361.5) - Except those
with outstanding stolen property,
including firearms, or lost
firearms
Provided there are no
outstanding warrants,
unrecovered identifiable items,
REPORTS:
criminal deaths, they are not
historically significant, and it is
Police / ALL, Except Those Specifically Mag, Mfr, Yes: After
PD-038 5 years 5 years Yes S/M/I not classified under PC §800 &
Records Mentioned in the Schedule OD, Ppr QC & OD
290 and H&S §11850; Stat. of
Limit. is 2 yrs; Destroy juvenile
e.g., 5150, Detention Reports,
marijuana after age18; H&S
etc.
§11361.5, GC §34090, PC §802,
PC §§187, 800 et seq.
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REPORTS:
Department Preference; DOJ
retains CACI (Child Abuse
Capital Crimes / Homicides /
Central Index) information for
Major Crimes / Serious
adults 100 years; No limitations
Police / Felonies / Sex Crimes / Child Mag, Mfr, Yes: After
PD-039 P P Yes S/M/I on commencement of action;
Records Abuse / Felony DNA (Crimes OD, Ppr QC & OD
Courts keep permanently PC §§
Subject to the Death Penalty), 261, 286, 288, 288a, 288.5, 289,
Sex Crimes, Substantiated Child 289.5, 290, 799, 803(h), 11169 et
Abuse or Severe Neglect (Adults seq.; 11170(a); WIC 707(b)
Only) (PC §288, 290, WIC
707(b)), PC 803(h)
REPORTS:
Individual petitions District
Factually Innocent Petition Date of Date of Attorney; Sheriff concurs that
Police / Yes: Before Mag, Mfr, Yes: After
PD-040 Accepted Records Sealed Arrest + 3 Arrest + 3 S/M/I person is factually innocent, then
Records Disposition OD, Ppr QC & OD
Pending Destruction - Except years years seals record ("Shall" Destroy);
those with outstanding stolen GC §34090; PC §851.8(a)
property, including firearms, or
lost firearms
POLICE REPORTS / INCIDENT Date of Date of
REPORTS: Incident + 10 Incident + 10
years, years,
Police / Mag, Mfr, Yes: After PC §§11169(i); 11170(a); GC
PD-065 If No If No Yes S/M/I
Records Juvenile Child Abuse or OD, Ppr QC §34090
Subsequent Subsequent
Severe Neglect
Reports Reports
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REPORTS:
Conviction Conviction
Misdemeanor or Infraction - or Arrest (if or Arrest (if (Courts and other Agencies
Police / Yes: Before Mag, Mfr, Yes: After
PD-041 Juvenile Marijuana - H&S No No S/M/I "Shall" Destroy); H&S §11361.5;
Records Disposition OD, Ppr QC & OD
§11357(E) - Except those with Conviction) Conviction) GC §34090
outstanding stolen property, + 2 years + 2 years
including firearms, or lost
firearms
REPORTS:
Offender is Offender is (Courts and other Agencies
Police / Misdemeanor or Infraction
PD-042 18 Years 18 Years Yes Mag, Ppr "Shall" destroy); H&S§ 11361.5
Records Marijuana §11357(e) - Juvenile
Old Old et seq., 11357(e)
on School Grounds during
School Hours (with procedure in
H&S §11361.5)
Until CLETS Until CLETS
POLICE REPORTS / INCIDENT Entry No Entry No
Police / REPORTS: Longer Longer Yes: Before Mag, Mfr, Yes: After Department Preference; GC
PD-043 S/M/I
Records Exists - Exists - Disposition OD, Ppr QC & OD §34090
Missing Persons (Returned) Minimum 2 Minimum 2
years years
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REPORTS: Statute of Limitations runs up to
age of majority + 8 years; sealed
Sealing Date
Sealed Juvenile and Ward Sealing Date records for juveniles and wards
Police / + 5 years Yes: Before Mag, Mfr, Yes: After
PD-044 Cases - Except Child Abuse or + 5 years (or S/M/I of the Court must be destroyed 5
Records (Or Court Disposition OD, Ppr QC & OD
Severe Neglect, (Substantiated),, Court Order) years after sealing date; CCP
Order)
those with outstanding stolen §§340.1, GC §34090; W&I
property, including firearms, or §§389(a), 781(d)
lost firearms
Police /
PD-045 Public Information Requests 2 years 2 years Mag, Ppr GC §34090
Records
Police / Registration is required for 5
PD-046 Registrants: Narcotic 5 years 5 years Mag, Ppr
Records years; GC §34090, H&S §11590
et seq., H&S §11594(a)
Police / Data Fields / Records are
PD-047 RMS Database Indefinite Indefinite Yes Mag
Records interrelated; GC §34090
Police / Subpoenas (Police Civil
PD-048 2 years 2 years Mag, Ppr GC §34090
Records Personal Appearance)
TEMPORARY HOLDING FACILITY
Police /
Temp. Booking Folders (Property, Department preference; GC
PD-049 2 years 2 years Mag, Ppr
Holding Medical, etc.) §34090 et seq.
Facility
Police /
Temp. Department preference; GC
PD-050 Booking Log 2 years 2 years Mag, Ppr
Holding §34090 et seq.
Facility
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Police /
Temp. Cell Checks / Cell Log / Department preference; GC
PD-051 2 years 2 years Mag, Ppr
Holding Sergeant's Log §34090 et seq.
Facility
TRAINING / PROFESSIONAL STANDARDS
Police /
Training / CCW (Carry Concealed Expiration + Expiration + Department Preference; GC §
PD-052 Yes Mag, Ppr
Profess. Weapon) Permits - Approved 2 years 2 years 34090 et seq.
Standards
Police /
Training / CCW (Carry Concealed
PD-053 2 years 2 years Yes Mag, Ppr GC § 34090 et seq.
Profess. Weapon) Permits - Denied
Standards
Department Policies & When No When No
Police /
Procedures / Operation Longer Longer
Training / Mag, Mfr, Yes: After Department Preference; GC §
PD-054 Directives / General Orders / Required - Required - S/I
Profess. OD, Ppr superseded 34090 et seq.
Lexipol (Department Policies and Minimum 5 Minimum 5
Standards
Procedures) years years
Officer Recordings: Body-Worn
Police / PC§ 832.18(b)(5)(E); GC
PD-066 Cameras – LOGS of Access or P P Mag
Operations §34090.6 et seq.
Deletion of Data
Follows the
Officer Recordings: Body-Worn Follows
Retention of
Cameras - that ARE evidence, retention for
Police / the PC§ 832.18(b)(5)(B)&(C); GC
PD-067 Officer Involved Shootings / Evidence, Mag
Operations Evidence, §34090.6 et seq.
Detention or Arrest / Minimum 2
Minimum 2
Complaints years
years
Officer Recordings: Body-Worn
Police / PC§ 832.18(b)(5)(A); GC
PD-068 Cameras - that are NOT 60 days 60 days Mag
Operations §34090.6 et seq.
evidence
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Consistent with Lexipol Section

449; Those segments of videos
Officer Recordings: Mobile that are determined to be
Police / Audio Video (MAV) Recordings evidence are copied onto a
PD-069 2 years 2 years Mag
Records (Mobile in-Car Video) that are different tape and retained for the
not evidence same length of time as the crime
report (see crime reports for legal
citations); GC §34090.6 et seq.
State requires for at least 5 years
Personnel Discipline File - for Citizen's complaints; other
Internal Affairs Investigations / State & Federal laws require
Police / Complaints: CITIZEN- retention until final disposition of
Final Final
Training / GENERATED COMPLAINTS formal complaint; State requires
PD-056 Disposition + Disposition + Mag, Ppr
Profess. 2 years after action is taken;
5 years 5 years
Standards (May include criminal acts, moral Statute of Limitations is 4 years
turpitude, complaints generated for misconduct; EVC §
from a citizen) 1045(b)(1), GC §§12946, 34090;
VC §2547
FLSA / ADEA (Age) requires 1-3
Police / Personnel Discipline File -
Final Final years; State Law requires 2 - 3
Training / Internal Affairs Investigations /
PD-057 Disposition + Disposition + Mag, Ppr years; 29 CFR 1627.3(b)(i), 29
Profess. Complaints: INTERNAL
5 years 5 years CFR 1602.14 et seq. 2 CCR
Standards COMPLAINTS
7287.0(c)(2), GC §§12946,
34090
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Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their records 7
Personnel Files - Police
Send to Send to years; OSHA requires safety
Police / Department Employees or
Human Human Yes: After training 5 years;
Training / Cadets Yes: Until Mag, Mfr,
PD-058 Resources Resources S Separation EEOC/FLSA/ADEA (Age)
Profess. Separation OD, Ppr
Upon Upon + 1 year requires 3 years for promotion,
Standards Includes Evaluations, Separation Separation demotion, transfer, selection, or
Commendations, etc. discharge; State Law requires 2 -
3 years; 29 CFR 1627.3(b)(ii), 8
CCR §3204(d)(1) et seq., GC
§§12946, 34090
Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their records 7
Send to Send to years; OSHA requires safety
Police / Personnel Files - Training File
Human Human Yes: After training 5 years;
Training / Yes: Until Mag, Mfr,
PD-059 Resources Resources S Separation EEOC/FLSA/ADEA (Age)
Profess. Includes Training Certificates, Separation OD, Ppr
Upon Upon + 1 year requires 3 years for promotion,
Standards etc.
Separation Separation demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 29 CFR 1627.3(b)(ii), 8
§§12946, 34090
When No When No
Police /
Reports and Studies regarding Longer Longer
Training / Department Preference; GC §
PD-060 Police operations (not historical - Required - Required - Mag, Ppr
Profess. 34090 et seq.
staffing, overtime, etc.) Minimum 2 Minimum 2
Standards
years years
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Department preference; Rosters
are sent to POST; Statewide
guidelines propose 7 years; Calif.
Labor Division is required to keep
Training - COURSE RECORDS
their records 7 years; OSHA
Police /
requires safety training 5 years;
Training / (Attendance Rosters, Outlines
PD-061 5 years 5 years Mag, Ppr EEOC/FLSA/ADEA (Age)
Profess. and Materials; includes Use of
Standards Force training, safety training,
demotion, transfer, selection, or
etc.)
discharge; State Law requires 2 -
3 years; 29 CFR 1627.3(b)(ii), 8
§§12946, 34090
Police / FLSA / ADEA (Age) requires 3
Inactive / Inactive / Yes: After
Training / Yes: Until Mag, Mfr, years; State Law requires 2 - 3
PD-062 Volunteer Background Packet Separation + Separation + S Separation
Profess. Separation OD, Ppr years; 29 CFR 1672.3(b)(i), 29
3 years 3 years + 1 year
Standards CFR 1602.14 et seq GC
§§12946, 34090
Police / FLSA / ADEA (Age) requires 3
Inactive / Inactive / Yes: After
Training / Volunteer Personnel Files Yes: Until Mag, Mfr, years; State Law requires 2 - 3
PD-063 Separation + Separation + S Separation
Profess. (CERT, Etc.) Separation OD, Ppr years; 29 CFR 1672.3(b)(i), 29
3 years 3 years + 1 year
Standards CFR 1602.14 et seq GC
§§12946, 34090
Police /
Weapons Database /
Training / Data Fields / Records are
PD-064 Department Weapons Indefinite Indefinite Yes Mag
Profess. interrelated; GC §34090
(Department-issued Weapons)
Standards
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Public Works
/ Parks & Department Preference; GC
P&BM-001 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr
Building §34090; 40 CFR 70.6
Maint.
Public Works
Generator Operation Logs (for fixed Department Preference (2
/ Parks &
P&BM-002 / stationary generators) / 3 years 3 years Mag, Ppr years is required by AQMD);
Building
Inspections GC §34090
Maint.
Department Preference (test
Public Works results for hazardous waste
Mag,
/ Parks & Hazardous Waste Manifests / Yes: After generators are required for 3
P&BM-003 5 years P P Mfr, OD, S
Building Certificates of Disposal QC & OD years); 40 CFR 262.40, 8 CCR
Ppr
Maint. 3204(d)(1)(A), 22 CCR
66262.40
Public Works
/ Parks & Operations & Maintenance Manuals Life of Facility Life of Facility Department Preference; GC
P&BM-004 Mag, Ppr
Building (O&M Manuals) or Equipment or Equipment §34090 et. seq.
Maint.
Public Works
/ Parks &
P&BM-005 Playground Inspections 2 years 2 years Ppr GC §34090
Building
Maint.
Pre-Trip Inspections / DOT Program
/ CHP Inspections / Vehicle Safety
Lead Dept. P&BM-006 2 years 2 years Ppr GC §34090; 13 CCR 1234(3)
Checks / Daily Vehicle Inspections /
Daily Equipment Checks
Public Works Department Preference
/ Parks & Underground Service Alerts (USA's) (required for 3 years); GC
P&BM-007 3 years 3 years Mag, Ppr
Building - Our Locate and Marks Only §§4216.2(d) & 4216.3(d),
Maint. 34090
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Public Works
22 CCR 66266.130(c)(5), H&S
/ Parks &
P&BM-008 Used Oil Disposal 3 years 3 years Mag, Ppr §25250.18(b), 25250.19(a)(3)
Building
et seq.
Maint.
Public Works
/ Parks & Data Fields / Records are
P&BM-009 Vehicle & Equipment Database Indefinite Indefinite Yes Mag
Building interrelated; GC §34090
Maint.
Department Preference; If a
motor carrier, required for 18
months after vehicle is sold;
Public Works Vehicle & Equipment History Files Disposal of Disposal of
CHP requires life of vehicle;
/ Parks & Vehicle or Vehicle or
P&BM-010 Mag, Ppr OSHA requires 1 year; 8 CCR
Building Maintenance, Smog Certificates, Equipment + Equipment +
§ 3203(b)(1); 49 CFR
Maint. Registrations 2 years 2 years
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. seq., 13 CCR
1234(f); GC §34090
Division
Work Orders / Service Requests
Providing Data is interrelated; GC
P&BM-011 CMMS DATABASE (Computerized Indefinite Indefinite Mag
Service / §34090
Maintenance Management System)
Work
Work Orders / Service Requests -
Division
All Information Entered in CMMS When No When No Preliminary drafts (the
Providing
P&BM-012 Database Longer Longer Mag Ppr database is the original); GC
Service /
Required Required §34090
Work
(Paper drafts)
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NOT entered in CMMS Database
Division (or partial information entered into
City Preference; CCP §§338 et
Providing CMMS Database)
P&BM-013 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC
Service /
§§945.6, GC §34090
Work (Division providing service retains
originals; Division requesting
service is considered a copy)
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Public Works Operations & Maintenance Manuals Life of Facility Life of Facility Department Preference; GC
POOL-001 Mag, Ppr
/ Pool (O&M Manuals) or Equipment or Equipment §34090 et. seq.
Department preference; Claims
can be made for 30 years for
Public Works toxic substance exposure; 8
POOL-002 Pool Chemical Additions 30 years 30 years Mag, Ppr
/ Pool CCR §3204(d)(1) et seq., 29
CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
Public Works Health Department regulations;
POOL-003 Pool Chemical Readings 5 years 5 years Mag, Ppr
/ Pool GC §34090
Division
POOL-004 CMMS DATABASE (Computerized Indefinite Indefinite Mag
Service / §34090
Work
Division
Providing
POOL-005 Database Longer Longer Mag Ppr database is the original); GC
Service /
Work
(Paper drafts)
POOL-006 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC
Service /
§§945.6, GC §34090
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CCTV Collection Line Inspection
Public Works Department Preference; GC
SEW-001 Tapes / Video Inspections / Video 5 years 5 years Mag
/ Sewer §34090 et seq.
Tapes or Digital Recordings
Public Works Community Outreach / Notification Department Preference; GC
SEW-002 2 years 2 years Mag, Ppr
/ Sewer of Projects §34090
SEW-003 Complaints 2 years 2 years Mag, Ppr
/ Sewer §34090
8 CCR 5157(d)(14) & (e)(6); 29
Public Works
SEW-004 Confined Space Entries 2 years 2 years Mag, Ppr CFR 1919.146(e)(6); GC
/ Sewer
§34090
Department Preference; Some
Yes: While correspondence from
Public Works Correspondence - Regulatory Minimum 10 Minimum 10
SEW-005 Active Mag, Ppr Regulatory Agencies need to
/ Sewer Agencies years years
Issues be retained for long periods of
time; GC §34090
Department preference (used
Emergency Call Out Logs / Storm
Lead Dept. SEW-006 5 years 5 years Mag, Ppr for FEMA / OES
Call Out Logs /
reimbursements); GC §34090
Equipment History Files Disposal of Disposal of
SEW-007 Equipment + Equipment + Mag, Ppr
/ Sewer §34090
(See Fleet for Vehicles) 2 years 2 years
Public Works FOG (Fats, Oil & Grease) / Source
SEW-019 3 years 3 years Mag, Ppr 40 CFR 403.12; GC §34090
/ Sewer Control
AQMD Rule 1470; Form
Public Works Generator Operation Logs (for
SEW-020 5 years 5 years Mag, Ppr 400–E–13a instructions, GC
/ Sewer Portable /Emergency Generators)
§34090
Generator Operation Logs (for
Public Works
SEW-008 Fixed / Stationary Generators) / 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090
/ Sewer
Inspections
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Lift Station - Inspections,
Maintenance, Repairs, Service Department Preference WC
Public Works Minimum 2 Minimum 2
SEW-009 Requests, Alarm Recording, Logs, Mag, Ppr §13263.2(b) et seq.; 40 CFR
/ Sewer years years
Charts, Flow Monitoring, Voltage 122.41(j)(2)GC §34090
Readings, Permits
Maintenance, Cleaning, Repairs, Department Policy; WC
Public Works Minimum 3 Minimum 3
SEW-010 Stoppage Calls, Spills, Line Mag, Ppr §13263.2(b) et seq.; 40 CFR
/ Sewer years years
Replacement 122.41(j)(2)GC §34090
Operations & Maintenance Manuals Life of Facility Life of Facility Department Preference; GC
Lead Dept. SEW-011 Mag, Ppr
(O&M Manuals) or Equipment or Equipment §34090 et. seq.
Mag,
Public Works Sanitary Spills and Overflows Yes: After If treating water, required for 5
SEW-012 5 years 5 years Mfr, OD, S/I
/ Sewer (SSOs) QC & OD years; 40 CFR 122.41(j)(2)
Ppr
Public Works
/ Sewer & SEW-013 SCADA Database / Historian Indefinite Indefinite Yes Mag
Water
Department Preference; plans
Mag,
Public Works Sewer System Management Plans Yes: After must be updated every 5
SEW-014 P P Mfr, OD, S/I
/ Sewer (SSMP) and Audits QC & OD years, audits are required
Ppr
every 2 years; GC §34090
(required for 3 years); GC
Lead Dept. SEW-015 Underground Service Alerts (USA's) 3 years 3 years Mag, Ppr
§§4216.2(d) & 4216.3(d),
34090
Division
SEW-016 CMMS DATABASE (Computerized confined Indefinite Mag
Service / §34090
Work
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Providing
SEW-017 Database Longer Longer Mag Ppr database is the original); GC
Service /
Work
(Paper drafts)
SEW-018 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC
Service /
§§945.6, GC §34090
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/ CHP Inspections / Vehicle Safety
Lead Dept. ST-001 2 years 2 years Ppr GC §34090; 13 CCR 1234(3)
Checks / Daily Vehicle Inspections /
Daily Equipment Checks
NPDES Monitoring records
Lead Dept. ST-002 Street Sweeping Logs 3 years 3 years Mag, Ppr required for 3 years; 40 CFR
§§122.21, 122.41; CCP §337
et seq.
Division
ST-003 CMMS DATABASE (Computerized Indefinite Indefinite Mag
Service / §34090
Work
Division
Providing
ST-004 Database Longer Longer Mag Ppr database is the original); GC
Service /
Work
(Paper drafts)
ST-005 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC
Service /
§§945.6, GC §34090
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Capital Improvement Projects (CIP): 1 years or Completion + Limitations for Errors &
Administration File After 10 years or Omissions is 10 years;
Public Works
Funding After Funding Published Audit Standards=4-7
/ Under.
Project Administration, Certified Upon Agency Agency Yes: Until years; Statute of Limitations:
Utility UU-001 Mag, Ppr
Payrolls, Construction Manager's Logs, Completion Audit, if Audit, if Completed Contracts & Spec's=4 years,
Construct. &
Daily Inspections, Project Schedules, required, required, Wrongful Death=comp. + 5
Maint.
Progress meetings, Real Estate whichever is whichever is years, Developers=comp. + 10
Appraisals, RFIs & Responses, etc. longer longer years; Statewide guidelines
CCP §337 et. seq., GC §34090
Capital Improvement Projects (CIP):
Permanent File
Plans, Specifications & Addenda,

Agreement / Contract, Successful Department preference;
Public Works
Proposal, Change Orders, EIRs, retained for disaster
/ Under. Mag, Yes:
Negative Declarations, Categorical Upon Yes: Until preparedness purposes;
Utility UU-002 P P Mfr, OD, S/I Complet.
Exemptions, Operations & Maintenance Completion Completed Statewide guidelines propose
Construct. & Ppr + 10 years
Manuals (O&M Manuals,) Materials Permanent for Infrastructure
Maint.
Testing Reports, Grading Permits, plans; GC §34090
Insurance Certificates, Hazardous
Materials Plans, Notice of Completion,
Photos, Soils Reports, Studies,
Submittals, Surveys, etc.
Division
UU-003 CMMS DATABASE (Computerized Indefinite Indefinite Mag
Service / §34090
Work
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Division
Providing
UU-004 Database Longer Longer Mag Ppr database is the original); GC
Service /
Work
(Paper drafts)
UU-005 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC
Service /
§§945.6, GC §34090
ATTACHMENT 2
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WATER Page WTR-1
Office of
Record
Destroy
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Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Public Works Backflow Test Results / Backflow Department preference; 17
WTR-001 5 years 5 years Mag, Ppr
/ Water Assembly Test Reports CCR 7605(f); GC §34090
8 CCR 5157(d)(14) & (e)(6); 29
Lead Depart. WTR-002 Confined Space Entries 2 years 2 years Mag, Ppr CFR 1919.146(e)(6);GC
§34090
Public Works Conservation Programs / Rebate
WTR-003 5 years 5 years Mag, Ppr auditing standards); GC
/ Water Programs / Check Requests
§34090
5 years is required in State and
Customer Concerns / Customer
Public Works Federal law for any complaints;
WTR-004 Complaints: Odor / Taste / Visual 5 years 5 years Mag, Ppr
/ Water 40 CFR 122.41(j)(2) & 40 CFR
Complaints (Correspondence)
141.33(b); 22 CCR 64453(a)
Environmental Agencies /
Public Works Regulatory Agencies Minimum 10 Minimum 10 Department Preference; GC
WTR-005 Mag, Ppr
/ Water years years §34090
(EPA, DHS, etc.)
Fire Hydrant Flow Tests
Public Works Minimum 10 Minimum 10 Department Preference; GC
WTR-006 (Development or Maintenance) - Mag, Ppr
/ Water years years §34090
Paper
Mag,
Public Works Lab Reports & Chains of Custody: Yes - After 40 CFR 141.33(a) and (b)(1);
WTR-007 5 years 5 years Mfr, OD, S/I
/ Water Bacteriological and Organics QC & OD 22 CCR §64470
Ppr
Lab Reports & Chains of Custody: Mag, State law requires 10 years,
Public Works Yes - After
WTR-008 Chemical (Includes Chlorine 10 years 10 years Mfr, OD, S/I Federal 10 years; 40 CFR
/ Water QC & OD
Residuals) Ppr 141.33(a)
Mag, Required for 12 years or 2
Public Works Lab Reports & Chains of Custody: Yes - After
WTR-009 18 years 18 years Mfr, OD, S/I compliance cycles; 40 CFR
/ Water Lead & Copper QC & OD
Ppr 141.91
WTR-010 Log Book (Pump Houses) 7 years 7 years Mag Ppr
/ Water §34090
ATTACHMENT 2
Office of
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Operations & Maintenance Manuals Disposal of Disposal of Department preference; GC
Lead Dept. WTR-011 Mag, Ppr
/ O & M Manuals Equipment Equipment §34090
/ Vehicle Safety Checks / Daily
Lead Dept. WTR-012 2 years 2 years Ppr 13 CCR 1234(e); GC§34090
Vehicle Inspections / Daily
Equipment Checks
SCADA Database (Water) Data is interrelated; system
Public Works
WTR-013 (Supervisory Control and Data Indefinite Indefinite Yes Mag qualifies as a "trusted system";
/ Water
Acquisition) GC §§34090, 12168.7
Public Works
WTR-014 Surveys of Water System 10 years 10 years Mag, Ppr 40 CFR 141.33(c)
/ Water
Department Preference (the
Lead Dept. WTR-015 Underground Service Alerts (USA's) 5 years 5 years Mag, Ppr warrantee period for work done
is 5 years); GC §34090
Mag,
Public Works Urban Water Management Plans Yes: After Department Preference
WTR-016 P P Yes Mfr, OD, S
/ Water (UWMP) 10 years (copies) GC §34090.7
Ppr
Public Works Videos - Water Wells, Repairs, Department preference; GC
WTR-017 P P Mag
/ Water Reservoirs, Tanks, etc. §34090
When When
Public Works Superseded Superseded -
WTR-018 Vulnerability Assessment Mag, Ppr Confidential; GC §34090
/ Water Minimum 2 Minimum 2
years years
Water Forecasts / Urban Water
Public Works Department Preference
WTR-019 Management Forecast / Future 5 years 5 years Mag, Ppr
/ Water (copies) GC §34090.7
Developments, etc.
Public Works Water Production Reads / Reports California Department of
/ Water (to State DPH & DWR) Health requirements (3 years);
GC §34090
ATTACHMENT 2
Office of
Record
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Center) Imaged &
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Mag, Department preference; State
Public Works Water Quality Reports / Consumer Yes - After
WTR-021 12 years P P Mfr, OD, S/I law requires 12 years, federal
/ Water Confidence Reports QC & OD
Ppr 10 years; 40 CFR 141.33(a)
Water Resources Planning Mag, City Preference; CCP §§338 et
Public Works Yes: After
WTR-022 Historical Reports / Water P P Mfr, OD, S seq., 340 et seq., 342, GC
/ Water QC & OD
Assessments Ppr §§945.6, GC §34090
Copies - Copies -
Mag,
When No When No
City Clerk WTR-023 Water Supply Agreements Yes Mfr, OD, S No GC §34090.7
Longer Longer
Ppr
Required Required
Public Works Water Transactions - Annual Department Preference; GC
/ Water Summary §34090
Mag,
Public Works Well Records (includes Destroyed Yes: After Department preference; GC
WTR-025 P P Mfr, OD, S
/ Water or Abandoned Wells) QC & OD §34090
Ppr
Division
WTR-026 CMMS DATABASE (Computerized Indefinite Indefinite Mag
Service / §34090
Work
Division
Providing
WTR-027 Database Longer Longer Mag Ppr database is the original); GC
Service /
Work
(Paper drafts)
ATTACHMENT 2
Office of
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WTR-028 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC
Service /
§§945.6, GC §34090
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Professional Service Agreement for City Engineering Services MEETING DATE: 1/16/2018
SUBMITTED BY: Douglas Grider, Public Works Director

The City Council is being asked to approve a Professional Service Agreement for City engineering services with
Curren Consulting.
The City of Lakeport utilizes a professional civil engineer for a variety of professional engineering, construction
management, inspection services and other engineering activities. For the last several years the City has
contracted with Paul Curren (dba Curren Consulting) to provide these vital services. The most recent
Professional Services Agreement with Mr. Curren expired in late 2017.
In November 2017 the City issued a request for qualifications (RFQ) for professional engineering services which
was posted on the City’s website and provided to numerous civil engineering firms in Lake, Mendocino and
Sonoma counties. These engineering firms were also directly contacted by City staff.
The RFQ and the list of contacted firms is attached to this memorandum. The RFQ sets forth the complete scope
of services to be provided by the selected engineer. As noted, the consultant will act as the City Engineer and
provide general consulting and technical evaluation of projects related to water, wastewater, storm drainage,
street construction, planning and other development projects. The consultant must be experienced with the
Caltrans Local Assistance Procedures Manual and the administration of State, Federal and local funding sources.
Two proposals were submitted and subsequently reviewed by the City’s consultant selection board consisting of
one City employee, one City of Clearlake employee and two County of Lake employees. The selection board
rated the proposal according to the following criteria:
1. Understanding of duties and responsibilities;
2. Related experience;
3. Availability and scheduling; and
4. Proposed fees.
Of the two proposals the Consultant Selection Board unanimously choose Curren Consulting.
The RFQ also sets forth the financial terms and duration of the Professional Service Agreement: the total
amount payable to the consultant shall not exceed $150,000 aggregate with a performance period of two years
with an option to extend two years (one-year extensions, no more than twice and not to exceed four years
total).
Meeting Date: 01/16/18 Page 1 Agenda Item #IV.E.

OPTIONS:
Authorize the City Manager, or her designee to execute a Professional Service Agreement with Curren Consulting
for the professional engineering services outlined in the RFQ.
Staff requests direction if the City Council chooses to not authorize the execution of a Professional Service
Agreement with Curren Consulting.
FISCAL IMPACT:
None $150,000 Budgeted Item? Yes No
Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: N/A

Comments:
SUGGESTED MOTION:
Move to approve and authorize the City Manager to execute the proposed professional services agreement with
Paul Curren dba Curren Consulting.
Attachments: 1. Request for Qualifications

2. List of Firms Directly Contacted
Meeting Date: 01/16/18 Page 2 Agenda Item #IV.E.

ATTACHMENT 1
CITY
Y OF LAK
KEPO
ORT
Over 100 years
y of commmunity,
pride, proogress, and seervice
Reque
est forr Quallifications
for
City EEngine
eeringg Servicces
For queestions regard
ding this RFQ
Q please contaact:
Douglas Grrider via emaail at dgrider@

@cityoflakepoort.com
Staatement of Qu
ualifications ddue prior to:
3:30 PM November
N 29 , 2017
at
Lakeport City Halll
225
5 Park Street
Lakep
port, CA 954553
ATTACHMENT 1
City of Lakeport‐ City Engineering Services RFQ

1. PURPOSE
The City of Lakeport is seeking written statements of qualifications from consultants to perform a
variety of professional engineering, construction management, inspection services, and other
engineering services and to serve as the City Engineer.

2. BACKGROUD
The City of Lakeport is seeking a consulting firm to serve as City Engineer. The City Engineer will
become adjunct to staff, working with the City Manager and City Departments to develop and
deliver programs and projects associated with private development and capital improvement
projects for water, wastewater, streets, drainage, parks, and public facilities. The City is looking for
consultants that:
 Coordinate the City’s engineering activities
 Understand City facilities and operations
 Efficiently develop and deliver programs and projects
 Work with staff, City Council, and others in the development and
implementation of projects

Projects and programs are funded by a combination of grants (regional, state and federal),
development fees, gas taxes, assessments and utility rates. Consultant must be experienced with
Caltrans Local Assistance Procedures Manual and the administration of State, Federal and local
funding sources.

Total amount payable to the Consultant shall not exceed $150,000 (One hundred fifty thousand
dollars) aggregate with a performance period of 2 years with an option to extend 2 years (1 year
extensions, no more than twice and not to exceed 4 years total).

3. SCOPE OF SERVICES
 Acting as the City’s Engineer of Record for water, wastewater, storm drain, and street
improvement project plans.
 General consulting related to water, wastewater, storm drain, street project, planning and
other projects for the City.
 Technical evaluation of projects.
 Assist with project planning, estimating, scheduling, budgeting, preparing bid documents,
bidding, and construction management.
 Provide engineering review of encroachment permit applications and execution.
 Provide engineering review of development permits involving construction of street
improvements including curb, gutter and sidewalk.
 Provide ongoing support and oversight to engineering staff and department supervisors.
 Represent the City within the community and with outside agencies.
2

ATTACHMENT 1

 Attend meetings as requested by the City: City Council meetings, Technical Advisory
Committee, Ad Hoc, other City organized meetings, as well as meetings with outside
agencies and community groups.
 Prepares, reviews, and presents staff reports and City engineering documents and reports
on various projects and programs.
 Provide technical support, review, and sign technical reports prepared by City staff for
compliance with regulatory agencies.
 Participate in the preparation of the annual fiscal year budget.
 Project management for capital improvement projects.
 Provide oversight of requests for proposals and/or construction services including
advertising and bid management for projects; evaluation of proposals and recommendation
for project award; negotiation and administration of contracts for construction projects.
 Participate in the review of planning applications in relation to the City’s General Plan,
infrastructure master plans, and overall capital needs of the City.
 Assist with the City’s compliance with all Federal, State, County and local laws and
regulations.
 Assist in managing projects that are Federally, State, or County funded following required
policies including Caltrans Local Assistance Procedures Manual.
 Monitors and makes recommendations in relation to changes in laws, regulations and
technology that may affect City operations; implements policy and procedural changes as
required.
 Review and comment on planning programs and land development controls.
 Review and update City Improvement Standard Plans and Specifications as needed.

4. CONTENTS OF SOQ SUBMITTAL
a) Cover Letter: No more than one page. Indicate the availability of key staff and the level of
commitment the consultant is willing to make to the City programs and projects. Include
acknowledgement of any addenda issued. Letter must be signed by project team member
authorized to make commitments on behalf of proposer.
b) Statement of Qualifications: Include background of the firm/team, number of professionals by
discipline and support staff, major focus of practice, range of services. Provide resumes for key
staff.
c) References: Provide 3 references that have a direct working relationship with key staff included
in the submittal. Include current phone numbers.
d) Approach: Describe the Firm/Team’s approach for engagement with the City of Lakeport.
Include familiarity with City needs, availability, and proposed working schedule.
e) Standard Fee Schedule: Provide a Standard Fee Schedule.

5. SUBMITTAL INSTRUCTIONS
a) The proposals shall contain the above mentioned sections limited to 10 pages.
3

ATTACHMENT 1

b) Submit four (4) hard copies and one (1) digital copy in PDF format of the Consultant’s SOQs. The
hard copies and digital copy shall be mailed or submitted to Lakeport’s City Hall prior to 3:30
P.M., November 29, 2017. SOQs shall be submitted in a sealed package clearly marked “SOQ
for City Engineer” and addressed as follows:
Douglas Grider
Public Works Director
City of Lakeport
225 Park Street
Lakeport, CA 95453

c) All questions related to this RFQ must be submitted in writing to Douglas Grider, Public Works
Director, at dgrider@cityoflakeport.com with a subject heading “City Engineering Services
RFQ”. All questions must be submitted by 5 PM on November 20, 2017.
d) Addenda to this RFQ, if issued, will be sent to all Consultants that the City of Lakeport originally
emails this RFQ to, will be posted with advertising agencies, and will be posted on the City of
Lakeport’s website at:

http://www.cityoflakeport.com/business/rfp.aspx

It shall be the Consultant’s responsibility to check the City of Lakeport’s website to obtain any
addenda that may be issued.

6. PROPOSAL EVALUATION
All submittals will be evaluated by the City of Lakeport’s Consultant Selection Committee. The
Committee may be composed of City of Lakeport staff and other parties that may have expertise or
experience in the services described herein. The Committee will review the submittals and will rank
the proposers. The evaluation of the proposals shall be within the sole judgment and discretion of
the Committee. The Consultant will be selected based on the following criteria:

Understanding of Duties and Responsibilities 30%
Related Experience 35%

Availability and Scheduling 20%

Proposed Fees 15%

Interviews may be required of the top two ranked candidates. Only the designated person to
function as City Engineer shall be interviewed.

7. ADDITIONAL INFORMATION
a) All submittals must be in writing and fully responsive to this RFQ. Non‐responsive submittals or
submittals found to be irregular or not in conformance with the requirements and instructions
contained herein may be rejected. Other conditions which may lead to the selection
4

ATTACHMENT 1

committee’s decision not to evaluate a submittal include obvious lack of experience, expertise,
or adequate resources to perform the required work, and/or failure to perform or meet financial
obligations on pervious contracts. The City reserves the right to reject any and all submittals for
any reason whatsoever.
b) The City may waive informalities or irregularities in submittals received where such is merely a
matter of form and not substance, and the correction or waiver of which is not prejudicial to
other submittals.
c) The terms of the contract related to cost will be negotiated with the chosen firm. If an
agreement cannot be reached, the City will reevaluate the remaining proposals and may elect to
choose another firm or reject all proposals for any reason whatsoever.
d) The proposed Professional Services Agreement is Attachment 1 with reference to insurance
requirements. The consultant shall provide comments on the agreement terms if there is an
area of question. It will be assumed that if no comments are received, the submitter shall
execute the agreement and provide the insurance as outlined.

8. SCHEDULE

City issues RFQ November 1, 2017
Last day for questions November 20, 2017 5:00 pm
Submittals due to the City November 29, 2017 3:30 pm
Consultant selection and Interviews Week of December 4, 2017
Fee negotiations Week of December 11, 2017
City Council approval December 19, 2017
Begin services January 16, 2017

Thank you for your consideration.

5

ATTACHMENT 1

Attachment 1: Sample Professional Service Agreement
PROFESSIONAL SERVICES AGREEMENT

FOR DESIGN PROFESSIONALS
(City of Lakeport / [Company or Individual])
1. IDENTIFICATION
This PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is entered into by and

between the City of Lakeport, a California municipal corporation (“City”), and
______________________, a ____________________________ (“Consultant”).
2. RECITALS
2.1. City has determined that it requires the following professional services from a
consultant: [enter description of consultant’s services]
2.2. Consultant represents that it is fully qualified to perform such professional services by
virtue of its experience and the training, education and expertise of its principals and
employees. Consultant further represents that it is willing to accept responsibility for
performing such services in accordance with the terms and conditions set forth in this
Agreement.
2.3. Consultant represents that it has no known relationships with third parties, City
Council members, or employees of City which would (1) present a conflict of interest
with the rendering of services under this Agreement under Government Code
Section 1090, the Political Reform Act (Government Code Section 81000 et seq.), or
other applicable law, (2) prevent Consultant from performing the terms of this
Agreement, or (3) present a significant opportunity for the disclosure of confidential
information.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein
contained, City and Consultant agree as follows:
3. DEFINITIONS
3.1. “Design Professional”: A Design Professional is any individual satisfying one or

more of the following: (1) licensed as an architect pursuant to Business and
Professions Code 5500 et seq., (2) licensed as a landscape architect pursuant to
Business and Professions Code 5615 et seq., (3) licensed as a professional land
surveyor pursuant to Business and Professions Code 8700 et seq., or (4) registered as
a professional engineer pursuant to Business and Professions Code 6700 et seq.
6

ATTACHMENT 1

3.2. “Scope of Services”: Such professional services as are set forth in Consultant’s [enter
consultant’s proposal date] proposal to City attached hereto as Exhibit A and
incorporated herein by this reference.
3.3. “Agreement Administrator”: The Agreement Administrator for this project is [Name
and title]. The Agreement Administrator shall be the principal point of contact at the
City for this project. All services under this Agreement shall be performed at the
request of the Agreement Administrator. The Agreement Administrator will establish
the timetable for completion of services and any interim milestones. City reserves the
right to change this designation upon written notice to Consultant
3.4. “Approved Fee Schedule”: Consultant’s compensation rates are set forth in the fee
schedule attached hereto as Exhibit B and incorporated herein by this reference. This
fee schedule shall remain in effect for the duration of this Agreement unless modified
in writing by mutual agreement of the parties.
3.5. “Maximum Amount”: The highest total compensation and costs payable to
Consultant by City under this Agreement. The Maximum Amount under this
Agreement is ____________________ Dollars ($_______________).
3.6. “Commencement Date”: [date].
3.7. “Termination Date”: [date].
4. TERM
The term of this Agreement shall commence at 12:00 a.m. on the Commencement Date and
shall expire at 11:59 p.m. on the Termination Date unless extended by written agreement of the
parties or terminated earlier under Section 18 (“Termination”) below. Consultant may request
extensions of time to perform the services required hereunder. Such extensions shall be effective
if authorized in advance by City in writing and incorporated in written amendments to this
Agreement.
5. CONSULTANT’S DUTIES
5.1. Services. Consultant shall perform the services identified in the Scope of Services.
City shall have the right to request, in writing, changes in the Scope of Services. Any
such changes mutually agreed upon by the parties, and any corresponding increase or
decrease in compensation, shall be incorporated by written amendment to this
Agreement.
5.2. Coordination with City. In performing services under this Agreement, Consultant
shall coordinate all contact with City through its Agreement Administrator.
7

ATTACHMENT 1

5.3. Budgetary Notification. Consultant shall notify the Agreement Administrator, in

writing, when fees and expenses incurred under this Agreement have reached eighty
percent (80%) of the Maximum Amount. Consultant shall concurrently inform the
Agreement Administrator, in writing, of Consultant’s estimate of total expenditures
required to complete its current assignments before proceeding, when the remaining
work on such assignments would exceed the Maximum Amount.
5.4. Business License. Consultant shall obtain and maintain in force a City business
license for the duration of this Agreement.
5.5. Professional Standards. Consultant shall perform all work to the highest standards
of Consultant’s profession and in a manner reasonably satisfactory to City. Consultant
shall keep itself fully informed of and in compliance with all local, state, and federal
laws, rules, and regulations in any manner affecting the performance of this
Agreement, including all Cal/OSHA requirements, the conflict of interest provisions
of Government Code § 1090 and the Political Reform Act (Government Code
§ 81000 et seq.).
5.6. Avoid Conflicts. During the term of this Agreement, Consultant shall not perform
any work for another person or entity for whom Consultant was not working at the
Commencement Date if such work would present a conflict interfering with
performance under this Agreement. However, City may consent in writing to
Consultant’s performance of such work.
5.7. Appropriate Personnel. Consultant has, or will secure at its own expense, all
personnel required to perform the services identified in the Scope of Services. All
such services shall be performed by Consultant or under its supervision, and all
personnel engaged in the work shall be qualified to perform such services. [Name of
Project Manager] shall be Consultant’s project administrator and shall have direct
responsibility for management of Consultant’s performance under this Agreement.
No change shall be made in Consultant’s project administrator without City’s prior
written consent.
5.8. Substitution of Personnel. Any persons named in the proposal or Scope of Services
constitutes a promise to the City that those persons will perform and coordinate their
respective services under this Agreement. Should one or more of such personnel
become unavailable, Consultant may substitute other personnel of at least equal
competence upon written approval of City. If City and Consultant cannot agree as to
the substitution of key personnel, City may terminate this Agreement for cause.
5.9. Permits and Approvals. Consultant shall obtain, at its sole cost and expense, all
permits and regulatory approvals necessary for Consultant’s performance of this
Agreement. This includes, but shall not be limited to, professional licenses,
encroachment permits and building and safety permits and inspections.
8

ATTACHMENT 1

5.10. Notification of Organizational Changes. Consultant shall notify the Agreement

Administrator, in writing, of any change in name, ownership or control of
Consultant’s firm or of any subcontractor. Change of ownership or control of
Consultant’s firm may require an amendment to this Agreement.
5.11. Records. Consultant shall maintain any and all ledgers, books of account, invoices,
vouchers, canceled checks, and other records or documents evidencing or relating to
charges for services or expenditures and disbursements charged to City under this
Agreement for a minimum of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such
documents shall be made available for inspection, audit, and/or copying at any time
during regular business hours, upon oral or written request of City. In addition,
pursuant to Government Code Section 8546.7, if the amount of public funds
expended under this Agreement exceeds ten thousand dollars, all such documents and
this Agreement shall be subject to the examination and audit of the State Auditor, at
the request of City or as part of any audit of City, for a period of three (3) years after
final payment under this Agreement.
6. SUBCONTRACTING
6.1. General Prohibition. This Agreement covers professional services of a specific and
unique nature. Except as otherwise provided herein, Consultant shall not assign or
transfer its interest in this Agreement or subcontract any services to be performed
without amending this Agreement.
6.2. Consultant Responsible. Consultant shall be responsible to City for all services to be
performed under this Agreement.
6.3. Identification in Fee Schedule. All subcontractors shall be specifically listed and
their billing rates identified in the Approved Fee Schedule, Exhibit B. Any changes
must be approved by the Agreement Administrator in writing as an amendment to this
Agreement.
7. COMPENSATION
7.1. General. City agrees to compensate Consultant for the services provided under this
Agreement, and Consultant agrees to accept payment in accordance with the Fee
Schedule in full satisfaction for such services. Compensation shall not exceed the
Maximum Amount. Consultant shall not be reimbursed for any expenses unless
provided for in this Agreement or authorized in writing by City in advance.
7.2. Invoices. Consultant shall submit to City an invoice, on a monthly basis or as

otherwise agreed to by the Agreement Administrator, for services performed pursuant
to this Agreement. Each invoice shall identify the Maximum Amount, the services
rendered during the billing period, the amount due for the invoice, and the total
amount previously invoiced. All labor charges shall be itemized by employee name
9

ATTACHMENT 1

and classification or position with the firm, the corresponding hourly rate, the hours
worked, a description of each labor charge, and the total amount due for labor
charges.
7.3. Taxes. City shall not withhold applicable taxes or other payroll deductions from
payments made to Consultant except as otherwise required by law. Consultant shall
be solely responsible for calculating, withholding, and paying all taxes.
7.4. Disputes. The parties agree to meet and confer at mutually agreeable times to resolve
any disputed amounts contained in an invoice submitted by Consultant.
7.5. Additional Work. Consultant shall not be reimbursed for any expenses incurred for
work performed outside the Scope of Services unless prior written approval is given
by the City through a fully executed written amendment. Consultant shall not
undertake any such work without prior written approval of the City.
7.6. City Satisfaction as Precondition to Payment. Notwithstanding any other terms of

this Agreement, no payments shall be made to Consultant until City is satisfied that
the services are satisfactory.
7.7. Right to Withhold Payments. If Consultant fails to provide a deposit or promptly

satisfy an indemnity obligation described in Section 11, City shall have the right to
withhold payments under this Agreement to offset that amount.
8. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720,

et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section
16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing
wage rates and the performance of other requirements on certain “public works” and
“maintenance” projects including the design and preconstruction phases of a covered
public works project. Consultant shall defend, indemnify, and hold the City, its
elected officials, officers, employees, and agents free and harmless form any claim or
liability arising out of any failure or alleged failure of Consultant to comply with the
Prevailing Wage Laws.
9. OWNERSHIP OF WRITTEN PRODUCTS
All reports, documents or other written material (“written products” herein)

developed by Consultant in the performance of this Agreement shall be and remain
the property of City without restriction or limitation upon its use or dissemination by
City except as provided by law. Consultant may take and retain copies of such written
products as desired, but no such written products shall be the subject of a copyright
application by Consultant.
10

ATTACHMENT 1

10. RELATIONSHIP OF PARTIES
10.1. General. Consultant is, and shall at all times remain as to City, a wholly independent
contractor.
10.2. No Agent Authority. Consultant shall have no power to incur any debt, obligation, or
liability on behalf of City or otherwise to act on behalf of City as an agent. Neither
City nor any of its agents shall have control over the conduct of Consultant or any of
Consultant’s employees, except as set forth in this Agreement. Consultant shall not
represent that it is, or that any of its agents or employees are, in any manner
employees of City.
10.3. Independent Contractor Status. Under no circumstances shall Consultant or its

employees look to the City as an employer. Consultant shall not be entitled to any
benefits. City makes no representation as to the effect of this independent contractor
relationship on Consultant’s previously earned California Public Employees
Retirement System (“CalPERS”) retirement benefits, if any, and Consultant
specifically assumes the responsibility for making such a determination. Consultant
shall be responsible for all reports and obligations including, but not limited to: social
security taxes, income tax withholding, unemployment insurance, disability
insurance, and workers’ compensation, and other applicable federal and state taxes.
10.4. Indemnification of CalPERS Determination. In the event that Consultant or any

employee, agent, or subcontractor of Consultant providing services under this
Agreement claims or is determined by a court of competent jurisdiction or CalPERS
to be eligible for enrollment in CalPERS as an employee of the City, Consultant shall
indemnify, defend, and hold harmless City for the payment of any employee and/or
employer contributions for CalPERS benefits on behalf of Consultant or its
employees, agents, or subcontractors, as well as for the payment of any penalties and
interest on such contributions, which would otherwise be the responsibility of City.
11. INDEMNIFICATION
11.1 Definitions. For purposes of this Section 11, “Consultant” shall include Consultant,
its officers, employees, servants, agents, or subcontractors, or anyone directly or
indirectly employed by either Consultant or its subcontractors, in the performance of
this Agreement. “City” shall include City, its officers, agents, employees and
volunteers.
11.2 Consultant to Indemnify City. To the fullest extent permitted by law, Consultant
shall indemnify, hold harmless, and defend City from and against any and all claims,
losses, costs or expenses for any personal injury or property damage that arises out of,
pertains to, or relates to Consultant’s alleged negligence, recklessness or willful
misconduct or other wrongful acts, errors or omissions of Consultant or failure to
comply with any provision in this Agreement.
11

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11.3 Scope of Indemnity. Personal injury shall include injury or damage due to death or
injury to any person, whether physical, emotional, consequential or otherwise,
Property damage shall include injury to any personal or real property. Consultant
shall not be required to indemnify City for such loss or damage as is caused by the
sole active negligence or willful misconduct of the City. If it is finally adjudicated
that liability is caused by the comparative negligence or willful misconduct of an
indemnified party, then Consultant’s indemnification obligation shall be reduced in
proportion to the established comparative liability.
11.4 Consultant to Defend City. The duty to defend shall be a separate and distinct
obligation from Consultant’s duty to indemnify. Consultant shall be obligated to
defend, in all legal, equitable, administrative, or special proceedings, with counsel
approved by City, City and its officers, employees, agents, and volunteers,
immediately upon tender to Consultant of the claim in any form or at any stage of an
action or proceeding, whether or not liability is established. An allegation or
determination that persons other than Consultant are responsible for the claim does
not relieve Consultant from its separate and distinct obligation to defend under this
section. The obligation to defend extends through final judgment, including
exhaustion of any appeals. The defense obligation includes an obligation to provide
independent defense counsel if Consultant asserts that liability is caused in whole or
in part by the negligence or willful misconduct of the indemnified party. If it is finally
adjudicated that liability was caused by the comparative active negligence or willful
misconduct of an indemnified party, Consultant may submit a claim to City for
reimbursement of reasonable attorneys’ fees and defense costs in proportion to the
established comparative liability of the indemnified party.
11.5 Attorneys’ Fees. Such costs and expenses shall include reasonable attorneys’ fees for
counsel of City’s choice, expert fees and all other costs and fees of litigation.
Consultant shall not be entitled to any refund of attorneys’ fees, defense costs or
expenses in the event that it is adjudicated to have been non-negligent.
11.6 Defense Deposit. The City may request a deposit for defense costs from Consultant
with respect to a claim. If the City requests a defense deposit, Consultant shall
provide it within 15 days of the request.
11.7 Waiver of Statutory Immunity. The obligations of Consultant under this Section 11
are not limited by the provisions of any workers’ compensation act or similar act.
Consultant expressly waives its statutory immunity under such statutes or laws as to
City.
11.8 Indemnification by Subcontractors. Consultant agrees to obtain executed indemnity

agreements with provisions identical to those set forth here in this Section 11 from
each and every subcontractor or any other person or entity involved in the
performance of this Agreement on Consultant’s behalf.
11.9 Insurance Not a Substitute. City does not waive any indemnity rights by accepting
any insurance policy or certificate required pursuant to this Agreement. Consultant’s
12

ATTACHMENT 1

indemnification obligations apply regardless of whether or not any insurance policies

are determined to be applicable to the claim, demand, damage, liability, loss, cost or
expense.
11.10 Civil Code. The parties are aware of the provisions of Civil Code 2782.8 relating to
the indemnification and the duty and the cost to defend a public agency by a Design
Professional and agree that this Section 11 complies therewith.
12. INSURANCE
12.1. Insurance Required. Consultant shall maintain insurance as described in this section
and shall require all of its subcontractors, consultants, and other agents to do the
same. Approval of the insurance by the City shall not relieve or decrease any liability
of Consultant. Any requirement for insurance to be maintained after completion of
the work shall survive this Agreement.
12.2. Documentation of Insurance. City will not execute this agreement until it has
received a complete set of all required documentation of insurance coverage.
However, failure to obtain the required documents prior to the work beginning shall
not waive the Consultant’s obligation to provide them. Consultant shall file with City:
 Certificate of Insurance, indicating companies acceptable to City, with a Best’s

Rating of no less than A:VII showing. The Certificate of Insurance must include
the following reference: [insert project name]
 Documentation of Best’s rating acceptable to the City.
 Original endorsements effecting coverage for all policies required by this
Agreement.
 Complete, certified copies of all required insurance policies, including
endorsements affecting the coverage.
12.3. Coverage Amounts. Insurance coverage shall be at least in the following minimum
amounts:
 Professional Liability Insurance: $1,000,000 per occurrence,

$2,000,000 aggregate
 General Liability:
 General Aggregate: $2,000,000
 Products Comp/Op Aggregate $2,000,000
 Personal & Advertising Injury $1,000,000
 Each Occurrence $1,000,000
 Fire Damage (any one fire) $ 50,000
 Medical Expense (any 1 person) $ 5,000
 Workers’ Compensation:
 Workers’ Compensation Statutory Limits
13

ATTACHMENT 1

 EL Each Accident $1,000,000

 EL Disease – Policy Limit $1,000,000
 EL Disease – Each Employee $1,000,000
 Automobile Liability
 Any vehicle, combined single limit $1,000,000
Any available insurance proceeds broader than or in excess of the specified minimum
insurance coverage requirements or limits shall be available to the City as additional
insured. Furthermore, the requirements for coverage and limits shall be the greater of
(1) the minimum coverage and limits specified in this Agreement, or (2) the broader
coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured
12.4. General Liability Insurance. Commercial General Liability Insurance shall be no

less broad than ISO form CG 00 01. Coverage must be on a standard Occurrence
form. Claims-Made, modified, limited or restricted Occurrence forms are not
acceptable.
12.5. Worker’s Compensation Insurance. Consultant is aware of the provisions of

Section 3700 of the Labor Code which requires every employer to carry Workers’
Compensation (or to undertake equivalent self-insurance), and Consultant will
comply with such provisions before commencing the performance of the work of this
Agreement. If such insurance is underwritten by any agency other than the State
Compensation Fund, such agency shall be a company authorized to do business in the
State of California.
12.6. Automobile Liability Insurance. Covered vehicles shall include owned if any, non-
owned, and hired automobiles and, trucks.
12.7. Professional Liability Insurance or Errors & Omissions Coverage. The deductible
or self-insured retention may not exceed $50,000. If the insurance is on a Claims-
Made basis, the retroactive date shall be no later than the commencement of the work.
Coverage shall be continued for two years after the completion of the work by one of
the following: (1) renewal of the existing policy; (2) an extended reporting period
endorsement; or (3) replacement insurance with a retroactive date no later than the
commencement of the work under this Agreement.
12.8. Claims-Made Policies. If any of the required policies provide coverage on a claims-
made basis the Retroactive Date must be shown and must be before the date of the
contract or the beginning of contract work. Claims-Made Insurance must be
maintained and evidence of insurance must be provided for at least five (5) years after
completion of the contract of work. If coverage is canceled or non-renewed, and not
replaced with another claims-made policy form with a Retroactive Date prior to the
contract effective date, the Consultant must purchase “extended reporting” coverage
for a minimum of five (5) years after completion of contract work.
14

ATTACHMENT 1

12.9. Additional Insured Endorsements. The City, its City Council, Commissions,
officers, and employees of Lakeport must be endorsed as an additional insured for
each policy required herein, other than Professional Errors and Omissions, for
liability arising out of ongoing and completed operations by or on behalf of the
Consultant. Consultant’s insurance policies shall be primary as respects any claims
related to or as the result of the Consultant’s work. Any insurance, pooled coverage or
self-insurance maintained by the City, its elected or appointed officials, directors,
officers, agents, employees, volunteers, or consultants shall be non-contributory. All
endorsements shall be signed by a person authorized by the insurer to bind coverage
on its behalf. General liability coverage can be provided using an endorsement to the
Consultant’s insurance at least as broad as ISO Form CG 20 10 11 85 or both
CG 20 10 and CG 20 37.
12.10. Failure to Maintain Coverage. In the event any policy is canceled prior to the
completion of the project and the Consultant does not furnish a new certificate of
insurance prior to cancellation, City has the right, but not the duty, to obtain the
required insurance and deduct the premium(s) from any amounts due the Consultant
under this Agreement. Failure of the Consultant to maintain the insurance required by
this Agreement, or to comply with any of the requirements of this section, shall
constitute a material breach of this Agreement.
12.11. Notices. Contractor shall provide immediate written notice if (1) any of the required
insurance policies is terminated; (2) the limits of any of the required policies are
reduced; (3) or the deductible or self-insured retention is increased. Consultant shall
provide no less than 30 days’ notice of any cancellation or material change to policies
required by this Agreement. Consultant shall provide proof that cancelled or expired
policies of insurance have been renewed or replaced with other policies providing at
least the same coverage. Such proof will be furnished at least two weeks prior to the
expiration of the coverages. The name and address for Additional Insured
Endorsements, Certificates of Insurance and Notices of Cancellation is: City of
Lakeport, Attn: [insert department or individual], 225 Park Street, Lakeport,
California 95453.
12.12. Consultant’s Insurance Primary. The insurance provided by Consultant, including

all endorsements, shall be primary to any coverage available to City. Any insurance
or self-insurance maintained by City and/or its officers, employees, agents or
volunteers, shall be in excess of Consultant’s insurance and shall not contribute with
it.
12.13. Waiver of Subrogation. Consultant hereby waives all rights of subrogation against
the City. Consultant shall additionally waive such rights either by endorsement to
each policy or provide proof of such waiver in the policy itself.
15

ATTACHMENT 1

12.14. Report of Claims to City. Consultant shall report to the City, in addition to the
Consultant’s insurer, any and all insurance claims submitted to Consultant’s insurer in
connection with the services under this Agreement.
12.15. Premium Payments and Deductibles. Consultant must disclose all deductibles and
self-insured retention amounts to the City. The City may require the Consultant to
provide proof of ability to pay losses and related investigations, claim administration,
and defense expenses within retention amounts. Ultimately, City must approve all
such amounts prior to execution of this Agreement. City has no obligation to pay any
premiums, assessments, or deductibles under any policy required in this Agreement.
Consultant shall be responsible for all premiums and deductibles in all of
Consultant’s insurance policies. The amount of deductibles for insurance coverage
required herein are subject to City’s approval.
12.16. Duty to Defend and Indemnify. Consultant’s duties to defend and indemnify City
under this Agreement shall not be limited by the foregoing insurance requirements
and shall survive the expiration of this Agreement.
13. MUTUAL COOPERATION
13.1. City Cooperation in Performance. City shall provide Consultant with all pertinent
data, documents and other requested information as is reasonably available for the
proper performance of Consultant’s services under this Agreement.
13.2. Consultant Cooperation in Defense of Claims. If any claim or action is brought

against City relating to Consultant’s performance in connection with this Agreement,
Consultant shall render any reasonable assistance that City may require in the defense
of that claim or action.
14. NOTICES
Any notices, bills, invoices, or reports required by this Agreement shall be deemed
received on: (i) the day of delivery if delivered by hand, facsimile or overnight
courier service during Consultant’s and City’s regular business hours; or (ii) on the
third business day following deposit in the United States mail if delivered by mail,
postage prepaid, to the addresses listed below (or to such other addresses as the
parties may, from time to time, designate in writing).
If to City If to Consultant
[Name] [Name]
City of Lakeport [Address]
[Department/Division] [Address]
225 Park Street Telephone:
Lakeport, CA 95453 Facsimile:
Telephone: (707) 263-5615
16

ATTACHMENT 1

Facsimile: (707) 263-8584
With courtesy copy to:
David J. Ruderman, Esq.

Lakeport City Attorney
Colantuono, Highsmith & Whatley, PC
420 Sierra College Drive, Suite 140
Grass Valley, CA 95945
Telephone: (530) 432-7357
Facsimile: (530) 432-7356
15. SURVIVING COVENANTS
The parties agree that the covenants contained in paragraph 5.11 (Records),
paragraph 10.4 (Indemnification of CalPERS Determination), Section 11 (Indemnity),
paragraph 12.8 (Claims-Made Policies), paragraph 13.2 (Consultant Cooperation in
Defense of Claims), and paragraph 18.1 (Confidentiality) of this Agreement shall
survive the expiration or termination of this Agreement, subject to the provisions and
limitations of this Agreement and all otherwise applicable statutes of limitations and
repose.
16. TERMINATION
16.1. City Termination. City may terminate this Agreement for any reason on five
calendar days’ written notice to Consultant. Consultant agrees to cease all work under
this Agreement on or before the effective date of any notice of termination. All City
data, documents, objects, materials or other tangible things shall be returned to City
upon the termination or expiration of this Agreement.
16.2. Consultant Termination. Consultant may terminate this Agreement for a material
breach of this Agreement upon 30 days’ notice.
16.3. Compensation Following Termination. Upon termination, Consultant shall be paid

based on the work satisfactorily performed at the time of termination. In no event
shall Consultant be entitled to receive more than the amount that would be paid to
Consultant for the full performance of the services required by this Agreement. The
City shall have the benefit of such work as may have been completed up to the time
of such termination.
16.4. Remedies. City retains any and all available legal and equitable remedies for
Consultant’s breach of this Agreement.
17. INTERPRETATION OF AGREEMENT
17

ATTACHMENT 1

17.1. Governing Law. This Agreement shall be governed and construed in accordance
with the laws of the State of California.
17.2. Integration of Exhibits. All documents referenced as exhibits in this Agreement are
hereby incorporated into this Agreement. In the event of any material discrepancy
between the express provisions of this Agreement and the provisions of any document
incorporated herein by reference, the provisions of this Agreement shall prevail. This
instrument contains the entire Agreement between City and Consultant with respect
to the transactions contemplated herein. No other prior oral or written agreements are
binding upon the parties. Amendments hereto or deviations herefrom shall be
effective and binding only if made in writing and executed on by City and Consultant.
17.3. Headings. The headings and captions appearing at the commencement of the sections
hereof, and in any paragraph thereof, are descriptive only and for convenience in
reference to this Agreement. Should there be any conflict between such heading, and
the section or paragraph thereof at the head of which it appears, the language of the
section or paragraph shall control and govern in the construction of this Agreement.
17.4. Pronouns. Masculine or feminine pronouns shall be substituted for the neuter form
and vice versa, and the plural shall be substituted for the singular form and vice versa,
in any place or places herein in which the context requires such substitution(s).
17.5. Severability. If any term or provision of this Agreement or the application thereof to
any person or circumstance shall, to any extent, be invalid or unenforceable, then
such term or provision shall be amended to, and solely to the extent necessary to, cure
such invalidity or unenforceability, and shall be enforceable in its amended form. In
such event, the remainder of this Agreement, or the application of such term or
provision to persons or circumstances other than those as to which it is held invalid or
unenforceable, shall not be affected, and each term and provision of this Agreement
shall be valid and be enforced to the fullest extent permitted by law.
17.6. No Presumption Against Drafter. Each party had an opportunity to consult with an
attorney in reviewing and drafting this agreement. Any uncertainty or ambiguity shall
not be construed for or against any party based on attribution of drafting to any party.
18. GENERAL PROVISIONS
18.1. Confidentiality. All data, documents, discussion, or other information developed or

received by Consultant for performance of this Agreement are deemed confidential
and Consultant shall not disclose it without prior written consent by City. City shall
grant such consent if disclosure is legally required. All City data shall be returned to
City upon the termination or expiration of this Agreement.
18.2. Conflicts of Interest. Consultant maintains and warrants that it has not employed nor
retained any company or person, other than a bona fide employee working solely for
Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it
18

ATTACHMENT 1

has not paid nor has it agreed to pay any company or person, other than a bona fide
employee working solely for Consultant, any fee, commission, percentage, brokerage
fee, gift or other consideration contingent upon or resulting from the award or making
of this Agreement. Consultant further agrees to file, or shall cause its employees or
subcontractor to file, a Statement of Economic Interest with the City’s Filing Officer
if required under state law in the performance of the services. For breach or violation
of this warranty, City shall have the right to rescind this Agreement without liability.
For the term of this Agreement, no member, officer, or employee of City, during the
term of his or her service with City, shall have any direct interest in this Agreement,
or obtain any present or anticipated material benefit arising therefrom.
18.3. Non-assignment. Consultant shall not delegate, transfer, subcontract or assign its
duties or rights hereunder, either in whole or in part, without City’s prior written
consent, and any attempt to do so shall be void and of no effect. City shall not be
obligated or liable under this Agreement to any party other than Consultant.
18.4. Binding on Successors. This Agreement shall be binding on the successors and
assigns of the parties.
18.5. No Third-Party Beneficiaries. Except as expressly stated herein, there is no

intended third-party beneficiary of any right or obligation assumed by the parties.
18.6. Time of the Essence. Time is of the essence for each and every provision of this
Agreement.
18.7. Non-Discrimination. Consultant shall not discriminate against any employee or

applicant for employment because of race, sex (including pregnancy, childbirth, or
related medical condition), creed, national origin, color, disability as defined by law,
disabled veteran status, Vietnam veteran status, religion, age (40 and above), medical
condition (cancer-related), marital status, ancestry, or sexual orientation. Employment
actions to which this provision applies shall include, but not be limited to, the
following: employment, upgrading, demotion, or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of compensation; or in
terms, conditions or privileges of employment, and selection for training. Consultant
agrees to post in conspicuous places, available to employees and applicants for
employment, the provisions of this nondiscrimination clause.
18.8. Waiver. No provision, covenant, or condition of this Agreement shall be deemed to

have been waived by City or Consultant unless in writing signed by one authorized to
bind the party asserted to have consented to the waiver. The waiver by City or
Consultant of any breach of any provision, covenant, or condition of this Agreement
shall not be deemed to be a waiver of any subsequent breach of the same or any other
provision, covenant, or condition.
18.9. Excused Failure to Perform. Consultant shall not be liable for any failure to perform
if Consultant presents acceptable evidence, in City’s sole judgment, that such failure
19

ATTACHMENT 1

was due to causes beyond the control and without the fault or negligence of
Consultant.
18.10. Remedies Non-Exclusive. Each right, power and remedy provided for herein or now
or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and
shall be in addition to every other right, power, or remedy provided for herein or now
or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the
commencement of the exercise, or the forbearance from the exercise by any party of
any one or more of such rights, powers or remedies shall not preclude the
simultaneous or later exercise by such party of any or all of such other rights, powers
or remedies.
18.11. Attorneys’ Fees. In the event of a dispute arising out of the terms of this Agreement,
including any action brought to declare the rights granted herein or to enforce any of
the terms of this Agreement, the party prevailing in such dispute shall be entitled to
all reasonable costs and litigation expenses actually incurred, including fees of
attorneys and expert witnesses.
18.12. Venue. The venue for any litigation shall be Lake County, California and Consultant
hereby consents to jurisdiction in Lake County for purposes of resolving any dispute
or enforcing any obligation arising under this Agreement.
TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized
representatives to execute this Agreement on the dates set forth below.
“City” “Consultant”
City of Lakeport [Name of Company or Individual]
By:________________________________ By:________________________________
Signature Signature
Printed:_____________________________ Printed:_____________________________
Title:_______________________________ Title:_______________________________
Date:______________________ Date:______________________
Attest:
By:________________________________
Signature
By:__________________________________
Kelly Buendia, City Clerk Printed:_____________________________
Date:________________________ Title:_______________________________
Date:______________________
20

ATTACHMENT 1

Approved as to form:
By:__________________________________
David J. Ruderman, City Attorney
Date:________________________

21

ATTACHMENT 2
City Engineer RFQ 2017

FIRM PHONE EMAIL Notes SOQ Y/N
Doble Thomas & Assoc,707-433-6792

Inc kdoble@doblethomas.com emailed 11/1, add1 11/22
LACO 707-304-2996 wilburnr@lacoassociates.com emailed 11/1, add1 11/22
SHN 707-441-8855 mfoget@shn-engr.com emailed 11/1, add1 11/22
Paul Curren Eng 707-695-5538 paul@curren.ws emailed 11/1, add1 11/22
Ruzicka Assoc 707-263-6155 ruzickaeng@ruzicka-engineering.com
emailed 11/1, add1 11/22
Vanderwall Engineering707-279-4887 contact@vdwengr.com emailed 11/1, add1 11/22
Rau & Assoc, Inc 707-462-6536 DoloresJ@rauandassoc.com emailed 11/1, add1 11/22
North Counties Eng 707-462-1961 LMOM 11/1 to get email
Mendo Lake Engineering707 -263-7783 bhall@mlengr.com emailed 11/1, add1 11/22
Brelje& Race 707-576-1322 info@brce.com emailed 11/1, add1 11/22
Green Valley 707-579-0388 sandys@gvalley.com emailed 11/1, add1 11/22
Proclamation
OF THE CITY COUNCIL OF THE CITY OF LAKEPORT
WHEREAS, Robert Ray dedicated 45 years to the Fire Service in Lake County in multiple roles
since 1972; and
WHEREAS, Robert Ray was born and raised in Lakeport, and grew familiar with the first-
responders environment at an early age as his father was a volunteer fireman for the former City of
Lakeport Fire Department. After receiving his degree from Santa Rosa Junior College he became a
volunteer for the Department, and as soon as they had a full-time opening, he immediately applied
and was hired. Since then, Ray has extinguished blazes and served dozens of residents within a 70-
square mile radius; and
WHEREAS, Robert Ray has made numerous contributions to the City of Lakeport Fire
Department and, as of the 2002 annexation of the City Fire Department, the Lakeport Fire Protection
District. He was the first Fireman/EMT II at the Department to transition to a Firefighter/Paramedic
after the Department was authorized to upgrade their program to recruit and hire Paramedics in the
late 1980s. This was a groundbreaking approach at that time, as previously the EMT II certification
was the highest level authorized by the North Coast EMS; and
WHEREAS, Robert Ray took charge of EMS-related calls while his colleagues assisted in the
Valley, Clayton and Sulphur fires. And not to forget his service in Southern California, when engines
from Lake County were sent to battle the 2003 Cedar Fire in San Diego that killed 15 people, including
one firefighter; and
WHEREAS, Robert Ray has been serving the Lakeport Fire Protection District as Fire Captain
since 1985, with a 10 year stint as Assistant Chief from 1989 to 1999; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lakeport does hereby
recognize and thank
ROBERT RAY
for his dedication to the Lakeport Fire Protection District and the citizens of the City of
Lakeport and wishes him well in his retirement.
I have hereunto set my hand and caused the Seal of the City of Lakeport to be affixed this
16th day of January, 2018.
_________________________________
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Resolution establishing and adopting fees to process MEETING DATE: 01/16/2018
applications for commercial cannabis permits
SUBMITTED BY: Kevin M. Ingram, Community Development Director

The City Council is being asked to consider the adoption of a resolution establishing fees for the processing of
commercial cannabis permit applications.
On January 2, 2018, the Lakeport City Council adopted Ordinance No. 915 (2018) which adds Chapter 5.34 to the
Lakeport Municipal Code setting forth regulations for the permitting of specified commercial cannabis activities
within the City of Lakeport. This Ordinance is set to take effect on January 31, 2018 and allows for among other
things a process for the receiving, reviewing and approval of commercial cannabis activities. Specifically, the
Ordinance provides standards and regulations for three separate phases of review—application submittal,
appeals and annual review & inspection. Additionally, the Ordinance requires the conducting of background
checks for owners and employees of commercial cannabis businesses.
Following the adoption of Ordinance No. 915 (2018), city staff reviewed necessary actions to administer the
processing of commercial cannabis permits. This review included: 1) the identification of necessary actions for
the review and approval of commercial cannabis permits consistent with the adopted ordinance; 2) applicable
city staff and other outside agencies who would be involved in various phases of the commercial cannabis
permitting processing; and, 3) identification of appropriate staff positions and an estimate of hours necessary to
perform work related to each phase of the commercial cannabis permitting process. The end result is the
development of a fee schedule aimed at recovering staff related costs associated with the review of commercial
cannabis permits.
Associated costs are laid out in detail in the ‘Commercial Cannabis Permit Processing Fee Schedule’, Attachment
2 of this staff report. In summary, permitting actions, staff time and costs are as follows:
• Background Checks. Required fee of $354 per individual. Cost of fees include cost of Police Department
Staff necessary for the administering and review of background checks together with Department of
Justice related costs required for the performance of a background check. Fees associated with
background checks are to be collected at the time of application submittal and whenever an operator
hires a new employee.
• Application Submittal. The application submittal and review process can be broken into three activities:
1) the physical submittal of a commercial cannabis permit application which involves the review of the
Meeting Date: January 16, 2018 Page 1 Agenda Item #VI.A.1.

189416.1
application for completeness and the distribution of the application to applicable agencies for further
review; 2) the review of the required ‘Operations Plan’ by various staff and agencies; and 3) a final
review and decision on the application by the City Manager. Staff determined that individual cannabis
activities will vary in the amount of staff time necessary for the completion of the review of an
application. For review of commercial cannabis application related to cultivation, testing, distribution
and retail a total of 15.5 staff hours is expected resulting in the establishment of a $1,025 fee.
Additional staff review by the Building Official and Fire Department is expected for commercial cannabis
permits involving manufacturing making for a total of 17.5 hours of staff time and the establishment of a
$1,185 fee.
• Application Appeals. Section 5.34.05(C) of the Lakeport Municipal Code outlines the procedure for the
appeal of decisions related to commercial cannabis permit applications. This includes: 1) the processing
of submitted appeals; 2) additional background research by Police Department staff related to
submitted appeals; and 3) the setting and conducting of an appeal hearing before the City Council. Staff
estimates a total of 16 hours necessary for review of appeal applications and is recommending the
establishment of a $1,030 fee for appeals.
• Annual Review & Inspection. Section 5.34.08(G) of the Lakeport Municipal Code requires that all
commercial cannabis operators submit an annual performance report, which shall include the
performance of an inspection by the City. Staff estimates the review of the annual performance report
to require 5 hours, and an inspection by the Police Department, Building Official and Fire Department to
require 9 hours, for a total of 14 hours of staff time. As such, staff is recommending the establishment
of a $1,100 fee for the annual review and inspection of individual commercial cannabis operations.
Proposed fees solely pertain to the commercial cannabis permit application process established as part of
Chapter 5.34 of the Lakeport Municipal Code and do not include other fees that are necessary to operate a
commercial cannabis permit, including but not limited to: land use entitlement fees, building permit fees,
business license fees and any state required permit fees.
OPTIONS:
Approve the resolution, propose amendments and revisions, or take no action or take action to deny the proposed
Resolution.
FISCAL IMPACT:
None unknown Budgeted Item? Yes No
Comments: None
SUGGESTED MOTIONS:
Move to adopt the proposed resolution establishing fees for the processing of commercial cannabis permit
applications consistent with processes outlined in Chapter 5.34 of the Lakeport Municipal Code which permits
and regulates commercial cannabis activities within the City of Lakeport.
Attachments: 1. Proposed Resolution Establishing and Adopting Fees to Process Applications

for Commercial Cannabis Permits.
2. Commercial Cannabis Permit Processing Fee Schedule
Meeting Date: January 16, 2018 Page 2 Agenda Item #VI.A.1.

189416.1
ATTACHMENT 1
RESOLUTION NO. _____ (2018)

A RESOLUTION OF THE LAKEPORT CITY COUNCIL ESTABLISHING AND
ADOPTING FEES TO PROCESS APPLICATIONS FOR COMMERCIAL CANNABIS
PERMITS
WHEREAS, on January 2, 2018, the Lakeport City Council adopted Ordinance No.
915 (2018) adding Chapter 5.34 “Commercial Cannabis” to the Lakeport Municipal Code;
and
WHEREAS, the Commercial Cannabis Ordinance takes effect on January 31,

2018; and
WHEREAS, the Commercial Cannabis Ordinance provides a process for the

submittal and processing of applications for commercial cannabis permits; and
WHEREAS, the commercial cannabis permit application process will consist of

various phases of review, including application submittal, appeals and annual reviews;
and
WHEREAS, the City Council desires to adopt fees for each phase of review and
for other related costs in order for the City to recover the costs of administering the
commercial cannabis permit application process; and
WHEREAS, city staff has conducted an examination of staff time necessary to

administer the Commercial Cannabis Ordinance and developed cost estimates for each
phase of the commercial cannabis permit application review.
NOW, THEREFORE, BE IT RESOLVED THAT:
1. The City Council establishes the following fee schedule for the processing of
applications for commercial cannabis permits as outlined in Chapter 5.34, Commercial
Cannabis, of the Lakeport Municipal Code:
• Application Submittal (Cultivation, Testing, Distribution, Retail) $1,025
• Application Submittal (Manufacturing) $1,185
• Background Check (cost per individual) $354
• Application Appeal $1,030
• Annual Review & Inspection $1,100
2. The fees established by this Resolution shall be due and payable prior to the City
processing the relevant phase of the Commercial Cannabis Permit application process.
ATTACHMENT 1
3. The fees established by this Resolution are nonrefundable and payment of such fees
does not guarantee that an application will be approved.
4. The fees established by this Resolution are solely for the commercial cannabis permit
application process established as part of Chapter 5.34 of the Lakeport Municipal
Code, and do not include any other fees that may be necessary to operate a
commercial cannabis establishment.
THIS RESOLUTION was passed and adopted by the City Council of the City of Lakeport at
a regular meeting held on the 16th day of January, 2018.
AYES:
NOES:
ABSENT:
ABSTAIN:
___________________________
MIREYA TURNER, MAYOR
ATTEST:
_____________________________
City of Lakeport
ATTACHMENT 2
ATTACHMENT 2
ATTACHMENT 2
ATTACHMENT 2
ATTACHMENT 2
ATTACHMENT 2
ATTACHMENT 2
ATTACHMENT 2
ATTACHMENT 2
ATTACHMENT 2
ATTACHMENT 2
ATTACHMENT 2
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Mid-Year Review and Budget Amendment, FY 2017-18 MEETING DATE: 1/16/2018
SUBMITTED BY: Margaret Silveira, City Manager

Nicholas Walker, Finance Director

Review and approve the budget amendments included in the staff report.
Budget Amendment:
According to City policy, budget control rests at the fund level. This means that expenditures for any particular,
budgeted fund should not exceed what has been appropriated by the City Council for the fund as a whole in any
given fiscal year, unless the Council increases the appropriation. In line with this policy - and based on past
practice - the City Manager (CM) could exercise budget control within the fund but typically reports to Council
any changes between major expenditures characters each fiscal year (e.g., salaries and benefits, operations, or
capital outlay). In other words, expenditures could be reduced within one major category, object, or sub-object
and increased in another at the CM level to accommodate operating changes, so long as the total appropriation
for the fund remained unchanged.
The adopted 2017-18 budget identifies expenditures by what are known as characters, summarized groupings of
expenditure accounts which share similar purpose. The City budgets for its departments in four main
characters: salaries and benefits, operations, capital improvements (CIP), and debt service. This facilitates a
working understanding of where financial resources are allocated in a broader policy making context.
Essentially, presenting information in this way allows decision makers to focus more on what they want to get
done and less on the specifics of how to do it. This year, the budget focus was on goals – a variety of City-wide
goals on which to apply resources were used in developing the budget. This was based on input from the
Council and staff. Those City-wide goals are identified in the budget document and further detailed within the
discussion of each department.
The budget process begins with the identification of goals and priorities of both the City Council and
management. The CM aligns that information and instructs executive management to calculate costs and bring
forward appropriation requests. The Finance Department provides the CM with revenue estimates for all major
operating funds, which provide the available resources to pay for these requests. The CM works with executive
management to refine a spending plan and subsequently brings her recommendations to the Council for review
and approval. Council can then revise the spending plan or adopt it as recommended. This becomes the
adopted budget.
Meeting Date: 01/16/2018 Page 1 Agenda Item #VI.B.1.

An adopted budget gives legal spending authority to the CM to implement the activities identified therein. But
the plan is based largely on estimates. Those estimates often require revision throughout the year. Priorities
sometimes are modified, and activities may be refined due to changes in resources. Budget adjustments are
necessary to realign the original intent of the spending plan to account for these changing variables.
Adjustments of all amounts are tracked by the Finance Department and those of significance are reported to the
City Council regularly, if and when they occur. For simplicity, most adjustment are made during the mid-year
review. As of December 31, 2017, the following formal budget amendments were processed by the CM or the
Council, which includes the following:
Fund Item Character Appropriations

Various Amendment to the JJACAP audit contract for costs associated with a single audit Operations 8,350
General Increased costs associated with the 20th St Stripping project Capital Outlay 7,010
General To replace the HVAC system at the Corporation Yard Capital Outlay 20,000
General To include projects for SB1 road funding Capital Outlay 26,923
Various Increased costs associated with phone system upgrade Capital Outlay 15,223
General Increased costs associated with purchase of a 10 wheel dump truck Capital Outlay 35,000
Various To replace email server Capital Outlay 12,520
General To replace the HVAC system at the old PD building (leased property) Capital Outlay 4,100
Net Increase (Decrease) $ 129,126
It is a primary goal of management to ensure Council is aware of where money has been or is planned to be
spent. Therefore, significant budget adjustments at the character level - whether implemented by the CM or
the Council - are reported to the Council. This ensures accountability and transparency for the benefit of the
Council and community.
Budget Schedule A below is a summary of proposed adjustments requested of the City Council at the fund level.
It demonstrates the effects of proposed budget adjustments to appropriations for all affected funds.
Budget Schedule A - Fund Level

Unaudited Beginning Estimated
Fund Balance Ending
After Approved Increase (Decrease) Fund Balance
Fund Name Adjustments Revenue Appropriations Net Effect Amended
110 General fund
Upgrade MAV and Body Cameras for Police 25,000 (25,000)
Two HVAC Units at Police Department 12,000 (12,000)
Total 2,784,752 - 37,000 (37,000) 2,747,752
501 Water O&M fund 645,523 - 645,523
601 Sewer O&M fund 1,023,399 - 1,023,399
Net Increase (Decrease) $ - $ 37,000 $ (37,000)
The following analysis illustrates the needs and purposes of the budgetary changes being requested.
• The General Fund is need of an amendment for police capital projects. The new police department
building is need of two new HVAC units at an estimated cost of $12,000. Police is also requesting an
amendment to purchase new MAV units for police vehicles which include officer body cameras and an
additional server, technology hardware and software which will automate the process of downloading,
organizing and properly retaining video footage. This project is estimated to cost $25,000.
Budget Schedule B below is a summary of these adjustments at the department level. This schedule flows to
Schedule A by illustrating how total department adjustments correlate to the "Net Increase" of all funds.

Budget Schedule B - Department Level
Appropriations Adjustment Summary
Salaries
and Loans/ Debt Capital
Department No. Benefits Operations Grants Service Outlay Total
City Council 1010 $ - $ - $ - $ - $ - $ -
Administration 1020 -
City Attorney 1030 -
Finance and IT 1041 -
Community Development:
Planning 1050 -
Building 1051 -
Housing 1053 -
Economic Development 1054 -
Engineering 1052 -
Police 2010 37,000 37,000
Public Works:
Administration and Compliance 3010 -
Streets and Infrastructure 3020 (20,000) 20,000 -
Parks, Buildings & Grounds 3030 2,000 (2,000) -
Solid Waste Management 3040 -
Westshore Pool 3050 -
Water 3060 -
Sewer 3070 -
Non-Departmental 0000 -
Total $ (18,000) $ 18,000 $ - $ - $ 37,000 $ 37,000
These general fund increases are anticipated to be covered by current year revenues generated by Measure Z
which were not budgeted for specific projects but rather to increase reserves.
Below is an analysis of general fund surplus to be used in conjunction with two items being presented to council
for discussion and direction.
General Fund Water Fund Sewer Fund RDA Fund
16/17 anticipated surplus (deficit) $ 256,494 $ (196,966) $ 202,647 $ -

17/18 budgeted surplus (deficit) 60,000 (279,175) (53,129) -
Appropriation increased prior to mid-year (64,547) (13,828) (13,828) -
Appropriation increases proposed in mid-year adjustments (37,000) - - -
Combined amount available for consideration $ 214,947 $ (489,969) $ 135,690 $ -
Anticipated ending current resources available for

appropriations after midyear adjustments $ 2,747,752 $ 645,523 $ 1,023,399 $ 83,427
Public Works and Utilities Office Space (100,000) (100,000) (100,000)
CalPERS Additional Contribution (69,622) (23,124) (24,064) (2,237)
$ 2,578,130 $ 522,399 $ 899,335 $ 81,190
The Public Works and Utility departments have been investigating the cost of additional office space to the
Corporation Yard. This would allow Public Works and Utilities administration along with engineering to all be
under the same roof and provide efficiency in communicating and making decisions. Estimated costs of this
project are $300,000 which would be shared by the general fund and utilities funds.
The finance department has been investigating the City’s long-term position in relation to its CalPERS Unfunded
Actual Liability (UAL) and its Other Post-Employment Benefits (OPEB) UAL. The option provided in the analysis
includes an additional payment to CalPERS in the amount of $119,012 for the City’s 17/18 UAL contribution. The
City has historically made UAL payments on a 30-year amortization table. With the recent policy changes at
CalPERS this is creating a state of negative amortization in relation to the City’s UAL. This additional payment
and making future payments based on a 20-year amortization table would eliminate the negative amortization
issue affecting our liability and begin to position the City to decrease the UAL.

OPTIONS:
1. Approve the budget amendment as recommended by staff.
2. Do not approve but provide direction to staff.
FISCAL IMPACT:
None Budgeted Item? Yes No
Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $37,000
Comments:
SUGGESTED MOTIONS:
Move to approve the amendment to the fiscal year 2017-18 City budget as recommended by staff.
Attachments:

CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Recognized Obligation Payment Schedule (ROPS) 18-19 MEETING DATE: 1/16/2018
SUBMITTED BY: Nicholas Walker, Finance Director

To review and approve the ROPS 18-19 for the period of July 1, 2018 through June 30, 2019.
Following dissolution of the Redevelopment Agency of the City of Lakeport (“Agency”), the City elected to
become the successor agency to the Agency by Resolution No. 2441, dated January 10, 2012 (the “Successor
Agency”). Pursuant to Health and Safety Code Section 34173(b), the Successor Agency is now a separate legal
entity from the City. One of the responsibilities of the Successor Agency is to prepare a Recognized Obligation
Payment Schedule (“ROPS”), which sets forth the nature, amount, and source(s) of payment of all “enforceable
obligations” of the Agency (as defined by law) to be paid by the Successor Agency.
Pursuant to AB 1484, passed by the State Legislature on June 27, 2012, a new schedule for submittal of a ROPS
for periods subsequent to the period ending December 31, 2012 was established. Under AB 1484 a Successor
Agency is required to submit the approved ROPS for the period July 1, 2018 through June 30, 2019 to the County
of Lake Auditor Controller, the California State Controller, and the State of California Department of Finance and
posted on the City’s website by February 1, 2018.
Only payments required pursuant to the ROPS may be made by the Successor Agency.
The “enforceable obligations” listed in the ROPS may include the bonds; loans legally required to be repaid
pursuant to a payment schedule with mandatory repayment terms; payments required by the federal
government, preexisting obligations to the state or obligations imposed by state law; judgments, settlements or
binding arbitration decisions that bind the agency; legally binding and enforceable agreements or contracts;
contracts or agreements necessary for the continued administration or operation of the agency, including
agreements to purchase or rent office space, equipment and supplies; and amounts borrowed from or payments
owing to the Low and Moderate Income Housing Fund of a redevelopment agency, which had been deferred as
of June 29, 2011. However, the ROPS is to exclude pass-through payments to be made by the county after
dissolution of the Agency and any agreements, contracts or arrangements between the City and the Agency,
except any of the following agreements between the City and the Agency: (1) any written agreements between
the City and the Agency entered into prior to June 30, 2010, solely for the purpose of securing or repaying
indebtedness obligations to third parties; and (2) loan agreements entered into between the Agency and the
City within two years of the date of creation of the Agency.
139920.1
OPTIONS:
1. It is recommended that the approving the Recognized Obligation Payment 18-19 Schedule covering the
period July 1, 2018 to June 30, 2019 for presentation and adoption by the Lakeport Redevelopment
Oversight Board.
FISCAL IMPACT:
None $503,516 Budgeted Item? Yes No
Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other: Redevelopment
Private Purpose Trust Fund (Successor Agency)
Comments: The ROPS lists existing enforceable obligations to be paid by the Successor Agency. Only payments
listed on the approved ROPS and approved by DOF may be made by the Successor Agency.
SUGGESTED MOTIONS:
Move to approve Recognized Obligation Payment Schedule 18-19 for the period of July 1, 2018 through June 30,
2019 for presentation and adoption by the Lakeport Redevelopment Oversight Board
Attachments: 1. Obligation Payment Schedule covering the period July 1, 2018 through June
30, 2019.
139920.1
ATTACHMENT 1
Recognized Obligation Payment Schedule (ROPS 18-19) - Summary

Filed for the July 1, 2018 through June 30, 2019 Period
Successor Agency: Lakeport

County: Lake
18-19A Total 18-19B Total

Current Period Requested Funding for Enforceable Obligations (ROPS Detail) (July - December) (January - June) ROPS 18-19 Total
A Enforceable Obligations Funded as Follows (B+C+D): $ - $ - $ -

B Bond Proceeds - - -
C Reserve Balance - - -
D Other Funds - - -
E Redevelopment Property Tax Trust Fund (RPTTF) (F+G): $ 315,520 $ 187,996 $ 503,516
F RPTTF 221,547 94,023 315,570
G Administrative RPTTF 93,973 93,973 187,946
H Current Period Enforceable Obligations (A+E): $ 315,520 $ 187,996 $ 503,516
Certification of Oversight Board Chairman:

Pursuant to Section 34177 (o) of the Health and Safety code, I
hereby certify that the above is a true and accurate Recognized Name Title
Obligation Payment Schedule for the above named successor
agency. /s/
Signature Date
CITY OF LAKEPORT
City Council
Lakeport Industrial Financing Authority
STAFF REPORT
RE: Main Line TV Van MEETING DATE: 1/16/2018
SUBMITTED BY: Douglas Grider, Public Works Director

The City Council is being asked to authorize the City Manager to sign a purchase order and the purchase agreement
required for the purchase of a new Main Line Camera TV Van.
The City of Lakeport Public Works-Sewer Division has a need to procure a main line camera van to effectively TV
the collection system. This will allow us to accurately identify any problems within our collector mains and sewer
laterals that contribute to the severe intrusion and infiltration (I&I) issues that plague us during rain and flood
events.
It will also assist us with maintaining the City’s Sewer System Management Plan (SSMP). This is a State-mandated
document which contains information on City programs and plans for operation and maintenance of its
wastewater collection system. The State’s regulations are intended to promote proper management of
wastewater collection systems and reduce the occurrences of sanitary sewer overflows (SSOs).
The City currently relies on outside vendors to provide this service. It is very costly ($1,800/day) and availability
is usually days out at best. It is very useful to utilize the camera for identifying the cause of emergencies or other
issues that need to be monitored immediately.
The Public Works Director worked with Weco Industries and National Auto Fleet Group to secure a government
pricing program to ensure the best possible government pricing for this purchase. The pricing program is
through the NJPA (National Joint Powers Alliance) which uses a bidding process like US Community’s and GSA.
OPTIONS:
Move to authorize the purchases of a Main Line TV Camera Van; or provide alternative direction to staff.
FISCAL IMPACT:
None $242,672.04 Budgeted Item? Yes No
Budget Adjustment Needed? Yes No If yes, amount of appropriation increase:
Comments:
SUGGESTED MOTIONS:
Move to authorize the City Manager to sign the associated purchase order and purchase agreement for a Weco
Industries Multi-Conductor Main Line TV Van for $242,672.04
Meeting Date: 01/16/2018 Page 1 Agenda Item #VI.C.1.

1. Quote
Attachments:
2. NJPA Certificate
Meeting Date: 01/16/2018 Page 2 Agenda Item #VI.C.1.

12/19/2017 Sell, service, and deliver letter
ATTACHMENT 1
Nation 1 ut Fleet Group

A !:)!vis'lof'l of Chevrolet of WElt~HH'lvine
490 Auto Center Drive, WatsQnville~ CA 95076

(e5S) BUY~NJP .. (626) 51~55S0
(855) 2B9~6512 .. (831) 80-8491 fax
12/19/2017
QuotelD: 5767
Order Cut Off Date: TBA
Mr Paul Harris
City of Lakeport
591 Martin St
Lakeport, California, 95453
Dear Paul Harris,
National Auto Fleet Group is pleased to quote the following vehicle(s) for your consideration.
One (1) New/Unused (2018 Ford Transit Van (S4X) T-350 HD 148" EL Hi Rf 10360 GVWR Sliding RH Dr, Weco Industries Multi-
Conductor Main Line TV Van) and delivered to your specified location, each for
One Unit
Contract Price $37,106.22
Weco Industries Multi-Conductor Main Line TV Van $185,686.00
Tax (8.7500 %) $19,494.32
Tire fee $10.50
Transportation $375.00
Total $242,672.04
- per the attached specifications.
This vehicle(s) is available under the National Joint Powers Alliance Contract 120716-NAF . Please reference this Contract number on all
purchase orders to National Auto Fleet Group. Payment terms are Net 30 days after receipt of vehicle.
Thank you in advance for your consideration. Should you have any questions, please do not hesitate to call.
Sincerely,
Jesse Cooper Quoting Department

Account Manager Account Manager
Email: Fleet@NationaIAutoFleetGroup.com Fleet@NationaIAutoFleetGroup.com
Office: (855) 289-6572 (855) 289-6572
Fax: (831) 480-8497
TOYOTA
https://www.nationalautofleetgroup.com/OrderRequesUSSDPrinUS767?ws=true&se=true&ssdType=BodyUpfitQuote 2/10
ATTACHMENT 1
In order to Finalize your Quote, please submit this purchase
packet to your governing body for Purchase Order Approval.
Once you issue a Purchase Order please send by:
Fax: (831) 480-8497
Mail: National Auto Fleet Group

490 Auto Center Drive
Watsonville, CA 95076
Email: Fleet@nationalautofleetgroup.com
We will then send a W-9 if you need one
Please contact our main office with any questions:

1-855-289-6572
https:llwww.nationalautofleetgroup.com/OrderRequesUSSDPrinU5767?ws=true&se=true&ssdType=BodyUpfitQuote 3/10
ATTACHMENT 1
Vehicle Configuration Options
https:llwww.nationalautofieetgroup.com/OrderRequestlSSDPrintl5767?ws=true&se=true&ssdType=BodyUpfitQuote 4/10
ATTACHMENT 1
----~ECO
-;;;~~ --
Quote No. 111617
INDOSTRIES
4971 Allison PKWY Suite A (800) 677-6661 Fax (707) 446-7933
Vacaville, CA 95688
QUOTATION !!!!!!
Customer
Contact PAUL HARRIS Date 11/16/2017
Company CITY OF LAKEPORT Expiration 613012018
Address 591 MARTIN STREET Salesman THOMAS JOHNSON
Terms NET-30
City LAKEPORT State CA Zip 95453 Delivery DESTINATION
Phone 1-707-263-3578 X102 Fax FOB DESTINATION
~lt=e_:_:m+---=Q:::::ty"----I--'U:_/M,+-----,-P_:::a-,-,rt:_cN-,-,o:_C'_f--
-=-Description Unit Price TOTAL
-------t____.,.=_:_:_::::.::_+-~_;;;_:...:::::-__I
EA MULTI-CONDUCTOR MAIN LINE TV VAN $227,258.00
MOUNTED IN A FORD TRANSIT GAS CARGO VAN
AS PER ATTACHED SPECIFICATIONS
DATED 11-16-17
DEDUCT FOR FORD TRANSIT CHASSIS

TO BE USED WITH MEPS 6.3 KW INVERTER
SUB-TOTAL
CA STATE SALES TAX @ 8.75 %
FREIGHT
GRAND TOTAL DELIVERED $201,933.52
Subtotal
Shipping & Handling
Weco ..... Taxes
Offering Complete Solutions Other ----;----;~~-t_-~-----l
For Our Municipal and Contractor Customers TOTAL
Visit our web site- http:\\www.wecoind.com
ATTACHMENT 1
Specifications For: LAKEPORT, CA
FORD TRANSIT MOUNTED TV INSPECTION SYSTEM
1 FORD TRANSIT GAS CARGO VAN 2X4 CHASSIS

1 3.7L V6 Gas Engine
1 6-Speed Automatic Transmission
1 10360 lb. GVWR
1 148" Wheel Base
1 Cab Air Conditioner
1 AM / FM Radio
2 LED TRAFFIC DIRECTOR WITH 30FT CABLE TITLE XIII - FRONT AND REAR MOUNTED
2 BUMPER MOUNTED SAFETY CONE HOLDER
1 TRANSIT VAN EXTERIOR LIGHTING & CONTROL ROOM - EVOLUTION 3.0 TO INCLUDE:
2 Amber LED Strobe Warning Beacons
2 Adjustable LED Floodlights Rear of Vehicle Area Illumination
Control Room Interior:
1 Lonseal Lonplate Flooring
1 Kemlite Wall & Ceiling Covering
1 Bulkhead Wall With Passage Door From Control Room to Equipment Room
1 Tinted Viewing Window in Bulkhead Wall
1 Tinted Viewing Window in Bulkhead Door
1 Above Desk Control Console with Rack Mount for Electronic Equipment
1 Desktop / Work Area
1 LED Light Fixture
2 Electrical Outlet with Dual Receptacles
1 Fire Extinguisher with Bracket, 1aBC Rating
1 Operators Chair
1 Breaker Box Storage Area with Locking Positive Latch
1 Battery Powered Carbon Monoxide Alarm
1 LOW PROFILE, ROOF MOUNTED AIR CONDITIONER WITH HEAT STRIP

1 A low-profile roof mounted air conditioner with heat strip shall be supplied.
1 CLOSET IN CONTROL ROOM
1 FILE CABINET UNDER CONTROL ROOM DESKTOP
1 BENCH SEAT
1 TRANSIT VAN EQUIPMENT ROOM INTERIOR - EVOLUTION 3.0 TO INCLUDE:

1 Lonseal Lonplate Flooring
1 Kemlite Wall & Ceiling Covering
1 Electrical Outlet with Dual Receptacles
1 LED Light Fixture
15 Minute Courtesy Timer Located at Rear Door Area for 12V LED Interior Lights
11/16/2017
1
ATTACHMENT 1
1 10-GALLON WASH DOWN SYSTEM TO INCLUDE:

1 10-Gallon Fresh Water Tank
1 Electric Water Pump
1 Retractable Hose Reel with 25'Water Hose and Nozzle
1 UPPER AND LOWER STORAGE CABINET IN EQUIPMENT ROOM

1 Lower Storage Cabinet / Work Top with Sink
1 Upper Wall Mounted Storage Cabinet
1 ADDITIONAL LIGHTING AND OUTLET

1 Light Mounted Above Work Top
1 Dual Receptacle Outlet Above Work Top
1 WORKTOP FOR TV REEL
1 SPOT LIGHT ASSEMBLY
1 5 DRAWER TOOL CHEST - BLACKHAWK
1 2 DRAWER ALUMINUM STORAGE UNDER REEL
1 BACK-UP CAMERA SYSTEM [CHASSIS]
1 2ND MONITOR IN VIEWING ROOM FOR BACK UP CAMERA
1 STORAGE TUBE FOR SIGNS AND POLES
1 12VDC OUTLET
1 PORTABLE AIR COMPRESSOR

1 Electric Air Compressor
1 Air Tank
1 24" REAR FLATSCREEN MONITOR

1 FlatScreen Monitor
1 Cable Assembly - Video Monitor to Monitor in Control Room
1 Monitor Mounting Bracket
1 ON-BOARD AC POWER SYSTEM, DYNAMIC INVERTER, 6.3KW
1 DIGITAL ENGINEERING PANEL FOR INVERTER SYSTEM, BLACK
11/16/2017
2
ATTACHMENT 1
1 P& T ZOOM III MIC BUILT-IN SONDE LED CAMERA

1 Solid State Color Sewer TV Camera
1 Pan & Rotate Camera Head, 40:1 Zoom Ratio, 10x Optical Zoom, 4x Digital Zoom
1 NTSC Color Standard with 4x Light Integration
1 4 x 5W Cluster LED's for 6" through 72" lines
1 Built In Transmitter, 512 Hz
1 Camera Transportation and Storage Case
1 SELF-PROPELLED NON-STEERABLE COMPACT WHEELED CAMERA TRANSPORTER WITH

ABILITY TO ADD TRACKS, TO INCLUDE:
1 Unit Shall Have Forward, Free Wheel, and Power Reverse
1 Set of Driven Rubber Wheels to Inspect 6" Pipe
1 All Six (6) Wheel Drive Transporter Assembly to Include:
1 Motor & Enclosed Drive Train
1 TRACK MODULE KIT TO INCLUDE:

1 High-Speed Transmission
1 Right Hand Trac Module
1 Left Hand Trac Module
1 SPARE PARTS KIT FOR TRAC TRANSPORTER TO INCLUDE:

1 Additional Chain Links And Rubber Cleats
1 7"-15" EXTENDERS FOR COMPACT TRAC TRANSPORTER
1 18" - 24" COMPACT WHEELITRAC TRANSPORTER EXTENSION KIT
1 8" RUBBER WHEEL KIT FOR COMPACT TRANSPORTER
1 10-15" RUBBER WHEEL KIT FOR COMPACT TRANSPORTER
1 KIT,TIRE,PNEUMATIC,12" - 15" PIPE, COMPACT TRANSPORTER
1 6" STEEL 10/12 GR WHEEL KIT FOR COMPACT TRANSPORTER
1 8" STEEL 10/12 GR WHEEL KIT FOR COMPACT TRANSPORTER
1 10-15" STEEL 10/12 GR WHEEL KIT FOR COMPACT TRANSPORTER
1 1200' CABLE ASSEMBLY, MIC 12PIN METAL

1 1200'Gold Multi Conductor Kevlar Fiber Armored Combination TV Transmission I Tow
Cable
1 .450 Diameter
1 Metal Splice Chamber with Pigtail
1 Cable Strain Relief
11/16/2017
3
ATTACHMENT 1
1 TV REEL ASSEMBLY, MECHANICAL FOOTAGE FOR SUMMIT .450 CABLE W/AUTO PAYOUT
1 Black Thermoplastic Powder Coated Frame
1 Power Levelwind & Multi Ratio Manual Transmission
1 Automatic Cable Payout System
1 Footage Meter with Local Counter and Remote Counter
1 Transmission Control at Viewing Station
1 Local Reel Mount Electrical and Mechanical Control
1 Sealed Continuous Contact Collector Assembly
1 Removable Drip Pan for Cleaning
2 19" (MINIMUM) FLATSCREEN COLOR INDUSTRIAL TV MONITOR NTSC I PAL COLOR
STANDARDS
1 PCU ASSEMBLY [RACK MOUNT]
1 CCU ASSEMBLY [RACK MOUNT]

1 Alpha Numeric Information Display, with Multi Paging and Defect Coding
1 Remote "QWERTY" Keyboard for Data Entry
1 On Screen Footage Display
1 WRC and PACP Codes
1 TEST CABLE
1 8.7" MINI KEYBOARD
1 BRACKET, LOGITECH CONTROLLER, K2
1 WIRED USB CONTROLLER

1 Joystick Control for Pan and Tilt Zoom Camera to Include:
1 360 Degree Rotate
1 330 Degree Optical Pan
Joystick Control for All Steering Functions & Forward / Reverse Directions for Transporter
Camera Lift Control for Optional Electronic Camera Lift
All Other Controls for Camera to Include:
1 Camera Iris and Focus Override & Zoom
1 Camera Lights & Shutter Control for Light Enhancement
1 Camera Diagnostics & Auto Home
Cruise Control to Set Speed of the Transporter for Hands Off Operation
1 All Reel Controls to Include: Retrieve, Release, and Variable Speed [Excluding Dolly
Systems]
1 WIRELESS CONTROLLER
1 Joystick Control for Pan and Tilt Zoom Camera to Include:
1 360 Degree Rotate
1 330 Degree Optical Pan
Joystick Control for All Steering Functions & Forward / Reverse Directions for Transporter
1 Camera Lift Control for Optional Electronic Camera Lift
1 All Other Controls for Camera to Include:
1 Camera Iris and Focus Override & Zoom
1 Camera Lights & Shutter Control for Light Enhancement
1 Camera Diagnostics & Auto Home
Cruise Control to Set Speed of the Transporter for Hands Off Operation
1 All Reel Controls to Include: Retrieve, Release, and Variable Speed [Excluding Dolly
Systems]
11/16/2017
4
ATTACHMENT 1
1 [RACK MOUNT] COMPUTER W/GraniteNet BASIC TO INCLUDE (MINIMUM):

1 Motherboard with LGA 1151 Socket and Intel Z170 Chipset
1 Intel Core i7-6700K 4.0 GHz Processor
18GB of DDR4 (Double Data Rate) 2133 RAM
1 USB Video Capture Device for MPEG 1 12/4 1WMV
1 Video Display Adapter, 2GB, HDMI, DVI, VGA
2 LAN, On Board Network Connections, 10 1 1001 1000 Mbps
1 USB 2.0 Ports ( 1 on Rear)
8 USB 3.0 Ports (6 on Rear, 2 on Fromt)
3 RS232 Serial Comm Ports
1 Bluetooth v4.0
1 WiFi IEEE 802.11 a/b/g/n/ac dual frequency band 2.415 GHz
8 On Board Audio Ports
1 DVD + 1 - RW DVD Burner 20x 1 CD - RW 40x Internal Optical Drive
1 1 TB (7,200 RPM) SATA Hard Drive
1 120 GB Solid State Drive, SATA3
1 500 Watt 1U ATX Power Supply
1 Industrial Hardened Case Slim 2U Design for 19" Rack
1 Windows 10 Professional 64-bit Operating System
1 GraniteNet Basic Software
1 User Guide
1 WIRELESS KEYBOARD AND MOUSE SET
1 HP OFFICEJET COLOR PRINTER
1 GraniteNet BASIC SUPPORT PLAN
1 GraniteNet OFFICE KIT
1 GraniteNet OFFICE SUPPORT PLAN
1 PACP MODULE GraniteNet SOFTWARE
1 UPS TO INCLUDE THE FOLLOWING:

1 Input 120-Volt 1 Output 120-Volt, Interface Port USB
1 CD with Software
1 Cord Management Straps
1 TRUCK SOFT MOUNT KIT FOR MP+
1 MANHOLE TOP ROLLER ASSEMBLY, TV ONLY
1 MANHOLE ADAPTER CLAW HOOK
6 POLE ASSY,RETRIEVALIDOWNHOLE TL,58"
11/16/2017
5
ATTACHMENT 1
1 INVERT ROLLER ASSEMBLY
1 RETRIEVAL HOOK
1 TIGER TAIL
1 MULTI CONDUCTOR TV ONLY TOOL KIT

1 MilliampmeterTool
1 ElectricalTape
1 NeedleNosePliers
1 Six-In-OneScrewdriver
1 6" AdjustableWrench
1 Anti SeizeGrease
1 9-PieceAllenWrenchkit
1 SolderIron Kit
1 IndustrialPliers
1 5/32T-HandleHexWrench
1 MultiConductorTV OnlyOperationManual
1 PartsCatalog
1 CableRepairKit DVD
1 TV OnlyTrainingDVD
1 TRAINING, ON-SITE (FOUR DAYS)
1 TRUCK DELIVERY-CALIFORNIA
11/16/2017
6
ATTACHMENT 1
ENGINE
Ir:nrl .. Description
99M ENGINE: 3.7L TI-VCT V6, -inc: SEIC capability (STD)
TRANSMISSION
Code Description
446 TRANSMISSION: 6-SPEED AUTOMATIC W/OD & SELECTSHIFT, (STD)
PRIMARY PAINT
Code Description
YZ OXFORD WHITE
PAINT SCHEME
Code Description
STANDARD PAINT
SEAT TYPE
Code Description
VK PEWTER, VINYL FRONT BUCKET SEATS
AXLE RATIO
Code Description
X4L 4.10 LIMITED-SLIP AXLE RATIO
SEATING ARRANGEMENT
Code Description
PEWTER VINYL DUAL BUCKET SEATS, -inc: 2-way manual driver and front passenger seats and driver
21G
inboard armrest (STD)
OPTION PACKAGE
Code Description
101A ORDER CODE 101A
ADDITIONAL EQUIPMENT
Code Description
50-STATE EMISSIONS SYSTEM, -inc: Standard equipment on all non-FFV vehicles including the 3.5L
EcoBoost V6 and 3.2 1-5Diesel engines, Required for 3.7L Ti-VCT engines shipped to California Emission
425
State dealers (CA, CT, DE, MA, MD, ME, NJ, NY, OR, PA, RI, VT, WA), Optional for 3.7 Ti-VCT engines
shipped to Cross Border State dealers (AZ, DC, ID, NH, NV, OH, VA, WV) and Fleet orders
63C HEAVY-DUTY ALTERNATOR
63E DUAL HEAVY-DUTY BATTERIES, -inc: 70 amp-hours each, absorbed glass mat
TOW/HAUL MODE WITRAILERING WIRING PROVISIONS, -inc: trailer wiring harness to rear of vehicle for
59B
upfit, trailer stability control (TSC), 4/7 pin connector assembly and rear jumper
WHEELS: 16" STEEL
EXTERIOR UPGRADE PACKAGE, -inc: chrome headlamp trim, chrome grille and grille surround, Wheels: 16"
18D
Steel
153 FRONT LICENSE PLATE BRACKET
60C CRUISE CONTROL W/MESSAGE CENTER, -inc: full trip computer and engine-hour meter
16E FRONT AND REAR VINYL FLOOR COVERING, -inc: wheel well cover and rear/side scuff plates
53K MODIFIED VEHICLE WIRING SYSTEM, -inc: modified vehicle connections for customized wiring harness
https://www.nationalautoneetgroup.com/OrderRequest/SSDPrint/5767?ws=true&se=true&ssdType=BodyUpfitQuote 5/10
provisions ATTACHMENT 1
67C HIGH CAPACITY UPFITTER SWITCHES

AUXILIARY FUSE PANEL, -inc: high spec interface connector, Modified Vehicle Wiring System, modified
87E
vehicle connections for customized wiring harness provisions
43B BACK UP ALARM
https:l/www.nationalautofleetgroup.com/OrderRequestlSSDPrinU5767?ws=true&se=true&ssdType=BodyUpfitQuote 6/10
12/19/2017 Sell. service. and deliver letter
ATTACHMENT 1
2018 Fleet/Non-Retail Ford Transit Van T-350 HD 148" EL Hi Rf

10360 GVWR Sliding RH Dr
WINDOW STICKER
2018 Ford Transit Van T-350 HD 148" EL Hi Rf 10360 GVWR Sliding RH Dr
CODE MODEL MSRP

S4X 2018 Ford Transit Van T-350 HD 148" EL Hi Rf 10360 GVWR Sliding RH Dr $40,695.00
OPTIONS
99M ENGINE: 3.7L TI-VCT V6, -inc: SEIC capability (STD) INC
446 TRANSMISSION: 6-SPEED AUTOMATIC W/OD & SELECTSHIFT, (STD) $0.00
YZ OXFORD WHITE $0.00
STANDARD PAINT $0.00
VK PEWTER, VINYL FRONT BUCKET SEATS $0.00
X4L 4.10 LIMITED-SLIP AXLE RATIO $325.00
21G PEWTER VINYL DUAL BUCKET SEATS, -inc: 2-way manual driver and front passenger seats and driver inboard $0.00
armrest (STD)
101A ORDER CODE 101A $0.00
425 50-STATE EMISSIONS SYSTEM, -inc: Standard equipment on all non-FFV vehicles including the 3.5L EcoBoost $0.00
V6 and 3.2 1-5 Diesel engines, Required for 3.7L Ti-VCT engines shipped to California Emission State dealers
(CA, CT, DE, MA, MD, ME, NJ, NY, OR, PA, RI, VT, WA), Optional for 3.7 Ti-VCT engines shipped to Cross
Border State dealers (AZ, DC, ID, NH, NV, OH, VA, WV) and Fleet orders
63C HEAVY-DUTY ALTERNATOR $260.00
63E DUAL HEAVY-DUTY BATTERIES, -inc: 70 amp-hours each. absorbed glass mat $295.00
59B TOWIHAUL MODE WITRAILERING WIRING PROVISIONS, -inc: trailer wiring harness to rear of vehicle for upfit, $295.00
trailer stability control (TSC), 4/7 pin connector assembly and rear jumper
WHEELS: 16" STEEL INC
18D EXTERIOR UPGRADE PACKAGE, -inc: chrome head lamp trim, chrome grille and grille surround, Wheels: 16" $275.00
Steel
153 FRONT LICENSE PLATE BRACKET $0.00
60C CRUISE CONTROL W/MESSAGE CENTER, -inc: full trip computer and engine-hour meter $325.00
16E FRONT AND REAR VINYL FLOOR COVERING, -inc: wheel well cover and rear/side scuff plates $245.00
53K MODIFIED VEHICLE WIRING SYSTEM, -inc: modified vehicle connections for customized wiring harness INC
provisions
67C HIGH CAPACITY UPFITTER SWITCHES $85.00
87E AUXILIARY FUSE PANEL, -inc: high spec interface connector, Modified Vehicle Wiring System, modified vehicle $0.00
connections for customized wiring harness provisions
43B BACK UP ALARM $125.00
https://www.nationalautofleetgroup.com/OrderRequesUSSDPrinU5767?ws=true&se=true&ssdType=BodyUpfitQuote 7/10
ATTACHMENT 1
SUBTOTAL $42,925.00
Advert! Adjustments $0.00
Manufacturer Destination Charge $1,395.00
TOTAL PRICE $44,320.00
Est City: N/A MPG

Est Highway: N/A MPG
Est Highway Cruising Range: N/A mi
Any performance-relatedcalculations are offered solely as guidelines. Actual unit performance will depend on your operating conditions.
https:llwww.nationalautofleetgroup.com/OrderRequesUSSDPrinU5767?ws=true&se=true&ssdType=BodyUpfitQuote 8/10
ATTACHMENT 1
Standard Equipment
MECHANICAL
Engine: 3.7L Ti-VCT V6 -inc: SEIC capability

Transmission: 6-Speed Automatic w/OD & SelectShift
14.10Axle Ratio
GVWR: 10,360 Ibs
Transmission w/Oil Cooler
Rear-Wheel Drive
Engine Oil Cooler
70-Amp/Hr Maintenance-Free Battery w/Run Down Protection
150 Amp Alternator
4560# Maximum Payload
HD Shock Absorbers
Front Anti-Roll Bar
Hydraulic Power-Assist Steering
25 Gal. Fuel Tank
Single Stainless Steel Exhaust
Strut Front Suspension w/Coil Springs
Leaf Rear Suspension w/Leaf Springs
4-Wheel Disc Brakes w/4-Wheel ABS, Front Vented Discs, Brake Assist and Hill Hold Control
EXTERIOR
Wheels: 16" Silver Steel w/Exposed Lug Nuts

Tires: 195/75R16C AS BSW
Steel Spare Wheel
Full-Size Spare Tire Stored Underbody w/Crankdown
Clearcoat Paint
Black Front Bumper
Black Rear Bumper
Black Bodyside Cladding and Black Wheel Well Trim
Black Side Windows Trim and Black Front Windshield Trim
Black Door Handles
Black Power Side Mirrors w/Convex Spotter and Manual Folding
Light Tinted Glass
Variable Intermittent Wipers
Fully Galvanized Steel Panels
Black Grille
Split Swing-Out Rear Cargo Access
Sliding Rear Passenger Side Door
Tailgate/Rear Door Lock Included w/Power Door Locks
Aero-Composite Halogen Headlamps
Cab Clearance Lights
Laminated Glass
ENTERTAINMENT
https:l/www.nationalautofleetgroup.com/OrderRequest/SSDPrint/5767?ws=true&se=true&ssdType=BodyUpfitQuote 9/10
ATTACHMENT 1
Radio: AM/FM Stereo -inc: digital clock and audio input jack
Radio w/Seek-Scan
Fixed Antenna
4 Front Speakers -inc: No rear speakers
1 LCD Monitor In The Front
INTERIOR
Pewter Vinyl Dual Bucket Seats -inc: 2-way manual driver and front passenger seats and driver inboard armrest
Manual Tilt/Telescoping Steering Column
Gauges -inc: Speedometer, Odometer, Engine Coolant Temp, Tachometer and Trip Odometer
Front Cupholder
Remote Keyless Entry w/lntegrated Key Transmitter, Illuminated Entry and Panic Button
Manual Air Conditioning
Locking Glove Box
Driver Foot Rest
Interior Trim -inc: Metal-Look Instrument Panel Insert
Front Cloth Headliner
Urethane Gear Shift Knob
Vinyl Front Bucket Seats
Day-Night Rearview Mirror
Driver And Passenger Visor Vanity Mirrors
Partial Floor Console w/Storage, Full Overhead Console w/Storage and 3 12V DC Power Outlets
Front Map Lights
Fade-To-Off Interior Lighting
Front Only Vinyl/Rubber Floor Covering
Cargo Space Lights
Instrument Panel Bin, Driver And Passenger Door Bins
Power 1st Row Windows w/Driver 1-Touch Down
Power Door Locks w/Autolock Feature
Analog Display
Seats wNinyl Back Material
Manual Adjustable Front Head Restraints
Driver & Passenger Side Thorax Airbags
Safety Canopy Side-Curtain Airbags
3 12V DC Power Outlets
SAFETY
[Advancetrac w/Roil Stability Control Electronic Stability Control (ESC) And Roll Stability Control (RSC)
ABS And Driveline Traction Control
Side Impact Beams
Dual Stage Driver And Passenger Front Airbags w/Passenger Off Switch
Airbag Occupancy Sensor
Outboard Front Lap And Shoulder Safety Belts -inc: Height Adjusters and Pretensioners
Back-Up Camera
hltps:llwww.nationalautofleelgroup.com/OrderRequesVSSDPrinV5767?ws=true&se=lrue&ssdType=BodyUpfiIQuole 10/10
ATTACHMENT 2
ATTACHMENT 2
ATTACHMENT 2
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Resolution Affirming the City’s Master Pay Schedule MEETING DATE: 01/16/2018
SUBMITTED BY: Kelly Buendia, Administrative Services Director
Staff recommends City Council adopt a Resolution creating and affirming the City of Lakeport’s (City) master pay
schedule for all represented employee classifications and all unrepresented employees covered by a
Compensation Plan so that the City is in compliance with the requirements of the California Code of Regulations,
title 2, section 570.5 and the California Public Employees’ Retirement System (CalPERS) relating to publically
available pay schedules.
CalPERS, pursuant to their interpretation of California Code of Regulations section 570.5, recommends all
CalPERS employers to maintain their compensation levels in a publicly available pay schedule, approved and
adopted by the governing body, which must meet all of the following requirements:
1) Has been duly approved and adopted by the employer's governing body in accordance with
requirements of applicable public meetings laws;
2) Identifies the position title for every employee position;
3) Shows the pay rate for each identified position, which may be stated as a single amount or as
multiple amounts within a range;
4) Indicates the time base, including, but not limited to, whether the time base is hourly, daily, bi-weekly,
monthly, bi-monthly, or annually;
5) Is posted at the office of the employer or immediately accessible and available for public review
from the employer during normal business hours or posted on the employer's internet website;
6) Indicates an effective date and date of any revisions;
7) Is retained by the employer and available for public inspection for not less than five years; and
8) Does not reference another document in lieu of disclosing the pay rate.
Currently, the City attaches salary schedule information by represented bargaining group to the memorandum of
understanding (MOU) governing each bargaining group, and for unrepresented employees includes such salary
information in Compensation Plans (CP) approved by City Council. Following City Council approval, these various
salary schedules are posted to the City website. As classification changes are approved by Council, the changes
are noted in the salary schedules.
Meeting Date: 01/16/2018 Page 1 Agenda Item #VI.D.1.
189166.1
Staff has recently learned that CalPERS interprets CCR 570.5 as requiring one schedule, adopted by the City
Council and adopted each time a modification occurs. While the staff does not necessarily agree with CalPERS’
interpretation, submitting a single document for affirmation is not overly burdensome and can be accomplished
routinely going forward.
It is worth noting that for retiring employees it is potentially significant if the resolution is not adopted. CalPERS
has indicated it is unwilling to recognize improperly adopted pay schedules and thereby exclude “compensation
earnable” for those affected employees pursuant to Government Code sections 20630, 20636, and 20636.1. By
providing a comprehensive single pay schedule, the City minimizes the possibility that CalPERS may, incorrectly,
reduce the pension for any individual former employee due to the lack of publication of a City Council approved
single master pay schedule.
In addition to the MOU and CP salary schedules, hourly employees enrolled in CalPERS have been added to the
schedule. For ease of administration, pool employees have been included as well.
Approval of a single document meeting all of the California Code of Regulations section 570.5 requirements as
interpreted by CalPERS will ensure the City is in compliance with CalPERS regulations.
OPTIONS:
The Council could deny this request and provide other direction to staff.
FISCAL IMPACT:
None $ Budgeted Item? Yes No
Comments:
SUGGESTED MOTIONS:
Move to adopt a proposed Resolution creating and affirming the City of Lakeport’s (City) master pay schedule
for all represented employee classifications and all unrepresented employees covered by a Compensation Plan
so that the City is in compliance with the requirements of the California Code of Regulations, title 2, section
570.5 and the California Public Employees’ Retirement System (CalPERS) relating to publically available pay
schedules.
1. Resolution Affirming Previously Approved and Adopted Compensation Levels
Attachments:
on Individual Pay Schedules in Conformance with California Code of
Regulations, Title 2, Section 570.5, and Listing all Employee Compensation
Levels on a Publicly Available Master Pay Schedule Approved and Adopted
by the City Council
Meeting Date: 01/16/2018 Page 2 Agenda Item #VI.D.1.
189166.1
ATTACHMENT 1
RESOLUTION NO. __(2018)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT

AFFIRMING PREVIOUSLY APPROVED AND ADOPTED
COMPENSATION LEVELS ON INDIVIDUAL PAY SCHEDULES IN
CONFORMANCE WITH CALIFORNIA CODE OF REGULATIONS,
TITLE 2, SECTION 570.5, AND LISTING ALL EMPLOYEE
COMPENSATION LEVELS ON A PUBLICLY AVAILABLE MASTER PAY
SCHEDULE APPROVED AND ADOPTED BY THE CITY COUNCIL
WHEREAS, the California Public Employees’ Retirement System (CalPERS), has requested
all CalPERS employers list their compensation levels on one document, approved and adopted
by the governing body, in accordance with California Code of Regulations, title 2, section 570.5,
and meeting all of the following requirements thereof:
1. Has been duly approved and adopted by the employer's governing body in
accordance with requirements of applicable public meetings laws;
2. Identifies the position title for every employee position;
3. Shows the pay rate for each identified position, which may be stated as a
single amount or as multiple amounts within a range;
4. Indicates the time base, including, but not limited to, whether the time base
is hourly, daily, bi-weekly, monthly, bi-monthly, or annually;
5. Is posted at the office of the employer or immediately accessible and
available for public review from the employer during normal business hours
or posted on the employer's internet website;
6. Indicates an effective date and date of any revisions;
7. Is retained by the employer and available for public inspection for not less
than five years; and
8. Does not reference another document in lieu of disclosing the pay rate; and
WHEREAS, the City now desires to affirm previously approved compensation levels for all
bargaining groups and all Compensation Plans of the City of Lakeport (City) in one publicly
available master pay schedule in conformance with California Code of Regulations, title 2,
section 570.5.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKEPORT, CALIFORNIA, DOES HEREBY
RESOLVE AS FOLLOWS:
SECTION 1. The City Council affirms the previously approved separate compensation levels for
represented Bargaining Unit positions and the Compensation Plans for the unrepresented
positions through, by and with the adoption of the single Master Pay Schedule attached hereto
as Exhibit A.
Page 1
189167.1
ATTACHMENT 1
SECTION 2. The City Council affirms the single Master Pay Schedule attached hereto meets all
of the requirements of California Code of Regulations, title 2, section 570.5, including but not
limited to directing staff to post it at the City and make available for public review during
normal business hours and/or post on the City’s internet website and be retained by the City
and available for public inspection for not less than five years.
SECTION 3. This Resolution is effective upon its adoption.
DULY AND REGULARLY ADOPTED on this 16TH day of January, 2018, by the following
vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
________________________________
ATTEST:
______________________________
Page 2
189167.1
ATTACHMENT 1
CITY OF LAKEPORT
MASTER PAY SCHEDULE
MONTHLY RATES WITH STEPS
Steps
Job Classification Class Range Unit A B C D E F
Administrative Services Director/City Clerk E-4 UM 5,087 5,899 6,708 7,226 7,736 n-a
Administrative Specialist I 33 LEA 2,613 2,741 2,870 3,011 3,153 3,307
Administrative Specialist II 37 LEA 3,075 3,223 3,378 3,539 3,709 3,896
Associate Planner 44 LEA 4,136 4,335 4,549 4,768 4,997 5,247
Building Inspector 39 LEA 3,342 3,499 3,674 3,850 4,036 4,257
Building Official E-1 UM 3,869 4,489 5,107 5,507 5,909 n-a
City Engineer/Public Works Director E-5 UM 7,542 7,919 8,315 8,731 9,167 n-a
City Manager n-a contract 9,583 n-a n-a n-a n-a n-a
Community Development Director E-4 UM 5,087 5,899 6,708 7,226 7,736 n-a
Community Service Officer 34.7 LEA 2,712 2,818 2,951 3,093 3,241 3,401
Compliance Coordinator I E-1 UM 3,869 4,489 5,107 5,507 5,909 n-a
Compliance Coordinator II E-2 UM 4,292 4,985 5,650 6,078 6,515 n-a
Deputy City Clerk I 35 LEA 2,832 2,967 3,111 3,263 3,465 3,587
Deputy City Clerk II 38 LEA 3,208 3,365 3,526 3,700 3,879 4,065
EMC Supervisor 40 LEA 3,487 3,657 3,832 4,019 4,216 4,416
Engineering Technician I 37 LEA 3,075 3,223 3,378 3,539 3,709 3,896
Engineering Technician II 40 LEA 3,487 3,657 3,832 4,019 4,216 4,416
*Equipment Mechanic I 32 LEA 2,517 2,638 2,763 2,898 3,038 3,181
Equipment Mechanic II 36 LEA 2,943 3,090 3,235 3,394 3,556 3,732
Finance Director E-4 UM 5,087 5,899 6,708 7,226 7,736 n-a
Financial Services Specialist I 33 LEA 2,613 2,741 2,870 3,011 3,153 3,307
Financial Services Specialist II 36 LEA 2,943 3,090 3,235 3,394 3,556 3,732
Financial Services Specialist III 42 LEA 3,788 3,959 4,153 4,354 4,565 4,786
*Government Accountant E-1 UM 3,869 4,489 5,107 5,507 5,909 n-a
Housing Specialist 41 LEA 3,647 3,811 3,998 4,190 4,393 4,606
Maintenance Worker I 31 LEA 2,414 2,529 2,651 2,779 2,914 3,053
Maintenance Worker II 36 LEA 2,943 3,090 3,235 3,394 3,556 3,732
**Maintenance Worker III 38 LEA 3,208 3,365 3,526 3,700 3,879 4,065
Office Specialist I 29 LEA 2,240 2,347 2,493 2,573 2,697 2,830
Parks Leadworker 38 LEA 3,208 3,365 3,526 3,700 3,879 4,065
Parks Maintenance Foreman 40 LEA 3,487 3,657 3,832 4,019 4,216 4,416
Parks Maintenance Worker I 31 LEA 2,414 2,529 2,651 2,779 2,914 3,053
Parks Maintenance Worker II 33 LEA 2,613 2,741 2,870 3,011 3,153 3,307
***Permit Technician 38 LEA 3,208 3,365 3,526 3,700 3,879 4,065
Planning Services Manager E-1 UM 3,869 4,489 5,107 5,507 5,909 n-a
Police Chief E-4B UM 5,441 6,309 7,176 7,730 8,276 n-a
****Police Detective 43.6 POA 4,708 5,077 5,190 5,453 5,723 6,012
Police Lieutenant E-2B UM 4,507 5,234 5,933 6,382 6,841 n-a
Police Officer I 38.6 POA 3,766 3,956 4,159 4,362 4,579 4,810
Police Officer II 39.6 POA 3,940 4,135 4,345 4,562 4,792 5,029
Police Officer III 40.6 POA 4,120 4,325 4,543 4,770 5,008 5,255
Police Records Supervisor 37.7 LEA 3,842 4,034 4,241 4,447 4,664 4,892
Police Sergeant 43.6 POA 4,708 5,077 5,190 5,453 5,723 6,012
Public Works Director E-4 UM 5,087 5,899 6,708 7,226 7,736 n-a
Public Works Foreman 45 LEA 4,298 4,507 4,727 4,958 5,201 5,455
Public Works Superintendent E-3 UM 4,613 5,393 6,085 6,546 7,019 n-a
Sign Technician 37 LEA 3,075 3,223 3,378 3,539 3,709 3,896
Utilities Maintenance Supervisor 40 LEA 3,487 3,657 3,832 4,019 4,216 4,416
Utilities Superintendent I E-2 UM 4,292 4,985 5,650 6,078 6,515 n-a
Utilities Superintendent II E-3 UM 4,613 5,393 6,085 6,546 7,019 n-a
**Utility Operator I 33 LEA 2,613 2,741 2,870 3,011 3,153 3,307
**Utility Operator II 38 LEA 3,208 3,365 3,526 3,700 3,879 4,065
Utility Operator III 41 LEA 3,647 3,811 3,998 4,190 4,393 4,606
Utility Operator/MWII 38 LEA 3,208 3,365 3,526 3,700 3,879 4,065
Wastewater Systems Operator I 32 LEA 2,517 2,638 2,763 2,898 3,038 3,181
Wastewater Systems Operator II 37 LEA 3,075 3,223 3,378 3,539 3,709 3,896
**Wastewater Systems Supervisor I 43 LEA 3,960 4,151 4,351 4,563 4,787 5,023
**Wastewater Systems Supervisor II 45 LEA 4,298 4,507 4,727 4,958 5,201 5,455
**Water Operations Supervisor I 43 LEA 3,960 4,151 4,351 4,563 4,787 5,023
**Water Operations Supervisor II 45 LEA 4,298 4,507 4,727 4,958 5,201 5,455
Water Systems Operator I 32 LEA 2,517 2,638 2,763 2,898 3,038 3,181
Water Systems Operator II 37 LEA 3,075 3,223 3,378 3,539 3,709 3,896
HOURLY AT-WILL EMPLOYEES

Lifeguard n-a n-a 10.00 - 11.58 per hour
Head Lifeguard n-a n-a 12.20 - 14.12 per hour
Swim Instructor n-a n-a 11.10 - 11.58 per hour
Pool Office Assistant n-a n-a 10.00 - 11.58 per hour
Pool Manager n-a n-a 16.50 - 20.00 per hour
Part-time Help Property and Evidence n-a n-a 18.00 per hour
Part-time Help Records n-a n-a 18.50 per hour
*Salary range defined by City Council 2/7/2017

**Adopted by City Council 6/21/17 effective 7/1/2017
***Adopted by City Council 9/19/2017
****Adopted by City Council 12/4/2017
LEA = Lakeport Employees' Association, unless noted salaries adopted 7/1/2017
UM = Unrepresented & Management, unless noted salaries adopted, 6/21/17, effective 7/1/2017
POA = Lakeport Police Officers' Association, unless noted salaries effective 7/1/2016

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AGENDA

REGULAR MEETING OF THE LAKEPORT CITY COUNCIL

A motion was made by Council Member Parlet, seconded by Council Member

A motion was made by Council Member Mattina, seconded by Council Member

LAKEPORT CITY COUNCIL

Local Agency Formation Commission Mayor Mattina Council Member Mattina

1/10/2018 10:42:12 AM Page 1 of 4

1/10/2018 10:42:12 AM Page 2 of 4

1/10/2018 10:42:12 AM Page 3 of 4

Cash Account Count Amount

Transaction Type Count Amount

1/10/2018 10:42:12 AM Page 4 of 4

SUBMITTED BY: Kelly Buendia, Administrative Services Director

PURPOSE OF REPORT: Information only Discussion Action Item

WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

Meeting Date: 01/16/2018 Page 1 Agenda Item #IV.D.

Attachments: 1. Proposed Changes to Retention Schedule in Strike-Through Format

Meeting Date: 01/16/2018 Page 2 Agenda Item #IV.D.

Department Preference; Statute

Produced by Deferred Comp.

Finance / Mag, Mfr, Yes: After Department preference for

Examples: Conditional Use Permits

Planning Project Files - Not Projects have a 2 year vesting

RESOLUTION NO. (2018)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT

WHEREAS, the maintenance of numerous records is expensive, slows document

Section 1. Resolution 2614 (2017) is hereby rescinded.

HOW TO USE RETENTION SCHEDULES

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

• Reduce administrative expenses, expedite procedures

For questions, please contact the City Clerk.

Authorization to Destroy Records:

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

If a summary of the data is

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

All State and Federal laws

Examples: Conditional Use Permits

Planning Project Files - Not Projects have a 2 year vesting

Plans, Specifications & Addenda,

Drainage, Driveway, Encroachments,

Department Preference; Statute

Produced by Deferred Comp.

Finance / Mag, Mfr, Yes: After Department preference for

Final reports and records are

Department preference; Pursuant

POLICE REPORTS / INCIDENT

Consistent with Lexipol Section

Plans, Specifications & Addenda,

SUBMITTED BY: Douglas Grider, Public Works Director

PURPOSE OF REPORT: Information only Discussion Action Item