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2021 Nov 16 CC PACKETAGENDA EL SEGUNDO CITY COUNCIL REGULAR MEETING TUESDAY, NOVEMBER 16, 2021 4:00 PM CLOSED SESSION 6:00 PM OPEN SESSION MEETING ID: 964 5963 7962 PIN: 730770 CITY COUNCIL CHAMBER 350 MAIN STREET, EL SEGUNDO, CA 90245 PUBLIC ADVISORY. THE CITY COUNCIL CHAMBER AND/OR LOBBY WILL ONLY BE OPEN TO THE PUBLIC FOR PUBLIC COMMUNICATIONS. (Face masks/coverings are required to be worn inside City facilities) Drew Boyles, Mayor Chris Pimentel, Mayor Pro Tern Carol Pirsztuk, Councilmember Scot Nicol, Councilmember Lance Giroux, Councilmember Tracy Weaver, City Clerk Matthew Robinson, City Treasurer Executive Team Scott Mitnick, City Manager Barbara Voss, Deputy City Manager Jaime Bermudez, Interim Police Chief Michael Allen, Dev. Services Director Elias Sassoon, Public Works Director Melissa McCollum, Com. Services Dir. Mark Hensley, City Attorney Joe Lillio, Chief Financial Officer Deena Lee, Fire Chief Rebecca Redyk, HR Director Charles Mallory, IT Director MISSION STATEMENT: "Provide a great place to live, work, and visit." VISION STATEMENT: "Be a global innovation leader where big ideas take off while maintaining our unique small town character." 1 Page 1 of 403 How Can Members of the Public Observe and Provide Public Comments? • Residents can watch the meeting live via Spectrum Channel 3, AT&T U-Verse Channel 99 and/or El Segundo TV at YouTube.com. Access remotely via Zoom from a PC, Mac, iPad, iPhone, or Android device or by phone. Use URL https:Hzoom.us/j/96459637962 and enter PIN: 730770 or visit www.zoom.us on device of choice, click on "Join a Meeting" and enter meeting ID and PIN. • Join by phone at 1-669-900-9128 and enter meeting ID and PIN. Your phone number is captured by the Zoom software and is subject to the Public Records Act. Dial *67 BEFORE dialing in to remain anonymous. • For Public Communications, members of the public may provide comments in the Lobby and/or Council Chamber or via Zoom. For in person comments, please fill out a Speaker Card located in the Chamber Lobby and for Zoom comments, notify meeting host by raising your virtual hand (see hand icon at bottom of screen) and you will be invited to speak. (If you do not wish for your name to appear on the screen, then use the drop -down menu and click on "rename" to rename yourself "anonymous") Please note that you will be placed in a "listen only" mode and your video feed will not be shared with City Council or members of the public. • For written communication, submit to ALLELECTEDOFFICIALS(a)-elsegundo.org by 3:00 PM to be uploaded to the Website. Emails received after 3:00 PM will be posted the next day. • For Public Hearings, public communication will be via zoom only. • Speaker cards and attendee's information captured by Zoom software will be considered public documents subject to possible posting on the City's Website and are subject to disclosure under the Public Records Act. Additional Information: The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items. Any writings or documents given to a majority of City Council regarding any matter on this agenda that the City received after issuing the agenda packet are available for public inspection in the City Clerk's Office during normal business hours. Such documents may also be posted on the City's website at www.elsegundo.org and additional copies will be available at the City Council meeting. Unless otherwise noted in the agenda, the public can only comment on City -related business that is within the jurisdiction of the City Council and/or items listed on the agenda during the Public Communications portions of the Meeting. Additionally, members of the public can comment on any Public Hearing item on the agenda during the Public Hearing portion of such item. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please state: your name, residence, and organization/group you represent, if desired. Please respect the time limits. 2 Page 2 of 403 4:00 PM CLOSED SESSION — CALL TO ORDER / ROLL CALL PUBLIC COMMUNICATION — (RELATED TO CITY BUSINESS ONLY — 5-MINUTE LIMIT PER PERSON, 30-MINUTE LIMIT TOTAL) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow City Council to take action on any item not on the agenda. City Council and/or City Manager will respond to comments after Public Communications is closed. SPECIAL ORDERS OF BUSINESS RECESS INTO CLOSED SESSION: City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for purposes of conferring with City's Real Property Negotiator; and/or conferring with City Attorney on potential and/or existing litigation; and/or discussing matters covered under Government Code Section §54957 (Personnel); and/or conferring with City's Labor Negotiators. CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(d) (2) and (3): -1- matter. Initiation of litigation pursuant to Government Code §54956.9(c): -1- matter. 6:00 PM — CONVENE OPEN SESSION — CALL TO ORDER / ROLL CALL INVOCATION — Pastor Rob McKenna, The Bridge Church PLEDGE OF ALLEGIANCE — Mayor Pro Tern Pimentel SPECIAL PRESENTATIONS 1. Holiday Events Update 2. Los Angeles Hyperion Sewage Treatment Plant Spill Update PUBLIC COMMUNICATIONS — (RELATED TO CITY BUSINESS ONLY — 5 MINUTE LIMIT PER PERSON, 30 MINUTE LIMIT TOTAL) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. CITY MANAGER FOLLOW-UP COMMENTS — (Related to Public Communications) A. PROCEDURAL MOTIONS 3 Page 3 of 403 Read all ordinances and resolutions on the Agenda by title only. Recommendation - Approval B. CONSENT 3. City Council Meetina Minutes Recommendation - Approve the regular City Council meeting minutes of November 2, 2021. 4. Warrant Demand Register for October 25, 2021 through November 16, 2021 Recommendation - 1. Ratify payroll and employee benefit checks; checks released early due to contracts or agreements; emergency disbursements and/or adjustments; and, wire transfers. 2. Approve Warrant Demand Register numbers 9A and 913: warrant numbers 3037945 through 3038130, and 9002243 through 9002279. 5. Construction Contract with Union Construction Company for the Civic Center Maintenance and Repairs Project Recommendation — Authorize City Manager to execute a standard Public Works Construction Contract with Union Construction Company for $662,525 for the Civic Center Maintenance and Repairs project (Project No. PW 21-11), and authorize an additional $132,000 as contingency funds for potential unforeseen conditions. 6. 2022 City Council Meeting Calendar Recommendation — Approve the proposed 2022 City Council meeting calendar. 7. Purchase of One New Ford F-550 Dump Truck Recommendation - Pursuant to El Segundo Municipal Code ("ESMC") § 1-7-9 (C), waive the bidding process and purchase one (1) new Ford F-550 dump truck for use by the Public Works Department. 2. Authorize the City Manager to execute an agreement to purchase one (1) new Ford F-550 Dump Truck. 0 Page 4 of 403 8. Agreement with Bureau Veritas to Prepare an Americans with Disabilities Act (ADA) Transition Plan for the City Recommendation — Authorize the City Manager to execute a Professional Services Agreement with Bureau Veritas for $150,000. 9. Resolution Approving Application for Per Capita Grant Funds Recommendation — Adopt a Resolution allowing application for Per Capita Grant Funds to receive funding from the Parks and Water Bond Act of 2018 (Proposition 68). 10. Resolution Adopting Citywide Records Retention Schedule for City Documents Recommendation — Adopt Resolution 11. Resolutions to Rescind Intent to Withdraw Membership from Independent Cities Risk Management Authority (ICRMA) for FY 22/23 and Provide Written Notice of intent to Withdraw in FY 23/24. Recommendation - 1. Adopt resolution authorizing the City Manager to rescind the written notice of intent to withdraw membership from the Independent Cities Risk Management Authority (ICRMA) for FY 22/23. 2. Adopt resolution authorizing the City Manager to provide written notice of intent to withdraw membership from the Independent Cities Risk Management Authority (ICRMA) for FY 23/24. 12. Second Reading of an Ordinance Amending the El Segundo Municipal Code Land Use Zoning Standards. Recommendation - Waive second reading and adopt Ordinance No. 1629 for Environmental Assessment No. 1240 and Zone Text Amendment No. ZTA 18-07, amending Municipal Code Title 15 (Zoning Regulations), Chapter 14: Historic Preservation, Chapter 15: Off-street Parking and Loading Spaces, Chapter 22: Administrative Determinations, Administrative Use Permits, and Adjustments, Chapter 23: Director Discretionary Decisions, Chapter 24: Variances and Conditional Use Permits, Chapter 25: Site Plan Review, Chapter 26: Coastal Zone Development Permits, Chapter 27: Amendments, Chapter 28: Public Hearings, and Chapter 29: Appeals, and streamline the review and approval processes for discretionary applications. 5 Page 5 of 403 (This proposed zone text amendment is exempt from review under the California Environmental Quality Act (CEQA). Specifically, Section 15061(b)(3) applies, which is the "common sense exemption." This is applied "where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment..." The proposed Zoning Code revisions consolidate permit types and processes. This Code revision does not delete or substantially change any lists of uses, development standards or findings required thereof, and therefore does not have the potential to cause significant effects on the environment.) C. PUBLIC HEARINGS 13. Resolution Adopting Preferential Parking Zone 2 for Portions of California Street, Holly Avenue, and Kansas Street Recommendation — Continue the public hearing to December 7, 202 Council Meeting D. STAFF PRESENTATIONS 14. Candy Cane Lane Update and Safety Plan Recommendation - Approve the traffic and pedestrian safety plan and related expenditures for the Candy Cane Lane annual holiday lights event in the 1200 block of East Acacia Avenue and surrounding neighborhood. 2. Approve an appropriation from the General Fund Balance Reserve (001- 299-0000-2990) in the amount of $46,955 to Recreation Special Events (001-400-5210-4101 for $36,000 and 001-400-5210-6214 for f$10,955) 15. Recreation Park Needs Assessment and Master Plan Recommendations Recommendation - 1. Review Proposed Recreation Park Needs Assessment and Master Plan. 2. Approve the Proposed Recreation Park Master Plan to serve as a working document for the planning, enhancement, and development of Recreation Park over the next 15 years. 3. Direct staff to move forward with improvements to the Teen Center, Skate Park, and basketball courts. X Page 6 of 403 16. LA Metro Fundina for Law Enforcement Services Recommendation — Support Funding for LA Metro to Maintain Law Enforcement Services. 17. Conversion of Hillcrest Street and West Pine Avenue Intersection from Two -Way Stop Signs to Four -Way Stop Signs Recommendation — Direct staff to install four-way stop signs at the intersection of Hillcrest Street and West Pine Avenue. 18. Resolution to Support The Brand -Huang -Mendoza Tripartisan Land Use Initiative, Providing that City Land Use and Zoning Laws Override Conflictina State Laws. Recommendation — Adopt a Resolution supporting proposed Initiative No. 21-0016A1 (Local Land Use), providing that city and county land use and zoning laws (including local housing laws) override all conflicting state laws, except in certain circumstances related to the following three areas of statewide concern: California Coastal Act of 1976; siting of power plants; and development of water, communication, or transportation infrastructure projects. 19. Fiscal Year 2021-2022 First Quarter Financial Review Recommendation - 1. Receive and File FY 2021-2022 First Quarter Financial Review 2. Authorize staff to bring back a staff report and bylaws to form a City Council Finance Committee 20. Ordinance Adding Chapter 9 to Title 5 of the El Segundo Municipal Code Regarding Mandatory Organic Waste Disposal Reduction Recommendation - 1. Waive the first reading and introduce an ordinance adding Chapter 9 to Title 5 of El Segundo Municipal Code regarding Mandatory Organic Waste Disposal Reduction. 2. Schedule the second reading for the December 7, 2021 City Council meeting. E. COMMITTEES, COMMISSIONS AND BOARDS PRESENTATIONS F. REPORTS - CITY CLERK G. REPORTS - CITY TREASURER 7 Page 7 of 403 H. REPORTS - COUNCILMEMBERS COUNCILMEMBER GIROUX COUNCILMEMBER NICOL COUNCILMEMBER PIRSZTUK MAYOR PRO TEM PIMENTEL MAYOR BOYLES I. REPORTS - CITY ATTORNEY J. REPORTS/FOLLOW-UP - CITY MANAGER CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and/or conferring with the City Attorney on potential and/or existing litigation; and/or discussing matters covered under Government Code Section §54957 (Personnel); and/or conferring with the City's Labor Negotiators. REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) MEMORIAL - Calvin Smith ADJOURNMENT POSTED: DATE: November 12, 2021 TIME: 12:00 PM BY: Tracy Weaver, City Clerk Page 8 of 403 MEETING MINUTES OF THE EL SEGUNDO CITY COUNCIL TUESDAY, NOVEMBER 2, 2021 CLOSED SESSION — Mayor Boyles called to order at 4:04 PM ROLL CALL Mayor Boyles Mayor Pro Tem Pimentel Council Member Pirsztuk Council Member Nicol Council Member Giroux - Present - Present at 4:24 PM - Present - Present - Present at 4:40 PM PUBLIC COMMUNICATION — (Related to City Business Only — 5-minute limit per person, 30-minute limit total) None. SPECIAL ORDER OF BUSINESS: Mayor Boyles announced that Council would be meeting in closed session pursuant to the items listed on the Agenda. CLOSED SESSION: City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for purposes of conferring with City's Real Property Negotiator; and/or conferring with City Attorney on potential and/or existing litigation, and/or discussing matters covered under Government Code Section §54957 (Personnel); and/or conferring with City's Labor Negotiators as follows: DISCUSSION OF PERSONNEL MATTERS (GOV'T CODE §54957): -1- MATTERS City Manager Performance Review CONFERENCE WITH CITY'S LABOR NEGOTIATOR (GOV'T CODE §54957.6): -2- MATTER(S) Employee Organizations: Firefighters' Association (FFA) and Police Officers' Association (POA) Agency Designated Representatives; City Manager, Scott Mitnick, Human Resources Director, Rebecca Redyk, and Irma Moisa Rodriquez. Adjourned Closed Session at 5:47 PM OPEN SESSION — Mayor Boyles called to order at 6:01 PM EL SEGUNDO CITY COUNCIL MEETING MINUTES NOVEMBER 2, 2021 PAGE 1 Page 9 of 403 ROLL CALL Mayor Boyles Mayor Pro Tern Pimentel Council Member Pirsztuk Council Member Nicol Council Member Giroux Present - Present - Present - Present - Present INVOCATION — Reverend Dina Ferguson, St. Michael Episcopal Church PLEDGE OF ALLEGIANCE — Council Member Nicol SPECIAL PRESENTATIONS: 1. Los Angeles Hyperion Treatment Plant Wastewater Spill and Recovery Update, report given by Elias Sassoon, Public Works Director 2. Proclamation read by Council Member Nicol, proclaiming November 14 — 20, 2021 as United Against Hate Week and accepted by Christibelle Villena, DEI Committee member. 3. Proclamation read by Council Member Giroux, proclaiming November 15 — December 16, 2021 for the Spark of Love Toy Drive and accepted by Deena Lee, Fire Chief. 4. Barbara Levine, District Director I LA County Economic Development Corporation presented Barbara Voss, Deputy City Manager, the Los Angeles County Economic Development Corporation Most Business -Friendly City Award Certificate. PUBLIC COMMUNICATIONS — (Related to City Business Only — 5-minute limit per person, 30-minute limit total) In Chamber — Karen Fowler, resident, commented on alley way speeding near Candy Cane Lane Park on the corner of Whiting St. and Binder Place. Marianne Bjorklund, resident, commented on the many recent coyote sightings in town. Arthur Verge, resident, commented on the many recent coyote sightings in town. Via Zoom — None CITY MANAGER FOLLOW-UP COMMENTS: Stated Portland Bates will follow-up with Ms. Fowler and commented on the coyote situation. Jaime Bermudez, Interim Chief of Police commented on the coyote situation and what the City is doing educate the residents on coyotes. Interim Chief Bermudez stated a town hall meeting will take place in the near future (late November, early December) regarding coyotes with Department of Fish and Wildlife. A. Read all Ordinances and Resolutions on the Agenda by Title Only. EL SEGUNDO CITY COUNCIL MEETING MINUTES NOVEMBER 2, 2021 PAGE 2 Page 10 of 403 MOTION by Council Member Giroux, SECONDED by Council Member Nicol to read all ordinances and resolutions on the agenda by title only. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 B. CONSENT: 5. Approve Special and Regular City Council Minutes of October 19, 2021. (Fiscal Impact: None) 6. PULLED BY MAYOR PRO TEM PIMENTEL 7. Adopt Resolution No. 5277 allowing public meetings to continue to be conducted via teleconferencing pursuant to Assembly Bill No. 361. (Fiscal Impact: None) 8. Reject Cedro Construction, Inc.'s bid as nonresponsive, reject CEM Construction Corporation's bid as nonresponsive, authorize City Manager to execute standard Public Works Construction Contract No. 6206 with Stephen Doreck Equipment Rentals, Inc. for $1,598,162.80 for the Water Main Improvements Project on Grand Ave. and authorize an additional $159,816 as contingency funds for potential unforeseen conditions and authorize City Manager to execute Professional Services Agreement No. 6207 with Wallace & Associates, Inc. for $157,048 for construction inspection services for project and authorize an additional $15,705 as contingency funds for potential unforeseen conditions. (Project No. PW 21-05) (Fiscal Impact: $2,000,000.00 included in adopted budget) 9. Waive first reading and introduce Ordinance No. 1629 amending El Segundo Municipal Code Title 15, Chapters 14, 15, 22, 23, 24, 25, 26, 27, 28, and 29; and schedule a second reading for the November 16, 2021 City Council meeting. (Fiscal Impact: None) MOTION by Council Member Giroux, SECONDED by Mayor Pro Tern Pimentel, approving Consent Agenda items 5, 7, 8 and 9. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 PULLED ITEM: 6. Warrant Demand Register for October 11, 2021 through October 24, 2021 (Fiscal Impact: Total of $4,098,662.22 ($669,873.50 in check warrants and $3,428,788.72 in wire warrants) Joe Lillio, Chief Financial Officer and Mark Hensley, City Attorney answered Mayor Pro Tern Pimentel's questions regarding workmen's compensation payments. EL SEGUNDO CITY COUNCIL MEETING MINUTES NOVEMBER 2, 2021 PAGE 3 Page 11 of 403 MOTION by Mayor Pro Tern Pimentel, SECONDED by Council Member Giroux approving warrants demand register for October 11, 2021 through October 24, 2021, numbers 8A and 8B and warrant numbers 3037707 through 3037944, and 9002238 through 9002242. Ratify Payroll and employee benefit Checks; Checks released early due to contracts or agreement; Emergency disbursements and/or adjustments; and, Wire transfers. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 C. PUBLIC HEARING: None D. STAFF PRESENTATIONS: 10. Adopt Resolutions Amending City Contributions for CalPERS Medical Premiums (Fiscal Impact: Funding for actions related to previously approved MOUs for calendar year 2022 are incorporated in the adopted FY 2021-2022 Citywide Budget. Sufficient funding for actions related to Non-PERS Elected Officials and Unrepresented Hourly Employees considered full-time under the ACA is included in the adopted FY 2021-2022 Citywide Budget) Rebecca Redyk, Human Resources Director reported on the item. Council discussion Mark Hensley, City Attorney read by title only; RESOLUTION NO. 5278 FIXING THE EMPLOYER CONTRIBUTION UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION 003 CITY EMPLOYEES' ASSOCIATION MOTION by Council Member Giroux, SECONDED by Council Member Nicol adopting Resolution No. 5278. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Mark Hensley, City Attorney read by title only; RESOLUTION NO. 5279 FIXING THE EMPLOYER CONTRIBUTION UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION 005 SUPERVISORY/PROFESSIONAL EMPLOYEES' ASSOCIATION MOTION by Council Member Pirsztuk, SECONDED by Council Member Nicol adopting Resolution No. 5279. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 EL SEGUNDO CITY COUNCIL MEETING MINUTES NOVEMBER 2, 2021 PAGE 4 Page 12 of 403 Mark Hensley, City Attorney read by title only; RESOLUTION NO. 5280 FIXING THE EMPLOYER CONTRIBUTION UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION 008 POLICE SUPPORT SERVICES EMPLOYEES' ASSOCIATION MOTION by Council Member Giroux, SECONDED by Council Member Pirsztuk adopting Resolution No. 5280. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Mark Hensley, City Attorney read by title only; RESOLUTION NO. XXX FIXING THE EMPLOYER CONTRIBUTION UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION 700 NON-PERS ELECTED OFFICIALS MOTION by Council Member Giroux, SECONDED by Council Member Nicol adopting Resolution No. 5280. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Mark Hensley, City Attorney read by title only; RESOLUTION NO. 5281 FIXING THE EMPLOYER CONTRIBUTION UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION 900 UNREPRESENTED HOURLY EMPLOYEE GROUP MOTION by Council Member Giroux, SECONDED by Council Member Nicol adopting Resolution No. 5281. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Mayor Boyles left the dais due to possible conflict of interest 11. Smokey Hollow On -Street Parking Pilot Project (Fiscal Impact: $24,951.00) Elias Sassoon, Public Works Director gave a presentation. Council Discussion EL SEGUNDO CITY COUNCIL MEETING MINUTES NOVEMBER 2, 2021 PAGE 5 Page 13 of 403 MOTION by Council Member Giroux, SECONDED by Council Member Nicol authorizing staff to execute Professional Services Agreement No. 6208 with KOA for conceptual design of the of the Smokey Hollow On -Street Parking Pilot Project. MOTION PASSED BY UNANIMOUS VOICE VOTE. 4/0 Mayor Boyles returned to the dais. 12. Aquatics Fee Study and Cost Recovery Policy (Fiscal Impact: None) Joe Lillio, Chief Financial Officer and Melissa McCollum, Community Services Director, gave a presentation on the item. Council discussion Council consensus to receive and file the review of the Aquatics Fee Study. MOTION by Council Member Giroux, SECONDED by Mayor Boyles to retain the existing Aquatics fee structure, and apply the consumer price index (CPI) cost inflator to the Aquatics fees each year as part of the annual Master Fee Schedule update. MOTION FAILED BY VOICE VOTE. 2/3 Yes: Boyles Giroux No: Pirsztuk Pimentel Nicol 13. FY 2021-2022 Fire Department Budget Reductions Follow -Up Report (Fiscal Impact: Potential FY 2021-2022 General Fund expenditure savings is up to $1,000,000) Scott Mitnick, City Manager gave a presentation and Deena Lee, Fire Chief and Joe Lillio, Chief Financial Officer answered Council questions. Council Discussion MOTION by Council Member Giroux, SECONDED by Council Member Pirsztuk directing the City Manager to take action on recommendations #1-9 (1. Suspend Fire Engine #32 through June 30, 2020, 2. Underfill one vacant Battalion Chief position with a temporary Special Projects Coordinator through June 30, 2022, 4. Maintain one frozen Firefighter/Paramedic position through June 30, 2022, 5. Maintain one frozen Fire Prevention Specialist through June 30, 2022, 6. Continue to work with City of Redondo Beach and City of Manhattan Beach to establish a tri-cities Battalion Chief position, as part of the ongoing "Shared Fire Service" review, 7. Complete Fire Service Accreditation study by April 1, 2022, 8. Review process and benefits to City of El Segundo to transfer from Disaster Management Service Area G to Disaster Management Service Area A, and 9. Report back to City Council by June 30, 2022 with FY 2021-2022 expenditure savings and service impacts of items 1 through 8 and provide recommended Fire Department expenditures savings and service revisions as part of the FY 2022-2023 General Fund Budget preparation process) with the exception of item #3 (3. Fill frozen Fire Marshall position after planned Battalion Chief retirement). MOTION PASSED BY VOICE VOTE. 3/2 Yes: Boyles Pirsztuk Giroux No: Pimentel Nicol EL SEGUNDO CITY COUNCIL MEETING MINUTES NOVEMBER 2, 2021 PAGE 6 Page 14 of 403 E. COMMITTEES, COMMISSIONS AND BOARDS PRESENTATIONS: None F. REPORTS — CITY CLERK — No report G. REPORTS — CITY TREASURER — Not Present H. REPORTS — COUNCIL MEMBERS Council Member Giroux — No Report Council Member Nicol — No Report Council Member Pirsztuk — Gave a shout out to the Halloween Frolic organizers and encouraged residents to apply for the DEI (Diversity, Equity, and Inclusion) committee, the application process is now open. Mayor Pro Tern Pimentel — Mentioned the upcoming annual celebration of the SBWIB (South Bay Workforce Investment Board), congratulated the City of Compton on their Youth Build opening and mentioned he will be attending the Transportation Committee and Aging and Homelessness task force meetings next week. Mayor Boyles — Attended and gave an update on the SBCOG (South Bay Council of Governments) Board of Directors meeting. REPORTS — CITY ATTORNEY — No Report J. REPORTS/FOLLOW-UP — CITY MANAGER — Mentioned Interim Chief Bermudez reminded him the Police Department will be meeting with the Department of Fish and Wildlife tomorrow (Nov. 3rd) regarding the increase in coyotes in town, mentioned the LA Chargers plan to build their headquarters her in El Segundo and stated the next City Council meeting will be November 16, 2021. MEMORIALS — Tom Curtis Adjournment at 8:41 PM Tracy Weaver, City Clerk EL SEGUNDO CITY COUNCIL MEETING MINUTES NOVEMBER 2, 2021 PAGE 7 Page 15 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Consent Item Number: BA TITLE: Warrant Demand Register for October 25, 2021 through November 16, 2021 RECOMMENDATION: Ratify payroll and employee benefit checks; checks released early due to contracts or agreements; emergency disbursements and/or adjustments; and, wire transfers. 2. Approve Warrant Demand Register numbers 9A and 9B: warrant numbers 3037945 through 3038130, and 9002243 through 9002279. FISCAL IMPACT: The warrants presented were drawn in payment of demands included within the FY 2021-2022 Adopted Budget. The total of $1,240,449.10 ($805,421.58 in check warrants and $435,027.52 in wire warrants) are for demands drawn on the FY 2021-2022 Budget. BACKGROUND: California Government Code Section 37208 provides General Law cities flexibility in how budgeted warrants, demands, and payroll are audited and ratified by their legislative body. Pursuant to Section 37208 of the California Government Code, warrants drawn in payments of demands are certified by the City's Chief Financial Officer and City Manager as conforming to the authorized expenditures set forth in the City Council adopted budget need not be audited by the City Council prior to payment, but may be presented to the City Council at the first meeting after delivery. In government finance, a warrant is a written order to pay that instructs a federal, state, county, or city government treasurer to pay the warrant holder on demand or after a specific date. Such warrants look like checks and clear through the banking system like checks. Warrants are issued for payroll to individual employees, accounts payable to vendors, local governments, and companies or individual taxpayers receiving a refund. Page 16 of 403 Warrant Demand Register November 16, 2021 Page 2 of 2 DISCUSSION: The attached Warrants Listing delineates the warrants that have been paid for the period identified above. The Chief Financial Officer certifies that the listed warrants were drawn in payment of demands conforming to the adopted budget and that these demands are being presented to the City Council at its first meeting after the delivery of the warrants. Is] 11V4111411IX 1*0Los �W_1LI tole] ►yilall /_1z[91:1 Goal 5: Champion Economic Development and Fiscal Sustainability Objective 5B: El Segundo approaches its work in a financially strategic and responsible way. PREPARED BY: Wei Cao, CPA, CPFO, Management Analyst REVIEWED BY: Joseph Lillio, Chief Financial Officer APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: 1. Register 9A Summary 2. Register 9B Summary Page 17 of 403 GrFY OF EL SEGUNDO WARRANTS TOTALS BY FUND 3037945 - 3038036 DATE OF APPROVAL: AS OF 1T116f21 9002243 - 9GO2245 001 GENERALFUND 27Q,$55.94 104 TRAFFIC SAFETY FUND - 106 STATE GAS TAX FUND 1,988.00 Ina ASSOCIATED RECREATION ACTIVITIES FUND - 109 ASSET FORFEITURE FUND - Ila MEAURE"R' ill COMM. DEVEL. BLOCK GRANT - 112 PROP "A"TRANSPORTATION - 114 PROP "C" TRANSPORTATION - 115 AIR QUALITY INVESTMENT PROGRAM - 116 HOME SOUND INSTALLATION FUND - 117 HYPERION MITIGATION FUND 837.72 118 TDAART€CLE 3- S882181KEWAY FUND - 119 MTA GRANT - 120 CO.P.S. FUND - 121 FEMA 122 L.R. WA. FUND - 123 PSAF PROPERTY TAX PUBLIC SAFETY - 124 FEDERAL GRANTS 18,320.00 125 STATE GRANT - 126 AIP CUPA PROGRAM OVERSIGHT SURCHARGE - 128 S6-1 129 CERTIFIED ACCESS SPECIALIST PROGRAM - 130 AFFORDABLE HOUS€NG - 131 COUNTY STORM WATER PROGRAM - 202 ASSESSMENT DISTRICT 073 - 301 CAPITAL IMPROVEMENT FUND 5.97500 302 INFRASTRUCTURE REPLACEMENT FUND - 405 FACILITIES MAINTENANCE - 501 WATER UTILITY FUND 3,805,81 502 WASTEWATER FUND 1,571.14 503 GOLF COURSE FUND - 505 SOLID WASTE FUND - 501 EQUIPMENT REPLACEMENT - 602 LIABILITY INSURANCE - 603 WORKERS COMP. RESERVEANSURANCE 49.16 701 RETIRED EMP. INSURANCE - 702 EXPENDABLE TRUST FUND -DEVELOPER FEES 245.28 703 EXPENDABLE TRUST FUND - OTHER 4,500.00 704 CULTURAL DEVELOPMENT 24,356.25 70a OUTSIDE SERVICES TRUST - TOTAL WARRANTS $ 332,604.30 i STATE OF CAUFORNIA COUNTY OF LOS ANGELES Information an actual expenditures is available in the Director of Finance's office in the City of El Segundo. I certify as to the accuracy of the Demands and the availability of fund for payment thereof. For Approval: Regular checks held for City council authorization to release. CODES: R = Computer generated checks for all non-emergencylurgency payments for materials, supplies and services in support of City Operations For RaUftcalion, A = Payroll and Employee Benefit checks AP - U = Computer generated Early Release disbursements andlor adjustments approved by the City Manager. Such as: payments for utility services, petty cash and employee travel expense reimbursements, various refunds, contract employee services consistent with current contractual agreements, instances where prompt payment discounts can be obtained or late payment penalties P can be avoided or when a situation arises that the City Manager approves. H = Handwritten Early Release dsbu enfs or adjustments approved by the City Manager. CHIEF FINANCIAL OFFICER CITY MANAGER DATE: DATE: VOID CHECKS DUE TO ALIGNMENT: NtA VOID CHECKS DUE TO INCORRECT CHECK DATE: VOID CHECKS DUE TO COMPUTER SOFTWARE ERROR: NOTES l REGISTER # 9A Page 18 of 403 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 10/25/21 THROUGH 10/31/21 Date Payee Description 10/28/2021 Dept. of Health Care Svcs 6,784.26 Ground EMT Transport Q2-21 10/28/2021 Mission Square 4,095.18 457 payment Vantagepoint 10/2812021 Mission Square 1,600.99 401(a) payment Vantagepoint 10/18/21-10/24/21 Workers Comp Activity 59,805.05 SCRMA checks issued 10/18/21-10/24/21 Liability Trust - Claims 0.00 Claim checks issued/(voided) 10/18/21-10/24121 Retiree Health Insurance 0.00 Health Reimbursment checks issued 72,285A8 DATE OF RATIFICATION: 10129121 TOTAL PAYMENTS BY WIRE: 72,285.48 Certified as to the accuracy of the wire transfers by: zzFf`, ad ^ris Treasury &Customer Semis Manager Date anager Picer Date Date Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo. PACity TreasurerlWsre TransferslWire Transfers 07-01-21 to 6-30-22 10129/2021 1 /1 Page 19 of 403 CITY OF EL SEGUNDO WARRANTS TOTALS BY DEPARTMENT AS OF 11/16/21 REGISTER # 9A DEPT# NAME TOTAL GENERAL FUND DEPARTMENTAL EXPENDITURES GENERAL GOVERNMENT 1101 City Council 370.69 1201 City Treasurer 23.06 1300 City Clerk 40,48 2101 City Manager 9,357.16 2102 Communications 5,914.12 2201 City Attorney 2,350.00 2401 Economic Development 42,587.44 2402 Planning 33,782.50 2500 Administrative Services 24,455.48 2601 Government Buildings 8,268.87 2700 Community Outreach/Planning 1,723,20 2900 Nondepartmental 42,187.71 6100 Library 9,481.48 180, 542.19 PUBLIC SAFETY 3100 Police 36,407.44 3200 Fire 20,965.15 2403 Building Safety 1,472.50 2404 Ping/Bldg Sfty Administration 338,28 59,183.37 PUBLIC WORKS 4101 Engineering 4,801.36 4200 Streets/Park Maintenance 6,738.28 4300 Wastewater 2,292.82 4601 Equipment Maintenance 1,716.50 4801 Administration 100.45 15,649.41 COMMUNITY DEVELOPMENT 5100,5200 Recreation & Parks 20,986.59 5400 Centennial 20,986.59 EXPENDITURES CAPITAL IMPROVEMENT ALL OTHER ACCOUNTS TOTAL WARRANTS 5,975.00 50,267.74 332,604.30 CkTY OF EL SEGVNDO WARRANTS TOTALS BY FUND 3038037 - 3038130 DATE OF APPROVAL' AS OF 1III 8f21 9002246 » 9002279 001 GENERAL FUND 355.316.23 104 TRAFFEC SAFETY FUND - for STATE GAS TAK FUND 16.04.20 108 ASSOCIATED RECREATION ACTIV€T€i;S FUND 109 ASSET FORFEITURE FUND 4.360.48 110 MEAURE'R' 111 COMM. REVEL. BLOCK GRANT 112 PROP "A" TRANSPORTATION - 114 PROP"C' TRANSPORTATION its5 AIR QUALITY INVESTMENT PROGRAM 116 HOME SOUND INSTALLATION FUND 117 HYPERION MITIGATION FUND - 1ta TDA ARTICLE 3- SU 82161KEWAY FUND ITS MTA GRANT - 12o C.O.P.S. FUND - 121 FEMA 122 L.A.W.A, FUND 123 PSAF PROPERTY TAX PUKL C SAFETY - 124 FEDERAL GRANTS 125 STATE GRANT - 126 A/P CUPA PROGRAM OVERSIGHT SURCHARGE 2.462,25 128 Se-1 129 CERTIPEO ACCESS SPECIA051' PROGRAM - 130 AFFORDABLE HOUSENG - 131 COUNTY STORM WATER PROGRAM 202 ASSESSMENT DISTRICT 073 - 301 CAPITAL IMPROVEMENT FUND 3837,76 302 INFRASTRUCTURE REPLACEMENT FUND - 4D5 FACILITIES MAINTENANCE Sol WATER UTILITY FUND 18,236,2d 502 WASTEWATERFUND 2.00,28 503 GOLF COURSE FUND 505 SOLID WASTE FUND 601 EQUIPMENT REPLACEMENT - 802 LIABILITY INSURANCE 57.350.tl3 603 WORKERS COMP, RESERVEANSURANCE 465A0 701 RETIRED EMP. INSURANCE - 702 EXPI:NOABLE TRUST FUND - DEVELOPER FEES 749.85 103 EXPENDABLE TRUST FUND -OTHER 1.036.00 704 CULTURAL DEVELOPMENT - 706 OUTSIDE SERVICES TRUST TOTAL WARRANTS S 472,811.28 STATE OF CALIFORNIA COUNTY OF LOS ANGELES Information on actual expenditures is available in the Director of Finance's office In the City of El Segundo. I certify as to the accuracy of the Demands and the availability of fund for payment IheMol. For Approval: Regular checks held for CAy council authorization to release. CODES: VOID CHECKS DUE TO ALIGNMENT: NIA R = Computer generated checks fof all rwrremetgencyfulgeacy paymens fos matedais, supplies and services in support of City Operations VOID CHECKS DUE TO INCORRECT CHECK DATE, For Ratification: A = Payroll and Employee Benefit checks VOID CHECKS DUE TO COMPUTER SOFTWARE ERROR: AP • U = Computer generaled Early Release disbursements andlw adjustments approved bythe City Manager, Such as: payments for utility services, petty cash and employee tfavel expense NOTES reimbursements, various refunds, contract employee services consistent win current contractual agreements, instances where prompt payment discounts can be obtained or late payment penalties can be avoided or when a situation arises Ihal the City Manager approves. H = Handwritten Ea11 RYdisbursse,Senir ad uslmenls approved by the City Manager.CHIEF FINANCIAL OFFICER rw¢y CITY MANAGERDATE: PATE: f �y JJJ REGISTER M 4B Page 21 of 403 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 11/01121 THROUGH 11/07/21 Date 1111/2021 11 /1 /2021 11 /1 /2021 11/2/2021 11/2/2021 11 /5/2021 11 /512021 10125/21-10/31 /21 10/25/21-10131 /21 10125/21-10/31/21 Payee Description IRS 269,535.62 Federal 941 Deposit Employment Development 4.687.03 State SDI payment Employment Development 64,239.73 State PIT Withholding Cal Pers 200.00 Admin Fee - Late Payroll Reporting Cal Pers 200.00 Admin Fee - Late Payroll Reporting Cal Pers 2,2%00 GASB 68 Reporting Sevices Fee Pitney Bowes 1,000.00 Postage for Library Workers Comp Activity 20,629.66 SCRMA checks issued Liability Trust - Claims 0.00 Claim checks issuedl(voided) Retiree Health Insurance 0.00 Health Reimbursment checks issued 362,742.04 DATE OF RATIFICATION: 11/08/21 TOTAL PAYMENTS BY WIRE: Certified as to the accuracy of the wire transfers by: a Treasury & Custor6er Services Manager Chief Fin cial O icer /V el),L— City Maria Date fr- do -dcp-,� Date a Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo. 362,742.04 PACity TreasurerlWire TransferslWire Transfers 07-01-21 to 6-30-22 1 1/8/2021 1/1 Page 22 of 403 CITY OF EL SEGUNDO WARRANTS TOTALS BY DEPARTMENT AS OF 11/16/21 REGISTER # 913 DEPT# NAME TOTAL GENERAL FUND DEPARTMENTAL EXPENDITURES GENERAL GOVERNMENT 1101 City Council 642.85 1201 City Treasurer 200.00 1300 City Clerk 133.70 2101 City Manager 5,321.46 2102 Communications 1,368.61 2201 City Attorney 4,377.50 2401 Economic Development 3,489,84 2402 Planning 9,215.00 2500 Administrative Services 141,700.36 2601 Government Buildings 9,310.66 2700 Community Outreach/Planning 2900 Nondepartmental 6,357.06 6100 Library 3,774.89 185,891.93 PUBLIC SAFETY 3100 Police 34,076.88 3200 Fire 34,139.84 2403 Building Safety 17,464.05 2404 PIng1Bldg Sfty Administration 578.19 86,258.96 PUBLIC WORKS 4101 Engineering 10,942.91 4200 Streets/Park Maintenance 37,793.35 4300 Wastewater 2,096.92 4601 Equipment Maintenance 40,991.58 4801 Administration 280.00 92,104.76 COMMUNITY DEVELOPMENT 5100,5200 Recreation & Parks 11,792.99 5400 Centennial 11, 792.99 EXPENDITURES CAPITAL IMPROVEMENT ALL OTHER ACCOUNTS TOTAL WARRANTS 3,837.76 92.930.88 472,817.28 co 0 0 co N N a {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Consent Item Number: B.5 TITLE: Construction Contract with Union Construction Company for the Civic Center Maintenance and Repairs Project RECOMMENDATION: Authorize City Manager to execute a standard Public Works Construction Contract with Union Construction Company for $662,525 for the Civic Center Maintenance and Repairs project (Project No. PW 21-11), and authorize an additional $132,000 as contingency funds for potential unforeseen conditions. FISCAL IMPACT: Included in Adopted FY 2021/22 Budget Amount Budgeted: $850,000 Additional Appropriation: No Account Number: 708-400-2403-8807 (Trust Fund for Permit Center Surcharge) BACKGROUND: On September 7, 2021, City Council adopted plans and specifications for the Civic Center Maintenance and Repairs Project ("Project"), and authorized staff to advertise for construction bids for the following rehabilitation work within the Civic Center: 1. Development Services/Public Works "One Stop Customer Permit Center" Rehabilitation 2. Human Resources Department Office Relocation 3. West Conference Room Rehabilitation This Project was approved by the Capital Improvement Program Advisory Committee, and funding for the project was included in the FY2021-22 Capital Improvement Program Budget which was adopted by the City Council on June 15, 2021. Page 24 of 403 Award Contract for Civic Center Maintenance and Repairs Project November 16, 2021 Page 2 of 2 DISCUSSION: On October 12, 2021, the City Clerk received and opened five (5) bids as follows: 1. Union Construction Company (Glendale, CA) - $662,525 2. G21K Construction, Inc. (Agoura Hills, CA) - $667,985 3. Golden Sun Enterprises, Inc. (Van Nuys, CA) - $693,777 4. CWS Systems, Inc. (Pasadena, CA) - $798,400 5. Newman Midland Corporation (Cypress, CA) - $933,815 The lowest responsive bidder is Union Construction Company. The staff checked references and the contractor's license status and found them satisfactory. Union Construction Company has successfully completed similar projects for other public agencies. Staff recommends that City Council approve the recommended actions. With City Council's authorization, construction is anticipated to commence in December 2021 and be substantially completed in April 2021. CITY STRATEGIC PLAN COMPLIANCE: Goal 4: Develop and Maintain Quality Infrastructure and Technology Objective 4A: El Segundo's physical infrastructure supports an appealing, safe and effective community. PREPARED BY: James Rice, Associate Engineer REVIEWED BY: Elias Sassoon, Public Works Director APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: 1. Vicinity Map PW 21-11 2. Location Map PW 21-11 3. Contract PW 21-11 4. PW 21-11 Civic Center Maintenance and Repair Project - Bid Log Sheet Page 25 of 403 ELSEGUNDO PW 21-11 Vicinity Map Civic Center Maintenance and Repairs Project Y } �,19LiQ3lJj5Sq�•--••—••� Imperi it Awe—•-- •�..-- •.——••�-f=FAirF,tiF11r E VVal nut Ave 11 �Oway 1 I E Sycamore Ave i! A s E Maple Aveel ' I' -,AQUAdD 1 +n Hqh e SsYrtfoa c MariposaAvk, z -U �. !Segki-nd L_.., gall, � Y') E Co -and Avf c u 2 io�l4nq�ieS 14V Grand A+r 1 Air Fnma Ic EFranklinAve _ dc a _ , .._.._..� E I Sequnba 9ivd C1xea�on E Rwobrw Spare -E El Seggn mo°1r;+- Pare = r + Mom it A U T Fw CL all S r 4 Wau E I . 1 S�utrHa .�..•* O k c. _.._.._r�..�-._yr.._.._ ��..-a• — — -- — -- ' — — — -- _..� — W 1111h St Lenny rVi ddl-E Sc hors W. Awe N�e w9 Y C {J ir cl - W R o=_ 6,018.7 1 1 0 3,009.33 6,018.7 Feet DISCLAIMER: The information shown on this map was compiled from different GIS sources. The land base and facility information on this map is for display purposes only and should not be relied upon without independent verification as to its accuracy. The City of El Segundo will not be held responsible for any claims, losses or damages resulting WGS_1984_Web—Mercator _Auxiliary_Sphere from the use of this map. Page 26 of 403 ELSEGUNDO PW 21-11 Location Map Civic Center Maintenance and Repairs Project FU io Parkirg 115 101 •� I City Hall P,�l�' S I -}I? Fire Sbrion 1 fly RF�hg 376.2 0 188.08 376.2 Feet ma compiled from different GIS DISCLAIMER: The information shown on this I i P was P sources. The land base and facility information on this map is for display purposes only and should not be relied upon without independent verification as to its accuracy. The City of El Segundo will not be held responsible for any claims, losses or damages resulting WGS_1984_Web_Mercator_Auxiliary_Sphere from the use of this map. PUBLIC WORKS CONTRACT BETWEEN THE CITY OF EL SEGUNDO AND UNION CONSTRUCTION COMPANY CIVIC CENTER MAINTENANCE AND REPAIRS PROJECT PROJECT NO.: PW 2 1 -11 This CONTRACT is entered into this 16th day of November, 2021, by and between the CITY OF EL SEGUNDO, a general law city and municipal corporation ("the City") and UNION CONSTRUCTION COMPANY, a California Corporation ("the Contractor"). 1. WORK. A. The Contractor will provide all work required by the Contract Documents (the "Work"). The Contractor agrees to do additional work arising from changes ordered by the City in accordance with the Contract Documents. B. The Contractor and the City agree to abide by the terms and conditions contained in the Contract Documents; C. The Contractor will furnish all of the labor; supplies and materials; equipment; printing; vehicles; transportation; office space and facilities; all tests, testing and analyses; and all matters whatsoever (except as otherwise expressly specified to be furnished by the City) needed to perform and complete the Work and provide the services required of the Contractor by the Contract Documents. D. "Contract Documents" means the Notice Inviting Bids; Instructions to Bidders; Supplementary Instructions to Bidders; Proposal; this Contract; Standard Specifications; Supplementary Conditions; Exhibits; Technical Specifications; List of Drawings; Drawings; Addenda; Notice to Proceed; Change Orders; Notice of Completion; and all other documents identified in the Contract Documents which together form the contract between the City and the Contractor for the Work. The Contract Documents constitute the complete agreement between the City and the Contractor and supersede any previous agreements or understandings. 2. CONTRACT SUM. The City agrees to pay the Contractor a sum not to exceed a total of Six Hundred Sixty Two Thousand Five Hundred Twenty Five dollars ($662,525) plus a contingency amount, which may or may not be used, of One Hundred Thirty Two Thousand dollars ($132,000) for the Work in the manner set forth in the Contract Documents. The City may adjust this amount as set forth in the Contract Documents. 3. TIME FOR PERFORMANCE. A. The Contractor will fully complete the Work within Six 60 working days (the "Contract Time.") Page 28 of 403 B. The Contract Time will commence when the City issues a Notice to Proceed. The Contract Documents will supersede any conflicting provisions included on the notice to proceed issued pursuant to this Contract. C. The Contractor may not perform any Work until: i. The Contractor furnishes proof of insurance as required by the Contract Documents; and ii. The City gives the Contractor a written, signed, and numbered purchase order and notice to proceed. D. By signing this Contract, the Contractor represents to the City that the Contract Time is reasonable for completion of the Work and that the Contractor will complete the Work within the Contract Time. E. Should the Contractor begin the Work before receiving written authorization to proceed, any such Work is at the Contractor's own cost and risk. 4. DISPUTES. Disputes arising from this contract will be determined in accordance with the Contract Documents and Public Contracts Code § § 10240-10240.13. 5. THIRD PARTY CLAIMS. In accordance with Public Contracts Code § 9201, the City will promptly inform the Contractor regarding third -party claims against the Contractor, but in no event later than ten (10) business days after the City receives such claims. Such notification will be in writing and forwarded in accordance with the "Notice" section of the Contract Documents. As more specifically detailed in the Contract Documents, the Contractor agrees to indemnify and defend the City against any third -party claim. 6. TAXPAYER IDENTIFICATION NUMBER. The Contractor will provide the City with a Taxpayer Identification Number. 7. PERMITS AND LICENSES. Unless otherwise provided, the Contractor, at its sole expense, will obtain and maintain during the Contract Time, all necessary permits, licenses, and certificates that may be required in connection with the Work. 8. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by the Contractor under the Contract Documents are the City's property. The Contractor may retain copies of said documents and materials as desired, but will deliver all original materials to the City upon the City's written notice. 9. INDEMNIFICATION. The Contractor agrees to indemnify, defend, and hold the City harmless as set forth in the Contract Documents. The requirements as to the types and limits of insurance coverage to be maintained by the Contractor as required by the Contract Documents, and any approval of such insurance by the City, are not intended to and will not Page 29 of 403 in any manner limit or qualify the liabilities and obligations otherwise assumed by the Contractor pursuant to the Contract Documents, including, without limitation, to the provisions concerning indemnification. 10. INDEPENDENT CONTRACTOR. The City and the Contractor agree that the Contractor will act as an independent contractor and will have control of all work and the manner in which is it performed. The Contractor will be free to contract for similar service to be performed for other employers while under contract with the City. The Contractor is not an agent or employee of the City and is not entitled to participate in any pension plan, insurance, bonus or similar benefits the City provides for its employees. Any provision in this Contract that may appear to give the City the right to direct the Contractor as to the details of doing the work or to exercise a measure of control over the work means that the Contractor will follow the direction of the City as to end results of the work only. 11. AUDIT OF RECORDS. The Contractor will maintain full and accurate records with respect to all services and matters covered under this Contract. The City will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. The Contractor will retain such financial and program service records for at least three (3) years after termination or final payment under the Contract Documents. 12. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows: The Cily City of El Segundo -Public Works 350 Main Street El Segundo, CA 90245 Attention: James Rice jrice@elsegundo.org (310) 524-2316 The Contractor Union Construction Company 1353 N. Pacific Avenue Glendale, CA 91202 Attention: Paul Shin unioncpc@yahoo.com (213) 422-5004 Any such written communications by mail will be conclusively deemed to have been received by the addressee three (3) days after deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. 13. NO THIRD PARTY BENEFICIARY. This Contract and every provision herein is for the exclusive benefit of the Contractor and the City and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of the Contractor's or the City's obligations under this Contract. Page 30 of 403 14. INTERPRETATION. This Contract was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this Contract will be in Los Angeles County. 15. EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any provision of the Contract Documents, precedence will be as follows: A. This Contract; B. The Standard Specifications; and C. Precedence of documents as determined in the Standard Specifications. 16. SEVERABILITY. If any portion of the Contract Documents are declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Contract will continue in full force and effect. 17. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Contract and to engage in the actions described herein. This Contract may be modified by written amendment. The City's city manager, or designee, may execute any such amendment on the City's behalf. 18. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Contract, agreements ancillary to this Contract, and related documents to be entered into in connection with this Contract will be considered signed when the signature of a party is delivered by facsimile transmission. Such facsimile signature will be treated in all respects as having the same effect as an original signature. 19. COVENANTS AND CONDITIONS. The parties agree that all of the provisions hereof will be construed as both covenants and conditions, the same as if the words importing such covenants and conditions had been used in each separate paragraph. 20. CAPTIONS. The captions of the paragraphs of this Contract are for convenience of reference only and will not affect the interpretation of this Contract. 21. TIME IS OF ESSENCE. Time is of the essence for each and every provision of the Contract Documents. Page 31 of 403 IN WITNESS WHEREOF the parties hereto have executed this Contract the day and year first hereinabove written. CITY OF EL SEGUNDO UNION CONSTRUCTION COMPANY Scott Mitnick Name: City Manager Title: ATTEST: Taxpayer ID No. Tracy Weaver, City Clerk Contractor State License No.: Contractor City Business License No.: APPROVED AS TO FORM: Mark D. Hensley, City Attorney Insurance Reviewed by: Page 32 of 403 CITY OF EL SEGUNDO BID LOG BID NO. PW 21-11 City of El Segundo — Public Works Department Civic Center Maintenance and Repair Project Date of BID Opening: Tuesday, October 12, 2021 Time of BID Opening: 11 AM P_ lace of BID Opening: City Clerk's Office COMPANY NAME/ADDRESS Total BID Amount �n 1. Union Construction Co. 1353 N. Pacific Ave. Glendale, CA 91202 Received: 1011212021 @ 10:46AM 2. CWS Systems, Inc. 3814 E.Colorado Blvd., #102 Pasadena, CA 91107 1 pp 1 Received: 10/12/2021 at7 10:46 AM 3. Golden Sun Enterprise, Inc. 6732 White Oak Ave. Van Nuys, CA 91406 Received:1011212021 @ 10:50 AM J 4. `qk. C.DIn'i hM \Ot- TW34% PWASdc SJ rr ou None dI cook �t*sa i� +IOR c" AM 1 5. N�VJf�1GlA Iam L� CA0013o ; 0��3 REcei ed: 1i7 'L 'l� 117 '. � 6. Received: 7 10 Staff Present: City Clerk's Office City Clerk's Office ' PW Representative FORMSUMOPENLOG1 Page 33 of 403 {:ICVoy ELEUND City Council Agenda Statement Meeting Date: November 16, 2021 Agenda Heading: Consent Item Number: B.6 TITLE: 2022 City Council Meeting Calendar RECOMMENDATION: Approve the proposed 2022 City Council meeting calendar. FISCAL IMPACT: None BACKGROUND: Since December of 2019, the Clerk's office has presented a proposed City Council meeting calendar for the following calendar year. An approved annual calendar allows for better agenda planning and advanced notification of meeting dates to the community. Traditionally, a meeting occurring around a holiday is cancelled due to the fact that certain city facilities are closed. DISCUSSION: Staff recommends canceling the following meeting dates and approving the meeting calendar for 2022 (Exhibit A): January 4th (holiday recess) April 5th (due to the ESUSD Spring Recess) July 5th (holiday recess) August 2nd (National Night Out — national Police Department event) Page 34 of 403 2022 City Council Meeting Calendar November 16, 2021 Page 2 of 2 CITY STRATEGIC PLAN COMPLIANCE: Goal 1: Enhance Customer Service, Engagement, and Communication; Embrace Diversity, Equity, and Inclusion Objective 1 A: El Segundo provides unparalleled service to internal and external customers. PREPARED BY: Tracy Weaver, City Clerk REVIEWED BY: Tracy Weaver, City Clerk APPROVED BY: Barbara Voss, Deputy City Manager I_cif_TS]N411&*11:Jas] A91►"1161d11►yi1= Z1116"s 1. 2022 CC Prep Calendar - Exhibit A Page 35 of 403 00011:11r_1 City Council Meeting 4PM/6PM 1/4/2022 1/18/2022 - Day after MLK Jr. Day 3/1/2022 3/15/2022 4/5/2022 5/3/2022 5/17/2022 6/7/2022 6/21/2022 7/5/2022 - Day after 4th of July 7/19/2022 8/2/2022 8/16/2022 9/6/2022 - Day after Labor Dav 10/4/2022 10/18/2022 11/15/2022 12/6/2022 12/20/2022 *Day after Holiday Cancel Meeting CITY OF EL SEGUNDO - DRAFT 2022 COUNCIL CALENDAR Executive Team Meeting West Conference Room Every Tuesday at 9:00 AM Winter Recess ESUSD Spring Break Summer Recess Final Agenda Staff Reports & Attachments Due Noon (Mon) 12/27/2021 Deputy City Manager - Final Review at 1:30 PM (Wed) 12/29/2021 1/10/2022 1/12/2022 1/24/2022 1/26/2022 2/7/2022 2/9/2022 *2/22/2022(Tues) 2/23/2022 3/7/2022 3/28/2022 ! 4/11/2022 3/9/2022 3/30/2022 4/13/2022 4/25/2022 4/27/2022 5/9/2022 5/11/2022 *5/31/2022(Tues) 6/1/2022 6/13/2022 6/15/2022 6/27/2022 7/11/2022 Police Nat'l Night - 1st Tues in AugL 7/25/2022 8/8/2022 6/29/2022 7/13/2022 7/27/2022 8/10/2022 9/26/2022 9/28/2022 10/10/2022 10/12/2022 11/7/2022 11/9/2022 11/28/2022 11/30/2022 12/12/2022 12/14/2022 Updated 11/08/2021 Page 36 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Consent Item Number: B.7 TITLE: Purchase of One New Ford F-550 Dump Truck RECOMMENDATION: 1. Pursuant to El Segundo Municipal Code ("ESMC") § 1-7-9 (C), waive the bidding process and purchase one (1) new Ford F-550 dump truck for use by the Public Works Department. 2. Authorize the City Manager to execute an agreement to purchase one (1) new Ford F-550 Dump Truck. FISCAL IMPACT: Included in Adopted FY 2021-22 Budget Amount Budgeted: $66,383 Additional Appropriation: No Account Number(s): 601-400-4202-8105 (Equipment Replacement) BACKGROUND: The Street Division within the Public Works Department has been using a small dump truck that was originally purchased in 2003. At that time, the unit had a recommended life expectancy of ten years and was scheduled for replacement in 2013. However, this truck remained in service until this year when it developed significant electrical system issues. The current mileage on this vehicle is 94,891 miles. DISCUSSION: The truck was diagnosed by its manufacturer and they have informed us that repair of this vehicle would require a replacement of the entire wiring harness, which is no longer available for purchase. Page 37 of 403 Purchase of Dump Truck November 16, 2021 Page 2 of 2 Taking into consideration the age of the vehicle, the estimated remaining life expectancy, and the potential for other breakdowns to occur due to its age, staff is recommending replacement of this dump truck rather than attempting to repair the vehicle. Electric and hybrid powered vehicles were also researched as a possible option for this vehicle, however, even after incentives and rebates the purchase cost would be more than double the cost of the unleaded fueled vehicle. Finally, the replacement for this dump truck has been quoted using Sourcewell, also known as the National Joint Powers Alliance ("NJPA") contract for government pricing and identified as a cooperative competitive bidding process by the Purchasing Officer. City Council can elect to waive the bidding process under ESMC § 1-7-9(C) and instead opt to use this competitive bid government pricing through the NJPA. CITY STRATEGIC PLAN COMPLIANCE: Goal 2: Support Community Safety and Preparedness Objective: El Segundo is a safe and prepared city. Goal 4: Develop and Maintain Quality Infrastructure and Technology Objective 4A: El Segundo's physical infrastructure supports an appealing, safe and effective community. PREPARED BY: Ron Fajardo, General Services Manager REVIEWED BY: Elias Sassoon, Public Works Director APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: Sourcewell quote for Dump Truck Page 38 of 403 4 n National Auto Fleet Group ws_.,>.rcPvh d �'svisiexrr,f Ci3.urc,leof 4P./txisc r,vill� :,.. 4,90 uto tenter Drive, Watsonville, CA 95076 (5 - - (83 1) 480-6497 Pax Fleet @Natior,aIAutoFleetGroup.00m ................................... 09,"03/2021 Quote ID429302 Greg Booras City of PI Segundo Public Works 150 Illinois St. El Segundo, CA 90245 Dear Grew Booras. National Auto Fleet Group is please([ to (mote the 1`61lowingf vehicle(s) for your consideration. One (1) New/Unused (2022 Ford Super Duo, F-550 DRW (FtiG) XL 2WD Reg Cali 169„ WB 84" CA with I I' Rugby Dump Body), delivered to you-r department yard, each for (1 �) Contract Price price S 41,794. 8 Ilarbor,!I I' Rugby Dump Body S 18.172.68 Tax (9.5000'i,) Tire Fee 10.50 "Total ``f 65,893.43 Per the attached specification. Price; includes I additional kev(s). This vehicle(s) is available under the Source-me11 (Formerly known as NIPA) I207I6-NAF. Please reference this Contract Number on all I'urchase Carders to National Auto Fleet GronP. Pad nient terms are Net 20 days after receipt of vehicle. Thank von in advance for vour consideration. Shoup[ you have any questions. please do not hesitate to call. Sincerelv. National Fleet Manager Office (855) 289-6572 Fax (833 1) 480-8497 Page 39 of 403 Of2i2021 Sell, service, and deliver letter Purchase Order Instructions & Resources In order to finalize your purchase please submit this purchase packet to your governing body for a purchase order approval and submit your purchase order in the following way: Email: F e,t@Nationa]AutoFleetGroup.com Fax: (831) 480-8497 Mail: National Auto Fleet Group 490 Auto Center Drive Watsonville, CA 95076 We will send a courtesy confirmation for your order and a W-9 if needed. Learn how to track your vehicle: Use the upfitter of your choice: Vehicle Status: General Inquiries: Additional Resources www.NAFGETA.cgm. www.NAFGpartner.com EjA@NationalAutoFleetGrgu,o.com Fleetpa NationalAutoFi_eetGroup.com For general questions or assistance please contact our main office at: htlps-r!vrvvw,nationalautofleetgroup.cornfOrderReques115SDPrinU29302?ws-true&se=true&tsbt-true&ssdType-OrderRegUest 3110 Page 40 of 403 255 Voyager Aw Brea, :A 92321 Phcne: 714-996-0411 Fax: 71 996-(�695 4TR"LUJC;K,,&VAN 2!i SPIT NATIGNAL AU1'0 FLEET GROUP i 3.10 W, MAI N ST. ALHAMBRA, CA 91201 626-41.-2000 Sales Quote Page 1 of 1 Safes Quole SQ57507 Sales Qowe Date: 9r2/21021 Inside Sales Rep.: Kirnl- rl.v Bellamy Ship Tn OTY OF EL SEGU�IDO 1SLi1[11N01SSTR. EL S GUNDO C' 90245 Tax Icie•it.'lype Lega! Entity Customrer ID FLW01 (Dealer Number DEALER a 71EO61 Ship Via I1ARBtiR Salesperson JENNIFER Terns 2% 10 Days, Net 30 VIN Location BRA Territory RE00N 1 Harbor Tnick and Van is Not Held ResponsiNe for any i*rr6 riot listed on this quote/order. Pricing on Vie q.jote/order is valid 30 days froir the sales quote/order date that is signed (and requested as neeeied) aru6 the chassis/NUCk as5iyrl2tl to the (Tint(-/orCler arrives wiCiin that, 30-d ray period. Both conditions must be met or the quote/order becomes null and void and must 6e re•quote,i4e-signed, Clem No. Description Exp. Notes Unit City. FORD-084-R-DRW-CS= FORD E4"' CA REGULAR CAB CRVI DiESEI.--- EACH 1 HTDU1'1-3D-(S 11-FT 3D-RugL;y Dump Body with SR4016 Hoi5l & 't/4 Caib Sh:eid W/ Coal EACIi 1 ShLlte [NAS 12' SIDES) SEC1 RUGBY COAL SHU I'E / P/N 1663605 `WANTS 3 IN ?'HE EACH REAR END GATE' U133618118 UNDERFED SOX M"L X 18':H X ;B"D RECESSED YC1R HOOK ACCESS EACH 1 Y1 IFB-B:.ACK Painted Black EACH 1 DU-U9-Iv1NT-KIT UB BOX MOUNT BRACKET KIT FOR DUMP BODY iEA BOX, EACH I DU12 DROP -IN SIDE BOARD FOR. RUGBY UUMP BODY FACT-1 1 L110U MOUNT 11F1 RUG'3Y DUMP BODY EACH 1 NIREC-LAND-V12,5 RECEIVER CLASS ill, LANDSCAPE`? - 20,0000 INC--UDES 2" INSERT EACH 1 M7PRCINC- 7 PRONG TRAI'_ER CONNECTOR (POLLAK) iACH 1 MTARPI2FB ROLI.UP TARP SPRING AS%T FOR 1 2FT FLATBED EACH 1 MALARM BACK UP ALARM - PRECO EACH I lABCK-UP-CAM-LS1 REAR BACKUP CAMERAINSTA'LI LABOR-1 QNLY(CVSCK-UP-CAM-_ts'j EACH 1 MPDI M FOR NEW VEHICLE EACH; 1 FREIGHT creight cACIFi 1 FUEL CHARGE LUEL CfiARGT EACH 1 An�aunt SoU)ecr t�, Sales Tax 0 Subtotal: 18,372.68 Amount Exempt from Sales Tax 18,37?.68 Invoice Dislmjnt: 0-01 At.&Ior'iTCd Signature date ._�.�......_._._._.-.-._. Total Sales Ti}_ 0.00 Dealer'VI UIVON _._......._...._.._. . __. _ P O_;= Total: 18,372.68 Page 41 of 403 9'/212021 Sell. service, and deliver letter Vehicle Configuration Options ENGINE Code Description 99N ENGINE: 7.31L 2V DEVCT NA PFI V8 GAS, (STD) TRANSMISSION Code Description 44G TRANSMISSION: TORQSHIFT 10-SPEED AUTOMATIC, -inc: 1OR140 w/neutral idle and selectable drive modes: normal, tow/haul, eco, deep sand/snow and slippery (STD) TIRES Code IDescription TGJ TIRES: 225/70RX19.5G BSW A/P, (STD) PRIMARY PAINT Code Description Z1 OXFORD WHITE PAINT SCHEME Code Description STANDARD PAINT SEAT TYPE Code Description AS MEDIUM EARTH GRAY, HD VINYL 40/20/40 SPLIT BENCH SEAT, -inc: center armrest, cupholder, storage and driver's side manual lumbar AXLE RATIO Code Description X8L LIMITED SLIP W/4.88 AXLE RATIO ADDITIONAL EQUIPMENT Code Description 90L POWER EQUIPMENT GROUP, -inc: Deletes passenger side lock cylinder, upgraded door - trim panel, Accessory Delay, Advanced Security Pack, SecuriLock Passive Anti -Theft System (PATS) and inclinationlintrusion sensors, MyKey, owner controls feature, Power Locks, Remote Keyless Entry, Folding Trailer Tow Mirrors w/Power Heated Glass, manual 1, telescoping, heated convex spotter mirror and integrated clearance lamps/turn signals, Power Front Side Windows, 1-touch up/down driver/passenger window 62R TRANSMISSION POWER TAKE -OFF PROVISION, -inc: mobile and stationary PTO modes t,ttps:iiwww.nationaiautoflee€group.com/orderRequesUSS©PP iit/29302?ws=true&se7true&isbt=true&ssdType=OrderRequest 4110 Page 42 of 403 �/2?202I Self, service, and deliver letter 68M GVWR: 19,500 LB PAYLOAD PLUS UPGRADE PACKAGE, -inc: upgraded frame, rear - axle and law deflection/high capacity springs, Increases max RGAWR to 14, 706, Note: See Order Guide Supplemental Reference for further details on GVWR 63A UTILITY LIGHTING SYSTEM, -inc: LED side -mirror spotlights 54L FOLDING TRAILER TOW MIRRORS, -inc: 102" width, manual telescoping power/heated glass, heated convex spotter mirror and integrated clearance lamps/turn signals, Utility Lighting System, LED side -mirror spotlights 153 FRONT LICENSE PLATE BRACKET 59H CENTER HIGH -MOUNTED STOP LAMP (CHMSL) 76C EXTERIOR BACKUP ALARM (PRE -INSTALLED) OPTION PACKAGE Cod 113escription 660A ORDER CODE 660A Mips:d'www.nationatautofleetclroup.com/DederRequest/SSDPrinU29302?ws-true&se=true&tsbt =true&ssdTyoe=OrderRequest 5110 Page 43 of 403 9/212021 Sell, service, and delker letter 2022 Fleet/Non-Retail Ford Super Duty F-550 DRW XL 2WD Reg Gala 169" 1lil{B 8411 CA Vi INDOW STICKER 2022 Ford Super Duty F-550 DRW XL 2WD Reg Cab 169" WB 84" CA CODE MODEL MSRP F5G 2022 Ford Super Duty F-550 DRW XL 2WD Reg Cab 169" WB 84" CA $42,040.00 OPTIONS 99N ENGINE: 7.3L 2V DEVCT NA PFI V8 GAS, (STD) $0.00 44G TRANSMISSION: TORQSHIFT 10-SPEED AUTOMATIC, -inc: 1OR140 w/neutral idle and $0.00 selectable drive modes: normal, towthaul, eco, deep sandisnow and alippery (STD) TGJ TIRES: 225/70RX19.5G BSW AIF, (STD) $0.00 Z1 OXFORD WHITE $0.00 _ STANDARD PAINT $0.00 AS MEDIUM EARTH GRAY. HD VINYL 40f20140 SPLIT BENCH SEAT, -'inc: center armrest, $0.00 cupholder, storage and driver's side manual lumbar X8L LIMITED SLIP W14.88 AXLE RATIO $360.00 90L POWER EQUIPMENT GROUP, -inc: Deletes passenger side lock cylinder, upgraded door -trim $915.00 panel, Accessory Delay, Advanced Security Pack, SecuriLock Passive Anti -Theft System (PATS) and inclinationfintrusion sensors, MvKey, owner controls feature, Power Locks, Remote Keyless Entry, Folding Trailer Tow Mirrors wfPower Heated Glass, manual telescoping.. heated convex spotter mirror and integrated clearance lamps/turn signals, Power Front Side Windows. 1-touch upfdown driver/passenger window 62R TRANSMISSION POWER TAKE -OFF PROVISION, -inc: mobile and stationary PTO ,','lades $280.00 68M GVWR: 19,500 LB PAYLOAD PLUS UPGRADE PACKAGE, -inc; upgraded frame, rear -axle and $1,155.00 low deflection/high capacity springs, Increases max RGAWR to 14, 706, Note: See Order Guide Supplemental Reference for further details on GVWR 63A UTILITY LIGHTING SYSTEM, -inc: LED side -mirror spotlights INC 54L FOLDING TRAILER TOW MIRRORS, -inc: 102" width, manual telescoping power/heated glass, $645.00 heated convex spotter mirror and integrated clearance lamps/turn signals, Utility Lighting Systern, LEI] side -mirror spotlights 153 FRONT LICENSE PLATE BRACKET $0.00 59H CENTER HIGH -MOUNTED STOP LAMP (CHMSL) $0.00 76C EXTERIOR BACKUP ALARM (PRE -INSTALLED) $140.00 000A ORDER CODE 660A $0.00 Please note selected options override standard equipment https:lhrw M.N. notion 8lautofleetgroup.corn,'OrderRequesIJSSDPrinU29302?w3mtrue&se-true&tsbt=wu,-&ssdType-0rderRequest ors o Page 44 of 403 s'/21202 t Sell, service. and deliver letter SUBTOTAL $45,535.00 Advert/ Adjustments $0.00 Manufacturer Destination Charge $1,695.00 TOTAL PRICE $47,230.00 Est City: N/A MPG Est Highway: NIA MPG Est Highway Cruising Range: N/A mi Any performance -related calculations are offered solely as guidelines. Actual unit performance will depend on your operating condit€ons_ htlpsJN%rxw.nationalautoReetgroup.com,QrderRequesllSSDFri nV293Q27ws-true&se=true&tsb1= true&ssdType=0rderRequesl 7110 Page 45 of 403 9i2r2021 Se€i, service, and deliver letter Standard Equipment MECHANICAL Engine: 7.3L 2V DEVCT NA PFI V8 Gas Transmission: TorgShift 10-Speed Automatic -inc: 1 OR140 w/neutral idle and selectable drive modes: normal, towlhaul; eco, deep sand/snow and slippery 4.88 Axle Ratio GVWR: 18,000 lbs Payload Package 50-State Emissions System Transmission w/Oil Cooler Rear -Wheel Drive 78-Amp/Hr 750CCA Maintenance -Free Battery w/Run Down Protection HD 240 Amp Alternator Towing Equipment -inc: Trailer Sway Control Trailer Wiring Harness 11290# Maximum Payload HD Shock Absorbers Front And Rear Anti -Roll Bars Firm Suspension Hydraulic Power -Assist Steering 40 Gal. Fuel Tank Single Stainless Steel Exhaust Dual Rear Wheels Front Suspension w/Coil Springs Leaf Rear Suspension w/Leaf Springs 4-Wheel Disc Brakes w/4-Wheel ABS, Front And Rear Vented Discs and Brake Assist Upfitter Switches EXTERIOR Wheels: 19.5" x 0" Argent Painted Steel -inc: Hub covers/center ornaments not included Tires: 225/70Rx19.5G BSW A/P Clearcoat Paint Black Front Bumper w/Black Rub Strip/Fascia Accent and 2 Tow Hooks Black Fender Flares Black Side Windows Trim and Black Front Windshield Trim Black Door Handles Black Manual Side Mirrors wlManual Folding Manual Extendable Trailer Style Mirrors Fixed Rear Window Ntps:!`%, rof.natiunalauto(Ieetgroup.coal!OrderRequesttSSOPrint/29302?ws-irue&se=true&tsbf-true&ssdiype-0rderRequest d1lu Page 46 of 403 ii"i2f2D�1 Sell, service. and deliver letter Light Tinted Glass Variable Intermittent Wipers Aluminum Panels Front Splash Guards Black Grille Autolamp Auto On/Off Aero-Composite Halogen Daytime Running Lights Preference Setting Headlamps w/Delay-Off Cab Clearance Lights ENTERTAINMENT Radio: AM/FM Stereo w/MP3 Player -inc: 4 speakers Radio w/Seek-Scan and Clock Fixed Antenna SYNC Communications & Entertainment System -inc: enhanced voice recognition, 911 Assist, 4.2" LCD center stack screen, AppLink„ 1 smart -charging USB port and steering wheel audio controls 2 LCD Monitors In The Front 4-Way Driver Seat -inc: Manual Recline and Fore/Aft Movement 4-W2y Passenger Seat -inc: Manual Recline and Fore/Aft Movement Manual Tilt/Telescoping Steering Column Gauges -inc: Speedometer, Odometer, Oil Pressure, Engine Coolant Temp, Tachometer, Transmission Fluid Temp, Engine Hour Meter, Trip Odometer and Trip Computer FordPass Connect 4G Mobile Hotspot Internet Access Manual Air Conditioning Illuminated Locking Glove Box Interior Trim -inc: Chrome Interior Accents Full Cloth Headliner Urethane Gear Shifter Material HD Vinyl 40/20/40 Split Bench Seat -inc: center armrest, cupholder, storage and driver's side manual lumbar Day -Night Rearview Mirror Passenger Visor Vanity Mirror 3 12V DC Power Outlets Front Map Lights Fade -To -Off Interior Lighting Full Vinyl/Rubber Floor Covering Smart Device Remote Engine Start Instrument Panel Covered Bin and Dashboard Storage Manual 1 st Row Windows Mtps:i.,wAv.nationalautoFleet9roup. corm ; orderkequest/SSDPrint129302?wS=true&se--true&isbI�true&ssdType-Ord erRequest 9110 Page 47 of 403 9iZrLC21 Sell, service, and deliver letter Systems Monitor Trip Computer Outside Temp Gauge Analoa Aor)earance Seats wf1/inyl Back Material Manual Adjustable Front Head Restraints r Filtration SAFETY Driveline Traction Control Side Impact Beams Dual Stage Driver And Passenger Seat -Mounted Side Airbags Dual Stage Driver And Passenger Front Airbags w/Passenger Off Switch Safety Canopy System Curtain 1 st Row Airbags Outboard )Front Lap And Shoulder Safety Belts -inc: Height Adjusters hiIps:twwww.nationatautofleetgroup.comiOrderRequestlSSDPrintl23302?ws=lruc&se'true&tsbt-true&ssdType-,OrderRequest 10l10 Page 48 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Consent Item Number: B.8 TITLE: Agreement with Bureau Veritas to Prepare an Americans with Disabilities Act (ADA) Transition Plan for the City RECOMMENDATION: Authorize the City Manager to execute a Professional Services Agreement with Bureau Veritas for $150,000. FISCAL IMPACT: Included in Adopted FY 2021/22 Budget Amount Budgeted: $150,000 Additional Appropriation: No Account Number(s): 106-400-4202-6214 (Gas Tax, Professional & Technical) BACKGROUND: Title II of the Americans with Disabilities Act (ADA) requires state and local governments to provide services and activities related to accessibility programs for persons with disabilities to the public. Retaining a qualified experienced firm to conduct a City self -evaluation and prepare an ADA Transition Plan is the most cost-effective approach to identifying and addressing accessibility issues. This plan also provides steps to remove those barriers from city facilities, parks, and public right-of-way. DISCUSSION: An ADA transition plan consists of the following: • ADA compliance evaluation of City buildings, public rights -of -way, parks and open spaces; Page 49 of 403 Professional Services Agreement to Bureau Veritas November 16, 2021 Page 2 of 3 • A detailed outline of methods necessary to remove accessibility barriers; • A specified schedule for achieving compliance; • Recommendations for complying with accessibility requirements as mandated by the ADA and State of California Access Codes. On July 22, 2021, City staff advertised a Request for Proposal (RFP) for consultant services to prepare an ADA Transition Plan for the City. The following two consulting firms responded and provided proposals on August 31, 2021: 1. Bureau Veritas (Irvine, CA) 2. Miller Architectural Corporation (Redlands, CA) The staff reviewed the submittals and Bureau Veritas' proposal indicated this firm has the experience, expertise, ability, and personnel in order to successfully prepare an ADA Transition Plan for the City of El Segundo. This firm has prepared an ADA transition plan for many public agencies, including the cities of Rancho Cucamunga, Tracy, Pomona and Seal Beach. The Bureau Veritas' fee for the project is $150,000, which is well within the range of the same projects for other cities. Staff recommends City Council approve the recommended action as noted. With City Council's authorization, the consulting services are anticipated to commence in December, 2021, and will be substantially completed in June, 2022. CITY STRATEGIC PLAN COMPLIANCE: Goal 1: Enhance Customer Service, Engagement, and Communication; Embrace Diversity, Equity, and Inclusion Objective 1A: El Segundo provides unparalleled service to internal and external customers. Goal 4: Develop and Maintain Quality Infrastructure and Technology Objective 4A: El Segundo's physical infrastructure supports an appealing, safe and effective community. Page 50 of 403 Professional Services Agreement to Bureau Veritas November 16, 2021 Page 3 of 3 PREPARED BY: Floriza Rivera, Principal Civil Engineer REVIEWED BY: Elias Sassoon, Public Works Director APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: 1. Vicinity Map 2. Location Map 3. Bureau Veritas ADA Transition Plan Agreement Page 51 of 403 Vicinity Map ELEGUNDO ADA Self Evaluation and Transition Plan } C O # Lenrta V1r 1111h Sl TOddiE Schap ..�- Impe-rial•AVe� �� •-ti.._•--.._..--•—•. •�--•�_ ham---,-.. - F-WaInuFA;'- tNaY 1 I F- SYcamoreA. A Li EMapileAve fi 5chlj,o C IdrliG; ti A ti'P z I : v i 0 42. a j El Segundo Part• , z °} N1 t= Grand AYa G z- �e 'VW Grand Ave 4 Y � � A. EFranklin Ave a"; grlk+sa ;.._.•�.._.._..� V E !E I Segundo EOvd � -n I spix:e E El Seg4p& and Awborne I Par I S rJ}9�7r16 � � 4 1 h• u I a4.a-. � ra a y rp 4 4itik1+ � k � -4�t�• 11. .a, 4 W. 41e Hy 6,018.7 1 1 0 3,009.33 6,018.7 Feet DISCLAIMER: The information shown on this map was compiled from different GIS sources. The land base and facility information on this map is for display purposes only and should not be relied upon without independent verification as to its accuracy. The City of El Segundo will not be held responsible for any claims, losses or damages resulting WGS_1984_Web-Mercator _Auxiliary_Sphere from the use of this map. Page 52 of 403 Location Map ELF�EGUNDO ADA Self Evaluation and Transition Plan e E Walnut Awe E 9ytam &aAYu E Maple Ave EI ;ftfiiii�k, li} hlr�li � z e E Mariposa Ave b a e3 � F�bLrr3.lt1717 {/j {may El Segundo F'.uk 0 0 Wrarld Avg Grand Ave A rt Y E Franklin Ave t E i i7F,l„y •r} k Cti o z rw ti z � Ali F.�it.Q a Rapthnon Sps-j kF Sug mj Airhairrio ,},atert7s g 35th St f p °0 a 27tht rat MarinaAve t� w e; c C3 u� Marine Aveua Park, FWv — (Aire ,018.7 0 3,009.33 6,018.7 Feet DISCLAIMER: The information shown on this map was compiled from different GIS sources. The land base and facility information on this map is for display purposes only and should not be relied upon without independent verification as to its accuracy. The Cit of El Segundo will not be held responsible for any claims, losses or damages resulting IGS_1984_Web_Mercator_AuxiIiary_Sphere from the use of this map. I, I 4 �' Ed 5egtgclp 1. --- ------- W Legend - City Boundary 0 Project Region Notes Agreement No. [City Clerk assigns]_ PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF EL SEGUNDO AND BUREAU VERITAS TECHNICAL ASSESSMENTS LLC This AGREEMENT is made and entered into this 17th day of November, 2021, by and between the CITY OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and BUREAU VERITAS TECHNICAL ASSESMENTS LLC., a limited liability company ("CONSULTANT"). The parties agree as follows: 1. CONSIDERATION. A. As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, below; B. As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement; C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed ONE HUNDRED FIFTY THOUSAND dollars ($150,000) for CONSULTANT's services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit "A," which is incorporated by reference. 2. SCOPE OF SERVICES. A. CONSULTANT will perform services listed in the attached Exhibit "A," which is incorporated by reference. B. CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement. 3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use the appropriate generally accepted professional standards of practice existing at the time of performance utilized by persons engaged in providing similar services. CITY will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any deficiencies and CONSULTANT will have fifteen (15) days after such notification to City of El Segundo Professional Services (REV 2018.05) Page 1 of 11 Page 54 of 403 Agreement No. [City Clerk assigns]_ cure any shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT. 4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement, CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit "A") the tasks performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task, the total cost of that work during the preceding billing month and a cumulative cash flow curve showing projected and actual expenditures versus time to date. 5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year. 6. FAMILIARITY WITH WORK. A. By executing this Agreement, CONSULTANT agrees that it has: Carefully investigated and considered the scope of services to be performed; ii. Carefully considered how the services should be performed; and iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. B. If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONSULTANT discover any latent or unknown conditions that may materially affect the performance of the services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT's own risk until written instructions are received from CITY. 7. TERM. The term of this Agreement will be from November 22, 2021, to June 30, 2022. Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances: A. Completion of the work specified in Exhibit "A"; City of El Segundo Professional Services (REV 2018.05) Page 2 of 11 Page 55 of 403 Agreement No. [City Clerk assigns]_ B. Termination as stated in Section 15. 8. TIME FOR PERFORMANCE. A. CONSULTANT will not perform any work under this Agreement until: CONSULTANT furnishes proof of insurance as required under Section 22 of this Agreement; and ii. CITY gives CONSULTANT a written notice to proceed. B. Should CONSULTANT begin work on any phase in advance of receiving written authorization to proceed, any such professional services are at CONSULTANT's own risk. 9. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond CONSULTANT's control, CITY may grant a time extension for the completion of the contracted services. If delay occurs, CONSULTANT must notify the Manager within forty-eight (48) hours, in writing, of the cause and the extent of the delay and how such delay interferes with the Agreement's schedule. The Manager will extend the completion time, when appropriate, for the completion of the contracted services. 10.CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below: A. Exhibit: A: Budget, Proposal for Services, and Scope of Work. 11. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties. 12.TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number. 13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement. 14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of City of El Segundo Professional Services (REV 2018.05) Page 3 of 11 Page 56 of 403 Agreement No. [City Clerk assigns]_ any rights CITY may have under this Agreement or of any cause of action arising from CONSULTANT's performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character. 15. TERMINATION. A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. B. CONSULTANT may terminate this Agreement at any time with CITY's mutual consent. Notice will be in writing at least thirty (30) days before the effective termination date. C. Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless otherwise provided in the termination notice. Except as otherwise provided in the termination notice, any additional work performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT's own cost; CITY will not be obligated to compensate CONSULTANT for such work. D. Should termination occur, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT will, at CITY's option, become CITY's property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination, not to exceed the total costs under Section 1(C). E. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated. F. By executing this document, CONSULTANT waives any and all claims for damages that might otherwise arise from CITY's termination under this Section. 16.OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT under this Agreement are CITY's property. CONSULTANT may retain copies of said documents and materials as desired but will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of CONSULTANT's completed work product, for purposes other than identified in this Agreement, or use of incomplete work product, is at CITY's own risk. 17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under this Agreement, no copies, sketches, or graphs of materials, including graphic art City of El Segundo Professional Services (REV 2018.05) Page 4 of 11 Page 57 of 403 Agreement No. [City Clerk assigns]_ work, prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or public CITY without CITY's prior written approval. All press releases, including graphic display information to be published in newspapers or magazines, will be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties. 18.INDEMNIFICATION. A. CONSULTANT agrees to the following: i. Indemnification for Professional Services. CONSULTANT will save harmless and indemnify and at CITY's request reimburse defense costs for CITY and all its officers, volunteers, employees and representatives from and against any and all suits, actions, or claims, of any character whatever, brought for, or on account of, any injuries or damages sustained by any person or property resulting or arising from any negligent or wrongful act, error or omission by CONSULTANT or any of CONSULTANT's officers, agents, employees, or representatives, in the performance of this Agreement, except for such loss or damage arising from CITY's sole negligence or willful misconduct. ii. Indemnification for other Damages. CONSULTANT indemnifies and holds CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or liability, arising out of this Agreement, or its performance, except for such loss or damage arising from CITY's sole negligence or willful misconduct. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, CONSULTANT will defend CITY (at CITY's request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or otherwise. B. For purposes of this section "CITY" includes CITY's officers, officials, employees, agents, representatives, and certified volunteers. C. It is expressly understood and agreed that the foregoing provisions will survive termination of this Agreement. D. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 22, and any City of El Segundo Professional Services (REV 2018.05) Page 5 of 11 Page 58 of 403 Agreement No. [City Clerk assigns]_ approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification. MASSIGNABILITY. This Agreement is for CONSULTANT's professional services. CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's written approval are prohibited and will be null and void. 20.INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which it is performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only. 21.AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all services and matters covered under this Agreement. CITY will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. CONSULTANT will retain such financial and program service records for at least three (3) years after termination or final payment under this Agreement. 22.INSURANCE. A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Commercial general liability Professional Liability Business automobile liability Workers compensation City of El Segundo Professional Services (REV 2018.05) Page 6of11 Limits $2,000,000 $1,000,000 $1,000,000 Statutory requirement Page 59 of 403 Agreement No. [City Clerk assigns]_ B. Commercial general liability insurance will meet or exceed the requirements of the most recent ISO-CGL Form. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name CITY, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such that any other insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY. C. Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a "claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect. D. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of "A:VII." F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to Section 15. 23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written approval to use any consultants while performing any portion of this Agreement. Such approval must approve of the proposed consultant and the terms of compensation. 24.INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on the project, which will include a schedule update and a short narrative City of El Segundo Professional Services (REV 2018.05) Page 7 of 11 Page 60 of 403 Agreement No. [City Clerk assigns]_ description of progress during the past month for each major task, a description of the work remaining and a description of the work to be done before the next schedule update. 25. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows: If to CONSULTANT: Bureau Veritas 220 Technology Drive Irvine, CA 92618 Attn: Erik Piller, Senior Vice President Phone: 800-733-0660 Email: erik.piller@bureauveritas.com If to CITY: City of El Segundo 350 Main Street El Segundo, CA Attention: Lifan Xu, City Engineer Phone: 310-524-2368 Email: Ixu@elsegundo.org Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. 26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY's conflict of interest regulations. 27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT's bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than CONSULTANT's bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability. 28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or CITY's obligations under this Agreement. 29.INTERPRETATION. This Agreement was drafted in and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County. City of El Segundo Professional Services (REV 2018.05) Page 8of11 Page 61 of 403 Agreement No. [City Clerk assigns]_ 30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and local laws applicable to this Agreement. 31. ENTIRE AGREEMENT. This Agreement, and its Exhibit(s), sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written. This Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent successors and assigns. 32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party. 33. SEVERABILITY. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. 34.AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. 35.ACCEPTANCE OF ELECTRONIC SIGNATURES. The Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by electronic (.pdf) or facsimile transmission. Such electronic or facsimile signature will be treated in all respects as having the same effect as an original signature. 36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. 37.TIME IS OF ESSENCE. Time is of the essence for each and every provision of this Agreement. 38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, acts of terrorism, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties' reasonable control, then the Agreement will immediately terminate without obligation of either party to the other. City of El Segundo Professional Services (REV 2018.05) Page 9 of 11 Page 62 of 403 Agreement No. [City Clerk assigns]_ 39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY. [Signatures on next page] City of El Segundo Professional Services (REV 2018.05) Page 10 of 11 Page 63 of 403 Agreement No. [City Clerk assigns]_ IN WITNESS WHEREOF the parties hereto have executed this Agreement the day and year first hereinabove written. CITY OF EL SEGUNDO BUREAU VERITAS TECHNICAL ASSESSMENTS, LLC Scott Mitnick, Erik Piller, City Manager Senior Vice Precident ATTEST: Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney City of El Segundo Professional Services (REV 2018.05) Page 11 of 11 Page 64 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Consent Item Number: B.9 TITLE: Resolution Approving Application for Per Capita Grant Funds RECOMMENDATION: Adopt a Resolution allowing application for Per Capita Grant Funds to receive funding from the Parks and Water Bond Act of 2018 (Proposition 68). FISCAL IMPACT: The total grant amount is $188,087 (Acacia Park project funding). BACKGROUND: The California Department of Parks and Recreation's Office of Grants and Local Services (OGALS) announced allocations for the Per Capita program funded through the Parks and Water Bond Act of 2018 (Proposition 68). The objectives of the grant are to support the creation, rehabilitation, and enhancement of parks. In addition, funds are available to local governments on a per capita basis. Grant recipients are encouraged to utilize awards to rehabilitate existing infrastructure as well as address deficiencies in neighborhoods lacking access to the outdoors. Per Capita allocation for the City in the "All Cities and Local Districts" category is $177,952. In addition, the City of El Segundo is also receiving $10,135 in funding under the "Urban County Per Capita" category. These additional funds are allocated at a rate of $.61 per capita to cities and districts in urbanized counties (a county with a population of 500,000 or more) providing park and recreation services within jurisdictions of 200,000 or less in population. The total grant amount is $188,087. This grant funding was allocated towards the Acacia Park project. The park was completed in April 2021 with the following funds; Measure W, Wastewater, Park Development, General and Proposition 68. Staff is in the process of seeking reimbursement of Proposition 68 Funds allocated to the Acacia Park project. Page 65 of 403 Resolution Approving Application for Per Capita Grant Funds November 16, 2021 Page 2 of 3 DISCUSSION: As a grant recipient, the City is required to adopt a resolution in which the City agrees to the terms of the grant and related contract. The resolution provides confirmation that the city has the funding to complete, operate and maintain projects associated with the contract. Upon City Council approval, staff will submit the resolution to OGALS to ensure compliance with grant requirements. Goal 1: Enhance Customer Service, Engagement, and Communication; Embrace Diversity, Equity, and Inclusion Objective 1A: El Segundo provides unparalleled service to internal and external customers. Objective 1 B: El Segundo's engagement with the community ensures excellence. Goal 4: Develop and Maintain Quality Infrastructure and Technology Objective 4A: El Segundo's physical infrastructure supports an appealing, safe and effective community. Objective 4B: El Segundo's technology supports effective, efficient, and proactive operations. Goal 5: Champion Economic Development and Fiscal Sustainability Objective 5A: El Segundo promotes economic growth and vitality for business and the community. Objective 5B: El Segundo approaches its work in a financially strategic and responsible way. PREPARED BY: Melissa McCollum, Community Services Director REVIEWED BY: Melissa McCollum, Community Services Director APPROVED BY: Barbara Voss, Deputy City Manager Page 66 of 403 Resolution Approving Application for Per Capita Grant Funds November 16, 2021 Page 3 of 3 ATTACHED SUPPORTING DOCUMENTS: 1. Acacia Park Vicinity Map 2. Acacia Park Plan 3. Per Capita Grant Resolution Page 67 of 403 EvLSEGUNDO Vicinity Map Acacia Park Playground and site Improvements worMdway W n a 4 W 104Lh S k —--••---17CJatvr;�Lktx._ .rt,-rrr•.trt. ..�..� .�..-------..,n rC-}-,..f. Project + � location `i E Maple Ave ! w EJ Sill I Hg Seisaol 1 !•� F- MariporaAve.k; z �' ? 4) I U '---i . Ili J�11lDi5 W (r I `---7 1'uk F-1 Segundo E Fand AveAli La m • g Lo�Aa1pt14�"� 1N Grand Ave Fo" } Frar`kalnAve gam ljei x,ie �—dr F_._.._.._.._..r i S equrrdG E dOwd 151+bw eW SW O* m b • Tfia Lak&s Uli CoUI j 49 A Flo 3p £ 3 40 r r 3Sih St 6,018.7 0 3,009.33 6,018.7 Feet DISCLAIMER: The information shown on this map was compiled from different GIS sources. The land base and facility information on this map is for display purposes only and should not be relied upon without independent verification as to its accuracy. The City of EI Segundo will not be held responsible for any claims, losses or damages resulting WGS_1984_Web_Mercator_Auxiliary_Sphere from the use of this map. Lorim M+ddlb $chw RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO APPROVING APPLICATION FOR STATE PER CAPITA GRANT FUNDS. The City Council of the city of El Segundo does resolve as follows: SECTION 1. Findings. A. The State Department of Parks and Recreation has been delegated the responsibility by the Legislature of the State of California for the administration of the Per Capita Grant Program, setting up necessary procedures governing applications. B. Said procedures established by the State Department of Parks and Recreation require the grantees Governing Body to certify by resolution the approval of a project application before submission fs said application to the State of California. SECTION 2. Approval. The City Council: A. Approves the filing of necessary project applications for Per Capita program grant project(s); B. Certifies that said grantee has or will have available, prior to commencement of project work utilizing Per Capita funding, sufficient funds to complete the projects; C. Certifies that the grantee has or will have sufficient funds to operate and maintain the projects; D. Certifies that all projects proposed will be consistent with the park and recreation element of the City of El Segundo general or recreation plan (PRC §80063(a)), E. Certifies that these funds will be used to supplement, not supplant, local revenues in existence as of June 5, 2018 (PRC §80062(d)), F. Certifies that it will comply with the provisions of §1771.5 of the State Labor Code (PRC §80001(b)(8)(A-G)); G. To the extent practicable, as identified in the "Presidential Memorandum -- Promoting Diversity and Inclusion in Our National Parks, National Forests, and Other Public Lands and Waters," dated January 12, 2017, the City of El Segundo will consider a range of actions that include, but are not limited to, the following: 1. Conducting active outreach to diverse populations, particularly minority, low-income, and disabled populations and tribal communities, to increase awareness within those communities and the public generally about specific programs and opportunities. Page 70 of 403 2. Mentoring new environmental, outdoor recreation, and conservation leaders to increase diverse representation across these areas. 3. Creating new partnerships with state, local, tribal, private, and nonprofit organizations to expand access for diverse populations. 4. Identifying and implementing improvements to existing programs to increase visitation and access by diverse populations, particularly minority, low-income, and disabled populations and tribal communities. 5. Expanding the use of multilingual and culturally appropriate materials in public communications and educational strategies, including through social media strategies, as appropriate, that target diverse populations. 6. Developing or expanding coordinated efforts to promote youth engagement and empowerment, including fostering new partnerships with diversity - serving and youth -serving organizations, urban areas, and programs. 7. Identifying possible staff liaisons to diverse populations. H. Agrees that to the extent practicable, the projects will provide workforce education and training, contractor and job opportunities for disadvantaged communities (PRC §80001(b)(5)); Certifies that the grantee shall not reduce the amount of funding otherwise available to be spent on parks or other projects eligible for funds under this division in its jurisdiction. A one-time allocation of other funding that has been expended for parks or other projects, but which is not available on an ongoing basis, shall not be considered when calculating a recipient's annual expenditures. (PRC §80062(d)); J. Certifies that the grantee has reviewed, understands, and agrees to the General Provisions contained in the contract shown in the Procedural Guide; K. Delegates the authority to the City Manager or designee to conduct all negotiations, sign and submit all documents, including, but not limited to applications, agreements, amendments, and payment requests, which may be necessary for the completion of the grant scopes; and L. Agrees to comply with all applicable federal, state and local laws, ordinances, rules, regulations and guidelines. SECTION 3. Severability. If any part of this Resolution or its application is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Resolution are severable. SECTION 4. Electronic Signatures. This Resolution may be executed with electronic signatures in accordance with Government Code §16.5. Such electronic signatures will be treated in all respects as having the same effect as an original signature. Page 71 of 403 SECTION 5. Signature Authority. The Mayor, or presiding officer, is hereby authorized to affix his signature to this Resolution signifying its adoption by the City Council of the City of El Segundo, and the City Clerk, or her duly appointed deputy, is directed to attest thereto. SECTION 6. Effective Date. This Resolution will take effect immediately upon adoption and will remain effective unless repealed or superseded. SECTION 7. City Clerk Direction. The City Clerk will certify to the passage and adoption of this Resolution, enter it in the City's book of original Resolutions, and make a record of this action in the meeting's minutes. PASSED, APPROVED AND ADOPTED this day of 2021. Drew Boyles, Mayor ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the day of 2021, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk /_1NW00T/210-tv2to] 2IfflV•I Mark D. Hensley, City Attorney Page 72 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Consent Item Number: B.10 TITLE: Resolution Adopting Citywide Records Retention Schedule for City Documents RECOMMENDATION: Adopt Resolution FISCAL IMPACT: The City will realize savings in reduced storage expenses and improved operational efficiency. BACKGROUND: One of the City Clerk's goals for Fiscal Year 2021-2022 is to develop and implement a Citywide records retention schedule. This is needed to efficiently reduce current and future document storage expenses, eliminate duplication of effort, and increase efficiency. DISCUSSION: The City Clerk's Office, in partnership with the Information Technology Services Department and consultant Gladwell Governmental Services, Inc., an expert in local government records, has developed a Citywide records retention schedule. The purpose of the schedule is to reduce current and future record storage expenses, eliminate duplication of effort, and increase efficiency. The schedules provide clear, specific record descriptions and retention periods and apply current law. By identifying clear retention periods for different categories of records, the City will reduce expenses and improve operational efficiencies. The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law to the management of El Page 74 of 403 Resolution Adopting Citywide Records Retention Schedule November 16, 2021 Page 2 of 2 Segundo's records. The schedules identify the department responsible for maintaining original records and establishes clear retention periods for different categories of records. The proposed Resolution would authorize the City Clerk to destroy records no longer required for retention (pursuant to state law and the retention policy) at the request of the City Manager or designee and written City Attorney approval using the form attached to this report. CITY STRATEGIC PLAN COMPLIANCE: Goal 1: Enhance Customer Service, Engagement, and Communication; Embrace Diversity, Equity, and Inclusion Objective 1A: El Segundo provides unparalleled service to internal and external customers. Goal 4: Develop and Maintain Quality Infrastructure and Technology Objective 4B: El Segundo's technology supports effective, efficient, and proactive operations. PREPARED BY: Mona Shilling, Deputy City Clerk II REVIEWED BY: Tracy Weaver, City Clerk APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: 1. Resolution - Citywide Records Retention 2. How to Use Retention Schedules 3. Retention Legend 4. Records Destruction - Sample Form Page 75 of 403 RESOLUTION NO. XXXX A RESOLUTION ADOPTING A CITYWIDE RECORDS RETENTION SCHEDULE FOR CITY DOCUMENTS. BE IT RESOLVED by the Council of the City of El Segundo as follows SECTION 1. The City Council finds as follows A. Keeping and maintaining public records that are unnecessary or duplicative results in the consumption of public resources including money, time and space, B. Government Code §§ 34090, et seq establish methods by which the City may approve the destruction of unneeded documents, C. It is in the public interest to reduce the City's cost for storing documents while, at the same time, ensuring that the City preserves those records that are required to conduct City business. SECTION 2 As used in this Resolution; "record" has the same definition as set forth in Government Code § 6252. SECTION 3 Pursuant to Government Code § 34090, the City Council approves the Citywide records retention schedule in attached Exhibit "A," which is incorporated by reference, and authorizes the City Clerk to dispose of records according to the time intervals listed in that schedule upon the request of the City Manager, or designee, and the written approval of the City Attorney. SECTION 4 Notwithstanding the records retention schedule adopted by this Resolution, the City Clerk may, upon complying with the provisions of Government Code § 34090.5, dispose of documents in any legal manner without the further approval of the City Council or City Attorney. SECTION 5 Upon destroying any documents in accord with this Resolution, the City Clerk is directed to complete a certificate verifying the destruction of such records and file the certificate with the City's official records. SECTION 6 The City Clerk is directed to certify the adoption of this Resolution, record this Resolution, in the book of the City's original resolutions, and make a minute of the adoption of the Resolution in the City Council's records and minutes of this meeting. Page 76 of 403 SECTION 7 This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded. PASSED AND ADOPTED this day of STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss CITY OF EL SEGUNDO ) , 2021 Drew Boyles, Mayor I, Tracy Weaver, City Clerk of the City of El Segundo, California, herby certify that the whole number of members of the City Council of the City is five, that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Major of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the day of 2021, and the same was so passed and adopted by the following roll call vote AYES: NOES: ABSENT: ABSTAIN: ATTEST Tracy Weaver, City Clerk APPROVED AS TO FORM By Mark D. Hensley, City Attorney Page 77 of 403 EXHIBIT A Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITY WIDE Used by all De artments Accident Report / Injury Reports / Incident Reports: Lead Dept. CW-001 PUBLIC 2 years 2 years Ppg' GC §34090 (Send Employee Reports to Human Resources) Agreements & Contracts - Send Send Mag, City Clerk CW-002 APPROVED BY CITY Originals to Originals to Mfr, OD, S Yes: After GC §34090.7 COUNCIL the City Clerk the City Clerk Ppr QC & OD Covers E&O Statute of Agreements & Contracts - Limitations; Published Audit ADMINISTRATION RECORDS Mag, Standards=4-7 years; Statute Lead Dept. CW-003 Completion 10 years Completion + Yes: Before Mfr, OD, S/I Yes: After of Limitations: Contracts & Project Schedules, 10 years Completion Ppr QC & OD Spec's=4 years, Wrongful Death=comp. + 5 years, Correspondence with Vendor, etc. Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 The The Department preference Retention of Retention of Mag, (Appeals usually are retained Lead Dept. CW-004 Appeals the Appealed the Appealed Ppr as part of an Agenda Packet); Record Record GC §34090 et seq. Series Series EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 78 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QCd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Boards, Commissions, & Committees: Citizens Advisory Staffing Dept. CW-005 Bodies Formed by CITY Minimum 2 Minimum 2 Mag, Department Preference; GC COUNCIL years years Ppr §34090 AGENDAS,AGENDA PACKETS Boards, Commissions, & Committees: Citizens Advisory Mag, Staffing Dept. CW-006 Bodies Formed by CITY P P Yes Mfr, OD, S No GC §34090 COUNCIL Ppr MINUTES, BYLAWS Boards, Commissions, & Committees: External When No When No CW-007 Organizations Longer Longer Ppr' Non -records Required Required (e.g. County Board of Supervisors) Committees Internal - Attended by employees: All Records Lead Dept. CW-008 2 years 2 years Ppr' GC §34090 (e.g. Records Management Committee, In -House Task Forces, etc.) EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 79 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). City preference; Statute of Lead Limitations for personal (Responding) CW-009 Complaints / Concerns from Minimum 2 Minimum 2 Mag Ppr property, fraud, etc. is 3 years; Dept. Citizens (operational) years years Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342; GC §34090 Copies - Copies - CW-010 Copies or duplicates of any When No When No Mag Ppr GC §34090.7 record Longer Longer Required Required Correspondence - ROUTINE (Content relates in a substantive way to the Dept. that conduct of the public's Authors business) Document or CW-011 (e.g. Administrative, 2 years 2 years Ppr' GC §34090 Receives the Chronological, General Files, City's Original Letters, Memorandums, Document Miscellaneous Reports, Press Releases, Public Records Requests, Reading File, Working Files, etc.) EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 80 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Correspondence - TRANSITORY / Refer to the City's e-mail PRELIMINARY DRAFTS, policy. Electronic and paper Interagency and Intraagency records are categorized, filed Memoranda not retained in the and retained based upon the ordinary course of business CONTENT of the record. Records where either the Content NOT Substantive, or Content relates in a NOT made or retained for the substantive way to the conduct purpose of preserving the of the public's business, or Dept. that informational content for ARE made or retained for the Authors future reference purpose of preserving the Document When No When No informational content for future or CW-012 e. calendars, checklists, e- ( g•ldhkli Longer Longer Mag, reference are saved by placing Receives the mail or social media postings, Required Required P r p them in an electronic or paper p p City's Original instant messaging, ; invitations, (project) file folder and retained Document instant messaging, logs, for the applicable retention mailing lists, meeting room period. If not mentioned here, registrations, speaker slips, consult the City Attorney to staff videoconference chats, determine if a record is notes and recordings, supply considered transitory / inventories, telephone preliminary drafts. GC §34090, messages, text messages, GC §6252; 64 Ops. Cal. Atty. transmittal letters, thank yous, Gen. 317 (1981)); City of San requests from other cities, Jose v. Superior Court (Smith). undeliverable envelopes, S218066. Supreme Court of visitors logs, voice mails, California, 2017 webpages, etc.) EL SE UNDO, CA ©1995-2009 Gladwell Government I Services, Inc. all rights rese ed Page 81 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QCd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). As long as the drafts and notes are not retained in the "Regular Drafts &Notes: Drafts that are When No When No Mag, Course of Business". Consult Lead Dept. CW-013 revised (retain final version) Longer Longer Ppr the City Attorney to determine Required Required if a record is considered a draft. GC §§34090, 6252, 6254(a) 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-014 (both City-wide and Longer Longer Yes Mag require the data or output for Specialized) Required Required historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept. CW-015 Grants (UNSUCCESSFUL 2 years 2 years Mag' GC §34090 Applications, Correspondence) Ppr EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 82 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Grants / CDBG / Reimbursable Claims / Subventions / FEMA Meets auditing standards; Claims / OES Claims Grants covered by a (SUCCESSFUL Reports, other Consolidated Action Plan are records required to pass the After required for 5 years; Uniform funding agency's audit, if Funding After Funding Admin. Requirements for required) Agency Agency Audit, Grants to Local Governments Lead Dept. CW-016 2 years Audit, if if required - Mag, is 3 years from expenditure Send Grant Financial Reports Required - Minimum 5 Ppr report or final payment of to Finance Minimum 5 years grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), Applications (successful), program years , 29 CFRa 92.505, & 570.502 ( ) rules, regulations & procedures, 97.42; OMB Circular A-110 & reports to grant funding agencies, A-133.320(g); GC §34090; GC correspondence, audit records, §8546.7 completion records When No When No Non -records - may be obtained Lead Dept. CW-017 Newspaper Clippings Longer Longer Ppr from the newspaper company; Required Required GC §34090 Notices: Public Hearing Statute of Limitations on Staffing Dept. CW-018 Notices and Proofs of 2 years 2 years Ppr Municipal Government actions Publications is 3 - 6 months; GC §34090 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 83 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Upon Upon Separation or Separation or Human CW-019 Personnel Files (Full-time and Transfer, Transfer, Mag, Human Resources is OFR; Resources Part-time) Send to Send to Ppr GC §34090.7 Human Human Resources Resources (After Incorp. (After Incorp. Before Notes maintained in a separate Personnel Supervisory Files In In Annual Mag, folder to be incorporated into Lead Dept. CW-020 (Supervisor's Notes) Performance Performance Performance Ppr performance evaluation, or to Evaluation) Evaluation) Evaluation document progressive discipline; GC §34090 et seq. When No When No Time Cards are the final (these Lead Dept. CW-021 Personnel Work Schedules Longer Longer Ppr are preliminary drafts); GC Required Required §34090 When No When No Mag, Considered preliminary drafts; Lead Dept. CW-022 Photographs Longer Longer Ppr GC §§34090, 6252, 6254(a) Required Required Brown Act challenges must be Mag, filed within 30 or 90 days of Lead Dept. CW-023 Public Hearing Notices (Mailed) 2 years 2 years Mfr, OD, action; Statute of Limitations Ppr on Municipal Government actions is 3 - 6 months; GC §§34090 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 84 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QCd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Lead Dept. Real Estate Appraisal Reports (Who Ordered CW-024 (Acquisition or Sale): Property 2 years 2 years Mag, Not accessible to the public; the Appraisal) NOT purchased, Loans not Ppr GC §§34090, 6254(h) funded, etc. 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 (Who Ordered CW-025 (Acquisition or Sale): 2 Years Required - Required - Yes: Before Mfr, OD, S Yes: After auditing requirements; 2 CFR the Appraisal) Purchased Property, Funded Minimum 3 Minimum 5 purchase Ppr QC & OD 200.334; 24 CFR 91.105(h), 24 Loans CFR 97.42(b), 24 CFR years years 570.502(b); 29 CFR 97.42, GC §34090 Reference Materials: Policies, Procedures, Brochures, Lead Dept. CW-026 Manuals, Newsletters & Minimum 2 Minimum 2 Mag, Department preference; GC Reports: Produced by YOUR Years years Ppr §34090 Department Reference Materials: Policies, Procedures, Brochures, Lead Dept. CW-027 Manuals, Newsletters & When When Mag, Copies; GC §34090.7 Reports: Produced by OTHER Superseded Superseded Ppr Departments EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 85 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters, & When No When No Mag CW-028 Reports: Produced by Longer Longer Ppr' Non -Records OUTSIDE ORGANIZATIONS Required Required (League of California Cities, Chamber of Commerce, etc.) Reports and Studies Mag, Administratively and Lead Dept. CW-029 (Historically significant - e.g., 10 years P P Mfr, OD, S/I Yes: After Historically significant, Zoning Studies) Ppr QC & OD therefore retained permanently; GC §34090 Reports and Studies (other Department preference; Lead Dept. CW-030 than Historically significant 5 years 5 years Par' p Information is outdated after 5 reports - e.g. Annual Reports) years; GC §34090 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 86 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Previous MSDS may be obtained from a service; SDS / SIDS ( Safety Data Sheets) / MSDS may be destroyed as MSDS (Material Safety Data Maglong as a record of the Lead Dept. CW-031 Sheets) / Chemical Use Report 30 years 30 years MfP r, O OD, S Yes: After chemical I substance I agent, Form (or records of the p QC & OD where & when it was used is chemical / substance / agent, maintained for 30 years; where & when it was used) Applies to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3), GC §34090 Transitory records not retained Speaker Cards (submitted at When No When No in the ordinary course of Lead Dept. CW-032 public meetings) Longer Longer Ppr business (used to accurately Required Required produce minutes); GC §§34090 et seq., 6254(a) Expiration + 2 Expiration + 2 Yes: During Mag Lead Dept. CW-033 Special Event Permits Class or Ppr GC §34090, years years Program EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 87 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Surveys / Questionnaires (that the City issues). If a summary of the data is Lead Dept. CW-034 compiled, the survey forms are 2 years 2 years Ppr' GC §34090 considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) Department Preference; OSHA requires 5 years for safety records; Calif. Labor Division is required to keep their OSHA records 7 years; Ethics Training - ALL COURSE Training is 5 years; RECORDS EEOC/FLSA/ADEA (Age) Mag, Yes: After requires 3 years for promotion, Lead Dept. CW-035 (Attendance Rosters, Outlines 2 years 3 years 5 years Mfr, OD, S QC & OD demotion, transfer, selection, and Materials; includes Ethics Ppr or discharge; State Law & Safety training) requires 2 -3 years; 8 CCR §3203 et seq., 8 CCR 14300.33(a); 29 CFR 1627.3(b)(2), 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 88 of 403 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITY MANAGER & CITY COUNCIL OFFICE Copies - Copies - City Clerk CM-001 Agenda Packets / Staff Reports: When No When No Mag, Mfr, S Yes: After GC §34090.7 City Council Longer Longer OD, Ppr 2 years Required Re uired City Manager & City CM-002 Awards & Certificates to the City 2 years 2 years Mag, Ppr GC §34090 Council Office City Manager & City Council Correspondence City CM-003 (directly to and from Council 2 years 2 years Mag, Ppr GC §34090 Council Members) Office City Manager & City CM-004 City Manager's Correspondence 2 years 2 years Mag, Ppr GC §34090 Council Office City Manager & City CM-005 Department Files Minimum 2 Minimum 2 Mag, Mfr, S Yes: After Department Preference; GC Council years years OD, Ppr QC §34090 Office City Manager & Diversity, Equity and Inclusion Brown Act challenges must be City CM-006 Committee Agendas, Agenda Minimum 2 Minimum 2 Mag, Ppr filed within 30 or 90 days of Council Packets years years action; GC §§34090, Office 54960.1(c)(1) EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 89 of 403 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). City Manager & City CM-007 Diversity, Equity and Inclusion P P Yes Mag, Mfr, S Yes: After Department Preference; GC Council Committee Minutes OD, Ppr QC & OD §34090 Office City Manager & Economic Development Advisory Brown Act challenges must be City CM-008 Commission Agendas, Agenda Minimum 2 Minimum 2 Mag, Ppr filed within 30 or 90 days of Council Packets years years action; GC §§34090, Office 54960.1(c)(1) City Manager & Economic Development Advisory Mag, Mfr, Yes: After Department Preference; GC City CM-009 Commission Minutes P P Yes OD, Ppr S QC & OD §34090 Council Office City Manager & Maddy Act List (Board and City CM-010 Commission Vacancies) 2 years 2 years Mag, Ppr GC §34090 Council Office City Manager & Proclamations / Commendations / City CM-011 Certificates / Recognitions 2 years 2 years Mag, Ppr GC §34090 Council (includes requests) Office City Manager & Minimum 2 Minimum 2 Department Preference; GC City CM-012 Project / Program Working Files Mag, Ppr §34090 Council years years Office EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 90 of 403 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? /f 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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). City Review for historical Manager & Public Relations - City Produced Minimum 2 Minimum 2 significance. Transfer historical City CM-013 Publications, Press Releases, Mag, Ppr documents to SMC Historical Council Photos years years Association; Department Policy; Office GC §34090 City Manager & Recruitments for Boards and City CM-014 Commissions, Advisory Boards: 2 years 2 years Mag, Ppr GC §34090 Council Applications, Interview Notes, etc. Office City Manager & Speeches / PowerPoint When No When No Notes, drafts, or preliminary City CM-015 Presentations Longer Longer Mag, Ppr documents; GC §34090 et seq. Council Required Required Office EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 91 of 403 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). MEDIA and COMMUNICATIONS City Boards, Commissions, & Department preference; State Manager/ Committees: AUDIO law only requires for 30 days for a &/ CW-016 RECORDINGS or VIDEO 4 years 4 years Mae ( g) audio recordings, 90 days for Commun. RECORDINGS of Meetings / video recordings; GC Audio Tapes §§54953.5(b), 34090.7 City City Council AUDIO Department preference; State Manager / RECORDINGS or VIDEO Tape law only requires for 30 days for Media & CW-017 RECORDINGS of Meetings / 4 years 4 years (Mag) audio recordings, 90 days for Commun. Audio Tapes video recordings; GC §§54953.5(b), 34090.7 City Manager / CW-018 Community Cable Advisory Minimum 2 Minimum 2 Yes (all) Mag , Ppr Department preference; GC Media & Council Agenda Packets years years §34090 Commun. City Manager / CW-019 Community Cable Advisory P P Mag, Mfr, S / I No GC §34090 Media & Council Minutes & Bylaws OD, Ppr Commun. City Manager / Community Programming / Department Preference; GC Media & CW-020 Government Access Channel / 2 y ears 2 Y Mag, Ppr , 9 p §§34090 et seq., 34090.E and Commun. Cable TV Programming 34090.7 City Manager / Legislation (Correspondence from Media & CW-021 the CitySupporting or Opposing 2 ears 2 ears Mag' Ppr GC §34090 Commun. proposed Legislation) City Manager / Media & CW-022 Press Releases 2 years 2 years Mag, Ppr GC §34090 Commun. EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 92 of 403 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITY ATTORNEY Advice Files / Subject Files Reference materials and copies of City (Advice provided to the City on a When No When No documents generated by other Attorney CA-001 Longer Longer Mag, Ppr departments pertaining to various variety of subjects) �.� '� ble eta} Required Required topics required by Attorney staff; GC §34090 et seq. Citations and Complaints (All are Provided there are no outstanding City CA-002 misdemeanors. Includes 3 years 3 years Mag, Ppr warrants, do not involve Attorney inspections, warrants, etc.) identifiable items which have not been recovered, GC §34090 Atte ey GA-002 s 42 R Fes � 94 Ne Departmentpfefefenc-e� Statewide + guidelines PF9pese superseded 2 years; GG §34090 City Mag, Mfr, Department preference; c+� Attorney CA-003 City Attorney Opinions 5 years P P Yes OD, Ppr S/I No 21ears; GC §34090 Fonanee maintains settlement reGords; Claim must be filed within 1 year, lawsuit within 2 years; City Yes: complaints against peace officers Attorney & CA-004 Claims - Not Juveniles Settle + 5 Settle + 5 Yes: Until Mag, Mfr, S After within 5 years; Statute of Finance / years years Settlement OD, Ppr Settled Limitations for contracts is 4 years; Risk Manag. wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5 CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 93 of 403 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of Record Classification OR Records Description Retention I Disposition Comments I Reference (OFR) File Number Active (in office) Inactive (Off -site, OD or Mfr) Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). City Attorney & Finance / CA-005 Claims - Juveniles Age of Majority (minimum Settle + 5 years) Age of Majority (minimum Settle + 5 ears) Yes: Until Settlement Mag, Mfr, OD, Ppr S Yes: After Settled C;naRGe Fna,n+a,ns settl.,. eRt r�s; Juveniles may have additional legal recourses; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5 Risk Manag. City Attorney & City Clerk CA-006 Closed Session Materials 2 years 2 years Mag, Ppr GC §34090 GA-007 of a Copies or d When No v-v-r,cn-,-vim QLonger d \n/he.. nl v-c-rrcn-,-vim Longer — ��,��_p �� Mag ' p GG § 4090.7 unlioa+or. reeerd Lead De CA_008 Correspondence ROUTINE /o g. 2 years 2 dears _ Mag, Qnr Should be routonely destroyed n+ kept in the regular course of eehu a not needed to > > General C'loc Letters, rc ' ' sines and discharge the public duties of the '\n/' Donnr+c Reading, Working C'loc etc-} Gono It the City Attorney with any questions; GG §§ 6252 34090 nc-cad -DePc- C-rA-00.9 GeFFespendense TRANSITORY logs lists When No LongerLonger Required T�TT� When No T�TT� Required Mag, Pp Should be routonely destroyed if of 1.an+ in the r ular eowse et .. .sled +.. business (e.g. eheoldists mailing inyeRtWies,transmittal and a not supply letters. thank yous, e ails- venee ails. a+a ) TT'Q^�-c cc7 drafting s. do..uments person eh Consult the City Attorney with any GG 6252, 34098 questions. §§ CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 94 of 403 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-3 Office of Record Classification OR Records Description Retention / Disposition Comments / Reference (OFR) File Number Active (in office) Inactive (Off -site, OD or Mfr) Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). II CA 010 drafts A_ Notes: drafts that n v-v-r�cn--rv� When No 1_ongeF �"�Qquire�`J�"� T�T� When NO v-v-r�cn--rv� Longer Longer Required _ Mag, pee ��'�`9 �' �P' Should he, r U hine,l destFoye,ed if y not Lnn+ in the r u laF GOUFse of business and a not n e ded +n final _ diseh.� the duties the ee revised (retain version), Telephone messages, n+n Fge p uhlie of drafting c nh .d..Guments persond Consult the City Attorney With a ny 6257 34090 GG questiens; §§ rit., AttOffle7 ` 4- r1e, n., r+.., e, n+ of Fair Cmnle....., e, n+ 4_ Disposition Final Disposition 1\ ag, Pp Cnednrnl law- r All State and rn+nn+inn unto! final .disposi+inn of formal Ge. plaint; CMbe requires 2 yeaFs afteF aetion is taken; GG_ §§12946429an 3nnon Housing (DFEH OF EEOG) Claims 2 2 yeaFS years AS Human Resources CA-007 Grievances (Escalated from Human Resources) Return to Human Resources Return to Human Resources Yes: Before Disposition Mag, Ppr All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 City Attorney CA-008 Litigation Files / Legal Case Files Send Final Settlement Agreements to the City Clerk Settle + 1 year Settle + 4 years Settle + 5 years Yes: Until Settlement Mag, Mfr, OD, Ppr S Yes: After Inactive Statute of Limitations runs 6 months - 5 years; for contracts is 4 years; wrongful death for construction is completion + 5 years; Civil Courts retain their records for 10 years; CCP §§ 337 et seq.; GC §§ 945, 34090, 34090.6, 68150; PC §832.5 A+nttome , City- CA-044 Small Claims- r��u' awd + 2 years YeS: I�� Mag Mfg OID, PP S Yes: 1 Meets GG §34090 2-yea+s Closed yeaf auditing needs; CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 95 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITY CLERK City Clerk & Public CC-001 Abandonments / Vacations P P Yes (all) Mfr, OD, S/I Yes: After GC §34090 et seq. Works / (Streets) / Rights of Way Ppr QC & OD Engineering Mag, Yes: After Department Preference; GC City Clerk CC-002 Agenda Staff Reports P P Mfr, OD, S / I QC & OD §34090 Ppr 5 years City Clerk CC-003 Agenda Packets P P agOD, Mfr S / I Yes: After .& Department Preference; GC years years QC OD §34090 Ppr City Clerk CC 003 Bodies, Planning 2 2 GG eXGept years yeaFs Rpr §34090 Agreements & Contracts Approved Superseded Yes: Mag, Yes: After Administrative & legal value City Clerk CC-004 by Council: Mutual Aid, Joint + 2 years P P Before Mfr, OD, S / I QC & OD (Emergency Preparedness), GC Powers Authorities (JPAs) Expiration Ppr No §34090 Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 96 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record Classification OR Records Description Retention I Disposition Comments I Reference (OFR) File Number Active (in office) Inactive (Off -site, OD or Mfr) Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED: Includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) and insurance certificates Department preference; All „^r development agreement, � mprevem^ is ubli work infrastructure, JPAs, & Mutual Aid City Clerk CC-005 'dewalk6 +mot G^^+ Q alley improvements-,- ers, Exception Completion + 2 years P P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD contracts are permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP After +paef+ve utifi#+es� ater. : Demolmtaon6 landsGapiRg street §§337. 337.1(a), 337.15, 343; GC g §34090, Contractor has retention Examples of Infrastructure: requirements in 48 CFR 4.703 Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & Property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc. Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 97 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Agreements & Contracts Approved by Council: NOW INFRASTRUCTURE(NOT IMAGED): Includes all contractual obligations Department preference; Statute of (e.g. Amendments, Scope of Work Limitations is 10 years for Errors & or Successful Proposal) and Omissions; Sate yW g k[e4n^„ 5 f„r Yes: After insurance certificates ^„' propose ^„l„+;^„ + years Consultant„ L andseaping Completion Completion Yes: Mag, QC & OD . improvement nen tal City Clerk CC-006 Painting, Slurry Seals + 2 years 8 years + 10 years Before Mfr, OD, S / I 4 ^ ^ „,^+;^„ + n years for transportation After (Paving), Tree Trimming, Leases, Completion Ppr laae ive and eeneessionaire agreemen s. Statute of Limitations for contracts is 4 years; CCP Examples of NON -Infrastructure: §§337., 337.1(a), 337.15 GC Consulting, grants, disposal, §34090 franchises, housing, leases, legal services, loans, paving, painting, professional services, slurry seals, tree trimming, etc. EEOC / ADEA (Age) requires 1 Agreements & Contracts Approved Yes: Mag, Yes: After year after benefit plan termination; QC & OD City Clerk CC-007 by Council: Retirement 2 years P P Before Mfr, OD, S / I State Law requires 2 years after No Agreements (PERS) Expiration Ppr action; 29 CFR 1627.3(b)(2); GC §§12946, 12960, 34090 Agreements & Contracts Approved Mag, Yes: After City Clerk CC-008 by Council: Subdivision, LLA's 2 years P P Yes (all) Mfr, OD, S / I Land Records; GC §34090 QC & OD (Lot Line Adjustments), & LSA's Ppr No (Lot Split Agreements) Agreements & Contracts Approved Mag, Yes: After QC & OD City Clerk CC-009 by Council: Title Insurance, Land 2 years P P Yes (all) Mfr, OD, S / I GC §34090 No Records Ppr muupteu: I L/ 1 /ILUUL Amended: 06/07/06 Amended: 11 /08/06 Page 98 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record Classification OR Records Description Retention / Disposition Comments / Reference (OFR) File Number Active (in office) Inactive (Off -site, OD or Mfr) Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). City Clerk CC-010 Agreements & Contracts Approved by Council: MOUs - Memorandas of Understanding 5 years Expiration + 5 years Expiration + 5 years Yes: Before Expiration Mag, Mfr, OD, Ppr S / I Yes: After EEOC / FLSA requires 3 years for MOUs; State requires 2 years; 29 CFR 516.5, GC §§12946, 12960, 34090 QC & OD ;- Agreements 4 Gen+raets: Unsuccessful Bids �g a ' -P� City Clerk CC-012 Annexations P P Mag, Mfr, OD, Ppr S/I No GC § 34090 �+ City Clerk rr��rr++ �� GC 01 .9 Assessment Termina+ion vrr of Dostr e+ i �r �A�n _ T�T"� MfF-OD, c� S44 Ye n{+.�.- (`..n�. �..+., n+...�+h n ••n ; of D' + 'e+ + �r 5 years T^��$+ 9�^ r QG & OD nAnnc ningrnm� nip+rie+ Celdero r r Agreement r_r §34090 retention; &yeafs � No City OC-914 nrd'e Reoord'ns Tapes of Cooil Meetings Upon have been o a+ed and _D%Q'o verified; Streaming video filet. retained a n+erne+ fer 3 . f (then o ed to VD) and on meetings t - streaming -streaming- .dee I pefmanently �+ r n medaa At an n+e al of tome m e e+in. and 10 epd- riflon+ie ,!errneil streamingvide media .ill be- ef tlf DVD edia and A transferred to new Len+ in Gity Clerk's Office Coy moil meetings and streaming eo+ o n+ med'a GG Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 99 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Bid Submittals - Formal Bids Only: Mag, City Clerk CC-012 Specification / RFP and Responses, Unsuccessful Bids Bid Opening Bid O enin Mfr, OD, S / I Yes: After QC & OD GC 34090 + 2 years + 2 years and Proposals, etc. Yes: After Longest Statute of Limitations is Certificates of Insurance (Normally Yes: Mag, QC & OD 10 years; Conforms With City Clerk CC-015 filed with Agreement) Also see 2 years 9 years 11 years Before Mfr, OD, S / I Agreement Retention; statewide After Completion Ppr fnaeive sidelines propose +; perman CCP §337 at seq.; GC §34090 City Clerk CC-016 Chronological History of Mayors 2 years P P Mag' Historical Value; GC §34090 and City Council Ppr Maw Yes: AfteF Originals e by maintained City Clerk GG-017 s 42 R MfF 9D S-iL4 QG & QD Atterney, copies by City Clerk Rlar N9 oe...,.,....,+i.,• C�� City Clerk CC-018 City Incorporation, Logo, City Seal P P Ppr' GC §§34090 Expiration of Expiration of Mag, Statute of Limitations for Errors City Clerk CC-019 City Clerk - Notary Public Term + 10 Term + 10 Mfr, OD, S No and Omissions is 10 years; CCP years years Ppr §337 et seq.; GC §34090 Risk Management is Office of Record for the Claim File; GC 34090 Yes: After Risk 22 e� ars Settle 4- years Yes: Until Mag, QC & OD Statute ^F I ;m;+^+;enG ., ns 6 Manag. CC-020 Claims Forms^"� years c ++ � Settlement MfryeaFs S / I A#teF � �k y� P, pOD, wrongful .death fe 94534090 34090 6; PC ti §832 Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 100 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record Classification OR Records Description Retention I Disposition Comments I Reference (OFR) File Number Active (in office) Inactive (Off -site, OD or Mfr) Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). r i++T AdMiR. Scarr'd- GG 021 r fnnraha nnal r�nal a iZ MaEg- Mf� e� - �.Aft . r. �i d Vau• After nanar+.an+ orafaranaa' Gity Glark 1 �Q Fetains origin permanently; statewide lnl'nn 7 prop . 7'. ^ Other #�� e -.Ica-es eit shows e years; GG §3409 Copies OF d pligates of a reeord When No QL� Longer When Longer 'v"."J. ' N' 409� Dept-. Gerrespendenee ROUTINE /a g. 1 dm'nio+rataye Ghronoleginal 2 years 2 years 1 ��' ag-,— Rpf Should be rnr r+inn).. elao+rg..e,e! if a4 kept in the regular course of business age! ., ..+ needed +. r r e. Letters, General FilaLead Memorandums, �Ai�-ggllnngg� rn — draf+'n do nts R.. .. r+n R..ael'n \n/r.rL'n C'Ig person oh Gonsult the City Attorney with any estion • GG §§ 6252,34 s, etG+. Lead Dept. GeTRANSln _moo TTOthey gheeklists logs ailing lists, mailing When No Lgnaor Required When NO Longer Required As Igng as theyn .,+ retained ' If not rn n+ignnehgrn' rl++hg (e.g. orny inventories, transmittal letters, thank . ailsvenee rd i +rn si+g mails,a4g 1 -ccc7 s'de ed Gity Clerk CC 022 Co mail onlue'es s_ PFOE;e dr Fes 2 years g R Mag- Mfr, OD, RK S--�� Yes: After LJ ie•+grig nn.4 gel r..iniS+rn+i..g \/nlug• QG & OD GG §34090 Ne City Clerk CC-023 Deeds: Property owned by City (property acquisition files) 2 years P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 101 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Classification Records Description Retention I Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Il ead Dept DFIafts Nete DFaff that When Ale vmcm-r� When ale vrncm-v� Longer Qheu l d her U hinely destroyed if of kept in the regular GOUFse of a n e.ded business •' r' •' 79 cTvvcc$�rcrrt:rz �xiL�i� e.d final . n) and of o nhlie duties riseh,Fge the the (retain TelephORe messages, ete LongeF RequiredRequiredperson o r. of draff'nnh .o nts Consult the City AtterRey ...ith any questions; r_r s s r2P.2 .q_ o1 Mag, City Clerk CC-024 Easements 2 years P P Yes (all) Mfr, OD, S No GC §34090 Ppr Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 102 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). ELECTIONS - CONSOLIDATED Campaign Disclosure Statements Data that has been maintained for at least 10 years may then be (FPPC 400 Series Forms, 501 archived in a secure format; Paper City Clerk CC-025 Form): SUCCESSFUL 2 Years P P Mfr, OD, S After 2 CANDIDATES (Elected Officials) Ppr years must be retained for at least 2 All, whether filed electronically or years; GC §81009(b)&(g); GC not 84§ 615(1 Campaign Disclosure Statements Candidates without committees are not required to file their (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL statements , reports or copies online or electronically; Paper City Clerk CC-026 CANDIDATES 5 years 5 years Ppr Includes Unsuccessful Candidates must be retained for at least 2 Without Committees that Don't File years; GC §81009(b)&(g); GC Electronically 8� 4615 uampaign uisclosure Statements (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL Maa, Yes: After Statements filed electronicalIV are required for 10 years; GC City Clerk CC-027 CANDIDATES, 10 years 10 years Mfr, OD, S / I QC ELECTRONICALLY FILED - � §81009(b)&(q); GC 04615 WITH or WITHOUT Committees Elections - Campaign Reports City Clerk CC-028 (FPPC 400 Series Forms): 7 years 7 years Mfr, OD, S After 2 Paper must be retained for at least OTHER COMMITTEES (PACS - Ppr years 2 years; GC §81009(b)(g) not candidate -controlled) Elections - Campaign Reports (FPPC 400 Series Forms): City Clerk CC-029 THOSE NOT REQUIRED TO FILE 4 years 4 years Mfr, OD, S After 2 Paper must be retained for at least ORIGINAL WITH CITY CLERK Ppr years 2 years; GC §81009(f) (copies) Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 103 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; No Duration of Duration of specific legal requirement; City Clerk CC-030 Elections - Candidate Statements Office + 4 Office + 4 Ppr S / M / I After 2 Statewide guidelines propo (to be printed in the sample ballot) years ; years years f....,.Jm4nmstF,tave value; GC § 34090 Department Preference; No Duration of Duration of Yes: After specific legal requirement; CityClerk CC-031 Elections - Certificates of Election Office + 4 Office + 4 Ppr p S / I QC & OD Statewide guidelines PFOpose 4- end term + n After years years inaefive years ' f. administrative value; GC § 34090 WORKING or ADMINISTRATION Election File (Correspondence to Mag, Used for a model for the next City Clerk CC-032 candidates or FPPC, Applications 2 years 2 years Ppr election, GC §34090 for vacancies on the Council, Master of Candidate's Packet, etc.) Elections - HISTORICAL File Mag' City Clerk CC-033 (Sample ballot, all Resolutions 8 years P P Mfr, OD, S No Retained for Historical Value, GC (calling the election, canvass, Ppr §34090 etc.), election summary) Department Preference; Statewide 4 fOF guidelines proposes years successful f„uli, • CA law states term S Elections - Nomination Papers: Duration of Duration of Mag, City Clerk CC-034 SUCCESSFUL CANDIDATES Office + 4 Office + 4 Mfr, OD, of office and 4 years after the years years Ppr expiration of term and does not dell ,. ate between the two; EC §17100 Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 104 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Elections - Nomination Papers: Election + 4 Election + 4 Mag, Statewide , uideliReS n s n yeaFS for s ssfu l e ndi.J. tes 2 .,,,.,rS fi.r ,,.,s,,,.,.essf„I• CA law City Clerk CC-035 UNSUCCESSFUL CANDIDATES years years Mfr, OD, states term of office and 4 years Ppr after the expiration of term aad does delineate between the not twe; EC §17100 Results + 8 Results -+ 8 months or months or Final Final Not accessible to the public; The 8 Exam in ination in month retention applies after if if if election results, or final City Clerk CC-036 Elections - Petitions (Initiative, Election + 1 Election + 1 Ppr examination election, unless Recall or Referendum) year after year after o there is a legal or FPPC petition petition proceeding. EC §§17200 b 3 , examination examination 17400 if petition is if petition is insufficient insufficient 9Me- F}l8 No specific legal requirement; City Clerk CC-037 Elections - Precinct Maps 2 years 2 years Mag, Statewide guidelines propose 2 e,,,..-etary of State; EC §17501, Ppr GC §34090 ELECTIONS - STAND-ALONE use in con unction with Consolidated elections ... records series are not repeated) Elections - Vote -by -Mail City Clerk CC-038 Applications / Absentee 6 mo. 6 mo. Ppr EC §17505 Applications, Roster of Absentee Applications Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 105 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Classification Records Description Retention I Disposition Comments I Reference Record OR File Number Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off -site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) Imaged & S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Elections - Vote -by -Mail City Clerk CC-039 Identification Envelopes 1 6 mo. 6 mo. Ppr EC §17302 Absentee Identification Envelopes City Clerk CC-040 Elections - Ballots - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk CC-041 Elections - Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306 GC U3753(c)(2) Gonsmste ,t with tm l_Raalleet City Clerk CC-042 Elections - Assessment District 2 years 22 years PprStatewide rete guidelines propose - Ballots -Prop. 218 proceedings 6�� 6�� CA Gonst'tutao Art. Xm Elections - Challenged & Assisted City Clerk CC-043 Voters List 6 mo. 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-044 Elections - Inspector Receipts for 6 mo. 6 mo. Ppr EC 17302, 17306 Ballots City Clerk CC-045 Elections - Precinct Officer 6 mo. 6 mo. Ppr EC §17503 Appointments Mag, City Clerk CC-046 Elections - Roster of Voters 5 years 5 years Mfr, OD, EC §17300 Ppr City Clerk CC-047 Elections - Tally Sheets 6 mo. 6 mo. Ppr EC §17304 Elections - Voter Index Copies City Clerk CC-048 used as the Voting Record at 6 mo. 6 mo. Ppr EC §17304 Polling Places City Clerk CC-049 Elections - Voter Index Original 5 years 5 vears P r EC § 17001 End of Elections Section Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 106 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or invests ations suspend normal retention periods retention resumes after settlement or completion). Separation + Mag—, Statute Limitations fOF Publk) of efflemale is diseevepy-4- Gity Clerk- CC 050 Employee Bonds / Fidelity Bonds Yes D, S No offense + A years;uet GG §§365m S $ RRF 34090; PC 803(ey 20 §§801 use 1111113 Mag, Yes: After City Clerk CC-051 Ethics Training Certificates 5 years 5 years Mfr. OD, S / I QC & OD GC §53235.2(b) I� FPPC 700 Series Forms (Statement of Economic Interests): Mag, Yes: After City maintains original statements; City Clerk CC-052 DESIGNATED EMPLOYEES 3 years 4 years 7 years Mfr, OD, S 2 years GC §81009(e) & (g) (specified in the City's Conflict of Ppr Interest code) FPPC 700 Series Forms (Statement of Economic Interests): Department preference; City PUBLIC OFFICIALS (elected & Mfr, OD, Yes: After maintains copies only and the City Clerk CC-053 not elected. Includes City Council 3 2-years 4 2-years 7-4 years Pp r S 2 ears y mandate is 4 years; original Members, Planning Commission statements are filed with FPPC; Members, City Manager, City GC §81009(f) & (g) Treasurer & City Attorney) City Clerk CC-054 FPPC Form 801 (Gift to Agency 7 4 years 7 4-yearsE!pr Mag, Must post on website; GC §81009(e) Re ort City Clerk CC-055 FPPC Form 802 (Tickets Provided 7 years 7 Vears Mag, Pprr Must post on website for 4 years; by Agency Report) GC §81009(e) City Clerk CC-056 FPPC Form 803 (Behested Payment Report) 7 Vears 7 years Mag, Per FPPC Regulation 18734(c); GC 8§ 1009e FPPC Form 806 (Agency Report of Mag, Must post on website; 2 CCR City Clerk CC-057 7-years 7^years � 18702.5(b)(3) 4 5; GC Public Official Appointments) �34090; GC §81009(eL Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 107 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of Classification Records Description Retention I Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). FPPG Q Lists,mag— €PPGepinfer�(no longer „ems, "won City Glerk years s �D S Fes requirement) Franchise Agreements - Bid Opening Bid Opening City Clerk CC-058 Unsuccessful bids (e.g. Cable + 2 years + 2 years Ppr GC § 34090 TV, Electric, Gas, etc.) Franchise Agreements Cable �c i 6 Until Mag-Yes: " After Statewide guidelines propose oompletion + 5 years for n eompletion + n years fer tFanspertatien and ..n QC4 agreements n,,.,.,r+,,,,,r.+ City YI' Clerk ^^nCn VV-V JJ (e.g. T\/ Clas+ris Taxi a+s \ years eFFA Mfr' -' p , 1 d--/�-F e- Gas, years yearsf'FI"f.Cr �� RIM inaEtlye PR•�GI"I.T�Ge,�QCGCCCTCR1TRLl'[IVITS s n 10 years; Qmissi GGP r-r-337 337.1 Rs; (a) 3 37 15 343, r_n 4. nan C-AntrA .+„r ha rptt-n+map its mn 48 GFR 4City Clerk CC 060 Government Agencies (Outside 2 2 Maw GG 4090 years years City Clerk determines historical significance; records can address Mag, a variety of subjects and media. City Clerk CC-061 Historical Records P P Mfr, OD, S No Some media (e.g. audio and video Ppr tape) may be limited because of the media's life expectancy; GC §34090 insurance D.Jisies Q_ Gerfifiea+as Yes: Mag-, Yes: "fteF Gity G!eFk GG 96 before MfF, GD, S / 4 QC_&_OB ran \• Cir F400 J et ..1ExWatkm Dr�r retention; GGP §§337; §34090 Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 108 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of Record Classification OR Records Description Retention I Disposition Comments I Reference (OFR) File Number Active (in office) Inactive (Off -site, OD or Mfr) Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Clerk �3 IRSUr. RGe PaliGies A_ I R P Yes: BeforeMf, Expon Mag-, -GD, ' -K �� litigation; GGP er-tif'Gates (City owned): IGMA, SelfCity ,nc� �rnn^e hiiitGeneral 4_ I i^y T (& Duhli..)\A/r,rLnrS Compensation OTf Gity-- AtterneRequired �4 Lawsuits, LitigationPend'p@- When No On Yes:— e- C..+f�ii MfF, vim RPIF &J-4 Yes: After /'`ity Attorney is OFF; Claim n•. st be filed within 7 plaints years; against neaee of ieers within • StatuteI of imitations for When No � D eentFaets is A y .. FS; gful death for nnnStF Gtien is 911.' 945 31090 Litigation 'Loner Settled et seq.;-GG §§ City Clerk CC-065 Minutes: City Council P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 City Clerk CC-066 Municipal Code Administration, Distribution, etc. When No When No Mag, Ppr Preliminary Drafts (transmittals to Longer Required Longer Required Codifier and departments); GC § 34090 2years 2 years City Clerk CC-067 Municipal Code Supplement Books and Histery File _always retain 1 supplement) When No When No Mag, Mfr, OD Ppr S No Preliminary Drafts (transmittals to Longer Required Longer Required Codifier and departments); GC § 34090 R R Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 109 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-15 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference; Statute of Limitations: Public official Oaths of Office - City Council and Mag, Yes: After misconduct is discovery of offense City Clerk CC-068 Volunteers (required of all "City Separation + Separation + Mfr, OD, S / I QC & OD + 4 years, retirement benefits is 6 Officers", Elected and Boards & 6 years 6 years Ppraetive Ater years from last action; statewide Commissions) guidelines propose Termination 6years; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Mag, City Clerk CC-069 Ordinances P P Yes (all) Mfr, OD, S No GC §34090 et. seq. Ppr Gity Clerk CC 8 QFdonanees: Not Adopted Department Preference; GC - (all material) Unsuccessful $ years D91, ' P� §34090 et seq- Petitions (submitted to Council on any subject - Dog Parks, Parking, Department preference; Law City Clerk CC-071 Traffic Calming, etc.) 2 years 2 years Ppr requires 1 year for petitions; GC 1 yea 1 yea §50115 See Elections for Initiative, Recall or Referendum Petitions Property Deeds / Offers of Mag, No CityClerk is OFR and maintains City Clerk CC-072 Dedication: Processed (presented P P Mfr, OD, S / I Yes: After them permanently; GC §34090 to Council) Ppr tnaetive Publications issued by the City - Mag, Yes: After City Clerk determines historical City Clerk CC-073 Historically Significant 2 Years P P Mfrr,,p S / I QC &OD significance; GC §34090 SD, Yes: After City Clerk CC-074 Real Estate Surplus Property 2 years P P Mffrr, OD, S / I QC & OD GC §34090 Sales Ppr AfteF 'n aetuve Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 110 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-16 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Records Management: Mag, Yes: After City Clerk CC-075 Destruction Lists / Retention 2 years P P Mfr, OD, S / I QC & OD Department preference; GC Schedule Ppr Ater tie §34090 et. seq. Mag, City Clerk CC-076 Resolutions - City Council P P Yes (all) Mfr, OD, S No GC §34090 et. seq. Ppr Revocable Lease Agreements or Yes: After Not all Encroachment permits are Licenses /Encroachments ( see Ma g' QC & OD submitted to Council; Statewide City Clerk CC-077 Public Works for utility 2 years P P Yes (all) Mfr, OD, S / I o rrv,.,Re +. guidelines Ater encroachments, wide load permits, Ppr inaefive propose GC § 34090 etc.) City Clerk CC-078 Scan Logs P P Mag, S Yes: After Department Preference; GC Ppr 1 year §34090 Mag, Yes: After Department preference; Statewide - City Clerk CC-079 Streets: Vacations 2 years P P Yes (all) Mfr, OD, S / I QC & OD ; GC NO Ppr §34090 Subpoenas (Miscellaneous). City Clerk CC-080 Requests for Public Records, 2 years 2 years Ppr GC §34090 Miscellaneous Title Reports: Property owned by Mag, Yes: After City Clerk CC-081 City 2 years P P Mfr, OD, S / I QC & OD GC §34090 Ppr NO Gity G!eFk WRifeFM Cedes (Uniform Building /'`...J.. .,+.. \ vwc,�ca.) When Ne Longer %Nhnn AL, Longer I RIM I InifOffn Godes „ published pry. .-etely and can be obtain City Clerk CC-082 Utilities Administration 2 years 2 years Mag' GC § 34090 (Correspondence with PUC, etc.) Ppr Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 111 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-17 Office of Classification Records Description Retention I Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Transfer to Transfer to Mag, City Clerk CC-083 Vehicle Pink Slips New Owner New Owner Mfr, OD, S No GC §34090 Ppr City Clerk `bG Video Reeordinels / tapes -" ALSO CCC AUDIO TAPES-- IDepartment PrefeFenee; I of- 0Ci'f regular ngs (Mag a#I W,,,-keFS Compensation o "Gi s Yes: After for Agreements GontFaets City Clerk and (supplied to. Goverage-by- y yeaFs spars Y "" , —7G6�fae�o,-T ` 4 s A yearc • GGP §337 et s • GG Gornpletio]4 � �e prove Adopted: 12/17/2002 Amended: 06/07/06 Amended: 11 /08/06 Page 112 of 403 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY TREASURER Page CT-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITY TREASURER City CT-001 Bank Statements 7 years 7 years Mag, Ppr Department preference; GC Treasurer §34090, 26 CFR 31.6001-1 Department preference; Meets City CT-002 Checks - Cashed (maintained by 7 years 7 years Mag, Mfr, S Yes: After municipal government auditing Treasurer the bank) OD, Ppr QC standards; GC §34090, CCP § 337 City Historical Treasurers Records Mag, Mfr, Department preference; GC Treasurer CT-003 (samples of old Leather-bound P P OD, Ppr S No §34090 books, etc.) When No When No Lon City CT-004 Investment Committee Agenda Requged - Requer ier red - Yes (all) Mag, Ppr Department preference; GC Treasurer Packets Minimum 2 Minimum 2 §34090 years years City CT-005 Investment Committee Minutes P P Mag, Mfr, S / I No GC §34090 Treasurer & Bylaws OD, Ppr Investments / Certificates of Department preference; Meets City Deposit (CDs) / Advisor Reports Yes: Until municipal government auditing Treasurer CT-006 and Statements / Trade Tickets / 7 years 7 years Paid Mag, Ppr standards; GC §34090, CCP § LAIF (Local Agency Investment 337 Fund) Receipts (Citations, Outside Firm Department preference; Meets City CT-007 Collections, Property Tax, Sales 7 years 7 years Mag, Mfr, S Yes: After municipal government auditing Treasurer Tax, Utility Tax, etc.) OD, Ppr QC standards; GC §34090, CCP § 337 Treasurer's Report Department preference; Meets City CT-008 (Also in City Council Agenda 7 years 7 years Mag, Ppr municipal government auditing Treasurer Packet) standards; GC §34090, CCP § 337 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 113 of 403 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY TREASURER Page CT-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference; Meets City CT-009 Voided Checks 7 years 7 years Mag, Mfr, S Yes: After municipal government auditing Treasurer OD, Ppr QC standards; GC §34090, CCP § 337 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 114 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). FINANCE MANAGEMENT Finance / FIN-001 Audit Reports / Consolidated 10 years P P Mag, Mfr, S / I Yes: After Standard within the profession; Mgmt. Annual Financial Report OD, Ppr QC & OD GC §34090 Finance / FIN-002 Audit Work Papers / Audit 2 years 3 years 5 years Mag, Ppr Meets municipal government Mgmt. Schedules auditing standards; GC §34090 Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds Bonds: Debt Official Statements Cancellat., Cancellat., issued by local governments are Finance / FIN-003 Certificates of Participations Redemption 1 years Redemption Yes: Until Mag, Ppr 10 years; There are specific Mgmt. (COPS) ( or Maturity or Maturity + Maturity requirements for disposal of 10 years unused bonds; CCP §§336(a)&(b); 26 CFR 1.6001- 1(e):337.5(a); GC §§34090, 43900 et seq. Finance / Yes: Mag, Mfr, Yes: After Must be filed with County Mgmt. FIN-004 Budgets - Adopted / Final P P Current OD, Ppr S / I QC & OD Auditor; GC §34090, 40802, Fiscal Year 53901 Finance / FIN-005 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are Mgmt. interrelated; GC §34090 When No When No Finance / FIN-006 Golf Course Subcommittee Lon Requged - er Requer ged - Mag, Ppr Department Preference; GC Mgmt. AGENDAS, AGENDA PACKETS Minimum 2 Minimum 2 §34090 years years Finance / FIN-007 Golf Course Subcommittee P P Mag, Mfr, S No GC §34090 Mgmt. MINUTES, BYLAWS OD, Ppr Meets municipal government Finance / FIN-008 Journal Entries / Back Up 5 years 5 years Mag, Ppr auditing standards; Statute of Mgmt. Documents / Budget Adjustments Limitations is 4 years; GC §34090, CCP § 337 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 115 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / FIN-009 Management Audit Letters 5 years 5 years Mag, Ppr Meets auditing requirements; Mgmt. GC §34090 Finance / Management Reports / Measure Mag, Mfr, Yes: After Department preference; Meets Mgmt. FIN-010 "A" / Single Audits 5 years P P OD, Ppr S / I QC & OD auditing requirements; GC §34090 Finance / Reports / Registers - Balance When No When No Preliminary drafts (the database Mgmt. FIN-011 Sheet, Revenue, Expenditure. Longer Longer Mag, Ppr is the original); GC §34090 et Trial Balance, etc. Required Re uired seq. Finance / Reports: Annual State or Mag, Mfr, Yes: After Department preference; GC Mgmt. FIN-012 Federal: State Controller's 5 years 5 years OD, Ppr S / I QC & OD §34090 Report, Street Report, etc. Finance / FIN-013 Reports: Year-end General 5 years 5 years Mag, Mfr, S / I Yes: After Department preference; GC Mgmt. Ledger OD, Ppr QC & OD §34090 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 116 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). FINANCE/ ACCOUNTS PAYABLE IRS: 4 years after tax is due or Finance / paid (longer for auditing & Accounts FIN-014 1099's Issued / 1096. 5 years 5 years Mag, Ppr contractor delinquency); Ca. Payable FTB: 3 years; 26 CFR 31.6001- 1, R&T §19530, GC §34090 GRANT -FUNDED Vendor File / Finance / Accounts Payable / Check Accounts FIN-015 Copies / Invoices and Backup / 2 Years 5 years 7 years Yes: Until Mag, Mfr, S / I Yes: After Meets municipal government Payable Credit Card Statements / Credit Paid OD, Ppr QC & OD auditing standards; GC §34090 Card Receipts / Travel Reimbursement NOT GRANT FUNDED Vendor Finance / File / Accounts Payable / Check Accounts FIN-016 Copies / Invoices and Backup / 2 Years 3 years 5 years Yes: Until Mag, Mfr, S / I Yes: After Meets municipal government Payable Credit Card Statements / Credit Paid OD, Ppr QC & OD auditing standards; GC §34090 Card Receipts / Travel Reimbursement Finance / Vendor Vendor Mag, Mfr, Yes: After .& Meets IRS Auditing Standards; Accounts FIN-017 W-9s Inactive + 3 Inactive + 3 OD, Ppr S / I QC OD GC §34090 Payable years ears Finance / Warrant (Check) Register (Detail) Department preference; GC Accounts FIN-018 - Includes Grant Funded and Non- 2 years 5 years 7 years Mag, Ppr §34090 Payable Grant Funded EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 117 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). FINANCE / BUSINESS SERVICES Finance / Business FIN-019 Accounts Receivable (Paramedic 2 years 3 years 5 years Yes: Until Mag, Ppr Department preference; GC Services Billing, TOT, etc.) Paid §34090 Finance / Meets Municipal Government Business FIN-020 Accounts Receivable Write -Offs 5 years 5 years Mag, Ppr auditing standards (negative Services (due to non-payment) information remains on credit ratings for 7 years); GC §34090 Finance / Business License Applications, Meets auditing standards; GC Business FIN-021 Licenses and Renewals, Letters 5 years 5 years Mag, Ppr §34090 et seq. Services Finance / Data Fields / Records are Business FIN-022 Business License Database Indefinite Indefinite Yes Mag interrelated; GC §34090 Services Finance / Department Preference Business FIN-023 Collection Agency Assignments 5 years 5 years Mag, Ppr (negative information remains on Services credit reports for 7 years); GC §34090 et seq. EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 118 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). FINANCE / PAYROLL Finance / Batch Activity Reports / Payroll Department preference; meets Payroll FIN-024 Processing File 2 years 3 years 5 years Mag, Ppr municipal government auditing standards; GC §34090 Finance / Checks / Warrants (Payroll Only) Department preference; meets Payroll FIN-025 / Cancelled Checks 2 years 3 years 5 years Mag, Ppr municipal government auditing standards; GC §34090 DE-6, DE-7, DE-9, DE-34, DE-43, Department preference; IRS: 4 W-3 & DE-166, 941 Forms, yrs after tax is due or paid; Ca. Finance / PERS / FICA & Medicare Yes Current FTB: 3 years; Articles show 7 Payroll FIN-026 Adjustments - Quarterly Payroll 2 years 3 years 5 years Year Mag, Ppr years; 26 CFR 31.6001-1, R&T Tax Returns / OASDI, Federal §19530; 29 CFR 516.5 - 516.6, Tax Deposits, Adjustments, etc. 29 USC 436, GC §34090 26CFR31.6001-1 Department preference; IRS Regulations for W-4s: four years Payroll Employee File: Benefit after the due date of such tax for Finance / FIN-027 Deduction Authorizations, Separation + Separation + Mag, Ppr the return period to which the Payroll Garnishments, W-4s, etc. 5 years 5 years records relate, or the date such tax is paid, whichever is the later. 26 CFR 31.6001-1 GC §60201 GC §34090 Finance / Payroll Processing Report / Department preference; meets Payroll FIN-028 Payroll Registers / Payroll Check 2 years 3 years 5 years Mag, Ppr municipal government auditing Registers / Earnings Register standards; GC §34090 Department preference; IRS: 4 yrs after tax is due or paid; Ca. Finance / FIN-029 PERS Report - Retirement 2 years 3 years 5 years Mag, Ppr FTB: 3 years; Articles show 7 Payroll Reports (CaIPERS) years; 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 119 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference; IRS: 4 yrs after tax is due or paid; Ca. Finance / FTB: 3 years; Articles show 7 Payroll FIN-030 Timecards / Timesheets 2 years 3 years 5 years Mag, Ppr years; 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 26CFR31.6001-1 Department preference; IRS: 4 yrs after tax is due or paid; Ca. Finance / FIN-031 W-2's 2 years 3 years 5 years Mag, Ppr FTB: 3 years; Articles show 7 Payroll years; 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 Department preference; IRS INo lin Regulation 31-6001-1 four years No Longer in Longer after the due date of such tax for Finance / FIN-032 W-4s Effect + 4 Effect + 4 Mag, Mfr, S / I Yes: After the return period to which the Payroll OD, Ppr QC & OD records relate, or the date such years years tax is paid, whichever is the later. GC §34090; 26 CFR 31.6001-1 GC §60201 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 120 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). PURCHASING Finance / Informal Bids & Quotes from Department preference for grant Purchasing FIN-033 Vendors (Quotes may be 2 years 3 years 5 years Mag, Ppr auditing purposes; GC §34090 submitted by the Department) Finance / FIN-034 Purchase Orders, Requisitions, 2 Years 3 years 5 years Yes: Until Mag, Mfr, S / I Yes: After Meets municipal government Purchasing Quotes, Change Orders Paid OD, Ppr QC & OD auditing standards; GC §34090 Finance / FIN-035 Surplus Property Disposal / Sale 2 years 3 years 5 years Yes: Until Mag, Mfr, S / I Yes: After Meets municipal government Purchasing Paid OD, Ppr QC & OD auditing standards; GC §34090 Finance / When No When No Transitory /preliminary drafts; Purchasing FIN-036 Vendor List Longer Longer Mag, Ppr GC §§34090, 6252, 6254(a) Required Required EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 121 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? /f 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). UTILITY BILLING Finance / Utility FIN-037 Bankruptcies (Where City does 5 years 5 years Mag, Ppr Department preference; GC Billing not pursue a claim) I §34090 Transitory records not retained Finance / Billing Registers / Reports, Daily When No When No in the ordinary course of Utility FIN-038 Update, Bank Draft, Adjustment Longer Longer Mag, Ppr business; Financial system Billing Posting, etc. Required Required qualifies as a trusted system and can re-create reports accurately; GC §34090 Finance / Checks deposited to Bank (City These are bank instruments, Utility FIN-039 scans them for the Bank, rather Follow Bank Follow Bank Mag, Ppr and not City records; per bank Billing than physically taking the checks Instructions Instructions agreement. to the bank to deposit them.) Finance / Department Preference Utility FIN-040 Collection Agency Assignments / 5 years 5 years Mag, Ppr (negative information remains on Billing Write Offs credit reports for 7 years); GC §34090 et seq. Finance / Payment Stubs (mailed) / Utility Transitory records not retained Utility FIN-041 Receipts 4 months 4 months Mag, Ppr in the ordinary course of Billing business; GC §34090 Finance / Prop 218 Notices: Master Mailing Utility FIN-042 List 2 years 2 years Ppr GC §34090 Billing Finance / Prop 218 Notices: Undeliverable Transitory records not retained Utility FIN-043 Mail 3 months 3 months Ppr in the ordinary course of Billing business; GC §34090 Finance / Yes: Until Meets municipal government Utility FIN-044 Returned Checks (NSF, etc.) 5 years 5 years Paid Mag, Ppr auditing standards; GC §34090 Billing A EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 122 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / Department preference; GC Utility FIN-045 Service Applications 5 years 5 years Mag, Ppr §34090 Billing Finance / Data Fields / Records are Utility FIN-046 Utility Billing Database Indefinite Indefinite Yes Mag interrelated; GC §34090 Billing Finance / Utility FIN-047 Utility Users Tax Exemptions Close + 5 Close + 5 Mag, Ppr Department preference; GC Billing (Low Income / Senior / Disabled) years years §34090 Finance / Water Billing: Appeals - Payment Final Final Mag, Yes: After Documented or attached to Utility FIN-048 Delinquency & Impending Decision + 2 Decision + 2 Ppr, Mfr, S / I QC & OD Customer Record in database Billing Discontinuation years ears OD GC §34090; H&S §116908 Finance / Water Billing: Auto -Billing Mag' Yes: After '& Utility FIN-049 Authorizations 2 years 2 years Ppr, Mfr, S / I QC OD GC §34090 Billing OD Finance / Water Billing: Non-payment When No When No Mag, Documented or attached to Utility FIN-050 Notices / Notice of Payment Longer Longer Ppr, Mfr, S / I Yes: After Customer Record in database Billing Delinquency & Impending Required Required OD QC & OD GC §34090; H&S §116908 Discontinuation (Initial, Final) Finance / Water Billing: NSF Checks / When No When No Mag, Yes: After Documented or attached to Utility FIN-051 Adjustments to Customer Longer Longer Ppr, Mfr, S / I QC & OD Customer Record in database Billing accounts Required Required OD GC §34090; H&S §116908 Finance / Water Billing: Payment Plans: Expiration or Expiration or Mag, Documented or attached to Utility FIN-052 Amortization, Alternative Completion Completion Ppr, Mfr, S / I Yes: After Customer Record in database Billing Payment Plans, Deferrals, etc. of Payment of Payment OD QC & OD GC §34090; H&S §116910 Plan Plan Finance / Water Billing: Policy on When When Mag, Utility FIN-053 Discontinuation of Residential Superseded; Superseded; Ppr, Mfr, S / I Yes: After Must post to Website; H&S Billing Service for Nonpayment Minimum 2 Minimum 2 OD QC & OD §116906; GC §34090 years ears EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 123 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / Water Billing: Report of Annual Minimum 2 Minimum 2 , Mag Yes: After Must post to Website; H&S Utility FIN-054 Discontinuations of Residential years years Ppr, Mfr, S / I QC & OD §116918; GC §34090 Billing Service OD Finance / City preference for drinking Utility FIN-055 Water Turn On / Turn Offs 5 years 5 years Mag, Ppr water regulations; CCP §§338 et Billing (includes Work Orders) seq., 340 et seq., 342; GC 34090 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 124 of 403 Ver. 2.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). RISK MANAGEMENT City Age of Age of Juveniles may have additional Attorney & Majority Majority Yes: Until Mag, Mfr, Yes: After legal recourses; CCP §§ 337 et Finance / RM-001 Claims - Juveniles (minimum (minimum Settlement OD, Ppr S Settled seq.; GC §§ 911.2, 945, 34090, Risk Settle + 5 Settle + 5 34090.6; PC §832.5 Manag. years) ears Claim must be filed within 1 year, lawsuit within 2 years; City complaints against peace Attorney & officers within 5 years; Statute of Finance / RM-002 Claims - Not Juveniles Tort Settle + 5 Settle + 5 Yes: Until Mag, Mfr, S Yes: After Limitations for contracts is 4 Risk Claims / Liability Claims years years Settlement OD, Ppr Settled years; wrongful death for Manag. construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5 Department Preference; Covers Risk Claims Against Others (Damage Final Final Yes: Until various statute of limitations; Manage. RM-003 to City Property, etc.) Settlement 5 years Settlement + Resolution Mag, Ppr CCP §§ 337 et seq.; GC §§ 5 years 911.2, 34090, 34090.6; PC §832.5 Risk Insurance Policies & Certificates Completion Completion Yes: Before Mag, Mfr, Yes: After Consistent with Agreement Manage. RM-004 (City -owned - NOT liability + 5 years + 5 years Expiration ODPpr , S / I QC & OD retention; CCP §§337; GC insurance): Fire, Flood, etc. §34090 Insurance Policies & Certificates Risk RM-005 (City -owned): ICMA, Self- P P Yes: Before Mag, Mfr, S / I Yes: After For protection from litigation; Manage. insurance & Liability (General & Expiration OD, Ppr QC & OD CCP §§337. GC §34090 Public), Workers Compensation EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 125 of 403 Ver. 2.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Calif. Labor Division is required OSHA Inspections & Citations, to keep their records 7 years; Risk RM-006 Log 200 and Log 300, 301, 301A, 2 years 3 years 5 years Ppr OSHA requires 5 years; State Manage. etc. law requires 2 years; 8 CCR §3203(b)(1), GC §34090; LC §6429(c) Department Preference; OSHA requires 5 years for safety Risk Mag, Mfr, Yes: —After records; 8 CCR §3203 et seq., Manage. RM-007 Safety Committee Minutes 5 years 5 years OD, Ppr S / i QC & OD 8 CCR 14300.33(a); 29 CFR 1627.3(b)(2), 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c); GC §§12946, 12960, 34090 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 126 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). HUMAN RESOURCES Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, Classification / Reorganization demotion, transfer, selection, or Human HR-001 Studies (for employee Minimum 3 Minimum 3 MagPpr ' p discharge; State Law requires 2 - Resources classifications and department years years 3 years; retirement benefits is 6 structures) years from last action; 29 CFR 1602.31 & 1627.3(b)(2), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or Human HR-002 Classification Specifications / Job Minimum 3 Minimum 3 Mag, Mfr, S / I Yes: After 1 discharge; State Law requires 2 - Resources Descriptions years years OD, Ppr year 3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(2), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or Human HR-004 Compensation Surveys & Studies 3 years 3 years Mag, Ppr discharge; State Law requires 2 - Resources 3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(2), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 127 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference to match Personnel Files; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, Human HR-005 Confidential Investigations Separation + Separation + Yes: Until Mag, Ppr demotion, transfer, selection, or Resources 6 years 6 years Separation discharge; State Law requires 2 - 3 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090; 29 USC 1113, LC 1174 Human HR-006 COVID-19 Notifications to 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Resources Employees Human Resources HR-007 DMV - Addition, Deletion Form 2 years 2 years Mag, Ppr GC §34090 Department preference; Transitory or source records not When When retained in the ordinary course Human HR-008 DMV-Pull Notices, Waivers for Superseded Superseded Mag Ppr r of business; CHP audits every 2 Resources Pull Notices or or years; Bureau of National Affairs Separated Separated recommends 2 years for all supplementary Personnel records; GC §34090 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 128 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? /f 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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). D.O.T. Requires 5 years for positive tests, refusals, annual summaries, etc, 1 year for Drug Testing Program / DOT negative tests; EEOC / FLSA / Human HR-009 Testing - Eligible Pool Lists, Drug 2 years 3 years 5 years Mag Ppr ADEA (Age) requires 3 years Resources & Alcohol Test Results, Training, physical examinations; State BIT Inspections, etc. Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. Department preference; All State Equal Opportunity Employment - and Federal laws require Human Complaints / Department of Fair Separation Separation + retention until final disposition of Resources HR-010 Employment & Housing (DFEH or + 3 years 3 years Mag, Ppr formal complaint; State requires EEOC) Claims 2 years after "fully and finally disposed"; 2 CCR 7287.0; GC §§12946, 12960, 34090 Human HR-011 Equal Opportunity Employment - 3 years 3 years Mag, Ppr 29 CFR 1602.30; 29 CFR Resources EEOC Reports (EEO-4 Reports) 1602.32 Department Preference to match Personnel Files; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, Human HR-012 Grievances Separation + Separation + Yes: Until Mag, Ppr demotion, transfer, selection, or Resources 6 years 6 years Separation discharge; State Law requires 2 - 3 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090; 29 USC 1113, LC 1174 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 129 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 Human Separation + Separation + Mag, Mfr, Yes: —After years for "any other forms of Resources HR-013 I-9s 3 years 3 years OD, Ppr S / i QC & OD employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090; INA 274A(b)(3); INS Rule 274a.l (b)(2) Department preference (protects City in the event of past employee misconduct); DOJ Human LiveScan Fingerprint Clearance Separation + Separation + allows retention for legitimate Resources HR-014 Forms - for Employees, 3 years 3 years Mag, Ppr business needs; must be Contractors, Volunteers, Interns maintained in a secure and confidential file; DOJ Information Bulletin No. 02-17-BCII; GC§ 34090 et seq. Human HR-015 Negotiation Binders / Notes, Side 10 years 10 years Yes while Mag, Ppr Department preference; GC Resources Letters, Correspondence, etc. current §34090 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 130 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; Statute of Limitations for Retirement Benefits is 6 years from last action; EEOC/FLSA/ADEA Personnel Files - All Employees (Age) requires 3 years for promotion, demotion, transfer, Human HR-017 (Part-time employee's files are Separation + 5 years Separation + Yes: Until Mag, Mfr, S / Yes: —After selection, or discharge; State Resources forwarded to Human Resources 1 year 6 years Separation OD, Ppr QC & OD Law requires 2 -3 years; 8 CCR when they are Separated) 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090, 3105; LC §1198.5; 29 CFR 1602.14; 53235.2(b); 53237.2(b); LC §1198.5 Department Preference; Statute of Limitations for Retirement Benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for Personnel Files - Fire promotion, demotion, transfer, Human HR-018 Department Background Files Separation + 5 years Separation + Yes: Until Mag, Mfr, S / Yes: —After selection, or discharge; State Resources 1 year 6 years Separation OD, Ppr QC & OD Law requires 2 -3 years; 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090, 3105; LC §1198.5; 29 CFR 1602.14; 53235.2(b); 53237.2(b); LC §1198.5 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 131 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). 29 years, Separation + Department preference; Files Personnel Files - Medical OR 30 years, maintained separately; Claims Records (all employees) Termination OR can be made for 30 years for Human HR-019 Separation + of Benefits + Termination Yes: Until Mag, Mfr, S / Yes: —After toxic substance exposure; 8 Resources Includes Breathing Apparatus Fit 1 year 5 years of Benefits + Separation OD, Ppr QC & OD CCR 3204 d 1 et se 8 CCR Tests & LiveScan Log (whichever 5 years 5144, 8 CCR 15400.2; 29 CFR is longer) (whichever 1910.1020(d)(1)(i), GC §§12946, is longer) 12960, 34090 Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 Human HR-020 Recruitment Database - NeoGov 3 years 3 years Mag, Ppr years; 29 CFR 1602 et seq & Resources 1627.3(a)(5) and (6), 2 CCR 11013(c); 8 CCR §11040(7.( c)), GC §§12946, 12960, 34090 Recruitment Files - Full-time Department preference; EEOC / Employees 1 FLSA / ADEA (Age) requires 1-3 (Includes Applications, years; State Law requires 2 - 3 Human HR-021 Advertisements, Job Brochures, Minimum 3 Minimum 3 Mag, Ppr years; 29 CFR 1602 et seq & Resources Test Data, Rating Sheets, years years 1627.3(a)(5) and (6), 2 CCR Questions, Eligible Lists, 11013(c); 8 CCR Reference Checks, Background §11040(7.( c)), GC §§12946, Checks from PD, etc.) 12960, 34090 Studies & Surveys Conducted on Human HR-022 Behalf of the City (Attrition, Minimum 3 Minimum 3 MagPpr ' p Department preference; GC Resources Benefits, Succession Planning, years years §34090 etc.) EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 132 of 403 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; OSHA requires 5 years for safety records; -Calif. Labor Division is required to keep their OSHA Training - Harassment records 7 years; Ethics Training Prevention and Violence in the is 5 years; EEOC/FLSA/ADEA Workplace (for others, see the (Age) requires 3 years for Human HR-023 City-wide Schedule) 5 years 5 years Mag, Mfr, S / i Yes: —After promotion, demotion, transfer, Resources OD, Ppr QC & OD selection, or discharge; State (Attendance Rosters, Outlines Law requires 2 -3 years; 8 CCR and Materials) §3203 et seq., 8 CCR 14300.33(a); 29 CFR 1627.3(b)(2), 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b) Department preference; Claims Workers' Compensation or 29 years, Separation + can be made for 30 years for Disability Claims / Employee or OR 30 years, toxic substance exposure; Volunteer Accident Reports Termination OR Claims are required for five Human HR-024 Until Closed of Benefits + Termination Mag, Mfr, S / Yes: —After years after the end of Resources Includes all Employee Accident, 5 years of Benefits + OD, Ppr QC & OD compensation, or injury, Incident, or Injury Reports, (whichever 5 years whichever is longer8 CCR 5144, Refusal of Medical Treatment of is longer) (whichever 8 CCR 15400.2; 29 CFR an Industrial Accident is longer) 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 133 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). FIRE / EMERGENCY MEDICAL SERVICES Fire / EMS FR-001 EMS / Paramedic Training Records 4 years 4 years Mag' 22 CCR 100395, GC §34090 / Continuing Education Ppr Statute of Limitations for health Fire / EMS FR-002 EMS Complaints 3 years 3 years Mag, providers is 3 years; 13 CCR Ppr 1100.7, UFC §104.3.2, §104.3.4, GC §34090 HIPAA Policies and Procedures Superseded Superseded Mag, Yes: Fire / EMS FR-003 (Health Insurance Portability and + 6 years + 6 years I I Mfr, OD, S After 1 24 CFR 164.5300) Accountability Act) Ppr year EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 134 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; law requires 7 years for clinics, health facilities, hospitals, adult day health care centers, and in -home skilled nursing services, and is actually based upon "if the licensee ceases operations"; 10 years is recommended by AHIMA for "healthcare providers"; California Healthcare Association Patient Care Reports / PCRs / Mag, Yes: recommends Acute Care Facilities Fire / EMS FR-004 Paramedic Release Forms (EMS 7 years 7 years Mfr, OD, S After 1 retain adult records for ten years transportation): ADULTS Ppr year following discharge; Juvenile records are required until patient becomes 18 years old; Statute of Limitations for health providers is 3 years; Federal law requires 3 years, statewide guidelines propose 3 years; HIPAA provides privacy regulations for patient's health records; 13 CFR 1100.7, CCP §340.5, GC §34090; H&S §123145 EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 135 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; law requires 7 years for clinics, health facilities, hospitals, adult day health care centers, and in -home skilled nursing services, and is actually based upon "if the licensee ceases operations"; 10 years is recommended by AHIMA for "healthcare providers"; California Healthcare Association Patient Care Reports / PCRs / recommends Acute Care Facilities Paramedic Release Forms (EMS retain adult records for ten years Fire / EMS FR-005 transportation): MINORS / 20 years 20 years Mfr, OD, S After 1 following discharge; Juvenile JUVENILES Ppr year records are required until patient becomes 18 years old; Statute of Limitations for health providers is 3 years; Federal law requires 3 years, statewide guidelines propose 3 years; HIPAA provides privacy regulations for patient's health records; 13 CFR 1100.7, CCP §340.5, GC §34090; H&S §123145 FIRE ADMINISTRATION EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 136 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for All -Hazards Incident Management Yes:D, Grants to Local Governments is 3 Fire / FR-006 Team (AHIMT) 10 years 10 years Mfr, O , O S / i After QC years from expenditure report or Admin. Ppr & OD final payment of grantee or Partially Funded by FEMA / OES subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A-133.320(g); GC §34090; GC §8546.7 Department preference; EEOC / Background Packets - FLSA / ADEA (Age) requires 1-3 UNSUCCESSFUL Applicants years; State Law requires 2 - 3 Fire / FR-007 3 years 3 years Mag, years; 29 CFR 1602 et seq & Admin. (Successful Applicants are sent to Ppr 1627.3(a)(5) and (6), 2 CCR Human Resources) 7287.0(c)(2), 8 CCR §11040(7.( c)), GC §§12946, 12960, 34090 Fire / Billing: Alarms, Annual Mag' Department preference (meets Admin. FR-008 Inspections, Life & Safety 5 years 5 years Ppr municipal government auditing Inspections, Sprinkler Testing, etc. standards); GC §34090 Citizen's Emergency Response Fire / Training / Neighborhood Training Mag, Yes: Department Preference; GC Admin. FR-009 5 years 5 years Mfr, OD, S / i After QC §34090 Disaster Service Worker Ppr & OD Certification, Roster, etc. EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 137 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; OSHA requires 5 years for safety records; Fire / Department Safety Committee Mag, Yes: 8 CCR §3203 et seq., 8 CCR Admin. FR-010 Minutes 5 years 5 years Mfr, OD, S / i After QC 14300.33(a); 29 CFR 1627.3(b)(2), Ppr & OD 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c); GC §§12946, 12960, 34090 When When Fire / Emergency Plans / Disaster Superseded - Superseded Mag, Yes: Department Preference; GC Admin. FR-011 Preparedness Manuals, etc. Minimum 2 Minimum 2 Mfr, OD, S / i After QC §34090 Ppr & OD years years Department preference to allow for FEMA audits (up to 6 years & 3 3 years After 3 years After months from the date of the final FEMA Reports / FEMA Reimburse- Reimburse - inspection report); Uniform Admin. Fire / FR-012 Reimbursements / EOC Activations mint, mint, Mag, Requirements for Grants to Local Admin. / Cal OES Strike Team Minimum Minimum Ppr Governments is 3 years from Reimbursements expenditure report or final payment 10 years 10 years of grantee or subgrantee; (Also See Grants on City-wide); GC §34090 et seq. Fire / FR-013 Fire RMS Incident Database Indefinite Indefinite Yes Mag Data is interrelated; GC §34090 et Admin. seq. Fire / Admin. OR When No When No Mag, Fire FR-014 Fire Incident Reports Longer Longer Mfr, OD, Department preference; data is in Prevention Required Required Ppr RMS database; GC §34090 et seq. or Police (for Arson) EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 138 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Fire / Department Preference (rated Admin.every FR-015 ISO Insurance Ratings 15 years 15 years Mfr, OD, S / i After QC 10 years); GC §34090 Ppr & OD Memoranda of Understanding Copies - Copies - Mag, Originals Maintained by City Clerk City Clerk FR-016 (MOUs) / Mutual Aid Agreements / When No When No Mfr, OD, or County Clerk of the Board Joint Power Authorities Long Long er Ppr Permanently; GC §34090.7 Req red Re uer red Fire / FR-017 Programs and Projects Minimum 2 Minimum 2 Mag, Department Preference; GC § Admin. years years Ppr 34090 et seq. Fire / FR-018 Requests for Copies of Incident 2 years 2 years Ppr GC §34090 Admin. Reports Department preference; Claims Human Respiratory Fit Tests for Breathing Send to Send to Mag' can be made for 30 years for toxic Resources FR-019 Apparatus Human Human Ppr substance exposure; 8 CCR Resources Resources §3204(d)(1) et seq., GC §§12946, 12960, 34090 Fire / Admin. FR-020 Staff Meeting Minutes 2 years 2 years Yes Ppr GC §34090 FIRE / Environmental Safety- CUP A Certified Unified Proa ram Agencies) Department preference for environmental contamination Fire / Mag, Yes: investigations; Reporting is Environ. FR-021 Business Inspections P P Mfr, OD, S / i After QC required for 5 years, enforcement Safety Ppr & OD actions for 3 years after resolved; GC §26202, 34090; 27 CCR 15188(a) EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 139 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). When No When No Fire / Chemical Inventory Reporting / Longer Longer Mag, Yes: Department preference; NPDES Environ. FR-022 New Construction, Site Required - Required - Mfr, OD, S / i After QC Monitoring records required for 3 Safety Assessments Minimum 3 Minimum 3 Ppr & OD years; 40 CFR §§122.21, 122.41; GC §34090 years years Fire / CUPA Self -Audit, State Summary Mag, GC §§26202, 60201 et seq.; 27 Environ. FR-023 Report 5 years 5 years Ppr CCR 15188(a), 15280(a)(2) Safety Enforcement Files / Notice of Violation / Compliance History / Enforcement Actions / Hazardous Fire / Materials Enforcement Actions / / Mag, Yes: Department Preference; GC Environ. FR-024 Hazardous Waste Enforcement 5 years P P Yes Mfr, OD, S / i After QC §34090 Safety Actions Ppr & OD (Except UST Violations Resulting in a Release - see Site Mitigation) Fire / Hazardous Materials Disclosures / Data Fields / Records are Environ. FR-025 Business Emergency Plans Indefinite Indefinite Yes Mag interrelated; GC §34090 Safety Fire / Mag, Yes: Department Preference; GC Environ. FR-026 Hazardous Materials Notifications P P Mfr, OD, S / i After QC §34090 Safety Ppr & OD Fire / Environ. Department preference; Claims Safety & Mag, Yes: can be made for 30 years for toxic Fire FR-027 Hazardous Materials Responses P P Mfr, OD, S / i After QC substance exposure; 8 CCR Marshal / Ppr & OD §3204(d)(1) et seq., GC §§12946, Fire 12960, 34090 Prevention EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 140 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Fire / Lab Data / Sampling Data (by Mag, Yes: Department preference; Monitoring Environ. FR-028 address) P P Mfr, OD, S / i After QC records required for 3 years; 40 Safety Ppr & OD CFR §§122.21, 122.41 Site Assessments / Mitigations Department Preference; Claims Fire / (Contaminated Soil, UST Closures Mag, Yes: can be made for 30 years for toxic Environ. FR-029 / Violations Resulting in a Release, P P Yes Mfr, OD, S / i After QC substance exposure; 8 CCR Safety Site Assessment and Remedial Ppr & OD §3204(d)(1) et seq., GC §§12946, Action Records, etc. 12960, 34090 FIRE MARSHAL / FIRE PREVENTION Commun. Copies - Copies - Mag, Yes: Develop. / FR-030 Alarm Plans and Sprinkler Plans When No When No Mfr, OD, S / i After QC Department Preference; GC Building (large format drawings) Longer Longer Ppr & OD §34090.7 Required Required Annual Fire Inspections / Business Until Until Fire / Fire Inspection Files / Annual Building Building Mag, Yes: Required for the Life of the Marshal & FR-031 Inspections, Life & Safety Demolished - Demolished Mfr, OD, S / i After QC Structure or Activity, or Minimum 5 Fire Inspections (Approvals, Minimum 5 Minimum 5 Ppr & OD years CFC §§ 104.6 — 104.6.4 Prevention Inspections, Fires, Modification / Alternative Methods or Materials) years years Fire / Fire Mag, Yes: Marshal & FR-032 Citations / Notice of Violations (Fire Minimum 2 Minimum 2 Mfr, OD, S / i After QC Department preference; GC Fire Department) years years Ppr & OD §34090 Prevention Fire / CUPA Department preference; Claims & Fire Mag, Yes: can be made for 30 years for toxic Marshal & FR-033 Hazardous Materials Responses P P Mfr, OD, S / i After QC substance exposure; 8 CCR Fire Ppr & OD §3204(d)(1) et seq., GC §§12946, Prevention 12960, 34090 EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 141 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Fire / Fire Fire Code Permits / Film Permits, Marshal & Special Event Permits (assembly Expiration + Expiration + Yes: Mag, Fire FR-034 permits, candle permits, tent 2 years 2 years Before Ppr GC §34090 et seq. Prevention permits, fire hydrant use, open Event flame, etc.) Fire / Fire Department Preference (no statute Marshal & Investigation Reports - Capital Mag, Yes: of limitations on these Fire FR-035 Crimes & Suspected Capital P P Mfr, OD, S / i After QC incidents/crimes); California Fire Prevention Crimes (Arson, etc) Ppr & OD Code requires 3 years; CFC §§ 104.6 — 104.6.4, GC §34090 Fire / Fire Investigation Reports - Criminal & Marshal & Citations (Administrative, g Department Preference; California Fire FR-036 Infraction, or Misdemeanor), 5 years 5 years Ppr Fire Code requires 3 years; CFC Prevention Service Requests §§ 104.6 — 104.6.4, GC §34090 Community Copies - Copies - Develop / FR-037 Plan Checks / Conditions of When No When No Mag, Copies; GC §34090.7 Building Approval Longer Longer Ppr Required Required Fire / Fire Marshal & FR-038 Public Information / Education Minimum 2 Minimum 2 Mag, Department Preference; GC Fire (when produced internally) years years Ppr §34090 Prevention Community Copies - Copies - Mag, Yes: Develop / FR-039 Record Drawings ("As-Builts") and When No When No Mfr, OD, S / i After QC Copies; GC §34090.7 Building CAD drawings of buildings Longer Longer Ppr & OD Required I Re uired OPERATIONS / SUPPRESSION EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 142 of 403 Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-10 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Apparatus & Equipment (LARGE) Department Preference to be in Fire / Records & Testing Disposal + 2 Disposal + 2 Mag, compliance with NFPA Standards Operations FR-040 years years Ppr for in-service automotive fire Ladder, Hose, Pump Testing apparatus ; NFPA 1911.4.7.3 & Annex C.5 GC §34090 Department Preference; OSHA requires 5 years for safety records; Human Personnel Training File - Tests, Separation + Separation + Mag, Yes: 8 CCR §3203 et seq., 8 CCR Resources FR-041 Bulletins, Certificates, Field 5 years 5 years Mfr, OD, S / i After QC 14300.33(a); 29 CFR 1627.3(b)(2), Training, etc. Ppr & OD 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c); GC §§12946, 12960, 34090 Fire / FR-042 Pre -Fire Plans When ::R Mag, GC §34090 et seq. Operations Superseded Ppr Expiration of Fire / FR-043 Self-contained Breathing Certificate - Mag, Certificates are issued for 3-5 Operations Apparatus (SCBA) and Bottles Minimum 2 Minimum 2 Ppr years; GC §34090 et. seq. years years Fire / FR-044 Station Log Books (Incidents - kept 2 years P P Mag' Mfrr,, S/I No Retained for historical and Operations at Fire Stations) pOD, administrative value; GC §34090 Vehicle Safety Checks / Daily Lead Dept. FR-045 Vehicle Inspections / Daily 2 years 2 years Ppr GC §34090 Equipment Checks EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 143 of 403 Ver. 4.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY SERVICES Page ITSD-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). INFORMATION TECHNOLOGY SERVICES DEPARTMENT Used for Disaster Recovery Information When No When No Purposes Only; Considered a Technology ITS-001 Backup Tapes / Disks - Daily Longer Longer Yes Mag. copy and can be destroyed Services Required Required when no longer required; GC §34090 et seq. Used for Disaster Recovery Information When No When No Purposes Only; Considered a Technology ITS-002 Backup Tapes / Disks - Weekly Longer Longer Yes Mag. copy and can be destroyed Services Required Required when no longer required; stored off -site; GC §34090 et seq. Information Enterprise System Catalogue Technology ITS-003 (posted on line) 2 years 2 years Mag, Ppr GC §34090 et seq. Services Information Network Configuration Maps & When No When No Preliminary documents not Technology ITS-004 Plans Longer Longer Yes Mag. retained in the ordinary course Services Required Required of business; GC §34090 et seq. Information Technology ITS-005 Software Licenses, Warrantees, When No When No Mag' Department preference; GC Services Installation Media Longer Used Longer Used §34090 et seq. UNALTERABLE MEDIA (WORM For legal compliance for Information / DVD-r / CD-r / Blue Ray-R) or Trustworthy Electronic Records Technology ITS-006 other unalterable media that does P P OD (when the electronic record Services not permit additions, deletions, or serves as the official record); GC changes §§34090, 12168.7, EVC §1550, 2 CCR 22620 et seq.. EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 144 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). LIBRARY Community Arts & Culture Advisory Minimum 2 Minimum 2 Brown Act challenges must be Services / CS-001 Committee Agendas, Agenda Mag, Ppr filed within 30 or 90 days of action; Library Packets years years GC §§34090, 54960.1(c)(1) Community Arts & Culture Advisory Mag, Mfr, Yes: After Department Preference; GC Services / CS-002 Committee Minutes P P Yes OD, Ppr S QC & OD §34090 Library Community Services / CS-003 Disruptive Patrons / Patron Minimum 2 Minimum 2 Mag, Mfr, S / I Department Preference; GC Library Complaints / Incident Reports years years OD, Ppr §34090 El Segundo Unified School Finance CS-004 District School Libraries 2 years 2 years Mag. Ppr Department preference for Management Invoices, Backups auditing purposes; GC §34090.7 and Copies of Checks Community Department preference; meets Services / CS-005 Gifts to Library 2 years 3 years 5 years Mag. Ppr municipal government auditing Library standards; GC §34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 145 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & C'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. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), CLLS (California Library Community Literacy Services); CLSA Final Final Per California State Library Services / CS-006 (California Library Services Act) Expenditure Expenditure Mag, Mfr, S Records Management Program Library and PLF (Public Library + 5 years + 5 years OD, Ppr Requirements (April 27, 1998); GC Foundation) ONLY. For all §34090 others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance Community Services / CS-007 Historical Records of Significant P P Yes Mag, Mfr, S No Department Preference; GC Library Historical Value OD, Ppr §34090 Community Inter -Library Loan Records - Department preference to ensure Services / CS-008 Reports to the State Library (for 5 years 5 years Mag, Ppr reimbursements; GC §34090 Library reimbursement) Community Services / CS-009 Internet User Statistics 2 years 2 years Mag, Ppr GC §34090 Library Community Library Board of Trustees Minimum 2 Minimum 2 Brown Act challenges must be Services / CS-010 AgendasAgenda Packets , years years Mag, Ppr filed within 30 or 90 days of action; Library GC §§34090, 54960.1(c)(1) EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 146 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & C'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. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Community Services / CS-011 Library Board of Trustees P P Yes Mag, Mfr, S Yes: After Department Preference; GC Library Minutes OD, Ppr QC & OD §34090 Community Services / CS-012 Library Management System / Indefinite Indefinite Yes Mag, Ppr Data Fields / Records are Library Database interrelated; GC §34090 Community When No When No Preliminary / Transitory documents Services / CS-013 Patron Applications for Library Longer Longer Mag, Ppr not retained in the ordinary course Library Cards Required Required of business (entered into database); GC §34090 Community Program Sign Ups (e.g. When No When No Preliminary / Transitory documents Services / CS-014 Summer Reading) Longer Longer Mag, Ppr not retained in the ordinary course Library Required Required of business; GC §34090 Community Release Forms (Photos of Yes: Services / CS-015 Children, etc.) 2 years 2 years Before Mag, Ppr GC §34090 Library Event Department preference (Courts treat volunteers as employees); Volunteer Applications & Inactive / Inactive / EEOC/FLSA/ADEA (Age) requires Lead CS-016 Agreements /Reserves - Separation + Separation + , Mag, Mfr, S/I Yes: After 3 years for promotion, demotion, Division Successful Applicants 3 years 3 years OD, Ppr QC & OD transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 147 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & C'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. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference (Courts treat volunteers as employees); Volunteer Applications & EEOC/FLSA/ADEA (Age) requires Lead CS-017 Agreements / Reserves - 3 years 3 years Ppr 3 years for promotion, demotion, Division Unsuccessful Applicants transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 PARK MAINTENANCE Community Gateway Committee Agendas, Minimum 2 Minimum 2 Brown Act challenges must be Services / PW-018 Agenda Packets years years Mag, Ppr filed within 30 or 90 days of action; Park Maint. GC §§34090, 54960.1(c)(1) Community Services / PW-019 Gateway Committee Minutes P P Yes Mag, Mfr, S Yes: After Department Preference; GC Park Maint. OD, Ppr QC & OD §34090 RECREATION Community Services / CS-018 Activity Guide / Class P P Mag, Mfr, S/I Yes: After Department preference for Recreation Schedules OD, Ppr QC & OD historical value; GC §34090 Class Registration / Trip Permits / Fee & Charge / Liability Waiver Forms / Release of Community Liability Forms / Permissions / Services / CS-019 Sign -in Sheets etc.: 2 years 2 years Mag, Ppr GC §34090 Recreation Camps, Field Trips, Authorization to give Medicine, etc. EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 148 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) Vital? after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) S=Scan C'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. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Community Services / CS-020 Daily Vehicle Inspections 2 years 2 years Ppr GC §34090 Recreation Facility Use Permits and Community Equipment Applications, Books, Yes: Services / CS-021 Alcoholic Beverage Applications 2 years 2 years Before Mag, Ppr GC §34090 Recreation Includes Certificates of Event Insurance Community Termination Termination Department Preference; GC Services / CS-022 Lifeguard Certifications + 3 years + 3 years Mag, Ppr §34090 Recreation Community Outreach / Community Referrals Services / CS-023 / Correspondence 2 years 2 years Ppr GC §34090 Recreation Community Privilege Suspension Record Minimum 2 Minimum 2 Services / CS-024 (Difficult Participants) years years Mag, Ppr GC §34090 Recreation Community Receipts / Daily Deposits (Detail The detail is NOT forwarded to Services / CS-025 Backup) 2 years 2 years Mag, Ppr Finance; GC §34090 et seq. Recreation Community Recreation & Parks Services / CS-026 Commission P P Mag, Mfr, S/I Yes: After GC §34090 Recreation MINUTES, BYLAWS OD, Ppr QC & OD Community i�ci.icau�ii cx r01 Na Commission Minimum 2 Minimum 2 Department Preference; GC Services / CS-027 AGENDAS, AGENDA years years Mag, Ppr §34090 Recreation EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 149 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & C'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. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Community Department Preference; data is Services / CS-028 Recreation Database Indefinite Indefinite Mag interrelated; GC §34090 Recreation Community Services / CS-029 Special Event Permits 2 years 2 years Ppr GC §34090 Recreation Community Sports - Rosters, Waivers, Services / CS-030 Applications, Ejection Letters, 2 years 2 years Mag, Ppr GC §34090 Recreation etc, Community Preliminary Drafts /Transitory Services / CS-031 Surveys / Evaluations (Program 2 years 2 years Mag, Ppr records not retained in the Recreation Feedback or Evaluations) ordinary course of business; GC §34090 Community Services / Recreation OR Public CS-032 Swimming Pool / Plunge 5 years 5 years Mag, Ppr Health Department regulations; 8 Works / Chemical Readings & Additions CCR §3195.12; GC §34090 Governmen t Buildings Community Services / CS-033 Swimming Pool / Plunge 5 years 5 years Mag, Ppr Health Department regulations; 8 Recreation Incidents CCR §3195.12; GC §34090 Community Services / CS-034 Transportation Dial -A -Ride 5 years 5 years Mag, Ppr Department Preference for grant Recreation Applications funding audits; GC §34090 Community Services / CS-035 Transportation Dial -A -Ride 5 years 5 years Mag, Ppr Department Preference for grant Recreation Monthly Reports - Transit funding audits; GC §34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 150 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & C'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. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; If a motor carrier, required for 18 months Community Transportation Dial -A -Ride Disposal of Disposal of after vehicle is sold; CHP requires Services / CS-036 Vehicle & Equipment History Vehicle + 2 Vehicle + 2 Mag, Ppr life of vehicle; OSHA requires 1 Recreation Files years years year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §34090 Transportation Dial -A -Ride Community Vehicle Safety Checks / Daily Services / CS-037 Vehicle Inspections / Daily 2 years 2 years Ppr 13 CCR 1234(c); GC§34090 Recreation Equipment Checks / CHP Inspections / Pre -Trip Inspections Community Transportation Shuttles: Beach, Department Preference for grant Services / CS-038 Lunchtime, etc. - Daily Logs, 5 years 5 years Ppr funding audits; GC §34090 Recreation Passenger Counts, etc. Vehicle Safety Checks / Daily Community Vehicle Inspections / Daily Services / CS-039 Equipment Checks / CHP 2 years 2 years Ppr 13 CCR 1234(c); GC§34090 Recreation Inspections / Pre -Trip Inspections EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 151 of 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & C'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. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference (Courts treat volunteers as employees); Volunteer Applications & Inactive / Inactive / EEOC/FLSA/ADEA (Age) requires Lead CS-040 Agreements / Reserves - Separation + Separation + Mag, Mfr, S/I Yes: After 3 years for promotion, demotion, Division Successful Applicants 3 years 3 years OD, Ppr QC & OD transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 Department preference (Courts treat volunteers as employees); Volunteer Applications & EEOC/FLSA/ADEA (Age) requires Lead CS-041 Agreements / Reserves - 3 years 3 years Ppr 3 years for promotion, demotion, Division Unsuccessful Applicants transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 Youth Sports Council - All Community Records Services / CS-042 (Comprised of representatives 2 years 2 years Ppr GC §34090 Recreation from various sports organizations) EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 152 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-1 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). BUILDING SAFETY Develop. Services / DS-001 Building Permit Database Indefinite Indefinite Yes (all) Mag Department Preference - Data Building is interrelated; GC §34090, Safety Building Permits / Building Address Files - Permanent Documents Permits & Attachments, Certificate Develop. of Occupancy, Geotechnical / Mag' Services / DS-002 Geological Reports, Grading P P Yes Mfr, OD, S / I Yes: After Department preference; GC Building Permits, Lab Test Reports, Ppr QC & OD §34090; H&S §19850 Safety Structural Observation Reports, Sile Plans Special Inspection Reports, Soils Reports, Structural Observation Reports, Final Inspection Reports Develop. Preliminary draft not retained in Services / DS-003 Building Plans -Expired Expiration + 6 Expiration + Mag, Ppr the ordinary course of business; Building months 6 months GC §34090 et seq. Safety Develop. Preliminary draft not retained in Services / DS-004 Building Plans - Withdrawn Upon Upon Mag, Ppr the ordinary course of business; Building Withdrawal Withdrawal GC §34090 et seq. Safety EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 153 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-2 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Department preference; plans Develop. Building Plans and Construction are not required to be submitted Services / Documents -Finalled -SINGLE Mag, Yes: After for these projects, but if they Building DS-005 FAMILY RESIDENTIAL - SFR and P P Yes (all) Mfr, OD, S / I QC & OD are, the CBC requires they be Safety APPURTENANCES Ppr retained for at least completion + 180 days; H&S§19850; CBC §§104.7 & 107.5; GC §34090 Building Plans and Construction Documents - Finalled - Develop. INDUSTRIAL, COMMERCIAL, Department Preference; Law Services / MULTI -FAMILY DWELLINGS, Mag, Yes: After requires for the life of the Building DS-006 PLACES OF PUBLIC P P Yes (all) Mfr, OD, S / I QC & OD building for commercial only; Safety ACCOMMODATION, TENANT Ppr CBC §§104.7 & 107.5;H&S§19850, GC §34090 IMPROVEMENTS, PRODUCTION HOMES Develop. Minimum Minimum Mag' Services / DS-007 California Building Codes (CBC, While While Mfr, OD, S / I Yes: After GC §50022.6 Building etc.) Ordinance is Ordinance is Ppr QC & OD Safety in Force in Force When No When No Develop. Longer Longer Services / DS-008 Complaints (Written Required - Required - Mag, Ppr GC §34090 Building correspondence received or sent) Minimum Minimum Safety Close + 2 Close + 2 years I I years EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 154 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-3 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Develop. Services / DS-009 Covenants P P Yes Mfr, OD, S / I Yes: After GC §34090(a) Building Ppr QC & OD Safety Develop. Inspection Construction Notices Until Cleared Until Cleared Department Preference Services / DS-010 / Inspection Notices or Project or Project Mag, Ppr (preliminary documents); GC Building (correction notices, compliance Completion Completion §34090 Safety orders, stop work notices, etc.) Develop. Mag' Services / DS-011 Modification Approvals / Deviations P P Yes Mfr, S / I Yes: After Department preference; GC Building from Code Requirements Ppr QC & OD §34090 Safety Develop. Plan Check Review /Plan Review / Project Project Mag, Services / DS-012 Extension of Time for Permit or Completion or Completion Yes Mfr, OD, S / I Yes: After Department preference; GC Building Plans Upon or Upon Ppr QC & OD §34090; H&S §19850 Safety Expiration Expiration Develop. Requests & Permissions to Services / Building DS-013 Receive Copies of Plans (to and 2 years 2 years Mag, Ppr GC §34090 Safety from architects) CODE ENFORCEMENT EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 155 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-4 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Destroy Inactive Image: Paper Active Storage Total Media 1=Import (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Department preference; Case is Develop. Code Enforcement / Abatement open until satisfactorily resolved Services / Case Files Minimum Minimum Yes: Until Mag, Yes: After (some cases are not resolved); Code DS-014 Close + 2 Close + 2 Resolution Mfr, OD, S / I QC & OD City Clerk maintains original Enforce. (Includes appeals and Code years years Ppr staff reports and resolutions that Enforcement Complaint Letters) are presented to Council; GC §34090 Develop. Code Enforcement / Abatement Services / Case Files Yes: Until Mag' Yes: After Code DS-015 P P Resolution Mfr S / I QC & OD GC §34090 Enforce. Liens & Releases P,pr DEVELOPMENT / PRIVATE DEVELOPMENT Private Development Projects / Job Files: Administration File Statute of Limitations for Errors & Omissions is 10 years; Construction Inspections, Photos, Published Audit Standards=4-7 Develop. / Private Lab Verifications, Testing Upon Completion + Yes: Until years; Statute of Limitations: Private DS-016 Lab Final Reports Completion 10 years 10 years Completed MagPpr , Contracts & Spec's-4 years, Develop. Wrongful Death=comp. + 5 Examples: CUPs, Lot Line years, Developers=comp. + 10 Adjustments, Specific Plans, Split years; -CCP §337 et. seq., GC §34090 Lots, TPMs, TSMs EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 156 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-5 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Private Development Projects / Job Files: Permanent Files Drainage, Encroachments, Rights of Way, Soils Reports, Stormwater, Develop./ etc. Ma g' Department preference; Private DS-017 Upon P P Yes: Until Mfr, OD, S/I Yes: After retained for disaster Develop. Copies of Deeds, Dedications, Completion Completed Ppr QC & OD preparedness purposes; GC Easements, Abandonments (City §34090 Clerk is OFR) Examples: CUPS, Lot Line Adjustments, Specific Plans, Split Lots, TPMs, TSMs HOUSING AND SENIOR HOUSING PARK VISTA Develop. Five Year Consolidated Action Plan Expiration of Expiration of Consolidated Plan Services / DS-018 and the related Action Plans /PHA Plan + 5 year Plan + 5 Mag, Ppr Requirement; GC §34090 Housing Plans years EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 157 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-6 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). HUD requires 5 years after the 5 years after 5 years after project completion; documents the the imposing recapture / resale Housing Programs: Affordability Affordability restrictions are 5 years after the Develop. All, including Home Repair, Low- Period Period affordability period terminates; Services / DS-019 Mod, CalHome, CDBG & HOME Terminates, Terminates, r, OD Mfr, O S Yes: After Uniform Admin. Requirements Housing or the Written or the Written , Ppr QC & OD for Grants to Local WITH Recapture or Resale Agreement Agreement Governments is 3 years from Restrictions Terminates, Terminates, expenditure report; 2 CFR Whichever is Whichever is 200.334; 24 CFR Longer Longer 92.508(a)(c)(2); 29 CFR 97.42, GC §34090 HUD requires 5 years after the project completion; documents Housing Programs: All, including imposing recapture / resale Home Repair, Low -Mod, CalHome, restrictions are 5 years after the Develop. CDBG &HOME Loan Pay-off Loan Pay-off Mag, Yes: After affordability period terminates; Services / DS-020 + 5 years + 5 years Mfr, OD, S / I QC & OD Uniform Admin. Requirements Housing NO RECAPTURE / RESALE Ppr for Grants to Local RESTRICTIONS Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)(c)(2); 29 CFR 97.42, GC §34090 Develop. Services / DS-021 HUD Reports (ALL Reports to 5 years 5 years Mag, Ppr Department preference; ; GC Housing HUD) §34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 158 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-7 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QCd? 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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Develop. Senior Housing / Park Vista Services / DS-022 Apartments (Property Management 5 years 5 years Mag, Ppr Department preference; ; GC Housing / Tenant Records, Income §34090 Verifications, etc. are Contracted) Develop. Senior Housing Board (Park Vista) Minimum 2 Minimum 2 Department Preference; GC Services / DS-023 AGENDAS, AGENDA PACKETS years years Mag, Ppr §34090 Housing DeveServices Senior Housing Board (Park Vista) Yes: After / DS-024 MINUTES, BYLAWS P P Mfr, OD, S/I QC & OD GC §34090 Housing Ppr PLANNING Develop. Services / DS-025 Annexations / Boundaries / 2 years P P Mfr, OD, S / I Yes: After Land Records; GC §34090 Planning & Consolidations / LAFCO I Ppr QC & OD City Clerk Develop. Mag, Yes: After Department Preference; GC Services / DS-026 Congestion Management Plan. P P Mfr, OD, S / I QC & OD §34090 Planning Ppr Develop. The final decision is filed in the Services / DS-027 Director Hearings / Adjustments 2 years 2 years Mag, Ppr Project Entitlement Folder; GC Planning §34090 Environmental Determinations: Usually filed in the project file; Develop. Environmental Impact Reports Mag, Final environmental Services / DS-028 (EIRs), Negative Declarations, etc. P P Mfr, OD, S / I Yes: After determinations are required to Planning ) Ppr QC & OD be kept a "reasonable period of Inside City Boundaries time"; 14 CCR §15095(c); GC §34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 159 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-8 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Environmental Determinations: Non -records; EIRs and Develop. Environmental Impact Reports When No When No Negative Declarations within the Services / DS-029 (EIRs), Negative Declarations, etc. Longer Longer Ppr, OD City Boundaries are with the Planning ) Required Required project file Outside City Boundaries Not all internal communications and notes are required to be saved; "E-mails that do not Environmental Determinations: provide insight into the project Environmental Impact Reports or the agency's CEQA (EIRs), Negative Declarations, etc. compliance with respect to the ) /CEQA / NEPA project — are not within the Develop. Correspondence submitted to, or Completion of Completion Magscope of section 21167.6, Services / DS-030 transferred from the agency, and CEQA of CEQA Ppr P Ppr subdivision (e) and need not be Planning all internal agency Process Process retained." Golden Door communications, including staff Properties, LLC v. Superior Court of San Diego County notes related to a non-exempt (County of San Diego, et al., CEQA action Real Parties in Interest) (D076605, DO76924, DO76993) (4th Dist. 2020); PRC 21167,E GC §34090 Develop. When No When No Services / DS-031 General Plan Working Papers Longer Longer Mag, Ppr Preliminary drafts; GC §34090 Planning Required Required EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 160 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-9 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QCd? 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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). DeveloServices p. General Plan, Elements and Yes: After Department preference; GC DS-032 Amendments P P Yes (all) Mfr, OD, S / I QC & OD §34090 Planning Ppr Develop. Mag, Yes: After Department preference; GC Services / DS-033 Land Use Studies / Plans / Reports P P Mfr, OD, S / I QC & OD §34090 Planning Ppr DeveloServices p. Master Plans, Specific Plans, Yes: After Department Preference; GC DS-034 Bikeway Plans, etc. P P Mfr, OD, S / I QC & OD §34090 Planning Ppr Develop. Services / DS-035 Miscellaneous Planning Research Minimum 2 Minimum 2 Mag' Mfr, OD, S / I Yes: After Department preference GC Planning Projects (by property address) years years Ppr QC & OD §34090 et seq. DeveDepartment preference - Copies Servicles DS-036 Planning Commission Agenda P P Yes (all) Mfr, OD, S / I Yes: After (the original Staff Reports are Planning Packets Ppr QC & OD filed in the Project Entitlement Folder); GC §34090.7 DeveServicles Planning Commission Minutes & DS-037 Bylaws P P Mfr, OD, S / I No GC §34090 Planning Ppr Develop. Mag, Services / DS-038 Planning Commission Resolutions P P Yes Mfr, OD, S No GC §34090 et seq. Planning Ppr EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 161 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-10 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QCd? 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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Planning Project Files - Permanent Entitlements (All) (Includes Associated Conditions of Department preference; Approval, Environmental Department maintains complete Determinations, Staff Reports, files for administrative Develop. Plans & Maps, copies of Mag' Yes: After purposes; Final environmental Services / DS-039 Resolutions and Ordinances) 2 years P P Yes Mfr, OD, S / I QC & OD determinations are required to Planning Ppr be kept a "reasonable period of Examples: Conditional Use time"; 14 CCR §15095(c); Permits (CUPs), Design Review, GC§§34090, 34090.7 Lot Line Adjustments, Parcel Maps, Site Plans, Tentative Subdivisions, Variances, Zone Changes, Zone Text Amendments, etc. Develop. When No When No Department preference; Services / DS-040 Preliminary Review File (No Final Longer Longer Mag, Ppr Preliminary Documents (no Planning Application) Required Required application submitted); GC §34090 Develop. Services / DS-041 Project Log Index / Spreadsheet / P P Yes Mag' Mfr, OD, S / I Yes: After Department Preference; GC Planning Binders of Historic Actions Ppr QC & OD §34090 Develop. Regional Organizational Studies & When No When No Services / DS-042 Programs where other Agencies Longer Longer Mag, Ppr Non -records; GC §34090 et Planning are the Lead (e.g. Air Quality Required Required seq. Studies, etc.) EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 162 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-11 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Develop. Special Studies (Not related to a Mag' Yes: After Department Preference; GC Services / DS-043 specific project) P P Yes Mfr, OD, S / I QC & OD §34090 Planning Ppr Temporary Use Permits / Special Use Permits / Temporary Develop. Entitlements: Yes: Temporary uses; Department Services / DS-044 2 years 2 years During Mag, Ppr maintains complete files for Planning Christmas Tree Lots, Ambient Event administrative purposes; GC§§34090 Sound, Banners, Pumpkin Lots, Outdoor Events, etc. Copies - Copies - City Clerk DS-045 Zoning Amendments, Zoning Text When No When No Mag, Ppr Copies; GC §34090.7 Amendments Longer Longer Required Required Develop. Mag, Yes: After Services / DS-046 Zoning Conformance P P Yes Mfr, OD, S / I QC & OD GC §34090 et seq. Planning Ppr Develop. Mag' Department Preference; City Services / DS-047 Zoning Maps of Significant P P Mfr, OD, S / I Yes: After Clerk Maintains originals of all Planning Historical Value Ppr QC & OD documents that were presented to Council; GC §34090.7 RESIDENTIAL SOUND INSULATION When No When No Airport DS-048 Airport Noise Documents Longer Longer Mag, Ppr Non -records Required Required EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 163 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-12 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QCd? 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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Department Preference; Statute Develop. of Limitations is 4 years; 10 Services / years for Errors & Omissions; Residential DS-049 Contractor Correspondence / 10 years 10 years Mag, Ppr land records are permanent by Sound Project Administration law; CCP §§337. 337.1(a), Insulation 337.15, 343; GC §34090 Department Preference; Statute Develop. of Limitations is 4 years; 10 Services / years for Errors & Omissions; Residential DS-050 Contractor Correspondence / 10 years 10 years Mag, Ppr land records are permanent by Sound Project Administration law; CCP §§337. 337.1(a), Insulation 337.15, 343; GC §34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 164 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-13 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QCd? 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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Develop. After FAA After FAA Admin. Requirements for Grants Services / Audit, if Audit, if to Local Governments is 3 years Residential DS-051 FAA Financial Information / Grant 2 years Required - required - Mag, Ppr from expenditure report or final Sound Funding Minimum 5 Minimum 5 payment of grantee or Insulation years years subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A- 133.320(g); GC §34090; GC §8546.7 Develop. Services / List of Projects (Historical Excel Department preference; GC Residential DS-052 File) P P Mag, Ppr §34090 Sound Insulation Develop. Residential Sound Insulation Services / Homeowner File / RSI Homeowner Project Project Department preference; covers Residential DS-053 File (for each property) /Window & Completion + Completion + Mag, Ppr all warrantee periods; CCP Sound Door Replacements 10 years 10 years §337 et. seq., GC §34090 Insulation EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 165 of 403 Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-14 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QCd? 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. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Develop. Standard Specifications Used for Services / Residential DS-054 Residential Sound Insulation / RSI P P Mag, Ppr Department preference; GC Sound projects (provided by the City to §34090 Insulation Contractors) EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Page 166 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Record Classification OR Records Description Retention / Disposition Comments / Reference (OFR) File Number Active (in office) Inactive (Off -site, OD or Mfr) Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & C'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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). POLICE ADMINISTRATION / CHIEF / INTERNAL INVESTIGATIONS / SUPPORT SERVICES Renee QiGyeie Lieens yea T�% Mag- Ppr Lieenses expire every 2 , Police / Admin PD-001 Concealed Weapon Permits (CCW) - Civilians / Retirees Expiration + 2 years Expiration + 2 years Ppr DOJ manages the sale and transfer of firearms; Non -records (State is OFR); most agencies retain for 2 years; GC §34090, PC §12070 et seq. When No r R-e� When o- Longer Required — Mag Pp GG §34 090� Lead Dept- "�P� `GFrespondenree ROUTINE (e r. ` years L years'v".'� i?G§340�8 GeneFal Files, LetteFS, � A.,...,... -and M'c ell„nee Dl,.,e Reading Working Cil Fts s �d' GE)Frespondenee TRANSITORY .+.. Iis legs, When Ne �°� I engeF ipvp'Tu9jF"p� �°� When Ne I engw Ripvp'Tu9jF"p� _ Mag Dnr 'vTc�9 -' -Pr As Innn as they aFe net ro+a'no!! in the "Regulw Course of . IF .,..+ mentioned here, the consult (`i+.. A++.,rr,.,.. to determine if ., (e.g. Ghecidi mailing ' inventories, tFansmi++nl letters, supply consideredrecord is GG §3409nr &2-52 e" Lead-Fevsed rlr,.�+ vcPr Drafts & Notes: Drafts +� When N -rv� Required Tic-c�aTTc W When N v�Iv-r^, ,c�n�,-Qrv-� `onge Tic-c�aTTc Required �q��. p�� Mag ' N' As long as the dFaf s and notes - in the "Regu are not Fetanned Course of Business". Consult the- ron City Clerk to determine if a nr!! draft. �. i.J...,.JGGr�§34090 rr.vccS�,-a,ii-c -cT� nal Telephone messages, eto a G('� � ., �62-52 Police / Admin PD-002 Crime Statistics / Uniform Crime Reporting (UCR): ANNUAL 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Historical Value; GC §34090 CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 167 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Record Classification OR Records Description Retention / Disposition Comments / Reference (OFR) File Number Active (in office) Inactive (Off -site, OD or Mfr) Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & C'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. HOLDS: Liti ation, cam laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Police / Admin PD-003 Crime Statistics / Uniform Crime Reporting (UCR), NIBRS Statistical Reporting: PERIODIC (Monthly, Bi- monthly, etc.) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept- —'r" Grants Reports, 2_years L Y"`-"" After Funding AgenGy n" Required Knornu¢ AfteF Funding Agency Audit, �_ Minimum — r, Pp c S--r4 Yes: After Uniform r.. Admin. Requirements for Grants to l al r_ nts from yeaFS expenditure repeFt; HUD state... In 3 (SUCCESSFUL and Fona..e'al Information) C...,.J ..op requires years; of and award to CinanGn, 2287 r 2 74 GFR 85.42 4_ 2228.2 pliGation 570502(b)'fin GFR 97 42 r_r Lead Dept- Grants (UNSUCCESSFUL nppliGatiens r rr � r 2 & years — i3 4090 spe ea) Police / PD-004 Homeless Services: Supportive 5 vears 5 vears Mag, Pp Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 vears; Uniform Admin. Requirements for Grants to Local Governments is 3 Housing, Outreach, Rapid Re- years from expenditure report or Admin housing, Continuing Care Grants, final payment of grantee or subgrantee; 2 CFR 200.334: 24 etc. CFR 91.105(h), 92.505, 92.508, 570.490, & 570.502(a&b), 29 CFR 97.42: GC �34090; 24 CFR 982.158 CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 168 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Liti ation, cam laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; State & Federal laws require retention until final disposition of formal complaint; State requires 2 years Internal Investigations: Sustained, Final Final after action is taken; Statute of Police / PD-005 Not Sustained and Officer Involved Disposition Disposition Mag, Ppr Limitations is 4 years for Admin Shootings + 5 years + 5 years misconduct; IA and Statewi guidelines reeemmend 25 years fOF ; .,lye d EVC offieeF shootiRg-&; §1045(b)(1), GC §§12946, 34090, PC §§801.5, 803(c), 832.5, VC §2547 i-bK & Dr.,i. issues(issues an.! I Longer Rued I ongeF Reed Wnamum 2 Ye While Awe- issues Mag-Rpr GC-§34090 ets erects will vary over time gig— t�S Knamum 2 yews Police / Original Workers Compensation Admin PD-006 Light Duty Reports 2 years 2 years Ppr part of Personnel file; GC §34090 et seq. Claims can be made for 30 years for toxic substance exposure; EEOC/FLSA/ADEA (Age) requires Police / POST Data, Files and Printouts Separation + Separation + Mag, Mfr, Yes: After 3 years for promotion, demotion, Admin PD-007 (Training Courses) 5 years 5 years OD, Ppr S / I QC & OD transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 169 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Liti ation, cam laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; EEOC's Yes: basic requirement is 1 year after Police / PD-008 Work Assignments (Schedules) 7 years 7 years Current Ppr action; Bureau of National Affairs Admin Schedule recommends 2 years for work only schedules; 29 CFR 516.6(1), 29 CFR 1602.14, GC § 34090 ANIMAL REGULATION Police / Meets auditing standaFds, GC Animal PD-009 Animal Licenses 2 4 years 2-4-years Mag, Ppr §34090 Reg. Police / Animal Control County Reports / Animal PD-010 2 years 2 years Mag, Ppr GC §34090 Lists Re INVESTIGATIONS ALL Aleehal Beverage Annlioati .ns When No LengeF When No Longer Required Dnf Non reoerds; GG §34090RequW--d Background Checks for Business Expiration of Expiration of Police / PD-011 Licenses: Bingo, Massage License + 2 License + 2 Mag, Mfr, S / I Yes: After GC §34090 Investiq. Technicians & Parlors, Peddlers, Taxi, etc. years years OD, Ppr QC & OD Police / PD-012 Background Files - CCW, Separation + Separation + Mag, Mfr, S / I Yes: After Retained for administrative value; Investiq. Employees, Volunteers &Reservists 30 years 30 ears OD, Ppr QC & OD GC §34090 Police / PD-013 Background Files - U Visas, T-Visas 4 years 4 years Mag, Mfr, S I Yes: After Per Immigration; GC §34090 Investi . with INS Letters / Victims of Crime OD, Ppr QC & OD CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 170 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Liti ation, cam laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; EEOC / FLSA / ADEA (Age) requires 3 Police / PD-014 Background Files - Unsuccessful 5 a 8 years 5 4&years years; State Law requires 2 - 3 Investig. Applicants (Not Hired) years; 29 CFR 1627.3(a)(5) and (6), 8 CCR §11040.7( c), GC §§12946, 34090 i year Police / Field Interview Cards (may include After Data rafter Data r""�""r Mag, Mfr Yes: After Notes destroyed in the regular Investig. PD-015 photos)OD, Entered ��tered-R;t� e.,zf Ppr all QC & OD course of business; GC §34090 et se . q When No When No Based on DOJ Inventory Police / PD-016 Guns: Dealers Record of Sale Longer Longer Mag, Ppr Requirements; Some dealers have Investig. Required Required an automated link to DOJ; PC §12070 Misleading, obsolete or unreliable information is required to be destroyed; remainingrecords must Police / PD-017 Intelligence Reports 5 years 5 years Maq, Ppr Investig. not be retained longer than 5 years: 28 CFR 23.20(h); GC 34090 Emk RECORDS and PROPERTY Police / Follows Follows Yes: Records PD-018 Arrest Reports (LA County Booking #) Retention of Crime Report Retention of Crime Re art Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 & Finance PD-019 Auction Receipts & Records 4 years 4 years Ppr Consistent with auditing (Evidence) standards; GC §34090 Police / PD-020 Background Clearance Letters 3 years 3 Mag, Mfr, S I Yes: After Department preference; GC Investi OD, Ppr QC & OD 34090 CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 171 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Liti ation, cam laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Police / Records PD-021 Citations: Marijuana Citations or Reports (less than 28.5 grams) 2 years 2 years Maq, Ppr GC §34090, H&S §11361.5 & Prop. Police / Citations: Misdemeanor Traffic, Statute of Limitations is up to two Records PD-022 Parking, or Criminal 2 years 2 years Maq, Ppr years; Also See Crime Reports; & Prop GC §34090, PC §802 Department Preference; Provided there are no outstanding warrants, unrecovered weapons, criminal Crime Reports: Felonies and deaths, they are not historically Police / Misdemeanors -ALL except those 7 years or 7 years or Yes: Mag, Mfr, , Yes: After significant, and it is not classified Records PD-023 otherwise specifically mentioned in upon DOJ upon DOJ Before OD, Ppr S / I QC & OD under PC §800 & 290 and H&S & Prop this retention schedule Notification Notification Disposition §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq. Crime Reports: Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Elder Department Preference; Most Police / Abuse, Sexual Assault & Neglect, Yes: Mag, Mfr, Yes: After have no limitations on Records PD-024 Rape, Misuse of Public Funds, Train- P P Before OD, Ppr S / I QC & OD commencement of action; PC §§ & Prop. wrecking, Treason, Suicide, Officer Involved shootings (Crimes Subject Disposition 261, 286, 288, 288a, 288.5, 289, 289.5, and 799 to Death Penalty or without statute of Limitations) CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 172 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Liti ation, cam laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Conviction Conviction or Arrest (if or Arrest (if No No Police / Crime Reports: Marijuana less than Mag, Mfr, Yes: Courts and other Agencies "Shall" Records PD-025 28 .5 grams Conviction) Conviction) OD, Ppr S / I When destroy); H&S§ 11361.5 et seq., & Prop + 2 years or--+ subjeet 18 2 years or subject 18 Inactive GC§3409 vears o ld years-eld Crime Reports: Misdemeanor Police / Marijuana §11357(e) - Juvenile on Offender is Offender is Yes: Mag, Mfr, Yes: After (Courts and other Agencies "Shall" Records PD-026 School Grounds during School 18 Years 18 Years Before OD, Ppr S / I QC & OD destroy); H&S§ 11361.5 et seq., & Prop. Hours (with procedure in H&S §11361.5) Old Old Disposition 11357(e) Police / Records PD-027 Crime Reports: Missing Person Reports (unsolved) 2 years or Until Located P P Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Dept. Preference; Also see Crime Reports; GC §34090 & Prop-. Police / Crime Reports: Public Assist and Mag, Mfr, Also see Crime Reports; GC Records PD-028 other Non -Criminal Police Contact 2 years 2 years OD, Ppr §34090 & Prop. Reports "shall" destroy: Individual petitions Police / Crime Reports: Sealed Cases Date of Date of Mag, Mfr, District Attorney; PD concurs that Records PD-029 ("Factual Innocence") Arrest + 3 Arrest + 3 OD , Ppr person is factually innocent, then & Prop years years seals record; GC §34090; PC §851.8(a) oiaLuic Ui Lu nnauui io WI R) Up uw Police / Sealing date Sealing date age of majority + 8 years; Sealing Records PD-030 Crime Reports: Sealed Cases (e.g. Juveniles) + 5 years (or Court Order) + 5 years (or Court Order) Mag, Mfr, OD, Ppr for Juveniles and Wards of the Court retained for 5 years; CCP §§340.1, GC §34090; W&I & Prop CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 173 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'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. HOLDS: Liti ation, cam laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Police / Records PD-031 Department of Justice Validation Lists 2 years 2 years Mag, Ppr Information received by DOJ; GC 34090 & Prop - Department Department Preference (follows Police / Drug Registrants (maintained in crime report retention); Records PD-032 RMS) 5-7 years 5 7 years Mag, Ppr Registration is required for 5 & Prop. years; GC §34090, H&S §11590 et seq., H&S §11594(a) Police / Evidence Sheets (Property cards (Criminal (Criminal Statute of Limitations is 1 year for Records PD-033 and records) Report Report Ppr property seized by officers; CCP & Prop Retention) Retention §340(d); GC §34090 If artifact over $10,000, artifact is Police / permanent - Statute of Limitations Records PD-034 Evidence Sheets: Found Property Lawfully disposed (over $10,000) 2 years P P Mag, Ppr is up to 3 years (recovery from seized property by police is 1 year); CCP §338(c), 340(4), & Prop 341(a); GC §34090 If artifact over $10,000, artifact is Police / permanent - Statute of Limitations Records PD-035 Evidence Sheets: Found Property Lawfully disposed (under $10,000) 2 years 2 years Mag, Ppr is up to 3 years (recovery from seized property by police is 1 ear); CCP 338 c 340(4), & 341(a); GC §34090 Police / PD-036 Officer Recordings: Body -Worn P I I P I 1 _ Mag, PCB 832.18(b)(5)(E); GC §34090.6 et seq. 1 Records Cameras — LOGS of Access or & Prop• Deletion of Data CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 174 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off -site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) Imaged & S=Scan C'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. HOLDS: Liti ation, cam laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Officer Recordings: Bodv-Worn Follows Follows Police / retention for retention for PCB 832.18(b)(5)(B)&(C); GC Cameras -that ARE evidence, Records PD-037 Evidence, Evidence, _ Mks Officer Involved Shootings / §34090.6 et seq. & Prop Minimum 2 Minimum 2 Detention or Arrest / Complaints nears years Police / Officer Recordings: Body -Worn PC§ 832.18(b)(5)(A); GC Records PD-038 60 days 60 days _ Mag, &34090.6 et seq. Cameras - that are NOT evidence & Prop - Department preference; Police / PD-039 Officer Recordings: Mobile Audio/Video Recordings that are not 1 year 1 year Mag Recordings that become evidence Records are stored with evidence; consistent with Lexipol requirements; GC §34090.6(a) & Prop. evidence ("hip recorders", etc.) Department Preference; Non - Police / records used for investigations; Records PD-040 Pawn Slips / Secondhand 2 years 2 years Ppr Originals entered into the State Automated Property System; most agencies retain for 2 years; GC & Prop §34090 Police / Follows Follows Retention of Retention of Mag, Mfr, Yes: After Records PD-041 Photos: Crime Scenes Crime Crime OD, Ppr S / I QC & OD See appropriate Crime Report & Report Report Police / Records PD-042 Photos: Mug Shots p years100 P 100 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Retained for administrative value; GC §34090 & Prop. Police / Records PD-043 Photos: Request Forms 2 years 2 years Ppr Department Preference; GC §34090 & Prop. CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 175 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Liti ation, cam laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Police / Expiration of Expiration of Department Preference; Non - Records PD-044 Restraining Orders Order Order Ppr records (Court is OFR); GC & Prop- §34090 Follows Follows Police / Retention of Retention of Crime Report Returned to Court Crime Report RetuMed to Court Records PD-045 Search Warrants Mag, Ppr Copies; Court is OFR; GC §34090 &Prop Police / P P Pursuant to PC §290 et seq.; If Records PD-046 Sex Offender Registrations 10 years or Death of or Death of Mag, Ppr released from CAY, records are destroyed after age 25 or sealing pursuant to W&I §781; & Prop. Registrant Registrant Police / When No When No Transitory Non -Record; Courts are Records PD-047 Subpoenas and Subpoena Logs Longer Longer Ppr OFR; GC §34090 & Prop-. Required Required Police / Expiration + Expiration + Records PD-048 Taxi Permits (Backgrounds) 2 years 2 years Mag, Ppr GC §34090 & Prop-. Pelme^e Teletype Slaps When No Longer Rewred �nr� Longer Required P-13f Transitory Record; GC §340 � Police / (Follows Follows Department Preference; GC Records PD-049 Video Interviews evidence evidence Mag §34090 & Prop. retention) retention Poke \/idee \/ehiele Tape 9 rl.� y �� '9 Mag. �'�'J Police / Weapons, Lost / Stolen, Serialized, if Department Preference (Based on Records PD-050 no activity from date of report and CLETS purqe Until Found Until Found Ppr DOJ Inventory and ATF History & Prop. ReiDort ; GC 34090 POLICE INFORMATION TECHNOLOGY N14S4MANAGPMENT INFORMATION SYSTEMS) CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 176 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off -site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan C'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. HOLDS: Liti ation, cam laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Used for Disaster Recovery When No When No purposes only; Consistent with Backup Tapes / Disks - Daily Tapes City MIS; Considered a copy and Police / PD-051 - DAILY (includes a -mail) Longer Longer Yes Mag. can be destroyed when no longer IT Network All Files on Shared Droves Required Required required; retention based on 14 e $ administrative value; recycle tapes; GC §34090 et seq. Used for Disaster Recovery Backup Tapes / Disks - Weekly- purposes only; Consistent with \A/CCVI V• FIRST 3 WEEKS OF When No When No City MIS; Considered a copy and THE OF MONTH Longer der Police / PD-052 s Yes Mag. can be destroyed when no longer (Excludes e , mail) Network All Filer en Shared IT Required equired Re required; retention based on Drives 90 a administrative value; recycle tapes; GC §34090 et seq. Dew % Backup Tapes WEEKLY: LAB 90_days '�-""9`T 90 days ��-�`�'9 `T Yes MA•�n 1°�`"`J Used for D'sas+er Reoov , 49it,, WEEK OF THE MONTH n be destroyed when no Longer based e required; a+ere+'ere edmin'stre+'ye value; ogle +goer•• GG §34090 e+ iT — (Exeludec �:I\ Network, All Files n Shared Droves Police /_ PD-053 Daily Crime Report No. Log: Case 2 Years P P Yes Mag, Mfr, S / I Yes: After GC §34090 IT Numbers (Maintained by MIS) OD, Ppr QC & OD p �ReeeFdings - PD-G58 Telephene & Radio 180 days 180 days DepaFtment 'legally ef Comm, Tapes nisee+eh / ;ffefereneee mandated for 100 days); nweatmo s 9-1-a (GAB} Police / PD-054 Recordings of Telephone Calls - 100 days 100 days Maq Department preference; (legally mandated for 100 days); GC IT Front Desk and Watch Commander §§34090, 34090.6 — CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 177 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off -site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) Imaged & S=Scan C'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. HOLDS: Liti ation, cam laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). 1 year is required when video recording regular ongoing operations of the City; GC Police / PD-055 Video Recordings - Employees / 1 year 1 year Maq IT City Operations / Holding Cell §34090.6(a) Police / PD-056 Video Recordings - Public Areas When No When No Mag Does not record regular ongoing (Streets, Sidewalks, Lobbies, Longer Longer operations of the City (preliminary IT Hallways, etc.) I Required 1 1 Re uired drafts); GC §34090 etc. CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002 Page 178 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). PUBLIC WORKS / ENGINEERING City Clerk & Abandonments / Vacations Mag' Yes: After Public Works PW-001 (Streets) / Survey File P P Yes (all) Mfr, OD, S/I QC & OD GC §34090 et seq. / Engineering Ppr Assessment Districts / Sewer Department Preference; Districts / Maintenance Districts Mag' Statute of Limitations is 4 - 10 Public Works PW-002 / Landscape & Lighting / Street P P Yes: Until Mfr, OD, S/I Yes: After years (for Errors & / Engineering Improvement Districts Completed QC & OD Omissions); CCP §§337. (FORMATION, BOUNDARIES, Ppr 337.1(a), 337.15, 343; GC ENGINEERS REPORTS) §34090.7 Capital Improvement Projects Some grant funding agencies (CIP): Administration File require audits; Statute of Completion + Limitations for Errors & Project Administration, 10 years or 10 years or Omissions is 10 years; Certified Payrolls, Construction After Funding After Funding Mag, Published Audit Standards=4- Public Works PW-003 Manager's Logs, Daily Upon Agency Audit, Agency Audit, if Yes: Until Mfr, OD, S/I Yes: After 7 years; Statute of / Engineering Inspections, Insurance Completion if required, required, Completed P r p QC & OD Limitations: Contracts & Certificates, Meeting Minutes, whichever is whichever is Spec's=4 years, Wrongful Project Schedules, Progress longer longer Death=comp. + 5 years, meetings, Real Estate Developers=comp. + 10 Appraisals, RFIs & years; CCP §337 et. seq., Responses, etc. GC §34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 179 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Capital Improvement Projects (CIP): Permanent File I Plans, Specifications, Department preference; Public Works Successful Proposal, Change Upon Yes: Until Mag, Yes: After retained for disaster / Engineering PW-004 Orders, Materials Testing Completion P P Completed Mfr, OD, S/I QC & OD preparedness purposes; GC Reports, Grading Permits, Ppr §34090 Hazardous Materials Plans, Notice of Completion, Photos, Soils Reports, Studies, Submittals, Surveys, etc. Public Works Capital Improvement Projects / Engineering PW-005 (CIP): Unsuccessful 2 years 2 years Mag, Ppr GC §34090 Proposals Capital Improvement Projects Public Works (CIP): Where City is NOT the When No When No Non -records (another agency / Engineering PW-006 Lead Agency (Grade Longer Longer Mag, Ppr is the lead) Separation, etc.) Required Required CCTV Collection Line Public Works PW-007 Inspection Tapes / Video 10 years 10 years Mag Department Preference; GC / Engineering Inspections / Video Tapes or §34090 et seq. Digital Recordings (all lines) EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 180 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Department preference; Public Works Correspondence - Regulatory Minimum 2 Minimum 2 Yes: While Some correspondence from / Engineering PW-008 Agencies years years Active Mag, Ppr Regulatory Agencies need to Issues be retained for long periods of time; GC §34090 Public Works PW-009 Design & Construction P P Mfr, OD, S/I Yes: After Department Preference; GC / Engineering Standards QC & OD §34090 Ppr Mag, Yes: After Department Preference City Clerk PW-010 Easements P P Yes (all) Mfr, OD, S/I QC & OD (copies); GC §34090.7 Ppr Public Works PW-011 Encroachment Permits - P P Mag' Mfr, D, S/I Yes: After Department Preference; GC / Engineering permanent Encroachments p QC & OD §34090 Engineering Studies / Surveys - Public Works Preliminary Studies / Project Minimum 5 Minimum 5 Mag' Yes: After Department Preference; GC / Engineering PW-012 Assessments (Not Acquired years years Mfr, D, S/I QC & OD §34090 P or Developed) Public Works PW-013 Engineering Studies / Surveys P P Mfr, OD, S/I Yes: After Department Preference; GC / Engineering (City Built Projects) Ppr QC & OD §34090 Public Works PW-014 Geotechnical and Soils P P Mag' Mfr, D, S/I Yes: After Department Preference; GC / Engineering Reports r,P QC & OD §34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 181 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Public Works PW-015 Grading Permits &Plans P P Mfr, D, r, O S/I Yes: After Department Preference; GC / Engineering QC & OD §34090 Drafts should be destroyed; Maps, Plans and Record Some maps are also retained Public Works PW-016 Drawings (Capital Improvement P P Yes (all) Mf ,, OD, S/I Yes: After by Planning; Selected maps / Engineering Project "As-Builts", Record Ppr QC & OD are retained in Public Works Drawings, etc.) for administrative purposes; GC §34090, 34090.7 Department preference; Public Works Expiration + Expiration + 5 Yes: Until NPDES Monitoring records / Engineering PW-017 NPDES Permits - Stormwater 5 years years Expiration Mag, Ppr required for 3 years in Federal law; 40 CFR §§122.21, 122.41, 122.44 Department preference; Public Works NPDES Reporting and Yes: Until NPDES Monitoring records / Engineering PW-018 Monitoring - Stormwater 5 years 5 years Expiration Mag, Ppr required for 3 years in Federal law; 40 CFR §§122.21, 122.41, 122.44 Department Preference; Pretreatment Annual / NPDES Monitoring records Public Works PW-019 Quarterly Reports 5 years 5 years Mag, Ppr required for 3 years; POTW / Engineering Industrial Pre -Treatment reports are required for 3 years; 40 CFR 403.12; GC §34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 182 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). City Clerk & Mag, Yes: After Department preference Public Works PW-020 Rights of Way P P Yes (all) Mfr, OD, S/I QC & OD (copies); GC §34090.7 / Engineering Ppr Public Works PW-021 Standard Construction P P Mag' Mfrr,,pOD, S/I Yes: After Department Preference; GC / Engineering Drawings / Details / Plans QC & OD §34090 Public Works PW-022 Subdivisions P P Mag, Ppr Official record held by City / Engineering Clerk; GC §34090.7 Department Preference (the Public Works Underground Service Alerts warrantee period for work / Engineering PW-023 (USA's) / Dig Alerts-- City 3 years 3years Ppr done is 5 years); Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090 Public Works PW-024 Urban Water Management 10 years 10 years Yes Mag, Ppr Department Preference; GC / Engineering Plans (UWMP) §34090 When When Public Works Vulnerability Assessment / Superseded - Superseded - / Engineering PW-025 Emergency Response Plan / Minimum 2 Minimum 2 Mag, Ppr Confidential; GC §34090 Risk & Resiliency Assessment years years EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 183 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Wastewater / Sewer System Department Preference; Management Plans (SSMP) plans must be updated every Public Works and Audits, Sanitary Spills 5 years, audits are required / Engineering PW-026 Overflow Prevention Plan 10 years 10 years Mag, Ppr every 2 years; 40 CFR (SSOPP) and Sanitary Sewer 122.410)(2); SWRCB Order Overflow Response Plan 2006-03; 40 CFR 122.41(i)(2); GC §34090 ENGINEERING - PRIVATE DEVELOPMENT Drafts should be destroyed; Public Works Maps, Plans and Record Mag' Some maps are also retained / Engineering PW-027 Drawings (Final Maps, Parcel P P Yes (all) Mfr, OD, S/I Yes: After by Planning; Selected maps / Private Maps, Right of Way, Tract Ppr p QC & OD are retained in Public Works Develop. Maps, etc.) for administrative purposes; GC §34090, 34090.7 ENGINEERING - TRAFFIC & TRANSPORTATION Public Works Mag, / Engineering PW-028 Master Plans -Transportation Superseded Superseded + Yes (all) Mfr,Ppr S/I Yes: After Department Preference; GC / Traffic & + 5 years 5 years QC & OD §34090 Trans. Public Works / Engineering pW-029 Newsrack Permits 2 years 2 years Mag, Ppr GC §34090 / Traffic & Trans. EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 184 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Public Works / Engineering PW-030 Residential Parking Permits 2 years 2 years Mag, Ppr GC §34090 / Traffic & Trans. Public Works / Engineering PW-031 Studies -Transportation Minimum 5 Minimum 5 Mag Ppr Department Preference; GC / Traffic & years years §34090 Trans. Public Works Mag' / Engineering PW-032 Traffic Calming Requests Minimum 2 Minimum 2 Mfr, S/I Yes: After Department preference; GC / Traffic & years years P, pr QC & OD §34090 Trans. Public Works Traffic Commission / Engineering PW-033 AGENDAS, AGENDA Minimum 2 Minimum 2 Mag, Ppr Department Preference; GC / Traffic & PACKETS years years §34090 Trans. Public Works Mag, / Engineering PW-034 Traffic Commission P P Mfr, OD, S No GC §34090 / Traffic & MINUTES, BYLAWS Ppr Trans. EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 185 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Public Works Department preference / Engineering PW-035 Traffic Speed Surveys 10 years 10 years Mfr, OD, S/I Yes: After (required every 5 years, but / Traffic & Ppr QC & OD can be extended to 7 or 10 Trans. years); GC §34090 Public Works / Engineering PW-036 Traffic Studies /Traffic Counts 10 years 10 years MfrfrP , OD, S/I Yes: After Department preference; GC / Traffic & Ppr QC & OD §34090 Trans. GENERAL SERVICES / EQUIPMENT MAINTENANCE & FLEET Lead Depart. PW-037 AQMD Permits (Generators, 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 etc.) Department preference (data is inter -related); If a motor carrier, required for 18 Public Works months after vehicle is sold; / PW-038 Fleet Management Database Indefinite Indefinite Mag, Ppr CHIP requires life of vehicle; Fleet OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et seq., GC §34090 Generator Operation Logs / AQMD Rule 1470; Form Lead Depart. PW-039 Inspections 5 years 5 years Mag, Ppr 400—E-13a instructions; GC §34090 Lead Depart. PW-040 Operations & Maintenance Disposal of Disposal of Mag, Ppr Department preference; GC Manuals / O & M Manuals Equipment Equipment §34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 186 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Public Works Pressure Vessel Certifications Current + 2 Current + 2 Mag, Yes: After Department preference; GC / PW-041 or Permits (Air Compressors, Previous Previous Mfr, OD, S/I QC & OD §34090 et. seq. Fleet Propane, etc.) Certificates Certificates Ppr Pre -Trip Inspections / DOT Program / CHP Inspections / Lead Depart. PW-042 Vehicle Safety Checks / Daily 2 years 2 years Ppr 13 CCR 1234(c); GC§34090 Vehicle Inspections / Daily Equipment Checks Public Works 22 CCR 66266.130(c)(5), / PW-043 Used Oil Disposal 3 years 3 years Mag, Ppr H&S §25250.18(b), Fleet 25250.19(a)(3) et seq. Public Works Work Orders / Service / Division Requests / Service Tracker Providing PW-044 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated; GC Service / (Computerized Maintenance §34090 Work Management System) Public Works Work Orders / Service / Division Requests / Service Tracker - When No When No Preliminary drafts (the Providing PW-045 All Information Entered in Longer Longer Mag Ppr database is the original); GC Service / Required Required §34090 Work CMMS Database EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 187 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Work Orders / Service Requests / Service Tracker - NOT entered in CMMS Public Works Database (or partial / Division information entered into CMMS City preference; CCP §§338 Providing PW-046 Database) 5 years 5 years Mag Ppr et seq., 340 et seq., 342, GC Service / §34090 Work (Division providing service retains originals; Division requesting service is considered a copy) GENERAL SERVICES / GOVERNMENT BUILDINGS Public Works When When / Government PW-047 Elevator Permits Superseded Superseded Mag, Ppr GC §34090 Buildings Lead Depart. PW-048 Hazardous Materials Manifests 10 years P P Mag, Mfr, OD, S/I Yes: After Department Preference; GC Ppr QC & OD §34090 Lead Depart. PW-049 Hazardous Materials Manifests 10 years 10 years Mfr, OD, S/I Yes: After Department Preference; GC State Reports Ppr QC & OD §34090 Lead Depart. PW-050 Operations & Maintenance Disposal of Disposal of Mag, Ppr Department preference; GC Manuals / O & M Manuals Equipment Equipment §34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 188 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Community Services / Recreation Swimming Pool / Plunge Health Department OR Public PW-051 Chemical Readings & 5 years 5 years Mag, Ppr regulations; 8 CCR §3195.12; Works / Additions GC §34090 Government Buildings Public Works Work Orders / Service / Division Requests / Service Tracker Providing PW-052 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated; GC Service / (Computerized Maintenance §34090 Work Management System) Public Works Work Orders / Service / Division Requests / Service Tracker - When No When No Preliminary drafts (the Providing PW-053 All Information Entered in Longer Longer Mag Ppr database is the original); GC Service / CMMS Database Required Required §34090 Work GENERAL SERVICES / STORMWATER Work Orders / Service Requests / Service Tracker / Public Works Inspections / Maintenance / / Division Spills and Responses / Repairs Data is interrelated; GC Providing PW-054 / Mitigations - CMMS Indefinite Indefinite Mag §34090 Service / DATABASE (Computerized Work Maintenance Management System) EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 189 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Public Works Work Orders / Service / Division Requests / Service Tracker / When No When No Preliminary drafts (the Providing PW-055 Spills and Responses / Repairs Longer Longer Mag Ppr database is the original); GC Service / / Mitigations - All Information Required Required §34090 Work Entered in CMMS Database GENERAL SERVICES / WASTEWATER CCTV Collection Line Department Preference Public Works Inspection Tapes / Video (preliminary drafts not / General PW-056 Inspections / Video Tapes or When When Mag retained in the ordinary Services / Digital Recordings & Reports Superseded Superseded course of business); GC Wastewater (all lines) §34090 et seq. Public Works Department preference; / General Correspondence - Regulatory Minimum 2 Minimum 2 Yes: While Some correspondence from Services / PW-057 Agencies years years Active Mag, Ppr Regulatory Agencies need to Wastewater Issues be retained for long periods of time; GC §34090 Public Works Daily Vehicle & Equipment / General Safety Checks / DMV Reports / Services / PW-058 Daily Work Reports / Vehicle 2 years 2 years Ppr GC §34090 Wastewater Inspections / Daily Equipment Checks EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 190 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Public Works / General pW-059 Flow Measurements 5 years 5 years Mag, Ppr Department preference; GC Services / §34090 Wastewater Department Preference; Public Works NPDES Monitoring records / General PW-060 FOG (Fats, Oil & Grease) / Hot 5 years 5 years Mag, Ppr required for 3 years; POTW Services / Spots reports are required for 3 Wastewater years; 40 CFR 403.12; GC §34090 Public Works Lift Station - Inspections, Department Policy (sewage / General Maintenance, Repairs, Service sludge is required for 5 Services / PW-061 Requests, Alarm Recording, 5 years 5 years Mag, Ppr years); WC §13263.2(b) et Wastewater Logs, Charts, Flow Monitoring, seq.; 40 CFR 122.410)(2)GC Voltage Readings, Permits §34090 Public Works / General PW-062 Operations & Maintenance Disposal of Disposal of MagPpr ' p Department preference; GC Services / Manuals / O & M Manuals Equipment Equipment §34090 Wastewater Public Works Pumping Station Logs / Sewer Mag, / General PW-063 Lift Station Logs /Motor Logs, P P Mfr, OD, S / I Yes: After Department Preference; GC Services / etc. Ppr QC & OD §34090 Wastewater EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 191 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Public Works Required for a minimum of 5 / General PW-064 Sanitary Sewer Overflows 5 years 5 years Mag, Ppr years; 40 CFR 122.410)(2); Services / (SSOs) SW RCB Order 2006-03; 40 Wastewater CFR 122.410)(2); GC §34090 Public Works Department preference; / General pW-065 Waste Discharge Monitoring 5 years 5 years Mag, Ppr Monitoring records required Services / Reports for 3 years in Federal law; 40 Wastewater CFR §§122.21, 122.41 Public Works Work Orders / Service / Division Requests / Service Tracker Providing PW-066 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated; GC Service / (Computerized Maintenance §34090 Work Management System) Public Works Work Orders / Service / Division Requests / Service Tracker - When No When No Preliminary drafts (the Providing PW-067 All Information Entered in Longer Longer Mag Ppr database is the original); GC Service / CMMS Database Required Required §34090 Work EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 192 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Work Orders / Service Requests / Service Tracker - NOT entered in CMMS Public Works Database (or partial / Division information entered into CMMS City preference; CCP §§338 Providing PW-068 Database) 5 years 5 years Mag Ppr et seq., 340 et seq., 342, GC Service / §34090 Work (Division providing service retains originals; Division requesting service is considered a copy) PARK MAINTENANCE Public Works Memory Trees / Memory Mag' Yes: After Department Preference; GC / PW-069 Benches P P Mfr, OD, S/I QC & OD §34090 Park Maint. Ppr Lead Depart. PW-070 Operations & Maintenance Disposal of Disposal of Mag, Ppr Department preference; GC Manuals / O & M Manuals Equipment Equipment §34090 Department Preference Public Works (agricultural pesticide records / PW-071 Pesticide Application / Use 2 years 2 years Ppr are required for 2 years); GC Park Maint. §26202; 3 CCR 6623(c), 40 CFR 171.11 et seq.; GC §34090 Public Works Playground Inspections / Department Preference; GC / PW-072 Playground Maintenance 10 years 10 years Mag, Ppr §34090 Park Maint. EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 193 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Public Works Tree Crew Schedule / City Tree Department Preference; GC / PW-073 Trimming 10 years 10 years Mag, Ppr §34090 Park Maint. Public Works Tree Maintenance Database Minimum 10 Minimum 10 Department Preference; GC / PW-074 (West Coast Arborist) years years Mag, Ppr §34090 Park Maint. SOLID WASTE Public Works PW-075 AB 939 Compliance / Solid 10 years 10 years Mag, Ppr Department Preference; GC / Solid Waste Waste Tonnage Reports §34090 Environmental Committee Public Works PW-076 AGENDAS, AGENDA Minimum 2 Minimum 2 Mag, Ppr Department Preference; GC / Solid Waste PACKETS years years §34090 Public Works PW-077 Environmental Committee P P Mag, Mfr, OD, S No GC §34090 / Solid Waste MINUTES, BYLAWS Ppr Department preference to meet any grants or Public Works Environmental Programs / subventions; NPDES / Solid Waste PW-078 Conservation Programs: 5 years 5 years Mag, Ppr Monitoring records required Beach Cleanups, Etc. for 3 years in Federal law; 40 CFR §§122.21, 122.41, 122.44 Public Works PW-079 Environmental Work Plan Superseded Superseded + Mag, Ppr Department Preference; GC / Solid Waste + 5 years 5 years §34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 194 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Public Works PW-080 Exemptions from Mandatory Expiration + Expiration + 2 Mag, Ppr Department Preference; GC / Solid Waste Trash Services 2 years years §34090 Public Works Haulers, Trash Company, Solid Expiration + Expiration + 2 Department Preference; GC / Solid Waste PW-081 Waste Vendor Permits and 2 years years MagPpr , §34090 Applications Public Works pW_082 Hazardous Materials Manifests 10 years P P Mfr, OD, S/I Yes: After Department Preference; GC / Solid Waste Ppr QC & OD §34090 Public Works PW-083 Hazardous Materials Manifests 10 ears y 10 ears y Mf OD, S/I Yes: After Department Preference; GC / Solid Waste State Reports Ppr QC & OD §34090 Public Works Solid Waste - Recycling - Department Preference; GC / Solid Waste PW-084 SRRE (Source Reduction and 10 years 10 years Mag, Ppr §34090 Recycling Element) Public Works PW-085 Solid Waste Enforcement 5 years 5 years Mag, Ppr Department Preference; GC / Solid Waste Letters §34090 STREETS Public Works PW 086 Graffiti Removal / Weed 2 years 2 years Mag, Ppr GC §34090 / Streets Abatement Department preference; Public Works Inspections (Contractor's work NPDES Monitoring records / Streets PW-087 in Right -of -Way) 3 years 3 years Mag, Ppr required for 3 years in Federal law; 40 CFR §§122.21, 122.41, 122.44 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 195 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Public Works Sidewalk Inspections & Department Preference; GC / Streets pW-088 Repairs: Bicycle Ways, Curbs, 10 years 10 years Mag, Ppr §34090 Sidewalks, etc. Public Works PW-089 Street Signal Outages & 2 years 2 years Mag, Ppr GC §34090 / Streets Maintenance Department preference; Public Works NPDES Monitoring records / Streets PW-090 Street Sweeping 3 years 3 years Mag, Ppr required for 3 years in Federal law; 40 CFR §§122.21, 122.41, 122.44 Public Works Work Orders / Service / Division Requests / Service Tracker Data is interrelated; GC Providing PW-091 CMMS DATABASE Indefinite Indefinite Mag §34090 Service / (Computerized Maintenance Work Management System) Public Works Work Orders / Service / Division Requests / Service Tracker - When No When No Preliminary drafts (the Providing PW-092 All Information Entered in Longer Longer Mag Ppr database is the original); GC Service / CMMS Database Required Required §34090 Work EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 196 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Work Orders / Service Requests / Service Tracker - NOT entered in CMMS Public Works Database (or partial / Division information entered into CMMS City preference; CCP §§338 Providing PW-093 Database) 5 years 5 years Mag Ppr et seq., 340 et seq., 342, GC Service / §34090 Work (Division providing service retains originals; Division requesting service is considered a copy) WATER DISTRIBUTION Department Preference; Public Works Backflow: Cross -Connection Meets California Department / Water Dist. PW-094 Backflow Device Inspections 5 years 5 years Mag, Ppr of Public Health requirements and Maintenance (3 years); GC §34090; 17 CCR 7605 8 CCR 5157(d)(14) & (e)(6); Lead Depart. PW-095 Confined Space Entries 3 years 3 years Mag, Ppr 29 CFR 1910.146(e)(6); GC §34090 5 years is required in State Public Works Customer Concerns / and Federal law for any / Water Dist. PW-096 Customer Complaints: Odor / 5 years 5 years Mag, Ppr complaints; 40 CFR Taste / Visual Complaints 122.410)(2) & 40 CFR 141.33(b); 22 CCR 64470 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 197 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Environmental Agencies / Public Works PW 097 Regulatory Agencies Minimum 2 Minimum 2 MagPpr ' p Department Preference; GC / Water Dist. years years §34090 (EPA, DHS, etc.) Department Preference; Public Works Fire Flow Test Applications and Meets California Department / Water Dist. PW-098 Witness to Test 10 years 10 years Mag, Ppr of Public Health requirements (3 years); GC §34090; 17 CCR 7605 Public Works Hydrant Inspections / Flushing Department preference; GC / Water Dist. PW-099 / Turning Sheets / Valve 10 years 10 years Mag, Ppr §34090 et seq. Exercises / Valve Activations Lead Depart. PW-100 Lockout-Blockout / Lockout- 2 years 2 years Mag, Ppr GC §34090 Tagout Public Works PW-101 Meter Change Cards / Upon Disposal of Upon Disposal Mfr OD, S / I Yes: After Department Preference; GC / Water Dist. Replacement Cards Meter of Meter Ppr QC & OD §34090 Public Works When No When No / Water Dist. PW-102 Metropolitan Information Longer Longer Mag, Ppr Non -records Required Required Public Works PW-103 Operations & Maintenance Disposal of Disposal of Mag, Ppr Department preference; GC / Lead Div. Manuals / O & M Manuals Equipment Equipment §34090 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 198 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or completion). Data is interrelated; system Public Works PW-104 SCADA Database (Supervisory Indefinite Indefinite Yes Mag qualifies as a "trusted / Water Dist. Control and Data Acquisition) system"; GC §§34090, 12168.7 Preliminary drafts not Public Works PW-105 Temporary Hydrant Meters - End of Rental End of Rental Ppr retained in the ordinary / Water Dist. Rentals (Pools, Construction) course of business; GC §34090 et seq. Underground Service Alerts Required for 3 years; GC Lead Depart. PW-106 (USA's) / Dig Alerts-- City 3 years 3 years Ppr §§4216.2(f) & 4216.3(d); GC §34090 Public Works PW-107 Videos - Reservoirs, Tanks, P P Mag Department preference; GC / Water Dist. etc. §34090 Public Works Water Analysis & Sampling: Yes: After 40 CFR 141.33(a); 22 CCR / Water Dist. PW-108 Bacteriological & Organics 2 years 3 years 5 years Mfr, OD, S / I QC & OD §64470 Ppr Public Works PW-109 Water Analysis & Sampling: 2 years 8 years 10 years Mfr OD, S / I Yes: After 40 CFR 141.33(a); 22 CCR / Water Dist. Chemical Ppr QC & OD §64470 Lead and Copper are required for 12 years or 2 Public Works Water Analysis & Sampling: Mag' Yes: After compliance cycles (some / Water Dist. PW-110 Lead & Copper 2 years 10 years 12 years Mfr, OD, S / I QC & OD compliance cycles are nine Ppr years); 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 199 of 403 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-22 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Public Works PW_111 Water Pressure Charts 5 years 5 years Mag, Ppr Department Preference; GC / Water Dist. §34090 et seq. Public Works Water Quality Reports / Mag, Yes: After State law requires 12 years, / Water Dist. PW-112 Consumer Confidence Reports 12 years 12 years Mfr, OD, S / I QC & OD federal 10 years; 40 CFR Ppr 141.33(a); 22 CCR §64470 Copies - Copies - When Mag, City Clerk PW-113 Water Supply Agreements When No No Longer Yes Mfr, OD, S No GC §34090.7 Longer Required Ppr Required Public Works PW-114 Water Usage Reports Minimum 2 Minimum 2 Mag, Ppr Department preference; GC / Water Dist. years years §34090 et seq. Public Works Well History / Well I I Mag, Department Preference; GC / Water Dist. PW-115 Decommissions or P P Mfr, OD, §34090 et seq. Abandonments I I I Ppr EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Page 200 of 403 HOW TO USE RETENTION SCHEDULES ©1995-2020 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._ Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No Longer Required." • 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)." Page 201 of 403 RECORDS RETENTION SCHEDULE LEGEND ©1995 — 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or "record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system", etc. Non -Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off -site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) — the form of the record: Mag = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd / Trustworthy Electronic Record: "Yes" indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media — DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked ("QC'd"). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: Section) CC: Civil Code (CA) CFC: California Fire Code EVC: Evidence Code (CA) FTB: Franchise Tax Board (CA) HUD: Housing & Urban Develop. (US) PC: Penal Code (CA) UFC: Uniform Fire Code W&I: Welfare & Institutions Code (CA) B&P: Business & Professions Code (CA) CCP: Code of Civil Procedure (CA) CFR: Code of Federal Regulations (US) FA: Food & Agriculture Code GC: Government Code (CA) LC: Labor Code (CA) PRC Public Resources Code USC: United States Code (US) CBC: California Building Code CCR: California Code of Regulations (CA) EC: Elections Code (CA) FC: Family Code (CA) H&S: Health & Safety Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) R&T: Revenue & Taxation Code (CA) VC: Vehicle Code (CA) Page 202 of 403 Date: Department: Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule. The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list) Check one option for destruction: ❑ Shredding is Required (Records contain private information) OR ❑ Recycle (Records do NOT contain private information) DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date City Clerk Date City Attorney Date Return this form to the originating department following approval (they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures: Employee Performing Destruction Date Return this form to the City Clerk department after completed ©1998-2016 Gladwell Governmental Services, Inc. Page 203 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Consent Item Number: B.11 TITLE: Resolutions to Rescind Intent to Withdraw Membership from Independent Cities Risk Management Authority (ICRMA) for FY 22/23 and Provide Written Notice of intent to Withdraw in FY 23/24. RECOMMENDATION: 1. Adopt resolution authorizing the City Manager to rescind the written notice of intent to withdraw membership from the Independent Cities Risk Management Authority (ICRMA) for FY 22/23. 2. Adopt resolution authorizing the City Manager to provide written notice of intent to withdraw membership from the Independent Cities Risk Management Authority (ICRMA) for FY 23/24. FISCAL IMPACT: There is no specific fiscal impact associated with this action. The budget impacts of changing to an alternative insurance risk pool are still being evaluated and will be brought back to City Council in August or September 2022. BACKGROUND: Independent Cities Risk Management Authority (ICRMA) is a risk -sharing pool which bears risk at varying layers and purchases insurance above these layers. The term "risk sharing pool" refers to the pooling of risks among a group of entities, generally in a Joint Powers Authority (JPA). Member cities joined to share losses in the pooled layer. The ICRMA Governing Board is composed of one voting member from each member city and sets the funding levels and rates. The annual premium amount each member pays for the program is the best actuarial estimate of what will be needed to fund the claims for a given program year. ICRMA was founded in 1980 and is currently comprised of 16 Southern California cities including Adelanto, Bell, Downey, El Monte, El Segundo, Fullerton, Glendora, Page 204 of 403 Resolutions to Rescind Intent to Withdraw Membership from Independent Cities Risk Management Authority (ICRMA) for FY 22/23 and Provide Written Notice of intent to Withdraw in FY 23/24. November 16, 2021 Page 2 of 3 Hawthorne, Hermosa Beach, Huntington Park, Inglewood, Lynwood, Monterey Park, San Fernando, Santa Ana and South Gate. The City of El Segundo has been a member of ICRMA since 1985. The City is enrolled in the self -insured general liability and workers' compensation programs, along with property, cyber liability and crime bond programs. Currently, the City maintains a member retained limit (MRL) of $750,000 per claim for general liability and a MRL of $500,000 per claim for workers' compensation. The City's Risk Manager provides oversight and coordination of the claims administration process and services provided by our third -party administrator (TPA) AdminSure for these programs. DISCUSSION: In order to do our due diligence and review the benefits of other risk -sharing pool options that are available to the City, staff reached out to several risk pools to conduct a preliminary comparison of ICRMA and other risk -sharing pools. Staff worked with representatives from California Joint Powers Insurance Authority (CJPIA), Public Entity Risk Management Authority (PERMA) and Public Risk Innovation, Solutions, and Management (PRISM). Staff gathered information with regards to our current coverage with ICRMA and obtained all costs that the City will incur if our intent to withdraw from ICRMA notice is not rescinded by December 1, 2021. Staff is requesting additional time to further evaluate the costs and benefits of joining another risk pool. The City will need to rescind the intent to withdraw from ICRMA for FY 22/23 so that the City won't lose insurance coverage for the upcoming fiscal year. The City would once again submit a formal notice of intent to withdraw from membership prior to the June 30, 2022 deadline that would be effective for FY 23/24. CITY STRATEGIC PLAN COMPLIANCE: Goal 5: Champion Economic Development and Fiscal Sustainability Objective 5B: El Segundo approaches its work in a financially strategic and responsible way. PREPARED BY: Hank Lu, Risk Manager, Finance REVIEWED BY: Joseph Lillio, Chief Financial Officer APPROVED BY: Barbara Voss, Deputy City Manager Page 205 of 403 Resolutions to Rescind Intent to Withdraw Membership from Independent Cities Risk Management Authority (ICRMA) for FY 22/23 and Provide Written Notice of intent to Withdraw in FY 23/24. November 16, 2021 Page 3 of 3 ATTACHED SUPPORTING DOCUMENTS: 1. Resolution to Rescind Withdraw ICRMA 2. Rescind Notice of Intent to Withdraw from ICRMA 3. Resolution to Withdraw ICRMA 4. Notice of Intent to Withdraw from ICRMA Page 206 of 403 RESOLUTION NO A RESOLUTION AUTHORIZING THE CITY MANAGER TO RESCIND THE WRITTEN NOTICE OF INTENT TO WITHDRAW FROM THE INDEPENDENT CITIES RISK MANAGEMENT AUTHORITY (ICRMA) The City Council of the City of El Segundo does resolve as follows: SECTION 1. The City Council finds as follows: A. The City of El Segundo is a member of the Independent Cities Risk Management Authority ("ICRMA"), a joint powers authority created pursuant to the provisions of the California Government Code; and B. Providing a written notice to withdraw before June 20, 2021 does not preclude the City from rescinding such notice should the City wish to remain with the ICRMA during the 2022/2023 fiscal year based upon any analysis completed by the city of based upon any need for additional time to conduct such analysis, provided that rescission is provided not later than December 1, 2021. SECTION 2. The City Manager is authorized to rescind the written notice of intent to withdraw membership from the Independent Cities Risk Management Authority (ICRMA). A copy of the Resolution will be provided to the Independent Cities Risk Management Authority (ICRMA) as part of that notice. SECTION 3. That a copy of the Resolution shall be provided to ICRMA. PASSED, APPROVED, AND ADOPTED this 16th day of November 2021 Mayor Drew Boyles, City of El Segundo ATTEST: City Clerk Tracy Weaver, City of El Segundo Resolution No. Page 2 of 2 APPROVED AS TO FORM: City Attorney, Mark D. Hensley, City of El Segundo Page 207 of 403 STATE OF CALIFORNIA) COUNTY OF LOS ANGELES ) ss CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of El Segundo, California, hereby certify that the whole number of members of the City Council of the City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City , all at a regular meeting of said Council held on the 15th day of June 2021, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk, Tracy Weaver, City of El Segundo Page 208 of 403 Office of the Manager November 16, 2021 Elected Officials Drew Boyles, Mayor Chris Pimentel, Independent Cities Risk Management Authority Mayor Pro Tem Attn: John Nielsen Carol Pirsztuk, 18201 Von Karman, Suite 200 Councilmember Irvine, CA 92612 Scot Nicol, Councilmember Re: Rescind Notice of Withdrawal from ICRMA Membership Lance Giroux, Councilmember Dear Mr. Nielsen, Tracy Weaver, City Clerk Please accept this letter from the City of El Segundo as a formal notice to rescind the City's Matthew Robinson, City Treasurer notice of intent to withdraw from the Independent Cities Risk Management Authority p g (ICRMA) and any/all of the ICRMA joint protection programs in which the City currently participates. This notice complies with ICRMA's bylaws (Article V — Membership, Section Appointed Officials F.) for the City to rescind its notice. Scott Mitnick, City Manager Sincerely, Mark D. Hensley, CityAttorney Scott Mitnick Department Directors City Manager Barbara Voss, Deputy City Manager c: City Council Melissa McCollum, Community Services Director City Attorney Finance Director Sam Lee, Development Services Director Joseph Lillio, Finance Director Deena Lee, Fire Chief Rebecca Redyk, Human Resources Director Charles Mallory, ITDirector Jaime Bermudez, Police Chief Elias Sassoon, Public Works Director Page 210 of 403 RESOLUTION NO A RESOLUTION AUTHORIZING THE CITY MANAGER TO PROVIDE THE WRITTEN NOTICE OF INTENT TO WITHDRAW FROM THE INDEPENDENT CITIES RISK MANAGEMENT AUTHORITY (ICRMA) The City Council of the City of El Segundo does resolve as follows: SECTION 1. The City Council finds as follows: A. The City wishes to explore various options of insurance coverage including other risk -sharing pools or purchasing commercial insurance directly; B. The City is interested in performing an analysis on the feasibility of continuing its participation in the Independent Cities Risk Management Authority (ICRMA); C. Should the city wish to transition to another insurance provider/carrier in the upcoming fiscal year, the Bylaws of the Liability and Workers' Compensation programs for the ICRMA requires that notice of intent to withdraw membership as of July 1, 2023, must be provided not later than July 1, 2022; and D. Providing a written notice to withdraw does not preclude the City from rescinding such notice should the City wish to remain with the ICRMA during the 2022/2023 fiscal year based upon any analysis completed by the city of based upon any need for additional time to conduct such analysis, provided that rescission is provided not later than December 1, 2022. SECTION 2. The City Manager is authorized to provide written notice of intent to withdraw membership from the Independent Cities Risk Management Authority (ICRMA). A copy of the Resolution will be provided to the Independent Cities Risk Management Authority (ICRMA) as part of that notice. SECTION 3. That a copy of the Resolution shall be provided to ICRMA. PASSED, APPROVED, AND ADOPTED this 16th day of November 2021 ATTEST: City Clerk Tracy Weaver, City of El Segundo Mayor Drew Boyles, City of El Segundo Page 211 of 403 Resolution No. Page 2 of 2 APPROVED AS TO FORM: City Attorney, Mark D. Hensley, City of El Segundo STATE OF CALIFORNIA) COUNTY OF LOS ANGELES ) ss CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of El Segundo, California, hereby certify that the whole number of members of the City Council of the City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City , all at a regular meeting of said Council held on the 15th day of June 2021, and the same was so passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk, Tracy Weaver, City of El Segundo Page 212 of 403 Office of the Manager November 16, 2021 Elected Officials Drew Boyles, Mayor Chris Pimentel, Independent Cities Risk Management Authority Mayor Pro Tem Attn: John Nielsen Carol Pirsztuk, 18201 Von Karman, Suite 200 Councilmember Irvine, CA 92612 Scot Nicol, Councilmember Re: Notice of Withdrawal from ICRMA Membership Lance Giroux, Councilmember Dear Mr. Nielsen, Tracy Weaver, City Clerk Please accept this letter from the City of El Segundo as a formal notice of intent to withdraw Matthew surrRobinson, City Treasurer from the Independent Cities Risk Management Authority ICRMA and an /all of the p g tY (ICRMA) Y ICRMA joint protection programs in which the City currently participates in effective July 1, 2023. Appointed Officials ScottMitnick, Sincerely, City Manager Mark D. Hensley, CityAttorney Scott Mitnick City Manager Department Directors Barbara Voss, Deputy City Manager c: City Council City Attorney Melissa McCollum, Community Services Director Finance Director Sam Lee, Development Services Director Joseph Lillio, Finance Director Deena Lee, Fire Chief Rebecca Redyk, Human Resources Director Charles Mallory, ITDirector Jaime Bermudez, Police Chief Elias Sassoon, Public Works Director Page 214 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Consent Item Number: B.12 TITLE: Second Reading of an Ordinance Amending the El Segundo Municipal Code Land Use Zoning Standards. RECOMMENDATION: Waive second reading and adopt Ordinance No. 1629 for Environmental Assessment No. 1240 and Zone Text Amendment No. ZTA 18-07, amending Municipal Code Title 15 (Zoning Regulations), Chapter 14: Historic Preservation, Chapter 15: Off-street Parking and Loading Spaces, Chapter 22: Administrative Determinations, Administrative Use Permits, and Adjustments, Chapter 23: Director Discretionary Decisions, Chapter 24: Variances and Conditional Use Permits, Chapter 25: Site Plan Review, Chapter 26: Coastal Zone Development Permits, Chapter 27: Amendments, Chapter 28: Public Hearings, and Chapter 29: Appeals, and streamline the review and approval processes for discretionary applications. (This proposed zone text amendment is exempt from review under the California Environmental Quality Act (CEQA). Specifically, Section 15061(b)(3) applies, which is the "common sense exemption." This is applied "where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment..." The proposed Zoning Code revisions consolidate permit types and processes. This Code revision does not delete or substantially change any lists of uses, development standards or findings required thereof, and therefore does not have the potential to cause significant effects on the environment.) FISCAL IMPACT: There are no direct or indirect fiscal impacts associated with the approval of this amendment to the zoning regulations. BACKGROUND: On October 19, 2021, City Council conducted a public hearing considering adoption of an ordinance amending discretionary permit processes in the El Segundo Municipal Page 215 of 403 Second Reading of Ordinance (EA-1240 and ZTA 18-07) November 16, 2021 Page 2 of 2 Code Title 15: Zoning Code. After a discussion on the item, the City Council directed staff to make revisions to the Ordinance and schedule introduction and first reading on November 2, 2021. After making changes to require all off -site parking covenants be reviewed and approved by the Development Services Director, and conditional use permits for bars be reviewed and approved by City Council, the revised ordinance was introduced on November 2, 2021 (staff reports attached). DISCUSSION: City Council may waive second reading and adopt the Ordinance. If the Ordinance is adopted by City Council at its November 16th meeting, the effective date of the Ordinance will be December 16 2021, 30 days from the adoption date. CITY STRATEGIC PLAN COMPLIANCE: Goal 1: Enhance Customer Service, Engagement, and Communication; Embrace Diversity, Equity, and Inclusion Objective 1A: El Segundo provides unparalleled service to internal and external customers. Goal 4: Develop and Maintain Quality Infrastructure and Technology Goal 5: Champion Economic Development and Fiscal Sustainability PREPARED BY: Eduardo Schonborn, AICP, Principal Planner REVIEWED BY: Michael Allen, AICP, Development Services Director APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: 1. Draft Ordinance 11-16-2021 2. City Council & Planning Commission Staff Report Page 216 of 403 ORDINANCE NO. AN ORDINANCE AMENDING EL SEGUNDO MUNICIPAL CODE TITLE 15 (ZONING REGULATIONS) TO REORGANIZE CHAPTERS AND STREAMLINE THE REVIEW AND APPROVAL PROCESSES FOR DISCRETIONARY APPLICATIONS. (ZONE TEXT AMENDMENT NO. 18-07) The City Council of the city of El Segundo does ordain as follows: SECTION 1: The Council finds and declares as follows: A. On December 18, 2018, the City initiated the process to amend El Segundo Municipal Code (ESMC) Title 15 (Zoning Regulations) to reorganize chapters and streamline the review and approval processes for discretionary applications; B. The City reviewed the project's environmental impacts under the California Environmental Quality Act (Public Resources Code §§ 21000, et seq., "CEQA"), the regulations promulgated thereunder (14 Cal. Code of Regulations §§15000, et seq., the "CEQA Guidelines"); C. On March 25, 2021, the Planning Commission held a public hearing to receive public testimony and other evidence regarding the application including information provided by city staff; and, adopted Resolution No. 2863 recommending that the City Council approve the proposed amendments; D. On October 19, 2021, City Council held a public hearing and considered the information provided by City staff and public testimony regarding this Ordinance; and E. This Ordinance and its findings are made based upon the entire administrative record including testimony and evidence presented to the City Council at its October 19, 2021 hearing and the staff report submitted by the Development Services Department. SECTION 2: Factual Findings and Conclusions. The City Council finds that implementing this ordinance will result in the following amendments to the ESMC: A. Sections 3(H), 3(J), 5, 6, and 7 of Chapter 15-15 regarding Off Street Parking and Loading are amended to establish new processes for various parking -related application requests; B. Section 15-18-5(B) regarding sign regulations is amended to update references to other ESMC chapters; Page 1 of 57 Page 217 of 403 C. Chapters 15-12, 15-23, 15-24A, 15-27A, 15-28, 15-29, and 15-30 are renumbered without modification to the text; D. Chapters 15-22, 15-24, 15-25, 15-26, and 15-27 regarding administrative determinations, administrative use permits, adjustments, appeals, amendments and public hearings are reorganized and application approval processes amended; SECTION 3: General Plan Findings. As required under Government Code Section 65860, the ESMC amendments proposed by the Ordinance are consistent with the El Segundo General Plan in that the proposed ordinance establishes new, and streamlines existing, processes for the review and approval of ministerial and discretionary planning permits. As such, the Ordinance is consistent with the General Plan goals, objectives and policies. SECTION 4: Zone Text Amendment Findings. In accordance with ESMC Chapter 15-26 (Amendments), and based on the findings set forth in Section 2, the proposed ordinance is consistent with and necessary to carry out the purpose of the ESMC as follows: A. The ordinance is consistent with the purpose of the ESMC, which is to serve the public health, safety, and general welfare and to provide the economic and social advantages resulting from an orderly planned use of land resources. B. The ordinance is necessary to facilitate the development process and ensure the orderly development of buildings, parking areas, landscaping, and the location of uses in the City. The intent of the ordinance is to establish new, and streamline existing, processes for the review and approval of ministerial and discretionary planning permits, which will facilitate and expedite the development process and provide economic and social benefits resulting from the orderly planned use of land resources. SECTION 5: Environmental Assessment. Pursuant to the provisions of the California Environmental Quality Act, Public Resources Code Sections 21000, et seq. ("CEQA"), and the regulations promulgated thereunder (14 California Code of Regulations §§ 15000, et seq., the "State CEQA Guidelines"), the proposed ordinance is exempt from further review, because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. It does not have the effect of deleting or substantially changing any regulatory standards or findings required thereof. The proposed Ordinance is an action that does not have the potential to cause significant effects on the environment. In addition, any environmental impacts associated with this ordinance are adequately addressed in the General Plan FEIR. Accordingly, this ordinance is consistent with the General Plan FEIR and is exempt from further environmental review requirements under the California Environmental Quality Act. Furthermore, this ordinance constitutes a component of the El Segundo Municipal Code which the Planning Commission determined to be consistent with the FEIR for the City of El Segundo General Plan adopted on December 1, 1992. Accordingly, no further environmental review is required pursuant to 14 Cal. Code Regs. §15168(c)(2). Page 2 of 57 Page 218 of 403 SECTION 6: ESMC Section 15-5G-10 regarding the C-4 (Commercial Center) zone Site Plan Review process is deleted. SECTION 7: ESMC Chapter 15-12 regarding Coastal Zone Development Permits is deleted. SECTION 8: ESMC Sections 2-7, 9, and 11 of Chapter 15-14 regarding Historic Preservation are amended as follows: Chapter 14 HISTORIC PRESERVATION 15-14-1: PURPOSE 15-14-2: AUTHORITY OF PLANNING COMMISSION 15-14-43: DESIGNATION OF CULTURAL RESOURCES 15-14-54: LIST OF DESIGNATED CULTURAL RESOURCES 15-14-65: DESIGNATED CULTURAL RESOURCES; CERTIFICATE OF APPROPRIATENESS 15-14-76: PROCEDURE AND CRITERIA; AUTHORITY TO GRANT CERTIFICATE OF APPROPRIATENESS 15-14-7: CERTIFICATE OF APPROPRIATENESS CRITERIA AND CRITERIA EXEMPTIONS 15-14-8: DUTY TO KEEP IN GOOD REPAIR 15-14-9: ORDINARY MAINTENANCE AND REPAIR 15-14-10: EMERGENCY WORK ON DESIGNATED CULTURAL RESOURCES: 15-14-11: ENFORCEMENT AND PENALTIES 15-14-2: AUTHORITY OF PLANNING COMMISSION: A. The Planning Commission shall have the power and authority to perform all of the duties enumerated and provided in this Chapter and shall act in accordance with its established rules and bylaws. meeting,B. For the purposes of this Chapter, the Director -of Community, Economic and Planning and Building Safety, or the Director's designee, shall serve as administrative staff and as secretary to the Commission. The secret shall keep minutes of each - the official actions taken, . _ ..of the Commission, and maintain records of operati C. The Commission shall have the following powers and duties: To maintain a local register of cultural resources and historic sites. Page 3 of 57 Page 219 of 403 2. To recommend removal of a designated cultural resource. 3. To review and comment upon the conduct of land use, housing, Mmunicipal improvements, and other types of planning and programs undertaken by any agency of the City, the County, or the State as they relate to the cultural resources and historical sites ofwithin the City. 4. To report to the City Council on the use of various Federal, State, local, or private funding sources and mechanisms available to promote preservation of cultural resources and historical sites in the City. 5. To review applications for alteration, construction, demolition, relocation, and restoration of proposed or designated cultural resources and approve or deny certificates of appropriateness for such actions pursuant to Sections 15-14-85 through 15-14-7 of this Chapter. 6. To cooperate with local, County, State and Federal governments and private organizations in the pursuit of the objectives of historic preservation within the City. 7. To ensure that designation of a building or structure as a designated cultural resource shall not infringe upon the rights of private owners to make any and all reasonable uses of such designated cultural resource which are not inconsistent with the purposes of this Chapter. 15-14-3: NOTICE OF PUBLIC HEARINGS: A. Whenever this Chapter calls for a public hearing the owner of the affected building or structure ire andall property owners within a throe hundred font (300') radius of the subject property shell he sent written notice of the public blic hearing by mail not less than ten (10) days prior to the hearing Notice shall also he advertised once ten (10) days prior to a he newspaper of general circa ilatiB. The notice shall give the nn date, tome and place of the hearing, the location of the property, andana description of the proposer! action affecting the Nproperty. (Ord 1217 11_16_1993) 15-14-43: DESIGNATION OF CULTURAL RESOURCES: A. Procedures: Requests for designation of a cultural resource are voluntary and may be made by or with the written consent of the property owner, by filing an application with the Development Services Department of Community, snit„ Economic and 6e„elopment Services. The designation of a cultural resource is strictly voluntary, not mandatory. 1. The Commission shall hold a noticed public hearing on the matter as set forth in Chapter 15-28within forty five (5) days of receipt of the complete Page 4 of 57 Page 220 of 403 application.Within- - aysthe hearing,the Commission shall and provide a written recommendation to the City Council as to whether the building or structure should be made a designated cultural resource. ff structure as a designated cultural resource, the recommendation shall 0 nclude the reasons for designating the building or structure as a to mark it with a uniform and distinctive marker. 2 Within thirty (30) gays afte After receiving the recommendation of the Commission, the City Council shall hold a noticed public hearing as set forth in Chapter 15-28 and approve or deny the recommendation. 3. Any hearing may be continued for any reason by the consent of the City and the property owner. If the property owner does not consent, there may be no more than one continuance for a period not to exceed thirty one 31) days if the additional time is needed to conduct further study of the cultural resource. If an EIR or negative declaration is required, the time limits set forth in California Public Resources Code section 21151.5 shall apply. 4. The City Council shall declare designated cultural resources by resolution, which shall contain a statement as to why the cultural resource is so designated. Any such resolution shall include a legal description of the property involved, including lot and block number and the name of the property owner. The resolution shall be duly recorded by the City Clerk in the County Recorder's office. B. Criteria: A cultural resource may be declared a designated cultural resource if it meets the following criteria: Must be at least fift 450) years old; and 2. It is associated with persons or events significant in local, State, or national history; or 3. It reflects or exemplifies a particular period of national, State, or local history; or 4. It embodies the distinctive characteristics of a type, style, period of architecture, or method of construction. C. Temporary Stay On Permits Pending Designation: No construction, alteration, demolition, relocation, or restoration shall be allowed and no other entitlement permits shall be issued with regard to any proposed designated cultural resource from the time an application for designation is made until the City Council has made a final decision to either approve or deny the request for designation. Page 5 of 57 Page 221 of 403 D. Removal Of Designation: A cultural resource designation may be removed subject to the same procedures set forth above. 15-14-54: LIST OF DESIGNATED CULTURAL RESOURCES: The Department of Gemm,,nity, EGenemiG and Deyelepment SeFViGesDevelopment Services Department shall maintain a designated cultural resources list which shall include the following information: A. A legal description of each designated cultural resource, the names and addresses of all owners of designated cultural resources, and assessor's parcel numbers of designated cultural resources. B. A legal description of the property included in any historic district, including the special historical, aesthetic, cultural, architectural, or engineering interests or value of the District. C. Sketches, photographs or drawings of structures of all designated cultural resources and other significant buildings or historical sites. D. A statement of the condition of designated cultural resources and other significant buildings or historical sites. E. An explanation of any known threats to any designated cultural resource and other significant buildings or historic sites. 15-14-65: DESIGNATED CULTURAL RESOURCES; CERTIFICATE OF APPROPRIATENESS: A. A certificate of appropriateness issued by the Gernmission or the city Council on appeal, shall be required before the following actions affecting a designated cultural resource may be undertaken: construction, alteration, restoration, relocation, and demolition. B. No building permit for any work on a designated cultural resource shall be issued until a certificate of appropriateness is issued in the manner provided for in this Chapter. C. A certificate of appropriateness is not required for any ordinary repair and maintenance as described in Section 15-14-9 of this Chapter. 15-14-76: PROCEDURE AND CRITERIA; AUTHORITY TO GRANT CERTIFICATE OF APPROPRIATENESS: The Planning Commission may grant a certificate of appropriateness, subject to the process set forth in Chapter 28 of this title. Page 6 of 57 Page 222 of 403 Page 7 of 57 Page 223 of 403 The proposed alteration, construction or restoration will not adversely affect exterior architectural features of the building or structure specified in the designation; and 2. The proposed alteration, construction or restoration will not adversely affect the special character; special historical, architectural or aesthetic interest; nor the relationship and congruity between the subject structure or feature and its neighboring structures and surroundings, as specified in the designation. GB. Gr�Fa; Demolition: A certificate of appropriateness for the demolition of a designated cultural resource shall not be issued unless the Commission or City Council, on appeal, find one or more of the following conditions exist: The structure or building is a hazard to public health or safety; or 2. The site on which the designated cultural resource is located is required for a public use which will be of more benefit to the public than its use as a cultural resource and there is no practical alternative location for the public use; or 3. Denial of the proposed application will result in unreasonable economic hardship to the owner; it is not feasible to preserve or restore the designated cultural resource; and the property owner will be denied the reasonable beneficial use of the property if the application is denied. DC. Criteria; Relocation: A certificate of appropriateness for the relocation of a designated cultural resource shall not be issued unless the Commission or City Council, on appeal, finds that: One or more of the conditions set forth in subsection GB of this Section exist; 2. The relocation will not destroy the historic, cultural or architectural value of the designated cultural resource; and 3. The relocation is part of a definitive series of actions which will assure the preservation of the designated cultural resource. €D. Exemption for Unreasonable Economic Hardship: A property owner may request an exemption from the provisions of this Chapter on the grounds of unreasonable economic hardship for any alteration, construction, restoration, demolition or relocation of a designated cultural resource. A property owner requesting an exemption on the grounds of unreasonable economic hardship shall provide the following information; including, but not limited to: Page 8 of 57 Page 224 of 403 Ownership and operation of the property, mortgage and financing information, market value, structural integrity, rehabilitation costs, assessed value, real estate taxes, debt service, and potential adaptive re- use. 2. For income -producing property: a) annual gross income from the property for the previous two R4 years; b) itemized operating and maintenance expenses for the previous two R4 years; and c) annual cash flow, if any, for the previous two R4 years. 3. For low-income owners: a statement of present household income and number of persons in the household. "Low-income" households shall be defined as meeting the income level established by the U.S. Department of Housing and Urban Development. 4. The staff may require that a property owner furnish additional information which would assist the Commission in making a determination as to whether or not the property does yield or may yield a reasonable return to the owner(s) (i.e., pro forma financial analysis). In the event that any of the required information is not reasonably available to the property owner and cannot be obtained by the property owner, the property owner shall file with his affidavit a statement of the information which cannot be obtained and shall describe the reasons why such information cannot be obtained. The property owner shall have the burden of proof to establish unreasonable economic hardship. The Commission, or City Council on appeal, may grant an exemption on the grounds of unreasonable economic hardship if it finds that the application of the provisions of this Chapter to the proposed alteration, construction, restoration, demolition or relocation would deny the property owner reasonable beneficial use of the property and a reasonable rate of return on the owner's investment in the property. * * * * *15-14-9: ORDINARY MAINTENANCE AND REPAIR: Nothing in this Chapter shall be construed to prevent the ordinary maintenance or repair of any exterior architectural feature in or on any designated cultural resource that does not involve a change in design, material, or external appearance thereof, nor does this Chapter prevent the construction, alteration, restoration, demolition, or removal of any such architectural feature if the Director of Gemm„nity, Economin and Dlnnninrr and Building Safety certifies to the Commission that such action is required for the public safety due to an unsafe or dangerous condition. Page 9 of 57 Page 225 of 403 15-14-11: ENFORCEMENT AND PENALTIES: A. Any person who violates any provision of this Chapter or fails to obey an order issued by the Commission or comply with a condition of approval of any certificate of appropriateness issued under this Chapter shall be guilty of a misdemeanor and subject to provisions of Section 15-23-215-30-2 of this Title. B. Any person who constructs, alters, removes, relocates, restores or demolishes a designated cultural resource in violation of any provision of this Chapter shall be required to restore the building, object, site, or structure to its appearance or setting prior to the violation. C. The Building Official shall have the authority to enforce all provisions of this Chapter. SECTION 9: ESMC Subsection 3(H) of Chapter 15-15 (Off Street Parking and Loading) regarding Off -Site Parking is amended as follows: H. Off -Site Parking: Applicability/authority: The Director may approve off -site parking locations within the City for nonresidential uses to meet the parking requirements of this chapter subject to the process set forth in Chapter 23 of this Title. Such off -site parking locations must be secured with a covenant, approved by the City Attorney, and recorded in the County Recorder's Office before the City issues building permits. The off_=site parking spaces used to satisfy the parking rani iiremen+s fnr A. rJifferen+ site must he surplus is to the required narking spacespaces rent fired for uses of the off site location. Dlternatiyely, the Planning Commission may approve a reduction of required narking spaces as provided in this chanter. The parking covenant may include such conditions as the Director may lawfully impose. The Director may refer decisions on off -site parking requests to the Planning Commission at his discretion. ■ Page 10 of 57 Page 226 of 403 43. Off -Site Parking Findings Ofof Approval: Requests for off_ -site parking must meet the following requirements: a. The off -site parking must be located so that it will adequately serve the use for which it is intended. In making this determination, the following factors, among other things, must be considered: (1) Proximity of the off -site parking facilities (i.e., 750 feet is a reasonable maximum walking distance for high turnover uses such as retail sales, services and restaurants); (2) Ease of pedestrian access to the off -site parking facilities; (3) Provisions for transportation to and from the off_ -site parking facility (e.g., shuttle or valet services); (4) The type of use the off -site parking facilities are intended to serve. b. The off -site parking spaces must be surplus to the required parking spaces for uses at the off -site location. unless an adiustment is approved based on an approved parking demand study pursuant to Sections 15-15-30) and 15-15-6(C) of this chapter. SECTION 10: ESMC Subsection 3(J) of Chapter 15-15 (Off Street Parking and Loading Spaces) regarding Parking Exceptions is amended as follows: Parking Exceptions: Director Review: The Director of Planning and Building Safety may review and approve requests for adminis+rati„o adjustments from the requirements of this chapter as provided in chapter 24, "Adj� �stmen+s°Chapters 22 and 23, of this title including, without limitation the design and layout of parking facilities; the required number of parking spaces; the dimensions of parking spaces; the type of loading spaces required; aisles; driveways and curb cuts; paving materials and colors; and striping. The types and extent of adjustments the Director of Planning and Building Safety -is authorized to review administratively or is authorized to review subject to a public hearing are specified in sections 15-15-5, 15-15-6, and 15-15-7 of this chapter. 2. Planning Commission Review: The Planning „Commission must review requests for parkingreductionsas specified O-1- subsection -1.5 15 6C of +his chapter and may review administrative adjustments that are referred to it by the Director of Planning and Building at a public hearing as set forth in Chaster 28 of this title. Safety. SECTION 11: Section 15-15-5 (Parking Area Development Standards) is amended as follows: Page 11 of 57 Page 227 of 403 15-15-5: PARKING AREA DEVELOPMENT STANDARDS: A. Access Andand Circulation Design: Parking facilities must be designed so that a car within a facility will not have to enter a street to move from one (T) location to any other location within the same facility. 2. Exit: Parking facilities in nonresidential zones must be designed in such a manner that any vehicle on the property will be able to maneuver as necessary so that it may exit from the property traveling in a forward direction. However, vehicles may exit onto an alley traveling in a reverse direction. 3 administrative Adjustments: The Director of Planning and Building Safet may approve administrati„e adjustments from the site access and circulation standards as provided in chapter 24, "Ardis istments°, Chapters 22 and 23 of this title. B. Driveway and Parking Area Paving and Surfacing: All permanent on -site parking, loading, vehicle storage and vehicle sales areas must be paved with approved concrete or asphaltic concrete. On -site parking areas to be used for not longer than one (1) year must be surfaced and maintained with an impervious material acceptable to the Director so as to eliminate dust and mud. All on -site parking areas must be graded and drained so as to dispose of all surface water in accordance with the applicable storm water regulations. The Director may at his discretion approveAcceptable alternative paving materials such-asinclude decorative concrete, permeable concrete, grasscrete, brick, or similar material of equivalent durability. The Director may approve a dministrati„e adjustments from the driveway and parking area paving standards for non-standard roadbed construction and alternative roadway surfaces (such as drivable reinforced turf) as provided in chapter 24, "Ardis istments°, Chapters 22 and 23 of this title. C. Parking Area Striping: All parking spaces must be clearly striped with white, double four -inch wide stripes, one foot (V}apart. The Director of Planning and Building Safety -may approve administratiadjustments from the parking area striping standards as provided in chanter 24 "Adjustments", Chapters 22 and 23 of this title. The alternative designs may include, without limitation, the use of colored concrete and other decorative materials provided that alternative.Approved striping o tp ionsalternati„es must clearly identify parking spaces and distinguish them from adjoining walkways and drive aisles. Page 13 of 57 Page 229 of 403 FIGURE 1 - PARKING AREA STRIPING F iJ I '-!{--f 1 £" WIDE BY 6" HIGH C7 CONCRETE T1RE STOP ANCHORED TO THE GROUND. 2 4° WIDE PAINTED WHITE STRIPES. g I I.,-- B" MINIMUM WIDTH D. Parking Space Location: Residential cam: a. Required parking spaces, excepting guest spaces, must be located within a garage or carport as required in Subsection S of this Section. ab. Guest Spaces: No required guest parking space for any residential use may be located, in whole or in part, in aaya required front yard or front two-thirds of aaya required side yard. 2. Nonresidential cry: a Encroachment: Parking spaces may encroach into a required street -facing setback up to a maximum of f+fty50 percent (50%) of the required setback area, provided a minimum landscaped setback of five feet (5'} is maintained. Parking spaces may encroach into a required interior side and rear setback up to the interior side or rear property line, provided that the interior side and rear property line does not abut a public or private street. b Mini um Lonriscaped Setback: Parking spaces that back up directly into a driveway entrance must maintain a minimum landscaped setback of twent 20 feet (2-0'} from any street facing property line. Page 14 of 57 Page 230 of 403 C. Access By Alloy: Where vehicular access is provided by an alley, parking may intrude into the required rear yard; provided, however, the amount of setback intruded upon must be replaced by increasing the other required yards on site by an equivalent amount. FIGURE 2 - PARKING SPACE LOCATION APPROACH Y Q W O a W � u! N TIM 1 1 I I COMMERCIAL I I BUILDING 1 � 1 f � I 1 I 7-6" VEHICLE OVERHANG E. Parking Lot Slope: The maximum slope for parking lots is five percent (5%). The Director of Planning and Building Safety may approve administrative adjustments from the parking lot slope standard as provided in chapter 24, "Adjustments. Chapters 22 and 23 of this title. F. Tire Stops: 21. Location: Concrete tire stops must be provided in all parking lot areas abutting a building, structure, sidewalk, planting aroma, street,-Gr alley or other permanent feature such as a tree, bollard, utility box, or sign. Tire stops shall be located two feet {2'} from the front of a parking space. 32. Continuous Curb: in lie u of a tore stop, aA continuous concrete curb may be provided in lieu of a tire stop, provided the area within two feet of the curb face (overhang area) is not required for pedestrian or handicap access. The vehicle overhang area may be landscaped, Page 15 of 57 Page 231 of 403 however this landscaped area does not count toward the required vehicle use area landscaping. 3. Dimensions: Tire stops or curbs must be a minimum of six inches wide and six inches tall. FIGURE 3 - TIRE STOP DESIGN AND LOCATION LANDSCAPING CONCRETE TIRE STOP CONCRETE WALKWAY OR SIDEWALK CONTINUOUSCURS TIRE STOP ALTERNATIVE 2,� . LANDSCAPING CONCRETE TIRE STOP 6 2'- aw" RADIUS B' ANCHORING DOWEL 4 AdjustmentApproval: The Director of Planning and Building Safety may approve adjustments from the tire stop standards as provided in ^ham 24 "Adjustments", Chapters 22 and 23 of this title. G. Lighting: Lights provided to illuminate any parking area or vehicle sales areas as permitted by this Code must be arranged so as to direct the light away from any premises upon which a residential dwelling unit is located. 2. Parking area light standards located within fifty50 feet (50Tof a property line must not exceed +�^�T�enty-five25 feet {2-5} in height. 3. The Director may approve administrati„o adjustments from the lighting standards as provided On chapter 241 "Adjustments", of this title Page 16 of 57 Page 232 of 403 H. Landscaping: 1. All new or substantially redesigned parking areas must provide landscaping as provided in chapter 2, "General Provisions", of this title. I. Parking Space Dimensions: 1. Minimum Parking crane Interior Dimensions Interior Dimensions: Space Type Minimum Width Minimum Length Commercial standard 8.5 feet 18 feet Residential standard 9 feet 20 feet Residential - narrow lots' 8.5 feet 20 feet Vehicle lift 11 feet 21 feet Compact 8.5 feet 15 feet Parallel 8.5 feet 24 feet Accessible See note 2 See note 2 Motorcycle 5 feet 9 feet Bicycle 2 feet 5 feet Notes: 1. Lots under 40 feet in width. 2. The dimensions of accessible parking spaces must comply with the Americans With Disabilities Act (ADA), title III and California Code of Regulations (CCR), California Access Code, title 24. except2. Single -Family Dwelling�j Minimum Garage Dimensions: Twocar gar for single family dwellings must have minimum interior dimensions twenty feet by twenty feet (20' x 20'), Page 17 of 57 Page 233 of 403 a. Two -car garages must have minimum interior dimensions of 20 feet by 20 feet, except for narrow lots as indicated above. FIGURE 4 - SINGLE-FAMILY DWELLING GARAGE zo'-W GARAGE DOOR OPENING 3b. cam -Family Dwelling Maximum Garage Dimensions: Individual garages forsingle family dwellings must not exceed nine hundrW900) square feet in size or a four-(4)-car capacity, whichever is less. Subterranean garages and semi -subterranean garages that meet the definition of a basement are exempt from this requirement. 43. djustmentApproval: The Director of Planning and Building Safety may approve adjustments to the parking space dimensions standards as provided in chapter 24, "Adjustments. Chapters 22 and 23 of this title. Compact Spaces Permitted: Compact parking is allowed for office, industrial, hotel, and recreational uses up to a maximum of twepty20 percent (20%) of required parking spaces. Parking provided in excess of the required number may be compact in size. Compact spaces cannot be allowed for retail uses. K. Tandem Spaces Permitted: All tandem parking spaces, where allowed, must be clearly outlined on the surface of the parking facility. TANDEM SPACES PERMITTED Page 18 of 57 Page 234 of 403 Use Single-famil)F and two-family residentiald�^�el�o�;ngs Multiple -family residential Retail uses and services Industrial uses Officee— Restaurants— Maximum Percentage Oof Required Spaces 100 Prohibited Prohibited 20 20 Prohibited Maximum Percentage Oof Required Spaces Maximum fin Smoky Hollow I Depth F_ n/a , 2 spaces' n/a n/a 30 2 spaces 85 2 spaces 85 12 spaces 10 ' 2 spaces Notes: 1. Tandem spaces for single- and two-family dwellings must be assigned to the same unit. 2. Tandem parking is permitted for multiple -family residential developments involving density bonuses, pursuant to Government Code section 65915. The Director may approve adjustments to the tanden "Adjustments", of this t;tlo required number and standards for tandem parking spaces as provided in Chapters 22 and 23 of this title, subject to conditions. The conditions may include recording of a covenant agreement, requiring a parking attendant, requiring valet service, and other operational conditions. The Director may also approve tandem parking in excess of the above limits for permitted temporary uses and/or special events. L. Parking Clearance Andand Obstructions: Vertical Clearance: The minimum vertical clearance for all parking areas must be seven feet'}, except that storage cabinets and other obstructions shall be permitted in an area above the front end of Page 19 of 57 Page 235 of 403 parking spaces that must be at least 4.5 feet above the ground and no more than 3.5 feet from the front end of the space. 2. Horizontal Clearance: Parking spaces located next to walls, columns, or similar obstructions must provide an additional one foot M of clew a^cowidth on the side of the obstruction, except as follows:. a. Exceptions: (4-)a. Columns or similar obstructions are permitted in the one foot clearance area up to four feet {4� ofat the front and rear end of a parking space. (4b_Walls, Columns, or similar obstructions may project six inches into the front end corners of a parking space. 3. Disabled Access: Where necessary to comply with the Americans Wwith Disabilities Act (ADA), tTitle III and California Code of Regulations (CCR), California Access Code, tTitle 24, parking facilities may deviate from the parking clearance and obstructions standards. Page 20 of 57 Page 236 of 403 FIGURE 5 - REQUIRED CLEARANCE AND PERMITTED OBSTRUCTIONS 4GE ET GARAGE OPENINC 4. The Director of Planning and Building Safety may approve adjustments to the parking clearance and obstructions standards as provided in chapte 24 "Adjustments", Chapters 22 and 23 of this title. M. Vehicle Ramps: Ramp Maximum slope 120 percent mwimi in, Transitions slopes-Fequk-ed Minimum Ttransition length Required atAt each end of ramps that exceed a 6 percent slope Slope of Ttransitions Aepe FAWea 50 percent of the main ramp slope Page 21 of 57 Page 237 of 403 FIGURE 6 - VEHICLE RAMP DESIGN DRIVEWAY APPROACH EXISTING CONCRETE CURB R. ! 50% OF SLOPE 1 50% OF LENGTH OF MAIN RAMP-TRANsmoI R The Director of Planning and Building Safety may approve a dministrati"o adjustments to the vehicle ramps standards as provided in chapter 24 "Adjustments. Chapters 22 and 23 of this title. N. Drive Aisle Width Andand Parking Row Depth: 'I Drove Aisle Width And Parking Space Depth: General drove aisle width and parking space depth requirements: r I — Aisle Width Aisle Width Standard Compact Parking - - Space Space Space Angle One -Way Two -Way Depth Depth Width A B B C C D 00 - 12' 18' 8.5' 8.5' 24' parallel 300 1 12' 1 18' 1 16.36' 1 14.86' 1 17' 450 15' 18' 18.74' 16.62' 12.02' F 600 16' 18' 19.84' F 17.24' 9.82' i 900 25' 25' 18' 15' 8.5' Page 22 of 57 Page 238 of 403 FIGURE 7 - PARKING AISLE AND PARKING SPACE DIMENSIONS ANGLED PARKING ADD ADD 1'-0' FOR END SPACE NEXT TO WALL OR SIMIAR OBSTRUCTION PARALLEL PARKING A' Exceptions F-nr I.linetyDegree Parking Angle: For ninety 90-degree (9" parking, the parking aisle width can deviate from the above requirements based on the following table: Page 23 of 57 Page 239 of 403 EXCEPTIONS FOR 900 PARKING ANGLE' (STANDARD PARKING SPACES QNLY� Parking Space I Parking Minimum Width in feet Aisle Width in feet 8.5 feet 1 25 feet 9.0 feet 1 24 feet 9.5 feet- 1 23 feet 10 feet- 1 22 feet Note: 1. The exceptions for 90-degree parking do not apply to garages for single- and two-family dwellings. 32 AdjustmentApproval: The Director of Planning and Building Safety may approve adjustments to the drive aisle width and parking space depth standards -as provided in chapter 24, "Adjustments. Chapters 22 and 23 of this title. O. Driveway Andand Curb Cuts: All curb cuts and driveways must lead directly to required parking. Curb cuts not leading to parking, must be removed whenever new buildings are constructed or additions are made to existing buildings. The location and design of all driveway entrances and exits must comply with the standards listed below. The goal of these standards is to: 1) preserve on street parking spaces, 2) improve traffic safety, and 3) improve on -site vehicle circulation. Driveway Andand Curb Cut Width: Page 24 of 57 Page 240 of 403 Curb Cut Width Driveway Width in feet' (in feet) F F_ Zone Minimum Maximum Minimum Maximum R-1 and R-2 - lots less than 50 feet 10feet- 20-feet 10feet- 20 feet wide I R-1 and R-2 - lots at least 50 feet wide F- e 254eet 1 Ode L 2' 8 feet R-3 - serving 12 or fewer parking 12-feet 304eet 12feet- 30feet spaces or one-way R-3 - serving 13 or more parking 18-feet 30-feet 18 feet 30-ee, spaces or two-way 1 Nonresidential - one-way124eet F3104eet--- 12�t-F30t- Nonresidential - two-way 184eet 31 04eet 18 fee30 t- Note: 1. Curb cut width excludes the width of aprons. 2. Curb Cut Locations: Zone Residential Nonresidential Minimum Distance Between Curb Cuts On The Same Property 24 feet 24 feet T_ Minimum Minimum Distance Distance From Curb Cuts From Curb Cuts To Street To Property Corners Lines 20 feet 5 feet 50 feet 1 5 feet Page 25 of 57 Page 241 of 403 FIGURE 8 - CURB CUT AND DRIVEWAY LOCATIONS FIGURE 8 - CURB CUT & DRIVEWAY LOCATIONS Y MIN. DISTANCE 1d MIN .&2&'MAX 24'MIN. WMIN.&2&MAX- (RESIDENTIAL) R1 & R2 DISTANCE N & 30' TMIN. DISTANCE 12'MIN.&30'MAX 18'MI.&30'MAX (COMMERCIAL) R3&COMMERGAL R3&COMMERCIAL " ONE WAY DRIVEWAY APPROACH SIDEWALK TWO WAY DRIVEWAY ' APPROACH 5• e a d a d q a d a 4 DRIVEWAY DRIVEWAY-0 d d 4 d R R 3 Adjustment Approval: The Director may approve administratiio adjustments to the driveway and curb cut standards as provided in Ghapte 24,"Adjustments", Chapters 22 and 23 of this title. P. Corner Clearance APAand Driveway Visibility: All parking areas must meet the corner clearance and driveway visibility standards as provided in chapter 2, "General Provisions", of this title. Q. Drive -Through Facilities: 1. Drive -through lanes may encroach into required landscaped setbacks up to a maximum of fifty50 percent of the required setback area, provided a minimum landscaped setback of five feet (5� is maintained. 2. Drive -through lanes must be located and designed in such a manner as to not interfere with on site and off -site circulation. The location and design of the drive -through lane leis subject to t4eDirector review and approval of the Director of Dlannin_ . RI gilding Safety. Page 26 of 57 Page 242 of 403 DRIVE -THROUGH LANE DIMENSIONS Use Eating and drinking establishments Banks, pharmacies, and cleaners FIGURE 9 - DRIVE -THROUGH FACILITIES =I Minimum Length (Continuous) 150 feet 60 feet F Minimum Width 10 feet 10 feet 3. The dorectGi ^f Planning and Building SafetDirector may at his dionretien require wider drive -through lanes. 4. The direGtGF Of planning and building s fetyDirector may approve adjustments to the drive -through facilities standards as provided in chapte 24, "Adjustments", Chapters 22 and 23 of this title. Page 27 of 57 Page 243 of 403 R. Parking Structure Standards: 1. The following setback requirements apply to all subterranean parking facilities: Projection Above Zone Grade Setback Residential Completely Must meet required front setback subsurface [No rear or side setback required No more than 3 feet Must meet required setbacks above grade More than 3 feet Must meet required setbacks and must above grade be screened from public view Nonresidential ompletely [subsurface No setbacks required' Above grade Must meet required setbacks Note: 1. The parking structure must be designed in such a manner as to maintain sufficient soil above for landscaping (ground cover, shrubs and trees) to grow above grade. .. OWN. 10 32. The director of planning and building cDirector may approve adjustments to the parking structure standards as provided in chapter 24 "Adjustments", Chapters 22 and 23 of this title. S. Special Residential Parking Provisions: Covered Ping ap rking: All required parking spaces must be covered and enclosed in the following manner: Page 28 of 57 Page 244 of 403 _F Use Minimum Parking Enclosure Single- and two-family dwellings Fully enclosed garage Multiple -family dwellings Covered structure enclosed on 3 sides Guest parking spaces May be uncovered and unenclosed 2. Residential Garage Openings: All garages must meet the minimum and maximum widths listed below: Minimum Opening Type Of Garage Width Maximum Opening Width Single car 8 feet F 14 feet 2 car 16 feet F 20 feet Multiple -family 16 feet Equal to the drive aisle width it residential serves 3. Residential Turn Radius Requirements: a. One or two 9+car garages located behind a residence must provide a minimum turning radius of twenty ve25 feet {25�. b. Residential garages that take access directly from an alley may measure the required turn radius to the opposite side of the alley. FIGURE 10 - RESIDENTIAL TURN RADIUS AND ALLEY ACCESS Page 29 of 57 Page 245 of 403 lie 4 AdjustmentApproval: The dIreGtGr Gf planning and building s fetyDirector may approve adjustments to the special residential parking provisions standards as provided in Ghapter 24, "Adjustme,Rts!L, Chapters 22 and 23 of this title. T. Vehicle Lifts: Vehicle lifts may be used by -right to provide off street parking spaces on lots in the single-family residential (R-1) zone and the two-family residential (R-2) zone where the vehicle lifts provide parking in excess of the minimum number of required parking spaces subject to the standards in this section and in this chapter. A conditional use permit is required for vehicle lifts providing required off street parking spaces on lots in the single family residential 4R-1)e;e and the two family residential (R-2) zones subject to the following: a. The vehicle lift must be located only within a fully enclosed garage. b. A vehicle lift may only be used to store two {2-} vehicles vertically where a minimum vertical height clearance from the floor to the ceiling plate of the garage is a minimum of fou►teen14 feet 44+clear of obstructions. C. A vehicle lift must be designed and used as a designated parking space for use only by occupants in the same dwelling unit as the parking space located directly below the vehicle lift. ed. A vehicle lift must be permitted only if it is operated with an automatic shutoff safety device and is installed in accordance to manufacturer specifications. Page 30 of 57 Page 246 of 403 2. In the two family residential ( R-2 zone, vehicle lifts for required off street parking are subject to the following additional requirements: a. The vehicle lift must be used only on a lot less than fort five45 feet {45' in width. b. A vehicle lift must only be used to meet the minimum number of required off street parking spaces in addition to a minimum of two {fully accessible parking stalls located on the floor surface within a garage or garages. SECTION 12: ESMC Section 15-15-6 regarding Required Parking Spaces is amended as follows: 15-15-6: REQUIRED PARKING SPACES: The number of on -site parking spaces required for the establishment of a building or use must be provided and thereafter maintained at the ratios set forth below. For uses not listedl the required number of spaces will be determined by the Di rectord 0 rector of planning and building safety based on most similar listed use or a parking demand study. A parking demand study must include, without limit�at;on at a minimum, information specifying the number of employees, customers, visitors, clients, shifts, deliveries, parking spaces, or other criteria established by the Directord0rector of _planning and building safety. The Di rectord 0 rector of planning and building safety may 7+ the direr-tor's disnro+inn refer any decision regarding uses not listed to the planning commission for review. Unless stated otherwise, parking must be based on net floor area as defined in this code. Accessible parking spaces must be provided and comply with the Americans With Disabilities Act (ADA), title III and California Code of Regulations (CCR), California Access Code, title 24. A. Automobile Spaces Required: [NOTE TO CODIFIER: No changes proposed to this section] B. Bicycle Spaces Required: Use Number Of Bicycle Spaces Required r Single-family and None two-family dwellings Page 31 of 57 Page 247 of 403 Multiple -family 10 percent of the required vehicle parking spaces for residential projects with 6 or more units Nonresidential A minimum of 4 spaces for buildings up to 15,000 square feet, plus a minimum of 5 percent of the required vehicle spaces for the portion above 15,000 square feet. Maximum of 25 spaces The Director of Planning and Building Safety may approve administrati,o adjustments to reduce or eliminate -the requireme�nit for bicycle spaces as provided in chapter 24, "Adjustments. Chapters 22 and 23 of this title. C. Reductions Irvin Thethe Number-Ofof Required Parking Spaces Rod��aQe+«o^e For Single Uses: a. The Director of Planning and Building Safet" may approve an '"" ministrati"o adjustment to the required number of parking spaces for any use up to a maximum of ten20 percent {1-0%) or t 20) parking spaces, whichever is less, based on the submittal of a parking demand study. The Director of Planning and Building cafe+„ may refer any such request to the Planning Commission for review. cb. Parking studies submitted in conjunction with requests for reductions must include, without limotati„n,at a minimum information specifying the number of employees, customers, visitors, clients, shifts, deliveries, parking spaces, or other criteria established by the Director of Planning and Building Safety, 2. Rod��aQe+«o^e For Joint/Shared Uses: a. The Director of Planning and Building Safety may approve an administrative adjustment to reduce the required number of parking spaces in any zone for uses that share parking facilities for a maximum of ten20 percent {1-0%) or t 20) parking spaces, whichever is less, based on the submittal of a parking demand study. The Director of Planning and Building Safety may refer any request for an administrati„o adjustment from the required number of parking spaces to the Planning Commission for review. Page 32 of 57 Page 248 of 403 h. (�The Planning ommissinn may approve a reduction of the required u number of parkingsp_ spaces in any mieAnne fnr uses that share parking facilities with significantly different peapeak hours of operation fnr � mavimi im of twentypercent 0based on the submittal of a perking demand study. 0 cb. Requests for shared and/or joint uses are subject to the following requirements: (1) A parking study must be submitted by the applicant demonstrating that there will not exist substantial conflict in the peak hours of parking demand for the uses for which joint parking use is proposed; (2) The number of parking stalls which may be credited against the requirements of the structures or uses involved must not exceed the number of stalls reasonably anticipated to be available during differing hours of operation; and (3) A written agreement, in a form approved by the City Attorney, must be executed by all parties concerned assuring the continued availability of the number of stalls designed for joint use. 3. Sites Withwith Transportation Systems Management Plans: The number of required parking spaces in this section may be modified subject to approval of a transportation systems management plan submitted pursuant to the procedures and requirements of chapters 16 or 17, "Developer rair�p Transportation Demand Management (TDM)" or chapter 17 � , , "Em�_�_�pployer�/OGcupant Transportation Systems Management" of this title. 4. Reductions In Parking Due To for Disabilities Upgrades: When required solely as needed to upgrade existing parking facilities to comply with the Americans Withwith Disabilities Act (ADA), title III and California Code of Regulations (CCR), California Access Code, title 24, the total number of parking spaces may be reduced at the discretion of the Director. D. Parking In -Lieu Fees: Notwithstanding any provision of this Code to the contrary, the City Council may designate certain areas within the City where, in lieu of providing the number of on site parking spaces required by this chapter or applicable specific plan, such requirement may be satisfied by paying a parking in -lieu fee in an amount set by City Council resolution. Designated parking in -lieu fee areas and the process for payment of parking in -lieu fees are described in chapter 2933 of this title. SECTION 13: ESMC Section 15-15-7 regarding Off Street Loading Space Standards is amended as follows: Page 33 of 57 Page 249 of 403 15-15-7: OFF-STREET LOADING SPACE STANDARDS: A. General Provisions: 4 Applicability: Every building established, erected, enlarged or expanded for commercial, manufacturing or institutional purposes must provide loading space as set forth below. However, for any building or use enlarged or increased in capacity, additional loading spaces are required only for such enlargement or increase. All required loading spaces are in addition to the required on site parking spaces set forth in this chapter and must be developed and maintained in accordance with this chapter. Loading spaces may be provided either completely or partially within a building when such building is designateddesigned to include adequate ingress and egress to the loading spaces. Unless stated otherwise, loading requirements must be based on net floor area as defined in section 15-1-6 of this title. 21. Location: Loading spaces, with the exception of passenger loading spaces, must be located to the side or rear of buildings on site whenever possible as determined by the Director of Planning and Building Safety. Loading spaces cannot interfere with vehicular and pedestrian circulation on site. 32. Screening: Loading spaces must be appropriately screened from view from public streets. The screening may include decorative walls, landscaped berms, shrubs, trees and other landscaping, and any other screening methods deemed appropriate by the Director of Planning and B uMiRg Safety. B. Types Andand Dimensions Of Leading Spaces: LOADING SPACE TYPES AND SIZES in feet Type Width I Length I Height Passenger 110-feet 20-feet ' 7-feet Small truck 12-feet 25-feet 14-feet Large truck 13-feet 50-feet 16-feet C. Number Of Loading Spaces Required: [NOTE TO CODIFIER: No changes made to this section] Page 34 of 57 Page 250 of 403 ■ 1 . 1 . 1 . 1 . � .a�..n.•.�s�..a ..a�::.�:.c.��...:��.a ..ate The Director of Planning and Building Safet may approve ""' ministrati„o adjustments to the location, number, types and dimensions of loading spaces -as provided in chapter 24, "Adjustments. Chapters 22 and 23 of this title. SECTION 14: ESMC Subsection 15-18-5 (B) of Chapter 15-18 (Signs) regarding Administrative Use Permits, Adjustments, Variances, And Conditional Uses for signs is amended as follows: B. Administrative Use Permits, Adjustments, Variances, Andand Conditional Uses: 21. Signs that require the approval of an administrative use permit will be processed pursuant to chapter 22Chapters 22 and 23 of this title. 32. Deviations from any nonstructural provision of this chapter, including, but not limited to, the number of permitted signs, the size of proposed signs up to a maximum of twepty2O percent (20%) of the area of the building face, and setbacks, may be granted upon the approval of an adjustment, pursuant to chapter 24 Chapters 22 and 23 of this title. The Director may consider a deviation request to be a request for a variance and refer the request to the Planning Commission for review pursuant to chapter 23Chapters 24 and 28 of this title. 43. Except as otherwise provided, all deviations from this chapter must comply with the variance procedures set forth in chapter 23Chapters 24 and 28 of this title. All sign regulations for land uses requiring conditional use permits are controlled by this chapter and must be processed without regard to the proposed message, content, or copy of proposed signs. SECTION 15: ESMC Chapter 15-22 regarding Administrative Determinations is deleted and replaced with a new Chapter 22 to read as follows: Page 35 of 57 Page 251 of 403 Chapter 22 ADMINISTRATIVE DETERMINATIONS, ADMINISTRATIVE USE PERMITS, AND ADJUSTMENTS 15-22-1: PURPOSE 15-22-2: ADMINISTRATIVE DETERMINATIONS 15-22-3: ADMINISTRATIVE USE PERMITS 15-22-4: ADJUSTMENTS 15-22-1: PURPOSE The purpose of this chapter is to establish the Director's authority to make administrative determinations and to grant administrative use permits and adjustments, and to set the required findings for making such decisions. 15-22-2: ADMINISTRATIVE DETERMINATIONS FOR USES NOT LISTED A. Authority to make administrative determinations. When a use is not specifically listed as either a permitted use or conditional use under a particular zone, the Director, upon written request or upon his or her own initiative, shall determine whether said use is sufficiently similar to a listed use in the particular zone to justify a finding that it should be deemed either a permitted use, a conditional use or that an administrative use permit is necessary. The Director or designee may make administrative determinations, subject to the process outlined in Chapter 23 of this title. B. Administrative determination findings. Before permitting or classifying an unlisted use, the Director shall first make the following findings: 1. The proposed use is consistent with the purpose of this Title; 2. The proposed use and its operation are compatible with the uses allowed in the zone; and 3. The proposed use is similar in impact and character to one or more permitted uses in the zone. 15-22-3: ADMINISTRATIVE USE PERMITS A. Authority to grant. When a particular use is listed as subject to administrative use permit, or if the Director determines that a use not listed is similar to other uses subject to administrative use permit in a particular zone, the Director may review and grant administrative use permits, subject to the process set forth in Chapter 23 of this title. B. Findings. Before granting an administrative use permit, the Director shall first make the following findings: Page 36 of 57 Page 252 of 403 1. There is compatibility of the particular use on the particular site in relationship to other existing and potential uses within the general area in which the use is proposed to be located. 2. The proposed use is consistent and compatible with the purpose of the zone in which the site is located. 3. The proposed location and use and the conditions under which the use would be operated or maintained will not be detrimental to the public health, safety or welfare, or materially injurious to properties or improvements in the vicinity. 4. Potential impacts that could be generated by the proposed use, such as noise, smoke, dust, fumes, vibration, odors, traffic and hazards have been recognized and compensated for. C. Alcohol -related use findings: In addition to the four findings above, before an alcohol -related administrative use permit may be granted, it shall also be found that the State Department of Alcohol Beverage Control has issued or will issue a license to sell alcohol to the applicant. 15-22-4 ADJUSTMENTS TO DEVELOPMENT STANDARDS A. Authority to grant. Whenever a strict interpretation of the provisions of this title or its application to any specific case or situation pertaining to the following items would result in the unreasonable deprivation of the use or enjoyment of property, the Director or designee may grant an adjustment, subject to the process set forth in Chapter 23 of this title. B. Applicability. Adjustments may be granted for the following standards: 1. Fence or wall height to exceed permitted height by two feet. 2. Architectural landscape features which exceed the standards set forth in section 15-2-14 of this title. 3. Signs which exceed the standards set forth in Chapter 18 of this title. 4. Noise permits which exceed the standards set forth in section 7-2-11 of this Code. 5. Parking and loading space standards as set forth in Chapter 15 of this title. 6. Reduction of retention of a minimum of 50 percent of exterior building perimeter wall height and/or deviation from development standards for life safety purposes. Page 37 of 57 Page 253 of 403 7. Deviation from development standards for reasonable access accommodations. 8. Dimensions of required open space and size of required landscaping area within required open space in the Multi -Family Residential (R-3) Zone as set forth in section 15-4C-5 of this title. 9. Building height to exceed the maximum allowable height by not more than five feet. C. Findings. Before granting an adjustment, the Director shall make the following findings: 1. That the proposed adjustment would not be detrimental to the neighborhood or district in which the property is located; 2. That the proposed adjustment is necessary in order that the applicant may not be deprived unreasonably in the use or enjoyment of his property; and 3. That the proposed adjustment is consistent with the legislative intent of this title. D. Reasonable access accommodations: In addition to the adjustment findings above, the following findings must be made before any action is taken to approve or deny a request for a deviation from development standards for reasonable access accommodations: 1. The housing, which is the subject of the request for reasonable accommodation, will be used by an individual protected under the California Fair Employment and Housing Act, Government Code § 12900 et seq. ("Act"), as amended. 2. The request for reasonable accommodation is necessary to make specific housing available to an individual protected under the Act. SECTION 16: ESMC Chapter 15-23 regarding Variances and Conditional Use Permits is deleted and replaced with a new Chapter 15-23 regarding Director Discretionary Decisions to read as follows: Page 38 of 57 Page 254 of 403 Chapter 23 DIRECTOR DISCRETIONARY DECISIONS 15-23-1: APPLICABILITY 15-23-2: APPLICATION PROCEDURE 15-23-3: REVIEW FOR COMPLETENESS 15-23-4: DECISION 15-23-5: PLANNING COMMISSION REVIEW 15-23-6: NOTIFICATION 15-23-7: APPEALS 15-23-8: EFFECTIVE DATE 15-23-9: EXPIRATION 15-23-10: TIME EXTENSIONS 15-23-1: APPLICABILITY The Director shall make administrative decisions on discretionary applications including, but not limited to, the following: 1. Adjustments 2. Administrative determinations 3. Administrative use permits 4. Downtown design review, as set forth in Downtown Specific Plan Chapter V 5. Off -site parking covenants, as set forth in Chapter 15 of this Title 6. Precise plan modifications 7. Other discretionary applications as specified in this Title 15-23-2: APPLICATION PROCEDURE The applicant for any of the above -referenced applications shall apply in writing using application forms provided by the Development Services Department, stating the type of discretionary permit desired. The applicant must submit the application form and any additional materials required by the Department along with the required filing fee to cover the cost of investigation and processing. Page 39 of 57 Page 255 of 403 15-23-3: REVIEW FOR COMPLETENESS The Director or designee may request any additional information deemed necessary to evaluate the application. After all the necessary information and material are submitted, the Director or designee shall deem an application complete. 15-23-4: DECISION After an application is deemed complete, a written determination as to the approval or denial of the application must be issued within 10 business days. The written determination shall state the findings for a decision. In approving an application, the Director has the authority to attach conditions to the approval if deemed necessary. 15-23-5: PLANNING COMMISSION REVIEW The Director or designee must send copies of the findings and decision to the applicant. Written determinations on discretionary decisions made by the Director or designee must be placed as receive and file items on the next available agenda of the Planning Commission. Any Planning Commissioner may request that an item be discussed and a decision on the application be made by the Planning Commission instead of received and filed. No decision of the Director is final until the decision is received and filed or acted upon by the Planning Commission, or upheld on appeal. 15-23-6: NOTIFICATION Before the written determination is placed on a Planning Commission agenda the Director or designee shall give public notice, as provided for in Chapter 28 of this Title, of the Planning Commission's intent to receive and file the Director's determination The notice shall be mailed or delivered only to the owners and occupants of real property within 150 feet of the real property that is the subject of the determination. Administrative determinations that are not associated with a specific property, are not subject to this public notification requirement. 15-23-7: APPEALS Decisions by the Director or designee on applications listed in Section 15-23-1 are appealable to the Planning Commission. All appeals must be processed as provided by chapter 29 of this title. 15-23-8: EFFECTIVE DATE Permits granted pursuant to this chapter shall not become effective until 10 days from the granting thereof has elapsed or, if an appeal is filed or a review called, until final determination has been made on the appeal or review. Page 40 of 57 Page 256 of 403 15-23-9: EXPIRATION Permits granted pursuant to this chapter shall become null and void if the privileges granted thereunder are not utilized within one year from the effective date thereof. 15-23-10: TIME EXTENSIONS Permits granted pursuant to this chapter may be extended for an additional period to be specified by the Director; provided that prior to the expiration date, a written request for a time extension is filed with the Director. SECTION 17: ESMC Chapter 24 regarding Adjustments is repealed and replaced with a new Chapter 24 regarding Variances and Conditional Use Permits: Chapter 24 VARIANCES AND CONDITIONAL USE PERMITS 15-24-1: PURPOSE OF VARIANCE 15-24-2: AUTHORITY TO GRANT VARIANCE 15-24-3: VARIANCE FINDINGS 15-24-4: PURPOSE OF CONDITIONAL USE PERMIT 15-24-5: AUTHORITY TO GRANT CONDITIONAL USE PERMIT 15-24-6: CONDITIONAL USE PERMIT FINDINGS 15-24-1: PURPOSE OF VARIANCE The purpose of any variance is to allow for deviations from the development standards contained in this Title. Those standards which are determined at the discretion of the Planning Commission, City Council, or administratively shall not be subject to the variance process. However, a variance shall not grant a special privilege not shared by other property in the same vicinity and zone. 15-24-2: AUTHORITY TO GRANT VARIANCE When practical difficulties, unnecessary hardships or results inconsistent with the general purpose of this Title result through the strict and literal interpretation and enforcement of the provisions thereof, the Planning Commission shall have authority, subject to the provisions of this Title, to grant upon such conditions as it may determine such variance from the provisions of this Title as may be in harmony with its general purpose and intent, so that the spirit of this Title shall be observed, public safety and welfare secured and substantial justice done. A variance granted pursuant to the provisions of this Section shall run with the land and shall continue to be valid upon change of ownership. Variance requests shall be processed as set forth in Chapter 28 of this Title. Page 41 of 57 Page 257 of 403 15-24-3: VARIANCE FINDINGS Before any variance may be granted, it shall be found: A. That there are exceptional or extraordinary circumstances or conditions applicable to the property or to the intended use that do not apply generally to the other property or class of use in the same vicinity and zone; B. That the variance is necessary for the preservation and enjoyment of a substantial property right possessed by other property in the same vicinity and zone but which is denied to the property in question; C. That the granting of the variance will not be materially detrimental to the public welfare or injurious to the property or improvement in such vicinity and zone in which the property is located; and D. That the granting of the variance will not adversely affect the General Plan. 15-24-5: PURPOSE OF CONDITIONAL USE PERMIT The purpose of a conditional use permit shall be: A. To assure the compatibility of the particular use on the particular site in relationship to other existing and potential uses within the general area in which the use is proposed to be located; B. To assure the proposed use is consistent and compatible with the purpose of the zone in which the site is located; and C. To recognize and compensate for potential impacts that could be generated by the proposed use, such as noise, smoke, dust, fumes, vibration, odors, traffic and hazards. 15-24-4: AUTHORITY TO GRANT CONDITIONAL USE PERMIT The Planning Commission may grant a conditional use permit upon application for such uses allowed by this Title, subject to the process set forth in Chapter 28 of this Title. 15-24-6: CONDITIONAL USE PERMIT FINDINGS A. General: Before a conditional use permit may be granted, it shall be found that: 1. The proposed location of the use is in accord with the purpose of this Title and the purposes of the zone in which the site is located; Page 42 of 57 Page 258 of 403 2. The proposed location of the use and the conditions under which it would be operated or maintained will not be detrimental to the public health, safety or welfare, or materially injurious to properties or improvements in the vicinity; and 3. The proposed use will comply with each of the applicable provisions of this Chapter. B. Alcohol sales: Before a conditional use permit may be granted for the sale of alcohol, it shall be found that: 1. The State Department of Alcohol Beverage Control has issued or will issue a license to sell alcohol to the applicant; 2. There is compatibility of the particular use on the particular site in relationship to other existing and potential uses within the general area in which the use is proposed to be located; 3. The proposed use is consistent and compatible with the purpose of the zone in which the site is located; 4. The proposed location and use and the conditions under which the use would be operated or maintained will not be detrimental to the public health, safety or welfare, or materially injurious to properties or improvements in the vicinity; and 5. Potential impacts that could be generated by the proposed use, such as noise, smoke, dust, fumes, vibration, odors, traffic and hazards have been recognized and compensated for. SECTION 18: ESMC Chapter-15-24A regarding Right of Way Dedications and Improvements is renumbered as Chapter 15-31. SECTION 19: ESMC Chapter 15-25 regarding Appeal or Review is deleted and replaced with a new Chapter 15-25 regarding Site Plan Review to read as follows: Page 43 of 57 Page 259 of 403 Chapter 25 SITE PLAN REVIEW 15-25-1: PURPOSE 15-25-2: APPLICABILITY 15-25-3: AUTHORITY TO GRANT 15-25-4: FINDINGS 15-25-1: PURPOSE A site plan review is a discretionary land use permit that is required for any proposed project that meets the criteria set forth in section 15-25-2 of this chapter. The purpose of the site plan review process is to: A. Ensure that the project is compatible with the area in which it is located; B. Allow all City departments the opportunity to review development proposals and place reasonable conditions to ensure that the public health, safety and welfare are maintained. 15-25-2: APPLICABILITY A site plan review pursuant to this chapter is required for development that meets any of the following criteria: A. Single-family residential development of more than 10 residential units; B. Multi -family residential development of more than 10 units; C. New commercial, institutional or industrial development that includes structures which have a combined gross floor area of more than 50,000 square feet (not including parking structures); D. Additions to existing structures if the combined total additions exceed 50,000 square feet of gross floor area, but not including parking structures; E. For projects with a mix of residential and commercial, institutional or industrial uses, if any criteria above applies, the entire project is subject to site plan review. 15-25-3: AUTHORITY TO GRANT The Planning Commission is shall review and consider site plan review applications, subject to the process set forth in Chapter 28 of this Title. Page 44 of 57 Page 260 of 403 15-25-4: FINDINGS In order to approve or conditionally approve the site plan, the approval authority shall make the following findings: A. The proposed development, including the general uses and the physical design of the development, is consistent with the General Plan; B. The proposed development, including the general uses and the physical design of the development, is consistent with the intent and general purpose of the provisions of this Code and any applicable development agreement; and C. The proposed development, including the general uses and the physical design of the development, will not adversely affect the orderly and harmonious development of the area and the general welfare of the City. If such findings cannot be made, the site plan shall be denied. SECTION 20: ESMC Chapter 15-26 regarding Amendments is deleted and replaced with a new Chapter 15-26 regarding Coastal Zone Development Permits: Chapter 26 COASTAL ZONE DEVELOPMENT PERMITS 15-26-1: PURPOSE 15-26-2: APPLICABILITY 15-26-3: EXEMPT DEVELOPMENT 15-26-4: AUTHORITY TO GRANT 15-26-5: FINDINGS 15-26-1: PURPOSE Coastal development permits are required to ensure that all public and private development in the Coastal Zone of El Segundo is consistent with the City's certified Local Coastal Plan. The area affected by these regulations is located west of Vista Del Mar. As used in this chapter, "Coastal Zone" is as defined by the California Coastal Act, Public Resources Code sections 30100 et seq. 15-26-2: APPLICABILITY A. In addition to any other permits or approvals required by the City, a coastal development permit (CDP) shall be required and obtained from the City prior to commencement of any development in the City's Coastal Zone, except: Page 45 of 57 Page 261 of 403 1. Developments on tide lands, submerged lands, or public trust lands over which the Coastal Commission has original permit jurisdiction. 2. Developments determined to be exempt from the CDP requirements pursuant to State law or regulations. 15-26-3: EXEMPT DEVELOPMENT A. No fee, public hearing, notice, or development permit shall be required for the types of development classified as exempt from CDP requirements by State law or regulations. B. Whenever a permit is issued in the Coastal Zone by any City department and it is determined that the subject of the permit does not require a CDP because it is exempt, a memorandum to that effect shall be appended to the City's file copy of the permit. The file copy of the permit and the memorandum shall contain the applicant's name, the location of the project, and a brief description of the project. 15-26-4: AUTHORITY TO GRANT The Planning Commission shall have the authority to grant all CDPs within the City's Coastal Zone subject to the findings listed below and the process set forth in Chapter 15-28 of this Title, California Government Code sections 65920- 665964.1 (Permit Streamlining Act), and in Public Resources Code Division 20 (California Coastal Act). 15-26-5: FINDINGS Before any CDP may be granted, the Planning Commission shall make the following findings: A. That the development conforms to the certified Local Coastal Plan; and B. That the development conforms to the Coastal Act public access and recreational policies. SECTION 21: ESMC Chapter 15-27 regarding Hearings, Notices and Fees is deleted and replaced with a new Chapter 15-27 regarding Amendments: Page 46 of 57 Page 262 of 403 Chapter 27 AMENDMENTS 15-27-1: PURPOSE 15-27-2: AUTHORITY TO GRANT 15-27-3: FINDINGS 15-27-1: PURPOSE Whenever public necessity, convenience and general welfare require, a modification of the General Plan, a specific plan, or the zoning boundaries established by this Title, the classification of permitted or conditionally permitted uses, or other provisions of this Title, such changes may be undertaken in one of the following methods: A. A General Plan Amendment; B. A Specific Plan Amendment; C. A Precise Plan Amendment; D. A Zone Map Change; and E. A Zone Text Amendment. 15-27-2: AUTHORITY TO GRANT The City Council is authorized to approve amendments listed in Section 15-27-1, subject to the process set forth in Chapter 28 of this Title. 15-27-3: FINDINGS A. General: Before any amendment is approved, the City Council shall make the following findings: 1. The amendment must be consistent with the General Plan. 2. The amendment is necessary to serve the public health, safety, and general welfare. B. Zone Changes: The City Council shall make the following additional findings for zone changes: 3. There are changed conditions since the existing zoning became effective to warrant other or additional zoning. Page 47 of 57 Page 263 of 403 4. The benefits of the proposed change of zone will clearly outweigh any potential adverse effects to adjoining property or the area. SECTION 22: ESMC Chapter 15-27A regarding Development Impact Fees is renumbered as Chapter 15-32. SECTION 23: ESMC Chapter 15-28 regarding Enforcement; Penalty is renumbered as Chapter 15-30 SECTION 24: ESMC Chapter 15-28 regarding Public Hearings is added as follows: Chapter 28 PUBLIC HEARINGS 15-28-1: PURPOSE 15-28-2: APPLICABILITY AND HEARING AUTHORITY 15-28-3: APPLICATION PROCEDURE 15-28-4: REVIEW FOR COMPLETENESS 15-28-5: SETTING OF HEARING DATES 15-28-6: NOTICE REQUIREMENTS 15-28-7: CONTINUATION 15-28-8: PLANNING COMMISSION DECISIONS 15-28-9: PLANNING COMMISSION RECOMMENDATIONS 15-28-10: APPLICATION AND HEARING RECORD 15-28-1: PURPOSE The purpose of this Chapter is to establish procedures for processing applications in this Title that require public hearings before the Planning Commission and/or City Council. 15-28-2: APPLICABILITY AND HEARING AUTHORITY Public hearings shall be held by the following two bodies as follows: A. City Council. Applications that require a public hearing before the City Council include, but are not limited to: 1. Conditional Use Permit for onsite sale and consumption of alcohol at bars. 2. Density Bonus Agreement. 3. Development Agreement. 4. Final Map/Subdivision. Page 48 of 57 Page 264 of 403 5. General Plan Amendment. 6. Historic Resource Designation as set forth in Chapter 14 of this Title. 7. Precise Plan Amendment. 8. Zoning Text Amendment. 9. Change of Zoning District. 10. Applications referred to the City Council by the Planning Commission. 11. Appeals of Planning Commission decisions. B. Planning Commission. Applications that require a public hearing before the Planning Commission include, but are not limited to: 1. All applications listed in Subsection A (Planning Commission role is advisory). 2. Animal Permit Appeal as set forth in Chapter 2 of title 6. 3. Certificate of Appropriateness as set forth in Chapter 14 of this title. 4. Coastal Development Permit. 5. Conditional Use Permit. 6. Off -site parking covenant as set forth in Chapter 15 of this Title. 7. Downtown Design Review as set forth in the Downtown Specific Plan. 8. Site Plan Review. 9. Tentative Map/Subdivision. 10. Variance. 11. Waiver of Parcel Map. 12. Requests referred by the Director. 13. Appeals of Director's decisions. 15-28-3: APPLICATION PROCEDURE The applicant for any of the above requests, except those initiated by elected or appointed bodies of the City or City Staff, shall apply in writing using application forms provided by the Development Services Department, stating the type of Page 49 of 57 Page 265 of 403 discretionary permit desired. The applicant must submit the application form and any additional materials required by the Department along with the required filing fee, in an amount established by the City Council. 15-28-4: REVIEW FOR COMPLETENESS The Director or designee has the authority to request any additional information deemed necessary to evaluate the application. After all necessary information and material are submitted, the Director or designee shall deem an application complete. 15-28-5: SETTING OF HEARING DATES All proposals requiring a public hearing shall be set by the secretary of the Planning Commission for hearings to be held before the Planning Commission, and by the City Clerk for hearings to be held before the City Council. 15-28-6: NOTICE REQUIREMENTS Applications requiring a public hearing shall contain specific information and be distributed in the manner prescribed below. A. Notification Process: Notice shall be provided in all of the following ways: 1. Notice of the hearing shall be mailed or delivered at least 10 days prior to the hearing to: a) the owner of the subject real property as shown on the latest equalized assessment roll; b) the owner's duly authorized agent, if any; c) the project applicant; d) each local agency expected to provide water, sewage, streets, roads, schools, or other essential facilities or services to the project, whose ability to provide those facilities and services may be significantly affected; e) all owners of real property as shown on the latest equalized assessment roll within 300 feet and all occupants within 150 feet of the real property that is the subject of the hearing, unless the application is for director discretionary decisions, in which case only the owners and occupants of real property as shown on the latest equalized assessment roll within 150 feet of the real property that is the subject of the director decision shall be notified; f) any owner of a mineral right pertaining to the subject real property who has recorded a notice of intent to preserve the mineral right pursuant to Section Page 50 of 57 Page 266 of 403 883.230 of the Civil Code, when a public hearing is required for a tentative, final, or parcel map pursuant to the Subdivision Map Act; g) any person who has filed a written request for notice with either the City Clerk or the Director; h) any other party as required by California Government Code §§ 65090- 65096 (Public Hearings); i) The California Coastal Commission, if the development/project requires a Coastal Development Permit according to Chapter 15-26 of this Title. 2. In lieu of using the assessment roll, the City may use records of the county assessor or tax collector which contain more recent information than the assessment roll. 3 If the number of owners to whom notice would be mailed or delivered pursuant to subsection A1(e) is greater than 1,000, the City, in lieu of mailed or delivered notice, may provide notice by placing a display advertisement of at least 1/8-page in at least one newspaper of general circulation within the City at least 10 days prior to the hearing. 4. Notice of the hearing shall also be published in at least one newspaper of general circulation in the City at least 10 days prior to the hearing, or posted in at least three public places within the City boundaries, including one public place on the site or in the area directly affected by the proceeding. The posting on the affected site or area and maintenance of such notice shall be the responsibility of the applicant. Such notices shall be posted in a manner prescribed by the Director. B. Contents of notification: The contents of the public hearing notice shall include: 1. A title stating "Notice of Public Hearing;" 2. The date, time and place of a public hearing; 3. The identity of the hearing body; 4. The City's file number(s) assigned to the application; 5. A general explanation of the matter to be considered; and 6. A general description, in text or as a diagram of the location of the property. 7. Coastal Development Permits. If the development requires a Coastal Development Permit, the notice shall also include a statement that the Page 51 of 57 Page 267 of 403 project is located within the coastal zone and the procedures of City and Coastal Commission appeals, including any City fees required, and a statement of whether or not the proposed development is appealable to the Coastal Commission. 15-28-7: CONTINUATION OF PUBLIC HEARING If, for any reason, testimony on a case set for public hearing cannot be completed on the date set for the hearing, the person presiding at the public hearing may, before adjournment or recess thereof, publicly announce the time and place at which the hearing will be continued. No further notice is required. 15-28-8: PLANNING COMMISSION DECISIONS A. Decision: the Planning Commission shall announce its findings by formal resolution. The resolution must recite the facts and findings for the granting or denial of the application. If granted, the resolution shall also recite such conditions and limitations as the Planning Commission may impose. B. Notice: A copy of the Planning Commission resolution shall be mailed to the applicant at the address shown on the application filed with the Development Services Department and to any other person requesting a copy. Coastal development permits. Within seven calendar days following Coastal Development Permit decisions, the City shall send a notice of final local action to the Coastal Commission. The notice shall include a copy of the Planning Commission resolution stating conditions of approval and written findings and the procedures for appeal of the action to the Coastal Commission. C. Effective date: The action of the Planning Commission in granting or denying an application shall become final and effective the day following the end of a 10-day appeal period, unless a written appeal is filed with the City Council or the Coastal Commission as provided by Chapter 26 of this Title. D. Expiration: Requests approved by the Planning Commission shall expire two years after the effective date if the privileges granted have not been utilized. F. Time extensions. Planning Commission decisions may be extended for an additional period to be specified by the Planning Commission; provided that prior to the expiration date, a written request for a time extension is filed with the Director. G. Appeals. Planning Commission decisions are appealable to the City Council, except decisions on Coastal Development Permits, which are Page 52 of 57 Page 268 of 403 appealable directly to the Coastal Commission. All appeals must be processed as provided by Chapter 29 of this title. H. Suspension and revocation of approval. Upon violation of an applicable provision of this Title, or if granted subject to conditions, upon failure to comply with conditions, or if approval was obtained by fraud, an approved permit may be suspended automatically. The Planning Commission shall hold a public hearing, in accordance with the procedures prescribed in this Chapter, and if not satisfied that the regulation, general provision, or condition is being complied with, may revoke the approval or take such action as may be necessary to ensure compliance with the regulation, general provision, or condition. 15-28-9: PLANNING COMMISSION RECOMMENDATIONS All requests listed above requiring a decision by the City Council, except for Development Agreements, shall first be reviewed by the Planning Commission at a public hearing as set forth in this Chapter and the Planning Commission shall make a recommendation to the City Council by resolution. 15-28-10: APPLICATION AND HEARING RECORD The material related to any of the applications discussed in this chapter shall become a part of the permanent official records of the respective hearing authority. The permanent records shall consist of the following: A. Application material, including the submitted application form, plans, exhibits, and any other material submitted with the application form. B. Reports and exhibits prepared by City staff prior to the hearings. C. Hearing files, including minutes of the proceedings, exhibits, names of persons who spoke, copies of notices and affidavits pertaining thereto. D. Special studies performed to assist in the evaluation of requests, including but not limited to, environmental assessments and related documentation. E. Decisions, including resolutions, ordinances, findings, and conditions of approval. SECTION 25: ESMC Chapter 15-29 regarding Parking In -lieu Fees is renumbered as Chapter 15-33 and new ESMC Chapter 15-29 regarding Appeals is added as follows: Page 53 of 57 Page 269 of 403 Chapter 29 APPEALS 15-29-1: PURPOSE 15-29-2: APPEAL OF DIRECTOR'S DECISION 15-29-3: APPEAL OF PLANNING COMMISSION DECISION 15-29-4: CITY COUNCIL ACTION 15-29-5: ADVERSE DECISION BY CITY COUNCIL 15-29-1: PURPOSE The purpose of this Chapter is to establish procedures for appeal of Director and Planning Commission decisions for those individuals aggrieved by those decisions. 15-29-2: APPEAL OF DIRECTOR'S DECISION A. Any individual may appeal a decision or determination of the Director to the Planning Commission. The appeal shall be made within 10 calendar days after the date of the Director's decision by filing a letter of appeal, with the required appeal fee, with the secretary of the Planning Commission. In the event that the tenth day falls on a holiday or weekend, the appeal letter may be filed on the next business day. Any appeal of an administrative use permit must be received, with the required appeal fee, prior to the decision being received and filed by the Planning Commission. All appeals shall state specifically wherein it is claimed there was an error or abuse of discretion by the decision maker or where a decision is not supported by the evidence in the record. B. Following the receipt of an appeal, the Secretary shall transmit to the Planning Commission the letter of appeal, the application and all other papers constituting the record upon which the action of the Director was taken. The Planning Commission shall hold at least one public hearing, in the manner prescribed in Chapter 28 of this Title, on the matter. The hearing shall be held within 40 calendar days of the appeal request, and the Planning Commission may affirm, reverse, or modify the Director's decision. The decision of the Planning Commission is appealable to the City Council, pursuant to Section 15-29-3 of this Chapter. 15-29-3: APPEAL OF PLANNING COMMISSION DECISION A. Any individual may appeal a decision of the Planning Commission to the City Council, except a decision regarding a Coastal Development Permit. The appeal shall be made within 10 calendar days after the date of the Planning Commission decision by filing a letter of appeal and paying the Page 54 of 57 Page 270 of 403 required appeal fee with the City Clerk. In the event that the tenth day falls on a holiday or weekend, the appeal letter may be filed on the next business day. The appeal shall state specifically wherein it is claimed there was an error or abuse of discretion by the Planning Commission or a decision is not supported by the evidence in the record. B. Scope of Hearing on Appeal: Appeals shall be reviewed de novo. The City Council is not bound by the decision that has been appealed or limited to the issues raised on appeal. C. Coastal Development Permits. Planning Commission decisions on Coastal Development Permits are appealable directly to the Coastal Commission. An appeal of a Coastal Development Permit decision must be filed pursuant to 14 Cal. Code Regs § 13111(c). The appeal must be received in the Coastal Commission district office with jurisdiction over El Segundo on or before the tenth working day after receipt of the notice of the permit decision by the Coastal Commission's executive director. The appeal period for projects approved by operation of law shall begin to run only upon the receipt of the local government notice that it has to take final action by operation of law pursuant to Government Code sections 65950 to 65957.1. 15-29-4: CITY COUNCIL ACTION The City Council shall hold at least one hearing, in the manner prescribed in Chapter 28 of this Title, on the decision of the Planning Commission which has been appealed. The hearing shall be held within 40 calendar days of the appeal request. The City Council may affirm, reverse or modify a decision of the Planning Commission; provided, that if an appealed decision is reversed or modified, the City Council shall, on the basis of the record transmitted and such additional evidence as may be submitted, make the findings required by this Chapter a prerequisite to granting the application or shall specifically decline to make such findings. The decision of the City Council shall be final. 15-29-5: ADVERSE DECISION BY CITY COUNCIL If the City Council, upon appeal of a Planning Commission decision, proposes an action that is in any way contrary to the recommendations of the Planning Commission, it may, before final action is taken, request further information from the Planning Commission on the matter. Failure of the Planning Commission to report to the City Council within 40 calendar days after the request may be deemed to be consent by the Planning Commission to the proposed change. SECTION 26: ESMC Chapter 15-30 regarding Site Plan Review is deleted. Page 55 of 57 Page 271 of 403 SECTION 27: CONSTRUCTION. This Ordinance must be broadly construed in order to achieve the purposes stated in this Ordinance. It is the City Council's intent that the provisions of this Ordinance be interpreted or implemented by the City and others in a manner that facilitates the purposes set forth in this Ordinance. SECTION 28: ENFORCEABILITY. Repeal of any provision of the ESMC does not affect any penalty, forfeiture, or liability incurred before, or preclude prosecution and imposition of penalties for any violation occurring before this Ordinance's effective date. Any such repealed part will remain in full force and effect for sustaining action or prosecuting violations occurring before the effective date of this Ordinance. SECTION 29: VALIDITY OF PREVIOUS CODE SECTIONS. If this entire Ordinance or its application is deemed invalid by a court of competent jurisdiction, any repeal or amendment of the ESMC or other city ordinance by this Ordinance will be rendered void and cause such previous ESMC provision or other the city ordinance to remain in full force and effect for all purposes. SECTION 30: SEVERABILITY. If any part of this Ordinance or its application is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Ordinance are severable. SECTION 31: The City Clerk is directed to certify the passage and adoption of this Ordinance; cause it to be entered into the City of El Segundo's book of original ordinances; make a note of the passage and adoption in the records of this meeting; and, within 15 days after the passage and adoption of this Ordinance, cause it to be published or posted in accordance with California law. Page 56 of 57 Page 272 of 403 SECTION 32: This Ordinance will go into effect and be in full force and effect 30 days after its passage and adoption. PASSED AND ADOPTED this day of APPROVED AS TO FORM: Mark D. Hensley, City Attorney ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) , 2021. Drew Boyles, Mayor I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Ordinance No. was duly introduced by said City Council at a regular meeting held on the day of 2021, and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the day of 2021, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk Page 57 of 57 Page 273 of 403 {:ICVoy EL E UND TITLE: City Council Agenda Statement Meeting Date: November 2, 2021 Agenda Heading: Consent Item Number: B.9 Ordinance Amending El Segundo Municipal Code Title 15 (Zoning Code), Chapter 14: Historic Preservation, Chapter 15: Off-street Parking and Loading Spaces, Chapter 22: Administrative Determinations, Administrative Use Permits, and Adjustments, Chapter 23: Director Discretionary Decisions, Chapter 24: Variances and Conditional Use Permits, Chapter 25: Site Plan Review, Chapter 26: Coastal Zone Development Permits, Chapter 27: Amendments, Chapter 28: Public Hearings, and Chapter 29: Appeals RECOMMENDATION: Waive the first reading and introduce an ordinance amending El Segundo Municipal Code Title 15, Chapters 14, 15, 22, 23,24,25, 26, 27, 28, and 29; and schedule a second reading for the November 16, 2021 City Council meeting. (This proposed zone text amendment is exempt from review under the California Environmental Quality Act (CEQA). Specifically, Section 15061(b)(3) applies, which is the "common sense exemption." This is applied "where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment..." The proposed Zoning Code revisions consolidate permit types and processes. This Code revision does not delete or substantially change any lists of uses, development standards or findings required thereof, and therefore does not have the potential to cause significant effects on the environment.) FISCAL IMPACT: There are no direct fiscal impacts associated with amending the El Segundo Municipal Code ("ESMC"). BACKGROUND: On October 19, 2021, the City Council conducted a public hearing considering adoption of an ordinance amending the discretionary permit processes in the ESMC Title 15/Zoning Code (staff report attached). After a discussion on the item, the City Council Page 274 of 403 Zone Text Amendment — Zoning Processes November 2, 2021 Page 2 of 3 directed staff to make revisions to the ordinance and schedule it for re -introduction and first reading on November 2, 2021. DISCUSSION: The City Council directed staff to make the following changes: • Off -site parking covenants. Require all off -site parking covenants to be reviewed and approved by the Development Services Director. In addition, clarify that the Director may, at his discretion, refer off -site parking covenants to the Planning Commission for review and approval (Section 9, page 10 of the ordinance). • Conditional use permits for bars. Require conditional use permits for bars to be reviewed and approved by the City Council (Section 24, page 48 of the ordinance). The revised ordinance (attached) reflects the above changes requested by the City Council. If no other changes are needed and the ordinance is introduced on November 2, 2021, it will be scheduled for second reding and adoption at the November 16, 2021 City Council meeting. CITY STRATEGIC PLAN COMPLIANCE: Goal 1: Enhance Customer Service, Engagement, and Communication; Embrace Diversity, Equity, and Inclusion Objective 1A: El Segundo Provides unparalleled service to internal and external customers. Goal 4: Develop and Maintain Quality Infrastructure and Technology Goal 5: Champion Economic Development and Fiscal Sustainability PREPARED BY: Paul Samaras, AICP, Principal Planner REVIEWED BY: Michael Allen, AICP, Development Services Director APPROVED BY: Barbara Voss, Deputy City Manager Page 275 of 403 Zone Text Amendment — Zoning Processes November 2, 2021 Page 3 of 3 ATTACHED SUPPORTING DOCUMENTS: 1. EA 1240 - Draft Ordinance 11-2-2021 2. Oct 19 2021 City Council Report Page 276 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: October 19, 2021 Agenda Heading: Public Hearings Item Number: C.8 TITLE: Introduction of an Ordinance Amending El Segundo Municipal Code Title 15 (Zoning Code), Chapter 14: Historic Preservation, Chapter 15: Off-street Parking and Loading Spaces, Chapter 22: Administrative Determinations, Administrative Use Permits, and Adjustments, Chapter 23: Director Discretionary Decisions, Chapter 24: Variances and Conditional Use Permits, Chapter 25: Site Plan Review, Chapter 26: Coastal Zone Development Permits, Chapter 27: Amendments, Chapter 28: Public Hearings, and Chapter 29: Appeals RECOMMENDATION: Waive the first reading and introduce an ordinance amending El Segundo Municipal Code Title 15, Chapters 14, 15, 22, 23,24,25, 26, 27, 28, and 29; and schedule a second reading for the November 2, 2021 City Council meeting. (This proposed zone text amendment is exempt from review under the California Environmental Quality Act (CEQA). Specifically, Section 15061(b)(3) applies, which is the "common sense exemption." This is applied "where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment..." The proposed Zoning Code revisions consolidate permit types and processes. This Code revision does not delete or substantially change any lists of uses, development standards or findings required thereof, and therefore does not have the potential to cause significant effects on the environment.) FISCAL IMPACT: There are no direct fiscal impacts associated with amending the Municipal Code. BACKGROUND: The proposed amendments to Title 15 of the El Segundo Municipal Code (Zoning Code) result from staff's ongoing efforts to improve the City's development review process. In the past several years, staff have made efforts to simplify and streamline the review of planning permits, both discretionary (approved by the Planning Commission and/or City Page 277 of 403 Zone Text Amendment — Zoning processes October 19, 2021 Page 2 of 5 Council) and ministerial (approved by the Development Services Director). The proposed Ordinance (Attachment 1) consolidates the permit review processes located throughout several chapters of the Zoning Code. The Zoning Code was last comprehensively updated in 1993. Since 1993, the Zoning Code has been amended to address specific issues or update singular chapters. For example, updates to the parking regulations in 2011, and updates to the R-1 regulations and a "clean-up" ordinance (i.e. correcting typographical errors, adding clarifying language in the Zoning Code, eliminating redundancies or conflict within the Zoning Code) in 2017. The proposed ordinance is a first step towards a much needed semi - comprehensive update of the Zoning Code, to simplify and streamline the approval process for planning associated permits. This update consolidates the processes associated with various discretionary permit types, making the Zoning Code easier to manage and understand. Providing clearer and simpler processes will improve customer service, consistent with City Council Strategic Goal No. 1, to enhance customer service and engagement. Simplifying the development process is also consistent with City Council Strategic Goal No. 5, to champion economic development and fiscal sustainability. Finally, the proposed process improvements coincide with the City's new permit software system. The new software system will have several features that ease the permit process, including integration with the City's accounting software, web -based permit processing and tracking, and process workflow. The proposed ordinance is therefore consistent with Strategic Goal No. 4, to develop and maintain quality infrastructure and technology. DISCUSSION: The following summarizes the more significant proposed revisions recommended to the City Council by the Planning Commission. The Planning Commission staff report is attached to provide additional information regarding the proposed amendments. The proposed amendments fall into three categories: 1. Permits approved by the Development Services Director. 2. Permits approved by the Planning Commission. 3. General clean-up items (i.e. references to the Department's name change from Planning and Building Safety to Development Services). 1. Development Services Director Permits There are six existing types of administrative permits considered by the Development Services Director, each with its own unique process: 1. Administrative Adjustment 2. Adjustment Page 278 of 403 Zone Text Amendment — Zoning processes October 19, 2021 Page 3 of 5 3. Administrative Use Permit 4. Administrative Use Permit (alcohol) 5. Off -site parking Covenants (Director) 6. Minor Coastal Development Permit The six existing administrative permit types are proposed to be reduced to three, simplifying and creating consistency between the processes as follows: 1. `Administrative Adjustments' is consolidated with `Adjustments' because they are redundant permit types. 2. `Administrative Use Permit' and an 'Administrative Use Permit (alcohol)' are combined into a single `Administrative Use Permit.' The only current difference between the two is that the alcohol permit is forwarded to City Council for review. Council review is proposed to be removed, thus consolidating the two processes. It is important to note that if a concern arises from City Council, the appeal process remains, which allows the Director's decision to be appealed to the Planning Commission and ultimately to the City Council. This consolidation of alcohol use permits will typically save the applicant at least 30 days in processing time. 3. Director -reviewed `Off -site Parking Covenants' authorize the Director to administratively approve up to 20 off -site parking spaces or 20 percent of the required parking spaces, whichever is greater. This permit type will remain, but the review process has been revised to be consistent with the other administrative permits considered by the Development Services Director. 4. `Minor Coastal Development Permits' are consolidated with more significant coastal permits that are considered by the Planning Commission. All coastal permits will now be heard by the Planning Commission (there are few of these). Each permit type currently has a unique process. Staff has determined where unique processes can be consolidated to make the overall procedure more efficient. The proposed ordinance reduces the number of permit types to three: Adjustments, Administrative Use Permits, and Off -Site Parking Covenants, and will result in more efficiency by consolidating them into a single standardized process. 2. Planning Commission Permits There are five existing types of permits considered by the Planning Commission, each with its own unique process: 1. Conditional Use Permits (CUP) 2. CUPs for Bars 3. Variance 4. Off -site Parking Covenant (Planning Commission) 5. Coastal Development Permit Page 279 of 403 Zone Text Amendment — Zoning processes October 19, 2021 Page 4 of 5 The five existing permit types are proposed to be reduced to four, simplifying and creating consistency between the processes as follows: • CUP for bars is consolidated with other CUPs. Currently, a CUP for alcohol service at a bar must be considered by both the Planning Commission and City Council. The proposed ordinance eliminates the additional City Council step for final approval. However, City Council may still consider alcohol permits if there is an appeal, as is the case with all Planning Commission decisions. • CUPs, Variances, Off -Site Parking Covenants, and Coastal Development Permits are proposed to be consolidated into one process. 3. General Clean-up Items The proposed Ordinance also includes text clarifications and miscellaneous clean-up edits to the Zoning Code. Staff positions and titles are updated, Historical Preservation procedures are clarified, several of the Chapters are re -ordered, and cross-references are included to facilitate ease of use by staff and the public. FUTURE UPDATES: Staff continues to review and evaluate the need for future updates to the Zoning Code and will be bringing forth additional ordinances to further streamline the standards and permit processes. Future ordinance updates may include: Simplifying development standards: The Zoning Code establishes development standards for buildings and uses. Some standards are overly complicated and are often located in obscure locations within the Zoning Code. A future ordinance would simplify those standards and relocate them to more intuitive places in the Zoning Code with cross-refences, making the Code more user-friendly. Standardize permitted uses: A future Zoning Code amendment will standardize the lists of permitted uses using consistent terminology. The absence of integrated use tables is a significant deficiency in the current Zoning Code, causing delays and frustration for both the public and staff. Outdoor dining areas: The Zoning Code currently requires a CUP for outdoor dining in most nonresidential zones. A future ordinance would make outdoor dining areas a permitted accessory use, with applicable design and development standards (i.e. aesthetics, parking, etc.). Temporary uses and special events: Events on private property are not clearly addressed in the Zoning Code, which causes confusion and delay for both public and staff. A future ordinance would establish a clear process and standards for temporary uses and special events. Page 280 of 403 Zone Text Amendment — Zoning processes October 19, 2021 Page 5 of 5 GENERAL PLAN CONSISTENCY: Zoning Code Section 15-1-1 (Purpose, Title) states that the Zoning Code is the primary tool for implementation of the goals, objectives, and policies of the El Segundo General Plan. Outlined in the proposed Ordinance, the Planning Commission has found that this Zone Text Amendment is consistent with the General Plan goals, objectives, and policies to recommend City Council approval of the proposed amendment. CITY STRATEGIC PLAN COMPLIANCE: Goal 1: Enhance Customer Service, Engagement, and Communication; Embrace Diversity, Equity, and Inclusion Objective 1A: El Segundo Provides unparalleled service to internal and external customers. Goal 4: Develop and Maintain Quality Infrastructure and Technology Goal 5: Champion Economic Development and Fiscal Sustainability PREPARED BY: Paul Samaras, AICP, Principal Planner REVIEWED BY: Michael Allen, AICP, Development Services Director APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: 1. Draft Ordinance Amending ESMC Title 15 2. Planning Commission Staff Report - March 25, 2021 Page 281 of 403 (:If 1' V 1' E L S E GU N D a Planning Commission Agenda Statement Meeting Date: March 25, 2021 Agenda Heading: Public Hearing. TITLE: Amendments to various chapters in Title 15 (Zoning Code) of the El Segundo Municipal Code (ESMC) to update and streamline the planning permit review processes. (Fiscal Impact: None) Case numbers: Environmental Assessment No. EA-1240 and Zone Text Amendment No. ZTA 18- 07 RECOMMENDATION: Adopt resolution No. 2863 recommending that the City Council approve the proposed Zoning Code amendments. INTRODUCTION: The proposed Zoning Code amendments are part of staff s efforts to continuously improve the City's development review process. In the past five years, staff has made substantial progress at simplifying and streamlining the review of planning permits —discretionary and ministerial. The proposed ordinance (Exhibit No. 1) takes a further step by clarifying and consolidating the review processes. Exhibit No. 2 is an outline of the proposed ordinance, which provides an overview of the changes made in each affected Zoning Code chapter. BACKGROUND: The Zoning Code was last updated in a comprehensive manner in 1993. Since 1993, it was amended several times to address specific issues or to update specific chapters, such as an update to the City's off-street parking regulations in 2011, updates to the R-1 zone regulations and a "clean-up" ordinance in 2017. It is time that we begin updating the Zoning Code to meet today's expectations. Staff is proposing that we begin a several phase program to update the Zoning Code. Our first priority is to update how we process the various permit types. Over time the processes we use for the various permit types have become too varied. The proposed ordinance is intended to simplify the processes, making it easier for all to understand. Another reason to update the existing planning/zoning permit processes is to improve customer service. Providing clear and simple processes will improve the customer experience, which is consistent with the City Council's Strategic Goal No. 1 to enhance customer service and engagement. Furthermore, the proposed improvements will provide a more predictable development process, which is consistent with the City Council's Strategic Goal No. 5 to champion economic development and fiscal sustainability. Finally, the proposed process improvements will facilitate the process of updating the City's permit software system. The new software system will have several features that will facilitate the Page 282 of 403 Zone Text Amendment — Zoning processes February 25, 2021 Page 2 of 8 permit process including integration with the City's accounting software, web -based permit processing and tracking, and process flow/work management functions. The process flow functions will enable tracking of planning permits at each stage, including the submittal, review, department comment, report writing, public notification, approval, and post approval stages. Clearly defining and standardizing the processes in the code will help feed needed information in the new permit software system to better track permit processing, maintain better records, and produce data to help improve performance. The proposed ordinance is therefore consistent with the City Council's Strategic Goal No. 4 to develop and maintain quality infrastructure and technology. DISCUSSION: The proposed amendments generally fall into three categories: 1. Those permits heard and determined by the Development Services Director. 2. Those permits heard and determined by the Planning Commission. Legislative items, that is those items determined by the City Council, are not affected by these revisions. That includes General Plan Amendments, Specific Plans and their amendments, and rezonings, both to the Zoning Code text and maps. In those cases, the Planning Commission is advisory to the City Council. 3. The third section includes some general clean-up items, such as references to the Department's name change. 1. Development Services Director Permits Table 1 below describes the six types of permits that are heard by Development Services Director and the process criteria. able 1: Summary of Existing Administrative Discretionary Permits 1W Permit type Findings Director Public Notification Planning Commission City Council Hearing N tion Ra.Wus Review Review Administrative Yes No No None Receive and No Adjustment File only Adjustment Yes Yes Yes Abutting Owners Yes No Administrative Yes No Yes Owners - Yes No Use Permit 300' Administrative Owners - Use Permit Yes No Yes Yes Yes (alcohol)300' Minor Coastal Owners & Upon Development Yes No Yes Occupants No permits - 100, request Off -site Parking Covenants Yes No No None No No Director Page 283 of 403 Zone Text Amendment — Zoning processes February 25, 2021 Page 3 of 8 As can be seen in Table 1 there are six different processes for the six types of Director permits. Table 2, below, shows how the proposed ordinance would consolidate the six processes into one. FVTable 2: Summary of Proposed Administrative Discretionary Permits Director Public Notification Planning City Permit type Findings Hearing Notification Radius Commission Council Review Review Adjustment Administrative Adjustment* Administrative Use Permit Administrative Use Permit Yes No Yes Owners & Yes No (alcohol)** occupants - 150' Minor Coastal Development Permits*** Off -site Parking Covenants Director *The Administrative Adjustment application type is eliminated by the proposed ordinance and any exceptions currently subject to an Administrative Adjustment would be subject to an Adjustment. **Pursuant to City Council direction in 1995, Administrative Use Permits involving alcohol sales currently have to be reviewed by the City Council, which is not required for other Administrative Use Permits. Staff recommends that the City Council change that requirement, so that requests involving alcohol sales do not have that extra step in the process. ***The Minor Coastal Development Permit type is eliminated by the proposed ordinance and any requests currently subject to one would be subject to a Major Coastal Development Permit. While there are numerous small updates that are proposed in the Director Review process, there are several key items that should be pointed out: a) The proposed ordinance eliminates administrative adjustments, because they are a redundant exception process. Instead, a single `adjustment' process is maintained, which will be consistent with the other administrative applications covered in this new chapter. b) Planning Commission review. As is currently the case, the new process will continue to require the director's decisions to be reviewed by the Planning Commission. The Planning Commission will have the option to receive and file the decisions or discuss them and reach an alternative decision. c) Notification. As is currently the case, the new process will continue to require public notification of the director's decisions before Planning Commission review. However, there is a difference between the existing and the proposed. The existing process requires notification of property owners only. The proposed process requires notification of both owners and occupants of properties around the subject site. Page 284 of 403 Zone Text Amendment — Zoning processes February 25, 2021 Page 4 of 8 d) Off -site parking covenants. Currently, the Zoning Code authorizes the Director to approve at a ministerial level off -site parking covenants for up to 20 spaces or 20 percent of the required number of spaces, whichever is more. Staff believes that off -site parking covenant review involves substantial discretion and should more appropriately be subject to the proposed director discretionary decision review level. As a result of the above -described changes to the Zoning Code, "Director Discretionary Decisions" will be consolidated into a single process for all the above Director -level applications types. Staff believes a single well-defined process will make application processing more efficient overall and more predictable for residents and businesses. 2. Planning Commission Permits To some extent, the same issue affects discretionary permits that are decided at the Planning Commission or City Council level. Again, there is a range of processes involved depending on the permit type, as shown in Table 3. Table 3: Summary of Existing Planning Commission Discretionary Permits Permit type Findings Director Public Notification Planning City Hearing Notification Radius Commission Council Decision Review Conditional Yes No Yes Owners — 300' Yes No Use Permit Conditional Yes No Yes Owners — 300' No Yes Use Permit for bars Variance Yes No Yes Owners — 300' Yes No Off -site Yes No No None Yes No covenant (Planning Commission Coastal Yes No Yes Owners & Yes No Development occupants — Permit 100, Major As can be seen in Table 3 above, there are four different processes for the application types listed. Table 4, below, shows how the proposed ordinance would consolidate the four processes into one Planning Commission Discretionary Permit process. Page 285 of 403 Zone Text Amendment — Zoning processes February 25, 2021 Page 5 of 8 Table 4: Summary of Proposed Planning Commission Discretionary Permits Director Public Notification Planning City Permit type Findings Hearing Notification Radius Commission Council Review Review Conditional Use Permits Conditional Use Permit for bars* Variances owners — Yes No Yes 300' Yes No Off -site and covenants PC occupants — Coastal 150' Development Permits * Conditional Use Permits for bars currently have to be reviewed by the City Council, which is not required for other Conditional Use Permits. Staff recommends that the City Council change that requirement, so that requests involving bars do not have that extra step in the process. There are a few other key items in the proposed Planning Commission review process that should be pointed out: a) Public hearings. The chapter updates the existing public notification provisions to reflect current state law and to incorporate notification of property occupants in addition to owners. As drafted, the chapter would continue to require notification of owners of property within 300 feet, but also require notification of occupants of property within 150 feet of a property subject to a hearing. b) Alcohol permits for bars. Currently a CUP for alcohol service at bars must be reviewed and approved by both the Planning Commission and the City Council. The proposed ordinance would eliminate the additional City Council step. The Council will still be able to consider the projects if there is an appeal, as is the case with all Planning Commission decisions. c) Parking reductions. Currently, the Zoning Code (15-15-6C) authorizes the Director to approve parking reductions up to 10 percent of the required number of parking spaces through an administrative adjustment process, and the Planning Commission can approve reductions up to 20 percent of the required number of parking spaces. The proposed ordinance would authorize the Director to approve adjustments for up to 20 percent of the required number of parking spaces. Under both the existing and proposed ordinances, the Variance process allows a reduction of more than 20 percent by the Planning Commission, if the proper findings can be made. d) Off -site parking covenants. Currently, the Zoning Code authorizes the Planning Commission to approve off -site parking covenants for more than 20 spaces or 20 percent of the required number of spaces. However, the review process is not defined in the Zoning Code. Staff believes that off -site parking covenant review involves substantial discretion and should more appropriately be subject to the proposed Planning Commission discretionary review process. Page 286 of 403 Zone Text Amendment — Zoning processes February 25, 2021 Page 6 of 8 e) Minor/Major Coastal Development Permits. Currently, the Zoning Code authorizes the Director to approve certain minor coastal development permits. The current process requires notification of neighboring property owners and occupants within 100 feet of the subject site, but a public hearing is not required unless a property owner or resident requests it. The proposed ordinance would require all projects subject to a coastal development permit to go through a Planning Commission hearing as outlined in proposed Zoning Code Chapter 15-28. As a result of the above -described changes to the Zoning Code, Planning Commission Discretionary Permits will be consolidated into a single process. Staff believes a single well- defined process will make application processing more efficient overall and more predictable for residents and businesses. 3. Clarifications and miscellaneous edits. This section of the report summarizes certain text clarifications and miscellaneous edits made in the proposed ordinance. • Delegation of authority. The proposed ordinance delegates authority for approval of conditional use permits for bars from the City Council to the Planning Commission. In addition, it delegates authority for approval of parking reductions up to 20 percent of the required parking from the Planning Commission to the Director. • Positions and titles. The proposed ordinance replaces references to the Community Development Director with Director. • Chapter 15-14 (Historic Preservation). In Zoning Code Chapter 15-14, the proposed ordinance amends the procedures for designations of cultural resources and certificates of appropriateness to make them consistent with the discretionary process in proposed Chapter 15-28. • Chapter 15-15 (Off-street parking and loading). In Zoning Code Chapter 15-15, the proposed ordinance removes references to the administrative adjustment application type, because it is eliminated in the revised Zoning Code Chapters 15-22 and 15-23. • Re -ordering of chapters. The ordinance re -orders several chapters in the Zoning Code. Exhibit No. 2 (Ordinance outline) provides an overview of the existing and proposed locations of individual chapters in the Zoning Code. However, it should be noted that in the proposed chapters 15-30 through 15-33 only minor, non -substantive edits are proposed. • Cross-referencing. References throughout the Zoning Code are updated to refer to the new and renumbered chapters in the proposed ordinance. As a result of the changes outlined in this section, staff believes that the discretionary review process will become more streamlined and the Zoning Code more user-friendly. Page 287 of 403 Zone Text Amendment — Zoning processes February 25, 2021 Page 7 of 8 Future updates Staff plans to bring forth additional ordinances starting in early Summer to further streamline the standards and processes in the Zoning Code. Some of the topics to be covered in future ordinance updates include: Simplify development standards. The Zoning Code establishes development standards for buildings and uses in the various residential and nonresidential zones of the City. Some standards are unnecessarily complicated and sometimes located in obscure locations within the Code. A future ordinance would simplify those standards and locate them in intuitive places in the Code thereby facilitating its administration and the development process. Standardize permitted uses. A future Zoning Code amendment will standardize the lists of permitted uses using consistent terminology and incorporate use tables showing the permitted uses in all residential, commercial, and industrial zones in the City. The absence of integrated uses tables has been a significant deficiency in the current Code, causing delays and frustration for both the public and staff. A future ordinance with integrated use tables would make the Code more use - friendly and improve customer service. Outdoor dining areas. Currently, the Zoning Code requires a Conditional Use Permit for outdoor dining in all nonresidential zones, except for the C-4 and M-1 zones. A future ordinance would make outdoor dining areas a permitted accessory use in each of the City's nonresidential zones. Temporary uses and special events. Events on private property are not clearly addressed in the Zoning Code. The lack of a defined process and specificity on the types of events requiring a permit, have caused confusion, delays and frustration for both the public and staff. A future ordinance would establish a clear process and standards for temporary uses and special events that is predictable and efficient for both the public and staff. GENERAL PLAN CONSISTENCY: Zoning Code Section 15-1-1 (Purpose, Title) states that the Zoning Code is the primary tool for implementation of the goals, objectives, and policies of the El Segundo General Plan. Accordingly, the Planning Commission must find that the proposed Zone Text Amendment is consistent with those goals, objectives, and policies. Planning staff believes that the Planning Commission can make the findings in order to recommend City Council approval of the proposed amendment. The findings are discussed in the proposed resolution. ENVIRONMENTAL CONSIDERATION: The proposed zone text is exempt from review under the California Environmental Quality Act (California Public Resources Code §§21000, et seq., "CEQA") and the regulations promulgated thereunder (14 California Code of Regulations §§15000, et seq., the "State CEQA Guidelines") because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. It does not have the effect of deleting or substantially changing any regulatory Page 288 of 403 Zone Text Amendment -- Zoning processes February 25, 2021 Page 8 of 8 standards or findings required thereof. The proposed Ordinance is an action that does not have the potential to cause significant effects on the environment. In addition, any environmental impacts associated with this ordinance are adequately addressed in the General Plan FEIR. Accordingly, this ordinance is consistent with the General Plan FEIR and is exempt from further environmental review requirements under the California Environmental Quality Act. Furthermore, this ordinance constitutes a component of the El Segundo Municipal Code which the Planning Commission determined to be consistent with the FEIR for the City of El Segundo General Plan on December 1, 1992. Accordingly, no further environmental review is required pursuant to 14 Cal. Code Regs. § 15168(c)(2). CONCLUSIONIRECOMMENDATION Staff believes that the proposed ordinance will streamline and simplify the planning discretionary permit process and improve customer service, by the following: 1. Creating a single, standard process for Director Discretionary Decisions. 2. Creating a single, standard process for Planning Commission Discretionary Decisions. 3. Delegating decision -malting authority where appropriate and re -organizing the Zoning Code. In addition, the proposed ordinance is consistent with the General Plan and the purpose of the Zoning Code. The proposed ordinance is exempt from environmental review under CEQA. Therefore, staff recommends that the Planning Commission adopt Resolution No. 2863 recommending that the City Council adopt the proposed Ordinance. CITY STRATEGIC PLAN COMPLIANCE: Goal 1: Enhance customer service and engagement Objective A: El Segundo provides unparalleled service to internal and external customers Goal 4: Develop and Maintain Quality Infrastructure and Technology Goal 5: Champion Economic Development and Fiscal Sustainability PREPARED BY: Paul Samaras, Principal Planner4s REVIEWED BY: Denis Cook, Planning Consultant'0&'/ APPROVED BY: Sam Lee, Director of Planning and Building Safety ATTACHED SUPPORTING DOCUMENTS: 1. Planning Commission Resolution No. 2863 2. Draft ordinance 3. Ordinance outline Page 289 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Staff Presentations Item Number: D.14 TITLE: Candy Cane Lane Update and Safety Plan RECOMMENDATION: Approve the traffic and pedestrian safety plan and related expenditures for the Candy Cane Lane annual holiday lights event in the 1200 block of East Acacia Avenue and surrounding neighborhood. 2. Approve an appropriation from the General Fund Balance Reserve (00 1 -299- 0000-2990) in the amount of $46,955 to Recreation Special Events (001-400- 5210-4101 for $36,000 and 001-400-5210-6214 for f$10,955) FISCAL IMPACT: The City's total estimated cost for Candy Cane Lane is $46,955. A new appropriation from the General Fund Balance Reserve will be required for this event. BACKGROUND: The 1200 block of East Acacia Avenue began hosting an annual holiday lights display in 1949. The event did not take place last year due to public health concerns related to the pandemic, but organizers plan to bring back a modified version of Candy Cane Lane from December 11-December 23, 2021. Residents annually obtain a permit from the City to allow for temporary road closures during the impacted hours from 6:00 p.m. to 10:00 p.m. During these hours, residents place Type III barricades in the street to prevent vehicular travel. They are partially removed each evening to allow for residential vehicular travel during non -impacted times. These barricades are provided by the City. Through the years, this event has increased in popularity, subsequently increasing the number of people and vehicles visiting the neighborhood on a nightly basis. Additionally, Page 290 of 403 Candy Cane Lane Update and Safety Plan November 16, 2021 Page 2 of 3 due to the road closures, visitors congregate in the street while viewing the lighting displays. DISCUSSION: Due to ongoing COVID-19 safety protocols, organizers modified Candy Cane Lane plans this year. Santa will make an appearance on Opening Night (December 11) to light up the block, but there will be no canopy or Santa sleigh in the cul-de-sac this year. Candy Cane Lane organizers requested the following from the City of El Segundo for this event: 1. Use of street barricades 2. Transportation for Santa via the El Segundo Fire Department 3. Street closures and assistance with crowd control 4. Trash removal and increased street sweeping 5. Coordination with Southern California Edison to turn off streetlights on the 1200 block of East Acacia from December 9-December 26, 2021. In addition, the City recommends obtaining special event insurance, scheduling code enforcement officers, and contracting with a private security company to help manage the crowd. See the attached map for planned street closures at Center Street and East Acacia Avenue and East Walnut Avenue and California Street. Estimated (not to exceed) City costs for Candy Cane Lane are outlined below. El Segundo Police Staffing $9,565 Private Security 9,090 Public Works (Streets and Park Maintenance) Staff, Vehicles, Barricades and Message Boards 6,500 Development Services (Code Compliance) Staff 15,000 Recreation Staff 1,500 Special Event Insurance 2,800 Sound System for Opening Night 2,500 Page 291 of 403 Candy Cane Lane Update and Safety Plan November 16, 2021 Page 3 of 3 Total $46,955 CITY STRATEGIC PLAN COMPLIANCE: Goal 1: Enhance Customer Service, Engagement, and Communication; Embrace Diversity, Equity, and Inclusion Objective 1A: El Segundo provides unparalleled service to internal and external customers. Objective 1 B: El Segundo's engagement with the community ensures excellence. Goal 2: Support Community Safety and Preparedness Objective: El Segundo is a safe and prepared city. PREPARED BY: Melissa McCollum, Community Services Director REVIEWED BY: Melissa McCollum, Community Services Director APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: 1. Candy Cane Lane Map 2021 Page 292 of 403 Candy Cane Lane Map 12/11/21 �S Pc4r�tY IC dge c4araS oacia Ave EAcacia Ave E Acacia Ave E Acacia Ave FD 3 Candy Cane Lane [fir Seasonal holiday lights display rtr fi E Walnut Ave E Walnut Ave E Walnut Ave E Walnut Ave c, 2 Security Guards 1 Cadet Page 293 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Staff Presentations Item Number: D.15 TITLE: Recreation Park Needs Assessment and Master Plan Recommendations RECOMMENDATION: 1. Review Proposed Recreation Park Needs Assessment and Master Plan. 2. Approve the Proposed Recreation Park Master Plan to serve as a working document for the planning, enhancement, and development of Recreation Park over the next 15 years. 3. Direct staff to move forward with improvements to the Teen Center, Skate Park, and basketball courts. FISCAL IMPACT: The estimated cost to implement all of the proposed projects in the Recreation Park Needs Assessment report exceeds $35 million as outlined in the attached Order of Magnitude Opinion of Probable Construction Cost Estimate. Staff will use this document in preparing the ten-year Capital Improvement Program (CIP) as part of the Proposed FY 2022-2023 & FY 2023-2024 Biennial Budget preparation process. Potential funding sources for both one-time capital construction and recurring maintenance will need to be developed at a later date. The adopted FY 2021-2022 Capital Improvement Program includes $800,000 for Recreation Park projects.To date, $50,000 was allocated to prepare the Recreation Park Needs Assessment and Master Plan recommendations. This leaves a balance of $750,000 which staff recommends to be dedicated to immediate Teen Center, Skate Park, and basketball court improvements. Page 294 of 403 Recreation Park Needs Assessment and Master Plan Recommendations November 16, 2021 Page 2 of 5 BACKGROUND: Recreation Park History and Use The City purchased land in 1954 for a large central park located at 401 Sheldon Street (see attached vicinity and location maps), and constructed many of the recreational amenities community members continue to enjoy today, including a baseball field for use by the El Segundo High School team, another field for Little League and other youth leagues, a softball field, a two-story community clubhouse, tennis and basketball courts, concession stands, and picnicking space. Over the years, the City has continued to improve and add to Recreation Park, constructing additional buildings, including the Checkout Building (1961), Joslyn Center (1966), Teen Center (1980), and volleyball courts, pickleball courts, a paddle tennis court, a roller hockey rink, a community garden, and more. Community members continue to advocate for additional Recreation Park improvements, with recent requests focusing on expansion of pickleball courts and the community garden, as well as renovation of public restrooms and the Skate Park. Due to age and deferred maintenance, significant investment is needed to upgrade or replace existing Recreation Park facilities. In order to best serve El Segundo residents, park facilities and recreation services must continue to evolve, responding to the community's changing demographics and interests. A comprehensive Recreation Park Needs Assessment is designed to reflect community needs, address aging infrastructure, serve as a planning document for Capital Projects, help prioritize needs, and serve as a practical plan of action for meeting immediate, short-term, and long-range goals for City of El Segundo parks and recreational facilities. reement with RJM Desian Services to Dreaare a Recreation Park Needs Assessment The Adopted FY 2019-2020 General Fund CIP Budget included $800,000 to fund the planning, design, and construction of needed renovations to the El Segundo Teen Center site located at 405 E. Grand Avenue. The 0.55 acre Teen Center complex currently contains the following three uses: (1) a 5,480 square foot Teen Center building, (2) outdoor basketball court, and (3) outdoor Skate Park. On February 18, 2020, City Council authorized staff to issue a Request for Proposals (RFP) to conduct a Recreation Park Needs Assessment in order to obtain a more comprehensive understanding of community needs with respect to all Recreation Park facilities and operations as well as facility conditions prior to spending a large amount of money renovating the City's traditional stand-alone Teen Center. On April 20, 2021, City Council awarded a consultant contract to RJM Design Group to Page 295 of 403 Recreation Park Needs Assessment and Master Plan Recommendations November 16, 2021 Page 3 of 5 prepare a Recreation Park Needs Assessment, including public engagement, recreation and parks trend analysis, comprehensive review of City recreation programming, facility condition assessments, accessibility survey and American Disabilities Act requirements, and master plan recommendations and cost estimates. The City Council directed staff and the consultant to complete the outreach and analysis faster than the nine months outlined in the original proposal if possible. In response to this request, the project schedule was revised to seven months. On October 20, 2021, RJM Design Group presented summary information about their analysis and professional recommendations to the Recreation and Parks Commission. DISCUSSION: Recreation Park Needs Assessment and Master Plan Overview RJM will provide a presentation which includes the following: • Outreach Summary and Survey Results • Community Needs Summary • Professional Assessments • Immediate, Short -Term, and Long -Term Recommendations The final recommendations were developed from the top community responses, combined with the professional site and building assessments prepared by the design team. Realistic achievable improvements were categorized into three sections: • Immediate Recommendations (0-5 years) • Short -Term Recommendations (5-10 years) • Long -Term Recommendations (10-15 years) To assist with planning the future improvements, the design team prepared master plan level estimates of probable construction costs for each of the recommended improvements. Staff Recommendation The estimated cost to implement all of the proposed projects in the Recreation Park Needs Assessment report exceeds $35 million as outlined in the attached Order of Magnitude Opinion of Probable Construction Cost Estimate. Staff will use this document in preparing the ten-year Capital Improvement Program (CIP) as part of the Proposed FY 2022-2023 & FY 2023-2024 Biennial Budget preparation process. Potential funding sources for both one-time capital construction and recurring maintenance will need to be developed at a later date. Page 296 of 403 Recreation Park Needs Assessment and Master Plan Recommendations November 16, 2021 Page 4 of 5 The adopted FY 2021-2022 Capital Improvement Program includes $800,000 for Recreation Park projects.To date, $50,000 was allocated to prepare the Recreation Park Needs Assessment and Master Plan recommendations. This leaves a balance of $750,000 which staff recommends allocating in the following manner: • Teen Center - $300,000 (Interior upgrades, including bathrooms) • Basketball Courts - $250,000 (Regrade, resurface, and restripe Teen Center court and adjacent paving, repair and repaint surfacing at Rec Park court, and replace and renovate hoops and fencing) • Skate Park - $200,000 (Renovating and refurbishing skate features and fencing and removing and replacing Skate Park pedestrian lighting) CITY STRATEGIC PLAN COMPLIANCE: Goal 1: Enhance Customer Service, Engagement, and Communication; Embrace Diversity, Equity, and Inclusion Objective 1A: El Segundo provides unparalleled service to internal and external customers. Objective 1 B: El Segundo's engagement with the community ensures excellence. Goal 4: Develop and Maintain Quality Infrastructure and Technology Objective 4A: El Segundo's physical infrastructure supports an appealing, safe and effective community. Objective 413: El Segundo's technology supports effective, efficient, and proactive operations. PREPARED BY: Melissa McCollum, Community Services Director REVIEWED BY: Melissa McCollum, Community Services Director APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: 1. Recreation Park Needs Assessment Vicinity Map 2. Recreation Park Needs Assessment Location Map Page 297 of 403 Recreation Park Needs Assessment and Master Plan Recommendations November 16, 2021 Page 5 of 5 3. Recreation Park Needs Assessment Executive Summary 4. Recreation Park Needs Assessment Order of Magnitude Construction Cost Estimate 5. Recreation Park Needs Assessment Presentation Page 298 of 403 Ee s RFP 20-05: Recreation Park Needs Assessment Vicinity Map WarfGWaYW W 104th S k ----------]OIJJtoti�likLv._..*�+rrr,,rt. .._.... _ r� Century F--rFrrprrrsrl+�1►�...,� •�,.�. 4 I Li E M3pie Ave I I El sorr4o Hqh Seitionl I EM3FIpQ53AYEb a {' 1 I F {Y ._..� 2E I e,rion W `---� El t~SIG GFend AY* c � x 4ot<A ll' 11Y Grand Awe r, Aft FO" u E F rankai n AveSamLjfI A+ --------..� Q Ei $ oomn do VwO -. � t ' ' 14W j GakAi :It i 4 ,.� 6Yyi9 cc ► }••liu 4 U IY11> �p ! is�[d 1A r. �__,_.t..—.._..�... ..—..—..— .._.._.._.._.._.._.._.._.._.._.._..� 6,018.7 0 3,009.33 6,018.7 Feet DISCLAIMER: The information shown on this map was compiled from different GIS sources. The land base and facility information on this map is for display purposes only and should not be relied upon without independent verification as to its accuracy. The City of El Segundo will not be held responsible for any claims, losses or damages resulting WGS_1984_Web—Mercator _Auxiliary _Sphere from the use of this map. Abe�� ,5� RFP 20-05: Recreation Park Needs Assessment Location Map L N � G� �J* V r- Prr1 G Aye I'� III _GUa}'R1a5 tlr J PI.1 V'll�•IIII�1 Itil�� I� f � IotAl�i � cre W Clix l cn 1 1„kl •' Park bisk,t senior E Holly Aye Recreation � �'�`-"-- Park' r :nurt I. II HourInlnq •^ E Holly Ave I I��• I� Itilll k' I,111 III,. II ' `I I„II P. IIn.11 . 11 1 1. 41 1, ,Di l l I .•I 11, •I .l i� � C.I. ugh �li Ir � ,+ 9} I ;U lon a I � teen Ske6a park Cerrtar e F C211I A v e C q q _ F Friltkrin A.jn — E Plne Ave 0 J H1111:Wark 752.3 1 0� 376.17 752.3 Feet DISCLAIMER: The information shown on this map was compiled from different GIS sources. The land base and facility information on this map is for display purposes only and should not be relied upon without independent verification as to its accuracy. The City of El Segundo will not be held responsible for any claims, losses or damages resulting WGS_1984_Web—Mercator _Auxiliary_Sphere from the use of this map. I T4 tat ji too A * FA A ik 49 rxtaa raeeno AGO Lj ry '� �,,+� ^'+ r x'`` �'�` �`�s � � p "•` t ,` , ' � yak ,,? � � . � 9 }{ +,fir• � r'> f }�'.,T�- y �� •' r 1 V lr y<ar 9 YV J� � i (rff%%►i �iON �� ; pit, farau�riirr+r -� - Acknowledgments City Council Drew Boyles, Mayor Chris Pimentel, Mayor Pro Tempore Lance Giroux, Councilmember Scott Nicol, Councilmember Carol Pirsztuk, Councilmember City Manager's Office Scott Mitnick, City Manager Recreation and Parks Commission Robert Motta, Chair Lee Davis, Commissioner Dave Lubs, Commissioner Julie Stolnack, Commissioner Kelly Watson, Commissioner Community Services Department Melissa McCollum, Community Services Director Arecia Hester, Recreation Superintendent Public Works Department Elias Sassoon, Public Works Director Cheryl Ebert, Senior Civil Engineer Christopher Hentzen, Park Maintenance Superintendent Planning and Design Consultant Team Zachary Mueting, Principal Landscape Architect, RJM Design Group Inc. Kristen Schnell, Project Manager, RJM Design Group Inc. Tamara McClory, Project Landscape Architect, RJM Design Group Inc. Tim Gallagher, Program Specialist, RJM Design Group Inc. Adam Probolsky, Survey Specialist, Probolsky Research Chris Curry, Irrigation Specialist, Glasir Design Mark Surdam, Building Assessment, Bureau Veritas Special thanks to the stakeholders and community members who participated in the planning process! Page 302 of 403 Executive Summary The El Segundo Recreation Park Needs Assessment (referred to as Needs Assessment) serves as a guide and implementation tool for the management and development of park amenities and programs available at the City's most popular park. The process commenced with a demographic assessment of the City and an examination of the existing conditions at Recreation Park. From this baseline assessment of available resources and community demographics, an extensive community outreach effort was planned for and implemented by the project team to collect citywide feedback on the community's recreation desires. Both professional assessments and community input was combined to ultimately develop master plan level recommendations to be implemented at Recreation Park. The recommendations include a prioritized list to be implemented over immediate (0-5 years), short- term (5-10 years), and long-term (10-15 years) increments. Specific city-wide needs identified in the community survey and program assessment may be implemented at other park facilities within the city to help redistribute recreation resources through the community. Recreation planner local cvmmunii {through SEPT Recreation Park Needs Assessment Executive Summary Page 303 of 403 Demographic Summary A review of the demographic information as detailed in the 2020 ESRI dataset indicates the community of El Segundo is an aging community with an above average household income in comparison to LA County. From 2010 to 2020 the largest populations with significant growth were 60 to 74 years of age ranging from 52% to 63%. 0 0 to 1 rr 2 5% 20 % 44 % 12 % Pap <19 Pop 19-34 Pop 35-64 Pop 65+ The largest percent of the population (44%) is between the ages of 35 to 64 as a result the median age increased to 40.9 years. Further contributing to the increase in median age is the decline in the population under the age of 18. Housing values have increased over 80% from 2010 to 2020 in the El Segundo area and housing unit growth is low compared to the county average (1.2% compared to 3.7%). These factors support increased development in health and well-being adult programming and facility designs. Change in % of Population by Age 12.0 10.0 - 8.0 6.0 — 4.0 2.0 °.o any ate sty V 'Y "b ate lb lb lb lb any lb 1b 1b Z b -1 e e e e e e e e e e e e e e e e❑ <<a ❑°� ,yp� 'y°� ,yD� `Lg ,�D� .,3q Dp` p°y h�` h°� ��` �o°� 10• '1°� �b J ae h y4�❑ y��o �o�o ��o �o�o 41 �a�o ��a 1 ap �o �p 4)o 3 A4) qo�❑fie ' ■ 2010 ■ 2020 ■ 2025 Recreation Park Needs Assessment Executive Summary 2 Page 304 of 403 Existing Conditions Recreation Park is centrally located in the heart of the residential area in El Segundo totaling approximately 17 acres. The Park hosts numerous passive and active recreation amenities including but not limited to ballfields, tennis courts, basketball courts, indoor racquetball, horseshoes, hockey rink, community garden, pickleball courts, paddle tennis, volleyball, playgrounds, soccer, a skatepark, and picnicking facilities. Additionally, Recreation Park is home to the George E. Gordon Clubhouse, Checkout Building, Teen Center, and the Joslyn Center. As part of this study an existing conditions assessment was conducted to evaluate the buildings and park site elements. While the park maintenance was noticeably in excellent condition many of the elements have begun to show signs of age and fatigue. This is common for parks with high community traffic that have lasted more than 50 years. Many of the existing buildings were built in the 1960's and will require significant investment to maintain their condition. Over the next five years alone there are 4.1 million dollars in necessary maintenance upgrades to various building facilities across the park site. Over the next 20 years the necessary maintenance upgrades are anticipated to reach more than 11 million dollars. In addition to the building improvements there are additional cost considerations for various site amenity improvements. Each of these site improvements are outlined in detail in the master plan bubble diagram. Recreation Park Needs Assessment Executive Summary 3 Page 305 of 403 Community Outreach The Recreation Park Needs Assessment community outreach campaign utilized multiple methods of information sharing and community data collection including two public online surveys, an animated informational video, a statistically valid multi -modal survey, a dedicated project website, stakeholder outreach to teens, community pop-up events including paper survey handouts. The purpose of gathering community input through a variety of methods is to ensure the process is as inclusive as possible and it reflects the views, preferences, and recreation patterns of El Segundo residents. The results of the outreach efforts totaled over 1,200 completed surveys and almost 3,000 website page visits. Each of the outreach methods collected geographic information to ensure an even geographic distribution of responses across the community. Throughout the community outreach process information, schedules, and survey results were posted to the project website. The website enabled community members to review project updates and provide immediate feedback at any point in time. Important findings discovered during the community outreach was the low use of the George E. Gordon Clubhouse, Teen Center, and the Joslyn Center. Utilizing the statistically valid data collected in the multi modal survey, participation rates were evaluated. These results were then tested through qualitative online surveys. Low building usage was prevalent across each outreach method identifying further review and analysis conducted in the professional assessments. Recreation Park Needs Assessment Executive Summary 4 Page 306 of 403 Needs Analysis Throughout the process, numerous needs were identified and recorded across multiple input modes of outreach (stakeholder surveys, online surveys, feedback comments, and Statistically Valid Survey). Each of these modes represents a specific segment of the community outreach methodology. The community voice is developed through synthesizing all the data into a single summary representing both facility and program needs. Since each of the input modes is directly or indirectly based on community input (qualitative and quantitative measures), it is fair to say that all the needs identified are significant and important to some portion of the community. However, it is generally helpful to attempt to determine which needs have the highest priority as perceived by the largest number of residents. To determine priority each response recorded from the community is cataloged in a matrix. As an individual program or facility need is brought up (swimming, sports facilities, trails, shade, etc.) it is recorded for frequency in the specific outreach tool and mode in which it was received. Needs that have been identified in all the three modes have a higher impact across the community than needs identified in only one of these modes. The recommendations were developed from the planning tools and outreach modes in which the community's voice was recorded and evaluated. Both qualitative and quantitative measures are combined to illustrate where improvements will have the maximum impact across the entire community. The needs analysis chart illustrates the classification of these categories as Frequent (3 modes), Apparent (2 modes), and Identified (1 mode). The top needs were identified as an area of maximum community impact. There is an inherent priority of needs based on the number of times a need comes up in each category. For example, Basketball Courts (4) is ranked higher than Tennis Courts (2) in the Frequent category (which has the maximum impact across the entire community) However, cost implications should take precedence if the city does not have the funds for higher -ranked needs but does for a lower -ranked need. Funding considerations may cause priorities to shift. The following represent the prioritized needs as identified by the community. Recreation Park Needs Assessment Executive Summary Page 307 of 403 IN161 E211pis=:i1115110 viva 1[67►11M:1.4►11111MUS116LIAII►II RECREATION PARK FACI UTY NEEDS Basketball Courts (more, resurface) Baseball/Little League/Softball Field Improvements (quality of grass; snack bar, announcer's booth, storage; irrigation; repair fields; batting cages; scoreboard; dugout; Stevenson Field fencing raised, tables at concessions) Open Space/Landscaping (keep green; native plants; partner w/ES native Plant group; coastal buckwheat/butterflies,- butterfly hahitat, like the trees, add flowers Picnic Areas (update picnictables, add shade, improve fire pit] Playgrounds (update; keep fenced in; more seating; needs shade, expansion ] Restrooms (upgrade; improve; ADA; upgrade restrooms at Gordon Clubhouse and Joslyn Center) Teen Center (renovate, outdated; not welcoming) Walking Paths (modernixe; better access; lighting; ADA needs; widen) Dog Area (enclosed dog run; dog walking, off leash area) Joslyn Center Senior Center (upgrade meeting rooms, upgrade front area, better storage) PicklebalI Courts (add more; convert share with Ternis; open play opportunities] Racquetball Skate Park (enlarge; improve) Tern is Courts (improve) Badminton Court (indoor) Check out building front area repair upgrade CommunityGard en(shouldn'theIottery based, partnerw/ESErvironmentalCorn mittee; better organixed, greenhouse; vegetables] Court lighting Electric Vehide charging stations Fitness Stations (community workout equipment) Gym Lawn Bowling (add astro turf, use as dog area) Mural/Art (at George Brett Field retaining wall or teen center) Outreach Building (lack o f City staff offi ce spaces) Paddle Ternis Practice Hitting Wall and rink used by LaCrosse; add netting above Hitting Wall for lost balls RolIerHockey Sand Volleyball or Beach Tennis Court Soccer Fields Splash Pad (outdoor water recreation area) Teen Girl Area Trash Cars (add more) Volleyball Court (enlarge; level/fix) Yoga (designated area) 111111- o0 00 o0 00 o0 o0 o0 ME o0w o0 ME o0 ME ME ■■ �. ME ME ME ME M0 ME ME ME ME NEW MIME 001011 00■ MIME 000 ooe ooa ooa ooe Boa MIME owe ooe ova woe Boa ooa moo. ooe Boa o oe Boa ooa woe MIME Boa ooe Boa Recreation Park Needs Assessment Executive Summary 0 Page 308 of 403 Frequent Need / Highest Community Impact (listed in alpha order): • Basketball Courts • Baseball/Little League/Softball Field Improvements • Open Space/Landscaping • Picnic Areas • Playgrounds • Restrooms • Teen Center Improvements • Walking Paths Apparent Need / Medium Community Impact (listed in alpha order): • Dog Area • Joslyn Center Senior Center Improvements • Pickleball Courts • Racquetball • Skate Park • Tennis Courts Identified Need / Low Community Impact (listed in alpha order): • Badminton Court (indoor) • Checkout Building Front Area • Community Garden • Court lighting • Electric Vehicle Charging Stations • Fitness Stations • Lawn Bowling (add astro turf, use as dog area) • Mural/Art (at George Brett Field retaining wall or teen center) • Outreach Building (lack of City staff office spaces) • Paddle Tennis • Practice Hitting Wall • Roller Hockey • Sand Volleyball or Beach Tennis Court • Soccer Fields • Splash Pad (outdoor water recreation area) • Teen Girl Area • Trash Cans (add more) • Volleyball Court • Yoga Designated Area Recreation Park Needs Assessment Executive Summary 7 Page 309 of 403 Prioritized Recommendations The final recommendations were developed from the top community responses combined with the professional site and building assessments prepared by the design team. Realistic achievable improvements were categorized into three sections: Immediate Recommendations (0-5 years), Short -Term Recommendations (5-10 years), and Long -Term Recommendations (10- 15 years). To assist with planning the future improvements, the design team prepared master plan level estimates of probable construction costs for each of the recommended improvements. Immediate 0-5 years Short -Term 5-10 years Long -Term 10-15 years This long-range master plan represents non -phased -restricted, primary, and secondary improvement recommendations for Recreation Park. The recommendations are framed with the assumption that non -phased -restricted improvement recommendations may be done at any point in time and are not contingent on future building removal, renovation, or replacement. Primary improvement recommendations reflect building specific improvements that will create a significant impact on the park site during the time they are performed. Secondary improvement recommendations may only be completed after the primary building recommendations have been completed. Several final recommendations are provided as design considerations only, based on professional analysis and modern park designs. Should funding be available in the future after the primary and secondary recommendations have been accomplished or considered, the design considerations may be addressed if deemed a need in the community exists. Recreation Park Needs Assessment Executive Summary M Page 310 of 403 rlk`� ism r. _•— ¢ O CLI IT Alb� As, n. .o S• �o �11 ,j I�r i f � -Ir I R(Of pf 0 — --j fs I r i a� CIA ON Q , -, 4XI Page 311 of 403 Immediate Recommendations (0-5 years): These non -phased -restricted improvement recommendations are focused on elements that can be immediately implemented to improve the user experience at Recreation Park. A detailed list with additional descriptions can be found in the appendix. Major elements include continued building maintenance improvements, various park upgrades and recommendation to begin planning for a new Multigenerational Facility. • Restroom (1) • Walking paths (2) • Sports field maintenance / upgrades, court lighting, field irrigation improvements, scoreboard, court repairs, pickleball and tennis repairs, volleyball upgrades, racquetball, practice hitting wall, skate improvements, soccer overlay (3, 4, 6, 8, 9, 10, 11, 12, 13, 40) • Park Lighting (5) • Dog Area / Lawn Bowling (7) • Park Amenities — Standardization / upgrade (15) • Parking Lot Repairs (16) • Court Storage Area (19) • Open Space Landscaping (20) • Building Facility Required Improvements (21a, 23a, 24a, 25a, for 0-5 years (FCA)) Short-term Recommendations (5-10 years): These primary improvement recommendations are focused on significant improvements to the building facilities and smaller park site improvements. Major elements include the recommendation of a new Multi -Generational Community Center Building. This specific recommendation was developed from the apparent low building usage reported by the community and the increase on costs to maintain multiple facilities causing the design team to evaluate the usage and costs for a new facility. The results indicated facility usage, site ADA access, lower maintenance costs, and increased open space park opportunities would be possible in a new facility. The cost of the new facility was also found to be equal to the required maintenance costs for multiple aging facilities. It is important to note that the existing Teen Center building is not included in the removal recommendation, however it is recommended that the facility is eventually repurposed for future City programs. This cost is also calculated in the Cost Estimate included the Appendix. • New Multi -Generational Community Center Building (21, 22, 23, 24, 25, 26) • Wayfinding Signage (17) • Park Skate Spot Development (27) • Playgrounds (29) • Walking Paths (30) • Fitness Stations (31) Recreation Park Needs Assessment Executive Summary 10 Page 312 of 403 • Mural Art (34) • Paddle Tennis (35) • Table Tennis (35) • Multi -Use / Flex Programmable Space (36) Long-term Recommendations (10-15 years): The final secondary improvement recommendations are focused on infilling program and amenities through new opportunities developed from the removal of the older buildings. These final improvements include additional active recreation courts, a new restroom and continued Teen Center Building Improvements. It is important to note that some of these recommendations can be implemented at other park site locations in the city to fulfil the community need. • Building Facility Required Improvements at Teen Center 5-15 YR (23b) • Community Garden (14) • Maintenance Yard (18) • Picnic Areas (28) • Tennis Courts (32) • Pickleball Courts (33) • Electric Vehicle Charging Stations and Parking (37) • Sand / Beach Volleyball Court — Paddle Tennis Court Expansion (38) • Batting Cages (39) • New Restrooms (A) • Team Staging Area (B) • Synthetic Turf / Sports Turf Drainage (C) • Plaza / Hardscape Expansion (D) Recreation Park Needs Assessment Executive Summary 11 Page 313 of 403 iff Recreation Park DESIGN ELSEGUNDO ELSEGUNDO,CA R MGROUP Order of Magnitude Opinion of Probable Construction Cost Estimate 10/13/2021 1. This draft opinion of order of magnitude probable construction cost is based upon the Park Master Plan Illustrative Bubble Diagram for Recreation Park prepared by RJM Design Group for the City of El Segundo Needs Assessment. This estimate is based upon our understanding of the project's scope of work and design goals as outlined in the recommendations associated with the Illustrative Bubble Diagram The costs associated with this estimate are considered "order of magnitude" and are not based on any designs, construction documents or final approved designs. ITEM IDESCRIPTION I QTY UNIT UNIT COST TOTAL Non Phase -Restricted Improvements 1 Restrooms a Renovate Clubhouse Restroom (per Accessibility Report per item 21a) 1 LS Allow NIC b Renovate Joslyn Senior Center Restroom (per Accessibility Report per iteam 24a) 1 LS Allow NIC c Renovate Teen Center Restroom (per Accessibility Report per 23a) 1 LS Allow NIC d Renovate Little League Field Bldg for ADA Improvements Only 1 LS Allow $ 50,000.00 e Renovate Checkout Bldg Restroom 1 LS Allow NIC TOTAL $ 50,000.00 2 Walking Paths a Remove / Repair / Replace Non - Compliant ADA Ramps, Walks, Curb Ramps, and Stairs (Park Main Complex / General Exterior Improvements per Accessibility Report) 1 LS Allow $ 585,792.00 b Remove / Repair / Replace Damaged Concrete with City Standard Concrete Pedestrian Paving 5,000 SF $ 18.00 $ 90,000.00 TOTAL $ 675,792.00 3 Baseball Field / Little League Field / Softball Field a Renovate Field Irrigation - see #20 NIC b Renovate Snack Bar, Announcer's Booth, Equipment Storage Areas 1 LS Allow $ 90,000.00 c Remove and Replace Scoreboards, Bleacher Seating 3 EA $ 35,000.00 $ 105,000.00 d Remove / Replace / Renovate Backstop Fencing, Backstop Netting, Foulline Fencing, Outfield Netting, Batting Cages all Fields 1 LS Allow $ 350,000.00 e Renovate Dugouts, Field Infield and Outfields 1 LS Allow $ 45,000.00 f Remove and Replace Sport Light Fixtures with LED's (6 poles per field) 1 LS Allow $ 360,000.00 TOTAL $ 950,000.00 4 Sport Court Lighting a Renovate / Replace Fixture Lighing with LED's (13 Double, 11 Single fixtures) 1 LS Allow $ 90,000.00 TOTAL $ 90,000.00 5 Park Lighting a Remove and Replace Park Pedestrian Lighting (Poles, Fixtures, Base, Wiring) 15 EA $ 10,000.00 $ 150,000.00 b Remove and Replace Park Vehicular Lighting (Poles, Fixtures, Base, Wiring) 21 EA $ 10,000.00 $ 210,000.00 c Renovate Panel, Transformers, Power POC, etc. 1 LS Allow $ 20,000.00 TOTAL $ 380,000.00 6 Basketball Courts a Remove / Replace / Renovate Hoops and Fencing at Park and Teen Center Courts 1 LS Allow $ 90,000.00 b Restrip / Repaint Surfacing at Park Court 6,060 SF $ 4.00 $ 24,240.00 c Regrade and Resurface and Restrip Court Paving and Adjacent Paving -Teen Center 5,300 SF $ 24.00 $ 127,200.00 TOTAL $ 241,440.00 7 Dog Area / Lawn Bowling a Remove Existing Turf, Fencing, Walkways, Steps, Drainage Channel, Complete 21,400 SF $ 4.00 $ 85,600.00 b Construct New Small Dog and Big Dog Areas with Fencing, Entry Gates, Water, Trash, Seating, Turf, Renovate Irrigation, Complete 21,400 SF $ 12.00 $ 256,800.00 TOTAL $ 342,400.00 8 Pickleball Courts a Remove and Replace Netting and Posts 4 EA $ 500.00 $ 2,000.00 b Remove and Replace Bench Seating 8 EA $ 3,000.00 $ 24,000.00 TOTAL $ 26,000.00 Page 314 of 403 iff Recreation Park DESIGN ELSEGUNDO ELSEGUNDO,CA R MGROUP Order of Magnitude Opinion of Probable Construction Cost Estimate 10/13/2021 9 Tennis Courts a Remove and Replace Netting and Posts 6 EA $ 600.00 $ 3,600.00 b Remove and Replace Bench Seating 12 EA $ 3,000.00 $ 36,000.00 c Remove and Replace Fencing (Allowance of 800 LF) 800 LF $ 85.00 $ 68,000.00 TOTAL $ 107,600.00 10 Volleyball Courts and Paddle Tennis Courts a Remove and Replace Netting and Posts 2 EA $ 800.00 $ 1,600.00 b Remove and Replace Bench Seating 4 EA $ 3,000.00 $ 12,000.00 c Remove and Replace Fencing (Volleyball and adjacent paddle tennis) 350 LF $ 85.00 $ 29,750.00 TOTAL $ 43,350.00 11 Racquetball / Badminton Indoor Courts / Practice Hitting Wall a Renovate Courts, Complete 1 LS Allow $ 80,000.00 b Resurface Practice Hitting Wall Paving 3,280 SF $ 4.00 $ 13,120.00 TOTAL $ 93,120.00 12 Roller Hockey a Remove and Replace Fencing, Upgrade bleachers and Goals 450 LF $ 90.00 $ 40,500.00 b Construct Concrete paving 1,000 SF $ 16.00 $ 16,000.00 TOTAL $ 56,500.00 13 Skate Park at Teen Center a Renovate / Refurbish Skate Features and Fencing 1 LS Allow $ 80,000.00 b Remove and Replace Skate Park Pedestrian Lighting (Poles, Fixtures, Base, Wiring) 6 EA $ 10,000.00 $ 60,000.00 TOTAL $ 140,000.00 14 Community Garden a Remove and Dispose of Fencing, Paving, DG, Park Amenities, planting and irrigation at Cornhole, Shuffleboard, and Horseshoes footprint (approximate 6,000 sq ft) 1 LS Allow $ 15,000.00 b Furnish and Install New Community Garden, Complete (Fencing, DG paving, 30 Garden Plots with Aisles, Trash, Water, Seating, Material Storage Shed, Equipment Storage Shed) 6,000 SF $ 35.00 $ 210,000.00 TOTAL $ 225,000.00 15 Park Amenities / Site Furnishings a Remove and Dispose of Existing Site Furnishings 1 LS Allow $ 25,000.00 b Furnish and Install Bench Seating (-54) 30 EA $ 3,000.00 $ 90,000.00 c Furnish and Install Picnic Table (47) 30 EA $ 3,500.00 $ 105,000.00 d Furnish and Install Trash Receptacle (-106) 40 EA $ 1,500.00 $ 60,000.00 e Furnish and Install Drinking Fountain with Bottle Filler and/or Dog Bowl (-5) 6 EA $ 8,500.00 $ 51,000.00 f Furnish and Install Pedestal BBQ (-14) 12 EA $ 3,000.00 $ 36,000.00 g Furnish and Install Bike Racks (-0) 6 EA $ 2,000.00 $ 12,000.00 h Furnish and Install Dog Waste Stations (-0) 6 EA $ 1,500.00 $ 9,000.00 TOTAL $ 388,000.00 16 Parking Lots a Slurry and Re -Seal Lots, Stall / ADA Striping and Wheelstops at all Lots 97,000 SF $ 3.00 $ 291,000.00 b Furnish and Install Regulatory / ADA Signage at all Lots 1 LS Allow $ 7,500.00 c Furnish and Install Truncated Domes and Curb Ramps at all Lots (5) 1 LS Allow $ 25,000.00 TOTAL $ 323,500.00 17 Wayfinding Signage a Remove and Dispose of Existing Wayfinding / Risk Mangagement / Field Signage (3) 1 LS Allow $ 15,000.00 b Furnish and Install Information / Regulatory signage for Sport Courts / Park Rules 1 LS Allow $ 15,000.00 c Furnish and Install Park Entry Monument Signage 2 EA $ 35,000.00 $ 70,000.00 d Furnish and Install Park Wayfinding Signage 1 LS Allow $ 15,000.00 TOTAL $ 115,000.00 18 Maintenance Yard a Replace / Construct New'Open Air' Corrigated Steel Equipment + Material Storage Canopy Structure w/Doors 2,000 SF $ 50.00 $ 100,000.00 b Replace / Furnish and Install New Modular Office / Breakdown Building 800 SF $ 300.00 $ 240,000.00 b Construct New'All Weather' Trash Enclosure 1 EA $ 50,000.00 $ 50,000.00 TOTAL $ 390,000.00 Page 315 of 403 :r Recreation Park DESIGN ELSEGUNDO ELSEGUNDO,CA R MGROUP Order of Magnitude Opinion of Probable Construction Cost Estimate 10/13/2021 19 Court Storage a Furnish and Install Sun Pac 20' Storage Container adjacent Maintenance Yard 1 EA $ 8,000.00 $ 8,000.00 TOTAL $ 8,000.00 20 Landscaping / Softscape / Irrigation (Entire Park Site) a Remove / Replace / Renovate Irrigation: - - - 1 (2) New Controllers and Points of Connection (Master Valve and Flow Sensor) 2 LS $ 40,000.00 $ 80,000.00 2 Reconfigure Irrigation Zones in Outfields Where Drainage is an Issue 106,900 SF $ 0.75 $ 80,175.00 3 Provide Domestic Water Supply for Washdown 1 LS $ 20,000.00 $ 20,000.00 4 Run New Wires for Current Battery Operated Control Valves 5 EA $ 2,400.00 $ 12,000.00 5 Provide New Irrigation for Currrent Non Irrigated Areas 19,150 SF $ 3.50 $ 67,025.00 6 Remove / Replace / Renovate Irrigation at Turf Removals Areas for Shrub / Groundcovers 58,120 SF $ 3.50 $ 203,420.00 b Remove and replace entire irrigation system; 630,400 SF $ 2.20 $ 1,386,880.00 c Remove / replace / renovate irrigation at ballfields for synthetic turf - - - 1 Stevenson Baseball Field 100,470 SF $ 0.50 $ 50,235.00 2 Softball Field 44,720 SF $ 0.50 $ 22,360.00 3 George Brett Little League Field 44,365 SF $ 0.50 $ 22,182.50 4 George Brett Little League Field Outfield /Open Turf Areas 36,200 SF $ 0.50 $ 18,100.00 d Remove and Dispose of Turf Areas (non -active play) 58,120 SF $ 0.25 $ 14,530.00 e Provide Soil Preparation / Fine Grading at New Shrub and Groundcover Planting 58,120 SF $ 0.50 $ 29,060.00 f Furnish and Install Shrub Planting (58,120 SF - 75% 48" O.C. Spacing / 25% 36" O.C. Spacing) 5,025 EA $ 20.00 $ 100,500.00 g Furnish and Install 3" Mulch Layer at Shrub and Groundcover Planting 538 CY $ 40.00 $ 21,520.00 h Furnish and Install 24" Box Tree w/Root Barriers and Staking 40 EA $ 500.00 $ 20,000.00 i Furnish and Install 36" Box Tree w/Root Barriers and Staking 20 EA $ 850.00 $ 17,000.00 j 90 Day Maintenance and Weed Eradication 58,120 SF $ 0.35 $ 20,342.00 (DOES NOT INCLUDE b, remove and replace irrigation system or c. synthetic turf) TOTAL $ 685,572.00 (DOES NOT INCLUDE a. renovate existing system or c. synthetic turf) TOTAL $ 2,295,404.00 SUB TOTAL NON PHASE -RESTRICTED IMPROVEMENTS (does not include irrigation system replacement or synthetic turf) $ 5,331,274.00 COST PER ACRE (17): $ 313,604.35 Page 316 of 403 iff Recreation Park DESIGN ELSEGUNDO ELSEGUNDO,CA R MGROUP Order of Magnitude Opinion of Probable Construction Cost Estimate 10/13/2021 ITEM IDESCRIPTION I QTY I UNIT I UNIT COST I TOTAL Primary Phased Improvements 21 Gordon E. Clubhouse a Renovate Clubhouse for 0-5 year timeline per Facility Condition and Accessibility Report) 1 LS Allow $ 1,841,139.00 b Demolish and Remove Gordon E. Clubhouse and Surrounding Hardscape 10,800 SF $ 14.00 $ 151,200.00 TOTAL $ 1,992,339.00 22 Multi -Generational Community Center Building a Construct New Multi -Generational Community Center Building (10,000-15,000 SF) 12,500 SF $ 700.00 $ 8,750,000.00 b Demolish and Remove Existing Block Wall at Street Level 130 LF $ 12.00 $ 1,560.00 TOTAL $ 8,751,560.00 23 Teen Center Improvements a Renovate Teen Center for 0-5 year timeline per Facility Condition and Accessibility Report) 1 LS Allow $ 671,445.00 b Renovate Teen Center for 5-20 year year timeline per Facility Condition and Accessibility Report 2 LS Allow $ 857,456.00 c Allowance for Non Maintenance Related Improvements 1 LS Allow $ 250,000.00 TOTAL $ 1,778,901.00 24 Joslyn Center and Elevator a Renovate Joslyn Center and Elevator for 0-5 year timeline per Facility Condition and Accessibility Report 1 LS Allow $ 975,239.00 a Demolish and Remove Joslyn Center and Elevator 7,500 SF $ 11.00 $ 82,500.00 TOTAL $ 1,057,739.00 25 Checkout Building a Renovate Checkout Building for 0-5 year timeline per Facility Condition and Accessibility Report 1 LS Allow $ 78,345.00 b Demolish and Remove Checkout Building 1,000 SF $ 10.00 $ 10,000.00 TOTAL $ 88,345.00 26 Outreach Building a Demolish and Remove Outreach Building 800 SF $ 10.00 $ 8,000.00 TOTAL $ 8,000.00 SUB TOTAL PRIMARY PHASED MPROVEMENTS 1 $ 13,676,884.00 Page 317 of 403 iff Recreation Park DESIGN ELSEGUNDO ELSEGUNDO,CA R MGROUP Order of Magnitude Opinion of Probable Construction Cost Estimate 10/13/2021 ITEM IDESCRIPTION I CITY UNIT UNIT COST TOTAL Secondary Phased Improvements 27 Park Skate Spot a Demolish and Remove / Renovate Hardscape Area 5,500 SF $ 2.00 $ 11,000.00 b Construct New Skate Spot with Skateable Features 5,500 SF $ 19.00 $ 104,500.00 TOTAL $ 115,500.00 28 Picnic Areas a Remove / Repair / Replace Walkways and Turf at Picnic Areas 18,000 SF $ 18.00 $ 324,000.00 b Renovate Fire Pit and Surrounding Area 10,000 SF $ 8.00 $ 80,000.00 TOTAL $ 404,000.00 29 Playgrounds a Demolish Existing Playgrounds (2), Complete b Construct, Furnish and Install New 2-5 and 5-12 Playground Equipment 1 LS Allow $ 250,000.00 c Construct Poured in Place Rubber Surfacing and Concrete Slab for Playgrounds 6,500 SF $ 25.00 $ 162,500.00 d Construct Concrete Bondbeam For Playgrounds 400 LF $ 85.00 $ 34,000.00 e Construct Concrete Walkway / Paving / Hardscape 3,500 SF $ 18.00 $ 63,000.00 f Construct New Low Tubular Steel Fencing 300 LF $ 55.00 $ 16,500.00 g Furnish and Install Overhead Shade Structure (20'x20') 4 EA $ 75,000.00 $ 300,000.00 TOTAL $ 826,000.00 30 Walking Paths a Remove / Repair / Replace Concrete Surrounding Demolished / New Buildings 10,000 SF $ 18.00 $ 180,000.00 TOTAL $ 180,000.00 31 Fitness Stations a Furnish and Install Outdoor Fitness Stations 4 EA $ 3,500.00 $ 14,000.00 b Construct DG Pad and Concrete Curb for Station 320 SF $ 18.00 $ 5,760.00 TOTAL $ 19,760.00 32 Tennis Courts a Construct New Tennis Court with 4 Court Pickleball Overlay 1 LS Allow $ 165,000.00 TOTAL $ 165,000.00 33 Pickleball Courts a See #32a above - NIC TOTAL $ - 34 Mural Art a Provide in Park or Multi -Generational Building NIC TOTAL $ - 35 Paddle Tennis / Table Tennis a Relocate Steel Table and Replace Concrete Table with New Steel Table 1 LS Allow $ 3,500.00 TOTAL $ 3,500.00 36 Multi -Use / Flex Programming Space a Demolish and Remove Existing Hardscape and Landscape Areas 56,700 SF $ 2.00 $ 113,400.00 b Construct New Hardscape Paving Areas and Walkways 10,000 SF $ 18.00 $ 180,000.00 c Construct New Open Turf Areas with Trees and Irrigation 46,700 SF $ 5.00 $ 233,500.00 TOTAL $ 526,900.00 37 Electric Vehicle Charging Stations and Parking a Furnish and Install EV Charging Stations based on Required Number Per New Facility 4 EA $ 5,000.00 $ 20,000.00 TOTAL $ 20,000.00 38 Sand / Beach Volleyball Court or Tennis Court a Construct New Sand / Beach Volleyball Or Tennis Court 1 LS Allow $ 165,000.00 TOTAL $ 165,000.00 39 Batting Cages a Demolish and Dispose of Batting Cages at Little League Field 1 LS $ 8,500.00 $ 8,500.00 b I Construct New Batting Cages (2) at Little League Field and Softball Field (1) 3 EA $ 45,000.00 $ 135,000.00 TOTAL $ 143,500.00 Page 318 of 403 Recreation Park ELSEGUNDO ELSEGUNDO,CA Order of Magnitude Opinion of Probable Construction Cost Estimate 10/13/2021 %W DESIGN R MGROUP 40 Soccer Fields a Maintain Existing Overlay at Little League Field 1 LS Allow $ 5,000.00 b Provide Temporary Striping at Open Turf Areas as Needed for Practice Field Overlay 1 LS Allow $ 5,000.00 TOTAL $ 10,000.00 SUBTOTAL SECONDARY PHASED IMPROVEMENTS $ 2,579,160.00 COST PER ACRE (17): $ 151,715.29 Page 319 of 403 :r Recreation Park GDESIGN ROUP UROUP ELSEGUNDO Rj M EL SEGUNDO, CA Order of Magnitude Opinion of Probable Construction Cost Estimate 10/13/2021 ITEM IDESCRIPTION QTY I UNIT UNITCOST TOTAL Design Considerations A Restrooms a Demolish Little League / Park Restroom building, Complete 900 SF $ 11.50 $ 10,350.00 b Furnish and Install New Pre -Fab Restroom (4 stalls) Building with Concrete Paving 1 LS $ 650,000.00 $ 650,000.00 TOTAL $ 660,350.00 B Team Staging Area a Remove Existing Turf and Cap Irrigation 7,125 SF $ 2.00 $ 14,250.00 b Construct New Hardscape Paving 7,125 SF $ 18.00 $ 128,250.00 c Furnish and Install Overhead Shade Structure (20'x20') 1 EA $ 75,000.00 TOTAL $ 217,500.00 C Synthetic Turf a Stevenson Baseball Field Demolish and Remove Existing Ballfield Organics, Earthwork Exports, Sub Surface 1 Drainage, Catch Basins, Storm Drain Lines, Irrigation (provided for in #20c, Pitcher's Mound, 100,470 SF $ 2.00 $ 200,940.00 Rubber, Plates, Anchors, Etc. Provide Site Grading/Earthwork, Erosion Control, Storm Drain Improvements, Synthetic Turf 2 Base and Drainage System, Synthetic Turf, Geotextile Fabric, Concrete Grade Beam, and 100,470 SF $ 15.00 $ 1,507,050.00 Irrigation Quick Couplers TOTAL $ 1,707,990.00 b Softball Field Demolish and Remove Existing Ballfield Organics, Earthwork Exports, Sub Surface 1 Drainage, Catch Basins, Storm Drain Lines, Irrigation (provided for in #20c, Pitcher's Mound, 44,750 SF $ 2.00 $ 89,500.00 Rubber, Plates, Anchors, Etc. Provide Site Grading/Earthwork, Erosion Control, Storm Drain Improvements, Synthetic Turf 2 Base and Drainage System, Base Aggregate, Synthetic Turf, Concrete Grade Beam, and 44,720 SF $ 15.00 $ 670,800.00 Irrigation Quick Couplers TOTAL $ 760,300.00 c George Brett Little League Field Demolish and Remove Existing Ballfield Organics, Earthwork Exports, Sub Surface 1 Drainage, Catch Basins, Storm Drain Lines, Irrigation (provided for in #20c, Pitcher's Mound, 44,365 SF $ 2.00 $ 88,730.00 Rubber, Plates, Anchors, Etc. Provide Site Grading/Earthwork, Erosion Control, Storm Drain Improvements, Synthetic Turf 2 Base and Drainage System, Base Aggregate, Synthetic Turf, Concrete Grade Beam, and 44,365 SF $ 15.00 $ 665,475.00 Irrigation Quick Couplers TOTAL $ 754,205.00 d George Brett Little League Field Outfield Demolish and Remove Existing Ballfield Organics, Earthwork Exports, Sub Surface Drainage, Catch Basins, Storm Drain Lines, Irrigation (provided for in #20c, Pitcher's Mound, 36,200 SF $ 2.00 $ 72,400.00 Rubber, Plates, Anchors, Etc. Provide Site Grading/Earthwork, Erosion Control, Storm Drain Improvements, Synthetic Turf Base and Drainage System, Base Aggregate, Synthetic Turf, Concrete Grade Beam, and 36,200 SF $ 15.00 $ 543,000.00 Irrigation Quick Couplers TOTAL 1 $ 615,400.00 TOTAL ALL FIELDS 1 $ 3,837,895.00 Page 320 of 403 °`'Y°� Recreation Park ELSE GUNDO EL SEGUNDO, CA Order of Magnitude Opinion of Probable Construction Cost Estimate 10/13/2021 RjM %W GDESIGN ROUP D Plaza / Hardscape Expansion a Construct New Hardscape Paving 24,000 SF $ 18.00 $ 432,000.00 b Furnish and Install Overhead Shade Structure (20'x20') 4 EA $ 75,000.00 $ 300,000.00 c Furnish and Install Picnic Table 4 EA $ 3,500.00 $ 14,000.00 d Furnish and Install Trash Receptacle 2 EA $ 1,500.00 $ 3,000.00 e Furnish and Install Drinking Fountain with Bottle Filler and/or Dog Bowl 1 EA $ 8,500.00 $ 8,500.00 f Furnish and Install Bike Racks 1 EA $ 2,000.00 $ 2,000.00 TOTAL $ 759,500.00 SUB TOTAL DESIGN CONSIDERATION IMPROVEMENTS $ 5,475,245.00 COST PER ACRE (17): $ 322,073.24 Page 321 of 403 :i °`'Y°� Recreation Park RJGDESIGN ROUP ELSE GUNDO EL SEGUNDO, CA M Order of Magnitude Opinion of Probable Construction Cost Estimate 10/13/2021 BASE BID ALL IMPROVEMENTS SUBTOTAL = $ 27,062,563.00 30% CONTINGENCY = $ 8,118, 769.00 ESCALATION FEE 3% PER ANNUM = NIC GRAND TOTAL = $ 35,181,332.00 COST PER ACRE $ 2,069,490.12 Note: The Preceding cost estimate does not include the following: 1. Relocation and or undergrounding of existing utilities/infrastructure, unless indicated. 2. Utility meters and connection fees. 3. Environmental monitoring or mitigation. 4. Hazardous material cleanup and/or removal. 5. Construction management fees. 6. Plan check fees, building permit fees, professional inspection, or testing fees. 7. Design Fees, Project Management Fees, Construction Management Fees, Soft Costs 8. Traffic Control 9. Import OR Export Soil Material All On -Site Utility infrastructure (Sewer,Water, Reclaimed Water, Electrical, Telephone, etc., service and meters are to be provided to the Park Site by Owner. Utility connection and meter fees are not included in the above estimate. THE ABOVE ESTIMATE DOES NOT INCLUDE PROFESSIONAL FEES FOR DESIGN SERVICES. RJM HAS PREPARED THIS ESTIMATE OF PROBABLE CONSTRUCTION COSTS ON THE BASIS OF ITS BEST PROFESSIONAL JUDGMENT AND EXPERIENCE WITH THE CONSTRUCTION INDUSTRY. THE ESTIMATE, HOWEVER, REPRESENTS ASSUMPTIONS AND OPINIONS OF THE CONSTRUCTION MARKET AND CONTRACTORS' METHODS OF DETERMINING ACTUAL CONSTRUCTION COSTS OVER WHICH RJM HAS NO CONTROL. IF THE OWNER WISHES GREATER ASSURANCE AS TO THE CONSTRUCTION COST, HE SHALL EMPLOY AN INDEPENDENT COST ESTIMATOR. Page 322 of 403 Not Amw J _ * �. Iwo lial 94. * e •�_ ~� ram: ` e ,�. .} +'Wr r~ rm �� . FL Ar f IF 1p 40 f w i t _ a ti Coe) Purpose: To develop a comprehensive set of . sound recommendations to improve Recreation Park that can be implemented in an immediate, short- term, and long-term time frame. Recommendations should be based on both extensive community input and professional site investigations. Professional Analysis Community Voice Recommendations Immediate Short -Term Long -Term 0-5 year 5-10 year 10-15 year Page 325 of 403 ESRI TAPESTRY SEGMENTATION DATA I 1 I 2A 2A 2A 2D 2A 3C 2A 2A 8A 2A 2A 3C Q DEMOGRAPHIC .0 0 0 0 1 GI) 9 9 rr Pap , 19 Pop 19-34 Pop 35-64 Pop 65 T 1, 1 1,1 / //1////////////////" 3C Trendsetters 2A Urban Chic d Prof/Svcs/Mgmt College Degree .. srs I�I/�TIn gmt Prof ge Deg College Degre White White Household Housing Singles High Density ■ Travel frequently ■ Seek financial advice; Household Housin 9 Mar iad too les Sin le Faml ■Visit museums, art galleries �M Aporlmenrs build stock portfolios g g v ■ Own healthy ortfolios y P Ski; hike; We..� ■ Shop at Whole Foods, Trader Joes _ e /" ■ practice yoga; play fermis — ■ Stay connected; prefer texring ■ Choose submmpocls, •'1" ■ Shop, bank online Households: 1,31 MOO public transportation Households:1,635,200 ■Choose luxury imports r 8A Tity Lights 2D Enterprising Professionals e rr••u Prof/Svcs College Degree s14 n u Prof/Mgmi C II D TT 11��11 White T� f u ■ u o ege egree White Household Housing MorriedCouples Mull' Unns; ■Play the lottery Household MarriedCou Couples Housing Mulli'nas; ■ Gamble; visit museums Single fami Bank in person; pay bills online p Single Family ■ Own 401(k) through work 0 IM ■ Shopfor trusted brands � Buy trendy clothes online jo ■ listen to contemporary, urban, R&B music EP ■ Watch movies, TV on demand — IIIIIr Buy digital books for tablet ■Take public transportation © Households:1,813,400 Households:1,737,200 anhattar V i I lags 12.0 10.0 ASSESSMENT 7.1% AGE 13-19 Change in % of Population by Age 0 0 a a s a a a a c� 0 0 . a a a a a a a a e� e�� e�� z z� z�Zz Q tea o0 tit` rya) IVN `Lai �y ,�D• 1°� �b t. fie' �,.11.0 NO N0 -10 NO NO -10 NO NO ,�0 0 ,40 ,40 iya 00 itAndr-c AVP. t+,. L ■ 2010 ■ 2020 ■ 2025 Outreach Summary • Multi -Modal Survey 300 Representing 711 surveyed residents • Survey One 588 oStakeholders 10 • Survey Two 212 oStakeholders 14 • Website Views 2,977 ,*Feedback 87 r� k I, of 403 Multi -Modal Survey Results • Multi -Modal Survey • Statistically Valid • 300 completed Surveys • English and Spanish • July ZZth July ZZnd • City-wide survey on general department satisfaction as well as recreation park specific elements luueruy rreserve Hyperion SAFE Center - LA Sanitzlr% 0 Cf )n Water 09— c on Piant T ;ing Lot19 30225 W Ave F J¢ � Chevron Products Company El Segundo... Imperial Hwy P Imperial Hwy Century Fwy �%�A� qtOW leilln ane Lar Dgoeing Satellite fi,�u� E A,.....4vN+i ��iii�..�� T 3 00 I{ d ES.v.15fIlOrCAVP Hya: 0 iww� - m the A te'►' m E Maple Ave �_ a hick fil AI M Ave f � r El Segundo a In N- purger E Mariposa Ave A fir/�r rialphs .. _— W)%+ � `npar� gund0 n m `_ �an a N V 5 E Franklin Ave 0 E El Segundo Blvd Perl V E Grand Ave El Segundo PC7 1p{ 5-Minute Express E El Segundo Blvd McQonald's4 EEI Segundo Blvc Page 328 of 403 Multi -Modal Survey Results 7607000 82% 83% APPROVE of recreation programs, activities and community events planning Rate overall quality of recreational facilities and parks as good or excellent APPROVE of parks, trees, and facilities maintenance City -Wide Data Page 329 of 403 Multi -Modal Survey Results 59% 840 67 OYco Participate in classes or recreation programs several times a year Rate overall quality of classes and recreation programs as good or ex Enjoy passive recreation as MOST common park activities ?creation s Page 330 of 403 Multi -Modal Survey Results OYco 50% Visit Recreation Park more than once a week Use Recreation Park the MOST ( include answers with specific Recreatior facilities mentioned) 9 Page 331 of 403 Multi -Modal Survey Results 64 0?/co 56% 69 OYco Identify as never using the Joslyn Center Identify as never visiting the Gordan Clubhouse Identify as never visiting the Teen Center Facility Specific 10 Page 332 of 403 Multi -Modal Survey Results What Park and Recreation Facility Project Would you Most Like to See in El Segundo? What program would you most like to see in El Segundo? Fix Remodel the plunge More/Improve bathrooms Maintai n all parks general Rec park/Playground/'Expansion More tennis courtlPickleball /Clubs Swimmingpool/Water aerobics Gym/Exercise Picnic tables/Shaded areaslreen space More interesting classes/Organized activities Swimming lessons/Aerobics programs Youth programs/Sports Exercise FitnessNoga Live music/Concerts/Entertainment/Movies Classes/Camps/Activities reat iv e art hows Theatre Bccks 7.3 % .0% .o% .7% = 4.0% = 3. 3 "A Tennis club M c)% Adult programs/Leagues = ,011/0 Martial arts/elf defense ■ ,D°o All/Everything/Satisfied ■ 2.01X, Page 333 of 403 Survey ONE Online Survey 1 • Completed Surveys: 588 • August 2nd through August 16t" • Likes • Dislikes • How often you visit Recreation Park • What buildings you visit? Why? • Important Park Amenities and Programs • III Vidd Sc ho perial Ave "—"E'I�Fenal'Flwy Leh fU,...'` �mPerla ,• Boeing N Fk`Y I • • m ■ �j .�••i/7e� z • � NorthropQ ►/rr41/��i i • �� 2 z (/ / c 5 u a. r� ni _ L Loa /r/��r E nci A•:aJ /��--+ y / m .Angeles Air Z Force n nklin ti;a • a • 61 1.4ire z Base Prk C havron Employesytehaon a •� F El Segundo Blvd • Park and • Air6ome • The Lakes Golf systems • • • Course• a�,ydY • L^ Pk za E I .ice Segundo N 1 • • Ro sec ra ns Ave • 35th St W1 7 Restrooms Playgrounds Picnic Areas Walking Paths Community Garden Gordon Clubhouse/ Recreation Center Other Fire Pit Pickleball Courts Teen Center Dog Walking Joslyn Center I Senior Center 102 92 92 87 75 67 66 56 Baseball 1 Little League Fields 50 Basketball Courts 45 Skate Park 43 Jzi9 4 47% 138 124 Tennis Courts 40 Batting Cages 31 Softball Field 26 Practice Hitting Vlfall 19 Racquetball Courts 16 What Is the Most Roller Hockey Rink 15 Important Amenity or Volleyball CourtsF10 15 Facility (New or Improve Paddle Tennis Courts Existing) you Would like to Handball Courts - 5 see at Recreation Park? 0 200 27% Visit Recreation Park more than once a week Visit Recreation Park 3 to 4 times per month Low Building Utilization for Joslyn Center, Teen Center, Clubhouse Multi -Modal Survey Recall More than -ice a week Once a week or 3 to 4 t i ines per month Once or trice a n7-o iith Several times a year Once a year Newer Unsure Page 335 of 403 Survey TWO Online Survey 2 • Completed Surveys: 212 • September 1St -September 151n • Supplemental Video • Prioritization of Programs and Facilities based on • Immediate (0-5), • Short -Term (5-10), • Long -Term (10 — 15 year). MP aI Hwy Dog Park • • • 41pe1121 Ave • • (•� h% • E • . Ave • • �• •-•��/FYI Seyun� •43 • �._ ! Hgh •� n�i '-`i lrcl Aver � School • � •j ••� �•• • E h�,� Ave = • • • % ; +,Id Ave • .+� Gunn Ave � •1 EFranklinAve a ----- Chevron • Employee Park Boeing }i z Raytheon Space and Airborne System s � `vy n _ o � � 4 z e Northrop¢ � N Los .Angeles Air Force Base D1e1.4ire P.rk F. FI .ieguld0 EI•;d :ourse N 3 PL32a El v p Segundo p mi ge of 403 With a new multigenerational center in mind, the rising costs for improvements on the older facilities, ADA building improvement cost, and low usage of the buildings, when would you prefer to see the city potentially invest in a new multigenerational center at Recreation Park and remove the older facilities to make room for more outdoor recreation programming opportunities. 95 New Multi -Generational Center 56 40 Immediate Need: 0-5 Years Short -Term Need: 5-10 Years Long -Term Need: 10-15 Years Never - Keep Updating the Older Facilities 15 Page 337 of 403 Community Voice Community outreach mode identification Three modes of community outreach were utilized to collect data: Statistically valid survey (Multimodal Survey) Community at large (online survey and website Feedback comments) One on one / Small group (stakeholder surveys) The more often a need is identified the higher the impact across the community. Frequent Needs (High): Indicates elements that have come up in all THREE outreach modes Apparent Needs (Medium): Indicates elements that have come up in all TWO outreach modes Identified Needs (Low): Indicates elements that have come up in all ONE outreach mode Page 338 of 403 RECREATION PARK FACILITY NEEDS Basketball Courts (more; resurface) Baseball/Little League/Softball Field Improvements (quality of grass; snack bar; announcer's booth; storage; irrigation; repair fields; batting cages; scoreboard; dugout; Stevenson Field fencing raised, tables at concessions) open Space/Landscaping (keep green; native plants; partnerw/ES native Plant group; coastal buckwheat/butterflies; butterfly habitat, like the trees; add flowers) Picnic Areas (update picnictables; add shade; improve fire pit) Playgrounds (update; keep fenced in; more seating; needs shade; expansion ) Restrooms (upgrade; improve;ADA; upgrade restrooms at Gordon Clubhouse and Joslyn Center) Teen Center (renovate; outdated; notwelcoming) Walking Paths (modernize; betteraccess; lighting; ADAneeds-, widen) ❑ogArea (enclosed dog run; dogwalking, off leash area) Joslyn Center Senior Center (upgrade meeting rooms, upgrade front area, better storage) Pickleball Courts (add more; convert/share with Tennis; open play opportunities ) Racquetball Skate Park (enlarge; improve) Tennis Courts (improve) aneonDne/ Small Group di 8 } a Q Lv c J J Y � • 1 • 1 • 1 • 1 • i • 1 • 1 • 1 • 1 • 1 4 0 • 1 4 Community/Public E 8 a W � a /7 W Y 91 m « 2 W LU °j F 0 2 • • 2 2 • • 2 2 • • 2 • • 2 • • 2 • • 2 i 1 • • 2 i 1 2 i 1 Su rvey �n a � a � ❑ ❑ F oa 00 o■ oa oa oa oa oa oa oe oa 4 4 4 4 4 4 4 4 ' Page 339 of 403 Community Needs Summary Frequent/ High Need: • Basketball Courts • Baseball/Little League/Softball Field Improvements • Open Space/Landscaping • Picnic Areas • Playgrounds • Restrooms • Teen Center Improvements • Walking Paths Apparent/ Medium Need: • Dog Area • Joslyn Center Senior Center Improvements • Pickleball Courts • Racquetball • Skate Park • Tennis Courts Identified / Low Need: • Badminton Court (indoor) • Checkout Building Front Area • Community Garden • Court lighting • Electric Vehicle Charging Stations • Fitness Stations • Lawn Bowling (add astro turf, use as dog area) • Mural/Art (at George Brett Field retaining wall or teen center) • Outreach Building (lack of City staff office spaces) • Paddle Tennis • Practice Hitting Wall • Roller Hockey • Sand Volleyball or Beach Tennis Court • Soccer Fields • Splash Pad (outdoor water recreation area) • Teen Girl Area • Trash Cans (add more) • Volleyball Court • Yoga Designated Area Page 340 of403 E Pine Are E Pi Ave E.Pine Ave E_ Ninc Ave E Pine Ave E Pine Ave E P%nle zw — {, $ 1 Jy� • J . A. • w '—�� r C 4 iw• �}lam• -,� �I r `rt - � _ �. n l.rr t t mA«—i-C.n— t El Rn� o Parks E 4 r �ubty 21C QanG2Y U _11Condltlon. Goof 1 t} � f �� l:arM ? Goad � - L � J —tiQnd uantity. I <ot+o�. onsocrField, • 1I e p'rarily closed r 1 I -i Jos' Center �uJ. � I I c - � y , � � I 1 r 1 1 �.. 1i El Segundo Scout H� use . E Errand P'uB E Holly Ave r 1 i E Grand Ave E Grai fi Professional Assessments 1. Building analysis and cost considerations 2. ADA analysis and cost considerations 3. Irrigation analysis and cost considerations Recommendations • Non -Phased -Restricted Improvements • Primary Phased Improvements • Secondary Phased Improvements Page 342 of 403 J JIM, ,IUD r r - r .. � f �� 1� w� �.- .II s sF� ... _ •�"iv+. ,' ..Jif._:..�-�� - .�'e __ � _ _ �'�'-'- �—� � •_ _�.�"'w „ e .-;.n �.i'�,�... 4_ _^�.-'�, MF.'i7�'f�..� �.s-� �•..�-,�� .. ^fib t�` .} "?�.� � "� - � - � �� K ZViPI , y(.,•.� ..,' ,,� _r—+aw.,,RL�" �" �+i`. � �¢ {� nr ` �rl .•t � '�y �",r a +ie, � - f i! • '* * r Non -Phased -Restricted Improvements Primary Phased Improvements 1. Restrooms 21. Gordon E. Clubhouse 2. Walking Paths 22. NEW Multi -Generational Community Center Building 3. Baseball/ Little League /Softball Field • The City should consider dedicating a portion of the park access from 4. Sport Court Lighting 5. Park Lighting 6. Basketball Courts 7. Dog Area / Lawn Bowling 8. Pickleball Courts 9. Tennis Courts 10. Volleyball Courts and Paddle Tennis Courts 11. Racquetball/ Badminton Indoor Courts / Practice Hitting Wall 12. Roller Hockey 13. Skate Park 14. Community Garden 15. Park Amenities 16. Parking Lots 17. Wayfinding Signage 18. Maintenance Yard 19. Court Storage 20. Open Space / Landscaping the sidewalk on Pine Ave through the northern parking lot to the new Multi -Generational Community Center Building as Public / City ROW in order to qualify for an ADA Access Hardship Exemption. Primary ADA access shall be provided from the existing ADA parking at the Clubhouse / Multi -Generational Building location via the new building elevator to the park / ground level below. 23. Teen Center improvements 24. Joslyn Center Improvements and Elevator 25. Checkout Building 26. Outreach Building *Highlights represent identified Community Voice Page 344 of 403 Non -Phased -Restricted Improvements Secondary Phased Improvements 1. Restrooms 27. Park Skate Spot 2. Walking Paths 28. Picnic Areas 3. Baseball / Little League / Softball Field 29. Playgrounds 4. Sport Court Lighting 5. Park Lighting 6. Basketball Courts 7. Dog Area / Lawn Bowling 8. Pickleball Courts 9. Tennis Courts 10. Volleyball Courts and Paddle Tennis Courts 11. Racquetball/ Badminton Indoor Courts / Practice Hitting Wall 12. Roller Hockey 13. Skate Park 14. Community Garden 15. Park Amenities 16. Parking Lots 17. Wayfinding Signage 18. Maintenance Yard 19. Court Storage 20. Open Space / Landscaping 30. Walking Paths 31. Fitness Stations 32. Tennis Courts 33. Pickleball Courts 34. Mural Art 35. Table Tennis 36. Multi -Use / Flex Programming Space / Teen Girl Space 37. Electric Vehicle Charging Stations and Parking 38. Sand Volleyball / Beach Tennis Court / Volleyball Court 39. Batting Cages 40. Soccer Fields *Highlights represent identified Community Voice Page 345 of 403 Professional Assessments Design Considerations A. New Restrooms -demolish Little League field restroom, provide new prefabricated restroom building east of picnic shade shelter by tennis courts B. Team Staging Area —provide additional seating /shade /park amenities at picnic shade shelter east of tennis courts for use by Little League and east of Softball Field after Joslyn Center removal. C. Synthetic Turf -replace Little League, Softball and / or Baseball Fields with synthetic turf for water savings /maintenance /year-round play D. Plaza / Hardscape Expansion —provide hardscape improvements with park amenities and utilize for flexible programming /staging areas. Page 346 of 403 1 Immediate-, Short-, and Long -Term Recommendations Immediate � 0-5 years Short -Term 5-10 years Long -Term 10-15 years Page 347 of 403 L• Restroom (1) � •Walking paths (2) u1 •Sports field maintenance /upgrades, court lighting, p field irrigation improvements, scoreboard, court repairs, pickleball and tennis repairs, volleyball upgrades, racquetball, practice hitting wall, skate improvements, soccer overlay (3, 4, 6, 8, 9, 10, 11, 12, 13, 40) • Park Lighting (5) • Dog Area/ Lawn Bowling (7) • Park Amenities —Standardization /upgrade (15) • Parking Lot Repairs (16) • Court Storage Area (19) • Open Space Landscaping (20) • Building Facility Required Improvements (21a,, 23a, 24a, 25a, for 0-5 years (FCA) *Highlights represent identified Community Voice Page 348 of 403 LM •New Multi -Generational Community Center Building 0 (21, 22, 23, 24, 25, 26) r-I9 Wayfinding Signage (17) Ln •Park Skate Spot Development (27) • Playgrounds (29) • Walking Paths (30) • Fitness Stations (31) • Mural Art (34) • Paddle Tennis (35) • Table Tennis (35) • Multi -Use /Flex Programmable Space (36) *Highlights represent identified Community Voice Page 349 of 403 • Building Facility Required Improvements at Teen Center 5-15 YR (23b) • Community Garden (14) • Maintenance Yard (18) • Picnic Areas (28) • Tennis Courts (32) • Pickleball Courts (33) • Electric Vehicle Charging Stations and Parking (37) • Sand/ Beach Volleyball Court —Paddle Tennis Court Expansion (38) • Batting Cages (39) • New Restrooms (A) • Team Staging Area (B) • Synthetic Turf /Sports Turf Drainage (C) • Plaza / Hardscape Expansion (D) *Highlights represent identified Community Voice Page 350 of 403 - =" _�" - - --`'r=�"�"- PARK MASTER PLAN r —-------- "- —_------- - - - VIM ,' Oh 31® C I. c `� 1 A - ,4 9 , Iw li ® � 19 sHill y ILLUSTRATIVE BUBBLE DIAGRAM Page 351 of 403 14, SFC;I imno {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Staff Presentations Item Number: D.16 TITLE: LA Metro Funding for Law Enforcement Services RECOMMENDATION: Support Funding for LA Metro to Maintain Law Enforcement Services. FISCAL IMPACT: None BACKGROUND: Recently, the Metro Public Safety Advisory Committee (PSAC) voted to recommend to the Metro Board of Directors, that they fully defund law enforcement services from Metro. The PSAC "Policing Practices Ad -Hoc Committee" submitted a motion to the PSAC body recommending the Metro Board of Directors do the following: 1. Allocate $0.00 for all three policing contracts through the end of the fiscal year. 2. Go to a non -contract LE Model (i.e. local agencies are called for service) 3. Shift the $75 million needed through the end of the FY to un-vetted alternatives. This was voted on and passed with all members present voting yes on the above motion with next steps being votes by the full Metro Board of Directors at their meeting on December 2, 2021. DISCUSSION: Efforts to remove uniformed law enforcement presence from the public transit system of Los Angeles County sacrifices public safety, specifically, any measure that adversely Page 353 of 403 Support for LA Metro Maintaining Funding for Law Enforcement Services November 16, 2021 Page 2 of 2 impacts the presence, capabilities, or efforts of the LA County Sheriff's Metro Bureau. Any such move constitutes a danger to the riders using Metro services and to the public at large on or near train/bus lines and stations. Staff is recommending a letter opposing attempts to defund the detailed law enforcement services from the Metro. CITY STRATEGIC PLAN COMPLIANCE: Goal 2. Support Community Safety and Preparedness Objective: El Segundo is a safe and prepared city. PREPARED BY: Portland Bates, Sr. Analyst REVIEWED BY: Jaime Bermudez, Interim Police Chief APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: 1. LA Metro Defunding Opposition Letter Page 354 of 403 Elected Officials Drew Boyles, Mayor Chris Pimentel, Mayor Pro Tem Carol Pirsztuk, Councilmember Scot Nicol, Councilmember Lance Giroux, Councilmember Tracy Weaver, City Clerk Matthew Robinson, City Treasurer Appointed Officials Scott Mitnick, City Manager Mark D. Hensley, CityAttorney Department Directors Barbara Voss, Deputy City Manager Joseph Lillio, Chief Financial Officer Melissa McCollum, Community Services Director Michael Allen, Development Services Director Deena Lee, Fire Chief Rebecca Redyk, Human Resources Director Charles Mallory, Information Technology Director Jaime Bermudez, Interim Police Chief Elias Sassoon, Public Works Director Office of City Council November 16.2021 Los Angeles County Metropolitan Transit Authority One Gateway Plaza 3rd Floor Board Room Los Angeles, CA RE: Support for LA Metro Maintaining Funding for Law Enforcement The City of El Segundo is aware of the recent action by the Metro Public Safety Advisory Council to end all current Metro law enforcement contracts and have Metro policed by law enforcement on an on -call basis by the local forces governing the jurisdictions through which Metro bus and rail lines run. The City Council of the City of El Segundo is strongly opposed to this misguided idea. While the City Council understands the need to reassess approaches to law enforcement, this would be a terrible experiment and would inevitably lead to more crime and lawlessness on our transit systems. Surveys repeatedly show that riders, especially women, highly value safety on the transit system and that fear of crime and harassment is one of the biggest impediments to increased ridership on Metro. The law enforcement personnel who currently police Metro systems are specially trained to deal with the unique challenges of transit and shifting these responsibilities to local law enforcement would constitute an unacceptable unfunded mandate and lead to less safety on our buses and trains and at our bus stops and rail stations. We strongly encourage the Metro Board to extend the current law enforcement contracts for a year or more and use that time to intelligently design a law enforcement system that maintains safety on the system while implementing social service programs and personnel to deal with the problems of the unhoused, the mentally ill, and similar issues. Sincerely, City of El Segundo City Council Drew Boyles Mayor Scot Nicol Councilmember Chris Pimentel Mayor Pro Tem Lance Giroux Councilmember Carol Pirsztuk Councilmember Page 355 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Staff Presentations Item Number: D.17 TITLE: Conversion of Hillcrest Street and West Pine Avenue Intersection from Two -Way Stop Signs to Four -Way Stop Signs RECOMMENDATION: Direct staff to install four-way stop signs at the intersection of Hillcrest Street and West Pine Avenue. FISCAL IMPACT: Installation of four-way stop signs at this intersection is estimated to cost $500, which can be absorbed via the City's adopted FY 2021-2022 Annual Budget (General Fund - Public Works Dept. Budget) BACKGROUND: On August 17, 2021, City Council directed staff to obtain input on a proposal to convert the current two-way stop signs to four-way stop signs at the intersection of Hillcrest Street and West Pine Avenue from property owners within a 300-foot radius of this intersection. Furthermore, the City Council directed staff to implement this conversion if 60% of the property owners support this conversion. There are 44 property owners within the 300 foot radius of this intersection, and the consent of 27 property owners would be needed to achieve this objective. DISCUSSION: A survey regarding the proposed conversion of the current two-way stop signs to four- way stop signs at this intersection was sent out in the mail to the 44 property owners within a 300 foot radius of this intersection, and 33 property owners returned responses. Thirty property owners indicated that they would support the conversion, and three property owners indicated that they would not be in support of this conversion. The 30 supporting responses exceeded the minimum 27 responses needed to support this Page 356 of 403 Four -Way Stop Sign Control at Hillcrest Street and West Pine Avenue November 16, 2021 Page 2 of 2 conversion. The staff is therefore requesting the approval and adoption of the attached resolution to implement the conversion of two-way stop signs to four-way stop signs at the intersection of Hillcrest Street and West Pine Avenue. Subsequently, staff will immediately install the necessary signs to make this conversion. CITY STRATEGIC PLAN COMPLIANCE: Goal 1: Enhance Customer Service, Engagement, and Communication; Embrace Diversity, Equity, and Inclusion Objective 1A: El Segundo Provides unparalleled service to internal and external customers. Objective 1 B: El Segundo's engagement with the community ensures excellence. Goal 4: Develop and Maintain Quality Infrastructure and Technology Objective 4A: El Segundo's physical infrastructure supports an appealing, safe and effective community. PREPARED BY: Lifan Xu, City Engineer REVIEWED BY: Elias Sassoon, Public Works Director APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: 1. Hillcrest St. and Pine Ave. Vicinity Map 2. Hillcrest St. and Pine Ave. Project Location Map 3. Hillcrest St. and Pine Ave. Aerial Map 4. Hillcrest St. and W. Pine Ave. Stop Signs Resolution Page 357 of 403 ELSEGUNDO Attachment 1: Hillcrest St. and Pine Ave. Stop Signs Vicinity Map �,19LiQ 3lJj5Sq�------••� Imperi..------. -- �-f=FAi rF,tiF 1 E4VaInuFAwe ;I �tlWaY � I E Sycamore Ave i ! A E Maple Ave ' I' el Sequnriv 1 +n Huh MariposaAve !Seguildo garb � ; E Grand Avf c u 2 �n�l4ngxles 14V Grand Ave r: Ai r Foma EFranklinAve _ dc a • E I Segunba 9ivd <"hwmn E E El Segy Pa rl = .UA r�xborr,r f � 911RiA 6 A t7 � � U T Fp Z Wau E I •^ S�utrtla " O k ' ac .0 351h S F 10 15, IS r— W Ill 1h St Lenha- I'Vi ddl-E Sc hard W. Acre N�e w9 Will Y C {J L cl Q - W Rae 6,018.7 1 1 0 3,009.33 6,018.7 Feet DISCLAIMER: The information shown on this map was compiled from different GIS sources. The land base and facility information on this map is for display purposes only and should not be relied upon without independent verification as to its accuracy. The City of El Segundo will not be held responsible for any claims, losses or damages resulting WGS_1984_Web_Mercator_Auxiliary_Sphere from the use of this map. Page 358 of 403 ELSEGUNDO H i I (crest St. and Pine Ave. Project Location Map AW IN Elm Avg VV M ari pvsa Ave i w Pine Ave 0 1a'�- c In � i 1 W Holly Ave i 752.3 0 376.17 752.3 Feet DISCLAIMER: The information shown on this map was compiled from different GIS sources. The land base and facility information on this map is for display purposes only and should not be relied upon without independent verification as to its accuracy. The City of El Segundo will not be held responsible for any claims, losses or damages resulting WGS_1984_Web_Mercator_AuxiIiary_Sphere from the use of this map. ELSEGUNDO Attachment 3: Hillcrest St. and Pine Ave. Stop Signs Aerial Map 515 :ARM Page 360 of 403 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO, CALIFORNIA AUTHORIZING THE CITY'S INSTALLATION OF FOUR-WAY STOP SIGNAGE AT THE INSTERSECTION OF HILLCREST STREET AND WEST PINE AVENUE. The City Council of the City of El Segundo does resolve as follows: SECTION 1. Findings; Direction. A. Pursuant to El Segundo Municipal Code ("ESMC") § 8-5D-2 and the Public Works Department's agenda report accompanying this Resolution, the City Council finds that stop signs must be installed at each of the four entrances to the intersection of Hillcrest Street and West Pine Avenue to protect the public, health, safety, and welfare. B. The Public Works Director, or designee, will take necessary action to safely and expeditiously install four-way stop signage at the intersection of Hillcrest Street and West Pine Avenue in accordance with applicable laws. SECTION 2. Severability. If any part of this Resolution or its application is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Resolution are severable. SECTION 3. Electronic Signatures. This Resolution may be executed with electronic signatures in accordance with Government Code §16.5. Such electronic signatures will be treated in all respects as having the same effect as an original signature. SECTION 4. Signature Authority. The Mayor, or presiding officer, is hereby authorized to affix his signature to this Resolution signifying its adoption by the City Council of the City of El Segundo, and the City Clerk, or her duly appointed deputy, is directed to attest thereto. SECTION 5. Effective Date. This Resolution will take effect immediately upon adoption and will remain effective unless repealed or superseded. SECTION 6. City Clerk Direction. The City Clerk will certify to the passage and adoption of this Resolution, enter it in the City's book of original Resolutions, and make a record of this action in the meeting's minutes. PASSED, APPROVED AND ADOPTED this day of 2021. Drew Boyles, Mayor ATTEST: Page 361 of 403 COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO 1 I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the day of 2021, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney Page 362 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Staff Presentations Item Number: D.18 TITLE: Resolution to Support The Brand -Huang -Mendoza Tripartisan Land Use Initiative, Providing that City Land Use and Zoning Laws Override Conflicting State Laws. RECOMMENDATION: Adopt a Resolution supporting proposed Initiative No. 21-0016A1 (Local Land Use), providing that city and county land use and zoning laws (including local housing laws) override all conflicting state laws, except in certain circumstances related to the following three areas of statewide concern: California Coastal Act of 1976; siting of power plants; and development of water, communication, or transportation infrastructure projects. FISCAL IMPACT: There are no direct or indirect fiscal impacts associated with the approval of this resolution. 7_[81:(r]:A1l1►113 The California Alliance of Local Electeds (CALE), is a network of mayors, councilmembers, and other elected officials who advocated in opposition of Senate Bill 9 (SB 9) and Senate Bill 10 (SB 10), and in support of significant issues including the preservation of local control. CALE is asking city leaders to adopt a resolution expressing support for The "Brand -Huang -Mendoza Tripartisan Land Use Initiative" to amend Article XI of the Constitution of the State of California to make zoning and land use community affairs and not of State interest. The City of El Segundo seeks to adopt a resolution to support CALE's call to action and send a strong message to legislators. History: The legislature of the State of California has proposed and adopted several bills addressing housing and local zoning issues that preempt the City's local control over land use and zoning issues. During the 2020 legislative session, the El Segundo City Page 363 of 403 Brand -Huang -Mendoza Tripartisan Land Use Initiative November 16, 2021 Page 2 of 3 Council opposed Senate Bill 1120 and Senate Bill 902 seeking to threaten and erode local control. In 2021, these bills were reintroduced by the same authors as SB 9 (Atkins) and SB 10 (Weiner), proposing by -right ministerial approval of housing developments of two units, subdivision of parcels, and provisions allowing density increases within the single family residential zone. On February 2, 2021, during the El Segundo City Council Meeting, the El Segundo City Council adopted Resolution NO. 5247 opposing the proposed Housing Legislation SB 9 (Atkins) and SB 10 (Weiner). Despite the growing opposition to SB 9 and SB 10 throughout the state, both bills were passed by the State Assembly and State Senate on August 25 and 28, 2021, respectively. On September 16, 2021, California State Governor Newsom signed both bills into law, to be effective January 1, 2022. On November 1, 2021, the title and summary of proposed Initiative No. 21-0016A1 were approved by the California State Attorney General for circulation. The Initiative is currently available for public comment, under review by the Department of Finance for fiscal impacts, and will be eligible to collect signatures for six -months. To qualify for the November 2022 general election, the proposed initiative will require 997,139 California residents' signatures by May 2022. DISCUSSION: In recent years, several laws have been enacted regulating local land use planning and housing policy at the State level. These laws supersede local authorities' land use policies and practices, and result in a "one size fits all" mandate. The State mandates do not factor in the unique needs of each city or jurisdiction, and do not incentivize the development of affordable housing. Local zoning and housing issues differ from city to city. Each local agency must evaluate and determine for themselves how to address land use patterns, design standards (e.g. size, height, setbacks, etc.), parking demand and need, access to transit, and impacts on infrastructure including roadway capacity, water, sewer, energy, and emergency access. Maintaining local control ensures that development of a building's orientation, relationship to the street and pedestrian experiences, access to light and air, and design aesthetics all uphold the values and characteristics of the single-family residential neighborhood in El Segundo. Recently adopted State legislation will drive up housing costs, lack affordable housing provisions, and inhibits El Segundo from assessing and responding to the unique needs of our community. The proposed Initiative states that local land use and community development will not be controlled by State planners but by local governments and local initiatives approved by voters, except for the following: Page 364 of 403 Brand -Huang -Mendoza Tripartisan Land Use Initiative November 16, 2021 Page 3 of 3 1. The California Coastal Act of 1976; 2. Siting of power generating facility as determined by California Public Utilities Commission; or 3. An ordinance or regulation addressing the development of water, communication or transportation infrastructure projects is a matter of statewide concern. Staff is recommending City Council approve the resolution for the Brand -Huang - Mendoza Tripartisan Land Use Initiative, supporting the efforts of the proposed Initiative, and expressing opposition to actions of the legislature of the State of California overriding local zoning and land use authority. The proposed resolution for City Council consideration aligns with the City of El Segundo's Legislative Platform that strongly opposes state and federal legislation that seeks to preempt the city's local authority. CITY STRATEGIC PLAN COMPLIANCE: Goal 5: Champion Economic Development and Fiscal Sustainability Objective A: El Segundo promotes economic growth and vitality for businesses and the community. PREPARED BY: Portland Bates, Sr. Analyst REVIEWED BY: Michael Allen, AICP, Development Services Director APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: 1. Brand -Huang -Mendoza Tripartisan Resolution 2. Attachment A Page 365 of 403 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO SUPPORTING THE "BRAND-HUANG- MENDOZA TRIPARTISAN LAND USE INITIATIVE" ENSURING LOCAL ZONING AND LAND USE AUTHORITY. The City Council of the city of El Segundo does resolve as follows: SECTION 1. Findings. A. The Legislature of the State of California (the "Legislature" of the "State") in recent years has proposed, passed, and signed into law a number of bills addressing a range of land use planning and housing issues. B. The majority of these bills usurp the authority of local jurisdictions, like the city of El Segundo (the "City") to determine for themselves the land use policies and practices that best suit each city and its residents and instead impose "one -size - fits -all" mandates that do not take into account the unique needs and differences of local jurisdictions throughout the State. C. The majority of these bills do not provide any incentives or requirements for low- income affordable or moderate -income workforce housing, but instead impose new policies that will incentivize speculation and result in the addition ofmarket- rate or luxury housing, thereby eliminating the opportunity for local jurisdictions to implement effective policies that will create more affordable housing and affirmatively further fair housing practices. D. The ability of local jurisdictions to determine for themselves which projects require review beyond ministerial approval; what parking requirements are appropriate for various neighborhoods; what housing plans and programs are suitable and practical for each community; and what zoning should be allowed for residential properties, rather than having these decisions imposed upon cities without regard for the unique circumstances and needs of each individual community, is a matter of critical importance to the City; and E. The City is best able to assess and respond to the unique needs of its respective community and hereby objects to the proliferation of State legislation, including Senate Bills 9 and 10, that would deprive it of that ability. F. The City opposes the Legislature's ongoing proposal and adoption of legislation that overrides local governments' zoning and land use authority and inhibits their ability to effectively plan for and implement policies to stimulate the City's efficient production of housing, especially affordable housing. SECTION 2. Declaration of Support. The City Council supports approval of the Brand -Huang -Mendoza Tripartisan Land Use Initiative, attached as Exhibit "A," that would amend Article XI of the California Constitution to ensure zoning and land use authority rests with local government entities that represent the communities in which the residents reside and to allow local governments to participate in solving our affordable housing crisis through solutions that effectively address the unique needs and conditions of each local community. Page 366 of 403 SECTION 3. Severability. If any part of this Resolution or its application is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Resolution are severable. SECTION 4. Electronic Signatures. electronic signatures in accordance with signatures will be treated in all respects signature. This Resolution may be executed with Government Code §16.5. Such electronic as having the same effect as an original SECTION 5. Signature Authority. The Mayor, or presiding officer, is hereby authorized to affix his signature to this Resolution signifying its adoption by the City Council of the City of El Segundo, and the City Clerk, or her duly appointed deputy, is directed to attest thereto. SECTION 6. Effective Date. This Resolution will take effect immediately upon adoption and will remain effective unless repealed or superseded. SECTION 7. City Clerk Direction. The City Clerk will certify to the passage and adoption of this Resolution, enter it in the City's book of original Resolutions, and make a record of this action in the meeting's minutes. PASSED, APPROVED AND ADOPTED this day of 2021. Drew Boyles, Mayor ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the day of 2021, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Page 367 of 403 Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney Page 368 of 403 SECTION 1. The people of the State of California find and declare all of the following: (a) The circumstances and environmental impacts of local land use decisions vary greatly across the state from locality to locality. (b) The infrastructure required to maintain appropriate levels of public services, including police and fire services, parklands and public open spaces, transportation, water supply, schools, and sewers varies greatly across the state from locality to locality. (c) Land use decisions made by local officials must balance development with public facilities and services while addressing the economic, environmental, and social needs of the particular communities served by those local officials. (d) Thus, it is in the best interests of the state and local communities for these complex decisions to be made at the local level to ensure that the specific, unique characteristics, constraints, and needs of those communities are properly analyzed and addressed. (e) Gentrification of housing adjacent to public transportation will reduce or eliminate the availability of low or very low income housing near public transit, resulting in the loss of access by low or very low income persons to public transit, declines in public transit ridership, and increases in vehicle miles travelled. (f) The State Legislature cannot properly assess the impacts upon each community of sweeping centralized and rigid state land use rules and zoning regulations that apply across the state without regard to community impacts and, as a result, statewide land use and zoning will do great harm to local communities with differing circumstances and concerns. (g) Community development should not be controlled by state planners, but by local governments that know and can address the needs of, and the impacts upon, local communities. Local initiatives approved by voters pertaining to land use and zoning restrictions should not be nullified or superseded by the actions of any local or state legislative body. (h) Numerous state laws that target communities for elimination of zoning standards have been enacted, and continue to be proposed, that eliminate or erode local control over local development and circumvent the California Environmental Quality Act ("CEQA"), creating the potential for harmful environmental impacts to occur. (i) The purpose of this measure is to ensure that all decisions regarding local land use controls, including zoning law and regulations, are made by the affected communities in accordance with applicable law, including but not limited to CEQA (Public Resources Code § 21000 et seq.), the California Fair Employment and Housing Act (Government Code §§ 12900 — 12996), prohibitions against discrimination (Government Code § 65008), and affirmatively furthering fair housing (Government Code § 8899.50). This constitutional amendment would continue to provide for state control in the coastal zone, the siting of a power plant that can generate more than 50 megawatts of electricity, or the development or construction of water, communication or transportation infrastructure projects which the Legislature declares are matters of statewide concern and are in the best interests of the state. For purposes of this measure, it is the intent that a transportation infrastructure project shall not include a transit -oriented development project that is residential, commercial, or mixed -use. 58277666.v2 Page 369 of 403 SECTION 2. Section 4.5 is added to Article XI of the California Constitution, to read: SEC. 4.5. (a) Except as provided in subdivision (b), in the event of a conflict with a state statute, a county charter provision, general plan, specific plan, ordinance or a regulation adopted pursuant to a county charter, that regulates the zoning, development or use of land within the boundaries of an unincorporated area of the county shall be deemed a county affair within the meaning of Section 4 and shall prevail over a conflicting state statute. No voter approved local initiative that regulates the zoning, development or use of land within the boundaries of any county shall be overturned or otherwise nullified by any legislative body. (b) A county charter provision, general plan, specific plan, ordinance or a regulation adopted and applicable to an unincorporated area within a county, may be determined only by a court of competent jurisdiction, in accordance with Section 4, to address either a matter of statewide concern or a county affair if that provision, ordinance, or regulation conflicts with a state statute with regard to only the following: (1) The California Coastal Act of 1976 (Division 20 (commencing with Section 30000) of the Public Resources Code), or a successor statute. (2) The siting of a power generating facility capable of generating more than 50 megawatts of electricity and the California Public Utilities Commission has determined that a need exists at that location that is a matter of statewide concern. (3) The development or construction of a water, communication or transportation infrastructure project for which the Legislature has declared in statute the reasons why the project addresses a matter of statewide concern and is in the best interests of the state. For purposes of this paragraph, a transportation infrastructure project does not include a transit -oriented development project, whether residential, commercial, or mixed -use. (c) No modification to appropriations for state funded programs shall occur, and no state grant applications or funding shall be denied as a result of the application of this section. No benefit or preference in state appropriations or grants shall be given to an entity that opts not to utilize the provisions of this section. (d) The provisions of this section are severable. If any provision of this section or its application is held invalid, that invalidity shall not affect other provisions or applications that can be given effect without the invalid provision or application. SECTION 3. Section 5.5 is added to Article XI of the California Constitution, to read: SEC. 5.5. (a) Except as provided in subdivision (b), in the event of a conflict with a state statute, a city charter provision, general plan, specific plan, ordinance or a regulation adopted pursuant to a city charter, that establishes land use policies or regulates zoning or development standards within the boundaries of the city shall be deemed a municipal affair within the meaning of Section 5 and shall prevail over a conflicting state statute. No voter approved local initiative that regulates the zoning, development or use of land within the boundaries of any city shall be overturned or otherwise nullified by any legislative body. (b) A city charter provision, general plan, specific plan, ordinance or a regulation adopted pursuant to a city charter, may be determined only by a court of competent jurisdiction, in accordance with Section 5, to address either a matter of statewide concern or a municipal affair 58277666.v2 Page 370 of 403 if that provision, ordinance, or regulation conflicts with a state statute with regard to only the following: (1) The California Coastal Act of 1976 (Division 20 (commencing with Section 30000) of the Public Resources Code), or a successor statute. (2) The siting of a power generating facility capable of generating more than 50 megawatts of electricity and the California Public Utilities Commission has determined that a need exists at that location that is a matter of statewide concern. (3) The development or construction of a water, communication or transportation infrastructure project for which the Legislature has declared in statute the reasons why the project addresses a matter of statewide concern and is in the best interests of the state. For purposes of this paragraph, a transportation infrastructure project does not include a transit -oriented development project, whether residential, commercial, or mixed -use. (c) No modification to appropriations for state funded programs shall occur, and no state grant applications or funding shall be denied as a result of the application of this section. No benefit or preference in state appropriations or grants shall be given to an entity that opts not to utilize the provisions of this section. (d) The provisions of this section are severable. If any provision of this section or its application is held invalid, that invalidity shall not affect other provisions or applications that can be given effect without the invalid provision or application. SECTION 4. Section 7 of Article XI of the California Constitution is amended to read: SEC. 7. (aa,) A county or city may make and enforce within its limits all local, police, sanitary, and other ordinances and regulations not that are not, except as provided in subdivision (b), in conflict with general laws. A county or city may not supersede or otherwise interfere with any voter approved local initiative pertaining to land use or zoning restrictions. (b) A count,, or general plan, specific plan, ordinance or regulation that regulates the zoning, development or use of land within the boundaries of the county or city shall prevail over conflicting_ general laws, except for only the following_ (A) A coastal land use plan, ordinance or regulation that conflicts with the California Coastal Act of 1976 (Division 20 (commencing with Section 30000) of the Public Resources Code), or a successor statute. An ordinance or regulation that addresses the siting of a power generating facility capable of generating more than 50 megawatts of electricity and the California Public Utilities Commission has determined that a need exists at that location that is a matter of statewide concern. (C) An ordinance or regulation that addresses the development or construction of a water, communication or transportation infrastructure project for which the Legislature has declared in statute the reasons why the project addresses a matter of statewide concern and is in the best interests of the state. For purposes of this subparagraph, a transportation infrastructure project does not include a transit - oriented development project, whether residential, commercial, or mixed -use. 58277666.v2 Page 371 of 403 (c) No modification to appropriations for state funded programs shall occur, and no state grant gpplications or funding shall be denied as a result of the application of this section. No benefit or preference in state appropriations or grants shall be given to an enti . that not to utilize the provisions of this section. (d) The provisions of this subdivision are severable. If any provision of this subdivision or its application is held invalid, that invalidity shall not affect other provisions or applications that can be given effect without the invalid provision or application. 58277666.v2 Page 372 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Staff Presentations Item Number: D.19 TITLE: Fiscal Year 2021-2022 First Quarter Financial Review RECOMMENDATION: 1. Receive and File FY 2021-2022 First Quarter Financial Review 2. Authorize staff to bring back a staff report and bylaws to form a City Council Finance Committee FISCAL IMPACT: No fiscal impact BACKGROUND: First Quarter Financial Review for Fiscal Year 2021-2022 Staff has reviewed all revenues and expenditures for the first quarter of FY 2021-22, with an emphasis on the General Fund, to determine if all sources and uses are on target with the originally adopted budget. As we review the first quarter results, the City continues to experience lower General Fund revenues in comparison to pre-COVID revenues; however, the City has been experiencing steady economic growth coming out of the COVID-19 economic shutdown. In addition to the challenges associated with COVID, there are financial challenges related to funding infrastructure needs throughout the City. Overall, the economy is showing signs of steady growth locally, as well as statewide. While we are projecting moderate growth in many City revenues, the concentration of revenues coming from the business and industry sector creates a higher level of volatility in our core tax revenues that can be challenging to forecast. These core revenues will be closely observed during the next quarter and staff will be able to better estimate the performance of the budget at the mid -year review scheduled for February 2022. Page 373 of 403 1st Quarter FY 2021-22 General Fund Financials November 16, 2021 Page 2 of 2 DISCUSSION: Please refer to the attached document, Finance Department Memorandum on FY 2021- 22 First Quarter Financial Review, for an in-depth discussion on the first quarter financials. CITY STRATEGIC PLAN COMPLIANCE: Goal 5: Champion Economic Development and Fiscal Sustainability Objective 513: El Segundo approaches its work in a financially strategic and responsible way. PREPARED BY: Joseph Lillio, Chief Financial Officer REVIEWED BY: Joseph Lillio, Chief Financial Officer APPROVED BY: ATTACHED SUPPORTING DOCUMENTS: 1. Staff Report 2021-22 1 st Quarter Financial Review Page 374 of 403 CIT70F Finance Department EL,SEGUNDO Memorandum 350 Main Street El Segundo, CA 90245 Phone 310-524-2300 1 ww.elsegundo.org To: Honorable Mayor Boyles and Members of City Council From: Scott Mitnick, City Manager & Joseph Lillio, Chief Financial Officer Date: November 16, 2021 Subject: FY 2021-22 First Quarter Financial Review DISCUSSION: FY 2021-22 General Fund Revenue First Quarter Actuals The table below displays the Adopted FY 2021-2022 General Fund Budget revenue estimate ($74,802,700). The FY 2021-22 revenue estimate reflects a $6.4 million (-8%) decrease from the actual revenues received in FY 2018-19: the last full fiscal year that did not include the global pandemic, COVID-19. If COVID-19 had never occurred, the City had been trending with healthy annual revenue growth. If this trend would have continued into FY 2021-22, the General Fund revenue projection for FY 2021-22 could have been approximately $84 million. This represents a decrease of $9 million ($84M v. $74.8M) when comparing the lost revenue opportunity if COVID had never occurred. While the local economy is improving, the short-term and long-term economic impacts of COVID-19 are significant and concerning. The City switched from a Federal fiscal year (Oct. 1 — Sept. 30) to a traditional fiscal year (July 1 — June 30) beginning with FY 2021-22. Many of the large General Fund revenues are cyclical rather than rerecurring monthly revenue sources. As a result, the first quarter (July 1 — September 30) tends to be the lowest three-month period for General Fund revenues received. This makes the first quarter financial review somewhat less significant as a gauge to measure if the actual revenues are trending in line with the budget. In general, the City's General Fund revenues are slightly improved compared to the same three-month period last year. Page 375 of 403 1st Q Financial Review FY 2021-22 November 16, 2021 Page 2 of 11 General Fund (GF) Revenues 1st Quarter I ' I i _ i �_• qat 1 Sales & Use Tax $129250,000 $950,350 8% $890,150 2 Business License 11,750,000 42,776 W0% 128,029 3 Property Tax 109432,525 0 0% 380,255 4 Transient Occupancy Tax 89420,000 981,130 12% 353,094 5 Chevron Tax Reso Agreement 69600,000 0 0% 0 6 Utility User Tax (UUT) 69289,500 1,083,454 17% 926,824 7 Charges for Services 49755,511 19156,051 24% 9099119 8 Transfers 49013,235 2,011,733 50% _ 140,000 9 Franchise Tax 3,000,000 0 0% 43,110 10 Other Revenues 2,267,770 53,594 6% MMMk00 Intergovernmental 2,178,909 11 37,935 2% 191,181 1 cense & Permits 1,825,000 554,279 30% 0 13 Interest & Rental Income 726,250 67,559 14% 394,838 14 Fines & Forfeitures 294,000 40,034 14% 78,793 $749802,700 $6,978,895 9% $4,871,643 Total General Fund Revenues The following revenue analysis of each General Fund revenue category provides further insight on revenue trends and receipts. 1. Sales & Use Tax First quarter Sales Tax revenue appears to be trending with the adopted budget. Staff meets quarterly with the City's Sales Tax consultant, HdL, to review sales tax activity within the City, trends, and review of the Sales Tax projections for the fiscal year. 2. Business License Tax (BLT) BLT is assessed each December and collected by the City December 1 — January 31 each year. The BLT will be reviewewd during the third quarter financial review which will include revenue from the month of January. Since this revenue source reflects the number of jobs in place at the beginning of the fiscal year, it is possible that the impact of COVID-19 may not be reflected until the later part of FY 2021- 2022. As a result, the actual Business License Tax is a "lagging indicator" and staff will continue to track its activity over the next couple years. Page 376 of 403 1st Q Financial Review FY 2021-22 November 16, 2021 Page 3 of 11 3. Property Tax Property Tax payments are received by the City in December and January and then in April and May of each year. Staff will continue to monitor the progress of property tax payments as the actual payments are received by the City. Staff did meet with the City's property tax consultant, HdL, in late October 2021. As a result of this meeting, the expectation is the actual property tax may come in $250,000 under budget due to a large Prop. 8 assessment appeal that was successful by the property owner. Staff will monitor this revenue source closely. 4. Transient Occupancy Tax This revenue source is driven by two factors: hotel occupancy rates and room rates. Immediately after COVID-19 hit, the City's occupancy rates at 15 hotels fell from an average of 90% to below 50%. Occupancy rates in some hotels slid to below 10% during March and April of 2020. Hotel occupancy rates are now rising; however, occupancy rates are still well below 90%. The actual hotel room rates have also dropped and remain lower than pre COVID-19 rates. Early indications seem to support this revenue source is trending with the adopted budget. TOT was generating about $15 million per year prior to COVID-19. Even if the current year actuals meet the budget prohjection of $8.4 million, this is far below the pre-COVID revenue levels. 5. Chevron Tax Resolution Aareement (TRA The Chevron TRA is remitted to the City each year and is due by March 31. There is an established annual tax floor for Chevron that is increased each year by the applicable Consumer Price Index (CPI). This revenue source will be evaluated during the third quarter financial review. 6. Utility User Tax Gas, Water, Electric, Telephone combined: The City has received 17% of the total budgeted UUT during the first quarter of FY 2021-22. This revenue is tracking in line with the anticipated budget at this time. Staff will continue to closely monitor this category and provide an update during mid -year review. 7. Charges for Services This revenue source includes Zoning and Planning fees, Plan Check fees, Plan Retention fees, Energy Plan Check fees, Planning Service fees, Paramedic Transport, and Recreation and cultural Arts programming. The combined first quarter revenue was $1,156,051, or 24% of budget received. At this time Charges for Services is projected to be in line with budget. Staff will continue to monitor and report any changes due to the economic conditions.. Page 377 of 403 1st Q Financial Review FY 2021-22 November 16, 2021 Page 4 of 11 8. Transfers -in The total budget of $4,013,235 is from three sources: $2,425,000 transferred over from the OPEB Trust to balance the FY 2021-22 Budget; $1,563,235 in American Rescue Act Funds (ARPA); and $25,000 as a transfer -in from the Traffic Safety Fund. The transfer -in from the OPEB Trust will be evaluated at mid -year to determine if it is still necessary in order to balance the budget. The $1,563,235 in ARPA Funds have been revised to $1,986,733 for an increase in $423,498. There will be another ARPA payment of $1,986,733 in July of 2022. The Traffic Safety Fund transfer -in of $25,000 has already been recorded. Depending on how the total General Fund revenues perform through the first six months of FY 2021-22, will be a driving factor if the OPEB Trust is utilized and for how much. 9. Franchise Tax This revenue source is impacted by the price of commodities such as natural gas, its consumption demand, the price of electricity and its demand. The annual payments from Southern California Edison and The Gas Co. are received in April of each year. The Gas Co. payment is calculated using the average price of natural gas for the prior calendar year. 10. Other Revenue This revenue source includes developer contributions, internal administrative charges to other funds, Fire Strike Team reimbursements, SB90 State mandated reimbursements, and other miscellaneous revenues. Revenues in this category are anticipated to be aligned with the projected budget. 11. Intergovernmental Revenue This revenue source includes Vehicle License Fee (VLF) swap and reimbursement from ESUSD for school librarians. VLF revenue was part of the State's reorganization of VLF and Property Tax revenues to municipalities in the late 1990s, also referred to as triple flip, which tied VLF to Property Tax valuations. In 2004, the CA State Legislature permanently reduced the VLF tax rate and eliminated State General Fund backfill to cities and counties. Instead, cities and counties now receive additional transfers of Property Tax revenues in lieu of VLF. The VLF payments are received in December, January, April, and May of each year. 12. Licenses and Permits This revenue source includes animal licensing, various building permits, and street permits. The City recorded revenues of $554,279, or 30% of budget received. This revenue stream is somewhat seasonal and is trending higher due to increased revenues in building permits, electrical permits, and street permits. This revenue usually ticks further upward in the spring and summer. If this trend Page 378 of 403 1st Q Financial Review FY 2021-22 November 16, 2021 Page 5 of 11 occurs, the revenues will more than likely exceed the adopted budget. Staff will continue to closely monitor this category and provide an update during mid -year review. 13. Interest Earninas & Rental Income Interest rates for U.S. Treasuries, Federal Agencies, municipal bonds, and CDs were at historic lows during the first quarter of FY 2021-22. The City Treasurer is closely monitoring investment opportunities that fall in compliance with the City's investment policy. 14. Fines & Forfeitures This revenue source includes parking citations, fines for towed vehicles, and other miscellaneous fines. The revenues received through the first quarter, about $40,000 or 14% received, are trending under budget. Fiscal Year-end (FYE) 2020-2021 General Fund Appropriations Adopted General Fund Appropriations for FY 2021-2022 are $77,651,553. The first quarter total expenditures are $23,507,991, or 31 % of appropriations have been spent. The table below illustrates the adopted budget to first quarter expenditures as a percent of total actuals by department. The prior period expenditures from July 1 — September 30, 2020, are listed in the table as reference. Page 379 of 403 1st Q Financial Review FY 2021-22 November 16, 2021 Page 6 of 11 FY I ' Expenditure Source Adopted Sept. 30 Budget Sept. 30 Budget I 2020 1 Police $19,436,175 $3,691,992 19% $6,226,496 2 Fire 13,782,667 3,132,305 23% 5,040,255 3 Transfers Out 10,538,908 10,538,908 100% 11249,000 4 Public Works 8,695,404 1,474,104 17% 2,265,775 5 Non -departmental 5,904,993 1,368,512 24% 1,410,785 6 Community Services 5,878,231 1,051,616 18% 914,964 7 Development Services 3,098,785 453,290 15% 860,321 8 Information Technology 3,023,930 506,018 17% 692,728 9 City Manager 2,453,282 426,628 18% 597,854 10 Finance 2,412,820 432,859 18% 568,884 11 Human Resources 977,063 139,127 15% 326,524 12 City Attorney 561,950 9,952 2% 307,168 13 City Clerk 530,749 92,071 18% 192,765 14 City Council 356,596 66,165 19% 101,193 15 FEMA (COVID) Ex 0 1249444 N/A 4949430 ExpendituresI 99 .9 ,142 As noted in the table above, the majority of City Departments/Operations are trending well below the adopted appropriations. This is due to numerous budgeted vacant positions throughout the City. The following discussion provides further analysis of the budgetary trend within each Department listed in the table above. 1. Police: Salaries, benefits, and overtime are trending below budget due to position vacancies. 2. Fire: Trending with the adopted Department budget. 3. Transfers Out: Trending with the adopted budget. Transfers Out represent $225,500 in transfer out to the CIP Fund, with the remaining amount earmarked for the Pension Obligation Bonds (POBs) payment due on December 31 and June 30. The POBs were issued in May 2021 saving the City approximately $84 million over the next 19 years. 4. Public Works: Salaries, benefits, and overtime are trending below budget due to position vacancies. 5. Non -departmental: Trending with the adopted Department budget. The Non - departmental budget includes retiree medical premiums, accrued vacation/sick Page 380 of 403 1st Q Financial Review FY 2021-22 November 16, 2021 Page 7 of 11 payouts for employees retiring or leaving the City, unemployment compensation claims, and other miscellaneous items. 6. Community Services: Salaries, benefits, and overtime are trending below budget due to position vacancies. 7. Development Services: Salaries, benefits, and overtime are trending below budget due to position vacancies. 8. Information Technology: Salaries, benefits, and overtime are trending below budget due to position vacancies. 9. City Manager: Salaries, benefits, and overtime are trending below budget due to position vacancies. 10. Finance & Treasury: Salaries and benefits are trending below budget due to position vacancies. 11. Human Resources: Salaries and benefits are trending below budget due to position vacancies. 12. City Attorney: Due to the City not being billed until mid -October for attorney services provided in July, August, and September, the actuals are reflective of little expenditure activity. This will be reconciled with the mid -year report. 13. City Clerk: Professional services budgeted items are trending below budget. This is more of a timing issue of when the serives are provided and expensed. 14. City Council: Council's budget is trending below the adopted budget primarily due to little activity in dues and subscriptions as well as meetings and travel. This is a timing issue of when these services are utilized and when annual subscriptions become due. 15. FEMA (COVID) Expenditures: These costs were tracked separately in order to claim reimbursement from FEMA for the COVID related activities. This activity was not budgeted for; however, the City has filed several claims with FEMA with the intent of being reimbursed up to 100% for the COVID related expenditures. The All Hazards Incident Management Team (AHIMT) is providing the services to track these costs and submit for reimbursement to FEMA. Page 381 of 403 1st Q Financial Review FY 2021-22 November 16, 2021 Page 8 of 11 DEBT SERVICE FUND The Debt Service fund records the City's lease payments for the Douglas Street Gap Closure capital improvement project. In September 2005, the City entered into a facility lease agreement with California Infrastructure and Economic Development Bank (CIEDB) whereby CIEDB issued $10,000,000 in bonds to finance the Douglas Street Gap Closure Project. The City makes semi-annual lease payments over a 30-year period from Traffic Mitigation Fees which began in February 2006. The General Fund does not fund the debt service. The interest rate on the bonds is 2.87% per annum. Payments on the lease obligation are due February 1 and August 1 of each year. Debt Service Fund Revenues Expenses FY 2021-22 Adopted Budget $360,000 $545,000 FY 2021-22 Actuals (1 st Q) $31,087 $442,540 ENTERPRISE FUNDS The City of El Segundo purchases all potable and recycled water from West Basin Municipal Water District. In addition to purchasing water, the City also operates and maintains water reservoirs, pipelines, and equipment. Water revenues are trending with the adopted budget. Water expenses are trending under budget primarily due to $3.5 million in capital projects that are budgeted and will begin in the coming months. Also, due to the expenses only reflecting two months of bills from West Basin WD for the purchase of potable and recycled water. Water Fund Revenues Expenses FY 2021-22 Adopted Budget $35,735,911 $31,314,039 FY 2021-22 Actuals (1st Q) $9,345,604 $5,171,334 Wastewater Fund revenues are trending with the adopted revenues. The expenses are trending below budget due to $1.4 million in capital projects that are budgeted and will begin in the coming months. The City budgeted $2.6 million for the wastewater treatment services for the City of Los Angeles' Hyperion Treatment Plant which provides services to residents and businesses west of Pacific Coast Highway. Wastewater Fund Revenues Expenses FY 2021-22 Adopted Budget $5,533,582 $6,520,356 FY 2021-22 Actuals (1st Q) $1,174,771 $988,690 Page 382 of 403 1st Q Financial Review FY 2021-22 November 16, 2021 Page 9 of 11 INTERNAL SERVICE FUNDS General Liability Fund revenues are transferred in from operating departments and programs throughout the City. In addition, the City occasionally receives revenue from recovery of claims paid. The City participates in the following insurance risk pool programs: auto physical damage program, crime, cyber, earth movement and flood, general liability, property and equipment breakdown program, and terrorism. The revenues are expected to trend with the approved revenue budget. Expenses are primarily the annual insurance premiums paid and claims paid. The annual premiums are paid each July ($1.4M for FY 2021-22) and claims are paid as they occur. Expenses are trending with the adopted budget. General Liability Fund Revenues Expenses FY 2021-22 Adopted Budget $3,030,000 $3,094,306 FY 2021-22 Actuals (1st Q) $416,747 $1,882,381 Workers' Compensation Fund revenues and expenses are in trend with the adopted budget. Expenses are primarily the annual insurance premium paid and claims paid. The annual premium is paid each July ($900,000 for FY 2021-22) and claims are paid as they occur. Workers' Compensation Fund Revenues Expenses FY 2021-22 Adopted Budget $3,125,374 1 $3,490,975 FY 2021-22 Actuals (1st Q) $980,442 $1,212,894 SENIOR HOUSING FUND In 1986, the City constructed a 97-unit senior housing project, Park Vista. The City continues to own and maintain Park Vista. The property is overseen by the Senior Citizen Housing Corporation Board and managed by a third -party property management firm, The Cadman Group. The budget includes an appropriation for $60,000 earmarked for the plumbing design study for Park Vista. Senior Housing Fund Revenues Expenses FY 2021-22 Adopted Budget $20,000 $75,313 FY 2021-22 Actuals (1st Q) 1 $0 $13,052 OTHER FUNDS The Adopted FY 2021-2022 Citywide Budget also includes a number of other Special Revenue Funds and Proprietary Funds not included in this first quarter financial update. Page 383 of 403 1st Q Financial Review FY 2021-22 November 16, 2021 Page 10 of 11 These funds will be included in the City's official FY 2021-2022 Mid -year Financial Report which will be presented to City Council in February 2022. I:d9l'Is] ILIRi19 LIF Balancing the FY 2021-2022 Budget was a major challenge since the fiscal year operated under a radically different scenario from normal, pre-COVID fiscal years. While the organization was able to make the necessary adjustments to ensure that the General Fund and other major Funds ended the year in the black, considerable financial difficulties remain as the cost of providing services rise and the effects of COVID-19 continue to impact the local economy. The City will continue to focus its efforts on keeping local residents and businesses safe during an unprecedented global pandemic. Expenditures on employee retirement benefits will continue to rise as CaIPERS continues to phase in a lower discount rate and a lower their investment risk tolerance for the CalPERS portfolio. In addition, medical premiums are seeing significant increases for 2022. Other budgetary pressures are the rising inflationary pressures on goods and services purchased by the City and the rising costs of construction materials. Overall General Fund revenues at first quarter review are tracking in line with the adopted budget and trending higher than the same period from the prior year. Staff will continue monitoring revenues and expenditures and will report any changes to the budgeted estimates during the mid -year review which will occur in February. Proposed City Council Finance Committee In addition to the first quarter financial report, staff is recommending that City Council form a formal Finance Committee made up of two Council Members. Establishing a Finance Committee has become a Best Management Practice (BMP) in California. Some of the benefits include: • Provide City Management with an effective sound board for financial and budget issues; • Ensure that financial elements of the City remain in compliance with City Council's vision, mission, and strategic plan; • Act as an advisory body on financial operations and provide input during City's Biennial Budget process; • Provide input on prioritizing capital infrastructure projects and to remain in compliance with City Council direction; • Assist in quarterly review of City's fiscal operation on a quarterly basis; Page 384 of 403 1st Q Financial Review FY 2021-22 November 16, 2021 Page 11 of 11 As necessary, meet with the outside auditors to better understand the City's financial picture and to review staff implementation of any corrective measures of accounting or audit findings; and Review potential revenuie measures. If City Council is in agreement with the proposal, staff will bring back a report to form a Finance Committee with recommended bylaws in either December 2021 or January 2022. Page 385 of 403 {.,rVoy City Council Agenda Statement ELSEGUNDO Meeting Date: November 16, 2021 Agenda Heading: Staff Presentations Item Number: D.20 TITLE: Ordinance Adding Chapter 9 to Title 5 of the El Segundo Municipal Code Regarding Mandatory Organic Waste Disposal Reduction RECOMMENDATION: Waive the first reading and introduce an ordinance adding Chapter 9 to Title 5 of El Segundo Municipal Code regarding Mandatory Organic Waste Disposal Reduction. 2. Schedule the second reading for the December 7, 2021 City Council meeting. FISCAL IMPACT: There is no direct fiscal impact associated with adding this ordinance to the Municipal Code. Indirect cost of staff time will be absorbed via the City's adopted FY 2021-2022 Annual Budget. 7_[81:(r]:A1l1►113 In 2016, Governor Brown signed into law Senate Bill (SB) 1383, establishing methane emissions reduction targets in a statewide effort to reduce emissions of Short -Lived Climate Pollutants (SLCP) in various sectors of California's economy. SB 1383 is the state's most ambitious waste reduction law in the last 30 years and enacts the following targets to reduce organic waste in landfills: • Achieve a 50% reduction in the level of the statewide disposal of organic waste from the 2014 level by 2020 and a 75% reduction by 2025 • Recover at least 20% of currently disposed surplus food by 2025 SLCPs, including methane, adversely affect indoor and outdoor air quality. Methane emissions are more potent than carbon dioxide but live a short time in the atmosphere. Page 386 of 403 Mandatory Organic Waste Disposal Reduction Ordinance November 16, 2021 Page 2 of 3 The decomposition of organic waste in landfills is a significant source of methane emissions. Actions to reduce SLCPs are essential to address the many impacts of climate change on human health and the environment. Q 6*9111*4Is] ►F Since landfills are the third largest producer of methane, the state's SLCP strategy includes managing organic waste. Food scraps, green waste, paper, and cardboard are organic materials that account for a significant portion of California's overall waste stream. Increasing food waste prevention, encouraging edible food rescue, and expanding the composting and in -vessel digestion of organic waste will reduce methane from landfill operations. In addition to setting specific emissions reduction goals, SIB 1383 mandates cities and counties to: • Provide organic waste collection services for all residents and businesses • Develop and adopt an enforcement mechanism or ordinance by January 2022 • Establish an edible food recovery program • Update the City's procurement policy to purchase recycled paper content and recycled organic waste products (e.g., compost, mulch, and renewable natural gas) at a volume of 0.08 tons/resident • Provide outreach and education for generators, haulers, facilities, edible food recovery organizations, and municipal departments • Plan and secure access for recycling and edible food recovery capacity • Monitor compliance and conduct enforcement • Maintain accurate compliance records To meet the SIB 1383 regulations, jurisdictions throughout the State are required to adopt an ordinance or other similarly enforceable mechanism by January 1, 2022. The proposed ordinance will mandate that organic waste generators, haulers, and other entities subject to the requirements of SIB 1383 regulations and subject to the jurisdiction's authority, comply with SIB 1383 regulatory requirements. It will also help reduce food insecurity by requiring commercial edible food generators to arrange to have the maximum amount of their edible food, that would otherwise be disposed of, be recovered for human consumption. Page 387 of 403 Mandatory Organic Waste Disposal Reduction Ordinance November 16, 2021 Page 3 of 3 The proposed ordinance addresses the SB 1383 regulatory requirements the City needs to enforce on other entities, including requirements for generators to participate in organic waste collection programs; multi -family and business owners and property managers to support organic waste disposal reduction; commercial edible food generators to recover edible food through contracts or written agreements with food recovery organizations and services; and more. CITY STRATEGIC PLAN COMPLIANCE: Goal 2: Support Community Safety and Preparedness Objective: El Segundo is a safe and prepared city. Goal 4: Develop and Maintain Quality Infrastructure and Technology Objective 4A: El Segundo's physical infrastructure supports an appealing, safe and effective community. Objective 4B: El Segundo's technology supports effective, efficient, and proactive operations. PREPARED BY: Elias Sassoon, Public Works Director REVIEWED BY: Elias Sassoon, Public Works Director APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: Organic Waste Ordinance (SB 1383) Page 388 of 403 CITY OF EL SEGUNDO ORDINANCE NO. AN ORDINANCE ADDING CHAPTER 9 TO TITLE 5 OF THE EL SEGUNDO MUNICIPAL CODE REGARDING MANDATORY ORGANIC WASTE DISPOSAL REDUCTION THE CITY COUNCIL OF THE CITY OF EL SEGUNDO DOES ORDAIN AS FOLLOWS: SECTION 1. A new Chapter 9 entitled "Mandatory Organic Waste Disposal Reduction" is added to Title 5 (Health and Sanitation) of the El Segundo Municipal Code ("ESMC") to read as follows: "Chapter 9 MANDATORY ORGANIC WASTE DISPOSAL REDUCTION 5-9-1 Purpose. This chapter is adopted in accordance with Article XI, § 7 of the California Constitution and Public Resources Code § 40059 to protect public health, safety and well-being, to control the spread of vectors, and to limit sources of air pollution, noise and traffic within the City. This chapter is adopted to supplement and implement the legal requirements of AB 939 and, in particular, the SB 1383 Regulations. 5-9-2 Definitions. Unless the contrary is stated or clearly appears from the context, the following definitions govern the construction of the words and phrases used in this chapter. Words and phrases not given a meaning by this Chapter have the meaning set forth in the Act and the regulations promulgated to implement the Act, if defined therein, and if not, to the definitions found in RCRA and the regulations promulgated to implement RCRA, as amended, or in this code (see Chapter 5-2). References to an undesignated regulation are to Title 14 of the California Code of Regulations. "AB 939" or "Act" means the California Integrated Waste Management Act of 1989 codified in part at Public Resources Code, §§ 40000 et seq., as amended. "City Enforcement Official" means the city manager, or designee. "Commercial Business" or "Commercial" means a firm, partnership, Page 1 of 15 Page 389 of 403 City of Ell Segundo Ordinance No. Page 2 of 15 proprietorship, joint-stock company, corporation, or association, whether for -profit or nonprofit, strip mall, industrial facility, or a multifamily residential dwelling, or as otherwise defined in § 18982(a)(6). A Multi - Family Residential Dwelling that consists of fewer than five units is not a Commercial Business for purposes of implementing this chapter. "Commercial Edible Food Generator" includes a Tier One or a Tier Two Commercial Edible Food Generator as defined in this chapter or as otherwise defined in 18982(a)(73) and (a)(74). For the purposes of this definition, Food Recovery Organizations and Food Recovery Services are not Commercial Edible Food Generators pursuant to § 18982(a)(7). "Compliance Review" means a review of records by the city to determine compliance with this chapter. "Community Composting" means any activity that composts green material, agricultural material, food material, and vegetative food material, alone or in combination, and the total amount of feedstock and Compost on -site at any one time does not exceed 100 cubic yards and 750 square feet, as specified in § 17855(a)(4) or as otherwise defined by § 18982. "Compost" has the same meaning as in § 17896.2(a)(4), which stated, as of the effective date of this chapter, that "Compost" means the product resulting from the controlled biological decomposition of organic Solid Wastes that are Source Separated from the municipal Solid Waste stream, or which are separated at a centralized facility. "Compostable Plastics" or "Compostable Plastic" means plastic materials that meet the ASTM D6400 standard for compostability, or as otherwise described in § 18984.1 or § 18984.2. "Edible Food" means food intended for human consumption, or as otherwise defined in § 18982(a)(18). For purposes of this chapter or as otherwise defined in § 18982(a)(18), "Edible Food" is not Solid Waste if it is recovered and not discarded. Nothing in this chapter requires or authorizes the Recovery of Edible Food that does not meet the food safety requirements of the California Retail Food Code. "Designee" means the person designated by the city manager pursuant to § 18981.2(b). "Food Recovery" means actions to collect and distribute food for human consumption that otherwise would be disposed, or as otherwise defined in § 18982(a)(24). Page 390 of 403 City of Ell Segundo Ordinance No. Page 3 of 15 "Food Waste" means Food Scraps, Food -Soiled Paper, and Compostable Plastics. "Gray Container" has the same meaning as in § 18982(28). "Gray Container Waste" means Solid Waste that is collected in a Gray Container that is part of a three -container Organic Waste collection service that prohibits the placement of Organic Waste in the Gray Container as specified in § 18984.1(a) and (b), or as otherwise defined in § 17402(a)(6.5). "Green Container" has the same meaning as in § 18982(a)(29) and will be used for the purpose of storage and collection of Source Separated Green Container Organic Waste. "Multi -Family Residential Dwelling" or "Multi -Family" means of, from, or pertaining to residential premises with five or more dwelling units. Multi - Family premises do not include hotels, motels, or other transient occupancy facilities, which are considered Commercial Businesses. "RCRA" means the Resource Conservation and Recovery Act as set forth at 42 U.S.C. §§ 6901, et seq., as amended. "SB 1383" means Senate Bill 1383 of 2016 approved by the Governor on September 19, 2016, which added Health and Safety Code §§ 39730.5, 39730.6, 39730.7, and 39730.8 and added Public Resources Code Chapter 13.1 (commencing with § 42652), establishing methane emissions reduction targets in a Statewide effort to reduce emissions of short-lived climate pollutants as amended, supplemented, superseded, and replaced from time to time. "SB 1383 Regulations" or "SB 1383 Regulatory" means or refers to, for the purposes of this chapter, the Short -Lived Climate Pollutants: Organic Waste Reduction regulations found at Titles 14 (Chapter 12) and 27 of the California Code of Regulations. "Single -Family" means of, from, or pertaining to any residential premises with fewer than five units. "Source Separated Green Container Organic Waste" means Source Separated Organic Waste that can be placed in a Green Container that is specifically intended for the separate collection of Organic Waste by the generator, excluding Source Separated Blue Container Organic Waste, carpets, Non-Compostable Paper, and textiles. Page 391 of 403 City of El Segundo Ordinance No. Page 4 of 15 "Source Separated Recyclable Materials" means Source Separated Non - Organic Recyclables and Source Separated Blue Container Organic Waste. 5-9-3 Requirements for Single -Family Generators. Except as otherwise provided for Self -Haulers, Single -Family Organic Waste Generators must: A. Subscribe to Organic Waste collection services for all generated Organic Waste. City may review the number and size of a generator's containers to evaluate adequacy of capacity provided for each type of collection service for proper separation of materials and containment of materials. Single - Family generators must adjust their collection service level as directed by the City to maintain a level of service that is consistent with the purpose of this chapter. Generators must manage their Organic Waste by preventing or reducing their Organic Waste, managing Organic Waste on site, and/or using a Community Composting site pursuant to § 18984.9(c). B. Participate in the Organic Waste collection service by placing designated materials in designated containers as described below. It is unlawful to place Prohibited Container Contaminants in collection containers. C. Generators must Place Source Separated Green Container Organic Waste, including Food Waste, in the Green Container; 2. Place Source Separated Recyclable Materials in the Blue Container; and 3. Place Gray Container Waste in the Gray Container. D. It is unlawful for Generators to place materials designated for the Gray Container into the Green Container or Blue Container. 5-9-4 Requirements for Commercial Businesses and Multi -Family Residential Dwellings. A. Except as provided for Self -Haulers, all generators that are Commercial Businesses or Multi -Family Residential Dwellings must subscribe to City's three container collection services and comply with requirements of those services as described below. Page 392 of 403 City of El Segundo Ordinance No. Page 5 of 15 B. City may review the number and size of a generator's containers and frequency of collection to evaluate adequacy of capacity provided for each type of collection service for proper separation of materials and containment of materials. C. Commercial Businesses and Multi -Family Residential Dwellings must adjust their collection service level as directed by the City to maintain a level of service that is consistent with the purpose of this chapter and to avoid adverse impacts to public health, safety or welfare. D. Commercial Businesses and Multi -Family Residential Dwellings must participate in the City's Organic Waste collection service by placing designated materials in designated containers as follows: Place Source Separated Green Container Organic Waste, including Food Waste, in the Green Container; 2. Place Source Separated Recyclable Materials in the Blue Container; and 3. Place Gray Container Waste in the Gray Container. Generator must not place materials designated for the Gray Container into the Green Container or Blue Container. E. Commercial Businesses and Multi -Family Residential Dwellings must supply, and allow, employees, contractors, tenants, and customers unfettered access to collection containers of adequate number and size, consistent with City's Blue Container, Green Container, and Gray Container collection service or, if self -hauling, per the Commercial Businesses' instructions to support its compliance with its self -haul program. All collection containers must be labeled or colored as set forth below. F. Commercial Businesses and Multi -Family Residential Dwellings must provide containers for the collection of Source Separated Green Container Organic Waste and Source Separated Recyclable Materials in all indoor and outdoor areas where disposal containers are provided for customers to deposit materials generated by that business. Such containers do not need to be provided in restrooms. If a Commercial Business does not generate any of the materials that would be collected in one type of container, then the business does not have to provide that particular container in all areas where disposal containers are provided for customers. G. Pursuant to § 18984.9(b), the containers provided by the business must have either: Page 393 of 403 City of Ell Segundo Ordinance No. Page 6 of 15 A body or lid that conforms with the container colors provided through the collection service provided by City, with either lids conforming to the color requirements or bodies conforming to the color requirements or both lids and bodies conforming to color requirements. A Commercial Business is not required to replace functional containers, including containers purchased before January 1, 2022, that do not comply with the requirements of this subsection before the end of the useful life of those containers, or before January 1, 2036, whichever comes first. 2. Container labels that include language or graphic images, or both, indicating the primary material accepted and the primary materials prohibited in that container, or containers with imprinted text or graphic images that indicate the primary materials accepted and primary materials prohibited in the container. Pursuant § 18984.8, the container labeling requirements are required on new containers commencing January 1, 2022. H. Multi -Family Residential Dwellings are not required to comply with container placement requirements or labeling requirements pursuant to § 18984.9(b). Commercial Businesses must, to the extent practicable, prohibit employees from placing materials in a container not designated for those materials per the City's Blue Container, Green Container, and Gray Container collection service or, if self -hauling, per the Commercial Businesses' instructions to support its compliance with its self -haul program. Commercial Businesses must periodically inspect Blue Containers, Green Containers, and Gray Containers for contamination and inform employees if containers are contaminated and of the requirements to keep contaminants out of those containers pursuant to § 18984.9(b)(3). K. Commercial Businesses must annually provide information to employees, contractors, tenants, and customers about Organic Waste Recovery requirements and about proper sorting of Source Separated Green Container Organic Waste and Source Separated Recyclable Materials. L. Commercial Businesses must provide education information before or within 14 days of occupation of the premises to new tenants that describes requirements to keep Source Separated Green Container Organic Waste and Source Separated Recyclable Materials separate from Gray Container Waste (when applicable) and the location of containers and the rules governing their use at each property. M. Commercial Businesses must provide or arrange access for City or Page 394 of 403 City of Ell Segundo Ordinance No. Page 7 of 15 Designee to their properties during all Inspections conducted in accordance with this chapter to confirm compliance with the requirements of this chapter. N. If a Commercial Business wants to self -haul, it must meet the Self -Hauler requirements in this chapter. O. Nothing in this Section prohibits a generator from preventing or reducing waste generation, managing Organic Waste on site, or using a Community Composting site pursuant to § 18984.9(c). P. Commercial Businesses that are Tier One or Tier Two Commercial Edible Food Generators must comply with Food Recovery requirements. 5-9-5 De Minimis Waivers for Generators. A. The City may waive a Commercial Business's obligation (including Multi - Family Residential Dwellings) to comply with some or all of the Organic Waste requirements of this chapter if the Commercial Business provides documentation that the business generates below a certain amount of Organic Waste material as described below. B. Commercial Businesses requesting a de minimis waiver must submit an application specifying the services that they are requesting a de minimis waiver for and provide the following documentation: The Commercial Business's total Solid Waste collection service is two cubic yards or more per week and Organic Waste subject to collection in a Blue Container or Green Container comprises less than 20 gallons per week per applicable container of the business' total waste; or 2. The Commercial Business' total Solid Waste collection service is less than two cubic yards per week and Organic Waste subject to collection in a Blue Container or Green Container comprises less than 10 gallons per week per applicable container of the business's total waste. C. Notify City if circumstances change such that Commercial Business's Organic Waste exceeds the threshold required for de minimis waiver, in which case the waiver will be rescinded. D. Acknowledge that if the City obtains information at any time that the Commercial Business is exceeding the organic waste thresholds for the de minimis waiver, that the City will rescind waiver. Page 395 of 403 City of El Segundo Ordinance No. Page 8 of 15 E. At least every five years after receiving a de minimis waiver, allow the City to conduct an inspection for the purpose of verifying continued eligibility for the de minimis waiver. 5-9-6 Physical Space Waivers. A. City may waive a Commercial Business's or property owner's obligations (including Multi -Family Residential Dwellings) to comply with some or all of the Organic Waste collection service requirements of this code if the Commercial Business or property owner provides documentation, or the City obtains evidence, from a hauler, California licensed architect, or California licensed engineer demonstrating that the premises lacks adequate space for the collection containers required for compliance with this chapter. B. A Commercial Business or property owner must request a physical space waiver through the following process: Submit an application form specifying the type(s) of collection services for which a waiver is requested. 2. Provide documentation that the premises lacks adequate space. 3. If City grants a waiver, allow access by a Designee to verify the ongoing need for a waiver. 5-9-7 Requirements for Commercial Edible Food Generators. A. Tier One Commercial Edible Food Generators must comply with the requirements of this section commencing January 1, 2022, and Tier Two Commercial Edible Food Generators must comply commencing January 1, 2024. B. Large Venue or Large Event operators not providing food services, but allowing for food to be provided by others, must require Food Facilities operating at the Large Venue or Large Event to comply with the requirements of this section commencing January 1, 2024. C. Commercial Edible Food Generators must: Arrange to recover the maximum amount of Edible Food that would otherwise be disposed. 2. Contract with, or enter into a written agreement with, Food Recovery Organizations or Food Recovery Services for: (i) the collection of Edible Food for Food Recovery; or (ii) acceptance of Page 396 of 403 City of Ell Segundo Ordinance No. Page 9 of 15 the Edible Food that the Commercial Edible Food Generator self - hauls to the Food Recovery Organization for Food Recovery. 3. Allow City Enforcement Officials, upon reasonable notice, to access the premises and review records pursuant to § 18991.4. D. Additionally, Commercial Edible Food Generators must keep, for a minimum period of five years, records that includes the documentation, contacts, and such additional information needed to comply with § 18991.3(b) on forms provided by the City or Designee. E. Not later than March 31 st of each year commencing no later than February 1, 2023 for Tier One Commercial Edible Food Generators and February 1, 2025 for Tier Two Commercial Edible Food Generator, provide an annual Food Recovery report to the City that includes the following information: A copy of all contracts or written agreements established under § 18991.3(b). 2. The quantity of food, measured in annual pounds recovered, collected or self -hauled to a Food Recovery Service or Food Recovery Organization for Food Recovery. 3. The name, address and contact information of the Food Recovery Service or Food Recovery Organization. F. Nothing in this chapter will be construed to limit or conflict with the protections provided by the California Good Samaritan Food Donation Act of 2017, the Federal Good Samaritan Act, or share table and school food donation guidance pursuant to Senate Bill 557 of 2017. 5-9-8 Requirements for Food Recovery Organizations and Services. A. A Food Recovery Service that has established a contract or written agreement to collect or receive Edible Food directly from Commercial Edible Food Generators must keep, for a minimum period of five years, records that includes the documentation, contacts, and such additional information needed to comply with § 18991.5 on forms provided by the City or Designee. B. No later than March 31 st of each year, commencing March 31, 2023 Food Recovery Organizations and Food Recovery Services that have their primary address physically located in the City and contract with or have written agreements with one or more Commercial Edible Food Generators pursuant to § 18991.3(b) must report to the City the total pounds of Edible Food recovered in the previous calendar year from the Tier One and Tier Page 397 of 403 City of El Segundo Ordinance No. Page 10 of 15 Two Commercial Edible Food Generators they have established a contract or written agreement with pursuant to § 18991.3(b). C. In order to support Edible Food Recovery capacity planning assessments or other studies conducted by the City Food Recovery Services and Food Recovery Organizations operating in the City must provide information and consultation to the City, upon request, regarding existing, or proposed new or expanded, Food Recovery capacity that could be accessed by the City and its Commercial Edible Food Generators. A Food Recovery Service or Food Recovery Organization contacted by the City must respond to such request for information within 60 days unless a shorter timeframe is otherwise specified by the City. 5-9-9 Requirements for Haulers and Facility Operators. A. An exclusive franchised hauler or permitted hauler providing residential, Commercial, or industrial Organic Waste collection services to generators within the City's boundaries must meet the following requirements and standards as a condition of approval of a contract, agreement, or other authorization with the City to collect Organic Waste: Through written notice to the City annually on or before March 15tn identify the facilities to which they will transport Organic Waste including facilities for Source Separated Recyclable Materials and Source Separated Green Container Organic Waste. 2. Transport Source Separated Recyclable Materials, Source Separated Green Container Organic Waste to a facility, operation, activity, or property that recovers Organic Waste. 3. Obtain approval from the City to haul Organic Waste, unless it is transporting Source Separated Organic Waste to a Community Composting site or lawfully transporting C&D in a manner that complies with § 18989.1 or other applicable law including this code. B. Owners of facilities, operations, and activities that recover Organic Waste, including, without limitation, Compost facilities, in -vessel digestion facilities, and publicly -owned treatment works must, upon City request, provide information regarding available and potential new or expanded capacity at their facilities, operations, and activities, including information about throughput and permitted capacity necessary for planning purposes. Entities contacted by the City must respond within 60 days after a request is sent by the City. C. Community Composting operators, upon City request, will provide Page 398 of 403 City of El Segundo Ordinance No. Page 11 of 15 information to the City to support Organic Waste capacity planning, including, without limitation, an estimate of the amount of Organic Waste anticipated to be handled at the Community Composting operation. Entities contacted by the City must respond within 60 days after a request is sent by the City. 5-9-10 Requirements for Self -Haulers of Organic Waste. A. Self -Haulers must source separate all recyclable materials and Organic Waste (materials that City otherwise requires generators to separate for collection in the City's organics and recycling collection program) generated on site from Solid Waste in a manner consistent with §§ 18984.1 and 18984.2, or must haul Organic Waste to a High Diversion Organic Waste Processing Facility as required by § 18984.3. B. Self -Haulers must haul their Source Separated Organic Waste to a Solid Waste facility, operation, activity, or property that processes or recovers Source Separated Organic Waste. C. Self -Haulers must keep a record of the amount of Organic Waste delivered to each Solid Waste facility, operation, activity, or property that processes or recovers Organic Waste; these records must be kept for a minimum of five years and are subject to Inspection by the City upon request. The records must include the following information: Delivery receipts and weight tickets from the entity accepting the waste. 2. The amount of material in cubic yards or tons transported by the generator to each entity. 3. If the material is transported to an entity that does not have scales on -site or employs scales incapable of weighing the Self-Hauler's vehicle in a manner that allows it to determine the weight of materials received, the Self -Hauler is not required to record the weight of material but must keep a record of the entities that received the Organic Waste. D. Except for a residential Organic Waste Generator that self -hauls Organic Waste, Self -Haulers that are Commercial Businesses (including Multi -Family Self -Haulers) must provide any information required by City within 60 days after City sends the request. Page 399 of 403 City of Ell Segundo Ordinance No. Page 12 of 15 5-9-11 Procurement Requirements for City Departments, Direct Service Providers, and Vendors. A. City's direct service providers must comply with the City's Recovered Organic Waste Product and Recycled -Content Paper procurement policy. B. All vendors providing Paper Products and Printing and Writing Paper must: If fitness and quality are equal, provide Recycled -Content Paper Products and Recycled -Content Printing and Writing Paper that consists of at least 30 percent, by fiber weight, postconsumer fiber instead of non -recycled products whenever recycled Paper Products and Printing and Writing Paper are available at the same or lesser total cost than non -recycled items or at a total cost of no more than 10% of the total cost for non -recycled items. 2. Provide Paper Products and Printing and Writing Paper that meet Federal Trade Commission recyclability standard as defined in 16 Code of Federal Regulations (CFR) § 260.12 (January 1, 2013). 3. Certify in writing, under penalty of perjury, the minimum percentage of postconsumer material in the Paper Products and Printing and Writing Paper offered or sold to the City. This certification requirement may be waived if the percentage of postconsumer material in the Paper Products, Printing and Writing Paper, or both can be verified by a product label, catalog, invoice, or a manufacturer or vendor internet website. 4. Certify in writing, on invoices or receipts provided, that the Paper Products and Printing and Writing Paper offered or sold to the City is eligible to be labeled with an unqualified recyclable label as defined in 16 Code of Federal Regulations (CFR) § 260.12 (January 1, 2013). 5. Provide records to the City's Recovered Organic Waste Product procurement recordkeeping Designee, in accordance with the City's Recycled -Content Paper procurement policy(ies) of all Paper Products and Printing and Writing Paper purchases within 30 days of the purchase (both recycled -content and non -recycled content, if any is purchased) made by any division or department or employee of the City. Records must include a copy (electronic or paper) of the invoice or other documentation of purchase, written certifications as required by this chapter for recycled -content purchases, purchaser name, quantity purchased, date purchased, and recycled content (including products that contain none), and if non -recycled content Page 400 of 403 City of Ell Segundo Ordinance No. Page 13 of 15 Paper Products or Printing and Writing Papers are provided, include a description of why Recycled -Content Paper Products or Printing and Writing Papers were not provided. 5-9-12 Inspections and Investigations by City. Designees are authorized to conduct inspections and investigations, at random or otherwise, of any collection container, collection vehicle loads, or transfer, processing, or disposal facility for materials collected from generators, or Source Separated materials to confirm compliance with this chapter by Organic Waste Generators, Commercial Businesses (including Multi -Family Residential Dwellings), property owners, Commercial Edible Food Generators, haulers, Self -Haulers, Food Recovery Services, and Food Recovery Organizations, subject to applicable laws. 5-9-13 Enforcement. Subject to the requirements of § 18995.4 including, without limitation, the need for a 60-day compliance period after issuing a Notice of Violation, the City may enforce this chapter in accordance with applicable law including, without limitation, ESMC Chapters 1-2, 1-2A, and 5-2." SECTION 2: Education Period for Noncompliance. Beginning January 1, 2022 and through December 31, 2023, City or Designee will conduct Inspections, Route Reviews or waste evaluations, and Compliance Reviews, depending upon the type of regulated entity, to determine compliance with this Ordinance. If City determines that Organic Waste Generator, Self -Hauler, hauler, Tier One Commercial Edible Food Generator, Food Recovery Organization, Food Recovery Service, or other entity is not in compliance, it will provide educational materials to the entity describing its obligations under this chapter and a notice that compliance is required by January 1, 2022, and that violations may be subject to administrative civil penalties starting on January 1, 2024. Beginning January 1, 2024, the City may enforce the ESMC in accordance with ESMC Chapters 1-2, 1-2A, and 5-2. SECTION 3. Environmental Review. This Ordinance was reviewed pursuant to the California Environmental Quality Act (Public Resources Code §§ 21000, et seq., "CEQA") and the regulations promulgated thereunder (14 Cal. Code of Regulations §§15000, et seq., the "CEQA Guidelines"). Based upon that review, this Ordinance is exempt from further review pursuant to CEQA Guidelines §15061(b)(3) because it can be seen with certainty that there is no possibility that the Ordinance may have a significant effect on the environment. SECTION 4. Electronic Signatures. This Ordinance may be executed with electronic signatures in accordance with Government Code §16.5. Such electronic Page 401 of 403 City of El Segundo Ordinance No. Page 14 of 15 signatures will be treated in all respects as having the same effect as an original signature. SECTION 5. Construction. This Ordinance must be broadly construed to achieve the purposes stated in this Ordinance. It is the City Council's intent that the provisions of this Ordinance be interpreted or implemented by the City and others in a manner that facilitates the purposes set forth in this Ordinance. SECTION 6. Enforceability. Repeal or amendment of any provision of the MPMC will not affect any penalty, forfeiture, or liability incurred before, or preclude prosecution and imposition of penalties for any violation occurring before this Ordinance's effective date. Any such repealed part will remain in full force and effect for sustaining action or prosecuting violations occurring before the effective date of this Ordinance. SECTION 7. Severability. If any part of this Ordinance or its application is deemed invalid by a court of competent jurisdiction, the city council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Ordinance are severable. SECTION 8. Recording. The City Clerk is directed to certify the passage and adoption of this Ordinance; cause it to be entered into the city of El Segundo's book of original ordinances; make a note of the passage and adoption in the records of this meeting; and, within 15 days after the passage and adoption of this Ordinance, cause it to be published or posted in accordance with California law. SECTION 9. Execution. The Mayor, or presiding officer, is hereby authorized to affix his signature to this Ordinance signifying its adoption by the City Council of the City of El Segundo, and the City Clerk, or duly appointed deputy, is directed to attest thereto. SECTION 10. Effectiveness. This Ordinance will take effect on the 30th day following its final passage and adoption. It may be enforced commencing on January 1, 2022. ORDINANCE NO. HAD ITS FIRST READING ON , ITS SECOND READING ON , AND WAS DULY PASSED, APPROVED, AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF EL SEGUNDO AT ITS REGULAR MEETING OF Drew Boyles, Mayor ATTEST: Page 402 of 403 City of El Segundo Ordinance No. Page 15 of 15 Tracy Weaver, City Clerk APPROVED AS TO FORM: Mark Hensley, City Attorney Page 403 of 403