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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."
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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.
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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
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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.
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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.
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(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.
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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Page 52 of 403
Location Map
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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
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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)
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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";
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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
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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
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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)
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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
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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)
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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.
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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
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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)
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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
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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
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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
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Do not duplicate or distribute without prior written permission Adopted:
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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:
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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
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Second Reading of Ordinance (EA-1240 and ZTA 18-07)
November 16, 2021
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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
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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;
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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).
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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.
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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
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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.
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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.
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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:
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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.
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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.
■
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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:
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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.
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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.
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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,
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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
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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'),
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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
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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
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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.
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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
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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
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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:
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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
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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
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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
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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:
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_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
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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
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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
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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:
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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
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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
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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
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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
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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.
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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.
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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.
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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;
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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:
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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.
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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:
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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:
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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.
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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.
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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
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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
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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
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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
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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:
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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
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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.
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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
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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
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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
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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
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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
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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.
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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
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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
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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.
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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.
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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.
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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.
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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
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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
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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
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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
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4.0
2.0
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any ate sty V 'Y "b ate lb lb lb lb any lb 1b 1b Z b -1
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■ 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)
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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
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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
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r~ rm
�� �.
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f IF
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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
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•
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•
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Community/Public
E
8
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m «
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' 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
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uantity. I <ot+o�.
onsocrField,
•
1I
e p'rarily closed
r
1
I -i Jos' Center �uJ. � I I
c -
�
y , �
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1
r
1 1
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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
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Page 351 of 403
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{.,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
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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
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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.
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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..
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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)
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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,
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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).
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"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.
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"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.
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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:
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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
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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.
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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
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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
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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
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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.
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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
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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
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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:
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Tracy Weaver, City Clerk
APPROVED AS TO FORM:
Mark Hensley, City Attorney
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