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2023 Mar 07 - CC PACKETAGENDA
EL SEGUNDO CITY COUNCIL
REGULAR MEETING
TUESDAY, MARCH 7, 2023
4.00 PM CLOSED SESSION
6.00 PM OPEN SESSION
CITY COUNCIL CHAMBER
350 MAIN STREET, EL SEGUNDO, CA 90245
Drew Boyles, Mayor
Chris Pimentel, Mayor Pro Tern
Carol Pirsztuk, Council Member
Lance Giroux, Council Member
Ryan W. Baldino, Council Member
Tracy Weaver, City Clerk
Matthew Robinson, City Treasurer
Executive Team
Darrell George, City Manager Mark Hensley, City Attorney
Barbara Voss, Deputy City Manager Joe Lillio, Chief Financial Officer
Jaime Bermudez, Police Chief Deena Lee, Fire Chief
Michael Allen, Community Development Dir. Rebecca Redyk, HR Director
Jose Calderon, IT Director Elias Sassoon, Public Works Dir.
Aly Mancini, Recreation, Parks & Library Dir.
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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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
,,ca,1l, e.q..!�..!2 , ,,,,.2.!q„ 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.
Those wishing to address the City Council are requested to complete and submit to the
City Clerk a "Speaker Card" located at the Council Chamber entrance. You are not
required to provide personal information in order to speak, except to the extent
necessary for the City Clerk to call upon you, properly record your name in meeting
minutes and to provide contact information for later staff follow-up, if appropriate.
In compliance with the Americans with Disabilities Act, if you need special
assistance to participate in this meeting, please contact the City Clerk's Office at
310-524-2305. Notification 48 hours prior to the meeting will enable the City to
make reasonable arrangements to ensure accessibility to this meeting.
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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
Appoint Darrell George, City Manager and Mark Hensley, City Attorney, as Real
Property Negotiators for Wyle Park located at the corner of Franklin Avenue and
Maryland Street, El Segundo CA 90245 (Assessor Parcel Numbers: 4135-027-
023, 006,007, 008, 009, 010, 011, 032, 033, 034, 035, 036, 025, 024) for
recreation and open space purpose)
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 — EXISTING LITIGATION (GOV'T CODE
§54956.9(D)(1): -9- MATTER(S)
1. Scott O'Connor (City Police Officer) v. City of El Segundo, United States
District Court (Central District of California), Civil Case No. 2-20-CV-0311
DMG (PLAx).
2. Scott Martinez (Retired City Fire Fighter) v. City of El Segundo, Los Angeles
Superior Court Case No. 21ST CV10637.
3. James Tulette (Retired City Fire Fighter) v. City of El Segundo, Los Angeles
Superior Court, Case No. 205T, CV44025.
4. Shawn Bonfield Retired (City Fire Department Battalion Chief) v. City of El
Segundo, Los Angeles Superior Court Case no. 20ST CV48677.
5. William Hatcher (Retired El Segundo Fire Fighter) v. City of El Segundo, Los
Angeles Superior Court, Case No. 21ST CV37399.
6. Richard Towne (Retired El Segundo Fire Fighter) v. City of El Segundo, Los
Angeles Superior Court, Case No. 21ST CV19113.
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7. Rebecca Smith (Former Non -Sworn Police Department Employee) v. City of
El Segundo - Binding Arbitration Personnel Case.
8. Amy McDaniels (Non -Sworn Police Department Employee) v. City of El
Segundo - Binding Arbitration Personnel Case.
9. Brent Beardmore (City Police Officer) v. City of El Segundo, Los Angeles
Superior Court Case No. 22STCV25047.
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code §54956.9(d) (2) and (3).
-1- matter.
Government Tort Claim by Keith Puckett
Initiation of litigation pursuant to Government Code §54956.9(c): -1- matter.
DISCUSSION OF PERSONNEL MATTERS (GOV'T CODE §54957): -0- MATTER(S)
APPOINTMENT OF PUBLIC EMPLOYEE (GOV'T. CODE § 54957): -0 MATTER(S)
PUBLIC EMPLOYMENT (GOV'T CODE § 54957) -0- MATTER(S)
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (GOV'T CODE §54957.6): -7-
MATTER(S)
1. Employee Organizations: Police Officers' Association (POA), Fire Fighters'
Association (FFA), Supervisory Professional Employee Association (SPEA),
Professional Support Services Employee Association (PSSEA), City
Employees' Association (CEA), Police Managers' Association (PMA), and
Management Confidential.
Representative: City Manager, Darrell George, Human Resources Director,
Rebecca Redyk, Laura Droltz Kalty, and Alex Volberding.
CONFERENCE WITH REAL PROPERTY NEGOTIATOR (GOV'T CODE §54956.8): -
1- MATTER(S)
Wyle Park - Corner of Franklin Avenue and Maryland Street, El Segundo CA 90245
(Assessor Parcel Numbers: 4135-027-023, 006,007, 008, 009, 010, 011, 032, 033,
034, 035, 036, 025, 024)
Real Property Negotiators: Darrell George, City Manager and Mark Hensley, City
Attorney
Owner: Wyle Laboratories
6:00 PM — CONVENE OPEN SESSION — CALL TO ORDER / ROLL CALL
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INVOCATION — Jonathon Elmore, The Bridge Church
PLEDGE OF ALLEGIANCE — Council Member Giroux
SPECIAL PRESENTATIONS
2. Women's History Month
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)
• Hyperion Water Reclamation Plant Update
A. PROCEDURAL MOTIONS
Read All Ordinances and Resolutions on the Agenda by Title Only
Recommendation -
Approval
B. CONSENT
3. City Council Meeting Minutes
Recommendation -
1. Approve Regular City Council meeting minutes of February 21, 2023 and
Special City Council meeting minutes of February 22, 2023.
2. Alternatively, discuss and take other action related to this item.
4. Warrant Demand Register for January 23, 2023 through February 19, 2023
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 15A, 15B and 16A: warrant
numbers 3044225 through 3044479, and 9002796 through 9002828. The
wire transfers for the dates January 30, 2023, through February 5, 2023,
will be included for the next City Council meeting.
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3. Alternatively, discuss and take other action related to this item.
5. Ordinances Amending El Segundo Municipal Code Title 15 (Zoning) to
Establish Regulations for the State Density Bonus, Transitional and
Supportive Housing, and Micro -Units
Recommendation -
Waive second reading and adopt three ordinances amending El Segundo
Municipal Code ("ESMC") Title 15 to establish regulations for the State
Density Bonus, Transitional and Supportive Housing, and Micro -Units
and find they are exempt under the California Environmental Quality Act
("CEQA") pursuant to CEQA Guidelines § 15061(b)(3)) because they do
not approve any particular development project, they consist only of
minor revisions to existing zoning regulations and related procedures,
and they do not have the potential for causing a significant effect on the
environment.
2. Alternatively, discuss and take other action related to this item.
6. Approve Plans and Specifications for FY 2022-23 Annual Concrete
Improvements Project
Recommendation -
1. Adopt a resolution to approve plans and specifications for the FY 2022-
23 Annual Concrete Improvements Project No. PW 22-17.
2. Authorize staff to advertise the project for construction.
3. Alternatively, discuss and take other action related to this item.
7. Main Street / Imperial Highway Monument Entry Feature Sign Project
Recommendation -
1. Adopt a resolution authorizing the Public Works Director, or designee, to
approve the plans and specifications for the construction of Main Street /
Imperial Highway Monument Entry Feature Sign Project (No. PW 23-04),
pursuant to Government Code § 830.6 and El Segundo Municipal Code
Section 1-7C-11.
2. Authorize staff to advertise the project for construction bids.
3. Alternatively, discuss and take other action related to this item.
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8. Notice of Completion for the Sewer Main Closed Circuit Television
Inspection Project
Recommendation -
1. Accept the Sewer Main Closed Circuit Television Inspection Project,
Project No. PW 21-12, by Empire Pipe Cleaning and Equipment and
deem the project complete.
2. Authorize the City Clerk to file a Notice of Completion with the County
Recorder's Office.
3. Alternatively, discuss and take other action related to this item.
9. Notice of Completion for Water Main Improvements on Grand Avenue
Project
Recommendation -
1. Accept Water Main Improvements on Grand Avenue Project, Project No.
PW 21-05, by Stephen Doreck Equipment Rentals, Inc. as complete.
2. Authorize the City Clerk to file a Notice of Completion with the County
Recorder's Office.
3. Alternatively, discuss and take other action related to this item.
10. Resolution Adopting Updated Records Retention Schedule
Recommendation -
Adopt the proposed Resolution to update the City's records retention
schedule.
2. Alternatively, discuss and take other action related to this item.
11. Amendment to Agreement with Waterline Technologies, Inc. to Add an
Additional $50,000 for the Purchase of Needed Pool Chemicals and Waive
Bidding Requirements
Recommendation -
1. Authorize the City Manager to execute an amendment to Contract No.
6467 with Waterline Technologies, Inc. to add an additional $50,000 for
the purchase of pool chemicals and waive bidding requirements pursuant
to El Segundo Municipal Code § 1-7-9(A).
2. Alternatively, discuss and take other action related to this item.
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12. 2023 Legislative Platform
Recommendation -
1. Approve the 2023 Legislative Platform.
2. Alternatively, discuss and take other action related to this item.
C. PUBLIC HEARINGS
D. STAFF PRESENTATIONS
13. Smokv Hollow Parkina Pilot Proiect Plan Adoption
Recommendation -
1. Adopt a resolution to approve plans and specifications for Smoky Hollow
Parking Pilot Project No. PW 23-05.
2. Authorize staff to advertise the project for construction.
3. Alternatively, discuss and take other action related to this item.
E. COMMITTEES, COMMISSIONS AND BOARDS PRESENTATIONS
14. Announce Appointment to the Planning Commission
Recommendation -
1. Announce appointment.
2. Alternatively, discuss and take other action related to this item.
F. REPORTS - CITY CLERK
G. REPORTS - CITY TREASURER
H. REPORTS - COUNCIL MEMBERS
COUNCIL MEMBER BALDINO
COUNCIL MEMBER GIROUX
15. Discussion of Possibly Restructuring the Makeup of the Aquatics
Subcommittee
Recommendation -
1. Discuss possibly restructuring the makeup of the Aquatics
Subcommittee.
2. Alternatively, discuss and take other action related to this item.
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COUNCIL MEMBER 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)
MEMORIALS
ADJOURNMENT
POSTED:
DATE: March 2, 2023
TIME: 10:00 AM
BY: Tracy Weaver, City Clerk
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MEETING MINUTES OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, FEBRUARY 21, 2023
CLOSED SESSION — Mayor Pro Tern Pimentel called the meeting to order at 5.00 PM
due to a lack of quorum at 4.00 PM
ROLL CALL
Mayor Boyles -
Present via teleconference
Mayor Pro Tern Pimentel -
Present
Council Member Pirsztuk -
Present
Council Member Giroux -
Present
Council Member Baldino -
Present
PUBLIC COMMUNICATION — (Related to City Business Only — 5-minute limit per
person, 30-minute limit total) None
SPECIAL ORDER OF BUSINESS-
1. Appoint Alex Volberding as Labor Negotiator for the City Employees' Association
and Laura Droltz Kalty as Labor Negotiator for the Police Officers' Association.
MOTION by Council Member Baldino, SECONDED by Council Member Pirsztuk
appointing Alex Volberding and Laura Droltz Kalty as Labor Negotiators. MOTION
PASSED BY A VOTE. 3/0 Pimentel Pirsztuk Baldino
Mayor Pro Tern Pimentel announced that Council would be meeting in closed session
pursuant to the items listed on the Agenda. MOTION PASSED BY UNANIMOUS
VOICE VOTE. 5/0
CONFERENCE WITH CITY'S LABOR NEGOTIATOR (GOV'T CODE §54957.6): -7-
MATTER(S)
1. Employee Organizations: Fire Fighters Association (FFA), Police Officers
Association (POA), Supervisory Professional Employee Association (SPEA),
Professional Support Services Employee Association (PSSEA), City Employees'
Association (CEA), Police Managers' Association (PMA), and Management
Confidential.
Representative: City Manager, Darrell George, Human Resources Director, Rebecca
Redyk. Laura Droltz Kalty and Alex Volberding.
Adjourned at 5.55 PM
OPEN SESSION — Mayor Pro Tern Pimentel called to order at 6.03 PM
EL SEGUNDO CITY COUNCIL MEETING MINUTES
FEBRUARY 21, 2023
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ROLL CALL
Mayor Boyles -
Present — Via Teleconference
Mayor Pro Tern Pimentel -
Present
Council Member Pirsztuk -
Present
Council Member Giroux -
Present
Council Member Baldino -
Present
INVOCATION — Pastor Rob McKenna, The Bridge Church
PLEDGE OF ALLEGIANCE — Council Member Pirsztuk
SPECIAL PRESENTATIONS:
1. Elyse Beardsley, Chair of the Board, El Segundo Chamber of Commerce,
announced the 2022 Holiday Parade Winners.
2. Roz Templin, Library Assistant, announced "Women of the West: A Live Concert
Celebration of Women's History Month" will be held at the El Segundo
Performing Arts Center on Saturday, March 4, 2023.
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5-minute limit per
person, 30-minute limit total)
Mike Harriel, LA Region Manager for Public Affairs with the Gas Company, gave an
update on the winter gas bills.
Kyle Patterson, non-resident, Carpenter's Union, commented on item D14.
Anya Goldstein, resident and SWEAT Equity Alliance member, commented on item
#E17.
Greg Maechling, resident, commented Raytheon Field regarding the ESLL usage.
Chris Eidem, resident, commented on El Segundo's Skatepark.
John Pickhaver, resident and SWEAT Equity Alliance member, commented on item
#E17.
Eric Petterson, resident, and restaurant owner, commented on development at the north
portion of Main Street.
CITY MANAGER FOLLOW-UP COMMENTS:
Darrell George, City Manager gave an update on the Hyperion Water Reclamation Plant
and responded to several commenters in response to their comments.
A. Read all Ordinances and Resolutions on the Agenda by Title Only.
MOTION by Council Member Giroux, SECONDED by Council Member Baldino to read
all ordinances and resolutions on the agenda by title only. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
EL SEGUNDO CITY COUNCIL MEETING MINUTES
FEBRUARY 21, 2023
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B. CONSENT:
3. Approve Special City Council meeting minutes of February 3, 2023 and Regular
City Council meeting minutes of February 7, 2023.
(Fiscal Impact: None)
4. Approve warrants demand register for December 26, 2022 through January 15,
2023. Warrant demands 14C, warrant numbers 3044125 through 3044224, and
9002795. Ratify Payroll and employee benefit Checks; Checks released early
due to contracts or agreement; Emergency disbursements and/or adjustments;
and, Wire transfers.
(Fiscal Impact: $655,560.13 ($456,928.53 in check warrants and $198,631.60 in
wire warrants))
5. Authorize the City Manager to execute Standard Professional Services
Agreement No. 6600 with Z&K Consultants for construction inspection services
on the El Segundo Boulevard Improvement Project. Project No. PW 23-02
(Fiscal Impact: $259,560, plus $30,000 for related contingencies)
6. PULLED BY COUNCIL MEMBER PIMENTEL
7. Approve and authorize the City Manager to execute Agreement No. 6601 with
law firm Liebert Cassidy Whitmore, P.C. ("LCW') for special consulting,
representational, and legal services pertaining to employment relations matters.
(Fiscal Impact: The increase for the blended rate on all attorney services would
constitute an approximate 2% per year increase over the rate the City Council
approved in 2018. Based on LCW s charges for labor and personnel services the
past three fiscal years (approximately $140,000 per year), the average yearly
increase would be approximately $15,000. If approved by City Council, the
increase will be programmed into the FY 2023-24 budget)
8. PULLED BY MAYOR PRO TEM PIMENTEL
9. PULLED BY MAYOR PRO TEM PIRSZTUK
10. VOTED ON SEPARATELY
MOTION by Council Member Baldino, SECONDED by Council Member Giroux
approving Consent Agenda items 3, 4, 5, and 7. MOTION PASSED BY UNANIMOUS
VOICE VOTE. 5/0
10. Resolution Allowing Continued Teleconferenced Public Meetings under AB 361
(Fiscal Impact: None)
MOTION by Mayor Pro Tern Pimentel, SECONDED by Council Member Baldino
adopting Resolution No. 5393. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
EL SEGUNDO CITY COUNCIL MEETING MINUTES
FEBRUARY 21, 2023
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PULLED ITEMS:
6. Resolution Adopting Updated Records Retention Schedule Council
(Fiscal Impact: None)
Consensus to postpone the item at a future meeting.
8. 2023 Legislative Platform
Fiscal Impact: None)
Consensus to postpone the item at a future meeting.
9. Amendment to Agreement with Dennis Grubb and Associates, LLC
(Fiscal Impact: $150,000, requesting an additional appropriation of $75,000 is
requested with the mid -year report is adopted as proposed)
Council discussion
MOTION by Council Member Pirsztuk, SECONDED Council Member Giroux approving
amendment to City Professional Services Agreement No. 6379 with Dennis Grubb and
Associates, LLC to increase the total contract amount by $75,000 from $150,000 to
$225,000 for fire prevention plan check services and authorize the City Manager to
execute amended Agreement No. 6379C. MOTION PASSED BY UNANIMOUS VOICE
VOTE. 5/0
COUNCIL MEMBER REPORTS — (item #H19 moved forward on the agenda)
Council Member Pirsztuk
19. Percent for Arts Development Fee Program Discussion
(Fiscal Impact: None)
Council discussion
Council requested staff prepare a comprehensive update regarding the Percent for the
Arts Development Fee Program and present the report at a future City Council meeting.
C. PUBLIC HEARINGS:
11. Amendments to El Segundo Municipal Code Title 15 (Zoning) Regarding the
State Density Bonus, Transitional and Supportive Housing, and Micro -Units
(Fiscal Impact: None)
Mayor Pro Tern Pimentel stated this was the time place for a public hearing regarding
waiving first reading and introducing three (3) ordinances amending Title 15 of the El
Segundo Municipal Code to establish regulations for the state density bonus,
transitional and supportive housing, and micro -units and find they are exempt under the
California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines §
15061(b)(3)) because they do not approve any particular development project, they
EL SEGUNDO CITY COUNCIL MEETING MINUTES
FEBRUARY 21, 2023
PAGE 4
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consist only of minor revisions to existing zoning regulations and related procedures,
and they do not have the potential for causing a significant effect on the environment.
Clerk Weaver stated that proper notice had been given in a timely manner and that no
written communication had been received in the City Clerk's office.
Michael Allen, Community Development Director introduced the item.
Paul Samaras, AICP, Principal Planner gave a presentation and answered questions on
the item.
Public Input: None
MOTION by Council Member Pirsztuk, SECONDED by Mayor Boyles to close the public
hearing. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
Council Discussion
Mark Hensley, City Attorney read by title only:
ORDINANCE NO. 1645
AN ORDINANCE ADDING CHAPTER 15-35 (DENSITY BONUS) TO THE
EL SEGUNDO MUNICIPAL CODE
Council Member Baldino introduced the Ordinance.
ORDINANCE NO. 1646
AN ORDINANCE AMENDING TITLE 15 OF THE EL SEGUNDO
MUNICIPAL CODE TO PERMIT TRANSITIONAL AND SUPPORTIVE
HOUSING IN RESIDENTIAL ZONES
Council Member Pirsztuk introduced the Ordinance.
ORDINANCE NO. 1647
AN ORDINANCE ADDING CHAPTER 15-13C (MICRO -UNITS) TO EL
SEGUNDO MUNICIPAL CODE TITLE 15 TO IMPLEMENT THE 2021-
2029 EL SEGUNDO HOUSING ELEMENT
Council Member Giroux introduced the Ordinance as amended.
Council consensus to remove the Pacific Coast Commons Project, as this project as
already been negotiated and approved.
Second readings and possible adoption is scheduled for the regular City Council
meeting of March 7, 2023.
EL SEGUNDO CITY COUNCIL MEETING MINUTES
FEBRUARY 21, 2023
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D. STAFF PRESENTATIONS: (Item #D15 and #D16 moved forward on the agenda)
15. Annual Comprehensive Financial Report for Fiscal Year Ending June 30, 2022
Joe Lillio, Chief Financial Officer introduced the item.
Tiffany Fung, Manager, State and Local Government, CLA (CliftonLarsonAllen LLP)
gave a presentation.
Council Discussion
Council consensus to receive and file report.
Recessed at 8.00 PM
Reconvened at 8.06 PM
16. Two Acre Land Dedication Offer by CDC Mar East Campus 1 LLC to City
(Fiscal Impact: After vote, check fiscal impact on staff report
Michael Allen, Community Development Director gave a presentation.
Council discussion
MOTION by Mayor Boyles, SECONDED by Council Member Giroux directing staff to
conduct further due diligence including Phase I and/or Phase II environmental study,
analysis of full title report, and potential operation and maintenance costs. MOTION
PASSED BY UNANIMOUS VOICE VOTE. 5/0
12. Side Letter Agreement Between the City of El Segundo and the El Segundo
Supervisory and Professional Employees' Association
(Fiscal Impact: Thirteen Tier I or Tier II Classic CalPERS SPEA employees will
be subject to the side letter; it does not apply to Tier III PEPRA employees. The
fiscal impact for FY 2022-23 is de minimus with savings in subsequent years of
approximately $19,000 per year. As Classic SPEA members retire or separate
from the City, the savings will be reduced. Included in Adopted FY 2022-23
Budget in salaries and benefits)
Rebecca Redyk, Human Resources Director reported on the item.
Council Discussion
MOTION by Mayor Pro Tern Pimentel, SECONDED by Council Member Pirsztuk
approving the side letter Agreement No. 5759A between the City of El Segundo and El
Segundo Supervisory and Professional Employees' Association. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5//0
Mark Hensley, City Attorney, read by title only:
EL SEGUNDO CITY COUNCIL MEETING MINUTES
FEBRUARY 21, 2023
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RESOLUTION NO. 5394
A RESOLUTION ADOPTING A SIDE LETTER AGREEMENT BETWEEN MEMBERS
OF THE SUPERVISORY AND PROFESSIONAL EMPLOYEES' ASSOCIATION
("SPEA") AND THE CITY OF EL SEGUNDO TO SHARE THE COSTS OF THE
EMPLOYER CONTRIBUTION PURSUANT TO GOVERNMENT CODE SECTION
20516
MOTION by Mayor Pro Tern Pimentel, SECONDED by Council Member Giroux
adopting Resolution No. 5394. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
13. FY 2022-23 Mid -Year Citywide Budget Report, Recommended Adjustments, and
Resolution to Establish Basic Salary Ranges for the Human Resources Analyst
and Utilities Superintendent Classifications
(Fiscal Impact: The proposed General Fund, CUPA Fund, State Grants Fund,
Trust Fund, Transportation Fund, and Solid Waste Fund Budget adjustments are
necessary to ensure FY 2022-2023 ends with a balanced budget on June 30,
2023, as well as ensure City Council strategic goals are implemented. The total
fiscal impact on the General Fund is an increase in appropriations of $1,813,900
and an increase to General Fund revenues in the amount of $2,167,688.
An increase in the CUPA Fund (Fund 126) appropriations of $2,000, an increase
to the State Grants Fund (Fund 125) appropriations of $20,000 and revenue of
$5,000, an increase in the Solid Waste Fund (Fund 505) appropriations of
$40,000, an increase in the Trust Fund — Special Revenue/Donations (Fund 702)
appropriations of $5,971 and an increase in the Transportation Fund (Fund 112)
appropriations of $249,406)
Darrell George, City Manager introduced the item.
Joe Lillio, Chief Financial Officer, gave a presentation.
Council Discussion
MOTION by Council Member Giroux, SECONDED by Mayor Pro Tern Pimentel
amending FY 2022-2023 General Fund Revenues from $81,750,523 to $83,918,210
and Appropriations from $85,941,128 to $87,704,028 as corrected during the
presentation (see exhibit A for details), amending FY 2022-2023 Certified Unified
Program Agency (CUPA) Fund Appropriations from $557,643 to $559,643 (see exhibit
A for details), amending FY 2022-2023 State Grants Fund Appropriations from $0 to
$20,000 and revenue from $15,000 to $20,000 (see exhibit A for details), amending FY
2022-2023 Solid Waste Fund Appropriations from $270,000 to $310,000 (see exhibit A
for details), amending FY 2022-2023 Transportation Fund Appropriations from
$4,840,258 to $5,089,664 (see exhibit A for details), and amending FY 2022-2023 Trust
Funds — Special Revenue/Donations from $0 to $5,971 (see exhibit A for details).
MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
EL SEGUNDO CITY COUNCIL MEETING MINUTES
FEBRUARY 21, 2023
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Mark Hensley, City Attorney read by title only:
RESOLUTION NO. 5395
A RESOLUTION ESTABLISHING BASIC MONTHLY SALARY RANGE FOR FULL
TIME JOB CLASSIFICATIONS
MOTION by Council Member Pirsztuk, SECONDED by Council Member Giroux
adopting Resolution No. 5395. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
E. COMMITTEES, COMISSIONS AND BOARDS PRESENTATIONS: (Moved to
before the Downtown Specific Plan)
17. Amended Committees, Commissions and Boards Bylaws and Possibly
Broadcasting and/or Recording Committee, Commission and Board Meetings
(Fiscal Impact: None)
Barbara Voss, Deputy City Manager reported on the item.
Council discussion
MOTION by Council Member Baldino, SECONDED by Council Member Pirsztuk
approving the amended bylaws for the Arts and Culture Advisory Committee, Capital
Improvement Program Advisory Committee, Diversity, Equity and Inclusion Committee,
Environmental Committee, Library Board of Trustees, Planning Commission, Recreation
and Parks Commission and Senior Citizen Housing Corporation Board as amended.
MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
Requested Council Amendments:
• Remove High School students' eligibility to interview for a CCB and
directed staff to develop an internship program for students to participate
in CCB's.
Will revisit the appointment of an El Segundo Unified School District
appointee after reevaluation of the reason "why" this member was
established.
Council directed staff to allow the recording of meetings using Zoom Webinar beginning
with the DEI Committee as a pilot program.
18. Announce Appointments to the Investment Advisory Committee and the
Arts and Culture Advisory Committee
(Fiscal Impact: None)
Mayor Pro Tern Pimentel announced Vincent Zuppo to a full term and Roger Nieves to
a partial term on the Investment Advisory Committee and Natalie Strong, Maureen
Kingsley to a full term and John Pickhaver and loana Urma to partial terms on the Arts
and Culture Advisory Committee.
EL SEGUNDO CITY COUNCIL MEETING MINUTES
FEBRUARY 21, 2023
PAGE 8
Page 17 of 223
Mayor Boyles and Council Member Pirsztuk left the dais due to conflict of interest.
14. Downtown Specific Plan Update
(Fiscal Impact: The Downtown Specific Plan Update is funded by the General
Plan Maintenance Fund (not the General Fund). This fund receives revenue
from a dedicated permit fee that is collected from land development projects to
be used for updates to the City's General Plan, including its Specific Plans. No
additional appropriation is requested)
Michael Allen, Community Development Director gave a presentation on the item.
Council Discussion
Council consensus to receive and file the report.
F. REPORTS — CITY CLERK — No report
G. REPORTS — CITY TREASURER — Not present
H. REPORTS — COUNCIL MEMBERS
Council Member Baldino — Thanked Chief Bermudez for the tour of the Police
Department, his time and transparency.
Council Member Giroux — No report
Council Member Pirsztuk — No report
(item #H19 moved forward on the agenda)
Mayor Pro Tern Pimentel — Mentioned Sanitation District will be hosting virtual
tours, mentioned the C/Green line extension, which will end at the new Torrance
Transit Center will be hosing Ride Along's on March 2, 2023 and attended LA
Chamber of Commerce event at SoFi stadium.
Mayor Boyles — Mentioned the Los Angeles Times wrote an article regarding the
future of Scattergood.
REPORTS — CITY ATTORNEY — No report
J. REPORTS/FOLLOW-UP — CITY MANAGER — No report
MEMORIALS — William "Bill" Bue
Adjourned at 10.47 PM
Tracy Weaver, City Clerk
EL SEGUNDO CITY COUNCIL MEETING MINUTES
FEBRUARY 21, 2023
PAGE 9
Page 18 of 223
SPECIAL MEETING MINUTES OF THE EL SEGUNDO CITY COUNCIL
WEDNESDAY, FEBRUARY 22, 2023
3.00 PM
CALL TO ORDER — Mayor Pro Tern Pimentel at 3.03 PM
ROLL CALL
Mayor Boyles -
Present via telecon
Mayor Pro Tern Pimentel -
Present
Council Member Pirsztuk -
Present
Council Member Giroux -
Present at
Council Member Baldino -
Present
PUBLIC COMMUNICATION — (Related to City Business Only — 5-minute limit per
person, 30-minute limit total) None
SPECIAL ORDER OF BUSINESS:
1. Conduct Planning Commission Interviews
Council conducted interviews and Council appointed Mario Inga to a partial term
expiring June 30, 2024.
Council will announce the appointments at the 6.00 PM, March 7, 2023, regular City
Council meeting.
ADJOURNMENT at 3.56 PM
Tracy Weaver, City Clerk
1
Page 19 of 223
G iRY 0I
ELSEGUNDO
TITLE:
City Council Agenda Statement
Meeting Date: March 7, 2023
Agenda Heading: Consent
IMI i1 i Mi i1 PT-M:111152!
Warrant Demand Register for January 23, 2023 through February 19, 2023
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 15A, 15B and 16A: warrant
numbers 3044225 through 3044479, and 9002796 through 9002828. The wire
transfers for the dates January 30, 2023, through February 5, 2023, will be
included for the next City Council meeting.
3. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
The warrants presented were drawn in payment of demands included within the FY
2022-2023 Adopted Budget. The total of $5,486,162.63 ($1,349,358.77 in check
warrants and $4,136,803.86 in wire warrants) are for demands drawn on the FY 2022-
2023 Budget.
BACKGROUND:
California Government Code § 37208 provides general law cities, like El Segundo,
flexibility in how budgeted warrants, demands, and payroll are audited and ratified by
their legislative body. Pursuant to 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,
Page 20 of 223
Warrant Demand Register
March 7, 2023
Page 2 of 2
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, to local governments, and to companies or individual taxpayers receiving a
refund.
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.
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:
Liz Lydic, Management Analyst
REVIEWED BY:
Joseph Lillio, Chief Financial Officer
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
1. Register 15a summary
2. Register 15b summary
3. Register 16a summary
Page 21 of 223
CITY OF EL SEGUNDO
WARRANTS TOTALS BY FUND
3044225 - 3044297
DATE OF APPROVAL: AS of 1(211Z023
9U02796 - W02796
."�
001
GENERAL FUND
326,807.81
003
EXPENDABLE TRUST FUND -OTHER
10,404.15
104
TRAFFIC SAFETY FUND
-
100
STATE GAS TAX FUND
5.80
ice
ASSOCIATED RECREATION ACTIVETIES FUND
-
109
ASSET FORFEETURE FUND
-
110
MEAURE `R"
-
ill
COMM. DEVEL. BLOCK GRANT
-
112
PROP"A"TRANSPORTATION
-
114
PROP"C"TRANSPORTATiON
Its
AIR QUALITY INVESTMENT PROGRAM
-
118
HOME SOUND iNSTAELATEON FUND
-
117
HYPERION MITIGANON FUND
2.870.60
Ila
TDA ARTICLE 3- SU B2101KEWAY FUND
-
149
MTA GRANT
-
120
C.O.P.S. FUND
-
121
FEMA
122
LA WA FUND
-
123
PSAF PROPERTY TAX PUBLIC SAFETY
-
124
FEDERAL GRANTS
125
STATE GRANT
-
12C
Alp CUPA PROGRAM OVERSIGHT SURCHARGE
3,942.83
127
MEAURE"M"
-
128
S8-1
129
CERTIFIED ACCESS SPEC LAUST PROGRAM
-
130
AFFORDABLE HOUSING
-
131
COUNTY STORMWATER PROGRAM
-
132
MEASURE"97
-
202
ASSESSMENT DISTRICT#73
-
301
CAPITAL IMPROVEMENT FUND
-
302
INFRASTRUCTURE REPLACEMENT FUND
-
405
FACILITfES MAINTENANCE
-
501
WATER UTLITY FUND
48,713.28
502
WASTEWATER FUND
455.20
5"
GOLF COURSE FUND
-
S05
SOLO WASTE FUND
-
S01
EOUIPMENI'REPLACEMENT
-
B02
LIAEELITY INSURANCE
4DL64
503
WORKERS COMP. RESERVEANSURANCE
03.32
701
RETIRED EMP, INSURANCE
-
702
EXPENDABLE TRUST FUND -DEVELOPER FEES
1,088.36
704
CULTURAL DEVELOPMENT
71,24
708
OUTSIDE SERVICES TRUST
L,225.59
TOTAL WARRANTS
$ g08_,386.82
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
Infotma9on on actual eVendilures is avahable in the Director of Finance's office in the
Co of Ei Segundo.
I c8r* AS to the accuracy of the Demands and the availabi0ty of fund for paYmenl thereof,
For Approval, Regular checks held for City council awhorizatlon to release_
CODES:
R = Computer generated checks for all nomemorgencylurgencv payments for materials, supplies and
services in support of City Opembons
For Ratification:
A - Payroll and Employee Benefit checks
AP - U • Camouler generated Early Ratease dbsbursements andlor adjustments approved by the Cih
Manager. Such ar, payments for udlity, services, petty cash and employee travel expense
reimbursements, various refunds, contract employee services consistent with current contractual
agreements, inslances where prompt payment discounts can be obtained or Isis payment penalties
can be avoided or when a situation eases thallhe City Manager approves.
H HendrFEarly Release tli enfs filar edlushnanls eplxovetl by the Cily Menagar_
CHIEF FINANCIAL OFFICER CITY MANAGER
DATE: (� DATE:
VOID CHECKS DUE TO ALIGNMENT:
NIA
VOID CHECKS DUE TO INCORRECT CHECK DATE:
VOID CHECKS DUE TO COMPUTER SOFTWARE ERROR:
NOTES
t�- (�) - , ,
REGISTER # 15a
Page 22 of 223
CITY OF EL SEGUNDO
WARRANTS TOTALS BY DEPARTMENT
AS OF 2/21/2023
REGISTER # 15a
DEPT#
NAME TOTAL
GENERAL FUND DEPARTMENTAL EXPENDITURES
GENERAL GOVERNMENT
1101
City Council
63,75
1201
City Treasurer
(192 38)
1300
City Clerk
2.43
2101
City Manager
3,879.27
2102
Communications
(59.68)
2103
El Segundo Media
2201
City Attorney
33,680.90
2401
Economic Development
30,741.24
2402
Planning
1,917.18
2405
Human and Health Services
2500
Administrative Services
104,925.89
2601
Government Buildings
2,824.45
2900
Nondepartmental
2,806.41
6100
Library
1818.98
182, 408.44
PUBLIC SAFETY
3100 Police (215,80)
3200 Fire 24,724.53
2403 Building Safety 14,767,20
2404 Ping/Bldg Sfty Administration
39,275,93
PUBLIC WORKS
4101
Engineering
926.21
4200
StreetslPark Maintenance
40,036.98
4300
Wastewater
4601
Equipment Maintenance
6,069.90
4801
Administration
47,033.09
COMMUNITY SERVICES
5100,5200
Recreation & Parks
9,653.45
5400
Centennial
9.65145
EXPENDITURES
CAPITAL IMPROVEMENT
ALL OTHER ACCOUNTS
128,015.91
TOTAL WARRANTS
406,386.82
Page 23 of 223
CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
1/23/23 THROUGH 1/29123
Date
FAyee
Description
1/23/2022
IRS
326,617.90
Federal 941 Deposit
1/23/2022
Employment Development
2,232.94
State SDI payment
1/23/2022
Employment Development
81,464.53
State PIT Withholding
1/23/2023
Unum
180.90
Long Term Care Premium - February 2023
1/2123-118/23
Workers Comp Activity
16,135.10
SCRMA checks issued
1/2/23-1/8/23
Liability Trust - Claims
52,822.97
Claim checks issued/(voided)
1/2/23-118/23
Retiree Health Insurance
Health Reimbursment checks issued
112/23-1/8/23
Flexible Spending Account
Employee Health and DCA card charges
479,454.34
DATE OF RATIFICATION: 212/23
TOTAL PAYMENTS BY WIRE:
as to the accuracy of the wire transfers by:
city
Chief Financial Officer
Date
Date
City Man ger Date
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo.
479,454.34
PACity TreasurerMire Transfers\Wire Transfers 07-01-22 to 6-30-23 2/2/2023 111
Page 24 of 223
CITY OF EL SEGUNDO
WARRANTS TOTALS BY FUND
3044298 - YM4369
DATE OF APPROVAL: AS OF 21AI12923
— -
9DO2797 - G M2821
001
GENERAL FUND
251,911.11
003
EXPENDABLE TRUST FUND - OTHER
7,5W.00
104
TRAFFIC SAFETY FUND
-
106
STATE GAS TAX FUND
5.70
108
ASSOCIATED RECREATION ACTIVITIES FUND
-
IN
ASSET FORFEITURE FUND
3,383.00
110
MEAURE"R"
-
I II
COMM. REVEL. BLOCK GRANT
-
112
PROP A." TRANSPORTATION
730.07
114
PROP'C'TRANSPORTATION
-
115
AIR QUALIFY INVESTMENT PROGRAM
-
116
HOME BOUND INSTALLATION FUND
-
117
HYPERION MITIGATION FUND
-
11a
IDA ARTICLE 3- SR 921 BIKEWAY FUND
Its
MTA GRANT
-
120
0O.P.S. FUND
-
121
PEMA
122
L.A-W.A. FUND
-
123
PSAF PROPERTY TAX PUBLIC SAFETY
-
124
FEDERAL GRANTS
-
125
STATE GRANT
-
126
A/P CUPA PROGRAM OVERSIGHT SURCHARGE
297.35
127
MEAURE'M'
17,943.97
120
$B-1
-
129
CERTIFIED ACCESS SPECIALIST PROGRAM
-
130
AFFORDABLE HOUSING
-
131
COUNTY STORM WATER PROGRAM
-
132
MEASURE"S'
-
202
ASSESSMENT DISTRICT *71
-
301
CAPITAL IMPROVEMENT FUND
27,876.25
302
INFRASTRUCTURE REPLACEMENT FUND
-
405
FACILITIES MAINTENANCE
-
5o1
WATER UTILITY FUND
5.928,09
W2
WASTEWATER FUND
13,789,63
603
GOLF COURSE FUND
505
SOLID WASTE FUND
-
601
eQUWMSKf REPLACEMENT
-
602
LIABILITY INSURANCE
48.73
603
WORKERS COMP. RESERVE4NSURANCE
117.22
701
RETIRED EMP. INSURANCE
-
702
EXPENDABLE TRUST FUND -DEVELOPER FEES
343.06
704
CULTURAL DEVELOPMENT
0.01
708
O1rrSIDE SERVICES TRUST
TOTAL WARRANTS
$ 335,Sg685
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
Information on actual expenditures is avaliable in the Director of Flnance's office in the
City of EI Segundo,
t certify as to She accuracy ofthe Demands and the witilabifity of fund for payment thereof.
For Approval: Regular checks head for City council audmrizaton to release.
CODES:
R = Computer penetrated checks for all nml-emergencylurpency payments for materials, supplies and
services In suppod of City Operations
For Ratification
A = Payroll and Employee Benefit checks
VOID CHECKS DUE TO ALIGNMENT:
WA
VOID CHECKS DUE TO INCORRECTCHECK DATE.
V09D CHECKS DUE TO COMPUTER SOFTWARE ERROR:
AP - U = Computer generated Early Release disbursements and7or adjustments approved by the Citt
Manager. Such as: payments for utility services, petty cash and employee travel expense NOTES
relmbutsemenis, various refunds, contract employee servicee consistent with current contactual
agreements, instanceswhere prompt payment discounts can be obtained w late payment penalties
can be avoided or when a siluabon arises that the City Manager approves.
H = Handwritten Early R lease die me andlor adjustments approved by the CBy Manager. yf
CH€EF FINANCIAL OFFICER `J, CITY MANAGER I
DATE: 1 DATE: 7
/1 �'f 7
REGISTER 1.1
Page 25 of 223
CITY OF EL SEGUNDO
WARRANTS TOTALS BY DEPARTMENT
AS OF 2/21/2023
REGISTER # 15b
DEPT#
NAME TOTAL
GENERAL FUND DEPARTMENTAL EXPENDITURES
GENERAL GOVERNMENT
1101
City Council
80.00
1201
City Treasurer
200.00
1300
City Clerk
71316
2101
City Manager
18,794,13
2102
Communications
159.22
2103
El Segundo Media
1,077,31
2201
City Attorney
2401
Economic Development
1,990.32
2402
Planning
420.00
2405
Human and Health Services
1,000.00
2500
Administrative Services
27,090.42
2601
Government Buildings
3,510.29
2900
Nondepartmental
2,374.70
6100
Library
3,974.40
61,383.95
PUBLIC SAFETY
3100
Police
35,749.28
3200
Fire
33,470.72
2403
Building Safety
2,810.74
2404
Ping/Bldg Sfty Administration
2,548:64
74, 579.38
PUBLIC WORKS
4101
Engineering
405.35
4200
Streets/Park Maintenance
45,140.66
4300
Wastewater
4,580.39
4601
Equipment Maintenance
1,508.99
4801
Administration
1,033.83
52,669.24
COMMUNITY SERVICES
5100,5200 Recreation & Parks 13,979.90
5400 Centennial
13,978.90
EXPENDITURES
CAPITAL IMPROVEMENT
ALL OTHER ACCOUNTS
TOTAL WARRANTS
27,876.25
105,109.13
335,596.85
Page 26 of 223
CITY OF EL. SEGUNDO
PAYMENTS BY WIRE TRANSFER
2/6/23 THROUGH 2/12/23
ate
Pa ee
Description
2023
IRS
233,507.26
Federal941 Deposit
2/6/2023
Employment Development
3,855.15
State SDI payment
2/6/2023
Employment Development
50,835.33
State PIT Withholding
2/9/2023
Cal Pers
617,605.57
EFT Health Insurance Payment
2/10/2023
West Basin
1,971,773.84
H2O payment
2/10/2023
Cal Pers
60,519.53
EFT Retirement Safety Police Classic - 1 st Tier 28
2/10/2023
Cal Pers
49,895.34
EFT Retirement Safety Fire- Classic 30168
2/10/2023
Cal Pers
51,317.48
EFT Retirement Misc - PEPRA New 26013
2/10/2023
Cal Pers
32,792.75
EFT Retirement Misc - Classic 27
2/1012023
Cal Pers
28,539,78
EFT Retirement Safety-Police-PEPRA New 25021
2/10/2023
Cal Pers
13,419.99
EFT Retirement Safety-Fire-PEPRA New 25020
2/10/2023
Cal Pers
7,421.50
EFT Retirement Sfty Police Classic-2nd Tier 30169
2/10/2023
Cal Pers
44.87
EFT Retirement Misc - Classic 27
1/16/23-1/22/23
Workers Comp Activity
36,316,33
SCRMA checks issued
1/16/23-1/22/23
Liability Trust - Claims
20,654.40
Claire checks issued/(voided)
1/16/23-1/22/23
Retiree Health Insurance
Health Reimbursment checks issued
1116/23-1/221123
Flexible Spending Account
Employee Health and DCA card charges
3,177,499.12
DATE OF RATIFICATION: 2/2/23
TOTAL PAYMENTS BY WIRE:
Ce ed as to the accuracy of the wire transfers by:
C7
,x�� . -
A 4 eputy Ci easu II
Date
?q
Chief Finan ' I Officer Date
City Manager Date
Information on actual expenditures is available in the City Treasurer's Office of the City of Ei Segundo.
PACity TreasurerlWire TransferslWire Transfers 07-01-22 to 6-30-23
3,177,499.12
2/ 13/2023 1 /1
Page 27 of 223
CITY OF EL SEGUNDO
WARRANTS TOTALS BY FUND
3D44390 - 3044479
DATE OF APPROVAL:55Zr2023
9DO2822 - 9DO2828
DOI GENERAL FUND 405 980,31
003 EXPENDABLE TRUST FUN? -OTHER 12.211.00
164 TRAFFIC SAFETY FUND -
100 STATE GAS TAR FUND 10,433.43
In$ ASSOCIATED RECREATION ACMITIFS FUND -
109 ASSET FGRFEITURE FUND -
110 MEAURE-R' -
III COMM. OEVEL, BLOCK GRANT -
112 PROP'A' TRANSPORTATION -
114 PROP'C-TRANSPORTATION -
115 AIR QUALITY INVESTMENT PROGRAM
Ile HOME SOUND INSTALLATION FUND -
117 HYPERION MRIGATION FUNO -
Ile TDAARTICLE 3 .80 821 BIKEWAY FUND -
Ile MTA GRANT -
120 C o,P.S- FUND -
121 FEMA
122 L,A,W,A FUND -
123 PSAF PROPERTY TAX PUBLIC SAFETY -
124 FEDERAL GRANTS -
125 STATE GRANT -
126 All' CUPA PROGRAM OVERSIGHT SURCHARGE -
127 MEAURE'M" -
129 SE-1
129 CERTIFIFO ACC ES SPEC€AUST PROGRAM -
130 AFFORDABLE HOUSING -
131 COUNTY STORMWATER PROGRAM 840,00
132 MEASURE'S' -
202 ASSESSMENT DISTRICT#73 -
301 CAPITAL IMPROVEMENT FUND 3,959.13
302 fNFRASTRUCTURE REPLACEMENT FUNO -
4DS FACILITIES MAINTENANCE -
501 WATER UTLITY FUND 2,756.19
502 WASTEWATERFUND 10,501.44
S03 GOLPCOURSEFUNO -
505 SOLID WASTE FUND -
601 EQUIPMENT REPLACEMENT -
502 L"L11YINSURANCE 180,000.00
603 WORKERS COMP. RESERVEANSURANCE -
701 RETIRED EMP. INSURANCE -
702 EXPENDABLE TRUST FUND - DEVELOPER FEES 893.00
104 CULTURAL DEVELOPMENT -
708 OUTSIDE SERVICES TRUST
TOTAL WARRANTS
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
Inlonnadon on adual expenditures is available In The Director of Finance's office In the
City Of EI Segundo,
I c6r9fV 0% In the accuracy of the Demands and the availabfMy of fund for payment thereol.
For Approval: Regular checks halo for City count l aulhorizabon to releaso.
CODE$'
VOID CHECKS DUE TO ALIGNMENT;
N/A
R a Computer generated cheeks for all 00n-emergencylurgency payments for materials, supplies and
services in support of City Operations
VOID CHECKS DUE TO INCORRECT CHECK DATE:
For RaOficabon:
A. Payrog and Employee Senafd checks
VOID CHECKS DUE TO COMPUTER SOFTWARE ERROR:
AP - U - Computer generated Early Release t stwrsemerds andfor adjustments approved by the City
Manager. Such as: payments for ub%y services, petty cash and amplayee travel expense
NOTES
reimbursements, venous refunds, contract emPIPY6e aervices consistent with current contractual
agmaments. instances where prompt payment dlscoulrls can be obtained or late payment penalties
can be avoii"aft Ea ly when a situra,dburn arises that the City Manager epprrnas.
H . HaadwriRan Early Releasa.disbmse is and
WapplovadbythoGftyManaqef,
CHIEF FINANCVII. OFFICER�CITY MANAG%��y�}DATE:
'^" DATE:
4 Z'.7 -1,3
R-F-0 MY g fl N I I a
Page 28 of 223
DEPT#
1101
1201
1300
2101
2102
2103
2201
2401
2402
2405
2500
2601
2900
6100
3100
3200
2403
2404
4101
4200
4300
4601
4801
CITY OF EL SEGUNDO
WARRANTS TOTALS BY DEPARTMENT
AS OF 3/712023
REGISTER # 16a
NAME TOTAL
GENERAL FUND DEPARTMENTAL EXPENDITURES
GENERAL GOVERNMENT
City Council
City Treasurer
City Clerk
City Manager
Communications
3,466.00
El Segundo Media
City Attorney
Economic Development
8,045.50
Planning
Human and Health Services
Administrative Services
142,039.33
Government Buildings
101,288.10
Nondepartmental
25,250.64
Library
952.68
PUBLIC SAFETY
Police
Fire
Building Safety
Ping/Bldg Sfty Administration
PUBLIC WORKS
Engineering
StreetslPark Maintenance
Wastewater
Equipment Maintenance
Administration
COMMUNITY SERVICES
5100,5200 Recreation & Parks
5400 Centennial
EXPENDITURES
CAPITAL IMPROVEMENT
ALL OTHER ACCOUNTS
TOTAL WARRANTS
281, 042.25
4,383.52
3,523,00
17,550.40
25, 456.92
8,961.59
33, 560.28
29,628.19
72,150.06
15,171.94
15,171,94
3,959,13
209, 594.80
607, 375.10
Page 29 of 223
CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
2113/23 THROUGH 2/19/23
Date
Eayee
2/17/2023
IRS
2/17/2023
Employment Development
2/17/2023
Mission Square
2/17/2023
Mission Square
2/17/2023
Mission Square
2/1712023
ExpertPay
1/23/23-1/29/23
Workers Comp Activity
1/23/23-1/29/23
Liability Trust - Claims
1/23123-1/29/23
Retiree Health Insurance
1/23/23-1/29/23
Flexible Spending Account
DATE OF RATIFICATION: 2/21/23
TOTAL PAYMENTS BY WIRE:
Certified as toiPe accuracy of the wire transfers by:
Acting
C inadcial Officer
City Manager
r11
.Description
233,507.26
Federal 941 Deposit
3,855.15
State SDI payment
1,038.46
401(a) payment Vantagepoint
2,896.95
401(a) payment Vantagepoint
50.00
IRA payment Vantagepoint
2,720,76
EFT Child support payment
75,186.94
SCRMA checks issued
43,867.66
Claim checks issued/(voided)
Health Reimbursment checks issued
Employee Health and DCA card charges
479,850.40
Date
_. 3 ' `9 3
Date
2
Date
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo.
479,850.40
PACity TreasurerlWire TransferslWire Transfers 07-01-22 to 6-30-23 2/171202-)Dlye 30 of 223
G iRY 0I
ELSEGUNDO
TITLE:
City Council Agenda Statement
Meeting Date: March 7, 2023
Agenda Heading: Consent
IMP,i1I,[Ri, 07-M1.16
Ordinances Amending El Segundo Municipal Code Title 15 (Zoning) to Establish
Regulations for the State Density Bonus, Transitional and Supportive Housing, and
Micro -Units
RECOMMENDATION:
Waive second reading and adopt three ordinances amending El Segundo
Municipal Code ("ESMC") Title 15 to establish regulations for the State Density
Bonus, Transitional and Supportive Housing, and Micro -Units and find they are
exempt under the California Environmental Quality Act ("CEQA") pursuant to
CEQA Guidelines § 15061(b)(3)) because they do not approve any particular
development project, they consist only of minor revisions to existing zoning
regulations and related procedures, and they do not have the potential for
causing a significant effect on the environment.
2. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
None.
BACKGROUND:
On February 21, 2023, the City Council considered three draft ordinances establishing
regulations regarding the State Density Bonus, Transitional and Supportive Housing,
and Micro -Units. During the public hearing, City Council directed staff to amend the
ordinance establishing Micro -Unit regulations to remove the recently -approved Pacific
Coast Commons Specific Plan (PCCSP) from the list of zones, specific plans, and
overlay districts where micro -unit developments are permitted. At the conclusion of the
public hearing, the City Council introduced and approved the three ordinances, as
amended, for first reading.
Page 31 of 223
Amendments to ESMC Title 15 (Zoning)
March 7, 2023
Page 2 of 2
DISCUSSION:
The Council may waive the second reading and adopt the ordinances. If adopted on
March 7, 2023, the effective date of the ordinances will be April 7, 2023, which is 30
days from the adoption date.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 5: Champion Economic Development and Fiscal Sustainability
Objective 5A: El Segundo promotes economic growth and vitality for business and the
community.
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. Density Bonus Ordinance
2. Transitional and Supportive Housing Ordinance
3. Micro -Unit Ordinance
Page 32 of 223
ORDINANCE NO.
AN ORDINANCE ADDING CHAPTER 15-35 (DENSITY BONUS) TO THE
EL SEGUNDO MUNICIPAL CODE
The City Council of the city of El Segundo does ordain as follows:
SECTION 1: The Council finds and declares as follows:
A. The State Legislature has declared that the lack of housing, including
providing for a variety of housing types for all income levels and special
needs groups, is a critical problem that threatens the economic,
environmental, and social quality of life in California.
B. Government Code Section 65583 requires that the City's Housing Element
address governmental constraints to the development of housing, including
providing for a variety of housing types for all income levels.
C. The City Council of the City of El Segundo adopted the City's 2021-2029
Housing Element on February 1, 2022.
D. Government Code Section 65915 requires that local governments adopt
procedures for processing a density bonus application.
E. Program 7 of the City's 2014-2021 Housing Element provides that the City
will establish a density bonus program that is consistent with California Law.
F. The Legislature amended Government Code Section 65915 in 2019 to
clarify certain provisions of Density Bonus Law, and the City wishes to
update the Development Code to ensure consistency with State law and
clarify how to implement the density bonus program.
G. On June 23, 2022, the Planning Commission held a public hearing to
receive public testimony and other evidence regarding the proposed
ordinance; the Planning Commission adopted Resolution No. 2921
recommending that the City Council introduce and adopt the density bonus
ordinance.
H. On February 21, 2023, the City Council held a duly noticed public hearing
and considered the information provided by City staff and public testimony
regarding the updated Ordinance; and
This Ordinance and its findings are made based upon the entire
administrative record including, without limitation, testimony and evidence
presented to the City Council at its February 21, 2023 hearing and the staff
report submitted by the Community Development Department.
Page 1
Page 33 of 223
SECTION 2: Factual Findings and Conclusions. The City Council finds that introducing
and adopting the proposed ordinance will amend the City's municipal code to bring it into
compliance with state law.
SECTION 3: General Plan Findings. As required under Government Code § 65454 the
proposed Ordinance is consistent with the City's General Plan as follows:
A. The proposed zone text amendment is consistent with the Housing Element
goals, objectives and policies. Specifically, the zone text amendment is
consistent with Goal No. 4 to remove governmental constraints on housing
development, in that it will remove development restrictions that limit the
number of affordable housing units that can be produced in the City. In addition,
the zone text amendment is consistent with Goal No. 2 (assisting in the
production of affordable housing) and Program 7, Zoning Revisions.
SECTION 4: Zone Text Amendment Findings. In accordance with ESMC § 15-26-4 and
based on the findings set forth in Section 3, the proposed amendments are consistent
with the goals, policies, and objectives of the ESMC as follows:
A. The amendments are 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. It is necessary to facilitate the development process and ensure the orderly
location of uses within the City.
SECTION 5: Environmental Assessment. Based on the facts set forth in Section 2, the
City Council finds that the zone text amendment is exempt from further review under the
California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines §
15061(b)(3)), because it consists only of minor revisions to existing zoning regulations
and related procedures and does not have the potential for causing a significant effect on
the environment.
SECTION 6: ESMC Chapter 15-35 (Density Bonus) is added to read as follows:
CHAPTER 35
Density Bonus
15-35-1: Purpose
15-35-2: Application
15-35-3: Density Bonus Application
15-35-4: Review and Determination
15-35-5: Waiver of Development Standards
15-35-6: Agreement and Additional Provisions
Page 2
Page 34 of 223
15-35-1: Purpose
It is the purpose of this Chapter to encourage the production of very low-income, low-
income, moderate -income and senior citizens housing units in accordance
with Government Code Sections 65915 through 65918, as may be amended from time to
time ("State Density Bonus Law"). In enacting this section, it is also the intent of the City
to facilitate the development of affordable housing and to implement the goals, objectives,
and policies of the housing element of the City's General Plan. A copy of the current State
Density Bonus Law shall be kept on file with the Development Services Department.
15-35-2: Application
This Chapter shall apply to any qualifying residential development application which
meets the criteria to receive a density bonus.
15-35-3: Density Bonus Application
A. In addition to any other review required for a proposed housing development,
applications for density bonus shall be filed on a form approved by the
Development Services Director ("director"). The application for a density bonus
shall be filed concurrently with an application for a development. At the time the
application is submitted, the applicant shall pay a density bonus application fee,
established by City Council resolution.
B. An applicant for a density bonus must file an application for a density bonus with
the director concurrently with the application for all other entitlements necessary
for the proposed housing development.
C. The application must contain information sufficient to fully evaluate the request
under the requirements of this chapter and Government Code section 65915,
including, without limitation, the following-
1 . A description of the proposed housing development, including an
explanation of how the proposed project will satisfy the eligibility
requirements of Government Code section 65915;
2. The total number of housing units proposed in the project, including unit
sizes and the number of bedrooms;
3. The total number of units proposed to be granted through the density
increase over and above the otherwise maximum density for the project
site;
4. The total number of units to be made affordable to or reserved for sale or
rental to very low, low or moderate -income households, or senior citizens,
or other qualifying residents consistent with state law;
Page 3
Page 35 of 223
5. A list of any concessions or incentives being requested to facilitate the
development of the project, together with documentation of resulting cost
reductions necessary to provide for affordable housing costs; and
6. Any other information the director determines necessary to process and
evaluate the proposal consistent with Government Code section 65915.
15-35-4: Review and Determination
A. For a housing development qualifying pursuant to the requirements of Government
Code Section 65915, the City shall grant a density bonus in an amount specified
by Government Code Section 65915. Except as otherwise required by
Government Code Section 65915, the density bonus units shall not be included
when calculating the total number of housing units that qualifies the housing
development for a density bonus.
B. For the purpose of calculating the density bonus, the "maximum allowable
residential density" shall be the maximum density allowed under the zoning
ordinance and land use element of the general plan, or, if a range of density is
permitted, the maximum allowable density for the specific zoning range and land
use element of the general plan applicable to the project. Where the density
allowed under the zoning ordinance is inconsistent with the density allowed under
the land use element of the general plan, the maximum density allowed in the
general plan shall prevail.
C. The City shall grant the applicant the number of incentives and concessions
required by Government Code Section 65915. The City shall grant the specific
concession(s) or incentive(s) requested by the applicant, unless it makes any of
the relevant written findings stated in Government Code Section 65915(d)(1).
D. The applicant may request, and the City shall grant, a reduction in parking
requirements in accordance with Government Code Section 65915(p), as that
section may be amended from time to time.
15-35-5: Waiver of Development Standards
A. Except as restricted by Government Code Section 65915, the applicant for a
density bonus may submit a proposal for the waiver or reduction of development
standards that have the effect of physically precluding the construction of a
housing development incorporating the density bonus and any incentives or
concessions granted to the applicant. A request for a waiver or reduction of
development standards shall be accompanied by documentation demonstrating
that the waiver or reduction is physically necessary to construct the housing
development with the additional density allowed pursuant to the density bonus and
incorporating any incentives or concessions required to be granted. The City shall
approve a waiver or reduction of a development standard, unless it finds that:
Page 4
Page 36 of 223
1. The application of the development standard does not have the effect of
physically precluding the construction of a housing development at the density
allowed by the density bonus and with the incentives or concessions granted
to the applicant;
2. The waiver or reduction of the development standard would have a specific,
adverse impact, as defined in paragraph (2) of subdivision (d) of Section
65589.5, upon health, safety, or the physical environment, and for which there
is no feasible method to satisfactorily mitigate or avoid the specific adverse
impact;
3. The waiver or reduction of the development standard would have an adverse
impact on any real property that is listed in the California Register of Historical
Resources; or
4. The waiver or reduction of the development standard would be contrary to state
or federal law.
15-35-6: Agreement and Additional Provisions
A. The applicant shall enter into an agreement with the City to ensure the continued
affordability of all affordable units or the continued reservation of such units for
qualifying senior citizens. Prior to receiving a building permit for any project that
receives a density bonus or any incentive, concession, waiver, or reduction of
development standards pursuant to this section, such agreement shall be recorded
as a covenant against the property.
B. For any development project that is granted a density bonus or other benefit
pursuant to this section, the affordable units that qualify the project as eligible for
a density bonus, must be constructed concurrently with or prior to the construction
of any market rate units.
C. In addition, the affordable units must be integrated with the market rate units so
that there is a mix of affordable and market rate units, if any, in each building of
the development project.
D. An applicant shall not receive a density bonus or other incentive or concession
unless the housing development is entitled to such a bonus, incentive or
concession under Government Code Section 65915.
E. The provisions of this subdivision shall be interpreted to fulfill the requirements of
Government Code Section 65915. Any changes to that Government Code Section
65915 shall be deemed to supersede and govern any conflicting provisions
contained herein.
F. The director is authorized to adopt administrative regulations and procedures
necessary to implement this chapter consistent with Chapter 4.3 (Density Bonuses
and Other Incentives) of Division 1 of Title 7 of the Government Code.
Page 5
Page 37 of 223
SECTION 7: 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: 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 6
Page 38 of 223
SECTION 9: This Ordinance will become effective 30 days following its passage and
adoption.
PASSED AND ADOPTED this day of , 2023.
Drew Boyles, Mayor
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
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
Ordinance No. was duly introduced by said City Council at a regular meeting
held on the day of 2023, 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 2023, and the same
was so passed and adopted by the following vote-
AYES-
NOES-
ABSENT-
ABSTAIN -
Tracy Weaver, City Clerk
Page 7
Page 39 of 223
ORDINANCE NO.
AN ORDINANCE AMENDING TITLE 15 OF THE EL SEGUNDO
MUNICIPAL CODE TO PERMIT TRANSITIONAL AND SUPPORTIVE
HOUSING IN RESIDENTIAL ZONES
The City Council of the City of El Segundo does ordain as follows:
SECTION 1: The Council finds and declares as follows:
A. The State Legislature has declared that the lack of housing, including
providing for a variety of housing types for all income levels and special
needs groups, is a critical problem that threatens the economic,
environmental, and social quality of life in California.
B. Government Code Section 65583 requires that the City's Housing Element
address governmental constraints to the development of housing, including
providing for a variety of housing types for all income levels.
C. The City Council of the City of El Segundo adopted the City's 2021-2029
Housing Element on February 1, 2022.
D. Government Code Section 65583 requires transitional and supportive
housing to be considered a residential use and only subject to those
restrictions that apply to other residential uses of the same type in the same
zone.
E. Program 8 of the City's 2021-2029 Housing Element provides that the City
will amend the ESMC to permit transitional and supportive housing as
required by California Law.
F. On June 23, 2022, the Planning Commission held a public hearing to
receive public testimony and other evidence regarding the proposed
ordinance; the Planning Commission adopted Resolution No. 2922
recommending that the City Council introduce and adopt the transitional and
supportive housing ordinance.
G. On February 21, 2023, the City Council held a duly noticed public hearing
and considered the information provided by City staff and public testimony
regarding the updated Ordinance; and
H. This Ordinance and its findings are made based upon the entire
administrative record including, without limitation, testimony and evidence
presented to the City Council at its February 21, 2023 hearing and the staff
report submitted by the Community Development Department.
Page 1
Page 40 of 223
SECTION 2: Factual Findings and Conclusions. The City Council finds that introducing
and adopting the proposed ordinance will amend the City's municipal code to bring it into
compliance with state law.
SECTION 3: General Plan Findings. As required under Government Code § 65454 the
proposed Ordinance is consistent with the City's General Plan as follows:
A. The proposed zone text amendment is consistent with the Housing Element
goals, objectives and policies. Specifically, the zone text amendment is
consistent with Goal No. 4 to remove governmental constraints on housing
development, in that it will remove development restrictions that limit the
number of affordable housing units that can be produced in the City. In addition,
the zone text amendment is consistent with Housing Element Program 8,
Zoning Revisions.
SECTION 3: Zone Text Amendment Findings. In accordance with ESMC § 15-27-3 and
based on the findings set forth in Section 3, the proposed amendments are consistent
with the goals, policies, and objectives of the ESMC as follows:
A. The amendments are 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. It is necessary to facilitate the development process and ensure the orderly
location of uses within the City.
SECTION 4: Environmental Assessment. Based on the facts set forth in Section 2, the
City Council finds that the zone text amendment is exempt from further review under the
California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines §
15061(b)(3)), because it consists only of minor revisions to existing zoning regulations
and related procedures and does not have the potential for causing a significant effect on
the environment.
SECTION 5: ESMC Section 15-1-6 (Definitions) is amended to add the following
definitions:
(after studio/soundstage).
"Supportive housing" means housing with no limit on length of stay, that is occupied by
the target population, and that is linked to an onsite or offsite service that assists the
supportive housing resident in retaining the housing, improving his or her health status,
and maximizing his or her ability to live and, when possible, work in the community.
Supportive housing shall be considered a residential use of property. Supportive housing
can take the form of single-family or multi -family units and shall be subject only to those
restrictions that apply to other residential dwellings of the same type in the same zone.
Page 2
Page 41 of 223
(after synthetic grass):
"Target population" means persons with low incomes who have one or more disabilities,
including mental illness, HIV or AIDS, substance abuse, or other chronic health condition,
or individuals eligible for services provided pursuant to the Lanterman Developmental
Disabilities Services Act (Welfare and Institutions Code § 4500, et seq.) and may include,
among other populations, adults, emancipated minors, families with children, elderly
persons, young adults aging out of the foster care system, individuals exiting from
institutional settings, veterans, and homeless people.
(after transit support facility):
"Transitional housing" means buildings configured as rental housing developments but
operated under program requirements that require the termination of assistance and
recirculating of the assisted unit to another eligible program recipient at a predetermined
future point in time that shall be no less than six months from the beginning of the
assistance. Transitional housing shall be considered a residential use of property.
Transitional housing can take the form of single-family or multi -family units and shall be
subject only to those restrictions that apply to other residential dwellings of the same type
in the same zone.
SECTION 6: ESMC Section 15-4A-2 (R-1 Zone Permitted Uses) is amended to read as
follows:
15-4A-2: PERMITTED USES:
Only the following uses and developments may be conducted or constructed in the R-1
Zone:
A. A State authorized, certified or licensed family care home, foster family home, or
group home serving six (6) or fewer children.
B. A State authorized, certified or licensed residential facility, residential care facility,
residential care facility for the elderly, intermediate care facility, developmentally
disabled habilitative or nursing, or congregate living health facility, serving six (6)
or fewer persons.
C. Transitional or Supportive Housing.
D G. Home occupations.
E -D. Large family daycare homes pursuant to section 15-4A-4 of this article.
F €. One (1) mobile or manufactured home subject to the following:
1. The mobile or manufactured home has been certified pursuant to the National
Manufactured Housing Construction and Safety Standards Act of 1974, and has not been
altered in violation of applicable codes; and
2. The mobile or manufactured home must be installed on a permanent foundation
in compliance with all applicable building regulations and division 13, part 2 (commencing
with section 18000) of the California Health and Safety Code.
Page 3
Page 42 of 223
G. Parks, playgrounds, recreational areas (publicly owned and operated) but
excluding ballparks, bleachers, swimming pools or other types of facilities where racing
or contests are conducted or public amusement devices are for hire.
H G. Single-family dwellings; provided, that where a dwelling containing seven
hundred (700) square feet or less exists on the rear portion of the lot and was placed
thereon prior to, or for which a building permit was issued prior to December 26, 1947, in
conformance to the requirements of ordinance 293 of the City, a second one -family
dwelling may be erected on the front portion of the lot, whereupon the dwelling on the
rear portion of the lot shall assume the status of a nonconforming use as defined herein,
but may be expanded to a maximum of seven hundred (700) square feet.
N. Small family daycare homes.
p iii: It s"...........I t.l .:i. is.l.... , of this Code.
J �. The keepingof animals and pets in accordance with
K -J. On compliant parcels only, home sharing of a permitted single-family dwelling unit,
or portion thereof, when conducted in accordance with a valid Short-term Home Sharing
Rental Permit issued pursuant to Title 4, Chapter 16 of this Code. This subsection will
automatically sunset 15 months after the pilot program established by Chapter 4-16
commences.
1. For purposes of this subsection, a compliant parcel is one that provides off-
street parking on the parcel at a ratio of not less than one parking space per
guest bedroom in the residence on the parcel. Parking spaces may include
garage or driveway spaces. Tandem parking spaces are acceptable provided
each tandem space measures at least 9 feet by 20 feet and does not extend
into public right-of-way
2. Home sharing is not a permitted use in the absence of a valid Short-term Home
Sharing Rental Permit.
3. An accessory dwelling unit may not be used for home sharing or as a short-
term rental.
L K Other similar uses approved by the Director, as provided by r„ it of this
title.
SECTION 7: 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.
Page 4
Page 43 of 223
SECTION 8: 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: This Ordinance will become effective 30 days following its passage and
adoption.
PASSED AND ADOPTED this day of , 2023.
Drew Boyles, Mayor
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
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
Ordinance No. was duly introduced by said City Council at a regular meeting
held on the day of 2023, 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 2023, and the same
was so passed and adopted by the following vote-
AYES-
NOES-
ABSENT-
ABSTAIN -
Tracy Weaver, City Clerk
Page 5
Page 44 of 223
ORDINANCE NO.
AN ORDINANCE ADDING CHAPTER 15-13C (MICRO -UNITS) TO EL
SEGUNDO MUNICIPAL CODE TITLE 15 TO IMPLEMENT THE 2021-
2029 EL SEGUNDO HOUSING ELEMENT
The City Council of the city of El Segundo does ordain as follows:
SECTION 1: The City Council finds and declares as follows:
A. The State Legislature has declared that the lack of housing, including
providing for a variety of housing types for all income levels and special
needs groups, is a critical problem that threatens the economic,
environmental, and social quality of life in California.
B. Government Code Section 65583 requires that the City's Housing Element
address governmental constraints to the development of housing, including
providing for a variety of housing types for all income levels.
C. The City Council of the City of El Segundo adopted the City's 2021-2029
Housing Element on February 1, 2022.
D. Program 8 of the City's 2021-2029 Housing Element provides that the City
will establish regulations for micro -units.
E. On June 23, 2022, the Planning Commission held a study session to receive
public testimony and provide direction to staff on drafting a micro -unit
ordinance. The Planning Commission appointed a subcommittee of two
Commissioners to work with staff on drafting the proposed ordinance
("Ordinance").
F. On January 12, 2023, the Planning Commission held a public hearing to
receive public testimony and other evidence regarding the Ordinance and
adopted Resolution No. 2928 recommending that the City Council introduce
and adopt the micro -unit Ordinance.
G. On February 21, 2023, the City Council held a duly noticed public hearing
and considered the information provided by City staff and public testimony
regarding the updated Ordinance; and
H. This Ordinance and its findings are made based upon the entire
administrative record including, without limitation, testimony and evidence
presented to the City Council at its February 21, 2023 hearing and the staff
report submitted by the Community Development Department.
Page 1
Page 45 of 223
SECTION 2: Factual Findings and Conclusions. The City Council finds that introducing
and adopting the Ordinance will amend the City's municipal code to establish:
A. a minimum unit size in the City's residential zones;
B. a definition for Micro -Unit developments;
C. development, design, and operational standards; and
D. ministerial and discretionary review and approval processes for micro -unit
developments.
SECTION 3: General Plan Findings. As required under Government Code § 65855 the
proposed Ordinance is consistent with the City's General Plan as follows:
A. The proposed zone text amendment is consistent with the Housing Element goals,
objectives and policies. Specifically, the zone text amendment is consistent with
Goal No. 4 to remove governmental constraints on housing development, in that it
will remove development restrictions that limit the number of affordable housing
units that can be produced in the City. In addition, the zone text amendment is
consistent with Goal No. 2 to provide sufficient new, affordable housing
opportunities in the City. Further, the Ordinance is consistent with Program 7e,
(Zoning Revisions) to consider an amendment to the ESMC to establish
regulations for Single Room Occupancy (SRO) or Micro -unit Housing.
SECTION 4: Zone Text Amendment Findings. In accordance with ESMC § 15-27-3, the
Planning Commission finds that:
A. The amendment is consistent with the General Plan, in that it is consistent with
and implements several Housing Element goals and programs as set forth in
Section 3 above.
B. The amendment is necessary to serve the public health, safety, and general
welfare in that it will facilitate the construction of new affordable housing units
ranging from 250 to 450 square feet, which will meet the needs of certain groups
with special requirements, including the needs of lower and moderate- income
households as identified in the 2021-2029 Housing Element.
Page 2
Page 46 of 223
SECTION 5: Environmental Assessment. Based on the facts set forth in Section 2, the
City Council finds that the Ordinance is exempt from the California Environmental Quality
Act ("CEQA") (Pub. Resources Code, § 21000 et seq.) pursuant to CEQA Guidelines §
15061(b)(3)), because it consists only of minor revisions to existing zoning regulations
and related procedures, and, therefore, it can be seen with certainty that there is no
possibility that the Ordinance may have a significant effect on the environment.
Furthermore, the Ordinance does not approve any specific project, and City staff will
conduct discrete environmental review for any project proposed under this Ordinance's
provisions.
SECTION 6: ESMC Subsection 15-4A-6(F) regarding the R-1 zone Floor Area Ratio for
lots wider than 25 feet is amended to read as follows-
F. Minimum Unit Size and Floor Area Ratio:
The minimum dwellinq unit size shall be 250 square feet and the floor area
ratio shall be as follows:
1. The maximum total building area on the lot shall not exceed an overall floor
area ratio (FAR) of 0.60. There is no minimum building size.
2. The maximum FAR for the second floor of the primary structure shall not
exceed 0.25.
3. In calculating the overall FAR, floor area is measured to the interior of a
building's perimeter walls and shall include all floors of the primary dwelling
(i.e., main structure), attached and detached accessory dwelling units,
habitable attic space, accessory buildings, and balconies, decks, verandas
and porches.
4. Areas where the vertical measurement between the floor and ceiling directly
above is fourteen feet (14') or more shall be counted on both the first and
second stories for FAR calculations (areas such as rotundas, spaces with
vaulted ceilings, and other similar areas with volume).
5. Stairs and elevators are counted once and are applied to the first floor.
Page 3
Page 47 of 223
6. For purposes of calculating floor area, the following are not included:
a. Basements as defined in section 1..5 1 6 of this title;
b. Up to five hundred (500) square feet of interior floor area of an attached
or detached garage;
c. Detached accessory structures measuring not more than one hundred
twenty (120) square feet;
d. Up to five hundred (500) square feet cumulative of first floor decks,
verandas and porches, covered or uncovered, attached or detached,
and at least thirty inches (30") in height (as measured from adjacent
grade to the walking surface), provided that the deck, veranda or porch
is at least fifty percent (50%) open on the sides.
e. Second floor balconies and decks that are not covered.
f. Up to twelve (12) square feet of second floor decks and balconies that
are covered by roof, lattice, or trellis.
g. The area of decks, balconies, verandas or porches covered by eave
projections up to eighteen inches (18").
7. In cases of uncertainty or ambiguity, the director will determine whether an
area is counted toward FAR.
SECTION 7: ESMC Subsection 15-4A-6-1(F) regarding the R-1 zone Building Area for
lots 25 feet wide or less is amended to read as follows-
F. Building Area: No minimum rei. .-emen+ Minimum Unit Size:
The minimum dwelling unit size shall be 250 square feet.
SECTION 8: ESMC Subsection 15-4B-6(F) regarding the R-2 zone Building Area is
amended to read as follows-
F. Building Area: No minimum rei. .-emen+ Minimum Unit Size:
The minimum dwelling unit size shall be 250 square feet.
SECTION 9: ESMC Subsection 15-4C-5(F) regarding the R-3 zone Building Area is
amended to read as follows-
F. Building Area: The minimum lot aFpaq �irUni�;all be as-
fellews-Minimum Unit Size and Density: �'
The minimum dwelling unit size shall be 250 square feet and the density shall
be as follows:
1. On property of fifteen thewsand (15,0004 square feet or less in size, one unit
for every ene thewsand sox hundFed thirteen 41,6134 square feet of lot area
is allowed. A fraction of a lot greater than ene the, sand seventy five 41,0754
square feet will allow an additional unit.
Page 4
Page 48 of 223
2. On property greater than fifteen thousand (15,0004 square feet in size, one
{4-) unit for every twe the sand fe ur huni- Fed twenty (2,4204 square feet of
lot area is allowed. A fraction of a lot greater than ^no th, wsand sox huni-Iroi1
thirt1,6134 square feet will allow an additional unit.
SECTION 10: A new Chapter 15-13C (Micro -Units) is added to ESMC Title 15 to read as
follows:
CHAPTER 15-13C
Micro -Units
15-13C-1: Purpose
15-13C-2: Applicability; Locations
15-13C-3: Unit size; Unit size mix
15-13C-4: Concentration; Unit mix
15-13C-5: Development agreement required
15-13C-6: Operational standards
15-13C-7: In -unit amenities
15-13C-8: Development standards
15-13C-9: Common onsite amenities
15-13C-10: Design standards
15-13C-11: Prohibition of condominium subdivisions
15-13C-12: Development impact mitigation fees
15-13C-13: Administration and enforcement
15-13C-1: Purpose
It is the purpose of this chapter to encourage the production of a more diverse housing
stock and more affordable housing options. In enacting this chapter, it is also the intent
of the City to implement the goals, objectives, and policies of the Housing Element of the
City's General Plan.
15-13C-2: Applicability; Locations
A. Housing developments containing 5 or more units 250 to 450 square feet shall be
considered "Micro -Unit developments" and be subject to the standards in the
underlying zoning district, specific plan or overlay and the standards in this chapter.
If the standards in this chapter conflict with the underlying zoning, the standards in
this chapter will take precedence. Housing developments containing fewer than 5
units 250 to 450 square feet shall not be considered Micro -Unit developments and
shall be subject only to the standards in the underlying zoning district, specific plan
or overlay.
Page 5
Page 49 of 223
B. Micro -Unit developments are permitted in the following zones, overlays, specific
plans, and other locations that the City Council may designate:
1. Multi -family Residential (R-3) Zone
2. Housing Overlay (HO) District
3. Mixed -Use Overlay (MU-0) District
4. Downtown Specific Plan (DSP)
15-13C-3: Unit size; Unit size mix
A. Unit size. Each unit must be at least 250 square feet in floor area but cannot
exceed 450 square feet in floor area.
B. Unit size mix. 50% of the micro -units in a project must be at least 350 square feet
in floor area.
15-13C-4: Concentration; Unit mix
A maximum 25% of residential units in a development may be micro -units, unless
otherwise agreed to via development agreement under section 15-13C-6.
15-13C-5: Development agreement required
A. A development agreement pursuant to Government Code § 65854 et seq. is
required for a micro -unit development proposing more than 40 total units or in
excess of the 25% micro -unit limit set forth in section 15-13C-4. The foregoing
notwithstanding, no development may not exceed a maximum of 75% micro -units
of the total number of residential units in a development.
B. A development agreement is required for projects with 40 or fewer total units that
do not comply with the required standards, amenities, or unit mix specified in this
chapter.
C. The Community Development Director, or designee, may require the person
requesting the development agreement to include reasonable information or
documentation as part of the development agreement application process.
Page 6
Page 50 of 223
15-13C-6: Operational standards
Projects subject to this chapter must comply with this section's operational standards,
unless otherwise provided in a development agreement pursuant to section 15-13C-6:
A. Onsite manager required for projects pursuant to California Code of Regulations
Title 25 section 42.
B. The minimum length of stay shall be 30 days; short-term rentals are prohibited.
C. Occupancy is limited to two persons, not including children up to three years of
age.
D. A management plan must be submitted to the Community Development Director
before the City issuesbuilding permits or before a development agreement
approved for review and approval and must, without limitation, provide for the
• •
1. Security;
2. Rental periods;
3. Tenant screening and residency requirements;
4. Parking; and
5. Occupancy limits.
15-13C-7: In -unit amenities
Each micro -unit must contain the following amenities, unless otherwise provided in a
development agreement pursuant to section 15-13C-6:
A. One kitchen in every unit, including the following minimums:
1. 30-inch sink;
2. 18-inch by 24-inch counter;
3. Stove and/or oven feature;
4. 24-inch wide, full height refrigerator; and
5. M icrowave
B. One bathroom, including the following minimums:
1. Toilet;
2. Sink; and
3. Bathtub or shower.
Page 7
Page 51 of 223
15-3C-8: Development standards
Projects subject to this chapter must comply with this section's development standards
for micro -units, unless otherwise provided in a development agreement pursuant to
section 15-13C-6:
A. Vehicle parking. One space for studio and one -bedroom units or 1.5 spaces for
two -bedroom units.
B. Other parking standards in Chapter 15-15 (Off-street parking)
C. Bicycle parking — 1 rack (two -bike capacity) for every 3 units
D. Deviation from parking standards. Any person requesting deviation from the
vehicle parking requirements in section 15-3C-9 must submit a parking demand
study and Transportation Demand Management (TDM) program to the City with
its development agreement application, or at a later time, for review and approval
by the Community Development Director or designee. The Community
Development Director or designee will consider the following mobility amenities
and incentives in reviewing the TDM program and proposed deviations from the
parking requirements in this section-
1 . Bicycle parking/storage beyond minimum code requirements;
2. Onsite bike -share station;
3. Onsite car -share stop;
4. Shuttle service to major hubs;
5. Onsite childcare service;
6. Subsidized transit passes for residents;
7. Unbundling parking spots from the regular rent; or
8. Use of point system or consideration of proximity to public transit.
E. Security.
1. Minimum lighting of 1.25 foot-candles is required in all parking areas.
2. Projects must comply with all applicable security code provisions in this code.
15-13C-9: Common onsite amenities
A. Private Open Space. All units must have a minimum of 50 square feet of private
open space.
Page 8
Page 52 of 223
B. Common Open Space. There must be a minimum of 400 square feet of common
open space for the first 30 project units overall, plus 15 square feet per each unit
above the first 30 project units.
C. Common Indoor Space.
1. Projects must include common indoor space equal to at least the greater of 10
square feet per unit or 200 square feet.
2. Common indoor space must consist of the following amenities:
a. Communal kitchen. Projects with more than 30 units must incorporate at
least one common full kitchen and
b. Multipurpose space. Projects must incorporate multipurpose space on each
floor that may include any of the following:
i. Office/meeting room;
ii. Fitness room/gym;
iii. Game/craft room;
iv. Living room; or
v. Other similar uses.
3. Required common indoor space excludes janitorial storage, laundry facilities,
and common hallways.
D. Laundry. Projects must provide one washer and dryer per 10 units or fraction
thereof.
15-13C-10: Design Standards
Projects subject to this chapter must comply with the following design standards, unless
otherwise provided in a development agreement pursuant to section 15-13C-6:
A. Unit configuration. Project configuration must facilitate the future combination of
micro -units into larger units.
B. Ceiling height. Micro -unit ceiling height must be at least nine feet.
C. Access to natural light. Micro -units must have direct access to natural light.
D. Window size. The total square -foot area of windows in a micro -unit must equal at
least 15% of the unit's floor area.
Page 9
Page 53 of 223
15-13C-11: Prohibition of condominium subdivisions
The subdivision or individual sale of micro -units is prohibited.
15-13C-12: Development impact mitigation fees
Micro -units are subject to the same development impact mitigation fees as other multi-
family residential units.
15-13C-13: Administration and enforcement.
A. The City Council may establish fees by resolution for the City's ongoing
administration of this chapter.
B. The Community Development Director, or designee, may promulgate regulations
to facilitate the City's ongoing administration of this chapter, and such regulations
will become effective upon publication on the City's website.
SECTION 11: Electronic Signatures. This Ordinance 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 12: 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 13: 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 14: Recordation. The City Clerk, or designee, 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 10
Page 54 of 223
SECTION 15: Effective Date. This Ordinance will become effective 30 days following its
passage and adoption.
PASSED AND ADOPTED this day of , 2023.
Drew Boyles, Mayor
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
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
Ordinance No. was duly introduced by said City Council at a regular meeting
held on the day of 2023, 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 2023, and the same
was so passed and adopted by the following vote-
AYES-
NOES-
ABSENT-
ABSTAIN -
Tracy Weaver, City Clerk
Page 11
Page 55 of 223
G iRY 0I
ELSEGUNDO
TITLE:
City Council Agenda Statement
Meeting Date: March 7, 2023
Agenda Heading: Consent
11MPIi1,ff i, 07-MI-11:
Approve Plans and Specifications for FY 2022-23 Annual Concrete Improvements
Project
RECOMMENDATION:
1. Adopt a resolution to approve plans and specifications for the FY 2022-23 Annual
Concrete Improvements Project No. PW 22-17.
2. Authorize staff to advertise the project for construction.
3. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
Included in the Adopted FY 2022-23 Budget
Amount Budgeted: $200,000
Additional Appropriation: None.
Account Number(s): 106-400-8203-8606 (Sidewalk Repair- Gas Tax Fund)
301-400-8203-8705 (Sidewalk Repair - CIP Fund)
BACKGROUND:
The Public Works Department administers an annual concrete improvements program
to repair defective sidewalks, curbs and gutters throughout the City. The program
eliminates potential trip hazards, ensures public safety, and restores proper drainage
flows affected by the defective areas.
Page 56 of 223
FY 2022-23 Concrete Improvements Project
March 7, 2023
Page 2 of 3
DISCUSSION:
Staff have identified 42 repair locations citywide as shown on the attached map.
The project includes the following improvements, per the plans and specifications:
• Removal and replacement of existing damaged sidewalks
• Removal and replacement of broken curbs & gutters
• Removal and replacement of damaged/cracked driveway approaches
• Removal of nonstandard approaches and replacement of standard
approaches with proper sidewalks
• Adjustment of utility meter boxes/covers
• Repair of streets/sidewalks uplifted by tree roots
• Removal of tree(s), if necessary
Capital Improvement Funding in the amount of $200,000 for the FY 2022-23 Annual
Concrete Improvements Project is available.
Staff therefore recommends City Council approve the recommended actions as noted.
With the City Council's authorization, the anticipated schedule for the concrete project is
as follows:
March 2023: Advertise for Construction
April 2023: Award Construction Contract
June 2023: Begin Construction
August 2023: Project Completion
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1: Enhance Customer Service, Diversity, Equity, Inclusion and Communication
Objective 1A: El Segundo provides unparalleled service to all customers.
Goal 4: Develop and Maintain Quality Infrastructure and Technology
Objective 4A: El Segundo's physical infrastructure supports an inviting and safe
community.
PREPARED BY:
Floriza Rivera, Principal Civil Engineer
REVIEWED BY:
Elias Sassoon, Public Works Director
APPROVED BY:
Page 57 of 223
FY 2022-23 Concrete Improvements Project
March 7, 2023
Page 3 of 3
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
1. Vicinity Map PW 22-17
2. Location Map PW 22-17
3. Resolution PW 22-17
Page 58 of 223
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age 59 of 223
Location 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
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NGS_1984_Web—Mercator _Auxiliary_Sphere from the use of this map.
Legend
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l Concrete Repair Areas
Notes
RESOLUTION NO.
A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS
FOR THE CONSTRUCTION OF THE FY 22-23 ANNUAL CONCRETE
IMPROVEMENTS PROJECT, PROJECT NO. PW 22-17 PURSUANT TO
GOVERNMENT CODE SECTION 830.6 AND ESTABLISHING A
PROJECT PAYMENT ACCOUNT.
The City Council of the City of El Segundo does resolve as follows:
SECTION 1: The City Council finds and declares as follows:
A. The City Engineer prepared specifications and plans requesting
Construction of the FY 22-23 Annual Concrete Improvements Project (the
"Project"). These plans are complete. Bidding for construction of the
Project may begin;
B. The City Council wishes to obtain the immunities set forth in Government
Code § 830.6 with regard to the plans and construction of the Project.
SECTION 2: Design Immunity; Authorization.
A. The design and plans for the Project are determined to be consistent with
the City's standards and are approved.
B. The design approval set forth in this Resolution occurred before actual
work on the Project construction commenced.
C. The approval granted by this Resolution conforms with the City's General
Plan.
D. The City Engineer, or designee, is authorized to act on the City's behalf in
approving any alterations or modifications of the design and plans
approved by this Resolution.
E. The approval and authorization granted by this Resolution is intended to
avail the City of the immunities set forth in Government Code § 830.6.
SECTION 3: Project Payment Account. For purposes of the Contract Documents
administering the Project, the City Council directs the City Manager, or designee, to
establish a fund containing sufficient monies from the current fiscal year budget to pay
for the Project ("Project Payment Account") following receipt of construction bids. The
Project Payment Account will be the sole source of funds available for the Contract
Sum, as defined in the Contract Document administering the Project.
SECTION 4: The City Clerk is directed to certify the adoption of this Resolution.
Page 1 of 2
Page 61 of 223
SECTION 5: This Resolution will become effective immediately upon adoption.
PASSED AND ADOPTED this day of , 2023.
ATTEST:
Tracy Weaver, City Clerk
APPROVED AS TO FORM:
for
Mark D. Hensley
City Attorney
Drew Boyles, Mayor
Page 2 of 2
Page 62 of 223
G iRY 0I
ELSEGUNDO
TITLE:
City Council Agenda Statement
Meeting Date: March 7, 2023
Agenda Heading: Consent
11MPIi1,ff i, 07-MI-�/
Main Street / Imperial Highway Monument Entry Feature Sign Project
RECOMMENDATION:
1. Adopt a resolution authorizing the Public Works Director, or designee, to approve
the plans and specifications for the construction of Main Street / Imperial
Highway Monument Entry Feature Sign Project (No. PW 23-04), pursuant to
Government Code § 830.6 and El Segundo Municipal Code Section 1-7C-11.
2. Authorize staff to advertise the project for construction bids.
3. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
Amount Budgeted in FY 2022-23: $442,500
Design: $78,110 (Hirsch & Associates)
Remaining Budget for Project Construction: $364,390 (Demolition, Electrical,
Lighting, Irrigation, Landscaping and Sign)
Additional Appropriation: If the cost of the project (once bid) exceeds the budgeted
amount, an additional appropriation would be required.
Account Number(s): 301-400-8203-8214 (City Gateway Entry Project)
BACKGROUND:
On January 18, 2022, City Council authorized staff to execute a Professional Services
Agreement with Hirsch & Associates, Inc. ("Consultant") to prepare the design of the
Main Street / Imperial Highway Monument Entry Feature Sign Project (the "Project") and
authorized staff to remove the existing signage at the Main Street and Imperial Highway
Page 63 of 223
Main Street / Imperial Highway Monument Entry Feature Sign Project
March 7, 2023
Page 2 of 3
intersection. By the end of January 2022, Public Works staff had removed the sign at
the site intersection. Additionally, the Consultant investigated the site and prepared two
concepts for this entry feature. The Consultant was asked to provide a design that is
reflective of El Segundo's small-town charm and beach orientation, which would tie this
entry feature into the evolving nature of the downtown area and connect to the historic
El Segundo High School, Library and Library Park.
At the September 6, 2022 and September 20, 2022 City Council meetings, the
Consultant presented two conceptual options, being the "Character of El Segundo"
concept and the "Old Time Postcard Inspiration" concept. The City Council provided
feedback on the two presented options and selected the second option, the "Old Time
Postcard Inspiration" concept design. This concept is inspired by the city's rich history.
This bold, clean, and modern design will be a stand -out statement in the landscape
which will invite visitors to explore all that the City has to offer.
DISCUSSION:
The design of this project is complete and the plans were submitted to the City's
Building and Safety Division in early 2023 for review. The Building and Safety Division
asked for additional structural engineering calculations, which were submitted. This last
step of the approval process is for the Building and Safety Division to review and
approve these calculations, which is expected to be done by mid March 2023.
Subsequently, the building permit will be issued and the project will be ready to be
advertised for construction.
The proposed Resolution will authorize the Public Works Director, or designee to review
and approve the Project's design and plans, under his discretion, pursuant to state and
local law. The Public Works Director, or designee, must approve the Project's design
and plans to determine consistency with the applicable standards and requirements
before any Project construction begins. Finally, the Resolution will allow the Public
Works Director, or designee, to act on the City's behalf in approving any alterations or
modifications of the approved design and plans.
Staff respectfully ask that the City Council approve the actions as recommended.
With the City Council's authorization, the construction of this project is anticipated for
award by June 2023, and the construction is scheduled to be completed by late fall
2023.
Page 64 of 223
Main Street / Imperial Highway Monument Entry Feature Sign Project
March 7, 2023
Page 3 of 3
CITY STRATEGIC PLAN COMPLIANCE:
Goal 4: Develop and Maintain Quality Infrastructure and Technology
Objective 4A: El Segundo's physical infrastructure supports an inviting and safe
community.
Objective 413: 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 513: El Segundo approaches its work in a financially strategic and responsible
way.
PREPARED BY:
Cheryl Ebert, Senior Civil Engineer
REVIEWED BY:
Elias Sassoon, Public Works Director
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
1. PW 23-04 Monument Sign Plan Adoption Resolution
2. PW 23-04 Monument Entry Feature Design
Page 65 of 223
RESOLUTION NO. _
A RESOLUTION AUTHORIZING THE PUBLIC WORKS DIRECTOR, OR
DESIGNEE, TO APPROVE THE PLANS AND SPECIFICATIONS FOR
THE CONSTRUCTION OF MAIN STREET / IMPERIAL HIGHWAY
MONUMENT ENTRY FEATURE SIGN PROJECT (NO. PW 23-04),
PURSUANT TO GOVERNMENT CODE § 830.6 AND EL SEGUNDO
MUNICIPAL CODE SECTION 1-7C-11 AND ESTABLISHING A
PROJECT PAYMENT ACCOUNT.
The City Council of the city of El Segundo does resolve as follows:
SECTION 1: The City Council finds and declares as follows:
A. The City retained Hirsch & Associates, Inc. ("Consultant") as the architect
to design and prepare plans for the Main Street / Imperial Highway
Monument Sign Project, City Public Works Department project no. 23-04
(the "Project");
B. Government Code § 830.6 provides design or plans immunity to a local
agency where the legislative body or employee approves the design or
plans in advance of construction.
C. El Segundo Municipal Code ("ESMC") § 1-7C-11 authorizes the Public
Works Director or City Council to approve the Project's design or plans in
advance of construction pursuant to Government Code § 830.6.
D. The Consultant has informed the City Engineer that Project's plans are
nearing completion.
E. The City Council wishes to obtain the immunities set forth in Government
Code § 830.6 with regard to the Project's plans and construction.
SECTION 2: Design Immunity Determination Authorization.
A. The City Council authorizes the Public Works Director or designee to
review and potentially approve the Project's design and plans, under his or
her discretion, pursuant to Government Code § 830.6 and ESMC § 1-7C-
11.
B. The Public Works Director, or designee, must approve the Project's
design and plans to determine consistency with the applicable standards
and requirements before any Project construction begins.
C. The Public Works Director, or designee, is authorized to act on the City's
behalf in approving any alterations or modifications of the approved design
and plans.
Page 1 of 2
Page 66 of 223
D. The approval and authorization granted by this Resolution is intended to
avail the City of the immunities set forth in Government Code § 830.6.
SECTION 3: Project Payment Account. For purposes of the contract documents
administering the Project, the City Council directs the City Manager, or designee, to
establish a fund containing sufficient monies from the current fiscal year budget to pay
for the Project ("Project Payment Account"). The Project Payment Account is the sole
source of funds available for the Contract Sum, as defined in the Contract Document
administering the Project.
SECTION 4: The City Clerk is directed to certify the adoption of this Resolution.
SECTION 5: This Resolution will become effective immediately upon adoption.
PASSED AND ADOPTED this 7th day of March, 2023.
ATTEST:
Tracy Weaver, City Clerk
APPROVED AS TO FORM:
MARK D. HENSLEY, City Attorney
IN
Drew Boyles, Mayor
Joaquin Vazquez, Assistant City Attorney
Page 2 of 2
Page 67 of 223
FG
3" THICK 'ORGANIC LOCK' MOJAVE GOLD
RAISED STABILIZED DECOMPOSED GRANITE
C PLANTER AVAILABLE FROM GAIL MATERIALS OR
CURB APPROVED EQUAL. 951-667-6106
INSTALL PER MANUFACTURER'S
SPECIFICATIONS.
4" THICK CRUSHED MISCELLANEOUS
AGGREGATE BASE. COMPACT
SLOPE, SEE TO 90%.
GRADING PLAN B CONCRETE
HEADER
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SUBGRADE
SEE CONSTRUCTION PLAN FOR DIMENSIONS
STABILIZED DECOMPO
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SED GRANITE
NOT TO SCALE
9„
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J
2
NOTE: CONTROL JOINT MAX. SPACING: 15', SPACED EVENLY BETWEEN
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* FINISH GRADE. 3" AT PLANTER
AREA, 1" AT TURF GRASS
PORTLAND CEMENT CONCRETE (PCC)
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a
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A
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MOISTEN NATIVE SOIL TO
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4" THICK REINFORCED CONCRETE
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FG/FS
ELECTRICAL CONDUIT.
REFER TO ELECTRICAL
PLANS
MONUMENT SIGN ELEVATION
SPACING FOR
ELECTRICAL CONDUIT
AT EACH LETTER
L Ll Ntz:�j I
5'-5" 5'_f" 8+ 6'=6" 6'-7" 6'-8" 7'-10 .3'-2" 7'=7" 3'=9"
NOTES:
1. ALL WELDS SHALL BE GROUND SMOOTH AND NOT S
FROM THE OUTSIDE OF THE SIGN, ALL SIDES.
2. ALL ALUMINUM PARTS MUST BE POWDER COATED Af
WELDING. COLOR: WHITE
3. LINE VOLTAGE FLEXIBLE LINEAR, DRIVERLESS NO —PI)
LIGHT STRIP. COLOR: TEMPERATURE: 4000K (6.0 WA
MODEL: DL—AC—FLEX2—HW08—FR-4090. ENDCAPS A
CONNECTING CABLES, LENGTH AS NEEDED. MANUFAC
JESCO, OR EQUAL. AVAILABLE THROUGH FORMAN &
ASSOCIATES. CONTACT: TOM WONG. (949) 233-300,
4. PLASTIC LIGHT STRIP MOUNTING CHANNEL MAY NEE[
CUT AND SHORTENED AT AREAS WITH A TIGHT RADII
LOCATIONS WHERE MOUNTING BRACKET WILL NOT FI'
RADIUS, SCREW MOUNTING CLIP WITHOUT BRACKET
OF FLAT BAR AT 5.5" O.C. SPACING. MANUFACTUREF
JESCO, OR EQUAL. MOUNTING CHANNEL: DL—AC—FLE
LENGTH AS NEEDED. MOUNTING BRACKET: SG—MC—V
AVAILABLE THROUGH FORMAN & ASSOCIATES. CONTA
WONG. (949) 233-3004
5. GAUGE/THICKNESS OF ALUMINUM IS SUGGESTED BU-
THICKNESS MAY BE INCREASED, IF NEEDED, TO PRE
OIL CANNING. OIL CANNING IS NOT ACCEPTABLE.
6. CONTRACTOR TO PROVIDE SHOP DRAWINGS TO LAND
ARCHITECT FOR APPROVAL PRIOR TO FABRICATION.
MODIFICATIONS TO THE DESIGN CAN BE MADE BY TF
MANUFACTURER AS LONG AS DESIGN INTENT REMAIN
INTACT.
CONTRACTOR TO DRILL HOLES, WHERE
NEEDED, FOR FLEX LIGHT STRIP
CONNECTING CABLE FEED TO JUNCTION
BOX WITHIN LETTER, BEGIN AND END LIGHT
STRIP NEAR BOTTOM OF LETTER TO
REDUCE CABLE LENGTH TO JUNCTION BOX
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AND BASE RETAINER FOR SIGN REST
AND/OR SUPPORT DURING INSTALLATION
g" THICK (MINIMUM) LASER CUT LETTER EDGE/RET�
VENTILATION GAP
CLEAR ACRYLIC PLATE OR BLOCK TO PROTECT
LIGHT STRIP FROM TAMPERING AND FORM A
CLEAN, UNIFIED SURFACE ALONG SIGN EDGE
FLEXIBLE LED LIGHT STRIP AND MOUNTING
BRACKET. SEE NOTES
$" THICK X 1 " WIDE ALUMINUM FLAT BAR. WELD
TO BASE RETURN AND LASER CUT LETTER EDGE
a" ALUMINUM SUPPORT PLATFORM AT FLAT
PORTION OF LETTER BASE
OPENING, CREATED BY WASHERS AT
MOUNTING BOLTS, FOR DRAINAGE CLEARANCE
a" WEEP HOLES, 6" O.C. ALONG LOW
POINTS IN SIGN RETURN
D CONCRETE SIGN
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ELECTRICAL
CONDUIT. REFER -
TO ELECTRICAL
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ELECTRICAL CONDUIT
CENTERED IN MONUMENT SIGN LETTERS,
CONCRETE AT EACH BY OTHERS
SIGN LETTER. SEE
LETTER SPACING IN SMOOTH TROWEL FINISH
DETAIL 'E', THIS ON TOP FOR DRAINAGE
SHEET AND 1 " CHAMFER ALL EDGES
ELECTRICAL PLANS
L #4 REBAR Q 18" O.C.
�
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SIDES. SEE NOTES
` #4 HORIZONTAL REBAR,
3' CONTINUOUS, 6 PLACES
SUBGRADE. COMPACT TO
RELATIVE COMPACTION
95% REL VE COM C
NOTES:
1 CONCRETE TYPE SHALL BE NATURAL GREY 3 000 PSI 5 SACK MIX
WITH SIKA VISOCRETE-2100 SUPERPLASTICIZER ADMIXTURE, OR EQUAL.
SUPERPLASTICIZER ALLOWS FOR BETTER FLOW OF CONCRETE MIX INTO
THE FINE LINES OF THE FORM LINER
2. FORM LINER: HI —LOW CEDAR BOARD, ITEM #465 BY SIKA, OR EQUAL
MONUMENT SIGN BASE/FOOTING
NOT TO SCALE
22 GAUGE (MINIMUM)
ALUMINUM RETURN, EXTEND
BEYOND LETTER FACE
PLATE LASER CUT ALUMINUM
CUSTOM "" THICK LETTER EDGE
HIGH PRESSURE
LAMINATE GRAPHIC
PANEL MOUNTED TO
g" THICK ALUMINUM ,L;L
FACE PLATE
21„
LETTER
OPENING, AS
OCCURS 2"
. . . . . . ) .—
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SEE ENLARGEMENT
11 aI �� �
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1
n
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4 -I
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a
PLACEMENT, AND
EMBEDMENT PER
SIGN STRUCTURAL
CALCULATIONS
CONCRETE
SECTION FOOTING ELEVATION
MONUMENT SIGN LETTER FABRICATION
SEWER, WATER & STORM DRAIN UNDERGROUND
UTILITIES DELINEATED ON THIS MAP WERE SCALED
FROM EXISTING PLANS FROM THE CITY OFEL
SEGUNDO. PRECISE LOCATION OF ALL OTHER
EXISTING UNDERGROUND UTILITIES TO BE VERIFIED
BY THE CONTRACTOR IN THE FIELD PRIOR TO
CONSTRUCTION.
DIG ALERT:
DIAL TOLL FREE
1-800-422-4133
AT LEAST TWO WORKING DAYS
BEFORE YOU DIG
UNDERGROUND SERVICE ALERT OF SOUTHERN CA.
NOT TO SCALE
HIRSCH & ASSOCIATES, INC.
LANDSCAPE ARCHITECTURE & PLANNING
2221 EAST WINSTON ROAD, SUITE A
ANAHEI M, CALIFORNIA 92806
PHONE 71 4-776-4340 FAX 714-776-4395
WWW.HAILANDARCH.COM LA#5567
Page 68 of 223
G iRY 0I
ELSEGUNDO
TITLE:
City Council Agenda Statement
Meeting Date: March 7, 2023
Agenda Heading: Consent
11MPIi1,ff i, 07-MI-11
Notice of Completion for the Sewer Main Closed Circuit Television Inspection Project
RECOMMENDATION:
Accept the Sewer Main Closed Circuit Television Inspection Project, Project No.
PW 21-12, by Empire Pipe Cleaning and Equipment and deem the project
complete.
2. Authorize the City Clerk to file a Notice of Completion with the County Recorder's
Office.
3. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
The fiscal impact of the project is $336,311.35.
Amount Budgeted: $390,0000
Additional Appropriation: None
Account Number: 502-400-8204-8647 (Sewer Main Repair Annual Program)
BACKGROUND:
On May 17, 2022, City Council awarded a standard Public Works Contract to Empire
Pipe Cleaning and Equipment in the amount of $388,445.03 for the Sewer Main Closed
Circuit Television (CCTV) Inspection Project (Project). The project identifies pipe
defects in the existing underground sanitary sewer collection system and allows staff to
establish future sanitary sewer rehabilitation projects.
DISCUSSION:
Empire Pipe Cleaning and Equipment began closed circuit television inspections in July
2022 and completed the task by January 2023. The project was completed in
Page 69 of 223
Sewer Main Inspection Project
March 7, 2023
Page 2 of 2
accordance with the plans and specifications and to the City's satisfaction. This project
was completed under budget, and the unspent funds will be returned to the funding
source for future projects. The results of the CCTV inspection report will be analyzed
and noted defects will be repaired in future capital improvement projects.
Staff recommends the City Council to approve the recommended actions as noted.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1: Enhance Customer Service, Diversity, Equity, Inclusion and Communication
Objective 1A: El Segundo provides unparalleled service to all customers.
Goal 4: Develop and Maintain Quality Infrastructure and Technology
Objective 4A: El Segundo's physical infrastructure supports an inviting and safe
community.
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 PW 21-12
2. Location Map PW 21-12
3. Notice of Completion PW 21-12
Page 70 of 223
/1 Vicinity Map
!j
E Lrrn° Citywide Sewer Closed Circuit Television (CCTV) inspection Project
In 0
sn
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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.
age 71 of 223
% Location Map
EL7TNDO Citywide Sewer Closed Circuit Television (CCTV) Inspection Project
Legend
City Boundary
end Project Region
Notes
6,018.7 0 3,009.33 6,018.7 Feet DISCLAIMER: The information shown on this map was compiled from different GIS
sources. The land base and facility information on this map is for display purposes only
and should not be relied upon without independent verification as to its accuracy. The City
of El Segundo will not be held responsible for any claims, losses or damages resulting
WGS_1984_Web—Mercator _Auxiliary_Sphere from the use of this map.
Recording Requested by
and When Recorded Mail To:
City Clerk, City Hall
350 Main Street
El Segundo, CA 90245
NOTICE OF COMPLETION OF CONSTRUCTION PROJECT
Project Name: Sewer Closed Circuit Television Inspection Project.
Project No. PW 21-12 Contract No.6367
Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that:
1. The undersigned is an officer of the owner of the interest stated below in the property
hereinafter described.
2. The full name of the owner is: City of El Segundo
3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245
4. The nature of the interest of the owner is: Public Facilities
5. A work of improvement on the property hereinafter described was field reviewed by the
City Engineer on January 18, 2023. The work done was: Sewer Closed Circuit Television
Inspection.
6. On March 7, 2023, City Council of the City of El Segundo accepted the work of this
contract as being complete and directed the recording of this Notice of Completion in the
Office of the County Recorder.
7. The name of the Contractor for such work of improvement was: Empire Pipe Cleaning
and Equipment, Inc.
8. The property on which said work of improvement was completed is in the City of El
Segundo, County of Los Angeles, State of California, and is described as follows:
• Various locations citywide
9. The street address of said property is: None
Dated:
Elias Sassoon
Public Works Director
VERIFICATION
I, the undersigned, say: I am the Director of Public Works of the City El Segundo, the declarant of the
foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof; the
same is true of my own knowledge.
I declare under penalty of perjury the foregoing is true and correct.
Executed on , 2023 at El Segundo, California.
Elias Sassoon
Public Works Director
Page 73 of 223
G iRY 0I
ELSEGUNDO
TITLE:
City Council Agenda Statement
Meeting Date: March 7, 2023
Agenda Heading: Consent
IMP,i1Z[Ri, 07-M1.1'1
Notice of Completion for Water Main Improvements on Grand Avenue Project
RECOMMENDATION:
Accept Water Main Improvements on Grand Avenue Project, Project No. PW 21-
05, by Stephen Doreck Equipment Rentals, Inc. as complete.
2. Authorize the City Clerk to file a Notice of Completion with the County Recorder's
Office.
3. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
The project cost: $1,480,778.66 for construction & inspection
Amount Budgeted: $1,598,162.80
Additional Appropriation: No.
Account Number: $1,000,000.00 from 501-400-7103-8206 (Water Fund Infrastructure
Replacement)
$ 598,162.80 from 501-400-7103-8207 (Water Fund Main
Replacement)
BACKGROUND:
On November 2, 2021, City Council awarded a construction contract to Stephen Doreck
Equipment Rentals, Inc. for the amount of $1,598,162.80. The scope of the project was
to replace the water main along Grand Avenue (between Center Street and Pacific
Coast Highway), upgrade city connections to the new main, relocate water meters, and
relocate fire hydrants.
DISCUSSION:
Page 74 of 223
Notice of Completion Water Main Grand Ave.
March 7, 2023
Page 2 of 2
Construction began in May 2022, and was completed by Stephen Doreck Equipment
Rentals, Inc. in December 2022. The project was completed under budget and the
unspent amount will be returned to the source fund for future projects.
Staff respectfully recommends that the City Council accepts the work performed by
Stephen Doreck Equipment Rentals, Inc. for the Water Main Improvements on Grand
Avenue Project, and authorize the City Clerk to file a Notice of Completion with the
County Recorder's office.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1: Enhance Customer Service, Diversity, Equity, Inclusion and Communication
Objective 1A: El Segundo provides unparalleled service to all customers.
Goal 4: Develop and Maintain Quality Infrastructure and Technology
Objective 4A: El Segundo's physical infrastructure supports an inviting and safe
community.
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 PW 21-05
2. Location Map PW 21-05
3. Notice of Completion PW 21-05
4. Before and After Pictures PW 21-05
Page 75 of 223
",
Vicinity Map
Water Main Improvements Project on Grand Avenue
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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.
age 76 of 223
Location Map
ELE NDO
Water Main Improvements on Grand Avenue
1 E w r Ave mm
digit
dw JP ii rii e A v, e Z;�
40. J
rfl
Z�;
,
�r
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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 C
of El
Segundo will not be held responsible for any claims, losses or damages resulting
�S_1984_Web—Mercator _Auxiliary_Sphere from the use of this map.
Legend
City Boundary
Project Area:
E. Grand Avenue
bettween Center Street
and Pacific Coast
Highway
Notes
Recording Requested by
and When Recorded Mail To:
City Clerk, City Hall
350 Main Street
El Segundo, CA 90245
NOTICE OF COMPLETION OF CONSTRUCTION PROJECT
Project Name: Water Main Improvements on Grand Avenue Project
Project No. PW 21-05 Contract No. 6206
Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that:
1. The undersigned is an officer of the owner of the interest stated below in the property
hereinafter described.
2. The full name of the owner is: City of El Segundo
3. The full address of the owner is: City Hall, 350 Main Street, El Segundo, CA, 90245
4. The nature of the interest of the owner is: Public Water System Facilities
5. A work of improvement on the property hereinafter described was field reviewed by the
City Engineer on December 2, 2022. The work done was: Water Main Improvements on
Grand Avenue Project
6. On March 7, 2023, City Council of the City of El Segundo accepted the work of this
contract as being complete and directed the recording of this Notice of Completion in the
Office of the County Recorder.
7. The name of the Contractor for such work of improvement was: Stephen Doreck Equipment Rentals, Inc.
8. The property on which said work of improvement was completed is in the City of El
Segundo, County of Los Angeles, State of California, and is described as follows:
• E. Grand Avenue from Center Street to Pacific Coast Highway
9. The street address of said property is: None
Dated:
Elias Sassoon
Public Works Director
VERIFICATION
I, the undersigned, say: I am the Director of Public Works of the City El Segundo, the declarant of the
foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof; the
same is true of my own knowledge.
I declare under penalty of perjury the foregoing is true and correct
Executed on , 2023 at El Segundo, California
Elias Sassoon
Public Works Director
Page 78 of 223
BEFORE AND AFTER PICTURES, PW 21-05
1. Before: Pacific Coast Hwy / Grand Ave. intersection
During: Night work on Pacific Coast Highway
After:
Page 79 of 223
2. Before: At rear of 155 Pacific After:
Coast Hwy on the south side of E.
Grand Ave. - nonstandard
mechanical connection on fireflow
assembly
3. Before: Grand Ave. looking west toward Illinois St.
During: Pipe installation, backfilled trench, asphalt grinding
After:
Page 80 of 223
4. Before: Center St. at Grand Ave. original striping
After: Yellow high -visibility crosswalks in all directions
Page 81 of 223
G iRY W
ELSEGUNDO
City Council Agenda Statement
Meeting Date: March 7, 2023
Agenda Heading: Consent
11MPIi1,ff i, T-MI-16i1(
TITLE:
Resolution Adopting Updated Records Retention Schedule
RECOMMENDATION:
1. Adopt the proposed Resolution to update the City's records retention schedule.
2. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
Over time, the City will realize General Fund operational savings in reduced storage
expenses and improved operational efficiency. The amount of budgetary savings
related to reduced storage expense is to be determined, but could be in the range of
$500 - $1,200 per month.
BACKGROUND:
The City Clerk's office, in consultation with its consultant Gladwell Governmental
Services, Inc. ("Gladwell"), prepared a comprehensive update to the City's records
retention schedule ("Retention Schedule"), which determines how long the City must
keep electronic or physical copies of City documents. Different schedules are outlined
with respect to each City department. The City Council approved the updated Retention
Schedule upon its adoption of Resolution No. 5284 on November 16, 2021.
DISCUSSION:
To ensure ongoing legal compliance of the City's Retention Schedule, staff, in
consultation with Gladwell, conducted an annual review and identified minor, necessary
updates in accordance with state law. The Community Development, Finance, Police
and Information Technology Services Departments are the subject of the minor
Retention Schedule modifications. The underlying policy approach for approving and
destroying records following the expiration of a retention requirement will remain the
same, i.e., the City Clerk may dispose of records based on the intervals listed in the
Page 82 of 223
Resolution Adopting updates to Citywide Records Retention Schedule
March 7, 2023
Page 2 of 2
Retention Schedule, upon City Manager's request and written City Attorney
authorization. The proposed Resolution would adopt the updated Retention Schedule
and authorize the City Clerk to make minor updates to the Retention Schedule, in
consultation with the City Attorney.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1: Enhance Customer Service, Diversity, Equity, Inclusion and Communication
Objective 1A: El Segundo provides unparalleled service to all customers.
Goal 4: Develop and Maintain Quality Infrastructure and Technology
Objective 413: El Segundo's technology supports effective, efficient, and proactive
operations.
PREPARED BY:
Lili Sandoval, Deputy City Clerk
REVIEWED BY:
Tracy Weaver, City Clerk
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
1. Resolution
2. El Segundo - Retention Schedule (with changes)
3. El Segundo - Retention Schedule (without changes)
4. How to Use Retention Schedules
Page 83 of 223
RESOLUTION NO.
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 i n a n y 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.
RESOLUTION No.
Page 1 of 2
Page 84 of 223
SECTION 7 The City Clerk is authorized to make periodic updates to Exhibit "A" in
consultation with the City Attorney, however, the City Council must
approve major modifications to the records retention policy.
SECTION 8 This Resolution will become effective immediately upon adoption and
remain in effect until repealed or superseded. Resolution No. 5284 and
any other Resolution adopting a records retention schedule is repealed
and superseded by this Resolution.
PASSED AND ADOPTED this 21 st day of February, 2023
Drew Boyles, Mayor
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss
CITY OF EL SEGUNDO )
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 21 st day of February, 2023, 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
RESOLUTION No.
Page 2 of 2
Page 85 of 223
Ver. 13.0 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 &
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 com letion .
BUILDING SAFETY
Develop.
Services /
DS-001
Building Permit Database
Indefinite
Indefinite
Yes (all)
Mag
Department Preference - Data is
Building
interrelated; GC §34090,
Safety
Building Permits / Building Address
Files - Permanent Documents
Permits & Attachments, Certificate
Develop.
of Occupancy, Geotechnical /
Services /
DS-002
Geological Reports, Grading
P
P
Yes
MfMr, OD,
S / I
Yes: After
Department preference; GC
Building
Permits, Lab Test Reports,
Ppr
QC & OD
§34090; H&S §19850
Safety
Structural Observation Reports,
Site 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. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 86 of 223
Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-2
Office of
Retention
Record
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 &
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 retentionperiods retention resumes after settlement or com letion .
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 (a11)
Mfr, OD,
S / I
QC & OD
building for commercial only;
Safety
ACCOMMODATION, TENANT
Ppr
104. & 07.5;
CBC §§104.7 & 107.5;
H&S§1
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 /
Complaints (Written
Required -
Required -
Building
DS-008
correspondence received or sent)
Minimum
Minimum
Mag, Ppr
GC §34090
Safety
Close + 2
Close + 2
years
years
Develop.
Services /
DS-009
Covenants
P
P
Yes
Mfr, OD,
S / I
Yes: After
GC §34090(a)
Building
QC & OD
Safety
Ppr
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 87 of 223
Ver. 13.0 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 &
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 retentionperiods retention resumes after settlement or com letion .
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.
Services /
DS-011
Modification Approvals / Deviations
P
P
Yes
MfrMag'
S / I
Yes: After
Department preference; GC
Building
from Code Requirements
P, pr
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 /
DS-013
Receive Copies of Plans (to and
2 years
2 years
Mag, Ppr
GC §34090
Building
from architects)
Safety
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 88 of 223
Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-4
Office of
Retention
Record
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 &
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 com letion .
CODE ENFORCEMENT
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
Mf
Ppr,
S / I
QC & OD
GC §34090
Enforce.
Liens & Releases
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. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 89 of 223
Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-5
Office of
Retention
Record
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 &
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 retentionperiods retention resumes after settlement or com letion .
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
Copies of Deeds, Dedications,
Completion
Completed
QC & OD
preparedness purposes; GC
Develop.
Easements, Abandonments (City
Ppr
§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
ears
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 90 of 223
Ver. 13.0 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 &
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 retentionperiods retention resumes after settlement or com letion .
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
Mag'
affordability period terminates;
Mod, CalHome, CDBG & HOME
Terminates, or
Terminates,
Yes: After
Uniform Admin. Requirements
Services /
DS-019
the Written
or the Written
Mfr, OD,
S
QC & OD
for Grants to Local
Housing
WITH Recapture or Resale
Agreement
Agreement
Ppr
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
imposing recapture / resale
Housing Programs: All, including
restrictions are 5 years after the
Home Repair, Low -Mod, CalHome,
affordability period terminates;
Develop.
CDBG & HOME
Loan Pay-off
Loan Pay-off
Mag'
Yes: After
Uniform Admin. Requirements
Services /
DS-020
+ 5 years
+ 5 years
Mfr, OD,
S / I
QC & OD
for Grants to Local
Housing
NO RECAPTURE / RESALE
Ppr
Governments is 3 years from
RESTRICTIONS
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. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 91 of 223
Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-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 &
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 retentionperiods retention resumes after settlement or com letion .
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
v
Senior Housing Board (Park Vista)
Yes: After
Se clop /
DS-024
MINUTES, BYLAWS
P
P
Mfr OD,
S/I
QC & OD
GC §34090
Housin
Ppr
PLANNING
Develop.
Services /
DS-025
Annexations / Boundaries /
2 years
P
P
MfMr, OD,
S / I
Yes: After
Land Records; GC §34090
Planning &
Consolidations / LAFCO
I
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
"reasonable
Planning
)
Ppr
QC & OD
be kept a period of
Inside City Boundaries
time"; 14 CCR §15095(c); GC
§34090
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 92 of 223
Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-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 &
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 retentionperiods retention resumes after settlement or com letion .
Environmental Determinations:
Non -records; EIRs and Negative
Develop.
Environmental Impact Reports
When No
When No
Declarations within the City
Services /
DS-029
(EIRs), Negative Declarations, etc.
Longer
Longer
Ppr, OD
Boundaries are with the project
Planning
)
Required
Required
file
Outside City Boundaries
Not all internal communications
and notes are required to be
Environmental Determinations:
saved; "E-mails that do not
Environmental Impact Reports
provide insight into the project
(EIRs), Negative Declarations, etc.
or the agency's CEQA
/ CEQA / NEPA
)roj2LL
a,,,,,,,,
compliance with respect to the
Correspondence ,aind_sta(1_iam;
Aw�M�ir� II_� ir_
Np oya� or'
project — are not within the
Develop.
tlr
d?_
f Yr irriiM +_ �"_
scope of section 21167.6,
Services /
DS-030
pcyc i nc �! " G II t )Lc eirc�1�ro rir c_e.
7c irrt
� fir a
P g'
subdivision (e) and need not be
Planningrvutdr,_ir
_SJ2t�"t��t j��_�It�"_t�ir� �w ��m
CA-)I'irp� etk-air? of
(��rrrrp�etion
p
retained." Golden Door
sullixMtteg to, or transfer red to cre
C: CAA
of t,g0A
Properties, LLC v. Superior
tllre% age*urcy, and aNll wortectrall
recess
Process
Court of San Diego County
agency c irnirnuurlicatwcurs,
(County of San Diego, et al.,
f16u6ng staff rides ceNrrated to ...
Real Parties in Interest)
ursurr-ese%irnlst CII...:QA actwsurr
(D076605, DO76924, DO76993)
(4th Dist. 2020); PRC 21167,E
GC §34090
Develop.
When No
Services /
DS-031
General Plan Working Papers
Longer
::z
Mag, Ppr
Preliminary drafts; GC §34090
Planning
Required
Services Develop.
DS-032
General Plan, Elements and
P
P
Yes (all)
Mfr OD,
S / I
Yes: After
Department preference; GC
Planning
Amendments
Ppr
QC & OD
§34090
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 93 of 223
Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES
Page DS-9
Office of Retention
Record No. Records Description Retention /Disposition Comments /Reference
Inactive Image: Destroy
Active Storage Total Media 1=Import Paper
(OFR) Vital? after
(in office) (Off -site, Retention Options M=Mfr Imaged &
OD or Mfr) S=Scan , —l—
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2
HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi atiot
Develop.
Services / DS-033 Land Use Studies / Plans / Reports P
Planning
Develop.
Master Plans, Specific Plans,
Services /
DS-034
Bikeway Plans, etc.
P
Planning
Develop.
Services /
DS-035
Miscellaneous Planning Research
Minimum 2
Planning
Projects (by property address)
years
Develop.
Planning Commission Agenda
Services /
DS-036
P
Planning
packets
Develop.
Planning Commission Minutes &
Services /
DS-037
P
Planning
Bylaws
Develop.
Services /
DS-038
Planning Commission Resolutions
P
Planning
gars), since destruction is normally performed by file folder.
end normal retention periods retention resumes after settlement or completion).
!Sus
P
Mag,
Mfr, OD,
S / I
Yes: After
Department preference; GC
Ppr
QC & OD
§34090
P
Mag,
Mfr, OD,
S / I
Yes: After
Department Preference; GC
Ppr
QC & OD
§34090
Minimum 2
Mag'
Mfrr,,
S / I
Yes: After
Department preference GC
years
Ppr
QC & OD
§34090 et seq.
Mag,
Department preference - Copies
Department
P
Yes (all)
Mfr, OD,
S / I
Yes: After
(the original Staff Reports are
Ppr
QC & OD
filed in the Project Entitlement
Folder); GC §34090.7
Mag,
P
Mfr, OD,
S / I
No
GC §34090
Ppr
Mag,
P
Yes
Mfr, OD,
S
No
GC §34090 et seq.
Ppr
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 94 of 223
Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-1 0
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 &
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 retentionperiods retention resumes after settlement or com letion .
Planning Project Files -
Permanent Entitlements (All)
(Includes Associated Conditions of
Department preference;
Approval, Environmental
Department maintains complete
Determinations, Staff Reports,
files for administrative purposes;
Develop.
Plans & Maps, copies of
Mag,
Yes: After
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
Services Develop.
DS-041
Project Log Index / Spreadsheet /
P
P
Yes
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.)
Services Develop.
DS-043
Special Studies (Not related to a
P
P
Yes
Mfr OD,
S / I
Yes: After
Department Preference; GC
Planning
specific project)
Ppr
QC & OD
§34090
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 95 of 223
Ver. 13.0 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 &
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 retentionperiods retention resumes after settlement or com letion .
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 -
City Clerk
DS-045
Zoning Amendments, Zoning Text
When No
::m
Mag, Ppr
Copies; GC §34090.7
Amendments
Longer
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
Ito 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
Department Preference; Statute
Develop.
of Limitations is 4 years; 10
Services /
Contractor Correspondence /
years for Errors & Omissions;
Residential
DS-049
Project Administration
10 years
10 years
Mag, Ppr
land records are permanent by
Sound
law; CCP §§337. 337.1(a),
Insulation
337.15, 343; GC §34090
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 96 of 223
Ver. 13.0 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 &
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 retentionperiods retention resumes after settlement or com letion .
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-050
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 /
Residential
DS-051
List of Projects (Historical Excel
P
P
Mag, Ppr
Department preference; GC
Sound
File)
§34090
Insulation
Develop.
Residential Sound Insulation
Services /
Homeowner File / RSI Homeowner
Project
Project
Department preference; covers
Residential
DS-052
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
Develop.
Standard Specifications Used for
Services /
Residential
DS-053
Residential Sound Insulation / RSI
P
P
Mag, Ppr
Department preference; GC
Sound
projects (provided by the City to
§34090
Insulation
Contractors)
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 97 of 223
Ver. 9.0 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
I 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 .
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 /
Golf Course Subcommittee
Loner
Department Preference; GC
Mgmt.
FIN-006
AGENDAS, AGENDA PACKETS
Requged -
Requier red -
Mag, Ppr
§34090
Minimum 2
Minimum 2
ears
years
Finance /
FIN-007
Golf Course Subcommittee
P
P
Mag, Mfr,
S
No
GC §34090
Mgmt.
MINUTES, BYLAWS
OD, Ppr
EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 98 of 223
Ver. 9.0 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
I 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 retention periods retention resumes after settlement or completion .
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
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
Required
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 99 of 223
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN-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,
Retention
Vital.?
Options
M=Mfr
Imaged &
OD or Mfr
S=Scan
I 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 .
FINANCE/ACCOUNTS PAYABLE
IRS: 4 years after tax is due or
Finance /
1099 s d ssued 1096 If iE,541- -
paid (longer for auditing &
Accounts
FIN-014
C �Ili'i���iri�tii � li_�� Ise lr�,_LI,Iliijatg�ws ,,irta irt;�
5 years
5 years
Mag, Ppr
contractor delinquency); Ca.
Payable
(.I f� t irar to-r' .)
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 100 of 223
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN-4
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,
Retention
Vital.?
Options
M=Mfr
Imaged &
OD or Mfr
S=Scan
I 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 .
FINANCE / BUSINESS
SERVICES
Finance /
Accounts Receivable (Paramedic
Yes: Until
Department preference; GC
Business
FIN-019
Billing, TOT, etc.)
2 years
3 years
5 years
I
Paid
I
Mag, Ppr
§34090
Services
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 101 of 223
Ver. 9.0 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
I 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 .
FINANCE/PAYROLL
Finance /
Batch Activity Reports / Payroll
Department preference; meets
Payroll
FIN-024
Processing File
2 years
3 years
5 years
I
I
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, 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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 102 of 223
Ver. 9.0 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
I 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 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
Regulation 31-6001-1 four years
No Longer in
No Longer in
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 103 of 223
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN-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,
Retention
Vital.?
Options
M=Mfr
Imaged &
OD or Mfr
S=Scan
I 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 .
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 104 of 223
Ver. 9.0 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
I 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 .
UTILITY
BILLING
Finance /
Bankruptcies (Where City does
Department preference; GC
Utility
FIN-037
not pursue a claim)
5 years
5 years
Mag, Ppr
§34090
Billing
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, and
Utility
FIN-039
scans them for the Bank, rather
Follow Bank
Follow Bank
Mag, Ppr
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 /
Utility
FIN-042
Prop 218 Notices: Master Mailing
2 years
2 years
Ppr
GC §34090
Billing
List
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
ment
government
Meets municipal government
Utility
FIN-044
Returned Checks (NSF, etc.)
5 years
5 years
Paid
Mag, Ppr
auditing standards;
Billing
EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 105 of 223
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN-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,
Retention
Vital.?
Options
M=Mfr
Imaged &
OD or Mfr
S=Scan
I 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 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 Users Tax Exemptions
Close + 5
Close + 5
Department preference; GC
Utility
FIN-047
(Low Income / Senior / Disabled)
years
years
Mag, Ppr
§34090
Billing
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 106 of 223
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN-10
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,
Retention
Vital.?
Options
M=Mfr
Imaged &
OD or Mfr
S=Scan
I 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 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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 107 of 223
Ver. 5.0 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
I 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 .
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 of
Services
Required
Required
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.
For legal compliance for
UNALTERABLE MEDIA /
Trustworthy Electronic Records
Information
Kf111W.J1IIAQIIM.Ifw 4 II.�`.iV1iIC_i Ih 4.'MIW V1iIfM" (
(when the electronic record
Technology
ITS-006
(WORM / DVD-r / CD-r / Blue Ray.
P
P
OD
serves as the official record);
Services
R) or other unalterable media that
must � (-.,,! �t��ir(a:�_i'ki � � ���, �irtd
does not permit additions,
is sir ttf.22 ti'i0]".: GC 34090,
deletions, or changes
12168.7, EVC 1550, 2 CCR
22620 et seq
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 108 of 223
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD-1
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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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
DOJ manages the sale and
Police /
Concealed Weapon Permits (CCW) -
Expiration +
Expiration +
transfer of firearms; Non -records
Admin
PD-001
Civilians / Retirees
2 years
2 years
Ppr
(State is OFR); most agencies
retain for 2 years; GC §34090, PC
§12070 et seq.
Police /
PD-002
Crime Statistics / Uniform Crime
5 years
P
P
Mag, Mfr,
S / I
Yes: After
Historical Value; GC §34090
Admin
Reporting (UCR): ANNUAL
OD, Ppr
QC & OD
Crime Statistics / Uniform Crime
Police /
PD-003
Reporting (UCR), NIBRS Statistical
5 years
5 years
Mag, Mfr,
S / I
Yes: After
GC §34090
Admin
Reporting: PERIODIC (Monthly, Bi-
OD, Ppr
QC & OD
monthly, etc.)
Meets auditing standards; Grants
covered by a Consolidated Action
Plan are required for 5 years;
Uniform Admin. Requirements for
Homeless Services: Supportive
Grants to Local Governments is 3
Police /
PD-004
Housing, Outreach, Rapid Re-
5 years
5 years
Mag, Ppr
years from expenditure report or
Admin
housing, Continuing Care Grants,
final payment of grantee or
etc.
subgrantee; 2 CFR 200.334; 24
CFR 91.105(h), 92.505, 92.508,
570.490, & 570.502(a&b), 29 CFR
97.42; GC §34090; 24 CFR
982.158
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 109 of 223
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD-2
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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 taints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Department Preference; State &
Federal laws require retention until
Internal Investigations: Sustained
final disposition of formal
Police /
° 111T'1 WHOUJPT', u,msta�, iiiingc( IIF'°' iincfliiin of
Final
Final
complaint; State requires 2 years
Admin
PD-005
Nfs c,ndumm t as defined uun PC.
Disposition +
Disposition +
Mag, Ppr
after action is taken; Statute of
Not Sustained and Officer
5 years
5 years
Limitations is 4 years for
Involved Shootings
misconduct; EVC §1045(b)(1), GC
§§12946, 34090, PC §§801.5,
803(c), 832.5, VC §2547
I uir�a.,..
f-Idlu � (
I�i�.Q�Q��D, �
WIIIPH Su stauuined IlFoiincfliin o w
a;---
III, �4"blll,�ll��l4"b�f€ "N"
�______
i�iV°:».kd)G�V�VP)�� "'V"
\fil 1Q, �'�D.��f
dirrni°iiri
_____________.
INJ:u�•um.m:,ndu.mm.tas defined uun IP
....G ...........
---- __�__
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
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 110 of 223
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD-3
Office of
Classification
Records Description
Retention / Disposition
Comments / Reference
Record
OR
File Number
Image:
Destroy
Inactive
Paper
(OFR)
Active
(Off -site,
Total
Vital?
Media
1=Import
after
(in office)
OD or Mfr)
Retention
Options
M=Mfr
Imaged &
S=Scan
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 taints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
"a lce! O f ce!r, St nndanrds amid
rr lliig__ _
"ICi.007 5
1_�ui[1iiug 12L C ggn_ssiioinlo_
9 .:i
M j'_fr)_
S
Yr 4__ itr r.
(.1 � j4 IQ1��Q1
drrii
i,
_____________.
�s�i��
iii��"
r qiLnj,.sl[i .mt,_foindi diis�lso iitii��irt
Wi a 2LII I"muatani,t1,10_J_lLtQL..
Department Preference; EEOC's
Yes:
basic requirement is 1 year after
Police /
PD-008
Work Assignments (Schedules)
7 years
7 yearsi
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
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 111 of 223
Ver. 9.0 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)
(in office)
(Off -site,
Retention
Vital?
Options
M=Mfr
after
OD or Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 .
ANIMAL
REGULATION
Police /
Animal
PD-009
Animal Licenses
2 years
2 years
Mag, Ppr
GC §34090
Reg.
Police /
Animal Control County Reports /
Animal
PD-010
Lists
2 years
2 years
Mag, Ppr
GC §34090
Reg.
_ "w lluc_a (_
tuirrn I- f - - ---- --Al if Efforts, t��„
ni irrn_ II_.
1lf) Q1 �_0 ''1
G of nta t Ow i neir ��ir�d/oir ll%c it a_ Ili ji ,,-'j_
Ly fir M
�r �.�.:
r ..
�1 �a lf_�sir
"iroirrna.nir If:w,a°i niranitt
INVESTIGATIONS ALL
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
Investig.
Technicians & Parlors, Peddlers,
OD, Ppr
QC & OD
Taxi, etc.
years
years
Police /
PD-012
Background Files - CCW,
Separation +
Separation +
Mag, Mfr,
S / I
Yes: After
Retained for administrative value;
Investig.
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
Investig.
with INS Letters / Victims of Crime
OD, Ppr
QC & OD
Department Preference; EEOC /
FLSA / ADEA (Age) requires 3
Police /
PD-014
Background Files - Unsuccessful
5 years
5 years
years; State Law requires„_4I 2...-- ...
Investig.
Applicants (Not Hired)
years; 29 CFR 1627.3(a)(5) and
(6), 8 CCR §11040.7( c), GC
§§12946, 34090
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 112 of 223
Ver. 9.0 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)
(in office)
(Off -site,
Retention
Vital?
Options
M=Mfr
after
OD or Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 taints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Police /
Field Interview Cards (may include
Mag, Mfr,
Yes: After
Notes destroyed in the regular
Investig.
PD-015
photos)
1 year
1 year
OD, Ppr
S / I
QC & OD
course of business; GC §34090 et
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
Police /
PD-017
Intelligence Reports
5 years
5 years
Mag, Ppr
destroyed; remaining records must
Investig.
not be retained longer than 5
years; 28 CFR 23.20(h); GC
34090
RECORDS and PROPERTY
Police /
Follows
Follows
Records
PD-018
Arrest Reports (LA County Booking
Retention of
Retention of
Yes: Before
Mag, Mfr,
S / I
Yes: After
Department Preference; GC
& Prop.
#)
Crime
Crime
Disposition
OD, Ppr
QC & OD
§34090
Report
Report
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 years
Mag, Mfr,
S / I
Yes: After
Department preference; GC
Investig.
OD, Ppr
QC & OD
§34090
Police /
Records
PD-021
Citations: Marijuana Citations or
2 years
2 years
Mag, Ppr
GC §34090, H&S §11361.5
& Prop.
Reports (less than 28.5 grams)
Police /
Citations: Misdemeanor Traffic,
Statute of Limitations is up to two
Records
PD-022
Parking, or Criminal
2 years
2 years
Mag, Ppr
years; Also See Crime Reports;
& Prop.
GC §34090, PC §802
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 113 of 223
Ver. 9.0 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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 taints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
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: Before
Mag, Mfr,
Yes: After
'&
significant, and it is not classified
Records
PD-023
otherwise specifically mentioned in
upon DOJ
upon DOJ
Disposition
OD, Ppr
S / I
QC OD
under PC §800 & 290 and H&S
& Prop.
Notification
Notification
§11850; Stat. of Limit. is 2 yrs;
this retention schedule
Destroy juvenile marijuana after
agel8; H&S §11361.5, GC
§34090, PC §802, PC §§187, 800
et seq.
Crime Reports: Homicide,
Falsification of Public Records,
]Yes:
Kidnapping, Unsolved Child or Elder
Department Preference; Most
Police /
Abuse, Sexual Assault & Neglect,
Before
Mag, Mfr,
Yes: After
have no limitations on
Records
PD-024
Rape, Misuse of Public Funds, Train-
P
P
Disposition
OD, Ppr
S / I
QC & OD
commencement of action; PC §§
& Prop.
wrecking, Treason, Suicide, Officer
261, 286, 288, 288a, 288.5, 289,
Involved shootings (Crimes Subject
289.5, and 799
to Death Penalty or without statute of
Limitations)
Conviction
Conviction
Police /
Crime Reports: Marijuana less than
or Arrest (if
or Arrest (if
Mag, Mfr,
Yes:
(Courts and other Agencies "Shall"
Records
PD-025
.
285 grams
No
No
OD, Ppr
S / I
When
destroy); H&S§ 11361.5 et seq.,
& Prop.
Conviction)
Conviction)
Inactive
GC§3409
+ 2 years
+ 2 ears
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 114 of 223
Ver. 9.0 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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 taints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Crime Reports: Misdemeanor
Police /
Marijuana §11357(e) - Juvenile on
Offender is
Offender is
Yes: Before
Mag, Mfr,
Yes: After
(Courts and other Agencies "Shall"
Records
PD-026
School Grounds during School
18 Years
18 Years
Disposition
ODPpr
,
S / I
QC & OD
destroy); H&S§ 11361.5 et seq.,
& Prop.
Hours (with procedure in H&S
Old
Old
11357(e)
11361.5
Police /
Records
PD-027
Crime Reports: Missing Person
2 years or
Until
P
P
Yes: Before
Mag, Mfr,
S / I
Yes: After
Dept. Preference; Also see Crime
& Prop.
Reports (unsolved)
Located
Disposition
OD, Ppr
QC & OD
Reports; GC §34090
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)
Statute of Limitations runs up to
Crime Reports. Sealed Cases (e.g.
age',mir,_vutl vm Nm mir met ate,
---�ir�
Juveniles) If �m mist tlr os(— Wtlh 4�Ih llat
of d > ovm irk m--
(ullllitt
Abu
Sealing5
(toe
Sealing5
a '
n
�tt�ll�r
Recto ds
PD-030
� �-r,��_��Gs � �I�tatuirta�w
years
yearss (or
Ppr,
�vltii�---v� it f��a j atytV
& Prop.
tsir� ts� it tuirmMamirirm� M m�ir Il-----
Court Order)
Court Order)
�,. ai ,Sealing for Juveniles and
_ui----a�iuta�
Wards of the Court retained for 5
years; CCP §§340.1, GC §34090;
W&I §781(d)
ruirY�i
..mi� � lui ''
�-Ioic _
...........................................................
t m - wmm4.I
ij
,:
W
�,x-r-sr
i
rd) MdU,. _Iz r�t" rI
irtmcords
ti -
-_-----_-
-i-....i.....
Wmia m m u
u
i �ii
---- _
------
y
---- - _
d�6Q�
D� £mj§
ty-,--
_
c-lc2_)uI
fLll �365
_r
friine
EL
Adopted: 11/16/2021
Page 115 of 223
Ver. 9.0 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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 taints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Police /
Department of Justice Validation
Information received by DOJ; GC
Records
PD-031
Lists
2 years
2 years
Mag, Ppr
§34090
& Prop.
Department Preference (follows
Police /
Registrants (maintained in
crime report retention);
Records
PD-032
RMs )
5 years
5 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
2 years
P
P
Mag, Ppr
is up to 3 years (recovery from
& Prop.
Lawfully disposed (over $10,000)
seized property by police is 1
year); CCP §338(c), 340(4),
341(a); GC §34090
If artifact over $10,000, artifact is
Police /
permanent - Statute of Limitations
Records
PD-035
Evidence Sheets: Found Property
2 years
2 years
Mag, Ppr
is up to 3 years (recovery from
& Prop.
Lawfully disposed (under $10,000)
seized property by police is 1
year); CCP §338(c), 340(4),
341(a); GC §34090
Police /
Officer Recordings: Body -Worn
PD-036
Cameras — LOGS of Access or
P
P
Mag,
GC
PC§Records
& Prop.
Deletion of Data
§34090.6 et seq.
§34 90.6 et
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 116 of 223
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD-9
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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 taints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Officer Recordings: Body -Worn
Follows
Follows
Police /
Cameras -that ARE evidence,
retention for
retention for
PC§ 832.18(b)(5)(B)&(C); GC
Records
PD-037
Officer Involved Shootings 7
Evidence,
Evidence,
Mag,
§34090.6 et seq.
& Prop.
Minimum 2
Minimum 2
Detention or Arrest /Complaints
years
years
Police /
Officer Recordings: Body -Worn
PC§ 832.18(b)(5)(A); GC
Records
PD-038
Cameras - that are NOT evidence
60 days
60 days
Mag,
§34090.6 et seq.
& Prop.
Department preference;
Police /
Officer Recordings: Mobile
Recordings that become evidence
Records
PD-039
Audio/Video Recordings that are not
1 year
1 year
Mag
are stored with evidence;
& Prop.
evidence
consistent with Lexipol
requirements; GC §34090.6(a)
Department Preference; Non -
Police /
records used for investigations;
Records
PD-040
Pawn Slips / Secondhand
2 years
2 years
Ppr
Originals entered into the State
& Prop.
Automated Property System; most
agencies retain for 2 years; GC
§34090
Police /
Follows
Follows
Records
PD-041
Photos: Crime Scenes
Retention of
Retention of
Mag, Mfr,
S / I
Yes: After
See appropriate Crime Report
& Prop.
Crime
Crime
OD, Ppr
QC & OD
Report
Report
Police /
Records
PD-042
Photos: Mug Shots
P
P
Mag, Mfr,
S / I
Yes: After
Retained for administrative value;
& Prop.
OD, Ppr
QC & OD
GC §34090
Police /
Department Preference; GC
Records
PD-043
Photos: Request Forms
2 years
2 years
Ppr
§34090
& Prop.
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 117 of 223
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD-10
Office of
Classification
Records Description
Retention / Disposition
Comments / Reference
Record
OR
File Number
Image:
Destroy
Inactive
Paper
(OFR)
Active
(Off -site,
Total
Vital?
Media
1=Import
after
(in office)
OD or Mfr)
Retention
Options
M=Mfr
Imaged &
S=Scan
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 taints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Police /
Expiration of
Expiration of
Department Preference; Non -
Records
PD-044
Restraining Orders
Order
Order
Ppr
records (Court is OFR); GC
& Prop.
§34090
Police /
Follows
Follows
Records
PD-045
Search Warrants
Retention of
Retention of
Mag, Ppr
Copies; Court is OFR; GC §34090
& Prop.
Crime
Crime
Report
Report
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
& Prop.
Registrant
Registrant
destroyed after age 25 or sealing
pursuant to W&I §781;
-----------
-IfI'I
`u" -- -( .,
------ ---- -----
C C;Iir_
'I:r,
,"(cords
'016''�,
_-
__ _7t
rJc
e!is
-ir
3
i,
r U2_l
¢ "�(2nt_
_Z_
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.
Police /
(Follows
Follows
Department Preference; GC
Records
PD-049
Video Interviews
evidence
evidence
Mag
§34090
& Prop.
retention)
retention
Police /
Weapons, Lost / Stolen, Serialized, if
Department Preference (Based on
Records
PD-050
no activity from date of report and
Until Found
Until Found
Ppr
DOJ Inventory and ATF History
& Prop.
CLETS ur e
Report); GC 34090
POLICE INFORMATION
TECHNOLOGY
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 118 of 223
Ver. 9.0 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)
(in office)
(Off -site,
Retention
Vital?
Options
M=Mfr
after
OD or Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 taints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Used for Disaster Recovery
purposes only; Consistent with
Police /
When No
When No
City MIS; Considered a copy and
IT
PD-051
Backup Tapes / Disks - Daily
Longer
Longer
Yes
Mag.
can be destroyed when no longer
Required
Required
required; retention based on
administrative value; recycle
tapes; GC §34090 et seq.
Used for Disaster Recovery
purposes only; Consistent with
Police /
When No
When No
City MIS; Considered a copy and
IT
PD-052
Backup Tapes / Disks - Weekly
Longer
Longer
Yes
Mag.
can be destroyed when no longer
Required
Required
required; retention based on
administrative value; recycle
tapes; GC §34090 et seq.
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
Police /
Recordings of Telephone Calls -
Department preference; (legally
IT
PD-054
Front Desk and Watch Commander
100 days
100 days
Mag
mandated for 100 days); GC
§§34090, 34090.6
1 year is required when video
Police /
PD-055
Video Recordings - Employees /
1 year
1 year
Mag
recording regular ongoing
IT
City Operations / Holding Cell
operations of the City; GC
§34090.6(a)
Police /
Video Recordings - Public Areas
When No
When No
Does not record regular ongoing
IT
PD-056
(Streets, Sidewalks, Lobbies,
Longer
Longer
I
Mag
operations of the City (preliminary
Hallways, etc.)
Required
Required
drafts); GC §34090 etc.
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 119 of 223
Ver. 7.0 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 &
C'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 com letion .
CITY WIDE Used
by all Depart nts
Accident Report / Injury
Reports / Incident Reports:
Lead Dept.
CW-001
PUBLIC
2 years
2 years
Ppr'
GC §34090
(Send Employee Reports to
Human Resources)
-_l________
-____-E...............
Agreements & Contracts - ( ,IIL.IILL
h(-."n NO
When II o
All PIOCN W1 IIIIIRY CIII II l�(..
Nl .a�i�ta�a it
M
IL a>ir���a � .
Mag,
Yes: After
City Clerk
y
W-002
CO!CIIICIIIN
� uiLir� a ,
�
Ft� 9..... aj,
Mfr, OD,
S
QC & OD
GC §34090.7
Send AIILJIL. fliriiir uiurnalll to l:lltte
end
Send
Ppr
f° iul. Ieirk„
y f"I�II
origt naals to.
01 i011naals to
the (11ity t,la.i k
the CAty C. leek
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 ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 120 of 223
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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,
Retention
Vital?
Options
M=Mfr
after
OD or Mfr)
S=Scan
Imaged &
C'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 anon, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
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
(e.g. County Board of
Required
Required
Supervisors)
City Council Subcommittees /
Lead Dept.
CW-008
Ad -Hoc City Council
2 years
2 years
Ppr'
GC §34090
Subcommittees
Committees Internal -
Attended by employees: All
Lead Dept.
CW-009
Records
2 years
2 years
Mag'
GC §34090
(e.g. Records Management
Ppr
Committee, In -House Task
Forces, etc.)
EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 121 of 223
Ver. 7.0 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 &
C'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 anon, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
City preference; Statute of
Lead
Limitations for personal
(Responding)
CW-010
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-011
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-012
(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 ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 122 of 223
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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,
Retention
Vital?
Options
M=Mfr
after
OD or Mfr)
S=Scan
Imaged &
C'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 anon, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
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-013
e. calendars, checklists, e-
( g• ldhkli
Longer
Longer
Mag,
reference are saved by placing
Receives the
mail or social media postings,
Required
Required
Ppr
them in an electronic or paper
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 SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 123 of 223
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5
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 &
C'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 anon, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
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-014
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-015
(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-016
Grants (UNSUCCESSFUL
2 years
2 years
Mag'
GC §34090
Applications, Correspondence)
Ppr
EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 124 of 223
Ver. 7.0 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 &
C'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 anon, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
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-017
2 years
Audit, if
if required -
Mag,
is 3 years from expenditureP
Send Grant Financial Reports
Required -
Minimum 5
p r
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
92.505, & 570.502(a), 29 CFR
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-018
Newspaper Clippings
Longer
::
Longer
Ppr
from the newspaper company;
Required
Re wired
GC §34090
Notices: Public Hearing
Mag'
Statute of Limitations on
Staffing Dept.
CW-019
Notices and Proofs of
2 years
2 years
Ppr
Municipal Government actions
Publications
is 3 - 6 months; GC §34090
Upon
Upon
Separation or
Separation or
Human
CW-020
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
EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 125 of 223
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7
Office of
Record
Retention No.
Records Description
Retention I Disposition
Comments I 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 &
C'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 anon, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
(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-021
(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
Mag'
Time Cards are the final (these
Lead Dept.
CW-022
Personnel Work Schedules
Longer
Longer
Ppr
are preliminary drafts); GC
Required
Re uired
§34090
When No
When No
Mag,
Considered preliminary drafts;
Lead Dept.
CW-023
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-024
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
Lead Dept.
Real Estate Appraisal Reports
(Who Ordered
CW-025
(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.
EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 126 of 223
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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,
Retention
Vital?
Options
M=Mfr
after
OD or Mfr)
S=Scan
Imaged &
C'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 anon, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
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-026
(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,
Lead Dept.
CW-027
Procedures, Brochures,
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-028
Manuals, Newsletters &
When
When
Mag,
Copies; GC §34090.7
Reports: Produced by OTHER
Superseded
Superseded
Ppr
Departments
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters, &
When No
When No
CW-029
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-030
(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
EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 127 of 223
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9
Office of
Record
Retention No.
Records Description
Retention I Disposition
Comments I 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 &
C'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 anon, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Reports and Studies (other
Department preference;
Lead Dept.
CW-031
than Historically significant
5 years
5 years
Ppr
p
Information is outdated after 5
reports - e.g. Annual Reports)
years; GC §34090
Previous MSDS may be
obtained from a service; SDS I
SIDS (Safety Data Sheets) /
MSDS may be destroyed as
MSDS (Material Safety Data
Mag'
long as a record of the
Lead Dept.
CW-032
Sheets) / Chemical Use Report
30 ears
y
ears
30ears
Mfr, 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-033
public meetings)
Longer
Longer
Ppr
business (used to accurately
Required
Required
produce minutes); GC §§34090
et seq., 6254(a)
Lead Dept.
CW-034
Special Event Permits
Expiration + 2
Expiration + 2
Yes: During
Class or
Mag'
GC §34090
years
years
Program
Ppr
EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 128 of 223
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10
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 &
C'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 anon, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Surveys / Questionnaires (that
the City issues).
If a summary of the data is
Lead Dept.
CW-035
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-036
(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 ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 129 of 223
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
Total
Media
1=Import
Paper
(OFR)
(in office)
-
(Offte
(Off -site,
,
Retention
Vital?
Options
M=Mfr
after
OD or
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
CITY ATTORNEY
Reference materials and copies of
Advice Files / Subject Files
When No
When No
documents generated by other
City Attorney
CA-001
(Advice provided to the City on a
Longer
Longer
Mag, Ppr
departments pertaining to various
variety of subjects)
Required
Required
topics required by Attorney staff;
GC §34090 et seq.
Citations and Complaints (All are
Provided there are no outstanding
City Attorney
CA-002
misdemeanors. Includes
3 years
3 years
Mag, Ppr
warrants, do not involve
inspections, warrants, etc.)
identifiable items which have not
been recovered, GC §34090
City Attorney
CA-003
City Attorney Opinions
5 years
P
P
Yes
Mag, Mfr,
S/I
No
Department preference; GC
OD, Ppr
§34090
Claim must be filed within 1 year,
lawsuit within 2 years; complaints
against peace officers within 5
City Attorney
Settle + 5
Settle + 5
Yes: Until
Mag, Mfr,
Yes:
years; Statute of Limitations for
& Finance /
CA-004
Claims - Not Juveniles
years
years
Settlement
OD, Ppr
S
After
contracts is 4 years; wrongful
Risk Manag.
Settled
death for construction is
completion + 5 years; CCP §§ 337
et seq.; GC §§ 911.2, 945, 34090,
34090.6; PC §832.5
Age of
Age of
Juveniles may have additional
City Attorney
Majority
Majority
Yes: Until
Mag, Mfr,
Yes:
legal recourses; CCP §§ 337 et
& Finance /
CA-005
Claims - Juveniles
(minimum
(minimum
Settlement
OD, Ppr
S
After
seq.; GC §§ 911.2, 945, 34090,
Risk Manag.
Settle + 5
Settle + 5
Settled
34090.6; PC §832.5
years)
ears
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 130 of 223
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2
Office of
Classification
Records Description
Retention / Disposition
Comments / Reference
Record
OR
File Number
Image:
Destroy
Active
Total
Media
1=Import
Paper
(OFR)
(in office)
-
(Offte
(Off -site,
,
Retention
Vital?
Options
M=Mfr
after
OD or
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
City Attorney
CA-006
Closed Session Materials
2 years
2 years
Mag, Ppr
GC §34090
& City Clerk
All State and Federal laws require
AS Human
Grievances (Escalated from
Return to
Return to
Yes: Before
retention until final disposition of
Resources
CA-007
Human Resources)
Human
Human
Disposition
Mag, Ppr
formal complaint; State requires 2
Resources
Resources
years after action is taken; GC
§§12946, 12960, 34090
Statute of Limitations runs 6
months - 5 years; for contracts is 4
Litigation Files / Legal Case Files
Yes:
years; wrongful death for
City Attorney
CA-008
Settle + 1
Settle + 4
Settle + 5
Yes: Until
Mag, Mfr,
S
After
construction is completion + 5
Send Final Settlement
year
years
years
Settlement
OD, Ppr
Inactive
years; Civil Courts retain their
Agreements to the City Clerk
records for 10 years; CCP §§ 337
et seq.; GC §§ 945, 34090,
34090.6, 68150; PC §832.5
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 131 of 223
Ver. 10.0 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
-Mfr)
Retention
Vital?
Options
M=Mfr
after
OD
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
CITY CLERK
City Clerk &
Public
Abandonments / Vacations
Yes: After
Works /
CC-001
(Streets) / Rights of Way
P
P
Yes (all)
Mfr, OD,
S/I
QC & OD
GC §34090 et seq.
Engineering
Ppr
Mag,
Yes: After
Department Preference; GC
City Clerk
CC-002
Agenda Staff Reports
P
P
Mfr, OD,
S / I
QC & OD
§34090
Ppr
Mag,
Yes: After
Department Preference; GC
City Clerk
CC-003
Agenda Packets
P
P
Mfr, OD,
S / I
QC & OD
§34090
Ppr
rr:µ.i later �4�e-ar�ir„^�„ar:Jt,��`a�a
gyp"
C)U}a ar ,ra i a
s
d
Yes After
�ii r mstrrabve & 4aµ g al value
pq"' dd p"
'l':'x ty CA (-, ,,,
pp"" pp"" ,��q{
'l':IC-00T4"
4ai
�jp
by 4•,,',.ounrJ I'V Nut�.,I4aI .A""d d� UQ�I'�Il•....
,,
2 years
p''k
d""""'
y1(a'(:,,
I,�Ye Rare'"'
�jp(`aaq�'"p.., q,
I' r� AJ"'I I
/
4,vi.. /....."
GEC; � GPI 3
J p"'�p"
I r ''Inrvq"�"„'�rN.RA{�I 'ss)� &"P4',v......
s c
Powers wr;r, �aretlra itrr;,., d
x�rii a is i
�aV
34090
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 132 of 223
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-2
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 Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Agreements & Contracts ppi ov J...
INFRASTRUCTURE OR IMAGED:
Includes all contractual obligations
(e.g. Amendments, Scope of Work
Department preference; All
or Successful Proposal) and
infrastructure, JPAs, &Mutual Aid
insurance certificates
contracts are permanent for
Completion
Yes:
Mag,
Yes: After
'&
emergency preparedness; Statute
City Clerk
CC-005
Examples of Infrastructure:
+ 2 years
P
P
Before
Mfr, OD,
S / I
QC OD
of Limitations is 4 years; 10 years
Architects, Buildings, bridges,
Completion
Ppr
for Errors & Omissions; CCP
covenants, development,
§§337. 337.1(a), 337.15, 343; GC
environmental, Joint Powers, MOUs,
§34090, Contractor has retention
park improvements, property &
requirements in 48 CFR 4.703
property restrictions, redevelopment,
reservoirs, sewers, sidewalks, street &
alley improvements, settlement,
subdivisions, utilities, water, etc.
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 133 of 223
Ver. 10.0 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)
(in office)
(Off -site
Retention
Vital?
Options
M=Mfr
after
OD Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Agreements & Contracts Approved...
by Cle-auinrJi IIL IIL 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
Completion
Completion
Yes:
Mag'
Yes: After
Omissions; Statute of Limitations
City Clerk
CC-006
insurance certificates
+ 2 years
8 Years
+ 10 years
Before
Mfr, OD,
S / I
QC & OD
for contracts is 4 years; CCP
Completion
Ppr
§§337., 337.1(a), 337.15 GC
Examples of NON -Infrastructure:
§34090
Consulting, grants, disposal,
franchises, housing, leases, legal
services, loans, paving, painting,
professional services, slurry seals, tree
trimmina, etc.
EEOC / ADEA (Age) requires 1
Agreements & Contracts Approved
Yes:
Mag,
Yes: After
year after benefit plan termination;
City Clerk
CC-007
by Council: Retirement
2 years
P
P
Before
Mfr, OD,
S / I
QC & OD
State Law requires 2 years after
Agreements (PERS)
Expiration
Ppr
action; 29 CFR 1627.3(b)(2); GC
§§12946, 12960, 34090
Agreements & Contracts Approved
City Clerk
CC-008
by Council: Subdivision, LLA's
2 years
P
P
Yes (a11)
MfMr, OD,
S / I
Yes: After
Land Records; GC §34090
(Lot Line Adjustments), & LSA's
Ppr
QC & OD
(Lot Split Agreements)
Agreements & Contracts Approved
Mag,
Yes: After
City Clerk
CC-009
by Council: Title Insurance, Land
2 years
P
P
Yes (a11)
Mfr, OD,
S / I
QC & OD
GC §34090
Records
Ppr
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 134 of 223
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-4
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 Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Agreements & Contracts Approved
Yes:
Mag,
EEOC / FLSA requires 3 years for
City Clerk
CC-010
by Council: MOUs - Memorandas
5 years
Expiration +
Expiration +
Before
Mfr, OD,
S / I
Yes: After
MOUs; State requires 2 years; 29
of Understanding
5 years
5 years
Expiration
Ppr
QC & OD
CFR 516.5, GC §§12946, 12960,
34090
Mag,
City Clerk
CC-012
Annexations
P
P
Mfr, OD,
S/I
No
GC § 34090
Ppr
Bid Submittals - Formal Bids Only:
Mag'
City Clerk
CC-012
Specification / RFP and
Bid Opening
Bid Opening
Mfr,
S / I
Yes: After
GC § 34090
Responses, Unsuccessful Bids
+ 2 years
+ 2 years
P, pr
QC & OD
and Proposals, etc.
Certificates of Insurance (Normally
Yes:
Mag,
Yes:: After
Longest Statute of Limitations is
City Clerk
CC-015
filed with Agreement)
2 years
9 years
11 years
Before
Mfr, OD,
S / I
& OD
10 years; CCP §337 et seq.; GC
Completion
Ppr
§34090
City Clerk
CC-016
Chronological History of Mayors
2 years
P
P
Mag'
Historical Value; GC §34090
and City Council
Ppr
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
Yes: Until
Mag,
Yes: After
Risk Management is Office of
Manag.
CC-020
Claims Forms
2 years
2 years
Settlement
Mfr, OD,
S / I
QC & OD
Record for the Claim File; GC
Ppr
§§34090
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 135 of 223
Ver. 10.0 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)
(in office)
(Off -site
Retention
Vital?
Options
M=Mfr
after
OD Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
City Clerk
CC-023
Deeds: Property owned by City
2 years
P
P
Yes (all)
Mag,
Mfr, OD,
S
No
GC §34090
(property acquisition files)
Ppr
Mag,
City Clerk
CC-024
Easements
2 years
P
P
Yes (all)
Mfr, OD,
S
No
GC §34090
Ppr
ELECTIONS - CONSOLIDATED
Campaign Disclosure Statements
Data that has been maintained for
(FPPC 400 Series Forms, 501
at least 10 years may then be
City Clerk
CC-025
Form): SUCCESSFUL
2 years
P
P
Mfr, OD,
S
After 2
archived in a secure format; Paper
CANDIDATES (Elected Officials)
Ppr
years
must be retained for at least 2
All, whether filed electronically or
years; GC §81009(b)&(g); GC
not
§84615(i)
Campaign Disclosure Statements
Candidates without committees
(FPPC 400 Series Forms, 501
are not required to file their
Form): UNSUCCESSFUL
statements , reports or copies
City Clerk
CC-026
CANDIDATES
5 years
5 years
Ppr
online or electronically; Paper
Includes Unsuccessful Candidates
must be retained for at least 2
Without Committees that Don't File
years; GC §81009(b)&(g); GC
Electronicall
§84615
(FPPC 400 Series Forms, 501
Form): UNSUCCESSFUL
Mag,
Yes: After
Statements filed electronically are
CityClerk
CC-027
CANDIDATES,
10 ears
Y
10 ears
Y
Mfr, OD,
S / I
QC
required for 10 ears; GC
q Y
ELECTRONICALLY FILED -
Ppr
§81009(b)&(g); GC §84615
WITH or WITHOUT Committees
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 136 of 223
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-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
-Mfr)
Retention
Vital?
Options
M=Mfr
after
OD
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
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
Ppr
years
2 years; GC §81009(f)
ORIGINAL WITH CITY CLERK
(copies)
Elections -Candidate Statements
Duration of
Duration of
After 2
Department Preference; No
City Clerk
CC-030
(to be printed in the sample ballot)
Office + 4
Office + 4
Ppr
S / M / I
years
specific legal requirement; GC §
years
ears
34090
Duration of
Duration of
Yes: After
Department Preference; No
City Clerk
CC-031
Elections - Certificates of Election
Office + 4
Office + 4
Ppr
S / I
QC & OD
specific legal requirement; GC §
years
ears
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
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)
Duration of
Duration of
Mag,
Department Preference; CA law
City Clerk
CC-034
Elections - Nomination Papers:
Office + 4
Office + 4
Mfr, OD,
states term of office and 4 years
SUCCESSFUL CANDIDATES
Ppr
after the expiration of term; EC
years
years
§17100
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 137 of 223
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-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 Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Elections - Nomination Papers:
Election + 4
Election + 4
Mag,
CA law states term of office and 4
City Clerk
CC-035
Mfr, OD,
years after the expiration of term;
UNSUCCESSFUL CANDIDATES
years
years
Ppr
EC §17100
Results + 8
Results + 8
months or
months or
Final
Final
Not accessible to the public; The 8
Examination
Examination
month retention applies after
Elections - Petitions (Initiative,
if No
if No
election results, or final
City Clerk
CC-036
Recall or Referendum)
Election + 1
Election + 1
Ppr
examination if no election, unless
year after
year after
there is a legal or FPPC
petition
petition
proceeding. EC §§17200(b)(3),
examination
examination
17400
if petition is
if petition is
insufficient
insufficient
City Clerk
CC-037
Elections - Precinct Maps
2 years
2 years
Mag,
No specific legal requirement; EC
Ppr
17501 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
Elections - Vote -by -Mail
City Clerk
CC-039
Identification Envelopes /
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
City Clerk
CC-042
Elections - Assessment District
2 years
2 years
Ppr
GC §53753(c)(2)
Ballots - Prop. 218 proceedings
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 138 of 223
Ver. 10.0 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)
(in office)
(Off -site
Retention
Vital?
Options
M=Mfr
after
OD Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
City Clerk
CC-043
Elections - Challenged & Assisted
6 mo.
6 mo.
Ppr
If uncontested, EC §17304
Voters List
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 yearsH
Mfr, OD,
EC §17300
Ppr
City Clerk
CC-047
Elections - Tally Sheets
6 mo.
Ppr
EC §17304
Elections - Voter Index Copies
City Clerk
CC-048
used as the Voting Record at
6 mo.
Ppr
EC §17304
Polling Places
Cit Clerk
CC-049
Elections - Voter Index Original
5 ears
Ppr
EC 17001
End of Elections Section
Mag,
Yes: After
'&
City Clerk
CC-051
Ethics Training Certificates
5 years
5 years
Mfr, OD,
S / I
QC OD
GC §53235.2(b)
Ppr
FPPC 700 Series Forms
(Statement of Economic Interests):
Mag,
City Clerk
CC-052
DESIGNATED EMPLOYEES
3 years
4 years
7 years
Mfr, OD,
S
Yes: After
City maintains original statements;
2 years
GC §81009(e) & (g)
(specified in the City's Conflict of
Ppr
Interest code)
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 139 of 223
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-9
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 Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
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 years
4 years
7 years
Ppr
S
2 years
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-years
Mag,
Must post on website; GC
Report)
Ppr
§81009(e)
City Clerk
CC-055
FPPC Form 802 (Tickets Provided
7 years
7 years
Mag,
Must post on website for 4 years;
by Agency Report)
Ppr
GC §81009(e)
City Clerk
CC-056
FPPC Form 803 (Behested
7 years
7 years
Mag,
FPPC Regulation 18734(c); GC
Payment Report)
Ppr
§81009e
Re
FPPC Form 806 (Agency y port of
Ma g '
Must post on website; 2 CCR
City Clerk
CC-057
Public Official Appointments)
7 years
7 years
Ppr
18702.5(b)(3) ' A'� o705.5; GC
§34090; GC §81009(e)
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.)
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
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 140 of 223
Ver. 10.0 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)
(in office)
(Off -site
Retention
Vital?
Options
M=Mfr
after
OD Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Mag,
City Clerk
CC-065
Minutes: City Council
P
P
Yes (all)
Mfr, OD,
S
No
GC §34090
Ppr
Municipal Code Administration,
When No
When No
Mag'
Preliminary Drafts (transmittals to
City Clerk
CC-066
Distribution, etc.
Longer
Longer
Ppr
Codifier and departments); GC §
Required
Required
34090
When No
When No
Preliminary Drafts (transmittals to
City Clerk
CC-067
Municipal Code Supplement Books
Longer
Longer
Ppr
Codifier and departments); GC §
Required
Required
34090
Department preference; Statute of
Oaths of Office -City Council and
Limitations: Public official
Volunteers (required of all "City
Separation +
Separation +
Mag,
Yes: After
misconduct is discovery of offense
City Clerk
CC-068
Officers", Elected and Boards &
6 years
6 years
Mfr, OD,
S / I
QC & OD
+ 4 years, retirement benefits is 6
Commissions)
Ppr
years from last action; GC
§§36507, 34090; PC §§801.5,
803(c); 29 USC 1113
Mag,
City Clerk
CC-069
Ordinances
P
P
Yes (a11)
Mfr, OD,
S
No
GC §34090 et. seq.
Ppr
Petitions (submitted to Council on
any subject - Dog Parks, Parking,
Department preference; Law
City Clerk
CC-071
, .
Traffic Calmingetc)
2 years
2 years
Ppr
requires 1 year for petitions; GC
See Elections for Initiative, Recall
§50115
or Referendum Petitions
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 141 of 223
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-11
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 Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Property Deeds / Offers of
Mag,
City Clerk is OFR and maintains
City Clerk
CC-072
Dedication: Processed (presented
P
P
Mfr, OD,
S / I
No
them permanently; GC §34090
to Council)
Ppr
City Clerk
CC-073
Publications issued by the City -
2 years
P
P
Mag'
Mfrr,,
S / I
Yes: After
City Clerk determines historical
Historically Significant
pOD,
QC & OD
significance; GC §34090
City Clerk
CC-074
Real Estate Surplus Property
2 years
P
P
Mfr OD,
S / I
Yes: After
'&
GC §34090
Sales
Ppr
QC OD
Records Management:
Mag,
Yes: After
'&
Department preference; GC
City Clerk
CC-075
Destruction Lists / Retention
2 years
P
P
Mfr, OD,
S / I
QC OD
§34090 et. seq.
Schedule
Ppr
Mag,
City Clerk
CC-076
Resolutions - City Council
P
P
Yes (a11)
Mfr, OD,
S
No
GC §34090 et. seq.
Ppr
Revocable Lease Agreements or
Licenses / Encroachments (see
Mag,
Yes: After
Not all Encroachment permits are
City Clerk
CC-077
Public Works for utility
2 years
P
P
Yes (a11)
Mfr, OD,
S / I
QC & OD
submitted to Council; GC § 34090
encroachments, wide load permits,
Ppr
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; GC
City Clerk
CC-079
Streets: Vacations
2 years
P
P
Yes (a11)
Mfr, OD,
S / I
QC & OD
§34090
Ppr
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 142 of 223
Ver. 10.0 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 Mfr)
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion .
Subpoenas (Miscellaneous),
City Clerk
CC-080
Requests for Public Records,
2 years
2 years
Ppr'
GC §34090
Miscellaneous
City Clerk
CC-081
Title Reports: Property owned by
2 years
P
P
Mfr OD,
S / I
Yes: After
GC §34090
City
Ppr
QC & OD
City Clerk
CC-082
Utilities Administration
2 years
2 years
Mag'
GC § 34090
(Correspondence with PUC, etc.)
Ppr
Transfer to
Transfer to
Mag,
City Clerk
CC-083
Vehicle Titles / Pink Slips
New Owner
New Owner
Mfr, OD,
S
No
GC §34090
Ppr
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 143 of 223
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
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).
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 &
Minimum 2
Minimum 2
Mag, Mfr,
Yes: After
Department Preference; GC
City
CM-005
Department Files
years
years
OD, Ppr
S
QC
§34090
Council
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 144 of 223
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
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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).
City
Manager &
Diversity, Equity and Inclusion
Mag, Mfr,
Yes: After
Department Preference; GC
City
CM-007
Committee Minutes
P
P
Yes
OD, Ppr
S
QC & OD
§34090
Council
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 &
City
CM-012
Project / Program Working Files
Minimum 2
Minimum 2
Mag, Ppr
Department Preference; GC
Council
years
years
§34090
Office
EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 145 of 223
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
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 requests, 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
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 Tape
§§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.
EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 146 of 223
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
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 requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).
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 years
2 years
Mag, Ppr
§§34090 et seq., 34090.6 and
Commun.
Cable TV Programming
34090.7
City
Manager /
Legislation (Correspondence from
Media &
Media &.
CW-021
the CitySupporting or Opposing
pp g pp g
2 ears
y
2 ears
y
Mag,P r
p
GC 34090
§
CommCity
proposed Legislation)
Manager /
CW-022
Press Releases
2 years
2 years
Mag, Ppr
GC §34090
Media &
Commun.
EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 147 of 223
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
I 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 .
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
I
OD, Ppr
S
No
§34090
books, etc.)
When No
When No
City
CT-004
Investment Committee Agenda
Loner
Requged -
er
Required -
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 148 of 223
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY TREASURER Page CT-2
Office of
Retention No.
Records Description
Retention I Disposition
Comments I Reference
Record
Inactive
Image:
Destroy
Active
Storage
Total
Media
1=Import
Paper after
(OFR)
(in office)
(Off -site,
Retention
Vital.?
Options
M=Mfr
Imaged &
OD or Mfr
S=Scan
I 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 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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 149 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-1
LIBRARY AND RECREATION
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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
LIBRARY
Community
Arts & Culture Advisory
Brown Act challenges must be
Services /
CS-001
Committee Agendas, Agenda
Minimum 2
Minimum 2
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
Disruptive Patrons / Patron
Minimum 2
Minimum 2
Mag, Mfr,
Department Preference; GC
Services /
CS-003
Complaints / Incident Reports
years
years
OD, Ppr
S / I
§34090
Library
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. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 150 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-2
LIBRARY AND RECREATION
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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
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. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 151 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-3
LIBRARY AND RECREATION
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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
Community
Library Board of Trustees
Mag, Mfr,
Yes: After
Department Preference; GC
Services /
CS-011
Minutes
P
P
Yes
OD, Ppr
S
QC & OD
§34090
Library
Community
Library Management System /
Data Fields / Records are
Services /
CS-012
Database
Indefinite
Indefinite
Yes
Mag, Ppr
interrelated; GC §34090
Library
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. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 152 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-4
LIBRARY AND RECREATION
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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
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
RECREATION
Community
Activity Guide / Class
Mag, Mfr,
Yes: After
Department preference for
Services /
CS-018
Schedules
P
P
OD, Ppr
S/I
QC & OD
historical value; GC §34090
Recreation
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.
Community
Services /
CS-020
Daily Vehicle Inspections
2 years
2 years
Ppr
GC §34090
Recreation
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 153 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-5
LIBRARY AND RECREATION
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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
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
Commission
Mag, Mfr,
Yes: After
Services /
CS-026
P
P
OD, Ppr
S/I
QC & OD
GC §34090
Recreation
MINUTES, BYLAWS
Recreation & Parks
Community
Commission
Minimum 2
Minimum 2
Department Preference; GC
Services /
CS-027
AGENDAS, AGENDA
years
years
Mag, Ppr
§34090
Recreation
PACKETS
Community
Department Preference; data is
Services /
CS-028
Recreation Database
Indefinite
Indefinite
Mag
interrelated; GC §34090
Recreation
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 154 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-6
LIBRARY AND RECREATION
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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
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 Chemical
5 years
5 years
Mag, Ppr
Health Department regulations; 8
Works /
Readings & Additions
CCR §3195.12; GC §34090
Governmen
t Buildings
Community
Health Department regulations; 8
Services /
CS-033
Swimming Pool Incidents
5 years
5 years
Mag, Ppr
CCR §3195.12; GC §34090
Recreation
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
Transportation Dial -A -Ride
Department Preference for grant
Services /
CS-035
Monthly Reports - Transit
5 years
5 years
Mag, Ppr
funding audits; GC §34090
Recreation
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 155 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-7
LIBRARY AND RECREATION
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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 re erence; It a motor
carrier, required for 18 months
after vehicle is sold; CHP requires
Community
Transportation Dial -A -Ride
Disposal of
Disposal of
life of vehicle; OSHA requires 1
Services /
CS-036
Vehicle & Equipment History
Vehicle + 2
Vehicle + 2
Mag, Ppr
year; 8 CCR § 3203(b)(1); 49 CFR
Recreation
Files
years
years
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
Department preference (Courts
ISeparationi
treat volunteers as employees);
Volunteer Applications &
Inactive /
Inactive /
EEOC/FLSA/ADEA (Age) requires
Lead
CS-040
Agreements / Reserves -
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. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 156 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-8
LIBRARY AND RECREATION
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 &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
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. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Adopted: 11/16/2021
Page 157 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1
Office of
Retention No.
Records Description
Retention / Disposition
Comments / Reference
Record
Image:
Destroy
Active
Total
Media
1=Import
Paper
(OFR)
(in office)
tes ffiInactive
O-
(Off-site,
Retention
Vital?
Options
M=Mfr
after
OD or
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
FIRE / EMERGENCY MEDICAL SERVICES
`�f1
::,• . -: ry
Rr'(-.__//_If 11M �
::, -u
�_Ii�_000
_____,__,_ _______,_,_ _____,_,_,_,_ __,_ ___�
�n_v(,untoroc s / irrnbu�ll nuts n Ilirnv( irnt. __
,. ..., ..
__m
� y _:fir M
� ��_ �irp: .,
w�_.
,..
r�-,a"1, r,(-. a1 fr.) � � fir, �i�� ir_iiir v(_it�(2ir�_
7
II��sw
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
Ppr'
providers is 3 years; 13 CCR
1100.7, GC §34090
HIPAA Policies and Procedures
Superseded
Superseded
Mag,
Yes:
Fire / EMS
FR-003
(Health Insurance Portability and
+ 6 years
+ 6 years
Mfr, OD,
S
After 1
24 CFR 164.5300)
Accountability Act)
I Ppr
I
I year
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 158 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2
Office of
Retention No.
Records Description
Retention / Disposition
Comments / Reference
Record
Image:
Destroy
Active
Total
Media
1=Import
Paper
(OFR)
(in office)
tes ffiInactive
O-
(Off-site,
Retention
Vital?
Options
M=Mfr
after
OD or
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
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
Patient Care Reports / PCRs /
for "healthcare providers";
Paramedic Release Forms (EMS
California Healthcare Association
transportation) ADULTS
Mag,
Yes:
recommends Acute Care Facilities
Fire / EMS
FR-004
7 years
7 years
Mfr, OD,
S
After 1
retain adult records for ten years
ll �a�� If "4 If If i � -- (
Ppr
year
following discharge; Juvenile
I- -------- IfM" Ito- i-- ----ire I- Jms irk_
records are required until patient
)_ tab,,.: ---'°
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 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 159 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3
Office of
Retention No.
Records Description
Retention / Disposition
Comments / Reference
Record
Image:
Destroy
Active
Total
Media
1=Import
Paper
(OFR)
(in office)
tes ffiInactive
O-
(Off-site,
Retention
Vital?
Options
M=Mfr
after
OD or
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
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
Patient Care Reports / PCRs /
for "healthcare providers";
Paramedic Release Forms (EMS
California Healthcare Association
transportation): MINORS /
Mag,
Yes:
recommends Acute Care Facilities
Fire / EMS
FR-005
JUVENILES
20 years
20 years
Mfr, OD,
S
After 1
retain adult records for ten years
icllud s_If"4 If(_Ifi �b_ _(_
Ppr
year
following discharge; Juvenile
irt_,4ir,,_Ifr,gsIr,�,w
records are required until patient
ia,tab Esc-.,
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 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 160 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4
Office of
Retention No.
Records Description
Retention / Disposition
Comments / Reference
Record
Image:
Destroy
Active
Total
Media
1=Import
Paper
(OFR)
(in office)
tes ffiInactive
O-
(Off-site,
Retention
Vital?
Options
M=Mfr
after
OD or
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
FIRE ADMINISTRATION
Meets auditing standards; Grants
covered by a Consolidated Action
Plan are required for 5 years;
Uniform Admin. Requirements for
All -Hazards Incident Management
M
e
Grants to Local Governments is 3
Fire /
FR-006
Team (AHIMT)
10 years
10 years
Mfr, OD,
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 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 161 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5
Office of
Retention No.
Records Description
Retention / Disposition
Comments / Reference
Record
Image:
Destroy
Active
Total
Media
1=Import
Paper
(OFR)
(in office)
tes ffiInactive
O-
(Off-site,
Retention
Vital?
Options
M=Mfr
after
OD or
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
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
ment,
ment,
Mag,
Requirements for Grants to Local
Admin.
/ Cal OES Strike Team
Minimum 10
Minimum 10
Ppr
Governments is 3 years from
Reimbursements
expenditure report or final payment
years
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 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 162 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6
Office of
Retention No.
Records Description
Retention / Disposition
Comments / Reference
Record
Image:
Destroy
Active
Total
Media
1=Import
Paper
(OFR)
(in office)
tes ffiInactive
O-
(Off-site,
Retention
Vital?
Options
M=Mfr
after
OD or
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
Fire /
Department Preference (rated
Admin.
FR-015
ISO Insurance Ratings
15 years
15 years
MfMr, OD,
S / i
Afteer QC
every 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
Loner
g
er
L g
Ppr
Permanently; GC §34090.7
Req red
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 /
FR-020
Staff Meeting Minutes
2 years
2 years
Yes
Ppr
GC §34090
Admin.
FIRE / Environmental
Safe - CUP A Certified Unified Pro ram A encies
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 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 163 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7
Office of
Retention No.
Records Description
Retention / Disposition
Comments / Reference
Record
Image:
Destroy
Active
Total
Media
1=Import
Paper
(OFR)
(in office)
tes ffiInactive
O-
(Off-site,
Retention
Vital?
Options
M=Mfr
after
OD or
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
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 /
Hazardous Materials Notifications /
Mag,
Yes:
Department Preference; GC
Environ.
FR-026
Hazardous Waste Treatment
P
P
Mfr, OD,
S / i
After QC
§34090
Safety
Notifications
Ppr
& OD
/ Fire
/
Department preference; Claims
Environ.
Mag,
Yes:
can be made for 30 years for toxic
Safety &
FR-027
Hazardous Materials Responses
P
P
Mfr, OD,
S / i
After QC
substance exposure; 8 CCR
Fire Marshal
Ppr
& OD
§3204(d)(1) et seq., GC §§12946,
/ Fire
Prevention
12960, 34090
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 164 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8
Office of
Retention No.
Records Description
Retention / Disposition
Comments / Reference
Record
Image:
Destroy
Active
Total
Media
1=Import
Paper
(OFR)
(in office)
tes ffiInactive
O-
(Off-site,
Retention
Vital?
Options
M=Mfr
after
OD or
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
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
Department Preference; GC
Building
(large format drawings)
Longer
Longer
Ppr
D
& 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
Department preference; GC
Fire
Department)
years
years
Ppr
& OD
D
§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
I
I
1
1
112960, 34090
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 165 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9
Office of
Retention No.
Records Description
Retention / Disposition
Comments / Reference
Record
Image:
Destroy
Active
Total
Media
1=Import
Paper
(OFR)
(in office)
tes ffiInactive
O-
(Off-site,
Retention
Vital?
Options
M=Mfr
after
OD or
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
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
Mag,
Department Preference; California
FR-036
5 years
5 years
Fire Code requires 3 years; CFC
Fire
Infraction, or Misdemeanor),
Ppr
§§ 104.6 — 104.6.4, GC §34090
Prevention
Service Requests
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
Req wired
Re uired
OPERATIONS / SUPPRESSION
EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 166 of 223
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-10
Office of
Retention No.
Records Description
Retention / Disposition
Comments / Reference
Record
Image:
Destroy
Active
Total
Media
1=Import
Paper
(OFR)
(in office)
tes ffiInactive
O-
(Off-site,
Retention
Vital?
Options
M=Mfr
after
OD or
S=Scan
Imaged &
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when 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 com letion .
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 Apparatus
Certificate -
Mag,
Certificates are issued for 3-5
Operations
(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 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 167 of 223
Ver. 8.0 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
I 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 .
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 168 of 223
Ver. 8.0 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
I 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 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
HR-007
DMV - Addition, Deletion Form
2 years
2 years
Mag, Ppr
GC §34090
Resources
Department preference;
Transitory or source records not
When
When
retained in the ordinary course of
Human
HR-008
DMV-Pull Notices, Waivers for
Superseded
Superseded
Mag Ppr
business; CHP audits every 2
Resources
Pull Notices
or Separated
or Separated
years; Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; GC §34090
EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 169 of 223
Ver. 8.0 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
I 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 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
"fully
EEOC) Claims (Ih Nadir nssirrn(-.,, nt
2 years after and finally
Ilifi,irr a
disposed"; 2 CCR 7287.0; GC
§§12946, 12960, 34090
Human
Equal Opportunity Employment -
29 CFR 1602.30; 29 CFR
Resources
HR-011
EEOC Reports (EEO-4 Reports)
3 years
3 years
Mag, Ppr
1602.31, 29 CFR 1602.32; GC
§34090
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 170 of 223
Ver. 8.0 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
I 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 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.1(b)(2)
Department preference (protects
ISeparationi
City in the event of past
employee misconduct); DOJ
Human
LiveScan Fingerprint Clearance
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 171 of 223
Ver. 8.0 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
I 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 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 / i
Yes: —After
selection, or discharge; State
Resources
,51!12� §H' )'u.mlll, jRP1l i22221RI
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 172 of 223
Ver. 8.0 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
I 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 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 seq., 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 Ion er
12960, 34090
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
Human
HR-020
Recruitment Database - Neo ov
�,_, b years
�.:r� years
Mag, Ppr
years; 29 CFR 1602 et seq &
Resources
_6
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
FLSA / ADEA (Age) requires 1-3
(Includes Applications
years; State Law requires 2 - 3
Human
HR-021
(Unsuccessful), Advertisements,
Minimum 4I
Minimum 4
Mag, Ppr
years; 29 CFR 1602 et seq &
Resources
Job Brochures, Test Data, Rating
years
years
1627.3(a)(5) and (6), 2 CCR
Sheets, Questions, Eligible Lists,
11013(c); 8 CCR
Reference Checks, Background
§11040(7.( c)), GC §§12946,
Checks from Riir(,_or'_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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 173 of 223
Ver. 8.0 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
I 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 retention periods retention resumes after settlement or completion .
Department Preference; OSHA
req u i res 5 yea rs 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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 174 of 223
Ver. 8.0 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
Statute of Limitations is 4 - 10
Public Works
PW-002
/ Landscape & Lighting / Street
P
P
Yes: Until
Mag'
Mfr, OD,
S/I
Yes: After
years (for Errors &
/ Engineering
Improvement Districts
Completed
Ppr
QC & OD
Omissions); CCP §§337.
(FORMATION, BOUNDARIES,
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, i
Yes: Until
Mfr, OD,
S/I
Yes: After
7 years; Statute of
/ Engineering
Inspections, Insurance
Completion
if required,
required,
Completed
Ppr
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. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 175 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-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, 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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
Capital Improvement Projects
(CIP): Permanent File
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.
Capital Improvement Projects
Public Works
PW-005
(CIP): Unsuccessful
2 years
2 years
Mag, Ppr
GC §34090
/ Engineering
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)
Required
Required
Separation, etc.)
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)
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
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 176 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-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, 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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
Public Works
PW-009
Design & Construction
P
P
M r,
fr OD,
S/I
Yes: After
Department Preference; GC
/ Engineering
Standards
Ppr
QC & OD
§34090
City Clerk
PW-010
Easements
P
P
Yes (all)
Mag,
Mfr, OD,
S/I
Yes: After
Department Preference
Ppr
QC & OD
(copies); GC §34090.7
Public Works
PW-011
Encroachment Permits -
P
P
Mag'
Mfrr,,
S/I
Yes: After
Department Preference; GC
/ Engineering
permanent Encroachments
pOD,
QC & OD
§34090
Engineering Studies / Surveys -
Public Works
PW-012
Preliminary Studies / Project
Minimum 5
Minimum 5
Mag'
Mfr, OD,
S/I
Yes: After
Department Preference; GC
/ Engineering
Assessments (Not Acquired
years
years
Ppr
QC & OD
§34090
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
Mfr OD,
S/I
Yes: After
Department Preference; GC
/ Engineering
Reports
Ppr
QC & OD
§34090
Public Works
PW-015
Grading Permits &Plans
P
P
Mfr OD,
S/I
Yes: After
Department Preference; GC
/ Engineering
Ppr
QC & OD
§34090
Drafts should be destroyed;
Maps, Plans and Record
M
Some maps are also retained
Public Works
PW-016
Drawings (Capital Improvement
"As-Builts",
P
P
Yes (all)
Mfr, OD,
S/I
Yes: After
by Planning; Selected maps
/ Engineering
Project Record
Ppr
QC & OD
are retained in Public Works
Drawings, etc.)
for administrative purposes;
GC §34090, 34090.7
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 177 of 223
Ver. 8.0 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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
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
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
Mfr OD,
S/I
Yes: After
Department Preference; GC
/ Engineering
Drawings / Details / Plans
Ppr
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
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 178 of 223
Ver. 8.0 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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
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
Wastewater / Sewer System
Department Preference; plans
Management Plans (SSMP)
must be updated every 5
Public Works
and Audits, Sanitary Spills
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)
MfrPpr
S/I
Yes: After
Department Preference; GC
/ Traffic &
+ 5 years
5 years
QC & OD
§34090
Trans.
Public Works
/ Engineering
/ Traffic &
PW-029
Newsrack Permits
2 years
2 years
Mag, Ppr
GC §34090
Trans.
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 179 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6
Office of
Record
Retention No.
Records Description
Retention / Disposition
Comments / Reference
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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
Public Works
/ Engineering
/ Traffic &
PW-030
Residential Parking Permits
2 years
2 years
Mag, Ppr
GC §34090
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,Yes:
S/I
After
Department preference; GC
/ Traffic &
years
years
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.
Public Works
M
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
Mag'
/ Engineering
PW-036
Traffic Studies /Traffic Counts
10 years
10 years
MfPpr,
S/I
Yes: After
Department preference; GC
/ Traffic &
QC & OD
§34090
Trans.
GENERAL SERVICES / EQUIPMENT
MAINTENANCE
& FLEET
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 180 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-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, 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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
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
CHP 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
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
I
Mag, Ppr
H&S §25250.18(b),
Fleet
25250.19(a)(3) et seq.
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 181 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8
Office of
Record
Retention No.
Records Description
Retention / Disposition
Comments / Reference
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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
Public Works
Work Orders / Service
/ Division
Requests / Service Tracker
Providing
PW-044
CMMS DATABASE
Indefinite
Indefinite
Mag
Data is interrelated; GC
§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-045
All Information Entered in
Longer
Longer
Mag Ppr
database is the original); GC
Service /
Required
Required
§34090
Work
CMMS Database
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 co
GENERAL
SERVICES / GOVERNMENT BUILDINGS
Public Works
When
en
/ Government
PW-047
Elevator Permits
Superseded
Super' eded
Mag, Ppr
GC §34090
Buildings
Mag,
Department Preference; �L(j
Lead Depart.
PW-048
Hazardous Materials Manifests
10 years
P
P
Mfr, OD,
S/I
Yes: After
C I liy� �IQ1
Ppr
QC & OD
„�-M
�y�y �yL41i,j GC §34090
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 182 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9
Office of
Record
Retention No.
Records Description
Retention / Disposition
Comments / Reference
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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
Lead Depart.
PW-049
Hazardous Materials Manifests
10 years
10 years
Mag'
Mfrr,,
S/I
Yes: After
Department Preference; GC
State Reports
pOD,
QC & OD
§34090
Operations & Maintenance
Disposal of
Disposal of
Department preference; GC
Lead Depart.
PW-050
Manuals / O & M Manuals
Equipment
Equipment
Mag, Ppr
§34090
Community
Services /
Recreation
Swimming Pool Chemical
Health Department
OR Public
PW-051
Readings & Additions
5 years
5 years
Mag, Ppr
regulations; 8 CCR §3195.12;
Works /
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
§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-053
All Information Entered in
Longer
Longer
Mag Ppr
database is the original); GC
Service /
Required
Required
§34090
Work
CMMS Database
GENERAL
SERVICES
/ STORMWATER
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Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 183 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10
Office of
Record
Retention No.
Records Description
Retention / Disposition
Comments / Reference
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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
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)
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.
Department preference;
Public Works
Yes: While
Some correspondence from
/ General
Correspondence - Regulatory
Minimum 2
Minimum 2
Services /
PW-057
Agencies
years
years
Active
Mag, Ppr
Regulatory Agencies need to
Wastewater
Issues
be retained for long periods of
time; GC §34090
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 184 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11
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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
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
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
5ears
y
ears
5ears
MaP pr
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
Mag, Ppr
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. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 185 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12
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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods 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)
SWRCB 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
Data is interrelated; GC
Providing
PW-066
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-067
All Information Entered in
Longer
Longer
Mag Ppr
database is the original); GC
Service /
Required
Required
§34090
Work
CMMS Database
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)
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 186 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13
Office of
Record
Retention No.
Records Description
Retention / Disposition
Comments / Reference
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 investigations suspend normal retention periods retention resumes after settlement or com letion .
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 ...
t,l.T.� 17 t 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.
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
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 187 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14
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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
Department preference;_,"E_
AB 939 Compliance / &B '138 �
i��ir �r y� sir _II_ ow 4 �ir��on I u (-.,,1
Public Works
C"M� irru sllr irt� a Mira utii�_Q l StEa,
I
t uta� ira� ire a ill tug ut ire a�u�s
/ Solid Waste
PW-075
(.'dk-."G:u0� 1 Iind jfQ�_rya Iliii�ta
10 years
10 years
Mag, Ppr
gut � (-.,,! �_ii rah for _I QQ_ya_ fir
a,(,,,
Solid Waste Tonnage Reports
---- -- � Ilua qu�ll� for-,.:—
�G�It;°r(t, 14IIC"C Ifs,,.
�_____________w,
: 8995 � Ih N a_���a)Z' % GC
§34090
Environmental Committee
Public Works
PW-076
AGENDAS, AGENDA
Minimum 2
Minimum 2
MagPpr
,
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 ears
§34090
Public Works
PW-080
Exemptions from Mandatory
Expiration +
Expiration + 2
Mag, Ppr
Department Preference; GC
/ Solid Waste
Trash Services
2 years
ears
§34090
Public Works
Haulers, Trash Company, Solid
Expiration +
Expiration + 2
Department Preference; GC
/ Solid Waste
PW-081
Waste Vendor Permits and
2 years
years
Mag, Ppr
§34090
Applications
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 188 of 223
Ver. 8.0 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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
Public Works
PW-082
Hazardous Materials Manifests
10 years
P
P
r,
Mfr, OD,
S/I
Yes: After
Department Preference; GC
/ Solid Waste
Ppr
QC & OD
§34090
Public Works
PW-083
Hazardous Materials Manifests
10 years
10 years
Mag'
Mfrr,,
S/I
Yes: After
Department Preference; GC
/ Solid Waste
State Reports
pOD,
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
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
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 189 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16
Office of
Record
Retention No.
Records Description
Retention / Disposition
Comments / Reference
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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
Public Works
Work Orders / Service
/ Division
Requests / Service Tracker
Providing
PW-091
CMMS DATABASE
Indefinite
Indefinite
Mag
Data is interrelated; GC
§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 /
Required
Required
§34090
Work
CMMS Database
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 co
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(f)
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 190 of 223
Ver. 8.0 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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
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
Customer Concerns /
5 years is required in State
Public Works
Customer Complaints: Odor /
and Federal law for any
/ Water Dist.
PW-096
Taste / Visual Complaints
5 years
5 years
Mag, Ppr
complaints; 40 CFR
(regarding Potable Water)
122.410)(2) & 40 CFR
141.33(b); 22 CCR 64470
Environmental Agencies /
Public Works
PW-097
Regulatory Agencies
Minimum 2
Minimum 2
Mag, Ppr
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-B lockout / Lockout-
2 years
2 years
Mag, Ppr
GC §34090
Tagout
Public Works
PW-101
Meter Change Cards /
Disposal of Upon
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
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 191 of 223
Ver. 8.0 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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods retention resumes after settlement or completion).
Public Works
PW-103
Operations & Maintenance
Disposal of
Disposal of
Mag, Ppr
Department preference; GC
/ Lead Div.
Manuals / O & M Manuals
Equipment
Equipment
§34090
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
Public Works
Temporary Hydrant Meters -
Preliminary drafts not retained
/ Water Dist.
PW-105
Rentals (Pools, Construction)
End of Rental
End of Rental
Ppr
in the ordinary 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
PW-108
Water Analysis & Sampling:
2 years
3 years
5 years
Mfr OD,
S / I
Yes: After
40 CFR 141.33(a); 22 CCR
/ Water Dist.
Bacteriological & Organics
Ppr
QC & OD
§64470
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. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 192 of 223
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19
Office of
Record
Retention No.
Records Description
Retention / Disposition
Comments / Reference
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, complain claims, public records act re uests, audits and/or investi ations suspend normal retention Deriods 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.
Mag'
State law requires 12 years,
Public Works
PW-112
Water Quality Reports /
12 years
y
12 years
Mfr, OD,
S / I
Yes: After
federal 10 years; 40 CFR
/ Water Dist.
Consumer Confidence Reports
Ppr
QC & OD
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
Req u i red
Public Works
PW-114
Water Usage Reports
Minimum 2
Minimum 2
I
Mag, Ppr
Department preference; GC
/ Water Dist.
years
ears
§34090 et seq.
Public Works
Well History / Well
Mag,
Department Preference; GC
/ Water Dist.
PW-115
Decommissions or
P
P
Mfr, OD,
§34090 et seq.
Abandonments
Ppr
EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 193 of 223
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
Active
Storage
Total
Media
1=Import
Paper after
(OFR)
(in office)
(Off -site,
Retention
Vital.?
Options
M=Mfr
Imaged &
OD or Mfr
S=Scan
I 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 .
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
PC §832.5
Manag.
years)
ears)34090.6;
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 194 of 223
Ver. 2.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-2
Office of
Retention No.
Records Description
Retention I Disposition
Comments I 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
I 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 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., 8
Manage.
RM-007
Safety Committee Minutes
5 years
5 years
OD, Ppr
S i
QC & OD
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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted: 11/16/2021
Page 195 of 223
HOW TO USE RETENTION SCHEDULES
©1995-2023 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 196 of 223
G iRY 0I
ELSEGUNDO
TITLE:
City Council Agenda Statement
Meeting Date: March 7, 2023
Agenda Heading: Consent
1 [Mi i1, [Ri i1;7MI-1ifil
Amendment to Agreement with Waterline Technologies, Inc. to Add an Additional
$50,000 for the Purchase of Needed Pool Chemicals and Waive Bidding Requirements
RECOMMENDATION:
Authorize the City Manager to execute an amendment to Contract No. 6467 with
Waterline Technologies, Inc. to add an additional $50,000 for the purchase of
pool chemicals and waive bidding requirements pursuant to El Segundo
Municipal Code § 1-7-9(A).
2. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
Amount Budgeted: $100,000
Additional Appropriation: N/A (an additional $50,000 was approved on February 21,
2023, with the mid -year budget appropriations)
Account Number: 001-400-2601-5204 (Operating Supplies)
BACKGROUND:
The City of El Segundo has two recreational aquatic facilities which require routine
chemical supplies and maintenance to ensure proper function and continued availability
to the City's residents. The City has been contracting with Waterline Technologies, Inc.
for pool chemical services for the past several years. This amended agreement covers
the purchase of all pool chemicals needed to maintain the City's recreational aquatic
facilities.
DISCUSSION:
Historically, a contract in the amount of $50,000 would have been sufficient to cover the
costs of all pool chemical deliveries for the City's aquatic facilities per fiscal year.
However, due to inflation, supply chain issues with chemicals, and the rising costs of all
Page 197 of 223
Amendment to Agreement with Waterline Technologies, Inc.
March 7, 2023
Page 2 of 3
goods, this amount is no longer adequate to cover the costs of these same purchases in
the current economic climate. The current contract has already reached the "not to
exceed" limit in the mid -fiscal -year and consequently, staff attempted to solicit
quotations from other vendors for similar services. Throughout these attempts, staff
found that other vendors either did not carry the chemicals needed, had long delivery
delays, or were not interested in providing services for the City in a timely manner. Staff
included an additional appropriation request of $50,000 related to this item in the FY
2022-23 mid -year budget report to City Council on February 21, 2023. City Council
approved the additional appropriation.Since the contract amendment exceeds the City
Manager's authority,staff is required to bring the contract amendment before City
Council for approval. This contract amendment is required in order to continue
maintaining the proper water quality in the various pools operated by the City.
Over the past five years, Waterline Technologies, Inc. has accommodated the city with
respect to its needs regarding chemical deliveries for the City's pools. In addition to
providing competitive pricing, quality products, and in -stock inventory, Waterline
Technologies, Inc. is the only vendor in the area that can cover most delivery requests
the very next day. Requiring a formal bidding process would halt current pool chemical
deliveries and affect the operation of the two aquatic facilities. Staff believe that it is in
the City's best interest to waive the bidding process and amend the current agreement
with Waterline Technologies, Inc. to facilitate the purchase of needed chemicals which
would provide the City with continued stable and reliable needed supplies and services
for pools and ensure that our aquatic facilities remain operational and open to the
public.
Staff recommends that the City Council authorize the City Manager to execute the
amendment to the contact with Waterline Technologies, Inc. and waive bidding
requirements pursuant to El Segundo Municipal Code § 1-7-9(A).
CITY STRATEGIC PLAN COMPLIANCE:
Goal 4: Develop Quality Infrastructure and Technology
Objective 4A: El Segundo's physical infrastructure supports an appealing, safe, and
effective City.
PREPARED BY:
Erica Miramontes, Management Analyst
REVIEWED BY:
Elias Sassoon, Public Works Director
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
Page 198 of 223
Amendment to Agreement with Waterline Technologies, Inc.
March 7, 2023
Page 3 of 3
None
Page 199 of 223
G iRY W
ELSEGUNDO
TITLE:
2023 Legislative Platform
RECOMMENDATION:
1. Approve the 2023 Legislative Platform.
City Council Agenda Statement
Meeting Date: March 7, 2023
Agenda Heading: Consent
11MPIi1,[ in, 07- I-16iM
2. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
�m
BACKGROUND:
The purpose of the City's Legislative Platform is to represent the City's official positions
on proposed regional, state, and federal legislation. The Legislative Platform is aligned
with the City's five Strategic Goals, which focus on providing the highest level of service
to the City's residents and businesses.
DISCUSSION:
The Legislative Platform provides clear directions for the City Manager to respond and
take action quickly, under the direction of City Council, as initiatives that impact the City
are considered at the regional, state, and federal levels. The City Manager will
coordinate the monitoring of legislative issues that impact the City and ensure that the
City takes a position on all applicable proposed regional, statewide, and national
legislation, regulations, and related matters.
The City Manager may update the Legislative Platform throughout the year, if
necessary, to address and prioritize new issues as they relate to the City or the region.
The Legislative Platform does not preclude the City Council from considering legislative
and regulatory matters arising throughout the year and revising the Legislative Platform,
if needed.
Page 200 of 223
2023 Legislative Platform
March 7, 2023
Page 2 of 2
The City's primary legislative focus includes protecting local government control,
especially in the area of land use, supporting economic development and growth,
improving air quality monitoring, and funding for public facilities, transportation,
technology, clean air initiatives and public infrastructure improvements.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1: Enhance Customer Service, Diversity, Equity, Inclusion and Communication
Goal 2: Support Community Safety and Preparedness
Goal 3: Promote a Quality Workforce Through Teamwork and Organizational
Efficiencies
Goal 4: Develop and Maintain Quality Infrastructure and Technology
Goal 5: Champion Economic Development and Fiscal Sustainability
PREPARED BY:
Barbara Voss, Deputy City Manager
REVIEWED BY:
Barbara Voss, Deputy City Manager
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
1. 2023 Legislative Platform
Page 201 of 223
CITY OF
ELSEGUNDO
2023 Legislative Pl
Introduction
The purpose of the City's annual Legislative Platform is to represent the official City positions on
proposed regional, state, and federal legislation. The Legislative Platform is aligned with the
City's five Strategic Goals which focus on providing the highest level of service to the City's
residents and businesses.
The Legislative Platform provides clear direction to the City Manager to respond and take action
quickly, under the direction of City Council, as initiatives that impact the City are considered at
the regional, state, and federal levels. The City Manager shall coordinate the monitoring of
legislative issues that impact the City and ensure that the City takes a position on all applicable
proposed regional, state-wide, and national legislation, regulation, and related matters.
Staff will update the Legislative Platform throughout the year at the direction of the City Manager,
as necessary, to address and prioritize new issues as they relate to the City or the region. The
Legislative Platform does not preclude City Council consideration of additional legislative and
regulatory matters arising throughout the year. As necessary, Staff will solicit City Council
authorization to amend the Legislative Platform to include items not included in the existing
Legislative Platform.
For proposed legislation, either consistent with the City's Legislative Platform or consistent with
legislative positions the City has taken in the past, City Staff shall be authorized to prepare position
letters on behalf of the Mayor and/or City Councilmembers. Items not addressed in the City's
Legislative Platform may require further City Council direction. Legislative priorities may only
address issues directly relevant to or impacting the provision of municipal services. Generally, the
City will not address matters that are not pertinent to the City's local government services such as
international issues.
City departments are encouraged to monitor and be knowledgeable of any legislative issues related
to their discipline. However, requests for the City to take positions on a legislative matter must be
directed to the City Manager's Office. City departments may not take positions on legislative
issues without City Manager's Office review and approval.
The City's primary legislative focus includes protecting local government control, maintaining
local government revenue, pursuing public security funding, obtaining funding for environmental
sustainability, transportation, recreational, technology and public infrastructure improvements.
Page 202 of 223
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Guiding rinciples -- City Strategic Plan
The Legislative Platform is aligned with the City's five strategic goals.
1. Enhance Customer Service, Diversity, Equity, Inclusion and Communication
2. Support Community Safety and Preparedness
3. Promote a Quality Workforce through Teamwork and Organizational Efficiencies
4. Develop and Maintain Quality Infrastructure and Technology
5. Champion Economic Development and Fiscal Sustainability
2023 Legislative islative riorities
1. Ensure local city input on all regional land use and planning issues.
2. Support efforts to increase the amount of transportation funds allocated to local
jurisdictions for discretionary projects.
3. Pursue funding for projects that improve the quality of life in El Segundo.
4. Support regional economic development policies that provide for planned economic
growth in the City and neighboring communities.
5. Oppose unfunded mandates to the City for any new or continuing program/service.
6. Support local control over the administration of local programs.
7. Ensure that the County's responsibilities for mandated programs are not passed on to the
City in the form of undue burdens/financial mandates.
8. Support efforts to monitor air quality and promote clean air initiatives and programs.
2023 LEG SLATNE PLATFORM
Page 203 of 223
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General Government
City of El Segundo supports:
1. Efforts that are consistent with the doctrine of local control especially in the areas of police
power, land use planning and public safety.
2. Enhanced local control of resources and that allows the City to address the needs of its
constituents within a framework of regional cooperation.
3. Preserving local control of short-term rentals and online hotel intermediaries.
4. The use of federal and state incentives for local government, rather than mandates.
5. Funding opportunities for public facilities and services including capital improvement
projects, public works projects, homeland security, library, parks and social service
facilities.
6. Keeping land use local and not a matter of state authority.
7. Applying lessons learned during the COVID-19 pandemic to allow expanded use of email
notification, postings on agency websites, publicizing at community groups, and/or other
methods of outreach available.
8. Developing and supporting a long term strategy to hold large scale municipal
organizations accountable for environmental violations that place the quality of life and
health of residents and businesses at risk.
City of El Segundo opposes:
1. State and federal legislation that preempts the City's local authority.
2. State or federal mandates without the direct or indirect reimbursement for the costs
associated with complying with new and/or modified laws, regulations, policies,
procedures, permits and/or programs.
2023 LEG SLATNE PLATFORM
Page 204 of 223
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City Clerk/Electoral rocess
City of El Segundo supports:
1. Safeguards ensuring that all eligible voters are provided with the mechanisms to exercise
the right to vote.
2. Transparency, public participation and first amendment rights, while preserving
procedures that continue to foster efficient government proceedings.
3. Efforts to enhance local governments' ability to achieve greater transparency of
governmental business by improving the platform in which agencies can publish and
advertise notices, resolutions, orders, or other matters required by law.
4. Measures that preserve the integrity and fundamentals of the Brown Act and oppose
measures that would constrain communication among staff and local officials.
5. Increased local autonomy, protecting privacy and maintaining the City's authority over
public records. This includes measures that provide for the recovery of costs concerning
public records requests.
6. Maximizing the City's ability to efficiently and effectively administer local elections,
including programs designed to encourage and increase voter education, registration and
voter turn -out.
Community unity ervices
City of El Segundo supports:
1. Funding for the development and rehabilitation of infrastructure in parks, libraries, public
right of ways, and similar neighborhood and community -serving facilities.
2. Funding for ADA upgrades.
3. Enhanced California State Library funding and budget.
4. Statewide initiatives for:
• Early education • Digital literacy
• Services for vulnerable populations • Career support
• Adult/family literacy • After-school/summer programs for youth
• Healthy lifestyles
2023 LEG SLATNE PLATFORM 4
Page 205 of 223
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ELSEGUNDO
5. Expanded opportunities for healthy "aging in place" options and services for the older adult
population.
6. Equitable access to library and information services including:
• Broadband equity for California communities
• eMedia and electronic resources
• Technology for use in the home, including laptops and hotspots
7. Enhanced school sites and support of educational partnerships between cities and school
districts.
8. Intellectual freedom and privacy.
9. Increased state resources for local arts, recreation, cultural events and library programs.
Economic Development
ent
City of El Segundo supports:
1. Measures that enhance the City's business attraction and retention efforts.
2. Providing resources and incentives to supports job creation, business attraction, and
retention.
Emergency Management
City of El Segundo supports:
1. Funding that promotes mitigation, preparedness, response, and recovery efforts for
manmade and natural disaster hazards.
2. Funding for disaster relief for all types of natural and manmade disasters.
3. Efforts to coordinate the development of telecommunications infrastructure within the
region for use during large scale emergencies.
4. I.C.I. System (Interagency Communications Interoperability System) participation among
jurisdictions and funding for equipment and operations.
5. Funding for the Urban Area Security Initiative (UASI) and other funding initiatives
administered by the Department of Homeland Security to enhance the City's ability to
respond to regional or national threats.
2023 LEG SLATNE PLATFORM 5
Page 206 of 223
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Environmental Sustains ility
City of El Segundo supports:
1. State bonds, funding, and legislation aimed at improving ocean water quality and reducing
ocean pollution, banning new offshore oil or gas drilling or extraction, and funding coastal
clean-up and restoration.
2. Cost-effective, sustainable, and responsible environmental policy and programs in the
areas of energy efficiency, greenhouse gases, climate change, potable water, wastewater,
solid waste removal and stormwater, among others.
3. State funding opportunities to assist agencies in meeting sustainability objectives including
energy and water efficiencies, active transportation enhancements, connectivity and
mobility improvements and carbon sequestration through natural landscape management
and protection.
4. Protecting, preserving and restoring the natural environment where it does not conflict with
local control and land use designations.
5. Creating partnerships among the City, El Segundo Unified School District, businesses,
residents, and all other community stakeholders as necessary to achieve a sustainable
community.
6. Proactively addressing climate change and improving air quality. Support funding to foster
an environmentally sustainable city, walkable community that provides ample goods,
services and benefits to all residents while respecting the local environment.
7. Funding for the Los Angeles County Metropolitan Transportation Authority (Metro) and
other regional transit authorities to continue to create multi -modal transportation systems
that minimize pollution and reduce motor vehicle congestion while ensuring access and
mobility for all.
Fiscal and Administrative
City of El Segundo supports:
1. Fiscal sustainability and best -practice administrative initiatives to ensure the delivery of
unparalleled city services.
2. Full cost reimbursement to the City for all federal, state and county -mandated programs.
3. Protect the integrity of existing revenue sources for local government.
2023 LEG SLATNE PLATFORM
Page 207 of 223
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ELSEGUNDO
4. Efforts to achieve public employee pension reform.
5. Efforts to maintain and expand the types of municipal investment -grade revenue bonds.
6. Efforts to achieve public employee workers' compensation reform.
7. Measures that will create stricter rules for local municipalities to raise state and local
taxes, fees, assessments, and property -related fees.
City of El Segundo opposes:
1. Any attempt to eliminate or limit the traditional tax exemption for municipal bonds.
2. Legislation that makes local agencies more dependent on the State for financial stability
and policy direction.
3. Changes in revenue allocations that negatively affect local government, including the
redistribution of sales tax, property tax, COPS grants, Proposition 172 funds, gas tax
(HUTA), transient occupancy tax (TOT) and vehicle in -lieu fees (VLF).
4. Efforts by the State or Federal government to preempt the City's right to levy and collect
taxes, fees and assessments.
5. Diminishing the City's authority over local taxes and fees.
Human n esources
City of El Segundo supports:
1. Measures that place reasonable parameters over public pension plans, while opposing
measures that would eliminate local control over plan specifics.
2. Managing the rising cost of health insurance and urging officials to fully consider the
financial impact on local governments when considering any health care coverage
legislation.
City of El Segundo opposes:
1. Measures that mandate upon local governments additional and costly programs for
employee benefits without local control.
2023 LEG SLATNE PLATFORM
Page 208 of 223
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Planning, Housing andLand Use
City of El Segundo supports:
1. Increased input from municipalities in the development of the Regional Housing Needs
Assessment (RHNA).
2. Flexibility for local jurisdictions to work together to provide housing that counts toward
the Regional Housing Needs Assessment (RHNA) requirements.
3. Maintaining local control over medical marijuana dispensaries and upholding cities'
ability to regulate and ban dispensaries.
4. Funding for affordable senior housing opportunities and projects.
5. California Environmental Quality Act (CEQA) reform to expedite and streamline both
project development and delivery, especially for transportation, transit -oriented, infill,
and/or housing projects.
6. Measures that require transparency in CEQA litigation and eliminate duplicative CEQA
lawsuits.
7. The restoration and expansion of tax increment tools to build affordable housing stock,
improve public transit, and reduce climate -warming carbon emissions. Incentivize
collaboration among potentially impacted jurisdictions by sharing the net proceeds from
future tax increment financing districts, and emphasize tax increment as a public financing
tool that does not increase taxes to residents.
8. Secure adequate and sustainable funding for cities to increase construction of housing at
all income levels, particularly affordable housing and workforce housing.
9. Reform state housing laws to ensure cities retain local decision -making to meet the needs
of their communities.
10. Redevelopment like process to facilitate community development focused on
infrastructure to support housing, improved jobs/housing balance, infill and improved
conditions/opportunities for disadvantaged communities.
City of El Segundo opposes:
1. Limiting the City's ability to condition and deny projects that negatively impact the
community.
2. Overriding the City's adopted zoning ordinances.
2023 LEG SLATNE PLATFORM 8
Page 209 of 223
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ELSEGUNDO
3. Legislation that establishes detrimental, residential rent control restrictions (such as AB
1482)
4. Legislation that reduces local land -use authority and/or alters local land use zoning
designations without approval of local City Council (such as SB 50).
5. Any additional mandatory general plan elements that don't allow cities and counties the
flexibility to determine how to include new mandatory subject matter.
Public Safely
City of El Segundo supports:
1. Assistance for local police, fire, and homeland security initiatives, and any measures that
will help contribute to local public safety.
2. Strengthening local law enforcement's ability to prevent and fight crime.
3. Funding and alternative avenues of healthcare to local first response agencies to adequately
address behavioral health issues.
4. Strengthening programs that support crime victims and their families through advocacy,
and outreach.
5. Strengthening state and regional collaboration to reduce and prevent homelessness as well
as programs that provide funding to cities to implement local strategies.
6. Strengthening efforts to eradicate human trafficking.
7. Fire prevention and environmental safety legislation and funding.
8. Legislation that aids paramedics and other emergency medical service practitioners in their
ability to be responsive to community needs, including AB 40 - Reduction of Ambulance
Patient Offloading Time at Hospitals.
9. Funding initiatives for Peace Officers Standards and Training (POST) and other law
enforcement support organizations.
10. Upholding local control and preserves a city's "Section 201" and "Section 224" rights to
continue to contract for or provide pre -hospital medical care and transport.
2023 LEG SLATNE PLATFORM 9
Page 210 of 223
L[TY OP
ELSEGUNDO
City of El Segundo opposes:
1. Impeding local law enforcement from addressing crime problems and recovering costs
resulting from a crime committed by the guilty parry.
2. Limiting local police departments' ability to collect and utilize asset forfeiture funds for a
wide variety of police services.
3. Modifying bail programs that are potentially harmful to El Segundo community.
4. Expanding "early release" for serious and violent offenders.
5. Expanding the definition of "early release", non -serious crimes, and non-violent crimes.
6. Any further actions that would re -categorizing serious crimes as non -serious crimes.
7. Decriminalizing existing crimes in California or reducing the sentences of any offenses,
resulting in the release of serious criminals who may further harm the safety of the public
and law enforcement personnel.
8. Legislation that requires local Public Safety agencies to take on more services without
providing full funding to provide new/enhanced services.
Public Works
City of El Segundo supports:
1. Increased funding for maintaining and upgrading the City's major streets, allowing for
better traffic flow and user safety.
2. Funding for transportation infrastructure projects that improve mobility for residents,
businesses and visitors.
3. Expanded transportation funding to encourage use of public transit, alternative fuel
vehicles and fleets, pedestrian ways, bikeways, and multi -use trails.
4. Measures that provide City's fair share of funding from the State's "Cap and Trade"
funding sources.
5. Measures that seek to reevaluate the method and manner in which the state and federal gas
taxes are collected and allocated to local jurisdictions to emphasize actual roadway usage
(i.e. working/daytime population -based).
2023 LEG SLATNE PLATFORM 1..1
Page 211 of 223
L[TY OP
ELSEGUNDO
6. Efforts to secure the City's fair share of funding from SB 1 revenues to fund local
transportation projects.
7. Working with other agencies in the region to support current state and federal funding
levels and encourage increased funding and flexibility in both operating and capital funding
for mass transit.
8. Working with the South Bay Cities Council of Governments and other regional agencies
to support legislation that provides incentives for the improvement and/or development of
regional transportation corridors.
City of El Segundo opposes:
1. Efforts to remove local regulatory authority on wireless infrastructure development.
2. Any legislation that threatens to withhold State -allocated funds reserved for roadway or
other public infrastructure maintenance and/or improvements if certain actions are not
taken by the local jurisdiction, such as construction of housing or homeless shelters.
3. Legislation that supersedes local authorities' land use policies and practices, that result in
a "one size fits all" mandate.
2023 LEG SLATNE PLATFORM I I
Page 212 of 223
GIRT411 City Council Agenda Statement
ELSEGUNDO Meeting Date: March 7, 2023
Agenda Heading: Staff Presentations
Item Number: D.13
TITLE:
Smoky Hollow Parking Pilot Project Plan Adoption
RECOMMENDATION:
1. Adopt a resolution to approve plans and specifications for Smoky Hollow Parking
Pilot Project No. PW 23-05.
2. Authorize staff to advertise the project for construction.
3. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
This project is not included in the Adopted FY 2022-23 Budget. An additional
appropriation of $200,000 will be requested at the time of contract award, as follows-
1 . Undesignate $170,350 from 001-277-0000-8840 (designated Parking In -Lieu
Fee) and appropriate to 001-400-4101-6304 (PW Engineering - Smoky Hollow
Parking In -Lieu).
2. Appropriate $29,650 from 001-299-0000-2990 (General Fund Unassigned Fund
Balance) to 001-400-4101-6304 (PW Engineering - Smoky Hollow Parking In -
Lieu).
BACKGROUND:
Adopted in October 2018, the Smoky Hollow Specific Plan, "Action 16. North/South
Streets Reconfiguration" calls to "reconfigure (re -stripe) key north/south running streets
to provide a 20-foot one-way travel lane and a 20-foot angled parking lane to increase
on -street parking capacity." In order to implement Action 16, at the September 20, 2022
City Council meeting, staff proposed a pilot project in order to implement the
reconfiguration on a sample of north/south oriented streets.
Page 213 of 223
Smoky Hollow Parking Pilot
March 7, 2023
Page 2 of 3
On September 20, 2022, City Council directed staff to complete the design of the
Parking Pilot project with the needed signage and striping to add some parking stalls to
the Smoky Hollow Area. The scope of this pilot project is to convert Nevada Street and
Oregon Street (between El Segundo Boulevard and Grand Avenue), and California
Street (between El Segundo Boulevard and Franklin Avenue) from the current two-way
operation to a one-way operation and create angled parking stalls along those streets
as contemplated in the Smoky Hollow Specific Plan. On November 2, 2022, a
community outreach meeting was conducted by staff at the City Council Chamber to
seek community input and feedback. The design of this pilot project is now completed
by KOA Corporation and is ready to be presented to the City Council for approval, plan
adoption, and advertisement for construction. In summary, an additional 43 parking
spaces will be created by this pilot project. A presentation will be provided at the City
Council meeting which will show the details of the design.
DISCUSSION:
During the Community outreach meetings, about half of residents and business owners
expressed concerns that angled parking could potentially make it harder to park on hills
and would create additional difficulty for delivery and food trucks. The other half of
residents voiced their support for the pilot project since it would create additional
parking stalls. As part of input from the community, it was suggested that the angled
parking be moved to the opposite side of streets. Staff and the consultant firm
incorporated this suggestion into the design which allowed for more parking stalls. This
project, once constructed, will add 43 additional parking stalls to the existing 107
parking spaces.
Staff respectfully ask that the City Council approve the actions as recommended. With
City Council's authorization, the anticipated construction award for this project is May
2023, with anticipated construction completion by the end of summer 2023. Subsequent
to the construction, the success of this pilot project can be evaluated by:
• Survey businesses and adjacent property owners in the Smoky Hollow area to
gather feedback.
• Keep logs of feedback/complaints from residents, business owners, truck drivers
and adjacent property owners.
• Review citations issued by the Police Department.
• Monitor the use of newly installed parking stalls.
Page 214 of 223
Smoky Hollow Parking Pilot
March 7, 2023
Page 3 of 3
CITY STRATEGIC PLAN COMPLIANCE:
Goal 4: Develop and Maintain Quality Infrastructure and Technology
Objective 4A: El Segundo's physical infrastructure supports an inviting and safe
community.
Goal 5: Champion Economic Development and Fiscal Sustainability
Objective 5A: El Segundo promotes economic growth and vitality for business and the
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. Vicinity Map
2. Location Map
3. PW 23-05, Smoky Hollow Parking Pilot Plan Adoption Resolution
Page 215 of 223
2/23/2023
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Page 216 of 223
Location Map - PW 23-05 Smoky Hollow Parking Pilot Project
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Esri Community Maps Contributors, City of El Segundo, County of Los
Angeles, California State Parks, (D OpenStreetMap, Microsoft, Esri, HERE,
Page 217 of 223
RESOLUTION NO. _
A RESOLUTION APPROVING THE DESIGN AND PLANS FOR THE
CONSTRUCTION OF PROJECT PW 23-05, SMOKY HOLLOW PARKING
PILOT PURSUANT TO GOVERNMENT CODE § 830.6 AND
ESTABLISHING A PROJECT PAYMENT ACCOUNT.
The City Council of the City of El Segundo does resolve as follows:
SECTION 1: The City Council finds and declares as follows:
A. The City retained KOA Corporation ("Consultant") as the engineer to
design and prepare the plans for project PW 23-05, Smoky Hollow Parking
Pilot.
B. The Consultant informed the City Engineer that these plans are complete
and that construction of the Project may begin;
C. The City Engineer reviewed the completed design and plans for the
Project and agrees with the Consultant that the plans are complete and
the Project may be constructed;
D. The City Council wishes to obtain the immunities set forth in Government
Code § 830.6 with regard to the plans and construction of the Project.
SECTION 2: Design Immunity, Authorization.
A. The design and plans for the Project are determined to be consistent with
the City's standards and are approved.
B. The design approval set forth in this Resolution occurred before actual
work on the Project construction commenced.
C. The approval granted by this Resolution conforms with the City's General
Plan.
D. The City Engineer, or designee, is authorized to act on the City's behalf in
approving any alterations or modifications of the design and plans
approved by this Resolution.
E. The approval and authorization granted by this Resolution is intended to
avail the City of the immunities set forth in Government Code § 830.6.
SECTION 3: Project Payment Account. For purposes of the Contract Documents
administering the Project, the City Council directs the City Manager, or designee, to
establish a fund containing sufficient monies from the current fiscal year budget to pay
for the Project ("Project Payment Account"). The Project Payment Account is the sole
Page 1 of 2
Page 218 of 223
source of funds available for the Contract Sum, as defined in the Contract Document
administering the Project.
SECTION 4: The City Clerk is directed to certify the adoption of this Resolution.
SECTION 5: This Resolution will become effective immediately upon adoption.
PASSED AND ADOPTED this day of , 2023.
Drew Boyles, Mayor
ATTEST:
Tracy Weaver, City Clerk
APPROVED AS TO FORM:
MARK D. HENSLEY, City Attorney
Joaquin Vazquez, Assistant City Attorney
Page 2 of 2
Page 219 of 223
City Council Agenda Statement
"R' 4,1 �� Meeting Date: March 7, 2023
E L S GUND O Agenda Heading: Committees, Commissions and Boards
Presentations
1[Mii1,[Rii1TMME!
TITLE:
Announce Appointment to the Planning Commission
RECOMMENDATION:
1. Announce appointment.
2. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
0=
BACKGROUND:
The Planning Commission makes recommendations to City Council on the adoption or
amendment of the City's General Plan; performs duties with respect to land subdivision,
planning and zoning as prescribed by City and State law; advises City Council on those
matters falling within its charged responsibilities in a manner reflecting concern for the
overall development and environment of the City as a setting for human activities.
DISCUSSION:
The commission is comprised of five members who must be residents of El Segundo. Each member
serves a four-year term, without term limits. Currently, there is one opening.
There is one opening on the Planning Commission.
Candidate I Applying to: CCBs
11. Mario Inga I Planning Commission — Partial term to expire, June 30, 2024
Page 220 of 223
Announce Appointment to the Planning Commission
March 7, 2023
Page 2 of 2
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1: Enhance customer service and engagement.
Objective A: El Segundo's engagement with the community ensures excellence.
PREPARED BY:
Mishia Jennings, Executive Assistant to City Council
REVIEWED BY:
Barbara Voss, Deputy City Manager
APPROVED BY:
Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
None
Page 221 of 223
GIRT411 City Council Agenda Statement
ELSEGUNDO Meeting Date: March 7, 2023
Agenda Heading: Council Member Giroux
Item Number: 15
TITLE:
Discussion of Possibly Restructuring the Membership of the Aquatics Subcommittee
RECOMMENDATION:
1. Discuss possibly restructuring the membership of the Aquatics Subcommittee.
2. Alternatively, discuss and take other action related to this item.
FISCAL IMPACT:
None.
BACKGROUND:
The City established the Aquatics Subcommittee nearly 20 years ago to discuss the
development of an Aquatics Complex in the City of El Segundo. Over the years, the
makeup and the focus of the Aquatics Subcommittee has changed to meet the evolving
needs of aquatics programming.
The current membership of the Aquatics Subcommittee includes two Councilmembers,
two Recreation and Park Commissioners and two City staff. The most recent focus of
the current subcommittee has been to assist in the design of the Plunge renovation.
DISCUSSION:
The purpose of this discussion is to determine the most effective makeup of the
Aquatics Subcommittee members to provide guidance regarding the City's numerous
aquatics -related activities.
Page 222 of 223
Aquatics Subcommittee
March 7, 2023
Page 2 of 2
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1: Enhance Customer Service, Diversity, Equity, Inclusion and Communication
Objective 1 B: El Segundo's engagement with the community ensures excellence.
ATTACHED SUPPORTING DOCUMENTS:
k=
Page 223 of 223