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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." 1 Page 1 of 223 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. 2 Page 2 of 223 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. 3 Page 3 of 223 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 0 Page 4 of 223 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. 5 Page 5 of 223 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. 0 Page 6 of 223 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. 7 Page 7 of 223 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. 0 Page 8 of 223 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 0 Page 9 of 223 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 PAGE 1 Page 10 of 223 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 PAGE 2 Page 11 of 223 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 PAGE 3 Page 12 of 223 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 Page 13 of 223 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 PAGE 5 Page 14 of 223 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 PAGE 6 Page 15 of 223 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 PAGE 7 Page 16 of 223 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 „/ / X D,/ �' Vicinity Map !j >rrn° PW 22-17: FY 22-23 Annual Concrete Improvements Project 211 �. u n ini i �k'�d'�;R!W �, IV R Vl ryt ill V tli nh a � � ����/�6�&��+4°'I'i�S�;d°�.'�iM'�,! o�ytq ao r�iur,�uu;rrr��un��Vr��iJa fmrmw�utYt�i�rtugra�t�ard w�,to�J�,� ;J � 4 »vnv»v awww�uva�vriNri i�ninnninwsarvueenminrorw�t`��aMnir;Sri;v"�jyrvdNibvr��r�,,y�r�;eyq�,�1W�,�di�'�4�r�i;��iir�niai�nµ�a�'p'�^u 9�,',��;,rrrur�ra ,i�w I�yr it uGiui�rrw,�,�ii ;;,:",, ,:�^:�.„5u L1i'���” ,,,, �""i- miollepr°�yr��s - o- llxxVAhVioener: , ryPSte 1111Nu' u m gar m it QI�.. o,�tll 04�1 1ao .. k awt� � ar LL N„W pp 5 Or �E 27tNu S ruuu�r.+ �yuN� �� u,.. 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 59 of 223 Location Map FY 22/23 Annual Concrete Improvements Project, PW 22-17 , turolru - Idd;.uYlrMtlastg�w@ 4'7��IItl,n ,'utlrporltlR "A Ia J b iJ i >e`-1tKViH,rit i"5 f _t II Xl lydh �t o�rk y/rj ,� t� � W.tiliF err a w E y�'rprwult .wN y w��J:rruXm�� oMXor ; ' N,o� h_` iw�tak m.�uve�^ ��� W Hlqll o,uwV a n tr,"fd� � rva r�r L � —1PI II 1 rµ �6�11t tl,ar'�rlm1 AveW � � ��a�I �� k"�'tr rank, n gals � x � 0,3'Wllu nu m� UJ ,N- y Cii vlw"n tw. !H" ids t1t wE Er"3m.reundin ��.,,..,,,,,, 1�1V �a iuh. � ro V ulu 41C•�Illurr 7� ��Rol �46 n r& •,,� u,l�ec ,t re' q ekePo ;vkl 7 d PF U, .. " V iW +, 37th r ll 38t"I St, `^� �'�'k^,�:'""P �i"k"•.,�•.��a �.�.wu�.��,�...,�.��G4d!W�"NN�d6m^aMMf�•i��i ,urwf^,,,,,,�`'u rS' „ «, `erg 1";fNl>'4 „� bafie,°,'Aw wi ur"�I4, iVi .R4.11 B'WRV wR % w a P I ilo rW a � ,w!ulllluargu,� �� � PwrR u. V 11 fu urrlr+ %d l„ .� o� a r u "•M ti natllllw+ rx "w'9 d4°Nh. ,�Iru'7 :. i i�ON, :::. „:;,;;,, �d�§/ ,, ,,,, ,,;, �'w 'lllr Ave- `�iip, 4:w k •®,,,,, idu�ill�.« .,ns,•' w:�IP�+ d 1i1 kd.NN '- No Scale 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 NGS_1984_Web—Mercator _Auxiliary_Sphere from the use of this map. Legend - City Boundary 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 v.Irpiummir n yy,s,ln, ti„,sy rr1 aysy,.;rra 'xy, ,r,r +x,I yrr„y,,� may+r„°rtiys+r a;;,s x °° w X ^c, vn,X ^ t . +,,,1 t r ,q °,A �y� °,A , �^ 1 X - 1„k ; `` ``�. `��Y ��. 90% COMPACTED SUBGRADE SEE CONSTRUCTION PLAN FOR DIMENSIONS STABILIZED DECOMPO LO SED GRANITE NOT TO SCALE 9„ 441— 7 J 2 NOTE: CONTROL JOINT MAX. SPACING: 15', SPACED EVENLY BETWEEN EXPANSION JOINTS. ALIGN EXPANSION JOINTS AT BEGINNING/END OF CURVE AND AT CENTER OF SEGMENTS GREATER THAN 50' IN LENGTH. * FINISH GRADE. 3" AT PLANTER AREA, 1" AT TURF GRASS PORTLAND CEMENT CONCRETE (PCC) CURB WITH MEDIUM BROOM FINISH #4 HORIZONTAL REBAR, CENTERED, CONTINUOUS Y4" RADIUS, ALL EXPOSED EDGES a 0 .0.� 00 �46/" CONCRETE HEADER 9„ 14" 9" A � DECOMPOSED GRANITE SURFACING MOISTEN NATIVE SOIL TO FIELD CAPACITY AND COMPACT TO 95% RELATIVE COMPACTION BENEATH CURB 9„ NOT TO SCALE B 9" 6" 4" THICK CONCRETE WITH 6X6 10/10 EWWF, CENTER IN SLAB VARIES FINISHED GRADE SEE PLAN r1 " W 1 rv u A 2 SAND BEDDING SE 25 ° Z u PAT T % II II II II II II II II II II COMPACT 0 95 0 SCARIFY TO 6 AND COMPACT SUBGRADE TO 95%. 4" THICK REINFORCED CONCRETE NOT TO SCALE c 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 LIGHTING ALCOVE ENLARGEMENT 2" THICK CHPL GRAPHIC PANEL, """'IECTION TO ALUMINUM FACE PLATE IUGH SIGN LETTER INTERIOR SICK (MINIMUM) ALUMINUM PLATE 22 GAUGE (MINIMUM) ALUMINUM RETURN. EXTEND PAST FACE PLATE 2" x 2" x g" THICK ALUMINUM T' BRACKET WELDED TO FRONT OF SIGN FACE PLATE 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 N BASE/FOOTING NOT TO SCALE G SCALE: 1/4"= 1'-0" I. — .. ........... p ..... ...... . . NT T 11 ....... ..... �1 11\1 I Er g" THICK (MINIMUM) REMOVEABLE, BOLT —ON ALUMINUM BACK PLATE g" THICK (MINIMUM) ALUMINUM FACE PLATE FG/FS ELECTRICAL CONDUIT. REFER - TO ELECTRICAL PLANS 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. � 3,l, 4 �� A DECOMPOSED 19„ 4 GRANITE G �TYP. ^f�` ,.. 4 � HI —LOW WOOD LOOK FORM � r'I M I LINER FINISH, ALL FOUR 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" . . . . . . ) .— LED FLEX LIGHTING ALCOVE. SEE ENLARGEMENT 11 aI �� � ��1I 1 n a ^� 4 al h FGv, ^Y ANCHOR BOLTS. �� �I 4 -I ^ �QUANTITY, 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 $388,445.03 for the Sewer Main Closed Circuit Television (CCTV) Inspection Project (Project). The project identifies pipe defects in the existing underground sanitary sewer collection system and allows staff to establish future sanitary sewer rehabilitation projects. DISCUSSION: Empire Pipe Cleaning and Equipment began closed circuit television inspections in July 2022 and completed the task by January 2023. The project was completed in Page 69 of 223 Sewer Main Inspection Project March 7, 2023 Page 2 of 2 accordance with the plans and specifications and to the City's satisfaction. This project was completed under budget, and the unspent funds will be returned to the funding source for future projects. The results of the CCTV inspection report will be analyzed and noted defects will be repaired in future capital improvement projects. Staff recommends the City Council to approve the recommended actions as noted. CITY STRATEGIC PLAN COMPLIANCE: Goal 1: Enhance Customer Service, Diversity, Equity, Inclusion and Communication Objective 1A: El Segundo provides unparalleled service to all customers. Goal 4: Develop and Maintain Quality Infrastructure and Technology Objective 4A: El Segundo's physical infrastructure supports an inviting and safe community. PREPARED BY: Floriza Rivera, Principal Civil Engineer REVIEWED BY: Elias Sassoon, Public Works Director APPROVED BY: Barbara Voss, Deputy City Manager ATTACHED SUPPORTING DOCUMENTS: 1. Vicinity Map PW 21-12 2. Location Map PW 21-12 3. Notice of Completion PW 21-12 Page 70 of 223 /1 Vicinity Map !j E Lrrn° Citywide Sewer Closed Circuit Television (CCTV) inspection Project In 0 sn 1 dorm n 71 t'th S a N,JWxfWi)JfNhfHdnJnniJh: va rrr irurrnvrr�mnmi nrrarwxrm vrr lrir r �i - �F'$ arn».trrp,5)nnnnnnnnnnnW¢lnittMNlWluurlRrtanul�lr4A�rrtrinllrnXltlntrf h������� �����4, tg.'i wTt ryXNlfrUi�:%1tiJH0lJ1W+'✓YN�Jfvanini!ifni wa�a�al ar err�rruroimin lrl>�w,YapY1;rID1>trnyPllmrIIIIIInIIIInIIIm111117nIJJ�luaPlnln/G/i �JANN/!'WI!nllllll�Jraaraaailililf�flXh���ui �1�' P aEW�tl,"Iggwq �W m N u x x, yh w9 tlll, r. Jl a n, V LV L w V lu a JIt�4J ��� E 4NYall iuhluat Ave � 1 t ��'oj c uu wn vx e liur< t °wit 4 IN' m � y "A) E t('�I a l V I, e Ave Y Gtql u I I Vui v V u 4n „III +, CI u w h �:� �,•, ��Mll~+ Vrrr9 a ��u°auv � I 1 US eg re .... B N Ii li s is ��lr ii wi w is _ It I��iu �la�lat uw� PY... ...r�r- 19 It: It ll wwll°IIII II II �1 Ave� u ,.rr.tl.ro y f �uQ�ladrl It n0 IF It II �;e wuiunatof IFIIJarw,t 1.'.. G.� t. la..lf uw:�;�tluu¢�re�urxw��q'" 0 mau�rg/r JrrrrNmllf>nlnrrrinnn rurrnmr .. �i '}�cN QJ ylrll�l r"nri ll ll 1i t"^:a c ������ vn)vvmv,. Iv1nlW➢lYr.7r'WI�pYeDJllUNLIgV////7�fIP1llAllJml�IgIII1II l�IXInI1111RIwlUI.1 II a 1111i 111k, >n k u A,, ir bJtt d uNn ' m Ln rn G b4 / I) T wmk A l , _i 1J Is/ l 1 � kl�l i d/ � J f J 11�1 U 'KF�N,,,,;,1ty J rc»wwlmyot,ir;arm /nrr»rmaa»a�rYi,!'t„ ." r�arrr, r'u �� ��. rrrrrnnnrur�rrr hmm�munuemmuimn/itr.,.a„nn' � ,,,� i h�AMt"�NN�EI 1»N a � r��r�a,e12��Wmw�ru J a m r 1 ,�i� t � I i +u�n»umnmwwuulumJiu,�rraaa�a� 1 1 �����ti.���eJ�rvur�lr�arv� � l M..n1iVTf S fl ,1 nu+ an°, Iln 4 / "mn 27'IIh sulk; ��n � tl�Ilrlahurll�w 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 11' diV; 11"11'M "N1? JPfr?: IE Sy l win dx e 'Okv w'�•� V our- 4vv f Iht re � ou'"i� hM Ibr IE. PO'Of d p w 5 eW A 10 Ell S,ogundo, a,�'�a!��g a'e I(;rith�llt� r; I�'UJ11�a�a �ni°ah;1s�rrl�7 � II rt Rx >a; �r�r�rrrrx�v��v�rrau��u���rr�ui t �R � U u�uuiu�9uuir 5uh Auiu,;t01'HMtrK1 2tihav'p n , V10r 1r1 u'"Sre f ' 1A, ., l'�plHlll i Yp y MINN. V i� iryry�) A j% bra ri i r �Reo"''ir�Yiy/,�rlir, h p�II U yk "Il k�il4 �^ ,Ipryry halt j l / r IPi rE � 4 iir,�t 9k,Irc mew %ri T ✓ IrIRB r,, ��: II �nva tx"x °xaa re obi ICi it1r, � Sb% Vii Allh VI I�Ifff " I � . ,:.'�'t�. 1 ; nw N �,'J,rt °M itoF %n✓�. 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 Iit9Y% F Gran OT 0 "k E Et Wvd dCrU: .. ._. t Itt eriey)UWr�,tf 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 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 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 L[TY OP ELSEGUNDO 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 L[TY OP ELSEGUNDO 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 L[TY OP ELSEGUNDO 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 L[TY OP 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 L[TY OP ELSEGUNDO 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 L[TY OP 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 L[TY OP ELSEGUNDO 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 L[TY OP 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 Vicinity Map - PW 23-05 Smoky Hollow Parking Pilot Project ur ................... uuuuuuum uumusm uuu uuuuuuuum uuu uuu uuuuuuuum uuu uuuuuuuum uuu uuuummluu mm momuum` AIR uomumuu N uum lm umi umouuslm..fu MMIN n.Illmmllmuw uuu uuuuummoi a N ... o a W irrrn Ip e' inl ran I�v e' mlm'HM mm uuu uuuuuuuum uuu uuuuuuuum uuu uuuuuuuum uuu uuuuuuuum uuu uuuuuuuum uuu uuuuuuuum uuu uuuuuuuuuu uuu uuuuuuuum uuu II a m�Vlrn ml I� mmmrlmuamlluullll�l IVma`s Amu uuu uuuuuuuum uu W� Acacia Ave II Acadia Ave Ce"tury F-wy IE.' Wallinut Ave .q..e � ✓W IIIIIII II Sycamore Ave � ,IIIIIII � .... uuuum > 0 E.: IM a II'.n I e Ave EF. .IIII 0 III Ck N ul ... z OR n 0 V uuu IPAaR . asann Ave a II.::. IPAainl aaaa Ave nu r h n IF" W W* x•' IN > IIIIIumu I. 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IIIIIIIIIIIIIIIIIII II IIIIIIIIIIIIIIIIIII IIIIII IIIIIIIIIIIIIIIIIII IF n IIIIII IIIIII IIIIIIIIIIIIIIIIIII IIIIII IIIIIIIIIIIIIIIIIII IIIIII IIIIIIIIIIIIIIIIIII IIIIII IIII uuuu uuu uuuuuuuum uuu uuuuum Vk/ Illlllllmllllllll Illm flNn IIIIIIIIIIIIIIIIIII IIIIII IIIIIIIIIIIIIIIIIII IIIIII IIIIIIIIIII WN IIIIIIIIIIIIIIIIIII IIIIII IIIIIIIIIIIIIIIIIII IIIIII IIIIIIIIIIIIIIIIIII IIIIII IIIIIIIIIIIIIIIIIII IIIIII IIIIIIIIIIIIIIIIIII IIIIII IIIIIIIIIIIIIIIIII IIIIII IIIIIIIIIIIIIIIIIII IIIIII SmmVIIImIIIIarylmVlllllllll� '' � IIIIII IIIIIIIIIIIIIIIIIIIIIII % 36 t11, F111 1:27,046 0 0.17 0.35 0.7 mi 0 0.3 0.6 1.2 km City of El Segundo, County of Los Angeles, California State Parks, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Page 216 of 223 Location Map - PW 23-05 Smoky Hollow Parking Pilot Project . . . .... . . .............. a»w i .................................. j 0.. . ............ ...... .. ... ... .. .. . ......... ....... .... . ....... ........ . ..... . ................ ...... ....... I i. ......... 0 L ;ri ,,, 2/23/2023 N I 1:3,852 0 0.03 0.05 0.1 Mi 0 0.04 0.09 0.17 km 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