Lakeport City Council Agenda Packet

AGENDA
REGULAR MEETING OF THE LAKEPORT CITY COUNCIL
Tuesday, August 18 2015

City Council Chambers, 225 Park Street, Lakeport, California 95453
Any person may speak for three (3) minutes on any agenda item; however, total public input per item is not to exceed 15 minutes, extended at the discretion of the
City Council. This rule does not apply to public hearings. Non-timed items may be taken up at any unspecified time.
I.
CALL TO ORDER & ROLL CALL:
II.
PLEDGE OF ALLEGIANCE:
III.
ACCEPTANCE OF AGENDA:
Urgency Items:
IV.
V.
VI.
Move to accept agenda as posted, or move to add or delete items.

To add item, Council is required to make a majority decision that an urgency
exists (as defined in the Brown Act) and a 2/3rds determination that the need to
take action arose subsequent to the Agenda being posted.
CONSENT AGENDA:
The following Consent Agenda items are expected to be routine and noncontroversial. They will be acted upon by
the Council at one time without any discussion. Any Council Member may request that any item be removed from
the Consent Agenda for discussion under the regular Agenda. Removed items will be considered following the
Consent Calendar portion of this agenda.
A.
Ordinances:
Waive reading except by title, of any ordinances under consideration at this

meeting for either introduction or passage per Government Code Section 36934.
B.
Minutes:
Approve minutes of the regular City Council meeting of July21, 2015.
C.
Warrants:
Approve warrant register from August 6, 2015.
E.
Application 2015-018
Approve Application No. 2015-018 with staff recommendations for the Annual
Lake County Fair Parade on September 3, 2015.
F.
Approve Application No. 2015-019 with staff recommendations for the

Sponsoring Survivorship walk/run on October 3, 2015.
G.
Approve Application No. 2015-020 with staff recommendations for the Catfish
Derby to be held by the Lakeport Yacht Club August 28-30, 2015
H.
Transportation Project Certifications
Adopt a resolution authorizing the City Manager to execute project certifications

with the California Department of Transportation or the Federal Highway
Administration.
I.
Retention Schedule
Adopt a resolution to adopt a new Records Retention Schedule and authorizing

destruction of certain City and rescinding Resolution 2428 (2011).
J.
Opposition to AB 113
Adopt a resolution opposing AB 113, a proposed bill that reverses and revises key
provisions of the redevelopment dissolution laws offered to local agencies.
K.
League of California Cities Fix Our Roads

Campaign
Adopt a resolution urging the State to provide new sustainable funding for State
and Local transportation infrastructure.
PUBLIC PRESENTATIONS/REQUESTS:
A.
Citizen Input:
Any person may speak for 3 minutes about any subject within the authority of the City Council, provided that the
subject is not already on tonights agenda. Persons wishing to address the City Council are required to complete a
Citizens Input form and submit it to the City Clerk prior to the meeting being called to order. While not required,
please state your name and address for the record. NOTE: Per Government Code 54954.3(a), the City Council
cannot take action or express a consensus of approval or disapproval on any public comments regarding matters
which do not appear on the printed agenda.
B.
Introduction of New Employees
Introduce the following new employees: Paul Harris, Utilities Superintendent

and Forrest Stogner, Water Operations Supervisor.
PUBLIC HEARING
A.
VII.
6:00 p.m.
Community Development Block Grant

(CDBG) Business Loan Program
Guidelines
COUNCIL BUSINESS:
A.
Public Works Director
Hold a Public Hearing to adopt the proposed resolution updating the Program
Guidelines for the Community Development Block Grant Business Assistance
Loan Program.
City Council Agenda of August 18, 2015
1.
B.
Adopt a resolution approving the application for grant funds from the
Recreational Trails Program for the construction of the Forbes Street Trail within
the Westside Community Park.
CalPERS Unfunded Accrued

Actuarial Liability
Update on restructuring of a portion of outstanding UAAL obligations of the City

to the California Public Employees Retirement System, and selection of
alternative plan of restructuring.
CITY COUNCIL COMMUNICATIONS:

A.
IX.
Grant Application
Finance Director
1.
VIII.
Authorize the City Manager, or her designee to execute a contract with Synagro
for the removal of solids from the City of Lakeport Municipal Sewer District
Treatment Ponds, a USDA project.
Special Projects Coordinator

1.
C.
Award of USDA Oxidation

Ponds Sludge Removal
Contract
Page 2
Miscellaneous Reports, if any:
ADJOURNMENT:
Adjourn
Materials related to an item on this Agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerks Office at 225
Park Street, Lakeport, California, during normal business hours. Such documents are also available on the City of Lakeports website, www.cityoflakeport.com, subject to
staffs ability to post the documents before the meeting.
The City of Lakeport, in complying with the Americans with Disabilities Act (ADA), requests individuals who require special accommodations to access, attend and/or
participate in the City meeting due to disability, to please contact the City Clerks Office, (707) 263-5615, 72 hours prior to the scheduled meeting to ensure reasonable
accommodations are provided.
_______________________________________
Hilary Britton, Department Secretary
MINUTES
REGULAR MEETING
LAKEPORT CITY COUNCIL
Tuesday, July 21 2015
CLOSED SESSION:
REPORT OUT OF CLOSED SESSION:
The meeting was called to order and adjourned to a closed session at 5:00 p.m.
for Conference with Legal Counsel; Existing Litigation (Gov. Code
54956.9(d)(1)): Name of Case: City of Lakeport v. County of Lake et al. Names of
Parties: Plaintiff: City of Lakeport; Defendants: County of Lake, Office of the
Sheriff for the County of Lake, Sheriff Francisco Rivero.
Case No.: SCUK CGD-1362378 (Mendocino Superior Court)
The meeting reconvened to open session at 6:00 p.m. The Mayor reported that
no reportable action had been taken in closed session.
I.
CALL TO ORDER & ROLL CALL:
Mayor Scheel called the regular meeting of the City Council of the City of
Lakeport to order at 6:00 p.m. with Council Members Kenneth Parlet, Stacey
Mattina, Marc Spillman, and Mireya Turner present.
II.
PLEDGE OF ALLEGIANCE:
The Pledge of Allegiance was led by Dennis Rollins
III.
ACCEPTANCE OF AGENDA:
A motion was made by Council Member Mattina, seconded by Council Member

Turner, and unanimously carried by voice vote to accept the agenda as posted.
Urgency Items:
IV.
CONSENT AGENDA:
A.
Ordinances:
Waive reading except by title, of any ordinances under consideration at this

meeting for either introduction or passage per Government Code Section 36934.
B.
Minutes:
Approve minutes of the regular City Council meeting of July 7, 2015.
C.
Rejection of Claim:
Per REMIF, reject the claim of Irene Lopez.
Vote on Consent Agenda:
V.
There were no Urgency Items.
A motion was made by Council Member Spillman, seconded by Council Member

Parlet, and unanimously carried by voice vote to approve the Consent Agenda as
posted.
PUBLIC PRESENTATIONS/REQUESTS:
A.
Citizen Input:
B.
Introduction of New Employees
Public Works Superintendent Grider introduced the following new Public Works
employees: Reanna Hoaglen, Gary Lowblad, Tom Sheffer, John Banuelos, and
Steven Edwards.
Community Development Director Ingram introduced new Planning Department
employee Dan Chance.
VI.
C.
Introduction of Employees and

Volunteers of the Year
D.
Finance Director Award
Mayor Scheel honored the following Staff members:

Volunteer of the Year Carl Touros
Peer Award Winners Rebekah Dolby and Martha Huerta
Management Award Jim Kennedy
Mayor Scheel recognized Finance Director Buffalo for receiving a Certificate of
Achievement for Excellence in Financial Reporting given by the Government
Finance Officers Association for the Citys Comprehensive Annual Financial
Report.
COUNCIL BUSINESS:
A.
Public Works Superintendent

1. Sandball Courts
Public Works Superintendent Grider presented the staff report recommending a

change of the Westside Park Phase II plan section from a BMX track and skate
park to sand courts and BMX pump track.
City Council Minutes of July 21, 2015
B.
Finance Director
1. Proposition 218 Resolution
Page 2

Mattina, and unanimously carried by voice vote to change the Westside Park
Phase II plan section from a BMX track and skate park to sand courts and
BMX pump track.
Finance Director Buffalo presented the staff report requesting that the City
Council authorize the initiation of the Prop 218 process, notifying solid waste
customers of its intention to adopt increased rates under the new franchise
agreement with the Citys solid waste hauler for mandatory solid waste refuse
collection.
Turner, and unanimously carried by voice vote to adopt the resolution declaring
the City Councils intention to adopt increased solid waste collection charges,
setting a public hearing for September 15, 2015, and directing staff to provide
notice pursuant to Proposition 218.
Turner, and unanimously carried by voice vote to adopt the resolution adopting
guidelines for the submission and tabulation of protests in connection with the
rate hearings under Proposition 218.
C.
City Manager
1. Chalk Wall
City Manager Silveira presented a request from the Regional Economic

Development Committee to use the north side of the City Hall building facing the
City Parking lot at Third and Park Streets as a temporary chalkboard location.
Mattina, and carried by voice vote to accept the proposed site for chalkboard on
the north side of the City Hall building facing the City Parking lot at Third and
Park Streets.
VII.
CITY COUNCIL COMMUNICATIONS:

A.
Miscellaneous Reports, if any:
Council Member Turner had nothing to report.

Council Member Parlet had nothing to report.
Council Member Spillman attended the Fire District Board meeting last week.
The Lakeport Main Street Association Board meeting had been rescheduled to
conflict with tonights Council meeting.
Council Member Mattina reported that the Lakeport Sphere of Influence agenda
item at last weeks LAFCo meeting was continued until September 16, 2015.
Mayor Scheel attended the ribbon cutting for the Small Business Development
Center. He also attended the League Division Meeting in Trinidad with Council
Member Turner last Friday.
City Manager Silveira reported on the quarterly Regional Economic Development
meeting which focused on regional artists. She will be on vacation from July 23,
th
2015 to August 4, 2015. She will be in on the 28 , as well.
Finance Director Buffalo confirmed the Finance Committee meeting for July 29,
2015.
Mayor Scheel reminded the public that the next regularly scheduled Council
meeting on August 4, 2015 has been cancelled for National Night Out.
VIII.
ADJOURNMENT:
Mayor Scheel adjourned the meeting at 6:47 p.m.
Materials related to an item on this Agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerks Office at 225
Park Street, Lakeport, California, during normal business hours. Such documents are also available on the City of Lakeports website, www.cityoflakeport.com, subject to
staffs ability to post the documents before the meeting.
City Council Minutes of July 21, 2015
Page 3
The City of Lakeport, in complying with the Americans with Disabilities Act (ADA), requests individuals who require special accommodations to access, attend and/or
participate in the City meeting due to disability, to please contact the City Clerks Office, (707) 263-5615, 72 hours prior to the scheduled meeting to ensure reasonable
accommodations are provided.
Approved:
Attest:
_______________________________________
Kelly Buendia, Acting City Clerk
_______________________________________
Martin Scheel, Mayor
Check Register
Packet: APPKT00089 - 08-06-15 WARRANTS
Lakeport, CA
By Check Number
Vendor Number
Vendor Name
Bank Code: AP BANK-AP BANK
00371
ALPHA ANALYTICAL LABORATORIES
**Void**
T2700
ANTHONY HELIT
00109
ARAMARK UNIFORM SERVICES
2351
AT&T
00321
B & B INDUSTRIAL SUPPLY, INC.
2536
BROWER CONSTRUCTION
2689
BRYAN TAVARES
3105
CA DEPT OF FISH & WILDLIFE
3009
CALPERS
00128
COUNTY OF LAKE-PUBLIC WORKS
00132
COUNTY OF LAKE-SPECIAL DIST
3108
CRAWFORD & ASSOCIATES, INC.
1883
DEBRA ENGLAND
0331
DEEP VALLEY SECURITY
1127
DEPT OF JUSTICE
3106
ECONOMY PROPANE
2790
EDWARD A. BEAN
2827
G & G PRINTING SERVICES
00336
GRAINGER
2393
HARTFORD RETIREE PREMIUM ACCT
2044
IMAGE SALES, INC.
3103
IRENE LOPEZ
3016
JAMES BUTLER
3078
KRISTY DUKE
00364
LAKE COUNTY ELECTRIC SUPPLY
00183
LAKE COUNTY RECORD BEE
1025
LAKEPORT CAMPER & TRUCK
2640
LCA BANK CORPORATION
2073
LCOE
00354
MEDIACOM
2542
MENDO LAKE STAFFING, INC.
3052
MIREYA TURNER
2356
MYERS STEVENS & TOOHEY & CO.
2566
NOR-CAL TELECOM
1899
OE PUBLIC & MISC EE'S
00113
PACE SUPPLY #03391-00
2627
PAK 'N MAIL
1228
PAVEMENT ENGINEERING INC.
00217
PG&E VO248104
1618
PITNEY BOWES PURCHASE POWER
2252
PLAZA PAINT & SUPPLIES
2377
PYRO SPECTACULARS NORTH, INC.
3104
R & B COMPANY
00226
R.E.M.I.F.
00347
RB PEST CONTROL
2396
RICOH, USA
2512
ROB FOGELSTROM
2599
SHN CONSULTING ENGINEERS & GEO
00400
SIERRA CHEMICAL COMPANY
2832
STANDARD PRINTING COMPANY
2661
STAPLES CONTRACT & COMMERCIAL
1200
SWRCB ACCOUNTING OFFICE
1177
TOM CARLTON
8/6/2015 2:12:53 PM
Payment Date
Payment Type
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Discount Amount
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
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0.00
0.00
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0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Payment Amount Number

1,664.00
0.00
937.24
213.52
1,032.29
425.62
441.04
125.00
2,763.25
3,541.78
675.11
15,263.72
38,015.51
675.00
82.95
128.00
75.00
475.00
59.40
83.60
9,908.49
35.40
292.50
640.68
60.86
353.14
632.04
280.00
229.77
100.00
1,349.90
1,836.24
395.50
193.50
90.00
11,475.00
499.04
237.05
2,995.00
45,527.53
572.94
24.84
8,650.00
2,634.96
438.67
140.00
516.74
200.00
437.50
1,793.71
545.64
254.90
2,295.00
622.43
47689
47690
47691
47692
47693
47694
47695
47696
47697
47698
47699
47700
47701
47702
47703
47704
47705
47706
47707
47708
47709
47710
47711
47712
47713
47714
47715
47716
47717
47718
47719
47720
47721
47722
47723
47724
47725
47726
47727
47728
47729
47730
47731
47732
47733
47734
47735
47736
47737
47738
47739
47740
47741
47742
Page 1 of 3
Check Register
Vendor Number
2119
2552
00261
1101
2510
2109
00164
T2689
Packet: APPKT00089-08-06-15 WARRANTS

Vendor Name
TRI-CITIES ANSWERING SERVICE
U.S. BANK
UKIAH VALLEY MEDICAL CENTER
UNDERGROUND SERVICE ALERT
US POSTMASTER - ARIZONA
VERIZON WIRELESS
WESTGATE PETROLEUM CO., INC.
Z WIRELESS
Payment Date
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
08/06/2015
Payment Type
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Regular
Discount Amount
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Payment Amount
171.76
11,377.49
1,578.66
174.65
883.65
90.76
906.01
40.00
Number
47743
47744
47745
47746
47747
47748
47749
47750
Bank Code AP BANK Summary

Payment Type
Regular Checks
Manual Checks
Voided Checks
Bank Drafts
EFT's
8/6/2015 2:12:53 PM
Payable
Count
117
0
0
0
0
117
Payment
Count
61
0
1
0
0
62
Discount
0.00
0.00
0.00
0.00
0.00
0.00
Payment
178,158.98
0.00
0.00
0.00
0.00
178,158.98
Page 2 of 3
Check Register
Packet: APPKT00089-08-06-15 WARRANTS
Fund Summary
8/6/2015 2:12:53 PM
Fund
Name
Period
Amount
998
POOLED CASH
8/2015
178,158.98
178,158.98
Page 3 of 3
From:
To:
Subject:
Date:
Attachments:
Kevin Ingram
Hilary Britton
RE: Application 2015-018 - Lake County Fair Parade
Thursday, July 23, 2015 2:16:08 PM
image006.png
No issues with CDD.
Event is located completely within public right-of-way and on school owned property.
Kevin
From: Hilary Britton

Sent: Thursday, July 23, 2015 11:18 AM
To: Amanda Frazell (Amanda.Frazell@lakecountyca.gov) <Amanda.Frazell@lakecountyca.gov>;
Cheryl Bennett (cheryl.bennett@lakecountyca.gov) <cheryl.bennett@lakecountyca.gov>; Cynthia
Ader <cader@cityoflakeport.com>; Doug Grider <dgrider@cityoflakeport.com>; Executive
Management <executivemanagement@cityoflakeport.com>; Gary Basor
<gbasor@lakeportpolice.org>; Jason Ferguson <jferguson@lakeportpolice.org>; Jim Kennedy
<jkennedy@cityoflakeport.com>; Linda Sobieraj <lsobieraj@cityoflakeport.com>; Lori Price
(lorip@co.lake.ca.us) <lorip@co.lake.ca.us>; Mark Wall (mwaconsulting@comcast.net)
<mwaconsulting@comcast.net>; Mike Sobieraj <msobieraj@lakeportpolice.org>; Pheakdey
Preciado (pheakdey.preciado@lakecountyca.gov) <pheakdey.preciado@lakecountyca.gov>;
Rebekah Dolby <rdolby@lakeportpolice.org>; Ron Ladd <rladd@cityoflakeport.com>; Tina Rubin
(Tina.Rubin@lakecountyca.gov) <Tina.Rubin@lakecountyca.gov>
Subject: Application 2015-018 - Lake County Fair Parade
Hi all,
Please find attached application 2015-018 for the 2015 Lake County Fair
Parade for your review and comments. We would like to submit this for
City Council approval at the August 18, 2015 Council meeting, so please
have your comments back to me by August 10, 2015.
Thank you for your input.
Hilary Britton
Department Secretary
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x43
hbritton@cityoflakeport.com
From:
To:
Subject:
Date:
Attachments:
jferguson@lakeportpolice.org
Hilary Britton
Re: Application 2015-018 - Lake County Fair Parade
Thursday, July 30, 2015 10:30:27 AM
image003.png
Hillary,
Police Department:
2-Police Officers needed to provide parade escort, parade control and traffic control. Cost to
the police dept. is $68.00 per hour per officer for a total of $136.00
2-Police Volunteers needed to provide traffic control at various intersections during the parade
route.
Lt.
A true hero is not defined simply by the uniform he or she is wearing but rather the person
who's wearing it!
-----Original Message----From: Hilary Britton [mailto:hbritton@cityoflakeport.com]

To: Amanda Frazell (Amanda.Frazell@lakecountyca.gov),
Cheryl Bennett (cheryl.bennett@lakecountyca.gov), 'Cynthia Ader', 'Doug Grider',
'Executive Management', 'Gary Basor', 'Jason Ferguson', 'Jim Kennedy', 'Linda Sobieraj',
Lori Price (lorip@co.lake.ca.us), Mark Wall (mwaconsulting@comcast.net),
'Mike Sobieraj', Pheakdey Preciado (pheakdey.preciado@lakecountyca.gov),
'Rebekah Dolby', 'Ron Ladd', Tina Rubin (Tina.Rubin@lakecountyca.gov)
Hi all,
City Council approval at the August 18, 2015 Council meeting, so
please have your comments back to me by August 10, 2015.
Hilary Britton
City of Lakeport
225 Park Street
Lakeport, CA 95453
From:
To:
Subject:
Date:
Attachments:
Lori Price
Hilary Britton
RE: Application 2015-018 - Lake County Fair Parade
Wednesday, August 05, 2015 2:30:12 PM
image006.png
Holy moley heres another one that slipped through. I have reviewed the attached application and
it does not appear that County roads will be impacted in any way.
Sorry for the delay in responding,
Lori Price
Secretary III
Lake County Department of Public Works
255 N. Forbes Street, Rm 309
Lakeport, CA 95453
(707) 263-2341
lorip@co.lake.ca.us
From: Hilary Britton [mailto:hbritton@cityoflakeport.com]
To: Amanda Frazell; Cheryl Bennett; Cynthia Ader; Doug Grider; Executive Management; Gary Basor;
Jason Ferguson; Jim Kennedy; Linda Sobieraj; Lori Price; Mark Wall (mwaconsulting@comcast.net); Mike
Sobieraj; Pheakdey Preciado; Rebekah Dolby; Ron Ladd; Tina Rubin
Hi all,
City Council approval at the August 18, 2015 Council meeting, so please
have your comments back to me by August 10, 2015.
Hilary Britton
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x43
This email checked with McAfee SaaS.
From:
To:
Subject:
Date:
Attachments:
Hilary Britton
Re: Application 2015-019 - Sponsoring Survivorship Walk/Run
Thursday, July 30, 2015 10:40:32 AM
image003.png
Hillary,
Police Department Needs:
2-Police Officers to lead the event, provide traffic control and participant safety. Cost to the
police department for 2 officers at $68.00 per hour=$136.00
2-Volunteers to provide traffic control at designated locations. Total cost to the police
department for 2 volunteers at $68.00 per hour=$136.00
Lt
who's wearing it!

Subject: Application 2015-019 - Sponsoring Survivorship Walk/Run
Hi all,
Please find attached Application 2015-019for the Annual Sponsoring

Survivorship Walk/Run to be held October 3, 2015 for your review.
We would like to submit this application to the City Council for approval
at the August 18, 2015 meeting, so please have your comments back
to me by August 10, 2015.
As always, thank you for your input.
Hilary Britton
City of Lakeport
225 Park Street
Lakeport, CA 95453
From:
To:
Subject:
Date:
Attachments:
Lori Price
Hilary Britton
RE: Application 2015-019 - Sponsoring Survivorship Walk/Run
image006.png
Hi Hilary,
Sorry, just saw this. This event will require a County property usage permit. I have been in contact
with Julie Kelley and I should have a completed County permit for her in the near future.
Thank you,
Lori Price
Secretary III
Lakeport, CA 95453
(707) 263-2341
lorip@co.lake.ca.us
Subject: Application 2015-019 - Sponsoring Survivorship Walk/Run
Hi all,
Please find attached Application 2015-019for the Annual Sponsoring
Survivorship Walk/Run to be held October 3, 2015 for your review.
We would like to submit this application to the City Council for approval at
the August 18, 2015 meeting, so please have your comments back to me
by August 10, 2015.
Hilary Britton
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x43
From:
To:
Subject:
Date:
Attachments:
Lori Price
Hilary Britton
RE: Application 2015-020 - Catfish Derby (Lakeport Yacht Club)
image006.png
Good afternoon Hilary,
Thank you for the opportunity to comment. I have reviewed above subject application and it does
not appear that it will impact County roads in any way. We therefore have no comments or
conditions to add to this application.
Thank you again,
Lori Price
Secretary III
Lakeport, CA 95453
(707) 263-2341
lorip@co.lake.ca.us
Sent: Wednesday, August 05, 2015 1:23 PM
Subject: Application 2015-020 - Catfish Derby (Lakeport Yacht Club)
Hi all,
Please find attached Application 2015-020 from the Lakeport Yacht Club
for their Annual Catfish Derby to be held August 28-30, 2015, for your
review.
I would like to submit this for Council approval at the August 18, 2015
meeting, so please have your comments back to me by August 11,2014.
Hilary Britton
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x43
From:
To:
Subject:
Date:
Attachments:
Hilary Britton
Re: Application 2015-020 - Catfish Derby (Lakeport Yacht Club)
Thursday, August 06, 2015 11:00:55 AM
image003.png
No police concerns since they don't plan on having alcohol.
who's wearing it!

Sent: Wednesday, August 5, 2015 01:22 PM
Subject: Application 2015-020 - Catfish Derby (Lakeport Yacht Club)
Hi all,
Please find attached Application 2015-020 from the Lakeport Yacht Club
for their Annual Catfish Derby to be held August 28-30, 2015, for your
review.
I would like to submit this for Council approval at the August 18, 2015
meeting, so please have your comments back to me by August
11,2014.
Hilary Britton
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x43
This email checked with McAfee SaaS.
CITY OF LAKEPORT
City Council
City of Lakeport Municipal Sewer District
Lakeport Redevelopment Successor Agency
STAFF REPORT
RE: Delegating Authority to the City Manager to Submit Project
Certifications to Caltrans related to the Lakeshore Boulevard
ER Project ER 4403(003)
SUBMITTED BY:
MEETING DATE:
08/18/2015
Kevin M. Ingram, Community Development Director
PURPOSE OF REPORT:
Information only
Discussion
Action Item
WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

The City Council is being asked to adopt a resolution authorizing the City Manager to submit and execute project
certifications with the California Department of Transportation as it relates to the Lakeshore Boulevard
Emergency Relief Storm Damage Repair Project, Federal-aid number ER 4403(003).
BACKGROUND/DISCUSSION:
The Lakeshore Boulevard Emergency Relief Storm Damage Repair Project is associated with storm damage
occurring during the winter storms of 2005 and 2006. The primary objective of the project is to remove the
existing roadway embankment rock slope protection located along the shoreline of Clear Lake along an
approximately 500 foot section of Lakeshore Boulevard between Sayre and Jones Streets, and replace it with a
more durable form of roadway protection and to replace the damaged section of road, curb, and gutter.
In 2014 Caltrans provided notice to the City that it would be cancelling the funding for this project due to lack of
progress. The City was able to negotiate a special extension through September of this year in order to
complete the required engineering and other technical studies to make the project ready for construction. The
resolution authorizing the City Manager to submit project certifications to Caltrans related to this project is
necessary in order to complete this project within the stated time frame.
OPTIONS:
Approve the resolution authorizing the City Manager to submit and execute project certifications with Caltrans
related to the Lakeshore Boulevard Emergency Relief Storm Damage Repair Project or provide other direction to
staff.
FISCAL IMPACT:
None
Budgeted Item?
Budget Adjustment Needed?

Affected fund(s):
Yes
General Fund
No
Yes
No
If yes, amount of appropriation increase: $
Water OM Fund
Sewer OM Fund
Other:
Comments: None
Meeting Date: August 18, 2015
Page 1
Agenda Item #IV.H.
SUGGESTED MOTIONS:
Move to adopt the resolution authorizing the City Manager to submit and execute project certifications with
Caltrans related to the Lakeshore Boulevard Emergency Relief Storm Damage Repair Project, Federal-aid
number ER 4403(003).
Attachments:
Draft Resolution
Meeting Date: August 18, 2015
Page 2
Agenda Item #IV.H.
RESOLUTION NO. **** (2015)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT DELEGATING
AUTHORITY TO EXECUTE CERTIFICATIONS FOR THE LAKESHORE BOULEVARD
EMERGENCY RELIEF STORM DAMAGE REPAIR PROJECT FEDERAL AID NUMBER
ER 4403(003)
WHEREAS, the City of Lakeport is required to submit certain project certifications (e.g.
Right Of Way Certification) for the Lakeshore Boulevard Emergency Relief Storm Damage Repair
Project, Federal-aid number ER 4403(003), in order to move forward with construction for the
project; and
WHEREAS, certain project certifications require a resolution from the City Council
granting a designee authorization to execute such certifications; and
WHEREAS, the City of Lakeport wishes to delegate authorization to execute these
certifications.
NOW, THEREFORE, BE IT RESOLVED THAT the City of Lakeport authorizes the City
Manager or his/her designee to execute all Project Certifications with the California Department
of Transportation and/or Federal Highways Administration in regards to the Lakeshore
Boulevard Emergency Relief Storm Damage Repair Project, Federal-aid number ER 4403(003)
for one year from the date of this resolution.
This Resolution was passed and adopted by the City Council of the City of Lakeport at a regular
meeting held on the 18th day of August, 2015.
AYES:
NOES:
ABSENT:
ABSTAIN:
__________________________________
MARTIN SCHEEL, Mayor
City of Lakeport
ATTEST:
________________________________
KELLY BUENDIA, Acting City Clerk
154390.2
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Consider a Resolution Adopting a New Records Retention
Schedule, Authorizing the Destruction of Certain City Records
and Rescinding Resolution 2428 (2011)
SUBMITTED BY:
MEETING DATE:
8/18/2015
Hilary Britton, Administrative Services Department Secretary
PURPOSE OF REPORT:
Information only
Discussion
Action Item

The City Council is being asked to consider a resolution to adopt a new Records Retention Schedule. The City is
upgrading its records management program, including its records retention policies. The adoption of this
retention schedule will result in efficiency gains and cost savings.
The Administrative Services Director and City Clerk have been working on upgrading the Citys Records
Management Program, including its records retention policies. The City adopted the Statewide Guidelines for
their records retention policy in 2011 (Resolution 2428 (2011). The upgrade of the current records management
systems are driven by many factors, including:
Very limited space in City facilities

o
Many Departments reported they are out of space to store their records.
Many departments are filing and storing copies of the same records
The City of Lakeport produces and manages many permanent records
Escalating records storage expenses
Technology advancements
Changes in law
The City selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its
records management program. An upgrade in the existing program was necessary to reduce current and future
records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current
technology and changes in law.
The purpose of the program is to apply efficient and economical methods to the creation, utilization,
maintenance, retention, preservation and disposal of all records managed by the City.
The retention periods are in compliance with all laws and are standard business practice for California cities.
Meeting Date: 08/18/2015
Page 1
Agenda Item# IV.I.
The new retention schedules were written interactively with representatives from all departments participating
in the project. They provide clear, specific records descriptions and retention periods, and apply current law and
technology to the management of Lakeports records. By identifying which department is responsible for
maintaining the original record, and by establishing clear retention periods for different categories of records,
the City will realize savings in labor costs, storage costs, free filing cabinet and office space, and realize
operational efficiencies.
OPTIONS:
Adopt updated retention schedule or provide direction to staff.
FISCAL IMPACT:
None
Budgeted Item?

Affected fund(s):
Yes
General Fund
No
Yes
No
Water OM Fund
Sewer OM Fund
Other:
Comments:
SUGGESTED MOTIONS:
Move to adopt the proposed resolution adopting a Records Retention Schedule, authorizing destruction of
certain City records and rescinding Resolution 2428 (2011)
Attachments:
1. Proposed Resolution
Page 2
Agenda Item# IV.I.
ATTACHMENT 1
RESOLUTION NO.______ (2015)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
LAKEPORT, CALIFORNIA, ADOPTING A RECORDS RETENTION
SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND
RESCINDING RESOLUTION NO. 2428 (2011)
WHEREAS, the maintenance of numerous records is expensive, slows document
retrieval, and is not necessary after a certain period of time for the effective and efficient
operation of the government of the City of Lakeport; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a
procedure whereby any City record which has served its purpose and is no longer required may
be destroyed; and
WHEREAS, the City Council of the City of Lakeport previously adopted Resolution 2428,
adopting a records retention schedule in 2011;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKEPORT DOES RESOLVE AS
FOLLOWS:
Section 1. Resolution 2428 (2011) is hereby rescinded.
Section 2. The records of the City of Lakeport, as set forth in the Records Retention
Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby
authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of
the State of California and in accordance with the provision of said schedule upon the request
of the Department Head and with the consent in writing of the City Clerk and City Attorney,
without further action by the City Council of the City of Lakeport.
Section 3. The term records as used herein shall include documents, instructions,
books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the
California Public Records Act.
Section 4. The City Clerk shall certify to the passage and adoption of this resolution and
enter it into the book of original resolutions.
Section 5. This resolution shall become effective immediately upon its passage and
adoption.
ATTACHMENT 1
The foregoing Resolution was passed and adopted at a regular meeting of the City
Council on the 18th day of August, 2015, by the following vote:
AYES:
NOES:
ABSTAINING:
ABSENT:
ATTEST:
_______________________________
___________________________________
EXHIBIT A
HOW TO USE RETENTION SCHEDULES

1995-2015 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 Citywide 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 Citywide retention schedule. An index will be provided for your reference.
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal
Government records, and will provide the City with the following benefits:
Reduce administrative expenses, expedite procedures
Free filing cabinet and office space
Reduce the cost of records storage
Eliminate duplication of effort within the City
Find records faster
Easier purging of file folders
Determine what media should be used to store records
For questions, please contact the City Clerk.
Authorization to Destroy Records:
All original records that have exceeded their retention period must be authorized according to City Policies
& Procedures prior to destroying them.
Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed When No
Longer Required.
If there is a minimum retention ( Minimum 2 years"), it must be authorized before it is

destroyed, as it is an original record.
If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be
authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.
On every page of the schedules (near the top, just under the column headings) are important
instructions, including instructions regarding holds on destroying records. Litigation,
complaints, claims, public records act requests, audits and/or investigations suspend
normal retention periods (retention resumes after settlement or completion).
EXHIBIT A
RECORDS RETENTION SCHEDULE LEGEND
1995 - 2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
OFR (Office of Record): The department that keeps the original or record copy. Usually it is the department that originates the record, unless the item is for
a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).
Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having
only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that
qualifies as a trusted system, etc.
Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition:
Active: How long the file remains in the immediate office area (guideline)
Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline)
Total Retention: The total number of years the record will be retained
For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) the form of the record:
Scan / Import (guideline):
Mag = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, thumb drives, etc.)
Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets)
Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes
S indicates the record should be scanned into the document imaging system;
I indicates the record should be electronically imported into the document imaging system;
M indicates the record should be microfilmed
Destroy Paper after Imaged & QCd (guideline, if record is imaged): QCd=Quality Checked. Yes indicates the paper version may be destroyed if
the document has been imaged (microfilmed, scanned or imported onto Optical Disk CD-R, WORM or DVD-R), and both the images and indexing
Quality Checked (QCd).
Legend for legal citations (: Section)
CC: Civil Code (CA)
CFC: California Fire Code
EVC: Evidence Code (CA)
FTB: Franchise Tax Board (CA)
HUD: Housing & Urban Develop. (US)
PC: Penal Code (CA)
USC: United States Code (US)
B&P: Business & Professions Code (CA)

CCP: Code of Civil Procedure (CA)
CFR: Code of Federal Regulations (US)
FA: Food & Agriculture Code
GC: Government Code (CA)
LC: Labor Code (CA)
R&T: Revenue & Taxation Code (CA)
VC: Vehicle Code (CA)
CBC: California Building Code

CCR: California Code of Regulations (CA)
EC: Elections Code (CA)
FC: Family Code (CA)
H&S: Health & Safety Code (CA)
Ops. Cal. Atty. Gen..: Attorney General Opinions (CA)
UFC: Uniform Fire Code
W&I: Welfare & Institutions Code (CA)
EXHIBIT A
Ver. 1.0
Office of
Record
Page CC-1
RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK
Retention No.
Records Description
Retention / Disposition
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Comments / Reference
Image:
Destroy
Media I=Import Paper after
Imaged &
Options M=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.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.
Admin.
Services /
City Clerk
CC-001
Affidavits of Publications /
Legal Advertising / Affidavits of
Posting
2 years
CC-002
Agendas / Agenda Packets /

Staff Reports - IMAGED: City
Council, Redevelopment,
Successor Agency, Oversight
Board, Public Financing
Authority, Housing Authority,
Municipal Finance Authority,
Industrial Development
Authority
2 years
2 years
1995-2015 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
LAKEPORT, CA.
Brown Act challenges must be

filed within 30 or 90 days of
action; Statute of Limitations on
Municipal Government actions
is 3 - 6 months; CCP 337 et
seq, 349.4; GC 34090,
54960.1(c)(1)
Mag, Mfr,
OD, Ppr
Yes: Until Mag, Mfr,

After Meeting OD, Ppr
No
Department Preference; GC
34090 et seq.
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page CC-2
Image:
Destroy
Imaged &
Options M=Mfr
S=Scan
QC'd?
Agreements - ALL - Approved
If Imaged, Infrastructure,
CIPs, DDAs, OPAs, MOUs,
MOAs
Admin.
Services /
City Clerk
CC-003
Agreement or Contract
includes all contractual
obligations (e.g.
Amendments, Scope of
Work or Successful
Proposal) & Insurance
Certificates
Completion
Examples of Infrastructure:
Architects, CIPs (Capital
Improvement Projects,) City
Manager employment contracts,
franchise agreements, subdivision
improvement agreements,
development, Joint Powers,
MOUs, retirement, water rights,
etc.

LAKEPORT, CA.
Yes: Before Mag, Mfr,

Completion OD, Ppr
Other contracts are maintained

by the Lead Department
managing the contract;
Department Preference; All
infrastructure, JPAs, & Mutual
Aid contracts should be
permanent for emergency
Yes: Upon
preparedness; Statute of
Completion
Limitations is 4 years; 10 years
for Errors & Omissions; land
records are permanent by law;
CCP 337 et. seq., GC
34090; Contractor has
retention requirements in 48
CFR 4.703
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page CC-3
Image:
Destroy
Imaged &
Options M=Mfr
S=Scan
QC'd?
Agreements - ALL - Approved
Non-Infrastructure that are
NOT Imaged
Admin.
Services /
City Clerk
CC-004
Agreement or Contract
includes all contractual
obligations (e.g.
Amendments, Scope of
Work or Successful
Proposal) & Insurance
Certificates
Completion
10 years
Completion + Yes: Before Mag, Mfr,

10 years
Completion OD, Ppr
Examples of NON-Infrastructure:
Consulting, disposal, leases, loans,
mutual aid, professional services,
settlement, services, etc.
S/I
Other contracts are maintained

by the Lead Department
managing the contract; Covers
E&O Statute of Limitations;
Published Audit Standards=4-7
Yes: Upon years; Statute of Limitations:
Completion Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP 337 et. seq., GC 34090
Admin.
Services /
City Clerk
CC-005
Applications for Boards,

Commissions or Committees Successful
Term of
Office + 2
years
Term of
Office + 2
years
Mag, Ppr
Department preference; GC
34090
Admin.
Services /
City Clerk
CC-006
Applications for Boards,

Commissions or Committees Unsuccessful
2 years
2 years
Mag, Ppr
GC 34090
Admin.
Services /
City Clerk
CC-007
Committee Rosters / Boards,

Commissions and Committees
(Maddy Act)
2 years
2 years
Mag, Ppr
GC 34090

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page CC-4
Image:
Destroy
Imaged &
Options M=Mfr
S=Scan
QC'd?
Admin.
Services /
City Clerk
Admin.
Services /
City Clerk
Admin.
Services /
City Clerk
Admin.
Services /
City
Manager
Admin.
Services /
City Clerk
Admin.
Services /
City Clerk
Admin.
Services /
City Clerk
Admin.
Services /
City Clerk
CC-008
Economic Interest Filings

(FPPC 700 Series Forms Statement of Economic
Interests): ALL
2 years
CC-009
Ethics Training Certificates
CC-010
7 years
Mag, Mfr,
OD, Ppr
S/I
City maintains original

Yes: After 2 statements; GC 81009(e)&(g);
years
GC 81009(f)&(g); 2 CCR
18615(d)
5 years
5 years
Mag, Mfr,
OD, Ppr
S/I
Yes: After 1
GC 12946, 29 USC 1113
year
FPPC Form 801 (Gift to

Agency Report)
4 years
4 years
Mag, Ppr
Must post on website; 2 CCR

18944.2(c)(3)(G)
CC-011
FPPC Form 802 (Event Ticket

/ Pass Distributions Agency
Report)
7 years
7 years
Mag, Ppr
Should post on website for 4

years; GC 81009(e)
CC-012
FPPC Form 803 (Behested

Payment Report)
7 years
7 years
Mag, Ppr
GC 81009
CC-013
FPPC Form 804 (Agenda

Report of New Positions)
7 years
7 years
Mag, Ppr
GC 34090; GC 81009(e)
CC-014
FPPC Form 805 (Agency

Report of Consultants)
7 years
7 years
Mag, Ppr
GC 34090; GC 81009(e)
CC-015
FPPC Form 806 (Agency

Report of Public Official
Appointments)
7 years
7 years
Mag, Ppr
Must post on website; 2 CCR

18705.5; GC 34090; GC
81009(e)
5 years

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page CC-5
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Destroy
Imaged &
Options M=Mfr
S=Scan
QC'd?
ELECTIONS - CONSOLIDATED
Admin.
Services /
City Clerk
CC-016
Admin.
Services /
City Clerk
CC-017
Admin.
Services /
City Clerk
CC-018
Admin.
Services /
City Clerk
CC-019
Admin.
Services /
City Clerk
CC-020
Admin.
Services /
City Clerk
CC-021
Campaign Filings (FPPC 400

Series Forms & Form 501):
SUCCESSFUL CANDIDATES
(Elected Officials)
Series Forms & Form 501):
UNSUCCESSFUL
CANDIDATES
Series Forms): THOSE NOT
REQUIRED TO FILE
ORIGINAL WITH CITY CLERK
(copies)
Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Precinct
Maps, County Election
Services, Candidate
Statements to be printed in the
Sample Ballot, etc.)
Elections - HISTORY Files
(Sample Ballot, Results)
Mag, Mfr,
OD, Ppr
Yes: After 2 Paper must be retained for at

years
least 2 years; GC 81009(b)(g)
5 years
5 years
Mag, Mfr,
OD, Ppr
Yes: After 2 Paper must be retained for at

years
4 years
4 years
Mag, Ppr
Paper must be retained for at

7 years
7 years
Mag, Ppr
Paper must be retained for at

least 2 years; GC 81009(c)(g)
2 years
2 years
Mag, Ppr
GC 34090
Mag, Mfr,
OD, Ppr
2 years

LAKEPORT, CA.
No
34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page CC-6
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Destroy
Imaged &
Options M=Mfr
S=Scan
QC'd?
Admin.
Services /
City Clerk
CC-022
Elections - Petitions (Initiative,

Recall or Referendum)
Results or
Final
Examination
if No Election
+ 8 mo.
Results or
Final
Examination
if No Election
+ 8 mo.
Ppr
Not accessible to the public;

The 8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or FPPC
proceeding. EC 17200,
17400
Mag, Mfr,
OD, Ppr
No
City Clerk determines historical

significance; records can
address a variety of subjects
and media. Some media (e.g.
audio and video tape) may be
limited because of the media's
life expectancy; GC 34090
Mag, Mfr,
OD, Ppr
No
GC 34090
(End of Elections Section)
CC-023
Historical Records & Historical

Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
Admin.
Services /
City Clerk
CC-024
Minutes - City Council,

Redevelopment, Successor
Agency, Oversight Board, etc.
Admin.
Services /
City Clerk
CC-025
Municipal Code Administration,

Distribution, etc.
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Admin.
Services /
City Clerk
CC-026
Municipal Code and History

File (always retain 1
supplement)
Mag, Mfr,
OD, Ppr
Admin.
Services /
City Clerk
2 years

LAKEPORT, CA.
Yes (all)
Preliminary drafts not retained

in the ordinary course of
business; GC 34090
S
No
GC 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page CC-7
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Destroy
Imaged &
Options M=Mfr
S=Scan
QC'd?
Admin.
Services /
City Clerk
Admin.
Services /
City Clerk
Lead Dept.
CC-027
CC-028
Ordinances (City Council)
Petitions (submitted to Council

on any subject - Dog Parks,
Parking, Traffic Calming, etc.)
1 year
1 year
Yes (all)
Mag, Mfr,
OD, Ppr
No
Law requires 1 year for

petitions; GC 50115
Ppr
See Elections for Initiative,

Recall or Referendum Petitions
CC-029
Proof of Publication / Public

Hearing Notices / Certificate of
Posting / Legal Advertising
2 years
2 years
Mag, Ppr
Mag, Mfr,
OD, Ppr
Statute of Limitations on
is 3 - 6 months; CCP337 et
seq; GC 34090
(Usually kept with Project Files)
CC-030
Real Property - Records that

Affect the Title to Real Property
(Deeds, Easements, Liens,
Rights of Way, etc.)
2 years
Admin.
Services /
City Clerk
CC-031
Recordings / Tapes of City

Council Meetings - Audio
Recordings
2 years
2 years
Mag, OD
Admin.
Services /
City Clerk
CC-032
Recordings / Tapes of City

Council Meetings - Video
Recordings / DVD-R
2 years
2 years
Mag, OD
Admin.
Services /
City Clerk

LAKEPORT, CA.
GC 34090 et. seq.
S/I
No
GC 34090
Department Preference; State

law only requires for 30 days;
GC 54953.5(b)
Department preference; Video
recording of meetings are only
required for 90 days; GC
34090.7, 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page CC-8
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Destroy
Imaged &
Options M=Mfr
S=Scan
QC'd?
Admin.
Services /
City Clerk
CC-033
Records Destruction Lists /

Certificates of Records
Destruction
Admin.
Services /
City Clerk
CC-034
Records Retention Schedules /

Amendments to Records
Retention Schedules
10 years
Admin.
Services /
City Clerk
CC-035
Request for Public Records
Admin.
Services /
City Clerk
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
2 years
2 years
Mag, Ppr
Resolutions
CC-036
City Council, Redevelopment,

Successor Agency, etc.

LAKEPORT, CA.
Yes (all)
Mag, Mfr,
OD, Ppr
Yes: After
QC & OD
34090 et. seq.
GC 34090 et. seq.
GC 34090
No
GC 34090 et. seq.
Adopted:
Ver. 1.0
Office of
Record
Retention No.
(OFR)
EXHIBIT A
RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY ATTORNEY
Records Description
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention
Vital?
Page CA-1
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
When No
When No
Longer
Longer
Yes:
Mag, Mfr,
Required Required After QC
Lead Dept.
CA-001
City Attorney Opinions
Yes
S
OD, Ppr
34090
Minimum 2
Minimum 2
& OD
years
years
When No
When No
Admin.
Longer
Longer
Some material may be required
Services /
Required Required CA-002
Closed Session Material
Mag, Ppr
for reference, depending upon
City
Minimum 2
Minimum 2
subject; GC 34090
Attorney
years
years
Admin.
Department Preference for
Yes:
Services /
Lawsuits / Litigation - Historical
historical purposes; CCP 337
CA-003
Resolution
P
P
S
After
City
Resolution OD, Ppr
et seq.; GC 911.2, 945.6,
Cases
Settled
Attorney
34090, 34090.6; PC 832.5(b)
Department Preference; Covers
Admin.
Yes:
various statute of limitations;
Services /
Resolution + Yes: Until Mag, Mfr,
Lawsuits / Litigation - Routine
CA-004
Resolution
5 years
S
After
CCP 337 et seq.; GC
City
5 years
Resolution OD, Ppr
Cases
Settled 911.2, 945.6, 34090, 34090.6;
Attorney
PC 832.5(b)
When No
When No
Admin.
Longer
Longer
Some material may be required
Services /
Subject / Project Files (Cable TV,
Required Required CA-005
Mag, Ppr
for reference, depending upon
City
etc.)
Minimum 2
Minimum 2
subject; GC 34090
Attorney
years
years
1998 - 2015 Gladwell Governmental Services, Inc. - all rights reserved

LAKEPORT, CA.
Adopted:
Ver. 1.0
Office of
Record
Retention No.
(OFR)
EXHIBIT A
RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY MANAGER
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Page CM-1
Image:
Destroy
Options M=Mfr
Imaged &
S=Scan
QC'd?
When No
When No
Admin.
Longer
Longer
City Manager Correspondence
Services /
Required Required CM-001
Mag, Ppr
GC 34090
(Interoffice, Citizens, Legislative
City
Minimum 2
Minimum 2
Positions, Organizations, etc.)
Manager
years
years
When No
When No
Admin.
Longer
Longer
Services /
Department Files
Mag, Ppr
City
34090
Minimum 2
Minimum 2
Manager
years
years
When No
When No
Projects, Programs, Events,
Admin.
Longer
Longer
Yes: While
Economic Development, Subject
Services /
Active
Mag, Ppr
GC 34090
& Issues (Issues and/or projects
City
Minimum 2
Minimum 2
Issues
will vary over time - e.g. Hotels,
Manager
Developments, etc.)
years
years
When No
When No
Admin.
Longer
Longer
Yes: While
Services /
Special Event Permits
Before
Mag, Ppr
GC 34090
City
Minimum 2
Minimum 2 Expiration
Manager
years
years
When No
When No
Speech Notes / PowerPoint
Notes, drafts, or preliminary
Longer
Longer
Lead Dept.
CM-005
Mag, Ppr
Presentations
documents; GC 34090 et seq.
Required
Required
LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 2.0
Office of
Record
Retention No.
(OFR)
RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES

Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Media I=Import
Options M=Mfr
S=Scan
Page HR-1
Destroy
Paper after
Imaged &
QC'd?
HUMAN RESOURCES
EEOC / ADEA (Age) requires 1
year after benefit plan
Admin.
termination; Federal law requires
Duration of
Duration of
Yes: For
6 years after filing date for
Benefit Plan Documents
Services /
HR-001
the Contract
the Contract Duration of Mag, Ppr
retirement; State Law requires 2
Human
(CalPERS, Optical, Dental, etc.)
+ 6 years
+ 6 years
Contract
years after action; 29 CFR
Resources
1627.3(b)(2); 29 USC 1027; GC
12946, 3409
CalPERS Benefit Administration
Department Preference; 6 years
Admin.
for retirement benefits; State
(Includes contract amendment,
Services /
HR-002
6 years
Mag, Ppr
Law requires 2 years after
6
years
Human
actuarial reports, service credit
action; 29 CFR 1627.3(b)(2); 29
reports, annual employee listing,
Resources
USC 1027; GC 12946, 3409
etc.)
Admin.
Department Preference;
Services /
CalPERS Reports - Annual
HR-003
2 years
3 years
Mag, Ppr
Retained to match other auditing
5
years
Human
Employer Statements
periods; GC 34090
Resources
Bureau of National Affairs
When No
recommends 2 years for all
When No
Admin.
Classification / Reorganization
Longer
supplementary Personnel
Longer
Services /
Studies (for employee
Required records; Wage rate tables are 1
HR-004
Mag, Ppr
Required
Human
classifications and department
Minimum 3
or 2 years; State requires 2
Minimum
3
Resources
structures)
years; 29 CFR 516.6, 29 CFR
years
years
1602.14, GC 12946, 34090
LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 2.0
Office of
Record
Retention No.
(OFR)

Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Media I=Import
Options M=Mfr
S=Scan
Page HR-2
Destroy
Paper after
Imaged &
QC'd?
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
When No
When No
Admin.
demotion, transfer, selection, or
Longer
Longer
Mag, Mfr,
Yes: After 1 discharge; State Law requires 2 Services /
Required Required HR-005
Classification Specifications
S/I
Human
OD, Ppr
year
3 years; retirement benefits is 6
Minimum 3
Minimum 3
Resources
years from last action; 29 CFR
years
years
1602.31 & 1627.3(b)(ii), 8 CCR
3204(d)(1) et seq., GC
12946, 34090; 29 USC 1113
Bureau of National Affairs
When No
When No
Admin.
Longer
Longer
Services /
records; Wage rate tables are 1
HR-006
Compensation Surveys & Studies Required Mag, Ppr
Required
Human
Minimum 3
or 2 years; State requires 2
Minimum
3
Resources
years;
29 CFR 516.6(2), 29 CFR
years
years
1602.14, GC 12946, 34090
All State and Federal laws
Admin.
require retention until final
Department of Fair Employment
Final
Final
disposition of formal complaint;
Services /
HR-007
Mag, Ppr
Disposition
& Housing (DFEH or EEOC)
Disposition
State requires 2 years after "fully
Human
Claims
+ 3 years
+ 3 years
Resources
and finally disposed"; 2 CCR
7287.0; GC 12946, 34090
Transitory or source records not
retained in the ordinary course
Admin.
When
When
of business; CHP audits every 2
Services /
Superseded
Superseded
years; Bureau of National Affairs
HR-008
DMV Pull Notices
Mag Ppr
Human
or
or
Resources
Separated
Separated
records; GC 34090
LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 2.0
Office of
Record
Retention No.
(OFR)

Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Media I=Import
Options M=Mfr
S=Scan
Page HR-3
Destroy
Paper after
Imaged &
QC'd?
D.O.T. Requires 5 years for
positive tests, 1 year for
negative tests;
Admin.
requires 3 years physical
Drug & Alcohol Test Results (All Services /
HR-009
2 years
3 years
5 years
Mag Ppr
examinations; State Law
Human
Positives and Negatives)
requires 2 years; 29 CFR
Resources
1627.3(b)(1)(v), GC 12946,
34090; 49 CFR 655.71 et seq.;
49 CFR 382.401 et seq. 49
CFR 653.71
Admin.
EEO-4 Reports and records
Services /
required to generate EEO-4
HR-010
3 years
Mag, Ppr
29 CFR 1602.30
3 years
Human
report (Self-Identification Form,
Resources
etc.)
Non-citizens must re-certify
periodically; Required for 1 year
from termination or 3 years from
hiring, whichever is later; EEOC
Admin.
/ FLSA / ADEA (Age) requires 3
Services /
Separation +
Separation
+
HR-011
I-9s
Mag, Ppr
years for "any other forms of
3 years
Human
3 years
employment inquiry"; State Law
Resources
requires 2 -3 years; 8 CFR
274a.2; 29 CFR 1627.3(b)(i); GC
12946, 34090
Labor Relations Files
Admin.
Services /
(Negotiation Notes,
HR-012
5 years
5 years
Mag, Ppr
10 years
34090
Human
Correspondence, Interpretation of
MOU Provisions, Documentation,
Resources
etc.)
LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 2.0
Office of
Record
Retention No.
(OFR)
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Media I=Import
Options M=Mfr
S=Scan
Page HR-4
Destroy
Paper after
Imaged &
QC'd?
Department preference; EEOC /
Personnel Background Packet Admin.
FLSA / ADEA (Age) requires 3
POLICE ONLY (SWORN)
Separation +
Separation +
Services /
years; State Law requires 2 - 3
HR-013
Mag, Ppr
Human
7 years
3 years
years; 29 CFR 1672.3(b)(i), 29
- SUCCESSFUL Employees
Resources
CFR 1602.14 et seq., GC
(Hired)
12946, 34090
Personnel Background Packet Admin.
POLICE & NON-SWORN
Services /
EMPLOYEES
HR-014
3 years
3 years
Mag, Ppr
Human
years; 29 CFR 1672.3(b)(i), 29
Unsuccessful (not hired)
Resources
CFR 1602.14 et seq., GC
NON-SWORN EMPLOYEES ONLY Successful (Hired)
12946, 34090
Department Preference; statute
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age)
Admin.
Personnel Files - Employees
Yes: After
Services /
Separation +
Separation +
Mag, Mfr,
HR-015
S
Separation +
Human
7 years
7 years
OD, Ppr
1 year
Includes Oaths of Office
discharge; State Law requires 2 Resources
3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC 12946,
34090; 29 USC 1113
Personnel Files - Medical File (all
Department preference; Files
employees)
maintained separately; Claims
Admin.
Yes: After can be made for 30 years for
Pre-employment Clearances,
Services /
Separation +
Separation + Yes: Until Mag, Mfr,
HR-016
23 years
S
Separation + toxic substance exposure; 8
ADA Accommodations,
Human
7 years
30 years
Separation OD, Ppr
CCR 3204(d)(1) et seq., 29
1 year
Respiratory Fit Tests, Hearing
Resources
CFR 1910.1020(d)(1)(i), GC
Tests, Incidents / Accidents
12946, 34090
where no medical services were
provided, etc.
LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 2.0
Office of
Record
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page HR-5
Image:
Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Recruitment and Testing File
Admin.
Services /
Human
Resources
HR-017
(Includes Advertisements,
Applications for Unsuccessful
Candidates, Job Brochures, Test
Data, Testing Analysis &
statistical Metric, Job Analysis,
Rating Sheets, Scantrons,
Rater's Profile & Confidentiality
Agreement, Flowchart, Eligible
Lists, etc.)
Admin.
Services /
Human
Resources
HR-018
Studies & Surveys Conducted on

Behalf of the City (Sick Leave,
Attrition, Benefits, etc.)
Admin.
Services /
Human
Resources
HR-019
Workers Compensation Claim

Runs
Admin.
Services /
Human
Resources
HR-020
Workers Compensation Claims
LAKEPORT, CA
3 years
3 years
Mag, Ppr

FLSA / ADEA (Age) requires 1-3
years; 29 CFR 1627.3(b)(i), 29
CFR 1602.14 et seq. 2 CCR
7287.0(c)(2), GC 12946,
34090
When No
Longer
Required Minimum 3
years
When No
Longer
Required Minimum 3
years
Mag, Ppr
34090
5 years
5 years
Mag Ppr
Meets auditing standards; GC

34090
Separation + Yes: Until Mag, Mfr,

30 years
Separation OD, Ppr
Department preference; Files

maintained separately; Claims
Yes: After can be made for 30 years for
Separation + toxic substance exposure; 8
CCR 3204(d)(1) et seq., 29
1 year
CFR 1910.1020(d)(1)(i), GC
12946, 34090
Separation +
10 years
20 years
Adopted:
EXHIBIT A
Ver. 2.0
Office of
Record
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page HR-6
Image:
Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
RISK MANAGEMENT
Admin.
Services /
Human
Resources
/ Risk
Manage.
Admin.
Services /
Human
Resources
/ Risk
Manage.
Admin.
Services /
Human
Resources
/ Risk
Manage.
Admin.
Services /
Human
Resources
/ Risk
Manage.
Admin.
Services /
Human
Resources
/ Risk
Manage.
HR-021
Accident, Incident, Injury Reports

That do NOT Result in a Claim
2 years
2 years
Mag, Ppr
34090
HR-022
Actuarials
10 years
10 years
Ppr
34090
HR-023
Claims (Liability Claims)
HR-024
Insurance Policy Applications /

Policies (City-owned Policies)
HR-025
Loss Runs
LAKEPORT, CA
Final
Resolution +
5 years
Final
Resolution + Resolution OD, Ppr
5 years
When No
Longer
Required
When No
Longer
Required

Separation OD, Ppr
Mag Ppr
Yes: After
QC & OD
Department Preference; Covers

various statute of limitations;
CCP 337 et seq.; GC
911.2, 945.6, 34090, 34090.6;
PC 832.5
S/I
Yes: After
QC & OD
34090
Department Preference (the

Claims Management System is
the original); GC 34090
Adopted:
EXHIBIT A
Ver. 2.0
Office of
Record
Retention No.
(OFR)

Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Media I=Import
Options M=Mfr
S=Scan
Page HR-7
Destroy
Paper after
Imaged &
QC'd?
Admin.
Calif. Labor Division is required
Services /
to keep their records 7 years;
OSHA Inspections & Citations,
Human
OSHA requires 5 years; State
HR-026
5 years
5 years
Ppr
Log 200 and Log 300, 301, 301A
Resources
law requires 2 years; 8 CCR
/ Risk
3203(b)(1), GC 34090.7; LC
6429c
Manage.
LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
RECORDS RETENTION SCHEDULE: COMM. DEV. / BUILDING & CODE ENFORCEMENT
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page BLD-1
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
BUILDING & SAFETY
Comm.
Department Preference - Data
Develop. /
BL-001
Building Permit Database
Indefinite
Indefinite
Yes (all)
Mag
is interrelated; GC 34090, H&S
Building
19850
Comm.
Mag,
Statewide guidelines propose
Yes: After
BL-002
Building Permits / Address Files
P
P
Yes (all) Mfr, OD,
S
Develop. /
permanent; GC 34090, H&S
QC & OD
Building
Ppr
19850
Comm.
Develop. /
Building
Comm.
Develop. /
Building
BL-003
BL-004
Building Plans - Expired or

Withdrawn
Building Plans and Construction

Documents - Finalled - SINGLE
FAMILY RESIDENTIAL - SFR and
APPURTENANCES

LAKEPORT, CA.
Mag,
Mfr, OD,
Ppr
Yes
Mag,
Mfr, OD,
Ppr
Yes: After
QC & OD
business; CBC 104.7;
H&S19850, GC 34090
Law does not require plans to

be filed for dwellings less than 2
stories, garages &
appurtenances, farms/ranches,
Yes: After
1-story with bearing walls less
QC & OD
than 25'; CBC requires 180
days from completion date;
CBC 104.7 & 107.5,
H&S19850, GC 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page BLD-2
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Comm.
Develop. /
Building
BL-005
Building Plans and Construction

Documents - Finalled INDUSTRIAL, COMMERCIAL,
MULTI-FAMILY DWELLINGS,
PLACES OF PUBLIC
ACCOMMODATION, TENANT
IMPROVEMENTS
Yes (all)
Mag,
Mfr, OD,
Ppr
Department Preference; Law

requires for the life of the
building for commercial and
Yes: After common interest dwellings only;
QC & OD Statewide guidelines propose 2
years for blueprints &
specifications; CBC 104.7 &
107.5, H&S19850, GC 34090
Yes (all)
Mag,
Mfr, OD,
Ppr
Yes: After Department Preference; GC

QC & OD 34090
(includes commercial structural

plans, Hazardous Materials
Questionnaire, etc.)
Comm.
Develop. /
Building
BL-006
Certificates of Occupancy
Comm.
Develop. /
Building
BL-007
Construction Notices / Inspection

Notices
(correction notices, compliance
orders, stop work notices, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary Drafts; GC 34090
Comm.
Develop. /
Building
BL-008
Private Land Developer Trust

Accounts / Deposits
Close + 5
years
Close + 5
years
Mag, Ppr
Department Preference; (meets

municipal government auditing
standards); GC 34090
Comm.
Develop. /
Building
BL-009
Reports: Building Activity
When No
Longer
Required
When No
Longer
Required
Mag, Ppr

business; GC 34090 et seq.
Comm.
Develop. /
Building
BL-010
Requests & Permissions to Receive

Copies of Plans (to and from
Architects)
2 years
2 years
Mag, Ppr
GC 34090 et seq.

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page BLD-3
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Comm.
Develop. /
Building
BL-011
Uniform Building Codes / California

Building Codes

LAKEPORT, CA.
Mag, Ppr
GC 50022.6
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page BLD-4
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
CODE ENFORCEMENT
Comm.
Develop. /
Code
Enforce.
CE-001
Citations / Notice of Violations
Comm.
Develop. /
Code
Enforce.
CE-002
Code Enforcement / Abatement

Case Files (Includes appeals and
Code Enforcement Complaint
Letters)
Comm.
Develop. /
Code
Enforce.
CE-003
Liens
S/I
Yes:
When
Inactive
2 years
When No
Longer
Required Minimum 2
years
When No
Longer
Required Minimum 2
years
Yes: Until
Mag, Ppr
Resolution
Department preference; Case is

open until satisfactorily resolved
(some cases are not resolved);
CFC 104.3.4, GC 34090
Yes: Until
Mag, Ppr
Resolution
GC 34090(a)

LAKEPORT, CA.
Mag,
Mfr, OD,
Ppr
2 years
GC 34090
Adopted:
Ver. 1.0
Office of
Record
Retention No.
(OFR)
EXHIBIT A
RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / BUSINESS LICENSE
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Media I=Import
Options M=Mfr
S=Scan
Page BL-1
Destroy
Paper after
Imaged &
QC'd?
Comm.
Department preference; Meets
Business License Applications
Develop. /
BL-001
2 years
3 years
5 years
Mag, Ppr
auditing standards; GC 34090
Business
and Renewals
et seq.
License
Comm.
Data Fields / Records are
Develop. /
BL-002
Indefinite
Indefinite
Yes
Mag
Business License Database
interrelated; GC 34090
Business
License
Comm.
Collections / Collection Agency
Develop. /
Delinquencies remain on credit
BL-003
7 years
7 years
Mag, Ppr
Statements
Business
reports for 7 years; GC 34090
License
et seq.
Comm.
Develop. /
Judgment +
Judgment +
BL-004
Small Claims Court Judgments
Mag, Ppr
Business
5 years
5 years
et seq.
License
LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page PL-1
RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Comm.
Develop. /
Planning
Comm.
Develop. /
Planning
Comm.
Develop. /
Planning
Comm.
Develop. /
Planning
PL-001
Affidavits of Publications / Public

Hearing Notices / Legal Advertising
2 years
PL-002
Annexations / Boundaries /
Consolidations / LAFCO
5 years
PL-003
Census, Demographics
PL-004
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations, etc. )
When No
Longer
Required
2 years
Mag, Ppr
Mag,
Mfr, OD,
Ppr
When No
Longer
Required
Mag, Ppr
(Non-Records - Census Bureau

is OFR)
Mag,
Mfr, OD,
Ppr
Usually filed in the project file;

Final environmental
Yes: After determinations are required to
QC & OD be kept a "reasonable period of
time"; 14 CCR 15095(c); GC
34090
When No
Longer
Required
When No
Longer
Required
Inside City boundaries
Comm.
Develop. /
Planning
PL-005
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations, etc. )
Outside City boundaries

LAKEPORT, CA.

action; Statute of Limitations on
is 3 - 6 months; CCP 337 et
seq, 349.4; GC 34090,
54960.1(c)(1)
Ppr
S/I
Yes: After
Land Records; GC 34090
QC & OD
Non-records; EIRs and

Negative Declarations within the
City Boundaries are with the
project file
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page PL-2
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
City Clerk
PL-006
General Plan, Elements and

Amendments
Comm.
Develop. /
Planning
PL-007
Master Plans, Specific Plans,

Bikeway Plans, Landscaping Plans,
Street Master Plans, etc.
Comm.
Develop. /
Planning
Comm.
Develop. /
Planning
Comm.
Develop. /
Planning
PL-008
Planning Commission
AGENDA PACKETS & AGENDAS
Planning Commission
PL-009
AUDIO RECORDINGS of Meetings

/ Audio Tapes
Copies When No
Longer
Required
When No
Longer
Required Minimum 2
years
Copies When No
Longer
Required
When No
Longer
Required Minimum 2
years
When No
Longer
Required Minimum 2
years
When No
Longer
Required Minimum 2
years
Mag, Ppr
Original Staff Reports are filed

in the project file; Brown Act
challenges must be filed within
30 or 90 days of action; GC
34090, 54960.1(c)(1)
When No
Longer
Required Minimum 2
years
When No
Longer
Required Minimum 2
years
Tape
(Mag)
City preference; State law only

requires for 30 days; GC
54953.5(b)
Yes (all)
Planning Commission
PL-010
MINUTES RESOLUTIONS &

BYLAWS

LAKEPORT, CA.
Yes
Mag,
Mfr, OD,
Ppr
S/I
City Clerk Maintains all Agenda

Yes: After
Packets Permanently; GC
QC & OD
34090.7
Mag,
Mfr, OD,
Ppr
S/I

QC & OD 34090
Mag,
Mfr, OD,
Ppr
Yes: After
GC 34090
10 years
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page PL-3
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Planning Project Files - Approved
Permanent Entitlements
Comm.
Develop. /
Planning
PL-011
(Includes Associated CEQA

Noticing, Conditions of Approval,
Public Noticing, Environmental
Determinations, Staff Reports,
Plans & Maps)
5 years
Yes
Mag,
Mfr, OD,
Ppr
Examples: Conditional Use Permits

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

Exercised / Expired
Comm.
Develop. /
Planning
PL-012
When No
Longer
Examples: Conditional Use Permits
Required (CUPs), Design Review, Lot Line
Adjustments, Parcel Maps, Planned Unit Minimum 2
Developments (PUD), Site Plans,
years
Tentative Subdivisions, Variances, Zone
Changes, etc.

LAKEPORT, CA.
When No
Longer
Required Minimum 2
years
Yes
Mag, Ppr
Department preferences; Final

environmental determinations
Yes: After are required to be kept a
QC & OD "reasonable period of time"; 14
CCR 15095(c); GC34090,
34090.7
Projects have a 2 year vesting

(applicant must pull permit
within 2 years) -- those
applications in which the
applicant does not follow
through with permit may be
destroyed after the vesting
period has expired;
GC34090, 34090.7
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page PL-4
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Comm.
Develop. /
Planning
Preliminary Project Files Approved & Unapproved

Temporary Entitlements:
PL-013
Christmas Tree Lots, Banner,
Pumpkin Lots, Temporary Signs,
etc.
2 years
2 years
When No
Longer
Required Minimum 2
years
Yes:
During
Event
Mag, Ppr
Temporary uses; Department

maintains complete files for
administrative purposes;
GC34090
Mag, Ppr
Preliminary Documents (no
application submitted); GC
34090
Comm.
Develop. /
Planning
PL-014
Preliminary Review File / Letters
When No
Longer
Required Minimum 2
years
Comm.
Develop. /
Planning
PL-015
Project Log Index / Spreadsheet /

Binders of Historic Actions
Comm.
Develop. /
Planning
PL-016
2 years
2 years
Tape
(Mag)
When No
Longer
Required Minimum 2
years
When No
Longer
Required Minimum 2
years
Mag, Ppr
Project Review Board - Employees

ALL Records
Comm.
Develop. /
Planning
PL-017
Special Studies
Comm.
Develop. /
Planning
PL-018
Zoning Administrator Notice of

Determinations (NOD)

LAKEPORT, CA.
Yes
Yes (all)
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I

1 year 34090
GC 54953.5(b)
34090
No
34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page PL-5
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Comm.
Develop. /
Planning
Comm.
Develop. /
Planning
PL-019
Zoning Maps (Historically

Significant)
PL-020
Zoning Ordinance Amendments,

Reclassifications / Zone Change

LAKEPORT, CA.
Yes (all)
Mag,
Mfr, OD,
Ppr
Yes
Mag,
Mfr, OD,
Ppr
S/I
No
Department Preference; City

Clerk Maintains originals of all
documents that were presented
to Council; GC 34090.7
Yes: After Department Preference

1 year (copies); GC 34090.7
Adopted:
Ver. 1.0
Office of
Record
Retention No.
(OFR)
EXHIBIT A
RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Page ED-1
Image:
Destroy
Options M=Mfr
Imaged &
S=Scan
QC'd?
When No
When No
Longer
Longer
Yes: While
Economic
Economic Development Projects
Required Required ED-001
Mag, Ppr
GC 34090
Active
Develop.
and Programs
Minimum 2
Minimum 2
Issues
years
years
Loan Pay-off
Loan Pay-off
Economic
OR
OR
ED-002
Economic Development Loans
Mag, Ppr
Develop.
Auditing Standards, GC 34090
Forgiveness
Forgiveness
+ 5 years
+ 5 years
LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page ENG-1
RECORDS RETENTION SCHEDULE: ENGINEERING
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Mag,
Mfr, OD,
Ppr
Department preference; Finals

are maintained by City Clerk;
Yes: After
Department file may include
QC & OD
correspondence; GC 34090
et seq.
S/I

QC & OD 34090
Engineering
ENG-001
Abandonments / Vacations
(Streets) / Survey File
Engineering
ENG-002
Aerial Maps / Photographs - Analog

or Digital & Index to Aerials
Mag,
Mfr, OD,
Ppr
Engineering
ENG-003
Assessment District / Community

Facilities Districts / Maintenance
District / Landscape & Lighting /
Street Improvement District
Projects / Underground Utility
Districts
(FORMATION, BOUNDARIES,
ENGINEERS REPORTS, MAPS)
Mag,
Yes: Until
Mfr, OD,
Completed
Ppr
S/I
Statute of Limitations is 4 - 10
Yes: After
years (for Errors & Omissions);
QC & OD
CCP 337. 337.1(a), 337.15,
343; GC 34090.7
Engineering
ENG-004
Benchmarks
Mag,
Mfr, OD,
Ppr
S/I

QC & OD 34090

LAKEPORT, CA.
Yes (all)
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page ENG-2
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Capital Improvement Projects (CIP):

Administration File
Engineering
ENG-005
Project Administration, Certified

Payrolls, Construction Manager's Logs,
Daily Inspections, Project Schedules,
Progress meetings, Punch Lists, Real
Estate Appraisals, RFIs & Responses,
etc.
Upon
Completion
1 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Some grant funding agencies

require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
years; Statute of Limitations:
Contracts & Spec's=4 years,
CCP 337 et. seq., GC 34090
Completion +
10 years or
After Funding
Yes: Until
Agency
Mag, Ppr
Completed
Audit, if
required,
whichever is
longer
Capital Improvement Projects (CIP):

Permanent File
Engineering
ENG-006
Plans, Specifications & Addenda,

Agreement / Contract, Successful
Proposal, Change Orders, EIRs,
Negative Declarations, Categorical
Exemptions, Operations & Maintenance
Manuals (O&M Manuals,) Materials
Testing Reports, Grading Permits,
Insurance Certificates, Hazardous
Materials Plans, Notice of Completion,
Photos, Soils Reports, Studies,
Submittals, Surveys, etc.
Upon
Completion

LAKEPORT, CA.
Mag,
Yes: Until
Mfr, OD,
Completed
Ppr
S/I
Yes:
Complet.
+ 10
years
retained for disaster
preparedness purposes;
Permanent for Infrastructure
plans; GC 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page ENG-3
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Lead Dept.
ENG-007
Correspondence - Regulatory
Agencies
Minimum 2
years
Minimum 2
years
City Clerk
ENG-008
Deeds, Easements, Liens
Engineering
ENG-009
Design & Construction Standards
ENG-010
Drawings, Maps, Plans and Record

Drawings, Large-Format Drawings,
Survey Record Maps, Capital
Improvement Project "As-Builts"
Engineering
Public Works
/ Land
Develop.
ENG-011
Engineering
ENG-012
Encroachment Permits:
Temporary (Street Permits,
Expiration + 4
Temporary Construction, Sidewalk
years
Repairs, Traffic Control, Utility Cuts
etc.)
Encroachments - Permanent
P
(Permanent structures in the City's
Right of Way)

LAKEPORT, CA.
Department preference; Some

correspondence from
Yes: After
Regulatory Agencies need to
QC
be retained for long periods of
time; GC 34090
Mag,
Mfr, OD,
Ppr
Department preference; Finals

are maintained by City Clerk;
Yes: After
Department file may include
QC & OD
correspondence; GC 34090
et seq.
Mag,
Mfr, OD,
Ppr
S/I

QC & OD 34090
Yes: While Mag,

Active
Mfr, OD,
Issues
Ppr
Yes (all)
Yes (all)
Mag,
Mfr, OD,
Ppr
Covers statute of limitations for

contracts (4 years); Statewide
guidelines propose Permanent;
CCP 337 et. Seq.; GC
34090
Expiration + Yes: Until

Mag, Ppr
4 years
Completion
Mag,
Mfr, OD,
Ppr
Drafts should be destroyed;

Some maps are also retained
Yes: After by Planning; Selected maps
QC & OD are retained in Public Works
for administrative purposes;
GC 34090, 34090.7

QC & OD 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page ENG-4
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Engineering Studies / Surveys Mag,
Preliminary Studies / Project
Minimum 10
Minimum 10
Engineering
ENG-013
Mfr, OD,
S/I
Assessments (Not Acquired or
years
years
QC & OD 34090
Ppr
Developed)
Mag,
Engineering Studies / Surveys (City
Engineering
ENG-014
P
P
S/I
Mfr, OD,
QC & OD 34090
Built Projects)
Ppr
Engineering
ENG-015
Geotechnical and Soils Reports;

Hydrology Reports (Authored by the
City or their contractors)
Mag,
Mfr, OD,
Ppr

QC & OD 34090
Engineering
ENG-016
Grading Plans
Mag,
Mfr, OD,
Ppr

QC & OD 34090
Building
ENG-017
Plan Checks for Building Permits
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts; GC 34090

et seq.
Mag,
Mfr, OD,
Ppr
Securities (Performance
Bonds, Letters of Credit, CD's,
etc.) are released after the
Notice of Completion is issued
and replaced with the Warranty
Bond, which is released 1 year
after the Notice of Completion
date. GC 34090
Engineering
ENG-018
Private Land Development Bonds:

Subdivision Bonds/ Letters of
Credit
Release of
Bond / Letter
of Credit

LAKEPORT, CA.
Release of
Bond / Letter
of Credit
No
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page ENG-5
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Private Land Development Projects
/ Job Files: Administration File
Engineering
ENG-019
Construction Inspections, Photos,

Private Lab Verifications, Testing Lab
Final Reports
Upon
Completion
10 years
Statute of Limitations for Errors

& Omissions is 10 years;
CCP 337 et. seq., GC 34090
Completion + Yes: Until

Mag, Ppr
10 years
Completed
Examples: CUPs, Lot Line

Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots,
Subdivisions, Tracts,. TPMs, TSMs
Private Land Development Projects

/ Job Files: Permanent Files
Drainage, Driveway, Encroachments,
Grading Plans, Rights of Way,
Stormwater, etc.
Engineering
ENG-020
Dedications, Easements,
Abandonments (City Clerk is OFR)
Upon
Completion
Mag,
Yes: Until
Mfr, OD,
Completed
Ppr
S/I
retained for disaster
Yes: After preparedness purposes;
QC & OD Statewide guidelines propose
Permanent for Infrastructure
plans; GC 34090
Examples: CUPs, Lot Line

Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots,
Subdivisions, Tracts, TPMs, TSMs

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page ENG-6
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Engineering
ENG-021
Reports: Geotechnical Reports,

Soils Reports, Drainage, Special
Studies
Yes (all)
Engineering
ENG-022
Rights of Entry
Yes (all)
State of
California
ENG-023
SWITRS - Statewide Integrated

Traffic Records System
When No
Longer
Required
When No
Longer
Required
Mag Ppr
Engineering
ENG-024
Traffic Complaints
2 years
2 years
Mag, Ppr
Engineering
ENG-025
Traffic Signal Inventory
Superseded
Superseded
Yes
Engineering
ENG-026
Traffic Signal Locations
Yes
Engineering
ENG-027
Traffic Signal Timing
Replaced + 5
years
Replaced + 5
years
Yes
When No
Longer
Required Minimum 10
years
When No
Longer
Required Minimum 10
years
Engineering
ENG-028
Traffic Studies / Traffic Counts /

Transportation Studies
Engineering
ENG-029
Transportation Master Plans /

Traffic Master Plans

LAKEPORT, CA.
Yes
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr

QC & OD 34090
Yes: After Department preference; GC

QC & OD 34090 et seq.
Non-Records (Sheriff)
34090
Department preference; Drafts
should be destroyed; GC
34090
34090
34090
Yes: After
QC & OD
Yes: After
QC & OD
Yes: After
QC & OD
Mag,
Mfr, OD,
Ppr

QC & OD 34090
Mag,
Mfr, OD,
Ppr

Yes: After
QC & OD
34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page ENG-7
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Lead Dept.
ENG-030
Underground Service Alerts (USA's)
3 years

LAKEPORT, CA.
3 years
Mag, Ppr
Department Preference
(required for 3 years); GC
4216.2(d) & 4216.3(d),
34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
(OFR)
Page FIN-1
RECORDS RETENTION SCHEDULE: FINANCE
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
FINANCE / ADMINISTRATION
Department Preference (meets
Assessment Districts /
Yes:
Community Facilities Districts,
Finance /
Mag, Mfr,
Yes: After 1 standards); Statewide guidelines
Current
FN-001
2 years
3 years
5 years
S/I
etc. - Financial Records /
Admin.
OD, Ppr
year
propose audit + 4 years;
Fiscal Year
Published articles show 3 - 7
Assessor Rolls
years; GC 34090
Audit Reports / CAFR Finance /
Comprehensive Annual Financial
Mag, Mfr,
Yes: After 1 Department Preference (copies);
FN-002
2 years
P
P
S/I
Admin.
Reports and related Audit
OD, Ppr
year
GC 34090.7
Opinions
Finance /
FN-003
Audit Work Papers
2 years
3 years
5 years
S/I
Admin.
Paid
OD, Ppr
year
years; GC 34090
Yes:
Department preference
Finance /
FN-004
Budgets - Adjustments
5 years
5 years
Current
Mag, Ppr
(Approved by the City Council);
Admin.
Fiscal Year
GC 34090 et seq.
Yes:
Department Preference; Must be
Finance /
Mag, Mfr,
Yes: After 1
FN-005
Budgets - Adopted / Final
2 years
P
P
Current
S/I
filed with County Auditor; GC
Admin.
OD, Ppr
year
Fiscal Year
34090.7, 40802, 53901
When No
When No
Yes:
Finance /
Budgets - Preliminary, Backup
FN-006
Longer
Longer
Current
Mag, Ppr
Preliminary drafts; GC 34090
Admin.
Documents
Required
Required
Fiscal Year
Finance /
Single Audits / Transportation
Mag, Mfr,
Yes: After 1
FN-007
5 years
P
P
S/I
Admin.
Audits / PERS Audit, etc.
OD, Ppr
year
standards); GC 34090
LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page FIN-2
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FN-008
1099's / 1096's Issued / W-9s

Received
FN-009
Finance /
General
Accounting
FN-010
Actuarial Valuation Reports
FN-011
Bank Statements and Trustee

Statements, Fiscal Agent
Statements, Investment Account
Statements, Bank
Reconciliations, Bank Deposits,
Bank Transmittal Advice
Finance /
General
Accounting
5 years
Mag, Ppr
5 years

Paid
OD, Ppr
10 years
Mag, Ppr
34090
Mag, Ppr
years; GC 34090, 26 CFR
31.6001-1
Mag, Ppr
Department Preference; Statute

of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
issued by local governments are
10 years; There are specific
requirements for disposal of
unused bonds; CCP 336 et
seq. 337.5(a); GC 43900 et
seq.
Accounts Payable / Invoices and

Backup (Excluding Grants)
Finance /
General
Accounting
Finance /
General
Accounting
5 years
FN-012
(Includes Invoices, Travel

Expense Reimbursements,
Warrant Request, etc.)
Bond Official Statements /

Transcripts / Certificates of
Participations (COPs) - Includes
Continuing Disclosure Reports
See Bank Statements for
statement retention.
2 years
3 years
10 years
2 years
Fully
Defeased +
10 years
3 years
5 years
Fully
Defeased +
10 years
Yes: Until
Maturity
LAKEPORT, CA
Department Preference; IRS: 4

years after tax is due or paid
(longer for auditing & contractor
delinquency); Ca. FTB: 3 years;
IRS Reg 31.6001-1(e)(2), R&T
19530, GC 34090
year
years; GC 34090
S/I
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
(OFR)
Page FIN-3
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Finance /
Cash Receipts / Daily Cash
FN-013
2 years
3 years
5 years
Mag, Ppr
General
Summaries / Cashiers Reports /
years; GC 34090, 26 CFR
Accounting
Cash Reports
31.6001-1
Finance /
Checks / Warrant Register
Mag, Mfr,
General
FN-014
2 years
3 years
5 years
S
Report (issued)
OD, Ppr
QC & OD 34090
Accounting
Department Preference; meets
Finance /
Mag, Mfr,
Yes: After municipal government auditing
General
FN-015
Checks / Warrants (Cashed)
2 years
3 years
5 years
S
OD, Ppr
QC & OD standards; GC 34090, CCP
Accounting
337
Department preference; All
tangible property held by
Finance /
government agencies escheats
Escheat (Unclaimed money /
General
FN-016
5 years
5 years
Mag, Ppr
after 3 years; Statute of
uncashed checks)
Accounting
Limitations is 1 year for seized
property; CCP 340(d), 1519;
GC 34090
Finance /
General
FN-017
Financial Services Database
Indefinite
Indefinite
Yes
Mag
Accounting
Finance /
Investment Reports / Treasurer's
Department Preference; Meets
General
FN-018
5 years
5 years
Mag, Ppr
Reports
Accounting
auditing standards; Published
Investments / Arbitrage /
Certificate of Deposit /
articles show disposal + 7 years
Finance /
Investment Bonds (Receipts /
Yes: Until
for security brokerage slips;
General
FN-019
5 years
5 years
Mag, Ppr
statewide guidelines propose
Advisor Reports / Trade Tickets /
Paid
Accounting
LAIF (Local Agency Investment
permanent; FTC Reg's rely on
Fund))
"self-enforcement";
GC 34090, 43900
LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page FIN-4
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Finance /
General
Accounting
FN-020
Finance /
General
Accounting
FN-021
Finance /
General
Accounting
FN-022
Finance /
General
Accounting
FN-023
Journal Entries / Journal

Vouchers
Reports, Subsidiary Ledgers,

Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue & Expenditure
Reports, etc. (MONTHLY OR
PERIODIC)
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas Tax,
MOE (Maintenance of Effort)
Report, Fixed Charge Special
Assessment Report, Public Self
Insurer Report (SIP Report),
Street Report, Jet Fuel Tax,
Smog / Green Fee, etc.
Vehicle Titles ("Pink Slips")
5 years
Mag, Mfr,
OD, Ppr
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference
(Financial System qualifies as a
trusted system); GC 34090
5 years
5 years
Mag, Ppr

Sale or
Disposal
Sale or
Disposal
Mag, Ppr
34090
2 years
3 years
LAKEPORT, CA
Department Preference; meets

standards; Statute of Limitations
is 4 years; statewide guidelines
propose Audit + 5 years; GC
34090, CCP 337
S/I
No
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page FIN-5
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
PAYROLL
Finance /
Payroll
Finance /
Payroll
FN-024
FN-025
CalPERS Reports - Annual

Valuation Reports, Actuarial
Valuation Reports
DE-6, DE-7, DE-9, DE-43, W-3, &
DE-166, 941 Forms, IRS 5500
Forms (Employee Benefit Plans),
PERS / FICA & Medicare
Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
2 years
2 years
Finance /
Payroll
FN-026
Deferred Compensation (City

Statements)
Finance /
Payroll
FN-027
Payroll Reports - Annual Detail
Finance /
Payroll
FN-028
Payroll Reports - Periodic

(includes Deduction Registers,
Leave Registers, Time
Transaction Reports, etc.)
2 years
W-2's
2 years
Finance /
Payroll
FN-029
2 years
3 years
3 years
3 years
3 years
Mag, Ppr
Retained to match other auditing
periods; GC 34090
Mag, Ppr

yrs after tax is due or paid; Ca.
FTB: 3 years; Articles show 7
years; 26 CFR 31.6001-1(e)(2),
R&T 19530; 29 CFR 516.5 516.6, 29 USC 436, GC 34090
5 years
Mag, Ppr
Produced by Deferred Comp.

Provider; consistent with
proposed statewide guidelines;
published articles for bank
statements show 4 -7 years; GC
304090, 26 CFR 31.6001.1
Mag, Mfr,
OD, Ppr
5 years
Mag, Ppr
34090
Mag, Ppr

yrs after tax is due or paid; Ca.
FTB: 3 years; Articles show 7
years; IRS Reg 31.60011(e)(2), R&T 19530; 29CFR
516.5 - 516.6, 29USC 436, GC
34090
5 years
5 years
LAKEPORT, CA
Yes: After
QC & OD
Department preference for

PERS Buy-backs; GC 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
(OFR)
Page FIN-6
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Image:
Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
PURCHASING
Finance /
FN-030
Purchase Orders & Backup
2 years
3 years
5 years
Mag, Ppr
Purchasing
et seq.
When No
When No
Finance /
Preliminary drafts; GC 34090 et
FN-031
Vendor List / Bidder List
Mag, Ppr
Longer
Longer
Purchasing
seq.
Required
Required
UTILITY BILLING / REVENUE SERVICES
Accounts Receivable / Utility
Billing - ALL - Transient
Finance /
Occupancy Tax (TOT)
Revenue
FN-032
2 years
3 years
5 years
Mag, Ppr
Applications & Returns, Damage
Services
et seq.
to Public Property, Invoices to
Outside Entities, etc.
Finance /
When No
When No
Preliminary drafts not retained in
Revenue
FN-033
Bankruptcies - NOT pursued
Longer
Longer
Mag, Ppr
the ordinary course of business;
Services
Required
Required
GC 34090
Finance /
Bankruptcies - Where a claim is
(negative information remains on
Revenue
FN-034
2 years
3 years
5 years
Mag, Ppr
credit ratings for 7 years); GC
filed
Services
34090
Finance /
Delinquencies remain on credit
Collections / Collection Agency
Revenue
FN-035
7 years
7 years
Mag, Ppr
reports for 7 years; GC 34090
Statements
Services
et seq.
Finance /
Judgment +
Judgment +
Revenue
FN-036
Small Claims Court Judgments
Mag, Ppr
5 years
5 years
Services
et seq.
Finance /
Utility Billing Database /
Revenue
FN-037
Indefinite
Indefinite
Yes
Mag
Cashiering Database
Services
LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page HOU-1
RECORDS RETENTION SCHEDULE: HOUSING
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Housing
Housing
HOU-001
Bankruptcies - Housing Loans NOT pursued
HOU-002
Bankruptcies - Housing Loans Where a claim is filed
When No
Longer
Required
7 years
Housing Programs: Affordable

Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.
Housing
HOU-003
5 years
WITH a Recapture / Resale
Restriction
Deeds are sent to City Clerk
When No
Longer
Required
7 years
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer

LAKEPORT, CA.
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer
Mag, Ppr

business; GC 34090
Mag, Ppr
(negative information remains
on credit ratings for 7 years);
GC 34090
Mag,
Mfr, OD,
Ppr
HUD requires 5 years after the

project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements
for Grants to Local
Governments is 3 years from
expenditure report; statewide
guidelines propose 4 years; 24
CFR 85.42, 92.508(a)&(c) &
570.502(a)(16), 29 CFR 97.42,
GC 34090
S/I
Yes:
When
Inactive
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page HOU-2
RECORDS RETENTION SCHEDULE: HOUSING
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.
Housing
HOU-004
WITHOUT a Recapture / Resale

Restriction
Loan Pay-off
OR
Forgiveness
+ 5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag,
Mfr, OD,
Ppr
Mag, Ppr
S/I
Deeds and Insurance are sent to

City Clerk
Housing
HOU-005
Loan Applications Rejected (First

Time Home Buyers, Life/Safety,
Rehabilitation, HOME, etc.)
2 years
2 years
Housing
HOU-006
Site Clearance / Soils Remediation

/ Mitigation

LAKEPORT, CA.
Yes:
Mag,
Before
Mfr, OD,
Completion
Ppr
HUD requires 5 years after the

agreement terminates;
Consistent with Consolidated
Plan Requirements; Required
Yes: After
for 3-4 years from expenditure
QC & OD
or performance report; 24 CFR
85.42, 92.508(a)&(c) &
570.502(a)(16), 29 CFR 97.42,
GC 34090
GC 34090

QC & OD 34090
Adopted:
EXHIBIT A
Ver. 1.0
Page PD-1
RECORDS RETENTION SCHEDULE: POLICE
Office of
Retention No.
Record
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
I=Import Paper after
M=Mfr
Imaged &
S=Scan
QC'd?
DISPATCH
Audio Recordings or Tapes Statewide guidelines propose
180 days (legally mandated for
(CAD/RMS) Recordings of
Police /
PD-001
180 days
180 days
Mag
100 days); (may be discoverable
Telephone & Radio
Dispatch
or made public in some
Communications Dispatch Tapes
circumstances), GC 34090,
(CAD)
34090.6
When No
When No
Police /
Vehicle Repossession
Preliminary Drafts; GC 34090 et
PD-002
Longer
Longer
Mag, Ppr
Dispatch
Notifications (Call for Service)
seq.
Required
Required
DETECTIVES / INVESTIGATIONS
Detectives Investigation Files
When No
When No
Final reports and records are
Police /
and Arrest Files - Crimes Other
PD-003
Longer
Longer
Mag, Ppr
transferred to the case file stored
Investigat.
Required
Required
in Records; GC 34090 et seq.
Than Homicide
Police /
Investigat.
Police /
Investigat.
PD-004
PD-005
Detectives Investigation Files

and Arrest Files - Homicide
Informant Files
5 years
5 years

LAKEPORT, CA.
Mag, Mfr,
OD, Ppr
Mag, Ppr
S/M/I
Final reports and records are

Yes: After
transferred to the case file stored
QC & OD
in Records; GC 34090 et seq.
Informant information; Does not
contain criminal intelligence
information concerning
individuals; Department
preference GC 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Retention No.
Record
(OFR)
Page PD-2
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
M=Mfr
Imaged &
S=Scan
QC'd?
Files contain criminal intelligence
information concerning an
individual only if there is
reasonable suspicion that the
individual is involved in criminal
conduct or activity and the
Police /
Intelligence Files (Criminal
No Longer
No Longer
Mag, Mfr,
Yes: When information is relevant to that
PD-006
S/I
Investigat.
Intelligence Files)
than 5 years
than 5 years
OD, Ppr
Superseded criminal conduct or activity.
Misleading, obsolete or
unreliable information is required
to be destroyed; remaining
records must not be retained
longer than 5 years; 28 CFR
23.20(h); GC 34090
When No
When No
Longer
Longer
Police /
Mag, Mfr,
Yes: When Department preference (Not
Required Required PD-007
Investigation Files
S/I
Investigat.
OD, Ppr
Superseded Intelligence files); GC 34090
Minimum 2
Minimum 2
years
years
Department Preference to
provide information to other
agencies; Non-records used for
Police /
PD-008
Pawn Slips
2 years
2 years
Mag, Ppr
investigations; Originals entered
Investigat.
into the State Automated
Property System; most agencies
retain for 2 years; GC 34090

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Page PD-3
Office of
Retention No.
Record
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
M=Mfr
Imaged &
S=Scan
QC'd?
Police /
Investigat.
PD-009
Registrants: Arson - Adults
Police /
Investigat.
PD-010
Registrants: Arson - Juveniles

released from California Youth
Authority
Police /
Investigat.
PD-011
Registrants: Sex Offenders Adults
Police /
Investigat.
PD-012
Registrants: Sex Offenders Juveniles

Veterans Advisory Commission
Police /
Investigat.
PD-013
City Clerk
PD-014
AGENDA PACKETS &

AGENDAS
Veterans Advisory Commission
MINUTES
5 years
S/M/I
Age 25 or
Sealing Date
+ 5 years
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr
S/M/I
S/M/I
P
or Sealing
Date + 5
years (or
Court Order)
When No
Longer
Required Minimum 2
years
Copies When No
Longer
Required
P
or Sealing
Date + 5
years (or
Court Order)
When No
Longer
Required Minimum 2
years
Copies When No
Longer
Required
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/M/I

LAKEPORT, CA.
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Pursuant to PC 457.1 et seq.; If

released from CYA, records are
Yes: After
destroyed after age 25 or sealing
QC & OD
pursuant to W&I 781; GC
34090.7
Yes: After Department Preference;
QC & OD Pursuant to PC 290 et seq.
Yes: After Pursuant to PC 290 et seq.;
QC & OD W&I 781;
action; GC 34090,
54960.1(c)(1)
Mag, Ppr
Yes
Department preference; Pursuant

to PC 457.1 et seq.; required to
Yes: After 5 register for life; If released from
years
CYA, records are destroyed after
age 25 or sealing pursuant to
W&I 781; GC 34090.7
Yes: After Send originals to the City Clerk;

10 years GC 34090.7
Adopted:
EXHIBIT A
Ver. 1.0
Page PD-4
Office of
Retention No.
Record
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
M=Mfr
Imaged &
S=Scan
QC'd?
CAD / DISPATCH
Mag
180 days (legally mandated for
100 days); (may be discoverable
or made public in some
circumstances), GC 34090,
34090.6
Mag, Ppr

seq.
Separation +
3 years
Mag, Ppr
3 years is required for animal

care / treatment records; FA
32003(e), PC 597.1(d); GC
34090 et seq.
5 years
5 years
Mag, Ppr
34090 et seq.
PAS Device Calibration Logs
5 years
5 years
Mag, Ppr
34090 et seq.
PD-020
Patrol Ride-A-Long Waiver Form
2 years
2 years
Mag, Ppr
GC 34090 et seq.
PD-021
Pursuit Critiques
2 years
2 years
Mag, Ppr
GC 34090 et seq.
When No
Longer
Required Minimum 2
years
When No
Longer
Required Minimum 2
years
Mag, Ppr
34090 et seq.
Police /
Dispatch
PD-015
Audio Recordings or Tapes (CAD/RMS) Recordings of

Telephone & Radio
Communications Dispatch Tapes
(CAD)
Police /
Dispatch
PD-016
Vehicle Repossession
Notifications (Call for Service)
When No
Longer
Required
Police /
Patrol
PD-017
Canine (Police Dogs) Program

Files / Training Files: Animal
Files
Separation +
3 years
Police /
Patrol
PD-018
Canine (Police Dogs) Program

Files: Action Reports, Monthly
Reports
PD-019
Police /
Patrol
Police /
Patrol
Police /
Patrol
Police /
Patrol
PD-022
Special Events / Ops Plan
180 days
180 days
When No
Longer
Required
PATROL

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Retention No.
Record
(OFR)
Page PD-5
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
M=Mfr
Imaged &
S=Scan
QC'd?
Life of the
Life of the
Police /
Traffic Control: Radar
PD-023
Equipment +
Equipment +
Mag, Ppr
Patrol
Calibration Records
34090 et seq.
2 years
2 years
Police /
Use of Force Review (Involving
Incident + 5
Incident + 5
PD-024
Mag, Ppr
Patrol
Employees)
years
years
12946, 34090
PROPERTY & EVIDENCE / LABORATORY
Follows the
Follows the
Police /
Mag, Mfr,
Yes: After 1 Department Preference; GC
Retention
Retention of
Property &
PD-025
Crime Report Photos
S/I
OD, Ppr
year
34090
Period of the
the
Evidence
Evidence
Evidence
Police /
PD-026
Forfeiture Notification
2 years
2 years
Mag, Ppr
GC 34090
Property &
Evidence
Police /
Gun and Narcotics Destruction
PD-027
10 years
10 years
Mag, Ppr
Property &
Log (Documents related to)
34090
Evidence
Follows the
Follows the
Police /
Retention
Retention of
Mag, Mfr,
Yes: After 1 Department Preference; GC
Property &
PD-028
Latent Print File
S/I
Period of the
the
OD, Ppr
year
34090
Evidence
Evidence
Evidence
Police /
Lost & Found Property
Property &
PD-029
2 years
2 years
Mag, Ppr
GC 34090
(Documents related to)
Evidence

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Page PD-6
Office of
Retention No.
Record
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
M=Mfr
Imaged &
S=Scan
QC'd?
RECORDS
Backgrounds (Excludes
Employees) - Local Criminal
History Review
Citations - Moving Violations,
Marijuana
Crime Statistics / Uniform Crime
Reports (UCR) - Summaries
(BCS)
Police /
Records
PD-030
Police /
Records
PD-031
Police /
Records
PD-032
Police /
Records
PD-033
Field Investigation Cards (FI's) After Entry into to RMS
PD-034
Field Investigation Cards (FI's) NOT entered into to RMS
PD-035
NCIC Validation
Police /
Records
PD-036
Personnel Background Packet POLICE EMPLOYEES or

CADETS Unsuccessful (NOT
hired)
Police /
Records
PD-037
Pitchess Motion Files
Police /
Records
Police /
Records
POLICE REPORTS / INCIDENT

REPORTS:
Police /
Records
PD-038
Firearms entered into CLETS

(if not Permanent Retention) Found / Recovered Firearms
2 years
2 years
Mag, Ppr
GC 34090
2 years
2 years
Mag, Ppr
GC 34090
2 years
2 years
Mag, Ppr
GC 34090
When No
Longer
Required
When No
Longer
Required
Mag, Ppr

seq.
2 years
2 years
Mag, Ppr
GC 34090
2 years
2 years
Mag, Ppr
GC 34090
5 years
5 years
Final
Disposition
+ 5 years
Final
Disposition
+ 5 years
Firearm
Found or
Recovered
Firearm
Found or
Recovered

LAKEPORT, CA.

Separation OD, Ppr
34090
Mag, Ppr
Yes
Mag, Mfr,
OD, Ppr

Yes: After
Separation
years; 29 CFR 1672.3(b)(i), 29
+ 1 year
CFR 1602.14 et seq GC
12946, 34090
S/M/I
Yes: After
PC 11108(b); GC 34090
QC
Adopted:
EXHIBIT A
Ver. 1.0
Page PD-7
Office of
Retention No.
Record
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
M=Mfr
Imaged &
S=Scan
QC'd?
REPORTS:
Police /
Records
PD-039
Misdemeanor or Infraction Adult Marijuana - H&S

11357(b)(c)(d)(e) or H&S
11360(b) (with procedure in
H&S 11361.5) - Except those
with outstanding stolen property,
including firearms, or lost
firearms
2 years
2 years
Yes:
Mag, Mfr,
Before
OD, Ppr
Disposition
S/M/I
Yes: After ("Shall" Destroy); H&S 11361.5;

QC & OD GC 34090
S/M/I
Provided there are no

outstanding warrants,
unrecovered identifiable items,
criminal deaths, they are not
historically significant, and it is
Yes: After
not classified under PC 800 &
QC & OD
290 and H&S 11850; Stat. of
Limit. is 2 yrs; Destroy juvenile
marijuana after age18; H&S
11361.5, GC 34090, PC 802,
PC 187, 800 et seq.
S/M/I
Department Preference; No
limitations on commencement of
Yes: After action; Courts keep permanently
QC & OD PC 261, 286, 288, 288a,
288.5, 289, 289.5, 290, 799,
803(h), WIC 707(b)

REPORTS:
Police /
Records
PD-040
ALL, Except Those

Specifically Mentioned in the
Schedule
5 years
5 years
Yes
Mag, Mfr,
OD, Ppr
e.g., 5150, Detention Reports,

etc.
REPORTS:
Police /
Records
PD-041
Capital Crimes / Homicides /

Major Crimes / Serious
Felonies / Sex Crimes / Felony
DNA (Crimes Subject to the
Death Penalty), Sex Crimes (PC
288, 290, WIC 707(b)), PC
803(h)

LAKEPORT, CA.
Yes
Mag, Mfr,
OD, Ppr
Adopted:
EXHIBIT A
Ver. 1.0
Page PD-8
Office of
Retention No.
Record
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
M=Mfr
Imaged &
S=Scan
QC'd?
REPORTS:
Individual petitions District
Factually Innocent Petition
Date of
Date of
Yes:
Attorney; Sheriff concurs that
Police /
Mag, Mfr,
Yes: After
PD-042
Arrest + 3
Arrest + 3
Before
S/M/I
person is factually innocent, then
Accepted Records Sealed
Records
OD, Ppr
QC & OD
years
years
Disposition
seals record ("Shall" Destroy);
Pending Destruction - Except
GC 34090; PC 851.8(a)
those with outstanding stolen
property, including firearms, or
lost firearms
REPORTS:
Conviction
Conviction
or Arrest (if
or Arrest (if
Yes:
(Courts and other Agencies
Misdemeanor or Infraction Police /
Mag, Mfr,
Yes: After
PD-043
S/M/I
No
No
Before
"Shall" Destroy); H&S 11361.5;
Juvenile Marijuana - H&S
Records
OD, Ppr
QC & OD
Conviction)
Conviction) Disposition
GC 34090
11357(E) - Except those with
+ 2 years
+ 2 years
outstanding stolen property,
firearms
REPORTS:
Police /
Records
Police /
Records
PD-044
PD-045
Misdemeanor or Infraction
Marijuana 11357(e) - Juvenile
on School Grounds during
School Hours (with procedure in
H&S 11361.5)
REPORTS:
Missing Persons (Returned)
Offender is
18 Years
Old
Offender is
18 Years
Old
Until CLETS
Entry No
Longer
Exists Minimum 2
years
Until CLETS
Entry No
Yes:
Longer
Mag, Mfr,
Before
Exists OD, Ppr
Disposition
Minimum 2
years

LAKEPORT, CA.
Yes
(Courts and other Agencies

"Shall" destroy); H&S 11361.5
et seq., 11357(e)
Mag, Ppr
S/M/I

QC & OD 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Retention No.
Record
(OFR)
Page PD-9
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
M=Mfr
Imaged &
S=Scan
QC'd?
Statute of Limitations runs up to
REPORTS:
age of majority + 8 years; sealed
Sealing Date
Sealing Date
Yes:
records for juveniles and wards
Sealed Juvenile and Ward
Police /
+ 5 years
Mag, Mfr,
Yes: After
PD-046
+ 5 years (or
Before
S/M/I
of the Court must be destroyed 5
Records
(Or Court
OD, Ppr
QC & OD
Cases - Except those with
Court Order) Disposition
years after sealing date; CCP
Order)
outstanding stolen property,
340.1, GC 34090; W&I
389(a), 781(d)
firearms
Police /
PD-047
Public Information Requests
2 years
2 years
Mag, Ppr
GC 34090
Records
Police /
Registration is required for 5
PD-048
Registrants: Narcotic
5 years
5 years
Mag, Ppr
Records
years; GC 34090, H&S 11590
et seq., H&S 11594(a)
Police /
PD-049
Indefinite
Indefinite
Yes
Mag
RMS Database
Records
Police /
Subpoenas (Police Civil
PD-050
2 years
2 years
Mag, Ppr
GC 34090
Records
Personal Appearance)
TEMPORARY HOLDING FACILITY
Police /
Temp.
Booking Folders (Property,
PD-051
2 years
2 years
Mag, Ppr
Holding
Medical, etc.)
34090 et seq.
Facility
Police /
Temp.
PD-052
Booking Log
2 years
2 years
Mag, Ppr
Holding
34090 et seq.
Facility
Police /
Temp.
Cell Checks / Cell Log /
PD-053
2 years
2 years
Mag, Ppr
Holding
Sergeant's Log
34090 et seq.
Facility

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Page PD-10
Office of
Retention No.
Record
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
M=Mfr
Imaged &
S=Scan
QC'd?
TRAINING / PROFESSIONAL STANDARDS
Police /
Training /
Profess.
Standards
Police /
Training /
Profess.
Standards
Police /
Training /
Profess.
Standards
Police /
Training /
Profess.
Standards
Police /
Training /
Profess.
Standards
PD-054
CCW (Carry Concealed

Weapon) Permits - Approved
PD-055
CCW (Carry Concealed

Weapon) Permits - Denied
PD-056
When No
Department Policies &
Longer
Procedures / Operation
Required Directives / General Orders /
Lexipol (Department Policies and Minimum 5
Procedures)
years
PD-057
PD-058
Officer Recordings: Body

Cameras that are not evidence
Personnel Discipline File Internal Affairs Investigations /

Complaints: CITIZENGENERATED COMPLAINTS
(May include criminal acts, moral
turpitude, complaints generated
from a citizen)
Expiration +
2 years
Expiration +
2 years
Yes
Mag, Ppr
34090 et seq.
2 years
2 years
Yes
Mag, Ppr
GC 34090 et seq.
When No
Longer
Required Minimum 5
years
Mag, Mfr,
OD, Ppr
90 days
90 days
Mag
Final
Disposition
+ 5 years
Final
Disposition
+ 5 years
Mag, Ppr

LAKEPORT, CA.
S/I

superseded 34090 et seq.
Those segments of videos that
are determined to be evidence
are copied onto a different tape
and retained for the same length
of time as the crime report (see
crime reports for legal citations);
GC 34090 et seq.
State requires for at least 5 years
for Citizen's complaints; other
State & Federal laws require
retention until final disposition of
formal complaint; State requires
2 years after action is taken;
Statute of Limitations is 4 years
for misconduct; EVC
1045(b)(1), GC 12946, 34090;
VC 2547
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Retention No.
Record
(OFR)
Page PD-11
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
M=Mfr
Imaged &
S=Scan
QC'd?
FLSA / ADEA (Age) requires 1-3
Personnel Discipline File Police /
Final
Final
Internal Affairs Investigations /
Training /
PD-059
Disposition
Disposition
Mag, Ppr
years; 29 CFR 1627.3(b)(i), 29
Profess.
Complaints: INTERNAL
+ 5 years
+ 5 years
CFR 1602.14 et seq. 2 CCR
Standards
COMPLAINTS
7287.0(c)(2), GC 12946,
34090
Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their records 7
Personnel Files - Police
Send to
Send to
years; OSHA requires safety
Department Employees or
Police /
Human
Human
Yes: After training 5 years;
Training /
Cadets
PD-060
S
Resources
Resources
Separation EEOC/FLSA/ADEA (Age)
Profess.
Separation OD, Ppr
Upon
Upon
+ 1 year requires 3 years for promotion,
Standards
Includes Evaluations,
Separation
Separation
Commendations, etc.
discharge; State Law requires 2 3 years; 29 CFR 1627.3(b)(ii), 8
CCR 3204(d)(1) et seq., GC
12946, 34090

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Retention No.
Record
(OFR)
Page PD-12
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
M=Mfr
Imaged &
S=Scan
QC'd?
Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their records 7
Send to
Send to
years; OSHA requires safety
Personnel Files - Training File
Police /
Yes: After training 5 years;
Human
Human
Training /
PD-061
S
Separation EEOC/FLSA/ADEA (Age)
Resources
Resources
Separation OD, Ppr
Profess.
Includes Training Certificates,
+ 1 year requires 3 years for promotion,
Upon
Upon
Standards
etc.
Separation
Separation
12946, 34090
When No
When No
Police /
Longer
Longer
Reports and Studies regarding
Training /
Required PD-062
Police operations (not historical - Required Mag, Ppr
34090 et seq.
Profess.
Minimum 2
staffing, overtime, etc.)
Minimum 2
Standards
years
years
Department preference; Rosters
are sent to POST; Statewide
guidelines propose 7 years; Calif.
Labor Division is required to keep
Training - COURSE RECORDS
their records 7 years; OSHA
Police /
requires safety training 5 years;
Training /
(Attendance Rosters, Outlines
PD-063
5 years
5 years
Mag, Ppr
Profess.
and Materials; includes Use of
Standards
Force training, safety training,
etc.)
12946, 34090

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Retention No.
Record
(OFR)
Page PD-13
Records Description
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:
Destroy
M=Mfr
Imaged &
S=Scan
QC'd?
Police /
Inactive /
Inactive /
Yes: After
Training /
PD-064
S
Separation +
Separation
Volunteer Background Packet Separation +
Separation OD, Ppr
Profess.
years; 29 CFR 1672.3(b)(i), 29
3 years
3 years
+ 1 year
Standards
12946, 34090
Police /
Inactive /
Inactive /
Yes: After
Volunteer Personnel Files
Training /
PD-065
S
Separation +
Separation +
Separation
Separation OD, Ppr
Profess.
years; 29 CFR 1672.3(b)(i), 29
(CERT, Etc.)
3 years
3 years
+ 1 year
Standards
12946, 34090
Police /
Weapons Database /
Training /
PD-066
Department Weapons
Indefinite
Indefinite
Yes
Mag
Profess.
(Department-issued Weapons)
Standards

LAKEPORT, CA.
Adopted:
Ver. 1.0
Office of
Record
Retention No.
EXHIBIT A
RECORDS RETENTION SCHEDULE: PUBLIC WORKS / PARKS & BUILDING MAINT.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page P&BM-1
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Public Works
/ Parks &
Building
Maint.
P&BL-001
AQMD Permits (Generators, etc.)
Public Works
/ Parks &
Building
Maint.
P&BL-002
Generator Operation Logs (for fixed

/ stationary generators) /
Inspections
Current + 2
years
Current + 2
years
Mag, Ppr
34090; 40 CFR 70.6
3 years
3 years
Mag, Ppr
Department Preference (2
years is required by AQMD);
GC 34090
Public Works
/ Parks &
Building
Maint.
P&BL-003
Hazardous Waste Manifests /

Certificates of Disposal
Public Works
/ Parks &
Building
Maint.
P&BL-004
Operations & Maintenance Manuals Life of Facility

(O&M Manuals)
or Equipment
Public Works
/ Parks &
Building
Maint.
P&BL-005
Playground Inspections
5 years
2 years

LAKEPORT, CA.
Mag,
Mfr, OD,
Ppr
Life of
Facility or
Equipment
Mag, Ppr
2 years
Ppr
Department Preference (test

results for hazardous waste
Yes: After generators are required for 3
QC & OD years); 40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR
66262.40
34090 et. seq.
GC 34090
Adopted:
Ver. 1.0
Office of
Record
Retention No.
EXHIBIT A
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page P&BM-2
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
P&BL-006
Pre-Trip Inspections / DOT Program

/ CHP Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections /
Daily Equipment Checks
Public Works
/ Parks &
Building
Maint.
P&BL-007

- Our Locate and Marks Only
3 years
3 years
Mag, Ppr
4216.2(d) & 4216.3(d),
34090
Public Works
/ Parks &
Building
Maint.
P&BL-008
Used Oil Disposal
3 years
3 years
Mag, Ppr
22 CCR 66266.130(c)(5), H&S

25250.18(b), 25250.19(a)(3)
et seq.
Public Works
/ Parks &
Building
Maint.
P&BL-009
Vehicle & Equipment Database
Indefinite
Indefinite
Lead Dept.
2 years

LAKEPORT, CA.
2 years
Ppr
Yes
Mag
GC 34090; 3 CCR 1234(3)

Adopted:
Ver. 1.0
Office of
Record
Retention No.
EXHIBIT A
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page P&BM-3
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Public Works
/ Parks &
Building
Maint.
P&BL-010
Public Works
/ Parks &
Building
Maint.
P&BL-011
Division
Providing
Service /
Work
P&BL-012
Division
Providing
Service /
Work
Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Department Preference; If a
motor carrier, required for 18
months after vehicle is sold;
CHP requires life of vehicle;
OSHA requires 1 year; 8 CCR
3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c);
CCP 337 et. seq., 3 CCR
1234(f); GC 34090
Vehicle Titles ("Pink Slips")
Sale or
Disposal
Sale or
Disposal
Mag, Ppr
34090
Work Orders / Service Requests

CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite
Indefinite
Mag
When No
Longer
Required
When No
Longer
Required
Mag Ppr
Vehicle & Equipment History Files
P&BL-013
Maintenance, Smog Certificates,

Registrations
Work Orders / Service Requests All Information Entered in CMMS

Database
Preliminary drafts (the

database is the original); GC
34090
(Paper drafts)

LAKEPORT, CA.
Data is interrelated; GC
34090
Adopted:
Ver. 1.0
Office of
Record
Retention No.
EXHIBIT A
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page P&BM-4
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Division
Providing
Service /
Work
P&BL-014
Work Orders / Service Requests NOT entered in CMMS Database

(or partial information entered into
CMMS Database)
5 years
(Division providing service retains

originals; Division requesting
service is considered a copy)

LAKEPORT, CA.
5 years
Mag Ppr
City Preference; CCP 338 et

seq., 340 et seq., 342, GC
945.6, GC 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
RECORDS RETENTION SCHEDULE: PUBLIC WORKS / POOL
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page POOL-1
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Life of
Public Works
Facility or
POOL-001
Mag, Ppr
/ Pool
(O&M Manuals)
or Equipment
34090 et. seq.
Equipment
Public Works
/ Pool
POOL-002
Pool Chemical Additions
30 years
30 years
Mag, Ppr
Department preference; Claims

can be made for 30 years for
toxic substance exposure; 8
CCR 3204(d)(1) et seq., 29
CFR 1910.1020(d)(1)(i), GC
12946, 34090
Public Works
/ Pool
POOL-003
Pool Chemical Readings
5 years
5 years
Mag, Ppr
Health Department regulations;

GC 34090
Division
Providing
Service /
Work
POOL-004

Indefinite
Indefinite
Mag
When No
Longer
Required
When No
Longer
Required
Mag Ppr
Division
Providing
Service /
Work
POOL-005

Database

34090
(Paper drafts)

LAKEPORT, CA.
34090
Adopted:
Ver. 1.0
Office of
Record
Retention No.
EXHIBIT A
RECORDS RETENTION SCHEDULE: PUBLIC WORKS / POOL
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page POOL-2
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Division
Providing
Service /
Work
POOL-006

CMMS Database)
5 years


LAKEPORT, CA.
5 years
Mag Ppr

seq., 340 et seq., 342, GC
945.6, GC 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
RECORDS RETENTION SCHEDULE: PUBLIC WORKS / SEWER
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page SEW-1
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Public Works
/ Sewer
SEW-001
CCTV Collection Line Inspection

Tapes / Video Inspections / Video
Tapes or Digital Recordings
5 years
5 years
Mag
34090 et seq.
Public Works
/ Sewer
SEW-002
Community Outreach / Notification

of Projects
2 years
2 years
Mag, Ppr
34090
Public Works
/ Sewer
SEW-003
Complaints
2 years
2 years
Mag, Ppr
34090
Public Works
/ Sewer
SEW-004
Confined Space Entries
3 years
3 years
Mag, Ppr
Public Works
/ Sewer
SEW-005
Correspondence - Regulatory
Agencies
Minimum 10
years
Minimum 10
years
Lead Dept.
SEW-006
Emergency Call Out Logs / Storm

Call Out Logs /
5 years
5 years
Mag, Ppr
Department preference (used

for FEMA / OES
reimbursements); GC 34090
Public Works
/ Sewer
SEW-007
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Mag, Ppr
34090
Public Works
/ Sewer
SEW-008
2 years
2 years
Mag, Ppr
Department Preference (2
years is required by AQMD);
GC 34090
Equipment History Files

(See Fleet for Vehicles)
Generator Operation Logs (for fixed
/ stationary generators) /
Inspections

LAKEPORT, CA.
Yes: While
Active
Mag, Ppr
Issues
Code of Federal Regulations

122.41(j)(2)
Department Preference; Some
correspondence from
Regulatory Agencies need to
be retained for long periods of
time; GC 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page SEW-2
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Public Works
/ Sewer
SEW-009
Lift Station - Inspections,

Maintenance, Repairs, Service
Requests, Alarm Recording, Logs,
Charts, Flow Monitoring, Voltage
Readings, Permits
Public Works
/ Sewer
SEW-010
Maintenance, Cleaning, Repairs,

Stoppage Calls, Spills, Line
Replacement
Lead Dept.
SEW-011

(O&M Manuals)
or Equipment
Public Works
/ Sewer
SEW-012
Sanitary Spills and Overflows

(SSOs)
5 years
5 years
Public Works
/ Sewer &
Water
SEW-013
SCADA Database / Historian
Indefinite
Indefinite
SEW-014
Sewer System Management Plans

(SSMP) and Audits
Public Works
/ Sewer
Lead Dept.
SEW-015
Minimum 2
years
Minimum 2
years
Mag, Ppr
Department Preference WC
13263.2(b) et seq.; 40 CFR
122.41(j)(2)GC 34090
Minimum 3
years
Minimum 3
years
Mag, Ppr
Department Policy; WC
13263.2(b) et seq.; 40 CFR
122.41(j)(2)GC 34090
Life of
Facility or
Equipment
Mag, Ppr
34090 et. seq.
Mag,
Mfr, OD,
Ppr
3 years

LAKEPORT, CA.
3 years
Yes
S/I

Mag
Mag,
Mfr, OD,
Ppr
Mag, Ppr
Yes: After If treating water, required for 5

QC & OD years; 40 CFR 122.41(j)(2)
S/I
Department Preference; plans

Yes: After must be updated every 5
QC & OD years, audits are required
every 2 years; GC 34090
4216.2(d) & 4216.3(d),
34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page SEW-3
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Division
Providing
Service /
Work
Division
Providing
Service /
Work
Division
Providing
Service /
Work
SEW-016
SEW-017

Database
34090
Indefinite
Indefinite
Mag
When No
Longer
Required
When No
Longer
Required
Mag Ppr

34090
5 years
5 years
Mag Ppr

seq., 340 et seq., 342, GC
945.6, GC 34090
(Paper drafts)
SEW-018

CMMS Database)

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
RECORDS RETENTION SCHEDULE: PUBLIC WORKS / STREETS
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Page ST-1
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Lead Dept.
ST-001

/ CHP Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections /
Daily Equipment Checks
Lead Dept.
ST-002
Street Sweeping Logs
Division
Providing
Service /
Work
ST-003

Division
Providing
Service /
Work
Division
Providing
Service /
Work
ST-004

Database
2 years
2 years
Ppr
GC 34090; 3 CCR 1234(3)
NPDES Monitoring records
required for 3 years; 40 CFR
122.21, 122.41; CCP 337
et seq.
3 years
3 years
Mag, Ppr
Indefinite
Indefinite
Mag
When No
Longer
Required
When No
Longer
Required
Mag Ppr

34090
5 years
5 years
Mag Ppr

seq., 340 et seq., 342, GC
945.6, GC 34090
34090
(Paper drafts)
ST-005

CMMS Database)

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page WTR-1
RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WATER
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Public Works
/ Water
WTR-001
Backflow Test Results / Backflow

Assembly Test Reports
5 years
5 years
Mag, Ppr
Lead Depart.
WTR-002
Confined Space Entries
3 years
3 years
Mag, Ppr
Public Works
/ Water
WTR-003
Conservation Programs / Rebate

Programs / Check Requests
5 years
5 years
Mag, Ppr
WTR-004
Customer Concerns / Customer

Complaints: Odor / Taste / Visual
Complaints (Correspondence)
Public Works
/ Water
Environmental Agencies /
Regulatory Agencies
5 years
5 years
Mag, Ppr
Minimum 10
years
Minimum 10
years
Mag, Ppr
34090
Minimum 10
years
Minimum 10
years
Mag, Ppr
34090
WTR-005
Public Works
/ Water
WTR-006
Fire Hydrant Flow Tests

(Development or Maintenance) Paper
Public Works
/ Water
WTR-007
Lab Reports & Chains of Custody:

Bacteriological and Organics
5 years
5 years
Public Works
/ Water
WTR-008

Chemical (Includes Chlorine
Residuals)
10 years
10 years

LAKEPORT, CA.
Code of Federal Regulations

122.41(j)(2)
auditing standards); GC
34090
5 years is required in State and
Federal law for any complaints;
40 CFR 122.41(j)(2) & 40 CFR
141.33(b); 22 CCR 64453(a)
Public Works
/ Water
(EPA, DHS, etc.)
Department preference; 17
CCR 7605(f); GC 34090
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
Yes After QC
& OD
Yes After QC
& OD
40 CFR 141.33(a)
State law requires 10 years,
Federal 10 years; 40 CFR
141.33(a)
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page WTR-2
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Public Works
/ Water
WTR-009

Lead & Copper
18 years
18 years
Mag,
Mfr, OD,
Ppr
Public Works
/ Water
WTR-010
Log Book (Pump Houses)
7 years
7 years
Mag Ppr
34090
Lead Dept.
WTR-011
Operations & Maintenance Manuals

/ O & M Manuals
Disposal of
Equipment
Disposal of
Equipment
Mag, Ppr
34090
Lead Dept.
WTR-012

/ Vehicle Safety Checks / Daily
Vehicle Inspections / Daily
Equipment Checks
2 years
2 years
Ppr
GC 34090
Public Works
/ Water
WTR-013
SCADA Database (Water)

(Supervisory Control and Data
Acquisition)
Indefinite
Indefinite
Mag
Data is interrelated; system

qualifies as a "trusted system";
GC 34090, 12168.7
Public Works
/ Water
WTR-014
Surveys of Water System
10 years
10 years
Mag, Ppr
40 CFR 141.33(c)
Lead Dept.
WTR-015
5 years
5 years
Mag, Ppr
Department Preference (the

warrantee period for work done
is 5 years); GC 34090
Public Works
/ Water
WTR-016
Urban Water Management Plans

(UWMP)

LAKEPORT, CA.
Yes
Yes
Mag,
Mfr, OD,
Ppr
S/I
Yes Required for 12 years or 2

After QC compliance cycles; 40 CFR
& OD
141.91
Yes: After Department Preference

10 years (copies) GC 34090.7
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page WTR-3
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Public Works
/ Water
WTR-017
Videos - Water Wells, Repairs,

Reservoirs, Tanks, etc.
Mag
When
Superseded
Minimum 2
years
When
Superseded Minimum 2
years
Mag, Ppr
Confidential; GC 34090
5 years
5 years
Mag, Ppr
(copies) GC 34090.7
5 years
Mag, Ppr

California Department of
Health requirements (3 years);
GC 34090
Mag,
Mfr, OD,
Ppr
S/I
Yes Department preference; State

After QC law requires 12 years, federal
& OD
10 years; 40 CFR 141.33(a)
Mag,
Mfr, OD,
Ppr

Yes: After
seq., 340 et seq., 342, GC
QC & OD
945.6, GC 34090
Mag,
Mfr, OD,
Ppr
Public Works
/ Water
WTR-018
Vulnerability Assessment
Public Works
/ Water
WTR-019
Water Forecasts / Urban Water

Management Forecast / Future
Developments, etc.
Public Works
/ Water
WTR-020
Water Production Reads / Reports

(to State DPH & DWR)
5 years
Public Works
/ Water
WTR-021
Water Quality Reports / Consumer

Confidence Reports
12 years
Public Works
/ Water
WTR-022
Water Resources Planning

Historical Reports / Water
Assessments
Water Supply Agreements
Copies When No
Longer
Required
Copies When No
Longer
Required
City Clerk
WTR-023

LAKEPORT, CA.
34090
Yes
No
GC 34090.7
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page WTR-4
Retention No.
Records Description
Active
(in office)
(OFR)
Inactive
(Records
Center)
Total
Retention
Vital?
Destroy
Image:
Paper
Media I=Import
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Public Works
/ Water
WTR-024
Water Transactions - Annual

Summary
Public Works
/ Water
WTR-025
Well Records (includes Destroyed

or Abandoned Wells)
Division
Providing
Service /
Work
WTR-026

Division
Providing
Service /
Work
Division
Providing
Service /
Work
WTR-027

Database
34090
5 years
5 years
Mag, Ppr
Mag,
Mfr, OD,
Ppr
Indefinite
Indefinite
Mag
When No
Longer
Required
When No
Longer
Required
Mag Ppr

34090
5 years
5 years
Mag Ppr

seq., 340 et seq., 342, GC
945.6, GC 34090

QC & OD 34090
34090
(Paper drafts)
WTR-028

CMMS Database)

LAKEPORT, CA.
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
Retention No.
Records Description
Page CW-1
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Accident, Incident, Injury
Copies Copies AS / Human
When No
When No
Mag,
Copies retained for reference;
reports: EMPLOYEES, with
CW-001
Resources
Longer
Longer
Ppr
GC 34090.7
associated MSDS, if a
Required
Required
chemical was involved
Copies Copies Accident, Incident, Injury
AS / Human
Mag,
Copies retained for reference;
When No
When No
CW-002
Resources
Ppr
GC 34090.7
Longer
Longer
reports: PUBLIC
Required
Required
Accounts Payable, Invoices,
Petty Cash, Warrant Requests,
Copies Copies All originals go to Finance
etc.
When No
When No
Yes: Before Mag,
Finance
CW-003
(these are copies); GC
Longer
Longer
Payment
Ppr
34090.7
ALL backup is forwarded to
Required
Required
Finance
Inactive
(Records
Center)
Lead Dept.
AS / City Clerk
CW-004
Affidavits of Publications /
Public Hearing Notices / Legal
Advertising / Affidavits of
Posting
2 years
2 years
Mag,
Mfr, OD,
Ppr
CW-005
Agenda Packets / Staff

Reports: City Council /
Redevelopment / Successor
Agency / Oversight Board
Copies When No
Longer
Required
Copies When No
Longer
Required
Mag,
Mfr, OD,
Ppr

LAKEPORT, CA

action; Statute of Limitations
on Municipal Government
actions is 3 - 6 months; CCP
337 et seq, 349.4; GC
34090, 54960.1(c)(1)
Yes: After
GC 34090.7
QC &OD
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Page CW-2
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Agreements & Contracts ALL

AS / City Clerk
CW-006
(Specifications / Scope of
Work, Notices of Completion,
etc.)
Copies When No
Longer
Required
Copies When No
Longer
Required
Mag,
Mfr, OD,
Ppr
All agreements that are

Yes: Upon
approved by the City Council
Completio
are sent to the City Clerk; GC
n
34090.7
S/I
Covers E&O Statute of

Limitations (insurance
certificates are filed with
agreement); Published Audit
Standards=4-7 years; Statute
Yes: Upon
of Limitations: Contracts &
Completio
Spec's=4 years, Wrongful
n
Death=comp. + 5 years,
Developers=comp. + 10 years;
termination + 5 years; CCP
337 et. seq., GC 34090
Agreements & Contracts:

ADMINISTRATIVE FILES
Lead Dept.
CW-007
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Insurance Certificates,
Invoices, Logs, RFP, etc.)
Completion
10 years

LAKEPORT, CA
Mag,
Completion + Yes: Before
Mfr, OD,
10 years
Completion
Ppr
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Page CW-3
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)

ADMINISTRATIVE FILES
(with Grant Funding)
Lead Dept.
CW-008
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Insurance Certificates,
Invoices, Logs, RFP, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer

LAKEPORT, CA
Completion +
10 years or
Mag,
After Funding
Yes: Before
Mfr, OD,
Agency Audit,
Completion
Ppr
if required,
whichever is
longer
S/I
Some grant funding agencies

require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Yes: Upon years, Developers=comp. + 10
Completio years; Statewide guidelines
n
CCP 337 et. seq., 21 CFR
1403.36 & 1403.42(b); 24 CFR
85.42, 91.105(h), 92.505, &
570.502(b), 28 CFR 66.42; 29
CFR 97.42; 40 CFR 31.42; 44
CFR 13.42; 45 CFR 92.42;
OMB Circular A-133GC
34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Page CW-4
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Lead Dept.
Finance
Staffing Dept.
Staffing Dept.
CW-009

UNSUCCESSFUL BIDS,
UNSUCCESSFUL
PROPOSALS or RESPONSES
to RFPs (Request for
Proposals) and/or RFQs
(Request for Qualifications)
that don't result in a contract
2 years
2 years
Mag,
Ppr
The RFP / RFQ and the

successful proposal becomes
part of the agreement or
contract (City Clerk is OFR);
GC 34090
CW-010
Audits / Audit Reports / CAFR Comprehensive Annual

Financial Reports
Copies When No
Longer
Required
Copies When No
Longer
Required
Mag,
Ppr
Copies; GC 34090.7
CW-011
Bids: See Agreements &

Contracts
CW-012
Boards and Committees:

AUDIO RECORDINGS of
Meetings / Audio Tapes
When No
Longer
Required Minimum 2
years
When No
Longer
Required Minimum 2
years
Tape
(Mag)
City preference; State law only

requires for 30 days; GC
54953.5(b)
2 years
2 years
Mag,
Ppr
All recommendations are

presented to the City Council;
GC 34090 et seq.
CW-013
Boards, Commissions, &

Committees: City Council
Subcommittees
(Composed solely of less than
a quorum of the City Council)

LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page CW-5
Retention No.
Records Description
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
CW-014
Staffing Dept.
Staffing Dept.
CW-015
(e.g. County Board of

Supervisors)
Committees: Residents
Advisory Bodies Formed by
CITY COUNCIL
CW-016
AGENDAS, AGENDA
PACKETS.
Committees: Residents
Advisory Bodies Formed by
CITY COUNCIL
CW-017
Finance

Committees: External
Organizations
CW-018
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Non-records
When No
Longer
Required Minimum 2
years
When No
Longer
Required Minimum 2
years
Mag,
Ppr

action; GC 34090,
54960.1(c)(1)
Mag,
Mfr, OD,
Ppr
Notes taken to facilitate the

writing of the minutes can be
destroyed after minutes have
been adopted; GC 34090 et
seq.
Copies When No
Longer
Required
Copies When No
Longer
Required
Mag,
Yes: Current
Mfr, OD,
Fiscal Year
Ppr
S/I
MINUTES, RESOLUTIONS &

BYLAWS
Brochures: See Reference
Manuals
Budgets - Finals

LAKEPORT, CA
Yes
No
Final must be filed with County

Yes: After
Auditor; GC 34090.7, 40802,
5 years
53901
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Page CW-6
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Lead Dept. &

Finance
CW-019
Cash Receipts Detail / Backup

/ Accounts Receivable Detail /
Refund Detail
Lead Dept.
CW-020
City Attorney Opinions
AS / City Clerk
AND Finance /
Risk Manage.
CW-021
Claims
Lead Dept.
Lead
(Responding)
Dept.
CW-022
CW-023
Committees Internal Attended by employees: All

Records
(e.g. Records Management
Committee, In-House Task
Forces, etc.)
Complaints / Concerns from

Citizens Computer Tracking
Software or Correspondence
2 years
2 years
When No
Longer
Required Minimum 2
years
Copies When No
Longer
Required
(Upon
Settlement)
When No
Longer
Required Minimum 2
years
Copies When No
Longer
Required
(Upon
Settlement)
2 years
2 years
When No
Longer
Required Minimum 2
years
When No
Longer
Required Minimum 2
years

LAKEPORT, CA
Mag,
Ppr
City preference (not all detail is

sent to Finance); GC 34090
Mag,
Mfr, OD,
Ppr
Mag,
Yes: Before
Mfr, OD,
Settlement
Ppr
S/I
Yes
34090
Yes: After
GC 34090.7, 34090.6
Settlement
Mag,
Ppr
GC 34090
Mag,
Ppr
City preference; Statute of

Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; CCP 338 et seq.,
340 et seq., 342, GC 945.6,
GC 34090
Adopted:
Ver. 1.0
Office of
Record
Retention No.
EXHIBIT A
Records Description
Page CW-7
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
CW-024
Contracts: See Agreements
Copies Copies Copies or duplicates of any
When No
When No
CW-025
Mag Ppr
GC 34090.7
record
Longer
Longer
Required
Required
Dept. that
Correspondence - ROUTINE
Authors
Document
Mag,
(e.g. Administrative, Chronological,
CW-026
2 years
2 years
GC 34090
or
General Files, Letters,
Ppr
Receives the
Memorandums, Reading File,
City's Original
Working Files, etc.)
Document
Inactive
(Records
Center)

LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Page CW-8
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
AS / City Clerk
Correspondence TRANSITORY /
PRELIMINARY DRAFTS,
Interagency and Intraagency
Memoranda not retained in the
ordinary course of business
CW-027
CW-028
(e.g. calendars, checklists, e-mail

or social media posting NOT made
or retained for the purpose of
preserving the informational
content for future reference,
invitations, instant messaging,
inventories, logs, mailing lists,
meeting room registrations, supply
inventories, telephone messages,
transmittal letters, thank yous,
requests from other cities,
undeliverable envelopes, visitors
logs, voice mails, webpages, etc.)
Deeds, Easements, Final

Orders of Condemnations (All)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Electronic and paper records

are filed and retained based
upon their content. E-mails,
electronic records, or social
media postings that ARE
made or retained for the
purpose of preserving the
informational content for
future reference are saved
outside the e-mail system by
printing them out and placing
them in a file folder, or saving
them electronically; If not
mentioned here, consult the
City Attorney to determine if a
record is considered transitory
/ preliminary drafts. GC
34090, GC 6252
Copies When No
Longer
Required
Copies When No
Longer
Required
Mag,
Ppr
Send all originals to the City

Clerk; GC 34090.7

LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Page CW-9
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Lead Dept.
CW-029
Drafts & Notes: Drafts that are

revised (retain final version)
Lead Dept.
CW-030
Facility Use Applications /

Facility Use Permits
Lead Dept.
CW-031
GIS Database / Data / Layers

(both City-wide and
Specialized)
Lead Dept.
CW-032
Grants (UNSUCCESSFUL
Applications, Correspondence)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes

are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine
if a record is considered a
draft. GC 34090, 6252,
6254(a)
2 years
2 years
Mag,
Ppr
GC 34090
Mag
The Lead Department should

print out historical documents
(or save source data) prior to
replacing the data, if they
require the data or output for
historical purposes;
(Preliminary documents); GC
34090 et seq.
Mag,
Ppr
GC 34090
When No
Longer
Required
When No
Longer
Required
2 years
2 years

LAKEPORT, CA
Yes
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Page CW-10
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Grants / CDBG / Reimbursable

Claims / FEMA Claims
(SUCCESSFUL Reports, other
records required to pass the
funding agency's audit, if
required)
Lead Dept.
CW-033
Applications (successful), grant

agreement, program rules,
regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
After Funding
Funding
Agency Audit,
Agency
if required Audit, if
Required - Minimum 5
Minimum 5
years
years
Mag,
Ppr
Meets auditing standards;

Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee;
statewide guidelines propose 4
years; 7 CFR 3016.42; 21 CFR
1403.36 & 1403.42(b); 24 CFR
85.42, 91.105(h), 92.505,
570.490, & 570.502(a&b), 28
CFR 66.42; 29 CFR 97.42; 40
CFR 31.42; 44 CFR 13.42; 45
CFR 92.42; OMB Circular A110 & A-133; GC 34090
Mag,
Ppr
Send all grievances to Human

Resources; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
12946, 34090
Excludes State Prop 1B (2006

Transportation Projects), which the
State requires for 35 years
Personnel / AS
/ Human
Resources
CW-034
Grievances and Informal

Complaints (Employees)
Copies When No
Longer
Required

LAKEPORT, CA
Copies When No
Longer
Required
Yes: Before
Disposition
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Page CW-11
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Lead Dept.
CW-035
Insurance Certificates Miscellaneous (from outside

companies, that cannot be
matched with a contract or
agreement)
City Attorney
CW-036
Lawsuits, Litigation, Pending

Litigation
Lead Dept.
CW-037
Leave Slips
11 years
11 years
Copies When No
Longer
Required
(Upon
Settlement)
Copies When No
Longer
Required
(Upon
Settlement)
5 years
5 years

LAKEPORT, CA
Yes:
Before
Completion
Mag,
Mfr,
OD,
Ppr
Mag,
Yes: Before
Mfr, OD,
Settlement
Ppr
Mag,
Ppr
Longest Statute of
Limitations is 10 years;
Conforms with Agreement
Yes - After Retention (usually filed with
QC & OD agreement); statewide
guidelines propose
permanent; CCP 337 et
seq.; GC 34090
S/I
Risk Management
Yes: After
administrates claim; GC
Settlement
34090.7, 34090.6
Originals are signed by the

employee, and not forwarded
to Finance; GC 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page CW-12
Retention No.
Records Description
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Lead Dept.
CW-038
Material Safety Data Sheet

(MSDS) / Safety Data Sheet
(SDS) Chemical Use Report
Form (or records of the
chemical / substance / agent,
where & when it was used)
While
Chemical In
Use
30 years
30 years
CW-039
Minutes - City Council
Copies When No
Longer
Required
AS / City Clerk
CW-040
Municipal Code (these are

copies)
Copies When No
Longer
Required
Copies When No
Longer
Required
Lead Dept.
CW-041
Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
AS / City Clerk

LAKEPORT, CA
Copies When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Yes: Current
Mfr, OD,
Original
Ppr
Ppr
Previous MSDS may be

obtained from a service; MSDS
may be destroyed as long as
a record of the chemical /
substance / agent, where &
when it was used is
Yes - After maintained for 30 years;
QC & OD Applies to qualified employers;
Claims can be made for 30
years for toxic substance
exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29
CFR 1910.1020(d)(1)(i), GC
34090
No
Originals maintained by City

Clerk Permanently; GC
34090.7
No
Return any whole unused

codes to the City Clerk;
Clerk Permanently; GC 34090
Non-records - may be obtained
from the newspaper company;
GC 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page CW-13
Retention No.
Records Description
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Staffing Dept.
CW-042
Notices: Public Hearing

Notices and Proofs of
Publications
2 years
2 years
Copies When No
Longer
Required
Copies When No
Longer
Required
5 years
5 years
Personnel Files
Send to
Human
Resources
Upon
Separation or
Transfer
Send to
Human
Resources
Upon
Separation or
Transfer
Before
Separation
After
Incorporation
into
Performance
Evaluation
After
Incorporation
into
Performance
Evaluation
Before
Annual
Evaluation
2 years
2 years
AS / City Clerk
CW-043
Ordinances - City Council
Lead Dept.
CW-044
Overtime Sheets / Overtime

Cards
AS / Human
Resources
CW-045
Lead Dept.
CW-046
Personnel Files (Supervisor's

Notes)
Lead Dept.
CW-047
Personnel Work Schedules

LAKEPORT, CA
Statute of Limitations on
is 3 - 6 months; CCP337 et
seq; GC 34090
Mag,
Ppr
Yes (all)
Mag,
Mfr, OD,
Ppr
No

Clerk Permanently; GC 34090
Mag,
Ppr

Mag,
Ppr
Ensure records kept in

Department files comply with
City policy (all originals are
sent to Human Resources);
GC 34090.7
Mag,
Ppr
Notes maintained in a separate

folder to be incorporated into
performance evaluation, or to
document progressive
discipline; GC 34090 et seq.
Mag,
Ppr
GC 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Page CW-14
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Prop. 218 Fees & Charges:
Lead Dept.
CW-048
2 years
2 years
Ppr
GC 53753(e)(2)
Ballots and/or protest letters,
Mailing List
Inactive
(Records
Center)
Lead Dept.
CW-049
Prop. 218 Fees & Charges:

Undeliverable Mail
Lead Dept.
CW-050
Lead Dept.
(Who Ordered
the Appraisal)
CW-051
Lead Dept.
(Who Ordered
the Appraisal)
AS / City Clerk
3 months
Ppr
Public Relations / Press

Releases
2 years
2 years
Mag,
Ppr
GC 34090
Real Estate Appraisal Reports:

Property NOT purchased,
Loans not funded, etc.
2 years
2 years
Mag,
Ppr
Not accessible to the public;

Statewide Guidelines show 2
years; GC 34090, 6254(h)
CW-052
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
CW-053
Records Destruction Lists /

Certificate of Records
Destruction
2 years
When No
Longer
Required Minimum 3
years
Copies When No
Longer
Required

LAKEPORT, CA
Transitory records not retained

business; GC 34090
3 months
When No
Longer
Required Minimum 5
years
Copies When No
Longer
Required
Mag,
Yes: Before
Mfr, OD,
Purchase
Ppr
Mag,
Ppr
Not accessible to the public

until purchase has been
completed; meets grant
Yes: After
auditing requirements; 24 CFR
Inactive
85.42 & 91.105(h), &
570.502(b); 29 CFR 97.42, GC
34090
GC 34090.7
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Page CW-15
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Lead Dept.
Lead Dept.
Lead Dept.
CW-054
Reference Materials: Policies,

Procedures, Brochures, Flyers,
Manuals, etc: Produced by
OUTSIDE ORGANIZATIONS
(League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Non-Records
CW-055

YOUR Department
When No
Longer
Required Minimum 2
years
When No
Longer
Required Minimum 2
years
Mag,
Ppr

superseded + 2 or 5 years; GC
34090
CW-056

OTHER Departments
When
Superseded
When
Superseded
Mag,
Ppr
Copies; GC 34090.7
CW-057
Reference or Working Files:

See Correspondence
CW-058
Reports and Studies

(Historically significant - e.g.,
Zoning Studies)
Mag,
Mfr, OD,
Ppr
10 years

LAKEPORT, CA
S/I
Administratively and
Yes: After Historically significant,
10 years therefore retained
permanently; GC 34090
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page CW-16
Retention No.
Records Description
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Lead Dept.
CW-059
Reports and Studies (other

than Historically significant
reports - e.g. Annual Reports)
AS / City Clerk
CW-060
Resolutions - City Council
Lead Dept.
CW-061
Special Projects / Subject Files

/ Issue Files
CW-062
Subject / Reference Files:

Subjects other than Specifically
Mentioned in Retention
Schedules
Lead Dept.
10 years
10 years
Copies When No
Longer
Required
When No
Longer
Required Minimum 2
years
When No
Longer
Required Minimum 2
years
Copies When No
Longer
Required
When No
Longer
Required Minimum 2
years
When No
Longer
Required Minimum 2
years
2 years
2 years
Information is outdated after 10

years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC 34090
Mag,
Ppr
Yes (all)
Mag,
Mfr, OD,
Ppr
No

Clerk Permanently; GC
34090.7
Mag,
Ppr
34090 et seq.
Mag,
Ppr
34090 et seq.
Mag,
Ppr
GC 34090
Surveys / Questionnaires (that

the City issues).
Lead Dept.
CW-063
If a summary of the data is

compiled, the survey forms are
considered a draft or transitory
record, and can be destroyed
as drafts (When No Longer
Required)

LAKEPORT, CA
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Page CW-17
Retention No.
Records Description
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Lead Dept.
CW-064
Tapes / DVD Recordings: See

Boards & Commissions
CW-065
Time Sheets / Time Cards /

Overtime Sheets / Overtime
Cards / Leave Slips
5 years
5 years
Training - ALL COURSE

RECORDS
Lead Dept.
CW-066
(Attendance Rosters, Outlines

and Materials; includes Ethics
& Safety training & Tailgates)
2 years
5 years

LAKEPORT, CA
7 years

Mag,
Ppr
Mag,
Mfr, OD,
Ppr
Department preference; Ethics

Training is 5 years; Statewide
guidelines propose 7 years;
Calif. Labor Division is required
Yes: When to keep their OSHA records 7
Inactive years; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 2 -3 years for
personnel actions; 8 CCR
3203 et seq., 29 CFR
1627.3(b)(ii), LC 6429(c); GC
12946, 34090, 53235.2(b)
Adopted:
EXHIBIT A
Ver. 1.0
Office of
Record
Retention No.
Records Description
Page CW-18
Destroy
Image:
Paper
Active
Total
Media I=Import
after
(OFR)
Vital?
(in office)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Inactive
(Records
Center)
Lead Dept.
Lead Dept.
CW-067
CW-068
Volunteer / Unpaid Intern

Applications & Agreements Successful
Volunteer / Unpaid Intern

Applications & Agreements Unsuccessful or Pending
Applicants
Inactive /
Separation + 3
years
3 years

LAKEPORT, CA
Inactive /
Separation +
3 years
3 years
Ppr
Department preference (Courts

treat volunteers as
employees);
demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC
12946, 34090
Ppr
Department preference (Courts

treat volunteers as
employees);
demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC
12946, 34090
Adopted:
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Resolution Opposing AB 113
SUBMITTED BY:
MEETING DATE:
08/18/2015
Margaret Silveira, City Manager
PURPOSE OF REPORT:
Information only
Discussion
Action Item

The City Council is being asked to adopt a resolution opposing AB 113.
AB 113, a budget trailer bill introduced on June 18, 2015 and amended July 9, 2015, reverses and revises key
provisions of the redevelopment dissolution laws offered to local agencies as incentives for resolving issues with
the Department of Finance and obtaining a finding of completion. These were promises that were made to
cities in AB 1484 of 2012. Agencies that did so would be rewarded with the ability to have previous city-RDA
loans repaid at interest rates benchmarked against a conservative fund managed by the State Treasurer. Now
that 85% of the successor agencies in the State have made the concessions to the Department of Finance
necessary to obtain these findings, AB 113 seeks to change the rules.
The two provisions of AB 113 causing the most concern are:
1. Reversing the Watsonville Court of Appeal decision that upheld the very common (and lawful)
practice in which a city and its redevelopment agency agreed that the city would pay for public
improvements or services needed to implement the redevelopment project and be repaid by the
redevelopment agency with tax increment funds.
2. Reversing the Glendale Court of Appeal decision that upheld the methodology described in AB
1484 for calculating accrued interest on loans between the redevelopment agency and the city
that were reinstated after receiving a finding of completion.
Reversal of these two Court decisions will cost successor agencies substantially more money than
will be saved by any purported beneficial provisions included in AB 113.
In addition, the Department of Finance, through AB 113, seeks to insulate itself from legal
challenge to the decisions it makes about how to implement the law by (1) exempting itself from
the Administrative Procedures Act; and (2) denying successor agencies funding for legal
representation to challenge the Department of Finance in court.
Since the introduction of AB 113, the Department of Finance has made a series of misleading and
incomplete statements to cities and the Legislature on the impacts of AB 113. Most recently on
Page 1
Agenda Item #IV.J.
August 3, 2015, the Department of Finance sent an email to numerous Successor Agencies
describing the purported administrative benefits afforded to Successor Agencies in Assembly
Bill 113. The Department of Finance is mainly referring to:
1. The change from a bi-annual to an annual filing of the Recognized Obligation Payment Schedule
(ROPS); and
2. The opportunity to participate in the Last and Final ROPS process.
As the Department of Finance notes in its August 3 email, these proposals will purportedly reduce
the administrative workload of our staff.
The potential, but difficult to quantify, benefits of reducing the administrative workload of
complying with the Dissolution Law, are far out-weighed by the serious negative fiscal impact of
other provisions of Assembly Bill 113, which the Department of Finance fails to mention in its
email.
With respect to the impacts of AB 113 on the City of Lakeport, staff has identified the following
specific concerns:
AB 113 will negatively affect approximately 100 California cities, which provide invaluable public
services to California communities, including fire protection, law enforcement, community parks
and recreation programs, safe drinking water delivery and wastewater collection, and many
others. These services are what make California a beautiful, safe, and enjoyable place to live, raise
a family, and enjoy retirement.
OPTIONS:
Adopt Resolution No. _____ opposing AB 113 and direct staff to forward the resolution to the Citys state
legislators and to the League of California Cities.
Do not adopt the proposed resolution opposing AB 113
FISCAL IMPACT:
None
Budgeted Item?

Affected fund(s):
Yes
General Fund
No
Yes
No
Water OM Fund
Sewer OM Fund
Other:
Comments:
SUGGESTED MOTIONS:
Move to adopt the proposed resolution opposing AB 113 and direct staff to forward the resolution to the Citys
state legislators and to the League of California Cities
Attachments:
1.
2.
3.
4.
Proposed Resolution
Letter of Opposition to AB 113
Roster of Cities Opposed to AB 113
Potential Losses to Cities
Page 2
Agenda Item #IV.J.
RESOLUTION NO. XXXX(2015)

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT OPPOSING AB 113
WHEREAS, in 2011 the Legislature enacted AB 1X 26 which dissolved redevelopment agencies
formed under the Community Redevelopment Law; and
WHEREAS, in 2012 the Legislature amended AB 1X 26 by enacting AB 1484 which required
redevelopment agencies to make three payments for the benefit of taxing entities; and
WHEREAS, AB 1484 included certain statutory provisions that were intended to provide
incentives for the prompt and accurate submittal of these three payments by the successor agencies to
the former redevelopment agencies; and
WHEREAS, one of these incentives allowed a successor agencys oversight board to approve the
reinstatement of loan agreements, including the payment of accrued interest, between the city or
county and the former redevelopment agency which had previously had been made unlawful by the
terms of AB 1X 26; and
WHEREAS, subsequent to the enactment of AB 1484, approximately 85% of successor agencies
made the three payments required by AB 1484 and received Findings of Completion; and
WHEREAS, the oversight boards of many of these successor agencies approved the
reinstatement of loan agreements at the interest rate provided for in AB 1484 only to have those
actions disapproved by the Department of Finance; and
WHEREAS, the courts of appeal have rejected the Department of Finances interpretation of
the phrase loan agreement and method of calculating the interest rate (Watsonville and Glendale);
and
WHEREAS, the Department of Finance, in AB 113, is attempting to reverse and revise these key
provisions of the dissolution laws offered to local agencies as incentives for making the required
payments and resolving other issues with the Department of Finance; and
WHEREAS, in addition to undoing the promises made to local agencies in AB 1484, AB 113
contains several provisions that would tip the balance on matters of interpretation of dissolution laws
even further by exempting the Department of Finance from the Administrative Procedures Act and
eliminating language in the law that was previously agreed to by the Department of Finance and the
Legislature in 2012 that enabled successor agencies to fund legal representation in the only due
process forum where Department of Finance staff decisions could be reviewed-- Sacramento County
Superior Court.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lakeport as follows:
1. As locally elected legislators, we are committed to abiding by the promises we make. We
urge the State Legislature to do the same by defeating AB 113 which breaks the promises the
Legislature made to local agencies in the enactment of AB 1484.
-1-
2. One of the purposes of our court system is to adjudicate the meaning and application of statutory
enactments. We urge the State Legislature to accept the decisions of the courts of appeal in the
Watsonville (definition of loan agreement) and Glendale (methodology for calculating interest rate)
and defeat AB 113, which seeks to reverse both of these court decisions.
3. We further urge the State Legislature to defeat AB 113 because it unfairly denies access to the court
system for successor agencies by disallowing funding for legal representation.
4. AB 113 will negatively affect approximately 100 California cities, which provide invaluable public
services to California communities, including fire protection, law enforcement, community parks and
recreation programs, safe drinking water delivery and wastewater collection, and many others. These
services are what make California a beautiful, safe, and enjoyable place to live, raise a family, and enjoy
retirement.
5. The provisions of AB 113 that are described as streamlining do not offset the negative impact of
the provisions discussed in this resolution.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
________________________________
-2-
CITY OF LAKEPORT
Over 100 years of community
pride, progress and service
8/13/2015
The Honorable Mark Leno
Chair, Senate Budget and Fiscal Review Committee
State Capitol Building, Room 5100
Sacramento, CA 95814
RE:
AB 113 Redevelopment Dissolution - Notice of Opposition
Dear Senator Leno:

On behalf of the City of Lakeport, I regret to notify you of our opposition to AB 113 which contains the
Governors Budget Proposal Affecting Redevelopment Dissolution.
This proposal reverses and constricts previous incentives and due process offered to cities. These
include efforts to narrow the definition of loans to be repaid and reduce interest rates. Other
provisions further insulate DOF decisions from review via an exemption from the Administrative
Procedures Act and limiting local agencies ability to pay for attorneys in Court. Besides moving the goal
posts and changing the rules, these provisions cause the greatest harm to the interests of affected
agencies.
AB 113 will negatively affect approximately 100 California cities, which provide invaluable public services
to California communities, including fire protection, law enforcement, community parks and recreation
programs, safe drinking water delivery and wastewater collection, and many others. These services are
what make California a beautiful, safe, and enjoyable place to live, raise a family, and enjoy retirement.
The Department of Finance had a full hand in drafting the laws the Courts are interpreting. Now they
want to turn back the clock. If local governments are expected to comply with and respect these laws,
then the state should as well and not seek to insert new retroactive provisions that would cause further
fiscal harm to cities, which have already been harmed enough though the loss of redevelopment.
The City of Lakeport respectfully urges your opposition to this proposal unless the harmful provisions
are removed.
Sincerely,
Martin Scheel
Mayor
City of Lakeport
225 PARK STREET LAKEPORT, CALIFORNIA 95453 TELEPHONE (707) 263-5615 FAX (707) 263-8584
cc:
Sara Rounds, Public Affairs Program Manager, League of California Cities, srounds@cacities.org
Assembly Member Bill Dodd
FAX: (916) 319-2104
Senator Mark McGuire
FAX: (916) 651-4902
Mark Ibele, Staff Director, Senate Budget and Fiscal Review Committee
FAX: (916) 323-8386
Joseph Shinstock, Principal Consultant, Senate Republican Caucus
FAX: (916) 445-3105
Meg Desmond, League of California Cities, mdesmond@cacities.org
FAX: (916) 658-8240
225 PARK STREET LAKEPORT, CALIFORNIA 95453 TELEPHONE (707) 263-5615 FAX
(707) 263-8584
1400 K Street, Suite 400 Sacramento, California 95814

Phone: 916.658.8200 Fax: 916.658.8240
www.cacities.org
DATE:
July 22, 2015
TO:
Members, Senate Budget and Fiscal Review Committee
FROM:
Dan Carrigg, League Legislative Director, (916) 658-8222
RE:
City Letters Received in Opposition to DOF Budget Proposal Affecting Redevelopment Dissolution as of July 22,
2015
_____________________________________________________________________________
Legislators have been seeking an updated list of opposition to AB 113. Since January, many cities have submitted letters to the
Legislature in opposition to the Department of Finances (DOF) proposal affecting redevelopment dissolution. In its earliest forms this
proposal was referenced by various RN numbers from Legislative Counsel, then on June 18th first appeared in print in AB 113. Over
the last several weeks, the League has reached out to cities that had previously sent letters to confirm their position on AB 113 in its
current form. We have checked with each city below on their position. While several cities have withdrawn opposition, as of July 22nd,
the cities listed below report to us that they remain opposed unless the harmful provisions of AB 113 are removed. We have also
encouraged cities to update their letters accordingly.
In opposition:
Alhambra
Baldwin Park
Bell Garden
Big Bear Lake
Brentwood
Buellton
Buena Park
Capitola
Cerritos
Chino
Claremont
Corona
Coronado
Covina
Crescent City
Culver City
Cypress
Danville
Dinuba
Downey
Duarte
Dublin
Emeryville
Fountain Valley
Fresno
Fullerton
Garden Grove
Glendale
Glendora
Goleta
Grand Terrace
Greenfield
Gustine
Hercules
Highland
La Habra
La Mirada
La Palma
La Quinta
Lafayette
Lake Forest
Lakewood
Lancaster
Lawndale
Leagues Latino Caucus
Loma Linda
Los Alamitos
Los Ang. Co. Div.
Merced
Modesto
Montebello
Monterey
Monterey Park
Napa
Norco
Norwalk
Novato
Oroville
Oxnard
Paramount
Pasadena
Pico Rivera
Rancho Cucamonga
Rancho Palos
Verdes
Rialto
Ridgecrest
San Carlos
Thank you for your attention to this important matter.
cc: Members: Assembly Democratic Caucus RDA Working Group

Mark Ibele, Staff Director, Senate Budget and Fiscal Review Committee
Joseph Shinstock, Fiscal Consultant, Senate Republican Fiscal Office
Katie Kolitsos, Special Assistant to Speaker Atkins
Genevieve Morelos, Consultant, Assembly Budget Committee
William Weber, Principal Consultant, Assembly Republican Caucus
San Dimas
San Marcos
Santa Ana
Santa Clarita
Santa Cruz County
Santa Fe Springs
Santa Maria
Santa Monica
Santa Rosa
Scotts Valley
Seaside
Selma
Sonoma County
Mayors &
Councilmembers
Association
South El Monte
South San Francisco
Suisun City
Sunnyvale
Taft
Tuolumne County COC GRC
Union City
Upland
Vacaville
Ventura
Vernon
Vista
West Covina
Whittier
Winters
Yorba Linda
Yucaipa
Potential Losses Due to AB113 by Local Agency

Agency Name
1. Town of Apple Valley
2. City of Barstow
3. City of Bellflower
4. City of Big Bear Lake
5. City of Brisbane
6. City of Capitola
7. City of Chino
8. City of Chula Vista
9. City of Cloverdale
10. City of Colton
11. City of Crescent City
12. City of Dinuba
13. City of Downey
14. City of Escondido
15. City of Fontana*
16. City of Fountain Valley
17. City of Fresno
18. City of Glendale
19. City of Gustine
20. City of Hayward
21. City of Hercules
22. City of Huntington Beach*
23. City of La Puente*
24. City of Lawndale
25. City of Lemon Grove*
26. City of Long Beach*
27. City of Modesto
28. City of Montebello
29. City of Needles
30. City of Newark
31. City of Ontario
32. City of Oroville
Potential Loss
$ 3,281,514
$ 1,800,000
$ 12,300,000
$ 4,795,436
$ 3,589,104
$
618,000
$ 15,400,000
$ 10,500,000
$
826,600
$ 3,627,033
$ 1,203,719
$ 12,500,000
$
192,500
$ 9,832,652
$ 6,100,000
$ 15,825,623
$ 83,000,000
$ 38,000,000
$
285,451
$ 12,000,000
$ 12,637,422
$ 66,000,000
$ 12,500,000
$
830,000
$ 4,200,000
$ 100,000,000
$
$ 4,000,000
$ 1,104,648
$
385,000
$ 70,000,000
$ 5,242,518
33.City of Pasadena
34. City of Port Hueneme
35. City of Poway
36. City of Rancho Palos Verdes
37. City of Rialto
38. City of Ridgecrest
39. City of Riverside
40. City of San Bruno
41. City of San Diego*
42. City of San Dimas*
43. City of Santa Rosa*
44. City of Seaside
45. City of South El Monte
46. City of Suisun City
47. City of Sunnyvale
48. City of Torrance
49. City of Tustin
50. City of Ventura
51. City of West Covina
52. City of Winters
53. City of Yorba Linda*
Total Potential Loss from Reporting Cities
$ 25,600,000
$ 9,099,754
$ 14,800,000
$ 12,088,604
$ 5,000,000
$ 3,185,616
$ 18,801,393
$ 1,770,000
$ 200,000,000
$ 14,630,304
$ 6,331,000
$ 2,833,000
$ 2,000,000
$ 1,750,000
$ 37,000,000
$ 1,600,000
$ 42,328,170
$ 7,300,000
$ 28,885,022
$ 2,575,510
$ 6,000,000
$ 956,155,593
Potential losses from reimbursement agreements represent self-reported

principal amounts unless otherwise noted.
*Indicates data provided by a third party.
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Support for the League of California Cities Fix Our Roads
Campaign
MEETING DATE:
8/18/2015
SUBMITTED BY: Margaret Silveira, City Manager

PURPOSE OF REPORT:
Information only
Discussion
Action Item

City Council is being asked to support the League of California Cities Fix our Roads Campaign and approve
a resolution urging the State to provide new sustainable funding for state and local transportation
infrastructure.
Our state lacks funding to address these critical deficiencies. Local streets and roads face an estimated
shortfall of $78 billion in deferred maintenance.
Governor Edmund G. Brown, Jr. has called an Extraordinary Session to address the immense underfunding
of Californias transportation infrastructure. In response to the Governors Proclamation calling an
Extraordinary Session on Transportation and Infrastructure, the Leagues Board of Directors formally
adopted a resolution urging Governor Brown and the legislature to provide new sustainable funding for
state and local transportation infrastructure. The League and many cities have been actively lobbying this
year for a significant investment in transportation infrastructure.
A broad coalition of cities, counties, labor, business, public safety and transportation advocates has formed
to meet the Governors call to address Californias chronic transportation infrastructure funding shortfall.
During the 2015 special session on transportation, this coalition supports the following priorities:
1.
2.
3.
4.
5.
6.
7.
Make a significant investment in transportation infrastructure.

Focus on maintaining and rehabilitating the current system.
Invest a portion of diesel tax and/or cap & trade revenue to high-priority goods movement projects.
Raise revenues across a broad range of potions
Equal split between state and local projects
Strong accountability requirements to protect the taxpayers investment.
Provide consistent annual funding levels.
The priorities are detailed in the attached fact sheet titled, Problem: California lacks adequate funding to fix
crumbling roads, highways, bridges and transportation infrastructure.
OPTIONS:
Adopt the proposed resolution.
Decline to adopt the proposed resolution
Page 1
Agenda Item #IV.K.
FISCAL IMPACT:
None
Account Number:
Comments:
SUGGESTED MOTIONS:
Move to adopt the proposed resolution urging the State to provide new sustainable funding for State and
Local transportation infrastructure
Attachments:
1. Resolution
2. Fix Our Roads Fact Sheet
Page 2
Agenda Item #IV.K.
RESOLUTION NO.______ (2015)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
LAKEPORT, CALIFORNIA, URGING THE STATE TO PROVIDE NEW SUSTAINABLE
FUNDING FOR STATE AND LOCAL TRANSPORTATION INFRASTRUCTURE
WHEREAS, Governor Edmund G. Brown, Jr. has called an extraordinary session to
address the immense underfunding of Californias transportation infrastructure; and
WHEREAS, cities and counties own and operate more than 81 percent of streets and
roads in California, and from the moment we open our front door to drive to work, bike to
school, or walk to the bus station, people are dependent upon a safe, reliable local
transportation network; and
WHEREAS, the City of Lakeport has participated in efforts with the California State
Association of Counties, League of California Cities, and Californias Regional Transportation
Planning Agencies to study unmet funding needs for local roads and bridges, including
sidewalks and other essential components; and
WHEREAS, the resulting 2014 California Statewide Local Streets and Roads Needs
Assessment, which provides critical analysis and information on the local transportation
networks condition and funding needs, indicates that the condition of the local transportation
network is deteriorating as predicted in the initial 2008 study; and
WHEREAS, the results show that Californias local streets and roads are on a path of
significant decline. On a scale of zero (failed) to 100 (excellent), the statewide average
pavement condition index (PCI) is 66, placing it in the at risk category where pavements will
begin to deteriorate much more rapidly and require rehabilitation or rebuilding rather than
more cost-effective preventative maintenance if funding is not increased; and
WHEREAS, the results show that the City of Lakeports local streets have an average
pavement index of 40, placing them in the Poor category; and
WHEREAS, if funding remains at the current levels, in 10 years, 25 percent of local
streets and roads in California will be in failed condition; and
WHEREAS, cities and counties need an additional $1.7 billion just to maintain a status
quo pavement condition of 66, and much more revenue to operate the system with Best
Management Practices, which would reduce the total amount of funding needed for
maintenance in the future; and
WHEREAS, models show that an additional $3 billion annual investment in the local
streets and roads system is expected to improve pavement conditions statewide from an
average at risk condition to an average good condition; and
WHEREAS, if additional funding isnt secured now, it will cost taxpayers twice as much
to fix the local system in the future, as failure to act this year will increase unmet funding needs
for local transportation facilities by $11 billion in five years and $21 billion in ten years; and
WHEREAS, modernizing the local street and road system provides well-paying
construction jobs and boosts local economies; and
WHEREAS, the local street and road system is also critical for farm to market needs,
interconnectivity, multimodal needs, and commerce; and
WHEREAS, police, fire, and emergency medical services all need safe reliable roads to
react quickly to emergency calls and a few minutes of delay can be a matter of life and death;
and
WHEREAS, maintaining and preserving the local street and road system in good
condition will reduce drive times and traffic congestion, improve bicycle safety, and make the
pedestrian experience safer and more appealing, which leads to reduce vehicle emissions
helping the State achieve its air quality and greenhouse gas emissions reductions goals; and
WHEREAS, restoring roads before they fail also reduces construction time which results
in less air pollution from heavy equipment and less water pollution from site run-off; and
WHEREAS, in addition to the local system, the state highway system needs an additional
$5.7 billion annually to address the states deferred maintenance; and
WHEREAS, in order to bring the local system back into a cost-effective condition, at least
$7.3 billion annually in new money going directly to cities and counties; and
RESOLVED FURTHER, that the City of Lakeport strongly urges the Governor and
Legislature to adopt the following priorities for funding Californias streets and roads.
1. Make a significant investment in transportation infrastructure. Any
package should seek to raise at least $6 billion annually and should remain in
place for at least 10 years or until an alternative method of funding our
transportation system is agreed upon.
2. Focus on maintaining and rehabilitating the current system. Repairing
Californias streets and highways involves much more than fixing potholes. It
requires major road pavement overlays, fixing unsafe bridges, providing safe
access for bicyclists and pedestrians, replacing storm water culverts, as well
as operational improvements that necessitate the construction of auxiliary
lanes to relieve traffic congestion choke points and fixing design deficiencies
that have created unsafe merging and other traffic hazards. Efforts to supply
funding for transit in addition to funding for roads should also focus on fixing
the system first.
3. Equal split between state and local projects. We support sharing revenue
for roadway maintenance equally (50/50) between the state and cities and
counties, given the equally-pressing funding needs of both systems, as well
as the longstanding historical precedent for collecting transportation user
fees through a centralized system and sharing the revenues across the entire
network through direct subventions. Ensuring that funding to local
governments is provided directly, without intermediaries, will accelerate
project delivery and ensure maximum accountability.
4. Raise revenues across a broad range of options. Research by the California
Alliance for Jobs and Transportation California shows that voters strongly
support increased funding for transportation improvements. They are much
more open to a package that spreads potential tax or fee increases across a
broad range of options, including fuel taxes, license fees, and registration
fees, rather than just one source. Additionally, any package should move
California toward an all-users pay structure, in which everyone who benefits
from the system contributes to maintaining it from traditional gasolinefueled vehicles, to new hybrids or electric vehicles, to commercial vehicles.
5. Invest a portion of diesel tax and/or cap & trade revenue to high-priority
goods movement projects. While the focus of a transportation funding
package should be on maintaining and rehabilitating the existing system,
California has a critical need to upgrade the goods movement infrastructure
that is essential to our economic well-being. Establishing a framework to
make appropriate investments in major goods movement arteries can lay the
groundwork for greater investments in the future that will also improve air
quality and reduce greenhouse gas emissions.
6. Strong accountability requirements to protect the taxpayers investment.
Voters and taxpayers must be assured that all transportation revenues are
spent responsibly. Local governments are accustomed to employing
transparent processes for selecting road maintenance projects aided by

pavement management systems, as well as reporting on the expenditure of
transportation funds through the State Controllers Local Streets and Roads
Annual Report.
7. Provide Consistent Annual Funding Levels. Under current statute, the
annual gas tax adjustment by the Board of Equalization is creating extreme
fluctuations in funding levels a $900 million drop in this budget year alone.
A transportation funding package should contain legislation that will create
more consistent revenue projections and allow Caltrans and transportation
agencies the certainty they need for longer term planning.
The foregoing Resolution was passed and adopted at a regular meeting of the City
Council on the 18th day of August, 2015, by the following vote:
AYES:
NOES:
ABSTAINING:
ABSENT:
ATTEST:
_______________________________
___________________________________
Problem: California lacks adequate funding to fix

crumbling roads, highways, bridges and transportation
infrastructure.
Californias network of roads and highways are critical to our quality of life and
economy. Yet the condition of our deteriorating network of roads is staggering:
Our crumbling roads cost motorists nearly $600 a year per driver for
vehicle maintenance.
California has the second highest share of roads in poor condition in the nation.
58% of state roads need rehabilitation or pavement maintenance.
California has 6 of 10 cities with the worst road conditions in the nation.
55% of local bridges require rehabilitation or replacement.
Nearly 70% of Californias urban roads and highways are congested.
Without additional funding, 1/4 of local streets and roads will be in failed condition by 2024.
Our state lacks adequate funding to address these critical deficiencies:
Local streets and roads face an estimated shortfall of $78 billion in deferred maintenance and
an annual shortfall of $7.8 billion.
CalTrans faces a $59 billion backlog in deferred maintenance and an annual shortfall in the
State Highway Operation and Protection Program (SHOPP) of $5.7 billion.
Solution: A responsible, accountable solution to fix our roads.

A broad coalition of cities, counties, labor, business, public safety and transportation advocates has
formed to meet the Governors call to address Californias chronic transportation infrastructure
funding shortfall. During the 2015 special session on transportation, we support the following
priorities:
1. Make a significant investment in transportation infrastructure.
If we are to make a meaningful dent that demonstrates tangible benefits to taxpayers and
drivers, any package should seek to raise at least $6 billion annually and should remain in place
for at least 10 years or until an alternative method of funding our transportation system is
agreed upon.
2. Focus on maintaining and rehabilitating the current system.
Repairing Californias streets and highways involves much more than fixing potholes. It
requires major road pavement overlays, fixing unsafe bridges, providing safe access for
bicyclists and pedestrians, replacing storm water culverts, as well as operational improvements
that necessitate, among other things, the construction of auxiliary lanes to relieve traffic
congestion choke points and fixing design deficiencies that have created unsafe merging and
other traffic hazards.
Efforts to supply funding for transit in addition to funding for roads should also focus on fixing
the system first.
3. Invest a portion of diesel tax and/or cap & trade revenue to high-priority goods
movement projects.
While the focus of a transportation funding package should be on maintaining and
rehabilitating the existing system, California has a critical need to upgrade the goods movement
infrastructure that is essential to our economic well-being. Establishing a framework to make
appropriate investments in major goods movement arteries can lay the groundwork for greater
investments in the future that will also improve air quality and reduce greenhouse gas
emissions.
4. Raise revenues across a broad range of options.
Research by the California Alliance for Jobs and Transportation California shows that voters
strongly support increased funding for transportation improvements. They are much more
open to a package that spreads potential tax or fee increases across a broad range of options
rather than just one source. Additionally, any package should move California toward an allusers pay structure in which everyone who benefits from the system contributes to maintaining
it - from traditional gasoline-fueled vehicles, to hybrids, alternative fuel and or electric vehicles,
to commercial vehicles. Our coalition supports:
Reasonable increases in:

o
o
Gasoline and diesel excise taxes.

Vehicle registration and vehicle license fees.
Dedicating a portion of the cap and trade revenue paid by motorists at the pump to
transportation projects that reduce greenhouse emissions.
Ensuring existing transportation revenues are invested in transportation-related

purposes (i.e. truck weight fees and fuel taxes for off-road vehicles that are currently
being diverted into the general fund).
User charge for electric and other non-fossil fuel powered vehicles that currently do not
contribute to road upkeep.
5. Equal split between state and local projects.

We support sharing revenue for roadway maintenance equally (50/50) between the state and
cities and counties. Funding to local governments should be provided directly (no
intermediaries) to accelerate projects and ensure maximum accountability.
Voters and taxpayers must be assured that all transportation revenues are spent responsibly.
Authorizing legislation should:
Constitutionally protect transportation revenues for transportation infrastructure only.

Time and again (Prop 42, 2002; Prop 1A, 2006; Prop 22, 2010), voters have
overwhelmingly supported dedicating and constitutionally protecting transportation
dollars for those purposes. We strongly support protections that prohibit using
transportation dollars for other purposes.
Repay existing transportation loans and end ongoing diversions of transportation

revenues, including approximately $850 million in loans to the general fund and the
annual loss of approximately $140 million in off-highway vehicle fuel taxes.
Strong accountability requirements to protect the taxpayers investment

(Continued).
Establish performance and accountability criteria to ensure efficient and effective use
of all funding. All tax dollars should be spent properly, and recipients of new revenues
should be held accountable to the taxpayers, whether at the state or local level.
Counties and cities should adopt project lists at public hearings and report annually to
the State Controllers Office regarding all transportation revenues and expenditures.
Local governments should also commit to ensuring any new revenues supplement
revenues currently invested in transportation projects. Both Caltrans and local
governments can demonstrate and publicize the benefits associated with new
transportation investments.
Caltrans reform and oversight. To increase Caltrans effectiveness, provide stronger

oversight by the state transportation commission of the programs funded by new
revenues and establish an Inspector General office to provide accountability. Reduce
Caltrans administrative budgets through efficiency reviews with all savings to be spent
on road improvements.
Expedite project delivery. More should be done to streamline project delivery,

including but not limited to:
o Establishing timelines for actions required by state agencies and eliminating
other permit delays.
o Increased implementation of alternative delivery systems that encourage more
investment from the private sector.
o Reforms to speed project completion.
7. Provide Consistent Annual Funding Levels.

Under current statute, the annual gas tax adjustment by the Board of Equalization is creating
extreme fluctuations in funding levels -- a $900 million drop in this budget year alone. A
transportation funding package should contain legislation that will create more consistent
revenue projections and allow Caltrans and transportation agencies the certainty they need for
longer term planning. While this change would not provide any new revenue to transportation,
it would provide greater certainty for planning and project delivery purposes.
I Support the Fix Our Roads Coalition

Principles for New Transportation Funding in
the Legislative Special Session
Yes, I/my organization support(s) efforts to secure new sources of
stable, accountable funding to fix Californias highways and road infrastructure.
I/we sign-on to join the Fix our Roads coalition and in support of the following
principles that should guide the legislative special session on transportation.
1. Make a significant investment in transportation infrastructure.
2. Focus on maintaining and rehabilitating the current system.
3. Invest a portion of diesel tax and/or cap & trade revenue to high-priority
goods movement projects.
4. Raise revenues across a broad range of options.
5. Equal split between state and local projects.
7. Provide consistent annual funding levels.
Please select a category: Organization/Company
City
Elected official
Company/Organization Name or City

Name
Title/Occupation
Street address
City
State
Phone number
Zip
County
Fax number
E-mail Address
Signature (Required)
Date
Email or fax this form to: acelesius@bcfpublicaffairs.com or 916-442-3510 (fax)
1400 K Street, Suite 400 Sacramento, CA 95814

Phone: 916.658.8200 Fax: 916.658.8240
www.cacities.org
A RESOLUTION URGING THE STATE TO PROVIDE NEW SUSTAINABLE FUNDING FOR STATE
AND LOCAL TRANSPORTATION INFRASTRUCTURE
WHEREAS, Governor Edmund G. Brown, Jr. has called an extraordinary session to address the
immense underfunding of Californias transportation infrastructure; and
WHEREAS, cities and counties own and operate more than 81 percent of streets and roads in
California, and from the moment we open our front door to drive to work, bike to school, or walk to the bus
station, people are dependent upon a safe, reliable local transportation network; and
WHEREAS, the League of California Cities has participated in efforts with the California State
Association of Counties and Californias Regional Transportation Planning Agencies to study unmet
funding needs for local roads and bridges, including sidewalks and other essential components; and
WHEREAS, the resulting 2014 California Statewide Local Streets and Roads Needs Assessment,
which provides critical analysis and information on the local transportation networks condition and
funding needs, indicates that the condition of the local transportation network is deteriorating as predicted
in the initial 2008 study; and
WHEREAS, the results show that Californias local streets and roads are on a path of significant
decline. On a scale of zero (failed) to 100 (excellent), the statewide average pavement condition index
(PCI) is 66, placing it in the at risk category where pavements will begin to deteriorate much more
rapidly and require rehabilitation or rebuilding rather than more cost-effective preventative maintenance if
funding is not increased; and
WHEREAS, if funding remains at the current levels, in 10 years, 25 percent of local streets and
roads in California will be in failed condition; and
WHEREAS, cities and counties need an additional $1.7 billion just to maintain a status quo
pavement condition of 66, and much more revenue to operate the system with Best Management
Practices, which would reduce the total amount of funding needed for maintenance in the future; and
WHEREAS, models show that an additional $3 billion annual investment in the local streets and
roads system is expected to improve pavement conditions statewide from an average at risk condition to
an average good condition; and
WHEREAS, if additional funding isnt secured now, it will cost taxpayers twice as much to fix the
local system in the future, as failure to act this year will increase unmet funding needs for local
transportation facilities by $11 billion in five years and $21 billion in ten years; and
WHEREAS, modernizing the local street and road system provides well-paying construction jobs
and boosts local economies; and
WHEREAS, the local street and road system is also critical for farm to market needs,
interconnectivity, multimodal needs, and commerce; and
WHEREAS, police, fire, and emergency medical services all need safe reliable roads to react
quickly to emergency calls and a few minutes of delay can be a matter of life and death; and
WHEREAS, maintaining and preserving the local street and road system in good condition will
reduce drive times and traffic congestion, improve bicycle safety, and make the pedestrian experience
safer and more appealing, which leads to reduce vehicle emissions helping the State achieve its air
quality and greenhouse gas emissions reductions goals; and
WHEREAS, restoring roads before they fail also reduces construction time which results in less
air pollution from heavy equipment and less water pollution from site run-off; and
WHEREAS, in addition to the local system, the state highway system needs an additional $5.7
billion annually to address the states deferred maintenance; and
WHEREAS, in order to bring the local system back into a cost-effective condition, at least $7.3
billion annually in new money going directly to cities and counties; and
NOW, THEREFORE, BE IT RESOLVED THAT THE BOARD OF DIRECTORS OF THE
LEAGUE OF CALIFORNIA CITIES strongly urges the Governor and Legislature to identity a sufficient
and stable funding source for local street and road and state highway maintenance and rehabilitation to
ensure the safe and efficient mobility of the traveling public and the economic vitality of California.
RESOLVED FURTHER, that the LEAGUE OF CALIFORNIA CITIES strongly urges the Governor
and Legislature to adopt the following priorities for funding Californias streets and roads.
1. Make a significant investment in transportation infrastructure. Any package
should seek to raise at least $6 billion annually and should remain in place for at
least 10 years or until an alternative method of funding our transportation system is
agreed upon.
2. Focus on maintaining and rehabilitating the current system. Repairing
Californias streets and highways involves much more than fixing potholes. It requires
major road pavement overlays, fixing unsafe bridges, providing safe access for
bicyclists and pedestrians, replacing storm water culverts, as well as operational
improvements that necessitate the construction of auxiliary lanes to relieve traffic
congestion choke points and fixing design deficiencies that have created unsafe
merging and other traffic hazards. Efforts to supply funding for transit in addition to
funding for roads should also focus on fixing the system first.
3. Equal split between state and local projects. We support sharing revenue for
roadway maintenance equally (50/50) between the state and cities and counties,
given the equally-pressing funding needs of both systems, as well as the
longstanding historical precedent for collecting transportation user fees through a
centralized system and sharing the revenues across the entire network through direct
subventions. Ensuring that funding to local governments is provided directly, without
intermediaries, will accelerate project delivery and ensure maximum accountability.
4. Raise revenues across a broad range of options. Research by the California

Alliance for Jobs and Transportation California shows that voters strongly support
increased funding for transportation improvements. They are much more open to a
package that spreads potential tax or fee increases across a broad range of options,
including fuel taxes, license fees, and registration fees, rather than just one source.
Additionally, any package should move California toward an all-users pay structure,
in which everyone who benefits from the system contributes to maintaining it from
traditional gasoline-fueled vehicles, to new hybrids or electric vehicles, to commercial
vehicles.
5. Invest a portion of diesel tax and/or cap & trade revenue to high-priority goods
movement projects. While the focus of a transportation funding package should be
on maintaining and rehabilitating the existing system, California has a critical need to
upgrade the goods movement infrastructure that is essential to our economic wellbeing. Establishing a framework to make appropriate investments in major goods
movement arteries can lay the groundwork for greater investments in the future that
will also improve air quality and reduce greenhouse gas emissions.
6. Strong accountability requirements to protect the taxpayers investment. Voters and
taxpayers must be assured that all transportation revenues are spent responsibly. Local
governments are accustomed to employing transparent processes for selecting road
maintenance projects aided by pavement management systems, as well as reporting on the
expenditure of transportation funds through the State Controllers Local Streets and Roads
Annual Report.
7. Provide Consistent Annual Funding Levels.
Under current statute, the annual gas tax adjustment by the Board of Equalization is creating
extreme fluctuations in funding levels -- a $900 million drop in this budget year alone. A
transportation funding package should contain legislation that will create more consistent
revenue projections and allow Caltrans and transportation agencies the certainty they need
for longer term planning. While this change would not provide any new revenue to
transportation, it would provide greater certainty for planning and project delivery purposes.
ADOPTED this 16th day of July, 2015.
Stephany Aguilar, President

Council Member, City of Scotts Valley
Christopher McKenzie
Executive Director
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Public Hearing Regarding the Updated Community
Development Block Grant (CDBG) Guidelines for the
Business Assistance Program
MEETING DATE:
08/18/2015
SUBMITTED BY: Margaret Silveira, City Manager

PURPOSE OF REPORT:
Information only
Discussion
Action Item

Hold a Public Hearing and adopt the proposed Resolution updating the Program Guidelines for the
Community Development Block Grant Business Assistance Loan Program
The City of Lakeport has been awarded $400,000 for a Business Assistance Program to administer loans to
Lakeport businesses.
The Guidelines are in accordance with HUD and CDBG requirements. The updated business loan
guidelines provide more specifics on the current HUD required CDBG underwriting criteria in much more
detail than previously provided in the guidelines. The new guidelines also provide more specific information
regarding the documentation for low/mod employee placement and verification, the process for final
approval of the loan proposal, and loan closing and servicing requirements.
OPTIONS:
Adopt the proposed Resolution Updating the Program Guidelines for the Community Development Block
Grant Business Assistance Loan Program
Do not adopt the proposed Resolution Updating the Program Guidelines for the Community Development
Block Grant Business Assistance Loan Program
FISCAL IMPACT:
None
Account Number:
Comments:
SUGGESTED MOTIONS:
Adopt the proposed Resolution Updating the Program Guidelines for the Community Development Block
Grant Business Assistance Loan Program
Attachments:
1. Resolution
2. Guidelines for the Business Assistance Program
Page 1
Agenda Item #VI.A.
RESOLUTION NO. XXXX(2015)

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT UPDATING THE PROGRAM
GUIDELINES FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT BUSINESS ASSISTANCE LOAN
PROGRAM
WHEREAS, the City of Lakeport periodically receives funding from the Community Development
Block Grant (CDBG) Program to fund the Business Assistance Loan Program, and the City is currently
funded by CDBG for a Business Assistance Loan Program; and
WHEREAS, CDBG requires administration of a Business Assistance Loan Program by approved
Program Guidelines that are compliant with CDBG and State Department of Housing and Community
Development (HCD) regulations; and
WHEREAS, the City of Lakeport last updated its Business Assistance Loan Program Guidelines in
October 2014, and
WHEREAS, HCD released new guidance and Program Guidelines templates in June 2015, and
the new guidance is intended to more clearly reflect and conform State guidelines to U.S. Department
of Housing and Urban Development (HUD) regulations; and
WHEREAS, HCD is requiring the City to adopt these guidelines;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lakeport does hereby
adopt revised Program Guidelines for the Business Assistance Loan Program, a copy of which is
attached hereto as Exhibit A.
AYES:
NOES:
ABSENT:
ABSTAIN:
MARTIN SCHEEL,
Mayor
ATTEST:
________________________
KELLY BUENDIA,
Acting City Clerk
-1-
EXHIBIT A
Guidelines
For
Business Assistance
Loan Program
Operated By
City of Lakeport
With
Community Development Block Grant

(CDBG) Funding
Adopted:
HCD Department Updated: June 2015
EXHIBIT A
TABLE OF CONTENTS
1.
INTRODUCTION.................................................................................................. 1
2.
BUSINESS ASSISTANCE LOAN PROGRAM OVERVIEW

1. Program Administrator .................................................................................... 1
2. Program Service Area..................................................................................... 1
3. Source of Program Funds ................................................................................2
3.
CDBG PROGRAM REQUIREMENTS

1. Eligible Loan Applicants .................................................................................
2. Eligible Project Costs .....................................................................................
3. Ineligible Project Costs ..................................................................................
4. Meeting National Objective Standards ...........................................................
5. Meeting Public Benefit Standards ..................................................................
6. Meeting Six Underwriting Standards ..............................................................
7. Meeting Other Federal Regulatory Requirements .........................................
2
3
3
4
5
6
7
4.
LOAN PROCESSING AND APPROVAL

1. Fair Lending Compliance ............................................................................... 9
2. Loan Application Review Process .................................................................. 9
3. Loan Approval Process ................................................................................. 10
4. Loan Applicant Confidentiality ...................................................................... 11
5. Dispute Resolution/Appeals Procedure ....................................................... 11
6. Exceptions / Special Circumstances .............................................................. 11
7. Loan Closing Process .................................................................................... 11
5.
DESCRIPTION OF LOANS
1. Determination of Loan Amount ..................................................................... 12
2. Determination of Loan Terms ........................................................................ 12
3. Determination of Loan Interest Rate .............................................................. 12
4. Loan Processing Fees ................................................................................... 13
6.
LOAN UNDERWRITING STANDARDS

1. Initial Loan Evaluation .................................................................................. 13
2. Personal and Business Credit Requirements ................................................ 14
3. Personal and Business Financial Information ................................................ 14
4. Collateral Requirements ................................................................................ 15
5. Business Experience and Management Capacity.......................................... 16
7.
LOAN SERVICING
1. Loan ServicingAgent ...................................................................................... 16
2. Loan ServicingPolicies ................................................................................... 17
EXHIBIT A
8.
PROGRAM OVERSITE BY LENDER

1. Oversight of Program Administrator ............................................................... 17
List of Attachments with Support Documents

ATTACHMENT A: Lender Loan Approval Memo
ATTACHMENT B: Lender CDBG Business Assistance Loan Agreement
ATTACHMENT C: Lender Required Documents:
1) Jobs Tracking Form
2) Self Certification of Income Form
3) Loan Disbursement Schedule
4) Certification of No Conflict of Interest
5) Certification of No Job Pirating
6) Certification of Federal Regulatory Compliance.
ATTACHMENT D: Lender Adopted Business Loan Servicing Policies
EXHIBIT A
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)

BUSINESS ASSISTANCE (BA) LOAN PROGRAM GUIDELINES
1.0
INTRODUCTION
The City of Lakeport here after call Lender has established a Business Assistance
Loan Program, here after called the Program. The Program is designed to use public
tax payer dollars to stimulate economic growth and improve living conditions of low /
moderate income residents in Lenders community. The Program provides low cost
loans to eligible for profit businesses. In return, businesses are required to provide
documentation of public benefit (normally creating new job positions) and meeting a
national objective (normally filling most of the new job positions with persons qualified
as low -moderate income and living in the jurisdiction or nearby within the community).
These Program guidelines describe policies and procedures required for award of loan
funds to eligible borrowers. The guidelines have been adopted via resolution by the
Lender and approved by the California Department of Housing and Community
Development, here after called Department.
2.0
BUSINESS ASSISTANCE PROGRAM OVERVIEW
2.1
PROGRAM ADMINISTRATOR
The Lender has secured the services of a qualified program administrator here after
called the Administrator. The Administrator will be charged with originating business
assistance loans,documenting compliance with CDBG regulations and these Program
guidelines. The contact information for the Administrator is:
Name:
Jeff Lucas
Agency:
Community Development Services
Address:
3895 Main Street Kelseyville CA 95451
Phone Number: 707-279-1540
E: Mail Address: jefflucas@mchsi.com
2.2
PROGRAM SERVICE AREA
Financing under this Program is available to all eligible businesses physically located
within the jurisdictional limits of the Lender. These funds may not be used in
jurisdictions that receive CDBG funds from the federal Department of Housing and
Urban Development (HUD) entitlement program. This Program is subject to CDBG
service area requirement of substantially benefiting residents in the service area.
2.3
SOURCE OF PROGRAM FUNDS
The Program is capitalized with CDBG federal funds provided byHUD to the
Department, who in turn provides the CDBG funds to the Lender. As such, CDBG
funds are federal money administered by the Department so both federal and state laws
and regulatory requirements must be followed.
HCD Revised June, 2015
Page 1
EXHIBIT A
CDBG funds come to the Lender from two sources: 1) active grant contract agreement
between the Department and Lender originating from annual competitive application
process; 2) CDBG program income administered under PI reuse agreement between
Department and Lender.
3.0
CDBG PROGRAM REQUIREMENTS
3.1
ELIGIBLE LOAN APPLICANTS
CDBG funds under this Program can only be expended on the eligible activity
authorized under Title I of the Housing and Community Development Act of 1974
(hereafter called Act), section 105(a)(17): special economic development, providing
direct financial assistance to private for-profit businesses.
An eligible applicant is:
an existing business legally operating, with any required local business license,
insurance, permits per local, state and federal requirements;
an applicant with a non-operating start-up business may not have all required
licenses or insurance, so these items will be made a condition of loan closing;
a person or persons wishing to buy an existing business;
a business leasing tenant space or owner occupied business in the service area.
The loan applicant must provide documentation that the proposed project will meet
CDBG eligibility criteria of national objective and public benefit per Sections 3.4 and 3.5.
The loan applicant must provide documentation of meeting standard commercial
underwriting criteria outlined in Section 6 of these guidelines as well as HUD CDBG
mandated six underwriting standards described in Section 3.6. An eligible loan
applicant must document compliance with all CDBG regulations listed in Section 3.7.
Specific ineligible loan applicants include:
a business with an existing CDBG BA loan that has not been closed-out with the
Department;
a business operating a private exclusive recreational facility;
non-profit businesses are not eligible under this program;
a businesses or person(s) with unresolved state / federal tax liens;
a business or person in bankruptcy process are not eligible until bankruptcy
process is complete.
3.2
ELIGIBLE PROJECT COSTS
CDBG funds are non-discretionary and restricted to certain eligible costs. These
eligible costs cover most costs associated with successful BA projects. Specifically,
CDBG BA activity eligible costs are:
operating capital and inventory;
furniture fixtures and equipment (FF&E), with or without installation costs;
project site improvements, new construction or rehabilitation of leased space or
owned building;
Page 2
EXHIBIT A
engineering and architectural plans and required permits or fees;

purchase of manufacturing equipment (with or without installation costs);
refinancing of existing business debt when done in conjunction with restructuring
of other existing private financing debt(s);
purchase of real property, when it provides positive cash flow for new jobs;
relocation grants for persons displaced due to funding of the project;
purchase of an existing business, including documented value of good will.
These eligible costs must be connected to the business ability to meet an eligible
CDBG national objective per section 3.4 of these guidelines. Lender will only use
CDBG loan funds to reimburse borrower for actual eligible / approved project costs.
3.3
INELIGIBLE PROJECT COSTS
CDBG funds are non-discretionary, limited to certain eligible costs described in Section
3.2 above and there are also a number of ineligible costs. Some ineligible costs are:
costs incurred prior to submittal of BA loan application and environmental review
completion;
costs associated with residential housing development, i.e. on mixed use project;
costs associated with supporting other businesses the applicant owns;
costs on a funded project NOT meeting a national objective;
personal expenses such as cars, home repairs, not directly associated with the
business;
costs of paying off credit cards (personal or business);
costs of paying off any personal debt not directly associated with business;
providing CDBG loan as a revolving line of credit (LOC) is not eligible;
cash payments of any kind made directly to the assisted business owner(s)
(wages or draws) from loan proceeds
costs associated with a funded project when the owner(s) or business is found to
be on federal debarred list
public infrastructure in support of the business
research and development costs for future production (speculative)
Once approved, loan funds cannot be shifted from one approved type of cost to another
without formal written approval of Lender. If there is a substantial change in the project
scope of work or underwriting, then the loan must be re-evaluated and re-approved by
Lender, per state and federal regulations, prior to loan closing or disbursement of CDBG
funds.
3.4 MEETING NATIONAL OBJECTIVE STANDARDS

All eligible activities funded under this program must meet a CDBG National Objective
as described in the Act, Section 104(b)(3) and federal regulations 24 CFR Part 570.483.
Detail on documenting the meeting of national objective standard for a project is
contained in Departments guidance on BA Activity Chapter Website. Projects not
documented as meeting a national objective are an ineligible activity. Below is a general
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description of documenting how a BA project meets the national objective of benefit to

low - moderate income (LMI) persons. The Lender will use Department specific
guidance for ensuring each eligible project funded is documented as meeting a national
objective.
BA projects normally meet a national objective standard when they create jobs and
provide over half; at least fifty one percent (51%), of the new job positions to LMI
qualified persons. BA projects proposing to provide most of newly created jobs to LMI
persons must agree to allow the Lender, or their designated representative, to meet with
each job applicant prior to hiring and complete a Department Self Certification of
Income Form, see Attachment C. After all new hires are made, payrolls must be
collected by the Lender and compared to the job applicant Income Certification forms to
prove over half of all newly created job positions were provided to low-moderate income
persons. This will prove the projects job creation met the national objective of
principally benefiting LMI persons and allow the Lender to close out the project with the
Department and HUD. All documentation of national objective for jobs falls under
Section 4.5 on confidentiality.
Some BA projects may require CDBG funding to retain jobs. In this case CDBG loan
funds will assist in keeping the business from closing or to avoid terminating some staff.
This type of project must document that, at the time of application, over half of existing
employee positions to be eliminated are held by LMI persons. As such, the business
must agree to allow the Lender or their designated representative to interview existing
employees and help them complete the Departments Self Certification of Income Form.
The business must also provide financial documentation that, if not for CDBG funding,
the job positions will be lost and staff laid off. The business must also document that
with the investment of CDBG funds, the business will continue operations and jobs can
be retained. If approved and funded, the business employees must have SelfCertification of Income completed again, prior to Lender closing out the project. By
verifying that, at the time of loan application and after loan disbursements, over half of
the retained positions were LMI, then the project will have LMI national objective met
and it can be closed out with the Department and HUD. All documentation of national
objective for jobs falls under Section 4.5 on confidentiality.
A few BA projects may meet the LMI national objective by documenting that the BA loan
applicant provides goods or services to the local community, and the business service
area is primarily within the Lenders jurisdiction, and the service area is primarily
residential, and the area is primarily occupied by low moderate income persons. Thus
the BA loan applicant must provide documentation of the business service area. The
Lender will use zoning maps to document the service area as primarily residential and
located within the Program service area. The Lender will confirm the LMI status of the
BA loan applicants service area from American Communities Survey data, in
accordance with HUD low - moderate area (LMA) benefit standard. Lender will require
business to provide documentation of the goods or services they provide and justify the
need for CDBG funds as part of providing goods and services. This documentation
must be provided prior to loan approval. After expenditure of CDBG loan funds and
documentation that the business continues to provide goods and services, then the
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EXHIBIT A
project can be closed out with the Department and HUD. LMA national objective
standard guidance is provided on Departments BA Activity Chapter webpage.
3.5 MEETING PUBLIC BENEFIT STANDARDS

All eligible project activities funded under this program must meet a minimum CDBG
Public Benefit Standard as described in the Act, section 104(b)(17) and federal
regulations; 24 CFR Part 570.483(f)(g). Public Benefit is provided by the BA loan
recipient in return for use of subsidized federal funds, and provides a funding limit or
cap. Meeting Public Benefit Standard is very different than meeting National Objective
Standard and should not be confused. Lender will use detailed guidance on meeting
Public Benefit Standards provided on Departments BA Activity Chapter webpage.
For BA projects meeting national objective via jobs provided to LMI persons, the Public
Benefit standard is jobs, and the maximum CDBG loan funding available is limited to
$35,000 per job. The Lender will require BA loan applicants to provide an estimate of
public benefit generated by investment of CDBG funds into the project via the Job
Tracking Form, see Attachment C. This proposed level of public benefit will be verified
after investment of CDBG funding. The actual level of public benefit (loan funds per job)
may be greater than or less than the level proposed at the BA application stage. All
public benefit data falls under the confidentiality Section 4.5.
For BA projects meeting LMA national objective, based on benefit (goods or services),
the Public Benefit Standard is goods or services to LMI persons. In this case, the
maximum CDBG funding available is limited to $350 per LMI person in the business
service area. For this public benefit standard, Lender will document compliance at the
BA loan application stage prior to loan approval or closing.
CDBG public benefit requirements of the program will be disclosed by the Lender at the
start of the application process. Lender will use financial underwriting to identify the
need for BA loan subsidies and determine reasonable public benefit that will be
generated from the project, i.e. the number of jobs created from proposed project.
Projects with small amounts of public benefit may be required to bring in other sources
of funding because of CDBG funding limits imposed by this standard.
3.6 MEETING SIX UNDERWRITING STANDARDS

In addition to documenting that the project meets CDBG public benefit standard, the
project must also be documented as meeting six HUD underwriting standards, per
federal regulation 24 CFR Part 570.483(e). These underwriting standards are required
to document a minimum due diligence of the Lender and ensure projects are
financially sound enough to meet public benefit and national objective standards, i.e.
create new or retain existing job positions. The six HUD underwriting standards are
general, qualitative and are supported by commercial underwriting standards in Section
6 of these guidelines. See Department BA Activity Chapter web page for detailed
guidance on compliance with each of the six HUD underwriting standards.
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The Six Underwriting Standards are:

project costs are documented as reasonable (typically, third party cost
estimates);
all sources of funding for the project are documented with final commitments;
to the extent practicable, CDBG funds are not substituted for private (nonfederal) funds;
documentation that project is financially feasible (based on cash flow projections
to support jobs and debt service, etc.);
to the extent practicable, the return of the owners equity investment is not
unreasonable (based on level of equity and proposed CDBG loan terms);
to the extent practicable, CDBG funds are disbursed on a pro-rata basis with
other financing provided for the project.
3.7 MEETING OTHER FEDERAL REGULATORY REQUIREMENTS
Since these CDBG BA loans are from a federal funding source, there are a number of
federal laws and requirements which are triggered by their use. The Lender and
Administrator will require BA loan applicants to provide project information which allows
them to make a determination of required project compliance. BA applicants are
required to sign loan disclosures and work with Lender to ensure each project is in
compliance with any of the triggered, applicable regulations listed below.
National Environmental Policy Act (NEPA): Every project funded under the Program
must be reviewed under HUD NEPA regulations24 CFR Part 58 and the Lender must
sign and certify an Environmental Review Record (ERR) for each project prior to
approval or disbursement of loan funds. The Lender is required to sign and certify the
correct NEPA EER, per current Environmental Review Requirements Chapter of
Departments Grant Management Manual (GMM), along with any state review under
Californias Environmental Quality Act (CEQA).
The ERR level of review is based on the projects aggregated scope of work, which
includes all proposed project funding. Any construction or equipment installation
proposed will require more review work on the ERR. The ERR will be done early in
application process, as soon as the project is deemed eligible and scope of work is
finalized. No costs will be charged to the Borrower for this process. Applicants must
sign Department certification form that no choice limiting action under NEPA
regulations has or will take place. The form is included in Attachment C.
Prevailing Wage Compliance: If a project proposes to use CDBG funds to pay costs for
any construction, then federal and state labor standards compliance must be
documented. Davis-Bacon Act (40 USC 276a - 276a-5)and related laws are triggered
when any CDBG funding is used to pay for any project construction costs. Lender will
follow Department guidance in current Labor Standards Chapter of the GMM for
prevailing wage compliance on funded projects.
Additional labor costs will be added to projects proposing to use CDBG to pay for new
construction, rehabilitation, or equipment installation. The Administrator and Lender will
work with loan applicants to ensure project compliance. The additional time and work
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EXHIBIT A
required by prevailing wage regulations will be disclosed to the borrower as soon as

possible. Any additional costs resulting from this regulation will be incorporated into the
CDBG loan approval.
Acquisition and Relocation Laws: All BA applicants proposing to use CDBG funds for
purchase of real property must comply with 49 CFR Part 24Acquisition laws. Lender
will provide required Seller Disclosure for execution as part of meeting this requirement.
All BA applicants proposing projects which trigger relocation compliance i.e. result in
displacement of persons per Uniform Relocation Act (URA), must work with Lender to
ensure compliance with this law. Additional costs associated with relocation compliance
will be disclosed to the applicant prior to CDBG loan approval and included in project
loan approval.
Required Prohibition of Job Pirating Certification: All BA applicants must sign a
Certification of No Job Pirating. Job pirating is prohibited per CDBG federal regulation
24CFR 570.482 (h). Job pirating is defined as using CDBG public funds to facilitate the
moving of a business and associated jobs from one jurisdiction to another (business
attraction). As such, CDBG federal funds cannot be used to attract / subsidize a
business to move from one labor market area to another or keep a business from
moving out of a labor market by making a retention argument. Lender will require all
applicants to sign a non- job pirating certification, Attachment C. Any questions
regarding possible job pirating will be submitted to the Department for final
determination.
Conflict of Interest Certification: BA loan applicants will sign a Certification of No
Conflict of Interest. In accordance state and federal regulations, no member of the
governing body and no official, employee or agent of the local government, nor any
other person who exercises policy or decision-making responsibilities (including
members of the loan committee and officers, employees, and agents of the loan
committee, the administrative agent, contractors and similar agencies) in connection
with the planning and implementation of the CDBG BA program shall directly or
indirectly be eligible for this program. Lender will require all applicants to sign a nonconflict of interest certification, Attachment C. Any questions regarding possible
federal conflict of interest will be submitted to the Department for final determination.
Any questions about state conflict of interest laws will be referred to Lenders legal
council for final determination.
Required DUNs number, federal debarred verification and demographic data: All BA
program applicants must obtain a DUNs number, if they do not already have one. The
DUNs number is free and can be obtained on line. In addition, prior to loan approval,
the Lender will document that the business being assisted and all owners and affiliated
businesses are verified as NOT on the federal debarred contractors list. HUD also
requires that the Department and the Lender collect certain income and demographic
data from the business and any beneficiaries of CDBG funds.
Required Benefit to Citizens of the Jurisdiction: Applicant must work with Lender to
documentation substantial benefit to residents in the Program service area is obtained.
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EXHIBIT A
This requirement does not apply to job retention. For projects proposing to document
providing goods or services, the service area of the business must be within the
jurisdictional limits.
4.0
LOAN PROCESSING AND APPROVAL
4.1
FAIR LENDING COMPLIANCE
The Program will be implemented in ways consistent with the Lenders commitment to
fair lending laws. No person or business shall be excluded from participation in, denied
the benefit of, or be subjected to discrimination under any program or activity funded in
whole or in part with Program funds on the basis of his or her religion or religious
affiliation, age, race, color, ancestry, national origin, sex, marital status, familial status
(number or ages of children), physical or mental disability, sexual orientation, or other
arbitrary cause. All personal information of loan applicants will be kept confidential, per
Section 4.4.
4.2
LOAN APPLICATION PROCESSING
Loan applications will be processed on a first come first served basis. The
Administrator will accept loan applications and review them for initial eligibility per
Section 6.1. Applicants that do not meet basic CDBG requirements of the program will
be sent a letter of explanation. All BA applications received will be kept on file to
document fair lending standards. Applications that meet basic eligibility requirements
will be contacted for a site visit and collection of additional information.
Loan files will be set up as applications are received and compliance information
gathered. The business will be required to provide accurate financials for past, current
and future projection of the business operations. All owners will have credit checks
conducted as part of loan underwriting per Section 6.0. The Administrator may provide
sample financial Excel forms (balance / cash flow sheets, profit and loss, personal
financial statements, and proforma) but in no instance will the Administrators or
Lenders staff generate financial numbers for an applicant. The applicant may be
referred to local business support organizations to assist applicants in producing proper
financial statements, develop a business plan, conduct market study or develop industry
accounting practices.
Loan applicants are responsible for providing accurate and timely information to the
Administrator as part of the loan process. This may include:
disclose all business owners with twenty percent or more ownership;
disclose all other businesses the owners have an ownership interest of twenty
percent (20%) or more;
provide current personal financial statements for each owner;
disclose sources of collateral and security;
provide business historic financial information, including year to date;
disclose sources of cash for any equity investment proposed;
provide third party documentation of eligible project costs;
provide market study or document basis of future sales projections;
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EXHIBIT A
provide management capacity documentation for ability to execute;

provide necessary information to clear federal overlays in Section 3.7.
If the loan applicant does not provide required information and documentation to the
Administrator in a timely fashion, then there will be delays in the loan approval process.
Once the Administrator has compiled a complete loan file with all the credit, financial,
and underwriting information needed to show loan is eligible under these guidelines,
then a loan approval memo will be drafted. The memo will be submitted to Lender for
their approval. Once approved, the Administrator and Lender will submit project set up
report to Department and craft loan documents for signing at closing with the Borrower.
4.3
PROGRAM LOAN APPROVAL PROCESS
The Lenders Program Loan Committee shall be made up of an odd number of persons.
The Lenders staff will ask committee members to volunteer for this board. Committee
members can be from local financial institutions, the Lender, or other interested parties
who have the professional capacity to review and evaluate commercial loans. See
Attachment A for Lender loan approval memo format.
Loan approval meetings will be scheduled by Lender staff in conjunction with
Administrator staff once a loan has been underwritten and is ready for review and
approval. Lender staff will be responsible for reviewing each loan application funding
proposal and recommending approval or rejection for the loan. Committee members
may request additional information and or attach contingencies on closing or funding of
the loan. If the loan is approved, then the project can move forward with loan closing.
If Lender approval is not obtained, then the BA loan applicant can take dispute
resolution actions, per Section 4.5 of these guidelines.
4.4
LOAN APPLICANT CONFIDENTIALITY
Administrator or Lender or any persons involved in the loan process for this Program
will not disclose any of applicants business or personal confidential information as part
of loan review and approval process. All confidential information of businesses will only
be disclosed to persons required to view the information as part of loan review and
approval. All personal and business confidential information of loan applicants will be
kept in a locked secured storage facility and are not available to persons outside of the
program. If the Lender or Administrator or Department receives a formal public records
request for a loan applicant file, then only non-confidential information, as verified by
legal counsel, will be provided.
4.5
APPLICANT DISPUTE RESOLUTION/APPEALS PROCEDURE
Any business applying for assistance through this CDBG program has the right to
appeal, if their application is denied. The appeal must be made in writing to the
Administrator and the Lender. The Lender will schedule a meeting for the appeal to be
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EXHIBIT A
heard. If the application is denied a second time then the person may ask to have their
appeal presented to the Lenders governing body for a final decision.
4.6
EXCEPTIONS/SPECIAL CIRCUMSTANCES
Exceptions are defined as any action, which would depart from policy and procedures
stated in the guidelines. The Lender or Administrator staff may initiate consideration of
an exceptional/special circumstance to the policies in these guidelines as long as it
does not violate CDBG federal / state requirements. A written analysis of the exception
will be prepared and submitted with loan approval request. This analysis shall contain a
narrative, including the staff's recommended course of action and any written or verbal
information supplied by the applicant. The loan approval shall be made after review and
acceptance of the exceptional/special circumstances request.
4.7
LOAN CLOSING PROCESS
After Lender approval, submittal BA Loan Certification and Project Set Up Report to
Department, the Administrator and Lender will prepare for the loan closing with Escrow
Company. The Administrator will prepare the loan closing documents; prepare title and
lien searches, and UCC-1 filings, if appropriate. Lender legal counsel will review all
agreements and documents, as necessary.
The Borrower will sign all the necessary documents and agreements. The Lender will
request reimbursement of eligible costs from the Department after Borrower has
submitted documentation of eligible expenditures and Lender has paid for those costs.
5.0
DESCRIPTION OF LOANS
5.1
DETERMINATION OF LOAN AMOUNT
The Program has a minimum loan amount of $35,000. The maximum loan amount is
$300,000.
Actual loan amounts will be based on the business need for capital to conduct the
proposed projects scope of work and meet public benefit standards. Most often the
amount of CDBG funding is limited based on gap in project financing or ability of
business to support new debt or pay for required jobs from business future cash flow
projections or by the amount of collateral that the business can provide as security for
the CDBG debt. If there are not sufficient CDBG funds for the project, then the
Administrator can assist in finding other project funding.
5.2
DETERMINATION OF LOAN TERM
The BA loan term is tied directly to what project costs CDBG funds and what security is
being pledged for the loan. If a business only wants operating capital then the term of
the loan is normally five years. If a business wants to pay for equipment and supplies,
then the term of the loan can be extended out to 10 years. If the loan is for real property
improvements and can be secured on real property, then the terms can be extended out
to 20 or 30 years. A loan amortization term can be longer than the loan term, so an
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EXHIBIT A
equipment loan may have a term of ten years but an amortization term of fifteen years,
which will create a lump sum payment at year ten. Administrator will confirm that the
proper term is given based on the use of the CDBG funds and loan security / collateral
being provided.
5.3
DETERMINATION OF LOAN INTEREST RATE
Loan interest rates will start with two percent (2%). This rate will be increased, if the
investment of CDBG funds at thetwo percent level causes the business to have an
excessive profit, return on investment (ROI). See HUD underwriting standards
discussion of undue enrichment on Departments BA Activity Chapter webpage for
direction on how to set interest rate to comply with this standard. By allowing the
interest rate to move and not be fixed, the Lender can best tailor the loans under this
program to meet the cash flow needs of different businesses in the community and
ensure public benefit and national objective standards are met.
5.4
LOANPROCESSING FEES
The CDBG program provides administration funds to pay for all loan processing and
servicing costs. No direct loan fees will be charged to the borrower. Also, there is no
pre-payment penalty on the loans under this Program.
6.0
LOAN UNDERWRITING STANDARDS
6.1
INITIAL LOAN EVALUATION
Each project / business will be evaluated based on the how it has performed in the past
and its future financial forecasts. Specifically the following questions will be asked
upon receipt of a loan application.
Is business an eligible applicant, per Section 3.1?
Are the proposed project costs eligible, per Section 3.2 & 3.3?
Will project meet a CDBG national objective, per Section 3.4?
Will business meet public benefit jobs required in Section 3.5?
Does project appear to meet six HUD underwriting standards, per Section 3.6?
Are federal overlays triggered that will adversely impact project development?
Are the business and all owners credit worthy?
Does the business and owner pay bills on time, collect on time?
Does owner have a detailed business plan?
Does owner have documented market demand for projected sales?
Does owner have management capacity to operate the business?
Does owner have financial accounting capacity to operate the business?
Is the owner contributing a reasonable amount of equity?
Is the owner able to get conventional bank financing, if not, why not?
Was the business financially viable in the past (net income covers debt)?
Are there reasonable financial assumptions for future viability/success?
Is there enough collateral available to secure the proposed loan?
Is the owners personal financial status stable?
By collecting enough initial application information to answer the above list of questions,
the Administrator will have a good sense of how strong a borrower is, and how
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EXHIBIT A
successful they will be, if assisted with a CDBG loan. Most of this information is
collected on the loan application form and verified verbally at the initial site visit with the
owner. By meeting the borrower and asking these questions the Administrator will know
what additional information/documentation needs to be collected to provide a clear
picture of how CDBG funds can be used to assist the BA loan applicant. These
questions demonstrate the need for CDBG funds and business eligibility.
After the initial review, the Administrator/ application processor will collect the proper
information required for loan underwriting. The required documentation is listed in the
CDBG underwriting guidance document provided on Departments BA Activity Chapter
webpage. At this same time, Administrator and Lender will begin regulatory compliance
documentation, per Section 3.5. The amount of documentation and detailed
underwriting is based on size of the loan and type of business (existing or start up) and
what LMI national objective is used. Additional documentation may be required for a
business with special circumstances.
6.2
PERSONAL AND BUSINESS CREDIT REQUIREMENTS
Each applicant will have third party credit reports obtained showing credit scores and
payment history. All owners and their spouses with twenty percent (20%) or more
interest in the business will get credit reports reviewed. If a personal credit reporting
service provides low credit scores or shows poor credit history, applicants must provide
a written explanation and justification for allowing the loan to go forward.
The primary applicant business and all associated businesses of the owners (20% or
more ownership) will have a Dunn and Bradstreet report reviewed as well, if it is
available. If it is not available, then the Administrator will call vendors or suppliers of
the business to inquire as to the business payment history. This same narrative
process will be used for the business credit reports to demonstrate the good standing or
poor standing of the business being evaluated, when no third party business credit
report is available.
6.3
PERSONAL AND BUSINESS FINANICAL INFORMATION
Personal financial statements will be required for each person who owns 20% or more
of the business. Financial statements need to show all assets and liabilities of the
person. In addition to these statements, federal tax return statements for owners and
the business for the past three years are needed to give a historic perspective of
income.
For the business fiscal year, historic financial statements will be required. These will
consist of past three years balance sheets and cash flow statements, generated from
past tax returns and quarterly year to date statements. These statements should be put
together by the person responsible for doing the bookkeeping and finance management
for the business. Past tax returns will be provided to document the statements
provided. Based on these statements the Lender / Administrator can develop ratios for
debt service and payment history, etc.
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EXHIBIT A
The business will also need to provide future projected financials. These will consist of
pro formas showing projected revenue and costs for the business on a monthly basis for
each fiscal year for a minimum of three years from application date. Start-ups may
need to provide up to five years of projection statements to show break even point of
business. Two sets of pro formas need to be completed: one showing the business
projections with CDBG financing; and a second set showing the business with
conventional financing. This will provide evidence of the benefit / increased profit the
business is receiving by using the more affordable CDBG loan. These pro formas must
also show the increased costs to the business from adding the new job positions and
the CDBG debt service.
A project sources and uses form must be provided to show all funding required for
completing all project activities. This form will show the owners equity as well as
private bank financing and any other investments from other sources. The sources and
uses give a clear idea of what costs the CDBG loan will cover and its information must
be reflected in the pro formas as described above.
Using the information in these financial statements, along with any back up
documentation required, will allow the Administrator to do the projects underwriting
analysis. This analysis will include both the conventional lending underwriting and HUD
required underwriting. This analysis will be provided to the LAB for use in loan
approval.
6.4
COLLATERAL REQUIREMENTS
All loans under this program will be collateralized using normal commercial lending
standards. Collateral coverage will be assessed based on assets available as security
and the level at which they are already liened. CDBG funding is typically in a
subordinate position to banks and other lenders.
It is the goal of the Program to get the best lien position possible to ensure loan
repayments. Types of collateral may include:
Secured liens on real property,
UCC liens on machinery, equipment, or other fixtures,
Lease assignments, as appropriate,
Personal and corporate guarantees, as appropriate, and
Life insurance assignment and other collateral, as appropriate.
Appraisal of assets may be required as part of determining how to obtain the best lien
positions for the CDBG loan. Combined loan to value ratio on collateral for the typical
CDBG loan should not exceed ninety percent (90%). Equipment and inventory secured
should be properly discounted to reflect actual resale value when doing loan to value
calculations.
6.5
BUSINESS EXPERIENCE AND MANAGEMENT CAPACITY
The BA loan applicant will provide resumes and management histories to show the
experience of business owners and their management staff in successful operation of
the existing business or something comparable. Existing businesses proposing to use
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EXHIBIT A
CDBG BA funds to create jobs, must have at least an updated business plan if not a
new plan.
For BA loan applicants proposing to use CDBG funds for a non-operational start-up
businesses or for applicants that wish to use CDBG funds to purchase an existing
business or for applicants that wish to use CDBG funds for job retention (to keep the
business from closing) a comprehensive business plan will be required. The
comprehensive business plan will include a detailed analysis of what management
capacity is need for the business to be successful and identify resources that the
business will utilize to meet the identified capacity needs.
7.0
LOAN SERVICING
7.1
LOAN SERVICING RESPONSIBILITIES
Borrower will be provided loan servicing information from the Lender. The Lender will
retain all original project files within locked storage. Original legal documents will be
kept in locked fire proof filing system for future loan servicing. Lender will provide
annual income tax interest statements to the borrower for their tax purposes.
All loan payment will be make directly to the Lender and deposited into current CDBG
PI accounts. If payments are collected by a third party, all gross collected CDBG BA
loan payments will be provided to the Lender on a monthly basis for deposit into the
proper CDBG program income account.
The borrower will be required to provide the Lender / loan servicing agent with periodic
financial statements of the business and proof of insurance annually. Upon reviewing
the borrowers financial statements, the Lender may require the business to take actions
that improve the business cash flows. Borrower may be required to meet with business
development staff to assist in stabilizing or building capacity.
Borrower must disclose any sale of equipment or assets that are used as loan security
by the Lender. The borrower may submit a written request to the Lender to change the
CDBG loan terms, if the business is not able to fully service CDBG debt repayments or
if they wish to pre-pay the loan by making one or more larger payments.
7.2
LOAN SERVICING POLICIES
The Lender has adopted a set of loan servicing policies that outline how the loan
servicing agent will proceed if payments are late or no payments are received. The
policies also outline how loan files will be set up and protected. A copy of these
adopted loan servicing polices will be provided to each BA loan recipient at loan closing.
8.0
PROGRAM OVERSITE BY LENDER
8.1
OVERSITE OF PROGRAM ADMINISTRATOR
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EXHIBIT A
The Lender is ultimately the responsible entity for the CDBG BA loan program. Lender
will oversee the Administrator and communicate with the loan applicants and borrowers
as needed to explain CDBG compliance.
The Administrator is responsible to the Lender and loan applicants to assure that the
Program is implemented in compliance with these program guidelines, and state and
federal regulations. In addition, Administrator staff will ensure loan applicant projects
are underwritten in a timely and responsible manner. This includes working closely with
BA loan applicants to ensure they provide accurate financial statements through
documenting BA project compliance for project close-out with Department and HUD.
Administrator will review all loan documents with borrowers prior to loan closing.
Page 15
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Award of USDA Oxidation Ponds Sludge Removal
SUBMITTED BY:
MEETING DATE:
8/18/15
Mark Brannigan, Public Works Director
PURPOSE OF REPORT:
Information only
Discussion
Action Item

The City Council is being asked to authorize the City Manager, or her designee to execute a contract with
Synagro for the removal of solids from the City of Lakeport Municipal Sewer District Treatment Ponds, a USDA
project.
On June 30, 2015 the City of Lakeport held bid openings at City Hall in the Council Chambers for the removal of
solids from the treatment ponds located at the City of Lakeport Municipal Sewer District (CLMSD) treatment
facility. Two bids were received from contractors, Synagro and Merrell Bros, with the lowest responsible bidder
being Synagro (see attached Bid Analysis). The bid submittals were analyzed by PACE Engineering then
forwarded to USDA Rural Development with a recommendation to award to the apparent lowest bidder,
Synagro. On July 22, 2015 USDAs State Engineer, Michael Starinsky, issued a bid award concurrence to award
the bid to Synagro in the amount of $724,491.
Attached is the Bid Award Information package which includes Contract Agreement, Notice of Contract Award,
Performance and Payment Bonds, Contractors Certificate of Insurance, and Certificate of Owners Attorney.
OPTIONS:
Authorize the City Manager or her designee to execute the approved form of contract with Synagro for the USDA
funded project to remove sludge from the waste water treatment ponds, or provide direction.
FISCAL IMPACT:
None
$724,491.00Budgeted Item?

Affected fund(s):
Yes
General Fund
No
Yes
No
Water OM Fund
Sewer OM Fund
Other: USDA 604
Comments:
SUGGESTED MOTIONS:
Move to authorize the City Manager or her designee to execute a contract with Synagro for the removal of solids
from the City of Lakeport Municipal Sewer District Treatment Ponds.
Page 1
Agenda Item #VII.A.1.
Attachments:
1.
2.
3.
4.
5.
Contract Agreement
Certificate of Owners Attorney
Notice of Contract Award
Bid Analysis
USDA Bid Award Concurrence
Page 2
Agenda Item #VII.A.1.
ATTACHMENT #1
AGREEMENT
BETWEEN OWNER AND CONTRACTOR
FOR CONSTRUCTION CONTRACT (STIPULATED PRICE)
THIS AGREEMENT is by and between
City of Lakeport
Synagro-WWT, Inc.
(Owner) and
(Contractor).
Owner and Contractor hereby agree as follows:

ARTICLE 1 WORK
1.01
Contractor shall complete all Work as specified or indicated in the Contract Documents. The
Work is generally described as follows:
Oxidation Ponds Sludge Removal Project
ARTICLE 2 THE PROJECT

The Project, of which the Work under the Contract Documents is a part, is generally described as
follows: Oxidation Ponds Sludge Removal Project
ARTICLE 3 ENGINEER
3.01
The Project has been designed by PACE Engineering, Inc.
3.02
The Owner has retained PACE Engineering, Inc. (Engineer) to act as Owners representative,
assume all duties and responsibilities, and have the rights and authority assigned to Engineer in
the Contract Documents in connection with the completion of the Work in accordance with the
Contract Documents.
ARTICLE 4 CONTRACT TIMES

4.01
Time of the Essence

A.
4.02
Contract Times: Days

A.
4.03
The Work will be substantially completed within 120 days after the date when the Contract
Times commence to run as provided in Paragraph 4.01 of the General Conditions, and
completed and ready for final payment in accordance with Paragraph 15.06 of the General
Conditions within 150 days after the date when the Contract Times commence to run.
Liquidated Damages
A.
523.32C
All time limits for Milestones, if any, Substantial Completion, and completion and readiness
for final payment as stated in the Contract Documents are of the essence of the Contract.
Contractor and Owner recognize that time is of the essence as stated in Paragraph 4.01
above and that Owner will suffer financial and other losses if the Work is not completed
and Milestones not achieved within the times specified in Paragraph 4.02 above, plus any
extensions thereof allowed in accordance with the Contract. The parties also recognize the
delays, expense, and difficulties involved in proving in a legal or arbitration proceeding the
actual loss suffered by Owner if the Work is not completed on time. Accordingly, instead of
EJCDC C-520, Agreement Between Owner and Contractor for Construction Contract (Stipulated Price).
Copyright 2013 National Society of Professional Engineers, American Council of Engineering Companies,
and American Society of Civil Engineers. All rights reserved. Page 00500-1 of 8
ATTACHMENT #1
requiring any such proof, Owner and Contractor agree that as liquidated damages for delay
(but not as a penalty):
1.
Substantial Completion: Contractor shall pay Owner $1000 for each day that expires
after the time (as duly adjusted pursuant to the Contract) specified in Paragraph
4.02.A above for Substantial Completion until the Work is substantially complete.
2.
Completion of Remaining Work: After Substantial Completion, if Contractor shall

neglect, refuse, or fail to complete the remaining Work within the Contract Time (as
duly adjusted pursuant to the Contract) for completion and readiness for final
payment, Contractor shall pay Owner $500 for each day that expires after such time
until the Work is completed and ready for final payment.
3.
Liquidated damages for failing to timely attain Substantial Completion and final
completion are not additive and will not be imposed concurrently.
ARTICLE 5 CONTRACT PRICE

5.01
Owner shall pay Contractor for completion of the Work in accordance with the Contract
Documents the amounts that follow, subject to adjustment under the Contract:
A.
For all Work, at the prices stated in Contractors Bid, attached hereto as an exhibit.
ARTICLE 6 PAYMENT PROCEDURES

6.01
Submittal and Processing of Payments

A.
6.02
Contractor shall submit Applications for Payment in accordance with Article 15 of the
General Conditions. Applications for Payment will be processed by Engineer as provided in
the General Conditions.
Progress Payments; Retainage

A.
Owner shall make progress payments on account of the Contract Price on the basis of
Contractors Applications for Payment on or about the 30th day of each month during
performance of the Work as provided in Paragraph 6.02.A.1 below, provided that such
Applications for Payment have been submitted in a timely manner and otherwise meet the
requirements of the Contract. All such payments will be measured by the Schedule of
Values established as provided in the General Conditions (and in the case of Unit Price
Work based on the number of units completed) or, in the event there is no Schedule of
Values, as provided elsewhere in the Contract.
1.
B.
523.32C
Prior to Substantial Completion, progress payments will be made in an amount equal

to the percentage indicated below but, in each case, less the aggregate of payments
previously made and less such amounts as Owner may withhold, including but not
limited to liquidated damages, in accordance with the Contract
a.
95 percent of Work completed (with the balance being retainage); and
b.
95 percent of cost of materials and equipment not incorporated in the Work (with
the balance being retainage).
Upon Substantial Completion, Owner shall pay an amount sufficient to increase total
payments to Contractor to 95 percent of the Work completed, less such amounts set off by
Owner pursuant to Paragraph 15.01.E of the General Conditions, and less 100 percent of
Engineers estimate of the value of Work to be completed or corrected as shown on the
punch list of items to be completed or corrected prior to final payment.
ATTACHMENT #1
6.03
Final Payment
A.
Upon final completion and acceptance of the Work in accordance with Paragraph 15.06 of
the General Conditions, Owner shall pay the remainder of the Contract Price as
recommended by Engineer as provided in said Paragraph 15.06.
ARTICLE 7 INTEREST
7.01
All amounts not paid when due shall bear interest at the maximum rate allowed by law and
approved by the funding agency.
ARTICLE 8 CONTRACTORS REPRESENTATIONS

8.01
523.32C
In order to induce Owner to enter into this Contract, Contractor makes the following
representations:
A.
Contractor has examined and carefully studied the Contract Documents, and any data and
reference items identified in the Contract Documents.
B.
Contractor has visited the Site, conducted a thorough, alert visual examination of the Site
and adjacent areas, and become familiar with and is satisfied as to the general, local, and
Site conditions that may affect cost, progress, and performance of the Work.
C.
Contractor is familiar with and is satisfied as to all Laws and Regulations that may affect
cost, progress, and performance of the Work.
D.
Contractor has carefully studied all: (1) reports of explorations and tests of subsurface
conditions at or adjacent to the Site and all drawings of physical conditions relating to
existing surface or subsurface structures at the Site that have been identified in the
Supplementary Conditions, especially with respect to Technical Data in such reports and
drawings, and (2) reports and drawings relating to Hazardous Environmental Conditions, if
any, at or adjacent to the Site that have been identified in the Supplementary Conditions,
especially with respect to Technical Data in such reports and drawings.
E.
Contractor has considered the information known to Contractor itself; information

commonly known to contractors doing business in the locality of the Site; information and
observations obtained from visits to the Site; the Contract Documents; and the Site-related
reports and drawings identified in the Contract Documents, with respect to the effect of
such information, observations, and documents on (1) the cost, progress, and performance
of the Work; (2) the means, methods, techniques, sequences, and procedures of
construction to be employed by Contractor; and (3) Contractors safety precautions and
programs.
F.
Based on the information and observations referred to in the preceding paragraph,

Contractor agrees that no further examinations, investigations, explorations, tests, studies,
or data are necessary for the performance of the Work at the Contract Price, within the
Contract Times, and in accordance with the other terms and conditions of the Contract.
G.
Contractor is aware of the general nature of work to be performed by Owner and others at
the Site that relates to the Work as indicated in the Contract Documents.
H.
Contractor has given Engineer written notice of all conflicts, errors, ambiguities, or
discrepancies that Contractor has discovered in the Contract Documents, and the written
resolution thereof by Engineer is acceptable to Contractor.
ATTACHMENT #1
I.
The Contract Documents are generally sufficient to indicate and convey understanding of
all terms and conditions for performance and furnishing of the Work.
J.
Contractors entry into this Contract constitutes an incontrovertible representation by

Contractor that without exception all prices in the Agreement are premised upon
performing and furnishing the Work required by the Contract Documents.
ARTICLE 9 CONTRACT DOCUMENTS

9.01
Contents
A.
The Contract Documents consist of the following:

1.
This Agreement (pages 1 to 8, inclusive).
2.
Performance bond (pages 00610-1 to 00610-3, inclusive).
3.
Payment bond (pages 00615-1 to 00615-3, inclusive).
4.
General Conditions (pages 1 to 65, inclusive).
5.
Supplementary Conditions (pages 00800-1 to 00800-9, inclusive).
6.
Engineers Supplementary Conditions (Pages ESC-1 to 19, inclusive)
7.
Technical Specifications as listed in the table of contents of the Project Manual.
8.
Technical Drawings (not attached but incorporated by reference) consisting of 3 sheets

with each sheet bearing the following general title: PHASE 2- WASTEWATER
TREATMENT & DISPOSAL FACILITIES REPLACEMENT/EXPANSION
9.
Addenda numbers 1 to 3, inclusive.
10. Exhibits to this Agreement (enumerated as follows):

a.
Contractors Bid (pages 00410-1 to 00410-6, including all other pages of the
Contractors Bid, inclusive).
11. The following which may be delivered or issued on or after the Effective Date of the
Contract and are not attached hereto:
a.
Notice to Proceed.
b.
Work Change Directives.
c.
Change Orders.
B.
The documents listed in Paragraph 9.01.A are attached to this Agreement (except as
expressly noted otherwise above).
C.
There are no Contract Documents other than those listed above in this Article 9.
D.
The Contract Documents may only be amended, modified, or supplemented as provided in

the General Conditions.
ARTICLE 10 MISCELLANEOUS
10.01 Terms
A.
523.32C
Terms used in this Agreement will have the meanings stated in the General Conditions and
the Supplementary Conditions.
ATTACHMENT #1
10.02 Assignment of Contract

A.
Unless expressly agreed to elsewhere in the Contract, no assignment by a party hereto of

any rights under or interests in the Contract will be binding on another party hereto
without the written consent of the party sought to be bound; and, specifically but without
limitation, money that may become due and money that is due may not be assigned
without such consent (except to the extent that the effect of this restriction may be limited
by law), and unless specifically stated to the contrary in any written consent to an
assignment, no assignment will release or discharge the assignor from any duty or
responsibility under the Contract Documents.
10.03 Successors and Assigns

A.
Owner and Contractor each binds itself, its successors, assigns, and legal representatives to
the other party hereto, its successors, assigns, and legal representatives in respect to all
covenants, agreements, and obligations contained in the Contract Documents.
10.04 Severability
A.
Any provision or part of the Contract Documents held to be void or unenforceable under
any Law or Regulation shall be deemed stricken, and all remaining provisions shall continue
to be valid and binding upon Owner and Contractor, who agree that the Contract
Documents shall be reformed to replace such stricken provision or part thereof with a valid
and enforceable provision that comes as close as possible to expressing the intention of the
stricken provision.
10.05 Contractors Certifications

A.
Contractor certifies that it has not engaged in corrupt, fraudulent, collusive, or coercive
practices in competing for or in executing the Contract. For the purposes of this Paragraph
10.05:
1.
corrupt practice means the offering, giving, receiving, or soliciting of any thing of
value likely to influence the action of a public official in the bidding process or in the
Contract execution;
2.
fraudulent practice means an intentional misrepresentation of facts made (a) to

influence the bidding process or the execution of the Contract to the detriment of
Owner, (b) to establish Bid or Contract prices at artificial non-competitive levels, or (c)
to deprive Owner of the benefits of free and open competition;
3.
collusive practice means a scheme or arrangement between two or more Bidders,

with or without the knowledge of Owner, a purpose of which is to establish Bid prices
at artificial, non-competitive levels; and
4.
coercive practice means harming or threatening to harm, directly or indirectly,

persons or their property to influence their participation in the bidding process or
affect the execution of the Contract.
10.06 Other Provisions

A.
523.32C
Owner stipulates that if the General Conditions that are made a part of this Contract are
based on EJCDC C-700, Standard General Conditions for the Construction Contract,
published by the Engineers Joint Contract Documents Committee, and if Owner is the
party that has furnished said General Conditions, then Owner has plainly shown all
modifications to the standard wording of such published document to the Contractor,
ATTACHMENT #1
through a process such as highlighting or track changes (redline/strikeout), or in the

Supplementary Conditions.
523.32C
ATTACHMENT #1
IN WITNESS WHEREOF, Owner and Contractor have signed this Agreement.

This Agreement will be effective on ________
__ (which is the Effective Date of the Contract).
OWNER:
CONTRACTOR:
By:
By:
Title:
Title:
(If Contractor is a corporation, a partnership, or a joint
venture, attach evidence of authority to sign.)
Attest:
Attest:
Title:
Title:
Address for giving notices:
Address for giving notices:
City of Lakeport
Synagro-WWT, Inc.
225 Park Street
435 Williams Court, Suite 100
Lakeport, CA 95453
Baltimore, MD 21220
License No.:
(If Owner is a corporation, attach evidence of authority

to sign. If Owner is a public body, attach evidence of
authority to sign and resolution or other documents
authorizing execution of this Agreement.)
523.32C
801688
(where applicable)
NOTE TO USER: Use in those states or other

jurisdictions where applicable or required.
ATTACHMENT 2
ATTACHMENT TO AGREEMENT
BETWEEN OWNER AND CONTRACTOR
FOR CONSTRUCTION CONTRACT (STIPULATED PRICE)
This attachment is to the Agreement made and entered into on ___________________ , by and between the City of
Lakeport hereinafter Owner, and Synagro-WWT, Inc. hereinafter called Contractor. This Contract is for that
Work described in the Contract Documents entitled:
This Contract shall not be effective unless and until approved by a delegated representative of USDA Rural
Development.
CERTIFICATE OF OWNERS ATTORNEY

I, the undersigned,_______________________________________ the duly authorized and acting
legal representative of____________________________________________, do hereby certify as
follows:
I have examined the attached Contract(s) and performance and payment bond(s) and the manner of
execution thereof, and I am of the opinion that each of the aforesaid agreements has been duly executed
by the proper parties thereto acting through their duly authorized representatives; that said representatives
have full power and authority to execute said agreements on behalf of the respective parties named
thereon; and that the foregoing agreements constitute valid and legally binding obligations upon the
parties executing the same in accordance with terms, conditions, and provisions thereof. I also am of the
opinion that the Contractors insurance coverage(s) complies with the requirements of the Contract.
____________________________________
(Attorneys Signature)
DATE:______________________________
AGENCY CONCURRENCE
As lender or insurer of funds to defray the costs of this Contract, and without liability for any payments
thereunder, the Agency hereby concurs in the form, content, and execution of this Agreement.
BY:_________________________________
DATE:_____________________________
TITLE:______________________________
523.32C
ATTACHMENT 3
NOTICE OF AWARD
Date of Issuance:
Owner:
City of Lakeport
Owner's Contract No.:
Engineer:
PACE Engineering, Inc.
Engineer's Project No.: 523.32C
Project:
Contract Name:
Bidder:
Synagro-WWT, Inc.
Bidders Address:
435 Williams Court, Suite 100 Baltimore, MD 21220
TO BIDDER:
You are notified that Owner has accepted your Bid dated June 30, 2015 for the above Contract, and that you
are the Successful Bidder and are awarded a Contract for the Oxidation Ponds Sludge Removal Project for the
lump sum Contract Price of $724,491.00.
Four (4) unexecuted counterparts of the Agreement accompany this Notice of Award, and one copy of
the Contract Documents accompanies this Notice of Award, or has been transmitted or made available to
Bidder electronically.
You must comply with the following conditions precedent within 15 days of the date of receipt of this Notice
of Award:
1. Deliver to Owner (4) counterparts of the Agreement, fully executed by Bidder.
2. Deliver with the executed Agreements the Contract security (performance and payment bonds) and
insurance documentation as specified in the Instructions to Bidders and General Conditions, Articles 2
and 6.
3. Other conditions precedent (if any):
Failure to comply with these conditions within the time specified will entitle Owner to consider you in default,
annul this Notice of Award, and declare your Bid security forfeited.
Within ten days after you comply with the above conditions, Owner will return to you one fully executed
counterpart of the Agreement, together with any additional copies of the Contract Documents as indicated in
Paragraph 2.02 of the General Conditions.
Owner:
City of Lakeport
Authorized Signature
By:
Title:
Copy: Rickey Bowser, PACE Engineering
Mike Starinsky, USDA RD
EJCDC C-510, Notice of Award.

Prepared and published 2013 by the Engineers Joint Contract Documents Committee.
Page 1 of 1
523.32C
ATTACHMENT 4
PACE ENGINEERING, INC.

1730 SOUTH STREET
REDDING, CA 96001
530/244-0202
BID ANALYSIS
OWNER: CITY OF LAKEPORT
CONTRACTOR
Ranking
Phone
Attended Pre-Bid Job Walk
California Contractor's License
Verify License(s)
Addendums Acknowledged
Totals Per Item
Total Bid
NonCollusion Affidavit
Bid Bond (10% of Bid)
Power of Attorney
Compliance Statement
Certifications of Non-Segregated Facilities
Certification Regarding Debarment
Certification for Contracts, Grants and Loans
Certification Regarding Worker's Compensation
List of Subs
Bidder Information
Bonding Company
List of Completed Projects

Registered and Qualified with DIR
PAGE: 1 of 1
BID DATE: 6/30/2015
JOB NO: 523.32C
BY: RB
PROJECT: OXIDATION PONDS SLUDGE REMOVAL PROJECT

SYNAGRO
MERRELL BROS
1
2
(650) 333-0729
Y
A - 801688
CURRENT & ACTIVE
Y
Y
$724,491
Y
Y
Y
Y
Y
Y
Y
Y
Y
Jess Ranch Trucking, 1886 Northgate Drive,
Hauling
Manteca, CA 95336
Y
KELLY O'MALLEY (212) 479-3734 AON
RISK SERVICES
44
WHIPPANY ROAD, MORRISTOWN, NJ
07960
Y
Y - 1000006919
(574) 699-7782
Y
D64 - 973941
CURRENT & ACTIVE
Y
Y
$897,970
Y
Y
Y
Y
Y
Y
Y
Y
Y
N/A
Y
JENNIFER SALM (937) 285-8232
BROWER INSURANCE
409 E. MONUMENT AVE SUITE 400
DAYTON OH 45402
Y
NOT FOUND
ATTACHMENT 5
ATTACHMENT 5
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Adoption of a Resolution approving the application for
grant funds from the Recreational Trails Program
SUBMITTED BY:
PURPOSE OF REPORT:
MEETING DATE:
8-18-15
Richard Knoll, Special Projects Coordinator

Information only
Discussion
Action Item
WHAT IS BEING ASKED OF THE CITY COUNCIL:

Consideration of Resolution No. ____ (2015) which approves the submittal of a grant application to
the California Department of Parks and Recreation - Recreational Trail Program (RTP) in the
amount of $600,000 to fund construction of Phase 2 of the Forbes Creek Trail, Trailhead Parking
Lot, and related trail facilities within the Phase 2 area of Westside Community Park.
BACKGROUND AND DISCUSSION:
In 1987 the City of Lakeport adopted its first comprehensive Park Plan. This Park Plan was officially
incorporated into the 1992 Lakeport General Plan in Chapter III: Conservation, Open Space and
Parks Element. In addition to the establishment of a number of Open Space, Parks, and Recreation
Goals, Policies, and Implementation Programs, the 1992 Lakeport General Plan also incorporated
Park Plan maps and illustrations. Of particular note in the 1992 Lakeport General Plan is Map III
3: Urban Trail System. This Map identifies existing on street trails, proposed on street trails and
proposed off street trails. This Map depicts an off street trail system extending from Parallel Drive
to the west through what is now Westside Community Park. This General Plan Trail Map concept is
today called the Forbes Creek Trail within the City of Lakeports Westside Community Park.
In the late 1990s the City Council approved and formally converted City owned land (previously
used as a wastewater storage and disposal site and Walnut orchard) into the 55 acre Westside
Community Park. Actions by the City included approval of a General Plan Amendment and
Rezoning of the land from Residential to Open Space and adoption of the Westside Community
Park (WCP) Master Plan. The WCP Master Plan included a perimeter trail system (the Forbes Creek
Trail) that extended around and in some cases through the entire 55 acre Park site.
Phase 1 and a portion of Phase 2 of the Westside Community Park improvements have been
constructed through the efforts of the City of Lakeport, the Westside Park Committee, service
groups and organizations, and significant donations of time, materials, equipment, labor, from the
community at large. The City of Lakeport previously applied for and received a $100,000+/- grant
from the California Department of Parks and Recreation - RTP grant program for the Phase 1 of
the Forbes Creek Trail through Westside Community Park. The 10 foot wide existing trail extends
from Westside Park Road at the northeast corner of the Phase 1 Park improvements, south - along
the east and south sides of the soccer fields, through the Phase 1 parking lot, where it then turns
Page 1
Agenda Item# VII.B.1.
south and runs along the east side and south sides of the Phase 2 Westside Park area. The trail
currently terminates at the southwest corner of Phase 2 of Westside Community Park.
In July 2015 the California Department of Parks and Recreation announced availability of grant
funds through the Recreational Trail Program. The RTP is a state-administered local assistance
program of the U.S. Department of Transportations Federal Highway Administration (FHWA).
Within the State of California, the Department of Parks and Recreation is authorized to administer
the program. Non-motorized RTP Projects are administered by the Office of Grants and Local
Services (OGALS).
The non-motorized RTP funds recreational trail projects for pedestrians, bicyclists, and equestrians
that may also serve as non-motorized transportation corridors.
City staff is currently working on preparation of the grant application which includes a number of
components including the grant scope, site plan, topographic map, trail log, cost estimate, and other
items the state requires that the scope of the project can be completed with the grant request and it
also requires a committed secure match of 12% which has been approved by the city. Up to $4
million per application may be requested. In order to be eligible for this grant trails must be
separated from a road and not within a road right-of-way. Eligible development projects include
construction of new trails, development of trailhead facilities including parking lots/staging areas,
benches interpretive signage drinking fountain etc. Landscaping is generally not going to be funded
except for that needed to prevent erosion and trail degradation.
The deadline for submittal of the grant application is September 15, 2015. Approval of the
authorizing resolution is required as part of the grant application which is attached for the City
Councils consideration.
PHASE 2 FORBES CREEK TRAIL AND TRAILHEAD FACILITIES PROJECT
DESCRIPTION:
Attached is a map of the proposed Phase 2 Forbes Creek Trail and Trailhead facility project
improvements.
Phase 2 of the Forbes Creek Trail project includes continuation of the Phase 1 Trail (funded by the
RTP) from its current termination point, north to intersect with Westside Park Road. This new
Phase 2 Trail will be a 10 wide x 1,400 long concrete and/or asphalt, handicap accessible, stripedtwo lane pathway for hikers, bicyclists, and all other users, including equestrians. The Phase 2 Forbes
Creek Trail will extend from the southwest corner of the Phase 2 Westside Community Park site,
adjacent to the east side of the trailhead parking area, north to Westside Park Road. Phase 2 of the
Forbes Creek Trail project also includes construction of a 130 vehicle trailhead parking lot, provided
with an asphalt surface, concrete curb and gutter perimeter, appurtenant storm drainage facilities,
bench seating, pole mounted lighting, bollards, gates and fencing, erosion control and groundcover,
and associated directional/informational signing.
OPTIONS:
Page 2
The options for the City Council with respect to consideration of the Resolution are to 1) adopt it as
presented, 2) make any necessary modifications in the Resolution and adopt it as amended, or 3) to
provide alternative direction to staff as to specific issues and schedule reconsideration of the
Resolution on September 1, 2015.
FISCAL IMPACT:
None
$72,000 +/-
Account Number:
Comments: the RTP non-motorized grant application requires that the city fund at least 12% of the
total project cost. The estimated construction cost of the trail improvements, trailhead parking
facilities, and related facilities is $600,000. The 12% match equals $72,000 and must be committed
by the City as a secure match. The grant application guidelines indicate that the city must avoid the
scope that requires future fundraising.
There will be miscellaneous expenses for copying, printing, public notices, etc.
It should be noted that there may likely be additional expenses associated with the CEQA
Environmental Review of the proposed project. City staff will bring a specific proposal for this
project component back to the City Council for approval at a later date.
SUGGESTED MOTIONS:
Motion to approve and adopt the proposed Resolution approving the Application for Grant Funds
from the Recreational Trails Program
Attachments:
1. Resolution No. ____ (2015)

2. Site Plan
3. Civil engineering plan
Page 3
RESOLUTION NO. ____ (2015)

A RESOLUTION OF THE LAKEPORT CITY COUNCIL APPROVING THE APPLICATION
FOR GRANT FUNDS FROM THE RECREATIONAL TRAILS PROGRAM
WHEREAS, the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy
for Users provides funds to the State of California for Grants to federal, state, local and nonprofit organizations to acquire, develop and/or maintain motorized and non-motorized trail
Projects; and
WHEREAS, the State Department of Parks and Recreation has been delegated the
responsibility for the administration of the program within the State, setting up necessary
procedures governing Project Application under the program; and
WHEREAS, said procedures established by the State Department of Parks and
Recreation require the Applicant to certify by resolution the approval of Application(s) before
submission of said Application(s) to the State; and
WHEREAS, the Applicant will enter into a Contract with the State of California to
complete the Project(s);
NOW, THEREFORE, BE IT RESOLVED THAT:
1. Approves the filing of an Application for the Recreational Trails Program; and
2. Certifies that the Project is consistent with the Applicants general plan or the
equivalent planning document; and
3. Certifies that said Applicant has or will have available prior to commencement of any
work on the Project(s) included in this Application, sufficient funds to operate and
maintain the Project(s); and
4. Certifies that the Applicant has reviewed, understands, and agrees to the General
Provisions contained in the Contract shown in the Procedural Guide; and
5. Appoints the City Manager as agent to conduct all negotiations, execute and submit all
documents, including, but not limited to Applications, agreements, amendments,
payment requests and so on, which may be necessary for the completion of the Project.
6. Agrees to comply with all applicable federal, state and local laws, ordinances, rules,
regulations and guidelines.
AYES:
NOES:
ABSENT:
ABSTAIN:
__________________________________
ATTEST:
__________________________________
The undersigned Kelly Buendia, Acting City Clerk of the applicant, does hereby attest and certify
that the foregoing is a true and full copy of a resolution of the governing board of the applicant
passed and adopted at a duly convened meeting on the date set forth above, and said
resolution has not been altered, amended, or repealed.
_________________________________
____________________________
Date
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Restructuring Unfunded Accrued Actuarial Liability (UAAL)
Obligations of the City to CALPERS (cont.)
SUBMITTED BY:
MEETING DATE:
8/18/2015
Daniel Buffalo, Finance Director
PURPOSE OF REPORT:
Information only
Discussion
Action Item
WHAT IS BEING ASKED OF THE CITY COUNCIL:

Update on restructuring of a portion of outstanding UAAL obligations of the City to the California Public
Employees Retirement System, and selection of alternative plan of restructuring.
Recent changes to the bond market due to rulings out of the San Bernardino bankruptcy case have required
the City to revisit the options it has to restructure a portion of its UAAL obligations with CalPERS.
What is no longer a possibility was the option for the City to restructure its UAAL through a validation
action, essentially issuing new, unsecured debt to replace existing obligations with CalPERS. The
bankruptcy court hearing the San Bernardino case recently stated that such new debt (referred to typically as
POBs or pension obligation bonds) would not have the same legal standing as obligations owed to
CalPERS.
This decision has closed off the POB market to the City.
Consequently, management has explored the option of securitizing a new debt issue by pledging assets to
bond/note holders as collateral. Utilizing City assets as security, management and the Citys Finance
Committee worked with its financial advisor, NHA Advisors, to explore asset mixes that would serve
bondholder requirements while exposing the City to the least possible amount of risk.
Following that analysis, the Finance Committee revised options for the Councils consideration with a
recommendation to pursue Option 3. This option achieves the greatest potential long-term present value
savings (over $358K through maturity of the bond/note), maximizes the benefit from issuance costs, and
provides the most positive long-term budgetary impact to the City.
The collateralized asset mix includes the recommended use of essential city assets by the Finance
Committee and is drawn from available assets identified in Attachment A. These assets would be pledged to
the bond/note holder(s) in the unlikely event of a City default on the obligation.
Page 1
Agenda Item #VII.C.1.
Summary of Revised Options and Considerations

OPTION 1: Pay-Off Side Fund ($1.62 MM/23% of Total UAL)
nd
Removes first peak; grows payments (1% growth) smoothly into 2 peak in 2036
Lowest PV Savings (1.82%)*
Likely can be executed without collateralized use of City Hall; smaller audience of
investors and likely less aggressive interest rate bids
OPTION 2: Pay-Off Side Fund and 25% of Base 2 ($2.31MM/33% of Total UAL)
Removes first and second peak with payments level through 2036; Small increase to
payments in 2037 to 2040
Strong PV Savings: 7.89%*
Must collateralize City Hall in asset mix (larger audience of investors/aggressive interest
rate bids)
OPTION 3: Pay-Off Side Fund and 50% of Base 2 ($3.01MM/43% of Total UAL)
Removes both peaks, payments level through 2035; reduced payments in 2036 through
2037 and small increase to 2038 to 2040
Highest PV Savings: 11.92%*
Must use City Hall in Asset Mix (larger audience of investors/aggressive interest rate
bids)
Options 2 and 3 currently limited to 9 year average life
If Banks allow for longer maturity (i.e. 10 year average life), Options 2 and 3 can be
further optimized (longer smoothing and/or lower payments)
* Assumes CalPERS annual return of 7.5%
OPTIONS:
1. Approve and authorize the City Manager and Finance Director to work with the financing team to
select the appropriate assets for collateralization, sign all related documents to the transaction, and
execute the option selected by Council.
2. Do not approve but provide direction to staff.
FISCAL IMPACT:
None
$ $120,000 issuance cost, ~$358,000 PV savings Budgeted Item?

Affected fund(s):
Yes
General Fund
No
Yes
No
If yes, amount of appropriation increase: $ 3,130,000
Water OM Fund
Sewer OM Fund
Other:
Comments: All fees associated with this debt issuance are contingent on the successful completion of the
transaction. The primary goal of this strategy is to allow for greater budgetary stability over the next 25
years. Alternatively, the City would have to manage approximately $650K of contribution increases over the
next 6 years that could adversely impact services.
Page 2
SUGGESTED MOTIONS:
Move to approve the proposed resolution, as well as approve and authorize the City Manager and Finance
Director to work with the financing team to develop a final asset mix to collateralize, execute Option 3 as
presented, and sign all documents related to the transaction.
Attachments:
1. Attachment A: Available Asset List

2. Resolution No._______(2015)
Page 3
Attachment A
CityAssetList EstimatedValues
GENERALFUND
LAND
CityHall
PoliceStation
CorpYard
LibraryPark
DutchHarbor
YachtClub
PUBLICDOMAIN
100,000
25,000
32,246
41,329
1,500
20,000
YachtClub
1679ToddRoad
10,000
9,722
1669ToddRoad
1272CreeksideDrive
auditor'sadjustment
WittProperty
TotalLand
BUILDINGS
CityHall
17,499
38,887
27,000
329,800
652,983
250,000
322,451
LibraryPark
DutchHarbor
NaturalHigh
YachtClub
FireStation
413,288
15,000
45,000
573,490
750,000
LakeportSeniorCenter
500,000
TransferStation
350,000
860N.MainStreet
40,000
WittProperty
76,363
TotalBuildings
4,335,592
IMPROVNONBUILDING
CityHall
516,407
PoliceStation
161,979
CorpYard
94,785
OtherPubWorks
879,416
LibraryPark
1,157,387
WestshorePool(ClearLake 337,503
TotalImprovementNonBuildin 3,147,477
TOTALGENERALFUND
23,285
109,516
54,332
181,956
58,467
899,753
TotalPublicDomain
1,327,309
1,000,000
PoliceStation
CorpYard
8,136,052
WATERFUND
COMPLETEDCONSTRUCTION
LakeportBlvd/S.MainIntersection
DowntownImprovementProject
SafeRoutetoSchool
ForbesStreetOverlay
Martin&ForbesSt.PedImprovement
RDAProjects
MostEssential
Asset:CityHall
($1.6MM)
Wouldallowfor
mostaggressive
biddingfrom
banks(lower
interestrates)
Firestationless
essentialgiven
underlyinglease
($750K)
SEWERFUND
LAND
1825RiggsRoad.5acresAPN005027850000Wa
590konoctiAceSurfacewaterplant
KStreetLakepumpsationsite
ScottsCreekwells
GreenRanch
TotalLand
29,165
10,000
1,000
5
700,000
740,170
LAND
3715StateHighway175166.0
3655StateHighway175313.44
795LindaLaneAPN0050350
MartinStreetAPN02548301
AshStreet
CStreetAPN02550108
64,553
121,873
1,000
1,000
1,000
1,000
BUILDINGS
Water:
33,039
2004landaddition
Sewerexpansionpondland
44,807
1,500,000
1,500,000
150,000
2,000
10,807
2,000
10,000
TotalLand
BUILDINGS
WWTreatmentProcessing@L
LiftStation@MartinStreet
LiftStation@AshStreet
LiftStation@ClearlakeAve
LiftStation@LindaLane
1,735,233
WaterTreatmentPlantKonoctiAve
WaterTreatmentPlantKonoctiAveImprovement
ControlBuilding@KonoctiAve
LakePumpStation@Kstreet
ControlBuilding@RiggsRoad
CityWellPumpBldg@ScottsCreek
GreenRanchPumpBuilding
TotalBuildings
IMPROVNONBUILDING
ContentsofCotnrolBldg@KonoctiAve.
ContentsofLakePumpStation@KStreet
WaterTreatmentProcessing@KonoctiAve.
ContentsofControlBldg@RiggsRoad
ContentsofCityWellPumpBldg@ScottsCreek
1,707,846
LiftStation@CStreet
LiftStation@RoseAve
80,000
1,858
1,858
1,342
25,000
20,000
2,000
133,700
26,754
2,109,450
40,000
30,000
TotalBuildings
132,058
IMPROVNONBUILDING
ContentsofWWTreatmentPlant 206,080
PropertyintheOpen@LindaL
1,300,000
PropertyintheOpen@LindaL
700,000
ContentsofGreenRanchPumpBuilding
Tank@RiggsRoad
Tank@RiggsRoad
Hartleywaterline
WaterMainParallelDr(Collegeproject)
TotalImprovementNonBuilding
MACHINERYANDEQUIPMENT
40,000
500,000
1,500,000
179,418
713,452
5,112,320
125,517
TOTALWATER
7,685,853
LiftStation@LarrecouAve
LiftStation@MartinStreet
LiftStation@LakeportBlvd
LiftStation@AshStreet
LiftStation@ClearlakeAve
LiftStation@LindaLane
LiftStation@CStreet
LiftStation@RoseAve
Sewerexpasionponds
ashestreetpumpstation
trucklines
wwtpimprovementproject
sewerradiosandsoftware
capitalizedimprovements
TotalImprovementNonBuilding
30,000
18,522
18,522
18,522
18,522
56,080
160,000
30,000
3,001,048
381,103
13,082,787
2,528,619
24,439
88,894
21,663,138
TOTALSEWER
23,530,429
RESOLUTION NO. _____

A RESOLUTION OF CITY COUNCIL OF THE CITY OF LAKEPORT AUTHORIZING
COMMENCEMENT OF PROCEEDINGS FOR THE REFINANCING OF A PORTION OF
THE CITYS OUTSTANDING UNFUNDED ACTUARIAL ACCRUED LIABILITY TO THE
CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM, AND APPOINTING THE
NECESSARY CONSULTANTS IN CONNECTION THEREWITH
WHEREAS, the City of Lakeport (the City) is a contracting member of the California Public
Employees' Retirement System (CalPERS), and is obligated by law to make certain payments to
CalPERS in respect of (a) retired public safety employees (the Safety Plan) and (b) retired
miscellaneous employees (the Miscellaneous Plan); and
WHEREAS, the City is legally obligated under both the Safety Plan and the Miscellaneous Plan to
pay any unfunded accrued actuarial liability (the UAAL), which is the amount by which CalPERS
is short of the amount that will be necessary, without further payments from the City, to pay
benefits already earned by current and former employees covered by CalPERS; and
WHEREAS, the City has a current combined (both Safety and Miscellaneous) UAAL of $6.99 million
which is scheduled to unevenly amortized over the next 30 years (the Obligation); and
WHEREAS, the City Council, after due investigation and deliberation, has determined that it is in
the public interests of the City at this time to consider the refinancing of a portion of the
Obligation (the Refunding); and
WHEREAS, the City is authorized under the provisions of Articles 10 and 11 of Chapter 3 of Part 1
of Division 2 of Title 5 of the California Government Code, commencing with Section 53570 of said
Code (the Bond Law), to enter into loan agreements for the purpose of refunding certain
outstanding obligations of the City, including the CalPERS Side Fund Obligations; and
WHEREAS, in order to efficiently accomplish the Refunding, the City desires to appoint NHA
Advisors as Financial Advisor, Southwest Securities, Inc. as Placement Agent and The Weist Law
Firm as Bond Counsel to provide the necessary professional services in connection therewith; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lakeport, as follows:
Section 1.
Recitals. The foregoing recitals are adopted as findings of the City Council as
though set forth fully herein.
Section 2. Preliminary Intention to Proceed. The City Council hereby determines that it is
necessary and desirable to proceed with the Refunding, subject to final authorization thereof by
resolution of the City at a subsequent meeting held for such purpose. This Resolution does not
bind the City to ultimately provide for the Refunding.
Section 3. Authorized Representatives. The Mayor, Mayor Pro Tem, City Manager, Finance
Director, City Clerk and any other person authorized by the Council to act on behalf of the City
shall each be an Authorized Representative of the City for the purposes of structuring and
providing for the matter to be brought back to the City Council for further consideration, and are
hereby authorized, jointly and severally, in each of their discretion, to effectuate the actions
which the City Council has approved in this Resolution.
Section 4. Professional Services. The City Council hereby appoints The Weist Law Firm as Bond
Counsel, NHA Advisors as Financial Advisor, and Southwest Securities, Inc. as Placement Agent in
connection with the Refunding described in this Resolution. An Authorized Representative is
authorized and directed to execute an agreement with each of such firms in the respective forms
on file with the City Clerk.
Section 5. Effective Date. This Resolution shall take effect from and after the date of its passage
and adoption.
Passed and adopted at a Regular Meeting of the City Council of the City of Lakeport held
on the 18th day of August, 2015 by the following vote:
AYES:
NOES:
ABSTAINING:
ABSENT:
APPROVED:
ATTEST:
______________________________
KELLY BUENDIA, Deputy City Clerk
____________________________
CERTIFICATE
STATE OF CALIFORNIA
COUNTY OF LAKE
CITY OF LAKEPORT )
)
) ss.
I, Kelly Buendia, Deputy City Clerk of the City of Lakeport, do hereby certify the foregoing
Resolution of the City Council of the City of Lakeport was duly passed and adopted at a Regular
Meeting of the City Council held on August 18, 2015.
DATED: August 18, 2015
_______________________
KELLY BUENDIA, Deputy City Clerk

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AGENDA

REGULAR MEETING OF THE LAKEPORT CITY COUNCIL

Tuesday, August 18 2015

CALL TO ORDER & ROLL CALL:

Move to accept agenda as posted, or move to add or delete items.

Waive reading except by title, of any ordinances under consideration at this

Approve minutes of the regular City Council meeting of July21, 2015.

Approve warrant register from August 6, 2015.

Approve Application No. 2015-019 with staff recommendations for the

Transportation Project Certifications

Adopt a resolution authorizing the City Manager to execute project certifications

Adopt a resolution to adopt a new Records Retention Schedule and authorizing

League of California Cities Fix Our Roads

Introduction of New Employees

Introduce the following new employees: Paul Harris, Utilities Superintendent

Community Development Block Grant

Public Works Director

City Council Agenda of August 18, 2015

CalPERS Unfunded Accrued

Update on restructuring of a portion of outstanding UAAL obligations of the City

CITY COUNCIL COMMUNICATIONS:

Special Projects Coordinator

Award of USDA Oxidation

Miscellaneous Reports, if any:

REPORT OUT OF CLOSED SESSION:

CALL TO ORDER & ROLL CALL:

The Pledge of Allegiance was led by Dennis Rollins

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

Waive reading except by title, of any ordinances under consideration at this

Approve minutes of the regular City Council meeting of July 7, 2015.

Per REMIF, reject the claim of Irene Lopez.

Vote on Consent Agenda:

There were no Urgency Items.

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

Introduction of New Employees

Introduction of Employees and

Finance Director Award

Mayor Scheel honored the following Staff members:

Public Works Superintendent

Public Works Superintendent Grider presented the staff report recommending a

City Council Minutes of July 21, 2015

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

City Manager Silveira presented a request from the Regional Economic

CITY COUNCIL COMMUNICATIONS:

Miscellaneous Reports, if any:

Council Member Turner had nothing to report.

Mayor Scheel adjourned the meeting at 6:47 p.m.

City Council Minutes of July 21, 2015

Payment Amount Number

Packet: APPKT00089-08-06-15 WARRANTS

Bank Code AP BANK Summary

Packet: APPKT00089-08-06-15 WARRANTS

No issues with CDD.

From: Hilary Britton

-----Original Message----From: Hilary Britton [mailto:hbritton@cityoflakeport.com]

Thank you for your input.

Sorry for the delay in responding,

This email checked with McAfee SaaS.

-----Original Message----From: Hilary Britton [mailto:hbritton@cityoflakeport.com]

Please find attached Application 2015-019for the Annual Sponsoring

As always, thank you for your input.

Good afternoon Hilary,

Thank you again,