The URL can be used to link to this page

Home My WebLink About2000-11-01 PacketAGENDA ITEM NO.: 3A DATE: November 1, 2000 SUMMARYREPORT SUBJECT: INTRODUCTION OF TWO BILLING AND COLLECTION DEPARTMENT EMPLOYEES: BARBARA HEADY, CUSTOMER SERVICE REPRESENTATIVE III AND KATHY NORRIS, CUSTOMER SERVICE REPRESENTATIVE II I am very pleased to introduce two recently hired employees who are now part of the Billing and Collection Department team. They are both extremely efficient, experienced Customer Service Representatives who have become valued employees. Barbara Heady came to us from a strong collections background. She worked as a Customer Service Representative for Rinehart Oil and Redwood Oil in charge of their Accounts Receivables, credit and collections department. She is currently working for the City as a Customer Service Representative III who's primary responsibilities are issuing utility bills, resolving customer complaints, and collecting the City's utility revenues. She has been instrumental in the ongoing development and promotion of the Ukiah C.A.R.E.S. Program. Barbara and her family are life time Mendocino County and Ukiah residents. She was born and raised in the Ukiah area, attending Ukiah schools and working in this area since she was 15. She has two lovely daughters Kelsey 8, and Hailey 4, who currently attend Yokayo Elementary School. She has recently been certified with a scuba diving certificate that she plans to use as she's lounging next week in the sun and surf of the Caribbean. I'm very pleased to formally introduce you to Barbara Heady. Kathy Norris comes to the City, a second time around, most recently from working at the Savings Bank where she was a bookkeeper with primary responsibilities in processing incoming check returns, balancing Demand Deposit accounts, and issuing bank statements along with previous teller experience. She currently works in the City Billing and Collection Department as a Customer Service Representative II. Her primary responsibilities include Business Licenses, miscellaneous billings for the Landfill and Airport, as well as processing and collecting Parking Citations. She has recently returned from attending the California Municipal Business Tax Association annual conference and plans to incorporate much of what she's learned into her daily processes. Kathy previously worked for the City as a voluteer firefighter, responding to fires and providing medical attention to our citizens when needed. She is a long time Ukiah resident, having attended Ukiah schools and worked in Ukiah businesses since 1983. Kathy is a devoted mother to her son, Kenny an 11 year old fifth grader at Yokayo Elementary School. Kathy is hard working, organized and dependable. I am glad to have her as part of my team and am pleased to formally introduce you to Kathy Norris. RECOMMENDED ACTION: Welcome Barbara Heady and Kathy Norris as new employees to the City of Ukiah Family. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A N/A Patsy Archibald, Customer Service Supervisor/'~(/,., Candace Horsley, City Manager None APPROVED.~ ~~'~ C-~andace Horsley, City M~ager PA:asrintro.mw,00 SUBJECT: ITEM NO. DATE: 4a NOVEMBER 1, 2000 AGENDA SUMMARY REPORT PRESENTATION REGARDING THE COUNTY'S POSSIBLE PURCHASE OF THE UKIAH VALLEY MEDICAL CENTER FACILITY ON SOUTH DORA The County of Mendocino is in negotiations with the Ukiah Valley Medical Center to purchase the hospital facility on South Dora. The purpose of this purchase would be to consolidate Public Health operations into one facility, where currently they are scattered among several locations. The County held a public hearing last week to receive citizen input. Pete Halstead will be discussing the reasons for their desire to purchase this facility, as well as, comments they received at the public hearing with the City Council. RECOMMENDED ACTION: N/A ALTERNATIVE COUNCIL POLICY OPTIONS' N/A Appropriation Requested: N/A Citizen Advised' 1. County of Mendocino Requested by: Prepared by: Coordinated with' Attachments: 2. Ukiah Valley Medical Center Candace Horsley, City Manager Candace Horsley, City Manager N/A N/A APPROVED: U~)~ Candace Horsley, anager R:I\CM AHOSPITAL SUBJECT: ITEM NO. DATE: 4b NOVEMBER 1, 2000 AGENDA SUMMARY REPORT PRESENTATION BY MARY HIAI I FOR THE REDWOOD VALLEY WATER DISTRICT REGARDING THE EEL RIVER WATER PROJECT APPLICATION The City Council received a letter from Donald Butow, Chair of the Redwood Valley Water District, regarding their request to approve a resolution in support of the Water District's Eel River Water Diversion Project. Attached for your review is background information on the project, as well as, the Study Work Plan, progress to-date, and time schedule. Mary Hiatt, consultant for the Water District, will be in attendance to discuss this project and to answer any questions the Council may have. RECOMMENDED ACTION: N/A ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Appropriation Requested' N/A Citizen Advised' Mary Hiatt, Consultant for the Redwood Valley Water District Requested by: Prepared by: Coordinated with: Attachments: Candace Horsley, City Manager Candace Horsley, City Manager N/A 1. 2. 3. 4. Eel River Water Diversion Project background information. Study Work Plan. Progress to-date. Time schedule. APPROVED:' ~' Candace Horsley, anager R:I\CM Cit~M ADISTRICT CiTY OF U'KIAH Post Office Box 399 · Redwood Valley, CA 95470 · (707) 485-0679 September 8, 2000 Dear Board Members, City Councils, Board of Directors, and Other Interested Parties, A draft resolution of support for our Eel River Water Project was sent out to you on July 18, 2000 and now we are submitting, for your review, supplemental information to help answer questions you have or may have had. As you are aware, Redwood Valley County Water District is a Dis- trict without water. We purchase water through the Russian River Flood Control & Water Conservation Improvement District from Lake Mendocino. Because of this we are under a court ordered moratorium at about 60% build-out of our District. Needless to say, we are exploring and will continue to explore all avenues leading to our own water source. Should we be fortunate enough to be successful in our efforts at the Eel River, most all Districts in the County, including North Coast, would benefit from the additional water. Our studies will not only focus on the feasibility of pumping and delivery but also the locations for the additional storage necessary to accomodate the 50,000 plus acre-feet of winter water. We have an opportunity for State funds to study this concept. As the District of greatest need of all the Districts in the County, we have the best chance to qualify for these funds but we do need your support. We are looking forward to this support through consideration of a "non-objection" if not a "consideration of future participation" on the draft resolution, and, perhaps, a wish you well" in our search for water. Thank you for your consideration. DEB:lg Enclosure Sincere 1~, REDW00~D~' V~LL~F~~N~Y WATER DISTRICT " ,,/..' ,7 Donald E. Butow, Cha±rman Board of D~roctors BOARD OF DIRECTORS Derek G. Ross Sanford A. Dwight Dona~ E. Butow William L. Howe Robe~ F. Parker ~AGER Keith W. Tiemann July 24, 2000 TO: FR: RE: of irector~d City Council Members and District Board~~/~l~ire/~,l~x Other Interested Parties .., /1. Mary Hiatt Eel River Water Project ', Supplemental Information f In response to the State's review of the draft grant feasibility study application, a dratt resolution and attached project description as Exhibit A was distributed to your Board for discussion and consideration of support of the Eel River Water Project on July 18, 2000. Since that time, a great response has been witnessed, along with a series of common questions. To accommodate these questions, ! am preparing a supplemental packet of information that will include a Draft Proposed Feasibility Study Work Plan in Task Outline, that will access the tbresecn tasks to be accomplished as part of the grant Feasibility Study, a Time Schedule, a Proposed Feasibility Study Budget and indicator map. in addition to the requests for additional information, some are asking for a presentation on the project in general, either at a committee level or at the board level. ! would like to request at this time, that your depamnent look over the supplemental packet once received, forward it to your appropriate staffers and board members and then contact my office at 462-6055, and ask for Karen Ross, to schedule tentative dates for a presentation if necessary. ! would like to request that such a presentation be scheduled as a timed item, early on the agenda. Once the presentation time and date is arranged, please provide me with a confirming agenda at least 48 hours prior to the meeting. As several special districts and various City Councils and Boards are affected, presentations make occur over the next couple of months based on board meeting dates and my calendar. ! wish to express my appreciation of your interest to date and look forward to either hearing from you soon or speak to your board in the near future. cc: Redwood Valley County Water District John Pinches FEASIBILITY STUDY WORK PLAN Tasks I. District staff and grant management staff'will prepare an RFP (Request for Proposal) for District Board approval to solicit a consultant to prepare a report on the following components: - Evaluate the pros and cons of the proposed project Research through 2 local meetings the public support or opposition to the project - Provide a conclusive report on the legal requirements for such a project on the Eel river basin, as well as the proposed project's compliance with federal, State and local laws, regulations and guidelines - Identify associated problems and goals for the project and provide a method of' execution to meet the goals and alternatives to potential problems in a formal plan format that also will provide alternative plans if'warranted Conduct the necessary tests and provide analysis related to the project - Evaluate the anticipated revenues and expenditures on the project if'constructed and prepare an operations budget and operation and maintenance plan - Determine the economic costs for the project - Determine the benefits as a result of'the project - Determine which permits and fights of way will be required for t.he project and provide contacts and required permit forms - Determine if any land acquisition will be required to construct and later maintain the facilities, and provide a legal description and a project location map - Determine thc project's viability List, coordinate and develop constraints and requirements for the construction phase with all affected agencies and quantify any constraints, including, but not limited to; - Fish and Game - Railroads (obtain maps from North Coast Rail Authority and California Western Railroad) - Army Corps of Engineers - Lake Mendocino - Army Corps of Engineers - 404 Permit - PG&E - City of Willits- Public Works Department County of Mendocino - Public Works Department - Caltrans - US Fish and Wildlife - Regional Water Quality Control Board - Russian River Flood Control District - Sonoma County Water Agency - Humboldt County Waier Agency - Trinity County Water Agency - Mendocino County Water Agency - Department of Water Resources - Develop Reservoir Needs - storage facilities for future - Develop funding options for project construction, to include requests for State and/or Federal direct/specific assistance - Fly proposed project routes to familiarize with project - Review options for long term management of the project (note an agency may need to be created) - Identify and provide solutions to "downtown constraints" for the cities of Willits, Fort Bragg, Ukiah and affected county districL,~ - Research water consilidation options - Provide a timeline for project development and delivery, including planning, design, plans and specifications, bid process, contract award and notice to proceed, along with proposed construction schedule - Proposed materials list to be provided and an inspection plan Page 1 of 3 ATTACHMENT B - 1 , District staff and Grant Management staff will prepare an RPF for engineering services to include, but not limited to: Determine the hydrologic, hydrogcologic, technical feasibility of the project - Provide elevations for the project - Develop the distribution system schematic - Develop the pumping system scheme to fit high flow time of the year - Develop schematic drawings for the intake - Estimate the pipeline size and intake costs, and determine appropriate sizing - Develop pipeline installation schematics for: - tunnel bypass - bridges - narrow rocky areas - wetlands - road crossings switchback areas - downtown areas - "open roads" - valving controls - power lines - booster pump locations - generator locations - Develop discharge installation schematic - Develop meter installation schematic - Develop electrical switching schematic - Quantify power consumption expected Quantify power generation expected Provide calculations of "value" of the water supply/project Identify constraints on tunnels, switch backs in the topography, crossings, intake, narrow areas, and bridges and provide schematics as noted above - Provide an Engineers cost estimate for the project - planning, design, and construction (this will be the basis for the construction funding amount needed - whether loan or other funding sources) District staff and Grant Management Staff will formally request the California Department of Water Resources, Division of Planning and Local Assistance to conduct and provide the Environmental Impact Report for the project and any significant environmental issues the project may raise, that may include some of the issues identified in tasks I a~d 2 above, covering both CEQA and NEPA requirements. Preparation of an Initial Study will be required as part of the RFP and recommendation ora project finding for the District's approval. Preparation of the Environmental documents for the project will be. required as well a filing responsibilites, if mitigation measures are necessary, the report is to provide such measures. NOTE: If the State Department will or can not conduct this segment of the project needs. then District and Grant Management staff will prepare a separate RFP for this component, or will include this as part of Task l - the RFP for the Consultant. NOTE: The RFP for the project will be worded as to allow for the bidder to include ali of the tasks identified in section !, 2 and 3 if so qualified, with separate tasks itemized by separate costs for the District's ultimate determination on approach and hence, execution of contract(s). Staff anticipates that the repons from the Engineer, the Consultant and the preparer of the EIR will all be submitted at the same time to provide a complete review package of the "feasibility study report" on the project as a whole. Paoe 2 of 3 ATTACliME;IT B - I o o , Once the RFP responses have been received on tasks I, 2 and 3, the staff will prepare a report of recommendation to the District Board for acceptance and approval and authorization of contract(s) execution. The contract will specify the product(s) due and their due dates, and number of draft and final reports to be received and distribu;ed to the affected parties/agencies. Monthly progress reports will be required from the contractor(s) on the study/work tasks efforts and progress to date in accordance with the timetables. Attendence at a noticed public meeting will be required from the contractor(s) on the draft report. Comments received on the draf~ will be incorporated into the final report(s). Quarterly repons will be submitted to the Department for their review, commenis and files. Staffwill notice the public meeting for review and comments on the draft report(s) including distribution of copies of the draf~ reports to affected agencies for. comment.~. District will conduct the public meeting and receive comments. Contractor(s) will incorporate comments received and include in the final report. Staff will distribute the f'mal report and notice a meetiag for acceptance and approval of the required reports and so call it the "Eel River Project Feasibility Study" which will be the product to accompany the 'request for further project funding. Page 3 of 3 ATTACItMEIiT B - 1 TIME SCHEDULE Start up date will be the date ofgrant awm'd and final execution of required documents from Department as approved by both the Department and District. Within 30 days from the grant award.'contract execution date, staff will begin tasks identified in Work Plan proposal, Attachment B - I; time allowance for :,~e RFP process is 4.~. 60 days. RFP a~dvertisment for the FeasibiIity Study consultant, the Engir~eer and the EIR consultant and/or Department, will be .~0 days including receipt of proposals. Review or proposals and award of'contracts wi~ take 14 days to 30 days - subject to District Board meetlngs and not,ce requirements. Overall time frame from grant awm'd to acceptance of contractors is estimated at 6 r~onths. Consultants - Contractors, will be allowed a 6 month time frame to complete the necessary research and preparation of'the draft report(s) with submittal to the District. Comment time on the dra~ report(s) is estimated at 45 to (~0 days for staff' and public and affected agencies. Note: [dditional time may be necessary at this level due to the number of'affected agencies involved with this project. Time may be extended an additional 60 days if warranted. Notice for public meeting for comments on the draft repons will be 2 weeks. Public meeting to be conducted no later than ~ days from receipt of all comments. Consultants. Contractors, will be allowed 30 days to incorporate comments received fi.om the draft reports into a draR final for Dis~ct ar,.d Management Staffreview. An additional 30 da:~'s may be granted if necessary to provide a concise final report. Draft Final reports will be delivered to the affected agencies and the District for a 15 day period for final comments on this draft f~nal report. Contractors will be provided 15 days for the final comments to be incorporated and the Final Repons (in the appropriate numbers for distribution) to be delivered to the district and appropriate agencies. District will provide a 2 week public notice for final adoption ofthe report(s). Quau'terl¥ reports will be provided to the Department throughout the duration of the study process. Proposed time schedule from grant award to acceptance of final study reports is 18 to 24 months. * Note: variables should be understood due to weather constraints in the North Coast regions, water tables of the Eel River during certain periods - winter and summer testing needs, coordination amongst the various agencies affected for permits, right of ways, ~nd MOU agreements. Upon acceptance and approval of the Feasibility Report Documents. Staffwili begin work efforts on the t'inanc~g of the next phase II - pltnnin~,, design and construction. Close out and Audit timeframes will be part ofthe proposed phase 11 schedule. ATTACHMENT b - 2 REDWOOD VALLEY COUNTY WATER DISTRICT Post Office Box 399 * Redwood Valley, CA 95470 * (707) 485-0679 EEL RIVER FEASIBILITY STUDY PROPOSED BUDGET District In Kind Services District Manager In Kind Services District Direct Costs District Permit Fees to State Total In Kind Services $ i 5,000 5,000 I 0.000 $30~000 Feasibilit~ Study Services Grant Project Manager Engineering (to include but not limited to) Hydrology Elevations Distribution System Capital Improvements Pipeline Extensions Pumping System Construction Capital Improvements Mapping Attorney Review 2,000 Public Notices l,O00 Agency Review Fees 2.000 Environmental Report (inc. Fish& Game) 100,000 Consultant Study Report 175,000 (to include but not limited to) Economics - Revenue & Expenditures Construction Viability Review of Current & Future Storage Facilities Easement & Rights of Way Projections Required Permits Coordinating Agency Contacts Long Term Operations & Maintenance Costs Financial Opportunities Options for Management Agency/Formation Long Term Goals Time Frame - Project Development & Delivery (including: Planning, Engineering & Design) Audit 5,000 Public Report Distribution 5,000 Miscellaneous District Costs 15,000 Contingency 25,000 $105,000 65,000 Subtotal 500,000 Total Project Costs 530,000 · · I'GII~T OF DIV£R$10N uIo~LE FO/~K [E~. ~lVF...q W&TIA&I'~.D AArA dAA¢'LL&# W&TAA lOG -taoo 6¢1f fl, iT C,f*T Y Gd~.W~v,iT I ~ &TGAJbGi. C,.dd,,&~s Y2 elm MINUTES OF THE UKIAH CITY COUNCIL Regular Meeting Wednesday, October 18, 2000 Sa The Ukiah City Council met at a Regular Meeting on October 18, 2000, the notice for which had been legally noticed and posted, at 6:30 p.m. in the Civic Center Council Chambers, 300 Seminary Avenue, Ukiah, California. Roll was taken and the following Councilmembers were present: Smith, Libby, Baldwin, and Vice-Mayor Ashiku. Councilmember absent: Mayor Mastin. Staff present: Community Services Director DeKnoblough, Police Administrative Captain Dewey, Finance Director Elton, Assistant City Manager Fierro, Risk Manager/Budget Officer Harris, City Manager Horsley, City Attorney Rapport, Planning Director Stump, and City Clerk Ulvila. 2. PLEDGE OF ALLEGIANCE Councilmember Baldwin led the Pledge of Allegiance. 3. PROCLAMATIONS 3b. October 16-20, 2000 is National Business Women's Week Vice-Mayor Ashiku read a Proclamation designating October 16-20, 2000 as National Business Women's Week in Ukiah. Gayle Fillman, President of Ukiah Business and Professional Women, thanked Council for the Proclamation. This is the 77th year of National Business Women's Week to recognize and honor working women throughout the U.S. 3. PRESENTATION 3a. Krist¥ Kelly, Director of Mental Health, Regarding Community Based Recovery for Those with Mental Illness Kristy Kelly, Mendocino County Mental Health Director displayed photos of a fountain located in Maryland, as an example of a fountain design for the Plaza Fountain. She thanked Council for continuing the project of locating a homeless shelter in Ukiah. She requested Council's assistance in reducing the stigma associated with mental illness by using the au courant phraseology listed on the information sheets she distributed to Council. She felt it really makes a difference in the public perception, as language can either support or correct the stereotyping of those who suffer from mental illness. She noted the importance of creating resources within the community to treat individuals with mental illness and to provide support. She discussed a recent grant proposal submitted by her department that was denied by the State. The County Mental Health Department plans to submit a scaled-down version for grant funding in the amount of $500,000 to provide for case management services, consumer case managers, and other positions for housing support. Joseph Barnett, 830 South Oak Street, member of the Board of Directors for The Ford Street Project, discussed how The Ford Street Project works within the community on DRAFT October 18, 2000 Page 1 of !0 projects and the amount of collaboration between various agencies in the community. He discussed the importance of developing self-esteem for individuals and the need for acceptance that those individuals with mental illness have a good chance of recovery and can eventually work in the community. Brian Harwood, 754 Waugh Lane, advised that about four months ago he was mentally ill and that since he has been going to the Mental Health facilities he has now recovered and is learning how to live differently. He discussed the Recovery Model program that allows him to deal with issues on his own. He also discussed working through vocational rahab and the opportunities available to him in the future. Gabe Marshall, advised that he works for the Mental Health Department, and is a client as well as a staff member. He discussed self-help techniques, outreach and case management for clients. 4. APPROVAL OF MINUTES 4a. ReQular Meetin.q of October 4, 2000 MIS Baldwin/Ashiku approving the minutes of the August 2, 2000 Regular Meeting. Councilmember Libby recommended a correction to page 7, last sentence under Councilmember Libby's report to Council to read: "She reported that MCOG approved approximately ~ii~ for the repavement program." Motion carried, with the correction noted, by the following roll call vote: AYES: Councilmembers Libby, Baldwin, Vice-Mayor Ashiku. NOES: None. ABSENT: Mayor Mastin. ABSTAIN: Councilmember Smith. 5. RIGHT TO APPEAL DECISION Vice-Mayor Ashiku read the appeal process. 6. CONSENT CALENDAR MIS Smith/Libby approving items a and b of the Consent Calendar as follows: a. Approved Disbursements for Month of September 2000; b. Adopted Resolution No. 2001-26 Waiving the 60-Day Notification Requirement for Establishing a County Facility in the City (110 West Standley Street), Pursuant to Government Code {}25351. Councilmember Baldwin voiced his objection to Consent Calendar item "b" concerning the current status and future of the Grand Jury, which to him is very dubious with regard to the Bill of Rights and constitutional protection of privacy. Motion carried by the following roll call vote: AYES: Councilmembers Smith, Libby, Baldwin, and Vice-Mayor Ashiku. NOES: None. ABSENT: Mayor Mastin. ABSTAIN: None. 7. AUDIENCE COMMENTS ON NON-AGENDA ITEMS DRAFT October 18, 2000 Page 2 of ]0 No one came forward to address Council. 9. UNFINISHED BUSINESS 9a. Status Report Concerninq the Golden Property Nuisance Abatement at 190 Rupe Street Planning Director Stump advised that on September 6, 2000, the City Council adopted a Resolution declaring the structures located at 190 Rupe Street a public nuisance and directed staff, within the 30-day period to abate the nuisance if the property owners hadn't done so or made progress. He reported that during the past month, a permit to demolish the old Foster Freeze building has been applied for and should be issued within the next few days. The property owners are working on securing the old C.H.P. building to the satisfaction of the Building Inspector and are making plans for the old C.E.D. building. The property owners are making progress and they expect the situation to be cleared up in the very near future. aa PUBLIC HEARING Notification of Award of Federal Law Enforcement Block Grant and Discussion of Fund Allocation, and Approval of Budqet Amendment Police Chief Williams presented the Police Department's proposal for a federal block grant that they recently received for approximately $23,000. Their intention is to implement dictation service for the purpose of preparing officers criminal reports and thereby saving a great amount of time. Police Administrative Captain Dewey advised the purpose of the Public Hearing is to solicit public input concerning the program, which is required prior to the Department's use of the funds. The purpose of the grant is to make the officers more effective by spending less time typing their reports and more time on the street, by implementing the dictation system. He explained the use of a digital tape recorder and that this information is E- mailed to the transcriptionist, and then E-mailed back to the Department in a typed format. He explained that the plan is to have the officers dictate their reports while in the patrol cars, and the typed report would be conveyed to the computer while they remain in their patrol cars. He noted that, historically, this grant has been funded for the past five years and the indication is that it will continue to be funded for the next four years. Discussion followed concerning whether there would be a substantial savings in the officers' time through implementation of the dictation system. The cost of the dictation portion of the contract was estimated to be $21,000 per year. Public Hearing Opened: 7:09 p.m. No one came forward. Public Hearing Closed: 7:09 p.m. MIS Baldwin/Libby approving Transcription Project at a cost of $26,526 as the expenditure for the 2000/01 Local Law Enforcement Block Grant, and approving Budget DRAFT October 18, 2000 Page 3 of !0 Amendment increasing account 207.0900.488.002 (2000/01 grant revenue) to $23,873, increasing account 207.0900.905.000 (miscellaneous revenue) to $653, and increasing expenditure accounts 207.2001.xxx.xxx by $26,526 for transcription activities, Police Chief Williams advised that due to expectations, liabilities, and information that must be transmitted to various agencies, it now requires more time of the officers. He advised that steps are being taken to ensure confidentiality of the Police reports. Motion carried by the following roll call vote: AYES: Councilmembers Smith, Libby, Baldwin, Vice-Mayor Ashiku. NOES: None. ABSENT: Mayor Mastin. ABSTAIN: None. NEW BUSINESS 10a. Presentation on City of Ukiah Secured Grants Risk Manager/Budget Officer Harris explained that during the 2000/01 budget consideration, Council requested information regarding the grant funding the City of Ukiah has secured. He noted that the Staff Report identifies 23 active grants during 1999/2000 in the amount of $2,921,089. Of the total awarded, $802,438 was used during the 1999/2000 fiscal year. Staff will continue to monitor grant activity. City Manager Horsley explained that the report is presented at the request of Councilmember Libby, and staff will continue to provide a yearly update. Councilmember Libby thanked staff for compiling the information for Council's review. NEW BUSINESS 10b. Clarification of Adopted Ordinance Amendinq the Airport Industrial Park Planned Development ("Mixed-Use") Planning Director Stump explained that in October 1999, Council adopted an Ordinance amending the Airport Industrial Park (ALP) Planned Development by adding a "Mixed-Use" designation to the 32 acres west of Airport Park Boulevard and south of Commerce Drive. At the time of adoption, Council chose not to include language requiring certain land use "percentages" for projects within the Mixed-Use area. In May of this year, Council clarified the Ordinance by removing language that was inadvertently left in the final text that dealt with use "percentages". Staff is now requesting clarification concerning a provision in the Ordinance that requires every project to have an industrial component in the Mixed-Use designation. A number of concerns have been expressed to staff that it constitutes a percentage of use. Staff requested clarification as to whether it was Council's intent to require an industrial component in every project in the Mixed-Use designation. If not, staff would return with language to amend the Ordinance. Councilmember Libby recalled that Council's intention was make the Ordinance more flexible. She did not think there was any sense at this point to require industrial use in every project. DRAFT October 18, 2000 Page 4 of !0 Councilmember Baldwin inquired of staff as to who has expressed concern with this matter. Planning Director Stump advised that that concern was expressed by Mr. Mountanos, the property owner of the project that was approved in the Mixed-Use designated area, and also by someone who is potentially in contract to purchase a portion of that land. They want to know if they have to have an industrial component to their project. Councilmember Baldwin referred to page 11, "General Requirements" which states "All proposed development projects within the Industrial/Mixed-Use designation must include a viable industrial component." Planning Director Stump noted the section clearly requires a percentage of the project to be industrial, but asked the Council if this was their intent for the Mixed-Use area. Councilmember Smith was of the opinion that Council wanted flexibility and didn't want to tie anyone to an industrial component in that particular area. He felt that Council overlooked that particular section of the Ordinance when it was adopted. Vice-Mayor Ashiku recalled that Council found that the working percentages to be difficult to manage and that his support of the change was based on the premise that there would be a viable industrial component; not necessarily to a project by project basis, but that within that Mixed-Use area that was rezoned. Councilmember Libby explained that it was Council's intention to have some sort of industrial component in this section of land. She asked if the City were not requiring it for each project, how would it be designated? Councilmember Baldwin was of the opinion that the original reason for the change was to please the owner of the property and the developers. He would be interested in rewording the Ordinance so that of the 32 acres, 40% is guaranteed to be industrial, regardless of where that land is located. Considerable discussion followed concerning the matter of Council's intention with regard to the industrial component of the Ordinance. There was discussion concerning what the "industrial component" would encompass. Reference was made to page 11, "3. Allowed Uses", in which Industrial land uses are listed. Planning Director Stump advised that the property owner wants to subdivide the property and has an interested buyer who wants to develop the property with a commercial/retail use on one parcel. The property owner wants to continue with industrial use for the second parcel. The question arises from the buyer of the front parcel that wants to develop a commercial/retail business, if they will be required to have an industrial component on their parcel. Discussion followed with regard to subdividing a five-acre parcel into smaller parcels, DRAFT October 18, 2000 Page 5 of !0 and if those smaller parcels would be required to have an industrial component. There was also discussion with regard to warehousing on the smaller parcels to serve a business use, and under the terms of the Ordinance, this would be considered an industrial component. It was noted that the minimum allowable lot split is 20,000 square feet. Councilmember Libby made a motion that it was Council's intent that the Ordinance does not require that each project contains an industrial component. Discussion followed concerning the situation that if there were no requirement for each project to have an industrial component, it would be difficult to determine how much industrial component is needed in the 32 acres of the AlP. Councilmember Libby withdrew her motion. Extensive discussion followed concerning Council's intensions at the time the Ordinance was adopted, as well as a review of the sections pertaining to the Mixed-Use component and Industrial use. Consideration was given of whether to return the Ordinance to the Planning Commission for review. City Attorney Rapport advised that if Council made a change to the Ordinance, it would need to be returned to the Planning Commission for their recommendation. Councilmember Baldwin recommended the Planning Commission eliminate warehousing as an allowable industrial use. Gary Akerstrom, Redwood Business Park, spoke to Council concerning this issue and felt the problem concerns implementation of the Ordinance. He discussed problems that arise with determining the "industrial use" requirement on one-acre parcels that are a result of a larger segment of land being subdivided. He was of the opinion if the project is defined as "bigger", it would meet Council's intention regarding the Ordinance. However, if the project is defined by every building permit application for the smaller parcels, problems arise with identifying an industrial component for the property. Paul Andersen, 309 Jones Street, felt that the Airport Industrial Park was designated as an industrial area and that Council has created a monstrosity. It is his belief that the land should be designated industrial and that the General Plan also identifies it as industrial. He did not see the logic in sending the Ordinance back to the Planning Commission. Eric Larson, Planning Commission Chairman, was of the belief that Council needs to state its intention more clearly if it returns the document to the Planning Commission, especially with regard to the Mixed-Use designation, use of percentages for industrial use, and the definition of a "viable component". Discussion followed with regard to direction to the Planning Commission. It was noted that smaller sized parcels, such as a half-acre, should be incorporated into the document. DRAFT October 18, 2000 Page 6 of 10 There was discussion concerning the need to address the issue of subdividing larger portions of property into smaller lots and how the Mixed-Use and industrial component would apply to those projects. Concern was expressed regarding compatibility of uses, such as a hotel being located next to an industrial use such as an auto body shop, and the impacts that may occur. The need for buffering was discussed. Vice-Mayor Ashiku summarized that the consensus of Council is to direct staff to return the Ordinance to the Planning Commission "open ended", consider whether industrial uses should remain in the AlP, and whether the 28 acres of land should have a viable industrial component. NEW BUSINESS 10c. Discussion Concerninq the Feasibility of Establishinq an Open Space, Trails and Creeks Commission Planning Director Stump explained that during the budget hearings last June, the City Council directed staff to review the Open Space and Conservation Element of the General Plan, and explore the need and feasibility of establishing an Open Space, Trails, and Creeks Commission. He reviewed the success of implementing provisions of the Open Space Element and the Parks and Recreation Element. Staff is of the belief that the matter of establishing an Open Space, Trails, and Creeks Commission should be discussed by the Planning Commission as well as the Parks, Recreation, and Golf Commission to see if they feel comfortable advising the Council on Open Space, Trails, and Creeks issues. If they feel it is beyond their workload, they may recommend formation of a separate commission. Councilmember Baldwin was of the opinion that visionary energy is missing in terms of improving the quality of life in the Ukiah valley especially with numerous sections of the General Plan, such as the Open Space and Conservation Element as well as the Circulation and Transportation Element. He noted that it appears that approximately 80% of the Parks, Recreation, and Golf Commission business deals with the Golf Course and 20% with Recreation programs. He compiled a list of various sections of the General Plan that are important to be implemented and provided Council with a copy of the list. He discussed noted land within the City Limits and outside the City, including the Russian River area, which should be made accessible. Discussion concerning implementation of items in the General Plan was discussed and it was noted that it is important that the City and County work together to implement those programs involving property outside the City Limits. It was also noted that the City should take an active role in pursuing these issues in coordination with the County. MIS Baldwin/Libby directing staff to discuss the open space and trails aspects of the General Plan with the Parks, Recreation, and Golf Commission, and the Planning Commission, and report back to the Council about the feasibility of advising them on these matters in the future, carried by the following roll call vote: AYES: Councilmembers Smith, Libby, Baldwin, Vice-Mayor Ashiku. NOES: None. ABSENT: Mayor Mastin. ABSTAIN: None. DRAFT October 18, 2000 Page 7 of !0 NEW BUSINESS 10d. Solicitation of Home Investment Partnerships Program (HOME) Application Proposals Risk Manager/Budget Officer Harris explained that the California Department of Housing and Community Development (HCD) has announced the availability of $54 million in Home Investment Partnerships Program (HOME), which assists local communities with affordable housing. Staff is requesting that Council authorize staff to solicit application proposals for the HOME application. There are two critical issues regarding this program, which must be resolved prior to approval of an application. A 25% local match is required and there is also a need to identify who would administer the grant. He further discussed details regarding these two issues. The deadline for applications is November 13, 2000 and Council would need to take action at their November 1, 2000 meeting. Discussion followed with regard to meeting the November 13, 2000 deadline. It was noted that the developer should be aware of the City's financial constraints. MIS Smith/Libby directing staff to solicit HOME application proposals from interested firms or agencies for consideration at the November 1,2000 City Council meeting, carried by the following roll call vote: AYES: Councilmembers Smith, Libby, Baldwin, Vice-Mayor Ashiku. NOES: None. ABSENT: Mayor Mastin. ABSTAIN: None. NEW BUSINESS 10e. Discussion of Addition to Ukiah Civic Center and Authorization of Staff to Proceed with Development Community Development Director DeKnoblough reviewed the site plan for a proposed 5,500 square foot addition to the Ukiah Civic Center. The proposed addition will be attached to the west employee entrance and extend toward Dora Street. He discussed landscaping and parking configuration for the site. The addition is being proposed to provide space for several departments and divisions, whose needs have either changed or were not present at the time the Civic Center was originally constructed City Manager Horsley discussed corrections to the budget page of the Staff Report, and noting the General Fund Subtotal, less reserves for this project, would require an additional $60,000 to $75,000 from the General Fund. Additionally, she relayed comments by Mayor Mastin concerning the proposal. He felt it would be better to shift the building to the north and have landscaping along the Clay Street, and that parking be located to the south of the site. She discussed having a Clay Street access with the driveway along the west side of the building, and continuing to the south into the parking area. Mayor Mastin noted concern with the view from the windows of the building facing Clay Street. Discussion followed concerning the budget for the proposed addition. It was noted that $164,000 from the General Fund has been budgeted for the project. A brief discussion followed concerning the design of the building. Staff noted that the Planning Commission would review the project and their recommendation would be presented to Council for approval. The Planning Commission would take Mayor Mastin's recommendation into DRAFT October 18, 2000 Page 8 of !0 consideration. MIS Baldwin/Smith directing staff regarding further development of the project, carried by the following roll call vote: AYES: Councilmembers Smith, Libby, Baldwin, Vice-Mayor Ashiku. NOES: None. ABSENT: Mayor Mastin. ABSTAIN: None. NEW BUSINESS 10f. Consideration of Removal of Parkinq Meters on Seminary Avenue Community Services Director DeKnoblough advised that Council requested staff evaluate the revenue generated by the parking meters on Seminary Avenue and the possibility of removing the meters for aesthetic purposes since landscaping along Seminary Avenue has been completed. He explained that the 27 meters on Seminary Avenue generate an average monthly income of approximately $100 per month, which represents 14% of the on-street meter revenue. He continued with discussion of how revenue is gathered by the Parking District. Staff has determined that the removal of the meters would improve the aesthetics of the Seminary Avenue medians and that the impact to Parking District revenues that would be created by the removal of the parking meters, would be minimal and potentially offset by increased permit revenues. Discussion followed concerning the cost to remove the meters, maintenance and replacement costs for meters, as well as issuing parking permits for businesses along Seminary Avenue. There was further discussion concerning establishing a two-hour parking time zone on Seminary Avenue. MIS Libby/Baldwin approving removal of the parking meters along Seminary Avenue medians and directing staff to initiate the establishment of a two-hour time zone in that location, carried by the following roll call vote: AYES: Councilmembers Smith, Libby, Baldwin, Vice-Mayor Ashiku. NOES: None. ABSENT: Mayor Mastin. ABSTAIN: None. NEW BUSINESS 10g. Approval of Animal Control Aqreement with Mendocino County City Manager Horsley advised that the matter would be discussed in Closed Session. 11. CITY COUNCIL REPORTS Vice-Mayor Ashiku reported that he attended a sub-committee meeting of LAFCO this morning regarding the role LAFCO would play in facilitating discussion among water districts in the valley concerning consolidation of their services. No consensus was made concerning a way to achieve the mandate. However, the sub-committee will formulate some type of coordinated effort for resources. He reported meeting with Gary Goodman who is interested in establishing a restoration facility at the Airport, and he will meet with Assistant City Manager Fierro and Airport Manager Bua concerning the matter. 12. CITY MANAGER/CITY CLERK REPORTS City Manager Horsley reported she and Assistant City Manager Fierro attended a DRAFT October 18, 2000 Page 9 of !0 meeting of the Chamber of Commerce today and spoke about the City's Business Liaison Program. Mr. Fierro made a great presentation and also spoke to the Employers Council. He will continue to visit businesses regarding the program. City Clerk Ulvila reported that on October 19th a third grade class from St. Mary's School will be touring the City's facilities. A new Records Retention Schedule is being reviewed by Staff and will be presented to Council for consideration at its next meeting. Recessed at 8:45 p.m. Reconvened at 8:50 p.m. Adjourned to Closed Session: 8:50 p.m. 13. CLOSED SESSION a. G.C. _~54956.8- Conference with Real Property Negotiator Property: Mendocino County Animal Shelter Owner: City of Ukiah and Mendocino County Negotiator: Candace Horsley Under Negotiation: Terms and Conditions Reconvened at 9:13 p.m. NEW BUSINESS 10g. Approval of Animal Control Aqreement with Mendocino County MIS Libby/Smith approving, carried by the following roll call vote: AYES: Councilmembers Smith, Libby, Baldwin, Vice-Mayor Ashiku. NOES: None. ABSENT: Mayor Mastin. ABSTAIN' None. 14. ADJOURNMENT There being no further business, the City Council meeting was adjourned a 9:14 p.m. Marie Ulvila, City Clerk DRAFT October 18, 2000 Page 10 of ]0 ITEM NO. 7~z DATE: November 1, 2000 AGENDA SUMMARY REPORT SUBJECT: REPORT OF THE ACQUISITION OF SERVICES FROM TIM NARVAEZ IN THE AMOUNT OF $9,176.09 SUMMARY: In compliance with Section 1522 of the Ukiah City Code, this report is being submitted to the City Council for the purpose of reporting the acquisition of services costing $5,000 or more but less than $10,000. Staff had previously identified damage to a check dam on the un-named creek on the north side of the landfill. Due to the lateness of the construction season, staff contacted Tim Narvaez and made arrangements to remove the check dam and to install rock slope protection on the creek bank. Repairs were completed under direction of Public Works staff on a time and materials basis. The Purchasing Department issued a purchase order to Tim Narvaez for repairs. The check dam was removed and rock slope protection was installed at a total cost of $9,176.09. On October 18, 2000, Mark Neely of the Regional Water Quality Control Board inspected and concurred with the City's repair of the creek bank. Funds are available in the City's budget, account number 660.3401.250.009. RECOMMENDED ACTION: Receive and file report regarding the acquisition of services from Tim Narvaez in the amount of $9,176.09. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Rick Seanor, Deputy Director of Public Works Rick Seanor, Deputy Director of Public Works Candace Horsley, City Manager 1. Fiscal Year 2000/2001 budget sheet AGLFrepairChkDamSUM Candace Horsley, Ci~ Manager ~J Z o o · o ~0 0 0 0 0 0 0 0 0 · ITEM NO. 7b DATE: November 1, 2000 AGENDA SUMMARY REPORT SUBJECT: REPORT OF THE ACQUISITION OF SERVICES FROM PETERSON TRACTOR COMPANY IN THE AMOUNT OF $5,064.26 SUMMARY: In compliance with Section 1522 of the Ukiah City Code, this report is being submitted to the City Council for the purpose of reporting the acquisition of services costing $5,000 or more but less than $10,000. In September 2000 staff discovered damage to the pivot shaft on the Caterpillar D8N bulldozer at the landfill. Since the bulldozer is essential equipment for daily operations at the disposal site, staff contacted Peterson Tractor Company and obtained a quote for repair. The Purchasing Department issued a purchase order to Peterson Tractor Company for repairs. The pivot shaft repairs were completed at a total cost of $5,064.26. Funds are available in the City's budget, account number 660.3401.303.000. RECOMMENDED ACTION: Receive and file report regarding the acquisition of services from Peterson Tractor Company in the amount of $5,064.26. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Rick Seanor, Deputy Director of Public Works Rick Seanor, Deputy Director of Public Works Candace Horsley, City Manager 1. Fiscal Year 2000/2001 budget sheet Candace Horsley, Ci~ Manager AGLFD8NrePar. SUM 0 ~ 0 tO 0 0 0 0 'r 0 0 0 0 ITEM NO. 7¢ DATE: November 1. 2000 AGENDA SUMMARY REPORT SUBJECT: AWARD BID FOR THE PURCHASE OF LIQUID POLYMER TO NTU TECHNOLOGIES, INC. FOR THE SUM OF ,*23,400. Each year it is necessary to purchase approximately 60,000 pounds of liquid polymer. Liquid polymer is a coagulant used to aid the filtering of the water at the water treatment plant. This product has proven to provide the most efficient and cost effective filter process. Total quantities are an estimation of annual use. Orders are placed on as needed basis by water treatment plant personnel. $60,000 is budgeted in Account Number 820.3908.520.000 for the purchase of chemicals. Requests for Quotations through the formal bid process were sent to nine chemical suppliers. Four bids were opened by the City Clerk on October 24, 2000. The Iow bid is from NTU Technologies, Inc. with a bid price of $.39 per pound and a total amount based on estimated usage of $23,400. NTU Technologies Inc. also offered a 2% discount if paid in ten days. Staff recommends that City Council award the bid for liquid polymer to NTU Technologies, Inc. for the sum of $23,400. There is no known local supplier of this type of chemical. RECOMMENDED ACTION: Award the bid for liquid polymer to NTU Technologies, Inc. for the sum of $23,400. ALTERNATIVE COUNCIL POLICY OPTIONS: Reject bids and provide direction to staff. Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities Prepared by: George Borecky, Water/Sewer Operations Superintendent Coordinated with: Candace Horsley, City Manager Attachments: Bid Tabulation APPROVED:',~ ~ Candace Horsley, C~y Manager 0 0 0 (',,I 0 o Z~ I- z C 0 0 0 0 0 c 0 0 0 c AGENDA SUMMARY ITEM NO. 7c~ DATE: November 1,2000 REPORT SUBJECT: AUTHORIZATION OF SOLE SOURCE CONTRACT FOR POLICE TRANSCRIPTION SERVICES FOR THE SUM OF $24,461.04 SUMMARY: At its October 18 meeting, the City Council approved the use of the Local Law Enforcement Block Grant funding for transcription services. This contract is to implement that grant program. Since 1997, Jennie Martin-Gall, ("Transpositions") has been providing transcription services for the Ukiah Police Department (UPD). During this time period, Transpositions has developed a vast number of capabilities to meet the unique specifications required by the department for an outside vendor including: 1. Clearance to transcribe confidential criminal and internal investigations from the Ukiah Police Department, District Attorney's Office, Public Defenders Office, and the Mendocino County Sheriff's Office. 2. Developed software to correspond to UPD report formats. 3. Developed computer resources to connect and work within the Ukiah Police Department's computer network using secure communications. 4. Completed advanced training in Criminal Investigation formats and reporting standards. 5. Completed training in the use and maintenance of the Department's computerized records management systems. 6. Established the Ukiah Police Department's arrested person database and has provided continued maintenance of the system. 7. Maintained a current Professional Liability Occurrence Insurance Policy. Further, the Department has negotiated a rate of 20.31 dollars per hour, with a maximum of 20 hours per week for this service with Transpositions. Transcription services within our area currently range upwards from $27 per hour, with transcriptionists charging a by word or by line fee. Due to Transpositions ability to meet the required specifications of the department, and the savings negotiated, it is recommended that the City Council authorize award of sole source contract to Transpositions, for expanded dictation services. RECOMMENDED ACTION 1. Authorize The Award Of Sole Source Contract To Transpositions For A Total Contract Of $24,461.04 ALTERNATIVE COUNCIL POLICY OPTION: Reject proposal and provide staffwith direction for alternative action. Citizen Advised: N/A Requested by: Police Department Prepared by: Chris Dewey, Administrative Captain Coordinated with: Candace Horsley, City Manager and John Williams, Police Chief Attachments: None APPROVED: Candace Horsley, Manager AGENDA SUMMARY ITEM NO. 7e DATE: November 1, 2000 REPORT SUBJECT: ADOPTION OF RESOLUTION ESTABLISHING A TWENTY FOUR-MINUTE PARKING ZONE ADJACENT TO 475 SOUTH OAK STREET SUMMARY: Liz Burford of Rebecca Lynn's Floral has requested two 30-minute parking spaces adjacent to Rebecca Lynn's Floral at 475 South Oak Street (east side of street). In addition she requested that the west side of South Oak Street between Clay Street and Seminary Avenue be posted to restrict parking to 1% hours. On the east side of South Oak Street (adjacent to Rebecca Lynn's Floral) between Clay Street and Seminary Avenue, them are five metered parking spaces with signs posted for five-hour parking. On the west side of South Oak Street between Clay Street and Seminary Avenue, there are six parking spaces with no time limit parking restriction. Please refer to Attachment 2 for a location map. The Traffic Engineering Committee (TEC) reviewed these parking zone requests at its regular meeting of October 24, 2000. Mr. Larry DeKnoblough, Community Services Director, who was in attendance at the meeting, indicated that the loss of revenue from removal of two parking meters to establish 24-minute parking spaces would be negligible. continued on page 2 RECOMMENDED ACTION: Adopt resolution establishing a twenty four-minute parking zone adjacent to 475 South Oak Street. ALTERNATIVE COUNCIL POLICY OPTIONS: Do not adopt resolution and provide direction to staff. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: Liz Burford, Rebecca Lynn's Floral Rick Seanor, Deputy Director of Public Works Rick Seanor, Deputy Director of Public Works Candace Horsley, City Manager 1. Resolution for Adoption 2. Location Map APPROVED:~~.~ ~ '~~~ Can'h'-d'ace Horsley, Cit~Manager AGparking475Soak. SUM Page 2 Adoption of Resolution Establishing a Twenty Four-Minute Parking Zone Adjacent to 475 South Oak Street November 1,2000 Mr. DeKnoblough stated that the proposed 1~ hour parking zone on the west side of South Oak Street between Clay Street and Seminary Avenue should be consistent with the proposed parking zone changes on Seminary Avenue. Currently, the City Downtown Parking District utilizes Clay Street as a southern boundary for 1~ hour parking zones. The TEC therefore agreed to review the request for 1~ hour parking on the west side of South Oak Street at its next meeting. However, the TEC recommends approval of the attached resolution (Attachment 1) which authorizes the City Council to establish 24-minute parking zones for two parking spaces adjacent to 475 South Oak Street (east Side of street) and to remove two existing parking meters. RESOLUTION NO. 2001- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ESTABLISHING A TWENTY FOUR-MINUTE PARKING ZONE ALONG SOUTH OAK STREET WHEREAS, the City Council may by resolution designate portions of streets upon which the standing, parking, or stopping of vehicles is restricted pursuant to Article 11, Chapter 1, Division 8 of the Ukiah City Code; and WHEREAS, the provisions of Sections 21458 of the California Vehicle Code provide for painting curbs green to indicate time limit parking; and WHEREAS, the Traffic Engineering Committee (Traffic Engineer) considered the request from Liz Burford of Rebecca Lynn's Floral to establish a "Twenty Four-Minute Parking Zone" within the City of Ukiah; and WHEREAS, the Traffic Engineer recommends approval of the request regarding this "Twenty Four-Minute Parking Zone". NOW, THEREFORE, IT IS HEREBY RESOLVED, that the City Council of the City of Ukiah does establish a "Twenty Four-Minute Parking Zone" on South Oak Street, east side, for a length of two parking spaces adjacent to 475 South Oak Street at a location determined by the City Engineer. PASSED AND ADOPTED this 1st day of November, 2000 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Jim Mastin, Mayor Marie Ulvila, City Clerk Resolution No. 2001- Page 1 of I ENT PP~I V~rT~ LoT ~T-Tgt b/ME~ T ~ Item No. 7 ~ Date: November 1,2000 AGENDA SUMMARY REPORT SUBJECT: Adopt Resolution Authorizing Mayor to Execute Contract 00-SNR-00355 between the Western Area Power Administration and the City of Ukiah relative to Base Resource Electric Service. REPORT: This contract provides for the City of Ukiah to purchase a percentage of our Base Resource under the 2004 Western Area Power Administration (Western) Power Marketing Plan, commencing in 2005. This contract will provide approximately the same amount of capacity and energy presently being provided under the current Western Agreement. This contract will also continue our service from Western through 2014. Our current Agreement with Western would expire in 2004 and traditionally we would be required to re-apply for service. However, Western is putting all customers on the same renewal schedule in 2014. Therefore, it has agreed to execute a new agreement, without requiring a new application that would carry through 2014. Western still provides the lowest cost capacity and energy relative to base load service, within the City of Ukiah's generation mix. Staff therefore recommends execution of Contract 00-SNR-00355 to provide Base Resources to the City of Ukiah through 2014. A copy of the contract is available for review in the Public Utilities Director's Office. Due to its length it has not been reproduced for this report. RECOMMENDED ACTION: Adopt resolution Authorizing Mayor to Execute Contract 00- SNR-00355 between the Western Area Power Administration and the City of Ukiah relative to Base Resource Electric Service. ALTERNATIVE COUNCIL POLICY OPTIONS: Deny Authorization and Direct Staff as to Alternative. Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities Prepared by: Darryl L. Barnes, Director of Public Utilities Coordinated with: Candace Horsley, City Manager Attachment: 1) Resolution for Adoption APPROVED:~~). Candace Horsley, City/Manager RESOLUTION NO. 2001- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE EXECUTION OF CONTRACT 00-SNR-00355 BETWEEN THE CITY OF UKIAH AND THE WESTERN AREA POWER ADMINISTRATION WHEREAS, the City of Ukiah desires to enter into a contract with the Western Area Power Administration relative to Base Resource electric service. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ukiah, that the Mayor is authorized, on behalf of the City of Ukiah, to execute this Contract for Base Resource with the Western Area Power Administration entitled Contract 00-SNR- 00355. PASSED AND ADOPTED this 1 st day of November 2000, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Jim Mastin, Mayor Marie Ulvila, City Clerk Item No. 7g Date: November 1,2000 AGENDA SUMMARY REPORT SUBJECT: Authorize the Mayor to Execute Contract 00-SNR-00241 between the Western Area Power Administration and the City of Ukiah to allow Advancement of Funds for Purchase Power and Wheeling Charges. REPORT: The Western Area Power Administration (Western) has requested a change in their billing method that would require the City of Ukiah to advance funds to Western based on estimated power and wheeling costs for the coming month. Once the actual bill has been determined the City of Ukiah will receive a credit or if advanced funds were short, an additional charge on the next estimate to balance the amount due. Since Western does not currently have a budget to purchase power or other electrical services, the suppliers must wait 45 days before receiving payment, limiting the suppliers willing to contract with Western for services. This method of billing would provide funds for the Western Area Power Administration to purchase power and wheeling services and allow for payments on a timely basis. Advance funding of purchased power and wheeling requirements, in lieu of or in addition to congressional appropriations, will assist Western in meeting its contractual obligations to its customers and suppliers. This method of billing is currently utilized by the Northern California Power Agency for payment of monthly bills and would result in a billing method currently familiar to the City of Ukiah. Additionally, this advancement will not increase the amount paid to Western. Therefore, staff recommends execution of this Contract. RECOMMENDED ACTION: Authorize the Mayor to Execute Contract 00-SNR-00241 between the Western Area Power Administration and the City of Ukiah to allow Advancement of Funds for Purchase Power and Wheeling Charges. ALTERNATIVE COUNCIL POLICY OPTIONS: Deny authorization and Direct Staff as to Alternatives. Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities Coordinated with: Candace Horsley, City Manager Attachment: 1) Contract 00-SNR-00241 Candace Horsley, ~ity Manager Contract No. 00-SNR-00241 ADVANCEMENT OF FUNDS CONTRACT FOR CENTRAL VALLEY PROJECT PURCHASE POWER AND WHEELING Among the UNITED STATES DEPARTMENT OF ENERGY WESTERN AREA POWER ADMINISTRATION and CERTAIN CENTRAL VALLEY PROJECT FIRM ELECTRIC SERVICE CONTRACTORS Contract No.00-SNR-00241 ADVANCEMENT OF FUNDS CONTRACT FOR CENTRAL VALLEY PROJECT PURCHASE POWER AND WHEELING among the UNITED STATES DEPARTMENT OF ENERGY WESTERN AREA POWER ADMINISTRATION and CERTAIN CENTRAL VALLEY PROJECT FIRM ELECTRIC SERVICE CONTRACTORS Section Table of Contents Page 1. PREAMBLE ..................................................................................................................... 1 2. EXPLANATORY RECITALS ........................................................................................ 1 3. AGREEMENT ................................................................................................................. 2 4. TERM AND TERMINATION OF CONTRACT ............................................................ 2 5. DEFINITION OF TERMS ................................................................................................ 3 6. PURCHASED POWER & WHEELING PROGRAM FUNDING .................................. 5 7. PARTICIPANTS' FUNDING COMMITMENTS ........................................................... 5 8. BILLING AND PAYMENT ............................................................................................ 6 9. CREDITING ..................................................................................................................... 7 10. EXHIBITS MADE PART OF CONTRACT .................................................................... 8 11. EXECUTION IN COUNTERPART ................................................................................. 8 12. GENERAL POWER CONTRACT PROVISIONS .........................................................8 Exhibit A (Participants) Exhibit B (Methodology for Calculation of Fair Sham Amount) 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 , ADVANCEMENT OF FUNDS CONTRACT FOR CENTRAL VALLEY PROJECT PURCHASE POWER AND WHEELING among the UNITED STATES DEPARTMENT OF ENERGY WESTERN AREA POWER ADMINISTRATION. and CERTAIN CENTRAL VALLEY PROJECT FIRM ELECTRIC SERVICE CONTRACTORS PREAMBLE: This Contract is made this day of ,2000, pursuant to the Acts of Congress approved June 17, 1902 (32 Stat. 388); March 4, 1921 (41 Stat. 1404); January 12, 1927 (44 Stat. 957), August 26, 1937 (50 Stat. 844); and August 4, 1977 (91 Stat. 565); and Acts amendatory or supplementary to the foregoing Acts; between the UNITED STATES OF AMERICA (United States), acting by and through the Administrator, Western Area Power Administration (Western), Department of Energy, Sierra Nevada Customer Service Region (SNR), represented by the officer executing this Contract, and each of the FIRM ELECTRIC SERVICE CONTRACTORS LISTED IN EXHIBIT A, hereinafter called Participants, or their successors and assigns; sometimes hereinafter collectively called the Parties. EXPLANATORY RECITALS: 2.1 The Parties entered into electric service contracts which provide, among other things, for the sale of firm power by Western to each Participant. 2.2 SNR purchases power and transmission services in order to firm and deliver electric service to its customers through SNR's integration Contract No. 14-06-200-2948A (Contract 2948A) with the Pacific Gas & Electric Company, through Contract No. 14-06-200-2947A with the Pacific Gas & Electric Company, San Diego Gas & Electric Company, and Southern California Edison (California Companies), and through various long-term contracts with Northwest power suppliers. SNR also enters into short-term power purchase 1 Contract No.00-SNR-00241 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 3. 23 24 4. 25 26 27 28 arrangements in accordance with its rights and obligations under Contract 2948A. These arrangements are included in SNR's Purchase Power and Wheeling (PP&W) Program, (see Section 5.6). 2.3 In addition to appropriations and reimbursable authority with other Federal agency customers, Western uses various types of alternative funding arrangements, as authorized by Congress, in order to fund its PP&W Program. 2.4 The Participants desire to advance funds to Western for SNR's existing long-term purchased power and wheeling contracts as well as various short-term purchased power and wheeling obligations. Advance funding of SNR's purchased power and wheeling requirements, in lieu of or in addition to appropriations, will assist SNR in meeting its contractual obligations to its customers and suppliers. 2.5 The Parties recognize that execution of this Contract will not require Participants to pay more than they would otherwise pay for firm electric service from Western. 2.6 Interested Parties will negotiate, in good faith, a successor agreement to this Contract, should such successor agreement be determined by the Parties to be necessary or beneficial. AGREEMENT: The Parties agree to the terms and conditions set forth herein. TERM AND TERMINATION OF CONTRACT: 4.1 Term: This Contract shall become effective upon execution by Western and shall remain in effect through December 31, 2004. Western will execute this Contract when Western determines there are a sufficient number of Participants to allow a viable PP&W Program. Contract No.00-SNR-00241 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 o 4.2 Termination: Western may terminate this Contract upon a one-year written notice to each Participant. Any Participant may terminate its participation in the Contract by giving written notice to Western not later than the first day of a Fiscal year for termination to be effective the last day of that Fiscal year. For any termination notice received later than the first day of a Fiscal year, such termination shall become effective on the last day of the following Fiscal year. DEFINITION OF TERMS: As used herein, the following terms shall have the meanings set forth below when used with initial capitalization, whether singular or plural: 5.1 Contract Rate of Delivery: The maximum amount of firm power Western is obligated to supply a Participant during any hour, as specified in their Firm Electric Service Contract. 5.2 Fair Share Amount: The Participant's estimated share of Western's PP&W Program costs as determined using the methodology specified in Exhibit B. Fair Share Amounts include a prorata share of those costs associated with project use and electric service contractors that are legally precluded from electing to participate in this Contract, plus an estimate of pass-through wheeling costs attributed to the Participant, if applicable. A Participants Fair Share Amount shall not exceed its Maximum Creditable Amount. 5.3 Firm Electric Service Contract(s): The contract(s) between the Participant and Western listed in Exhibit A that requires, among other things, payments by the Participant to Western for electric service from the Sierra Nevada Region. 5.4 Fiscal Year: The Federal fiscal year, which currently is October 1 of any calendar year through September 30 of the following calendar year. .. Contract No.00-SNR-00241 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 5.5 5.6 5.7 5.8 5.9 Funding Commitment: The Participant's Fair Share Amount, as it may be adjusted in accordance with Sections 6.2 and 7.4, plus any additional amount the Participant agrees to pay in accordance with Section 7.3, for any fiscal year. The Funding Commitment for each Participant shall be specified in Schedule 1. Purchased Power and Wheeling Program (PP&W Program): Western's power and transmission purchases used to firm and deliver electric service to its customers and project use loads, through integration Contract 14-06-200-2948A (Contract 2948A) with Pacific Gas & Electric Company, through Contract 14-06- 200-2947A with the California Companies, and through long-term power purchase Contracts 92-SAO-30006 and 91-SAO-30005 with Pacificorp and Contract 87-SAO-30002 with Enron Power Marketing, Inc., all as may be superseded or amended. The PP&W Program also includes short-term power purchases made by Western in accordance with its rights and obligations under Contract 2948A, including economic and load management purchases. Additional transmission or other transaction-based costs may be associated with short-term or existing long-term purchases. Maximum Creditable Amount: For each Participant, the total amount payable to Western under the Contract(s) listed in Exhibit A during any Fiscal year. Power Bill: The monthly bill from Western for service provided under a Participant's Firm Electric Service Contract(s). Schedule 1' The document in which Western sets forth the Funding Commitment and schedule for billing of advanced payments for each Participant for a Fiscal year, as it may be revised from time-to-time. Contract No.00-SNR-00241 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 o , PP&W PROGRAM ADVANCE FUNDING: 6.1 Annually, on or before May 1, Western will determine the estimated cost and components of the PP&W Program for the upcoming Fiscal year, and provide each Participant with a Schedule 1. 6.2 The Parties understand the level of funding required for a Fiscal year may vary depending upon, among other things, hydrologic conditions of the Central Valley Project, customer loads, and market power prices. Should the required level of funding change, Western may update the estimated annual cost of the PP&W Program as necessary, and adjust each Participant's Fair Share Amount accordingly, pursuant to the methodology set forth in Exhibit B. Any adjustment to the Participant's Fair Share amount shall not exceed the amount Western can credit against payments due Western from the Participant under any sales contracts or agreements. In the event an adjustment is required, Western will" prepare a revised Schedule 1. In no event shall payments under the revised Schedule 1 be required in less than thirty (30) days following Western's written notice of such revision. FUNDING COMMITMENTS: 7.1 The Participant agrees to make a monthly advance payment for its Fair Share Amount. Western will deter~nine each Participant's Fair Share Amount based on the formula set forth in Exhibit B. Funding commitments shall be for Fiscal year blocks. 7.2 Each Participant's Funding Commitment shall not exceed its Fair Share Amount for any Fiscal year, as it may be adjusted in accordance with Section 6.2 and 7.4, unless the Participant agrees to a larger.Funding Commitment in accordance with Section 7.3. Contract No.00-SNR-00241 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 8. 23 24 25 26 27 28 7.3 In the event Western determines that the total of all Participants' Fair Share Amounts will not be sufficient to fund Western's PP&W Program, Western will request some or all of the Participants to agree to increase their Funding Commitment. 7.3.1 Western will notify the Participants of the amounts and time frames in which additional funds will be required. 7.3.2 Any Participant may agree to advance additional amounts, provided Western can credit such amounts against payments due Western from the Participant under any sales contract or agreement. If a Participant agrees to an increased Funding Commitment, Western will prepare a revised Schedule 1. 7.4 The Participant's Fair Share Amount may be re-determined by Western in the event the Participant's Contract Rate of Delivery is changed, or its load is reduced to a level insufficient to allow the crediting of advances on its monthly power, transmission, or other bill from Western. In the event a Participant's Fair Share Amount is reduced, Western may proceed in accordance with Section 7.3 if necessary. BILLING AND PAYMENT: 8.1 Monthly payments shall be made by the Participants in amounts and at times as requested by Western. Beginning four (4) months prior to Western requiring the funds for the PP&W Program, Western will bill the Participant for a one-month advance payment based on Schedule 1. If practicable, monthly advances will not exceed Western's ability to credit the Participant within the following three (3) months. Payments will be collected monthly, at least ninety (90) days in advance of Contract No.00-SNR-00241 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 9 17 18 19 20 21 22 23 24 25 26 27 28 Western's estimated obligation; Except, That Western anticipates the last billing to have been completed by October 1, 2004. 8.2 The Participant will continue to be billed separately for its power and pass-through transmission purchases from Western in accordance with its Firm Electric Service Contract. 8.3 Should other funding become available for Western to fund the PP&W Program, Western shall reduce the billing or cease billing the Participants until such time as advance funds are required. 8.4 The funds from each Participant will be held in a non-interest-bearing Western trust account(s). Disbursements from that trust account(s) will be made as needed to comply with this Contract. CREDITING: 9.1 Each Participant will receive a credit on its monthly Power Bill for the amount of its advance in the Western billing month following receipt of the advance. To the degree practicable, the credit will be equal to its previous month's advance. If the entire credit cannot be applied to a Participant's Power Bill, Western may apply credits to other bills due Western by the Participant, or the credit balance may be carried forward and applied to future bills on sales contracts or agreements. If the Participant's bills are not large enough to apply the credit within three (3) months, Western shall issue the Participant a payment from unobligated funds in the trust account referenced in Section 8.4. Such payment shall be for the amount of any credit balance attributable to advances made three or more months prior unless other arrangements are agreed to between Western and the Participant. Contract No.00-SNR-00241 1 2 3 4 6 7 8 10. 9 10 11 12 13 14 16 17 11. 18 19 20 21 12. 22 23 24 25 26 /// 27 /// 28 /// 9.2 Upon termination of this Contract, Western will reconcile each Participant's account. The Participant will be billed for any amount due and Western will credit the Participant's bill under any of its current sales contracts or agreements with Western for any amount owed the Participant by Western. If the Participant's bill(s) is less than the amount of the credit, Western will issue the Participant a payment for the difference from the trust account referenced in Section 8.4. EXHIBITS MADE PART OF CONTRACT: Inasmuch as the "Participants" to this Contract and the "Methodology for Calculation of Fair Share Amount" may change during the term hereof, they will be set forth in Exhibits A and B, respectively. Exhibit A may be revised by Western as necessary to reflect changes in the customers who are advancing funds to Western under this Contract. Exhibit B may be revised in accordance with its terms. Exhibits A and B are attached hereto and made a part hereof, and shall be in full force and effect in accordance with their terms until respectively superseded by subsequent exhibits. EXECUTION IN COUNTERPART: This Agreement may be executed in a number of counterparts and shall constitute a single document with the same force and effect as if each Party had signed all other counterparts. GENERAL POWER CONTRACT PROVISIONS: The General Power Contract Provisions, effective July 10, 1998, attached hereto, are hereby made a part of this Contract, the same as if they had been expressly set forth herein; Provided, That the word Contractor in the General Power Contract Provisions shall mean Participant for the purposes of this Contract. Contract No.00-SNR-00241 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 IN WITNESS WHEREOF, the Parties have caused this Contract to be executed the day and year first above written. WESTERN AREA POWER ADMINISTRATION By: Title: Address: Power Marketing Manager 114 Parkshore Drive Folsom, CA 95630-4710 Contract No.00-SNR-00241 ITEM NO. DATE: NOVEMBER 1,2000 AGENDA SUMMARY REPORT SUBJECT: REJECTION OF CLAIM FOR DAMAGES RECEIVED FROM BRENT WRENSHALL JACKSON AND REFERRAL TO JOINT POWERS AUTHORITY, REDWOOD EMPIRE MUNICIPAL INSURANCE FUND The claim from Brent Wrenshall Jackson was received by the City of Ukiah on September 25, 2000 and alleges damages related to loss of pool time on September 2-4, 2000 at the Todd Grove Park Municipal Pool. Pursuant to City policy, it is recommended the City Council reject the claim as stated and refer it to the Redwood Empire Municipal Insurance Fund (REMIF). RECOMMENDED ACTION:Reject Claim for Damages received from Brent Wrenshall Jackson, and Refer It to the Joint Powers Authority, REMIF. ALTERNATIVE COUNCIL POLICY OPTIONS: Alternative action not advised by the City's Risk Manager. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: Yes Claimant Michael F. Harris, Risk Manager/Budget Officer Candace Horsley, City Manager 1. Claim of Brent Wrenshall Jackson, pages 1-2. %Candace Horsley, City,Manager mfh:asrcc00 1101CLAIM NOTICE OF CLAIM AGAINST THE CITY OF UKIAH, CALIFO This claim must be presented, as prescribed by Parts 3 and 4 of Division 3.6, of State of California, by the claimant or by a person acting on his/her behalf. RETURN COMPLETED FORM TO: , . CITY OF UKIAH Attn: City Clerk 300 Seminary Avenue Ukiah, California 95482 CLAIMANT'S NAME: CLAIMANT'S ADDRESS: SEP 2 5 2000 CITY OF UKIAH CITY CLERK'S DEPARTMENT Brent Wrenshall, Jackson c/o General delivery -- Talmage Post Office Number/Street and/or Post Office Box Talmage, California C~ State Zip Code ( ) ,( ) Home Phone Number Work Phone Number PERSON TO WHOM NOTICES REGARDING THIS CLAIM SHOULD BE SENT (if different from above): Name Number/Street and/or Post Office Box ( Telephone City State Zip Code 4. DATE OF THE ACCIDENT OR OCCURRENCE: On 5. PLACE OF ACCIDENT OR OCCURRENCE: . . . Todd or about September 2, 3, 2000 . Grove Park Municipal Pool and 4th, GENERAL DESCRIPTION OF THE ACCIDENT OR OCCURRENCE (Attach additional page(s), if more space is needed): Claimant was dcprivcd of three good weather days' use of his prepaid pool pass. Ukiah City Department of Parks and Recre- ation advertized during thc summer months that the Todd Grove Muni- cipal Pool would be open for monthly pool pass holders' use for swimming up to and including September 4th, 2000. Pool closed early. NAME(S), if known, OF ANY PUBLIC EMPLOYEE(S) ALLEGEDLY CAUSING THE INJURY OR LOSS: ~'~r. Saqe, and/or unknown JOHN DOES and JANE ROES employed by the Ukiah City Department of Parks and Recreation. WITNESS(ES), ff known (optional): Name a. Adam Jackson b. Aaron JackSon Address Telephone - t- . DOCTOR(S)/HOSPITAL(S), if any, WHERE CLAIMANT WAS TREA TED: Name Address a. N/A b. Telephone '10. GENERAL DESCRIPTION OF THE INDEBTEDNESS, OBLIGATION, INJURY, DAMAGE OR LOSS so far as it may be known at the time of presentation of the claim: Breach of Aqreement, False ,Advertizement Specific Performance, Larceny, Trover, Conversion. ., 11. STATE THE AMOUNT CLAIMED if it totals less than ten thousand dollars ($10,000) as of the date of presentation of the claim, including the estimated amount of any prospective injury, damage or loss, insofar as it may be known at the time of the presentation of the claim, together with the basis of computation of the amount claimed (for computation use #12 below). However, if the amount claimed exceeds ten thousand dollars ($10,000), no dollar amount shall be included in the claim. However, it shall indicate whetherthe claim would be a limited civil case (CCP § 85)." Amount Claimed $ 35 bucks plus costsor Applicable Jurisdiction small claims 12. THE BASIS OF COMPUTING THE TOTAL AMOUNT CLAIMED IS AS FOLLOWS: a. Damages incurred to date: Expenses for medical/hospital care: Loss of earnings: Special damages for:. Conversion General damages: b. Estimated prospective damages as far as known: Future expenses for medical and hospital care: Future loss of earnings: Other prospective special damages: Prospective general damages: $ 35 bucks bucks currently unknown This c/aim must be signed by the claimant orby some person on his/her beha/f. A claim relating to a cause of action for death or for injury to the person or to persona/property or growing crops shall be presented not later #~an slx (6) calendar months or 182 days after the accrual of the cause of action, whichever is longer. Claims relating to any other causes of action shall be presented not later than one (1) year. after acc_ruaJ of the cau. s~ of i~ction. Dated: September 25, 2000 ~,~ ~ ~~[, ~~ ~ -sIG~IA TURE ~/~LAIMANT(S) Received in the Office of the City Clerk this ~,~,..~ day of . ,20 D__~_D . /rm/m~y~~s '/ ... NOTE: This form of claim is for your convenience only. Any other type of fo ed if desired, as long as it satisfies the requirements of the Government Code. The use of this form is not intended in any way to advise you of your legal rights or to interpret any law. If you are in doubt regarding your legal rights or the interpretation of any law, you should seek legal counsel of your choice at your own expense. Rev. 2000 AGENDA SUMMARY ITEM NO. 7i DATE: November 1, 2000 REPORT SUBJECT: AWARD OF BID FOR PURCHASE OF PATROL CAR VEHICLE IN THE AMOUNT OF $23,010.49 TO ESPOSTI AUTO DEALERS Included in the Fiscal Year 2000/2001 budget is the purchase of two patrol vehicles for the Police Department at an estimated cost of $28,000 dollars each. In October of this year the Police Department submitted bids to 11 vehicle vendors, including all local car dealers for the purchase of a new patrol car according to State of California Specifications for Police Vehicles with preferred additional optional items desired by the Ukiah Police Department. Bids were opened October 27, 2000, with 3 responses. Esposti Auto Dealers vehicle and Harper Ford Country met the basic police vehicle specifications but did not meet the published specifications to provide optional add-on items for the vehicle. After reviewing the bids provided from the three vendors with staff, we research the optional items and we determined that we can purchase and install the optional add-on items by staff and save money overall using the lowest bidder price that did not include the add-on items; rather than accepting the high bid that included the add-on items, but at a higher cost than can be purchased separately by the City. In addition, the Esposti Auto Dealer bid was specified to be a 2001 model rather than the specified 2000 model offered by the bidder who met all specifications, which will provide a newer model vehicle at a cheaper price for the City of Ukiah. At this time the Ukiah Police Department requests to purchase one patrol car for the quoted price of $23,010.49. Adequate funds for this purchase are budgeted in account 698.2001.800.000. RECOMMENDED ACTION: Award bid to Esposti Auto dealers, for the amount of $23,010.49 ALTERNATIVE COUNCIL POLICY OPTION: Reject bids and provide staff with alternative action. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Ukiah Police Department Chris Dewey- Police Captain Candace Horsley, City Manager and John Williams, Police Chief 1. Opening Bid Analysis APPROVED: Candace Horsley, CitlManager CITY OF UKIAH 300 SEMINARY AVENUE UKIAH, CA 95482-5400 (707) 463-6217 (City Clerk's Office) BID OPENING FOR: 1 New 2000 4-Door Police Packaqed Vehicle #E202351 DATE: October 27, 2000 TIME: 1:00 P,M. . . . COMPANY HARPER FORD COUNTRY 4800 HIGHWAY 101 NORTH EUREKA, CA 95501 DOWNTOWN FORD SALES 525 NORTH 16TM STREET SACRAMENTO, CA 95814 ESPOSTI AUTO DEALERS P.O. BOX 710 GEYSERVILLE, CA 95441-0710 AMOUNT Marie Ulvila, City Clerk bids:e22351 Police Admin Captain Dewey ITEM NO. 9a DATE: NOVEMBER 1,2000 AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF RESOLUTION APPROVING HOME INVESTMENT PARNTERSHIPS PROGRAM (HOME)APPLICATION At its October 18, 2000 meeting the City Council authorized the solicitation of proposed applications for the Home Investment Partnerships Program (HOME) administered by the State Department of Housing and Community Development. This federal funding is to assist cities, counties, and nonprofit community housing development organizations create and retain affordable housing. Staff received a single application proposal for a 40-unit apartment project on a 2.5 acre portion of the property at 735 Porzio Lane (east of the County Social Services offices). 80% of the units will be targeted to individuals and families earning less than 50% of the area median income. The project is to include 16 two-bedroom, 16 three-bedroom, and 8 four-bedroom units. The application form (attachment 2 to this report) presents the project. The funding request is for a total of $1,000,000 of which $975,610 is for construction and $24,390 is for grant administration. It should be noted that HOME applications are project and site specific. If the allocation is received, the funding must be used for the project presented in the application. Administration will be provided by outside consultants. Though a specific firm is identified in the application, a formal Request for Proposals process will be used to select the administration firm with whom the City will contract. The required local match is to be made by State tax-credits secured as part of the project. This fact is identified in "Attachment 10" (Section VI) to the application form. No City funds will be necessary to meet this mandate. (Continued on page 2) RECOMMENDED ACTION:Adopt Resolution Approving Home Investment Partnerships Program (HOME) Application. ALTERNATIVE COUNCIL POLICY OPTIONS: Determine that this grant application should not be submitted and take no action. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A N/A . Michael F. Harris, Risk ManagedBudget Officer~~,.~u,.~Y ~~ Candace Horsley, City Manager 1. Resolution for adoption, pages 1-2. 2. Application form, including attachments 2, 3, and 10, pages 3-22. APPROVED: L._(~;~ Candace Horsley, C~y Manager ADOPTION OF RESOLUTION APPROVING HOME INVESTMENT PARNTERSHIPS PROGRAM (HOME) APPLICATION November 1,2000 Page 2 If the application is successful, the City actually becomes a lender of the program funds to the developer. This loan is paid off to the City over the life of the project and the funds can then be reused for eligible housing projects within the City. The property is both general planned and zoned to accommodate high density residential development. The owner of the subject property has verified that the development team who submitted the application proposal is purchasing his property. The standard environmental evaluation and site development review process will be conducted by the City's Planning Department for project approval. As identified in the application, the development team has extensive experience in similar projects throughout California. Significant predevelopment work has already been completed and commitments have been secured for project implementation. Staff believes the proposed application is very appropriate and if funded will produce a viable and needed housing project within the City. Staff recommends adoption of the resolution approving the HOME application. mfh:asrccO0 1101 HOME RESOLUTION NO. 2001- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE SUBMITTAL OF AN APPLICATION TO THE CALIFORNIA STATE DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT FOR FUNDING UNDER THE HOME INVESTMENT PARTNERSHIPS PROGRAM; THE EXECUTION OF A STANDARD AGREEMENT IF SELECTED FOR SUCH FUNDING AND ANY AMENDMENTS THERETO; AND ANY RELATED DOCUMENTS NECESSARY TO PARTICIPATE IN THE HOME INVESTMENT PARTNERSHIPS PROGRAM. WHEREAS, the Housing Element of the Ukiah General Plan documents the need for housing for Iow and very-low income Ukiah residents; and WHEREAS, the City of Ukiah City Council, in open meeting on October 18, 2000, solicited applications for potential projects for the HOME Investment Partnerships Program funding; and WHEREAS, the City of Ukiah, a political subdivision of the State of California, wishes to apply for and receive an allocation of funds through the HOME Investment Partnerships Program (hereinafter referred to as "HOME"); and WHEREAS, the California Department of Housing and Community Development (hereinafter referred to as the "Department"), has issued a Notice of Funding Availability for the HOME program and is authorized to approve funding allocations which will be made available directly through the U.S. Department of Housing and Urban Development (HUD) to be used for the purposes set forth in Title II of the Cranston-Gonzalez National Affordable Housing Act of 1990, the implementing regulations set forth in Title 24 of the Code of Federal Regulations, Part 92, and Title 25 of the California Code of Regulations commencing with Section 8200; and WHEREAS, the City of Ukiah wishes to submit an application to obtain from the Department HOME funds in the amount of $1,000,000. NOW, THEREFORE, IT IS HEREBY RESOLVED, by the City Council of the City of Ukiah as follows: . The City of Ukiah shall submit to the Department an application to participate in the HOME program in response to the NOFA issued on August 28, 2000 which will request a funding allocation for the following activities: 11 units of a 40-unit Rental New Construction Project (24 CFR 92.205) to be located at 735 Porzio Lane, Ukiah, Califomia . If the application for funding is approved, the City of Ukiah hereby agrees to use the HOME funds for eligible activities in the manner presented in the application as approved by the Department and in accordance with regulations cited above. It Resolution No. 2000- Page 1 of 2 also may execute any and all other instruments necessary or required by the Department or HUD for participation in the HOME program. . The City of Ukiah authorizes the City Manager to execute in the name of the City of Ukiah, the application, Standard Agreement, and all other documents required by the Department or HUD for participation in the HOME program, and any amendments thereto. PASSED AND ADOPTED this 1st day of November, 2000, by the following roll call vote: AYES' NOES' ABSENT: ABSTAIN: Jim Mastin, Mayor ATTEST: Marie Ulvila, City Clerk mfh:home APPLRESOL Resolution No. 2000- Page 2 of 2 Home Investment Partnerships Program (HOME) HOME PROGRAM APPLICATION California Department of Housing and Community Development Division of Community Affairs P.O. Box 952054 Sacramento, CA 94252-2054 (916) 322-0356 This application, if approved for funding, will be a part of your standard agreement with the Department. In order to be considered for funding, all sections of this application, including attachments and exhibits must be complete and accurate. DO NOT REVISE THIS FORM IN ANY MANNER UNLESS OTHERWISE NOTED ON THE FORM ITSELF. ALL ATTACHMENTS SHOULD BE SUBMITTED AT THE END OF THE APPLICATION FORM. Use Exhibit A, Attachment Checklist, as an aid in completing the application. Refer to Sections 8200 through 8220 of the California Code of Regulations and the State of California HOME NOFA for further information. If there are any questions about the application or if you require technical assistance, please contact program staff at the above address or phone number. SECTION I: APPLICATION SUMMARY A. Name of Applicant: City of Ukiah B. Applicant Address: 300 Seminary Avenue, Ukiah, CA 95482 C. Chief Executive Name and Title: Candace Horsley, City Manager D. Contact Person Name and Title: Michael F. Harris, Risk Manager / Budget Officer E. Telephone Number: (707)463-6287 Fax Number: (707)463-6204 Location of Proposed Activities: if the same activity will be carried out in more than one jurisdiction or if it will be carried out in rural and non-rural areas, provide information for each location. Census tract information is only required if the activity will be carried out in a rural area. Fill in the chart below with the data requested: Activity Number of HOME- HOMEamount City or Rural Census assisted units coun~ Tract(s) Rental New Construction 11 $ 975,610 Ukiah Yes 116 $ $ $ Form HOME- 1 (6/99) G. H. K. $ 975,610 For State Recipient Only: $ 24,390 For CHDOs Only: $ $ 1,000,000 Brief Description of Each Activity Total Amount of Activity Funds Requested (Should be same as total in chart above): Total Amount of State Recipient Administrative Funds Requested (Cannot exceed five (5) percent of activity funds requested) Total Amount of CHDO Operating Funds Requested (Cannot exceed five (5) percent of activity funds requested) Total HOME Funds Requested (Cannot exceed maximum amount of funds available per application pursuant to the HOhIE NOFA) HOME Funds will be used to assist in the financing of a 40-unit multi-family residential development on a 2.5 acre portion of 7:35 Porzio Lane in the City of Ukiah, CA. The proposed community will consist of 16 two-bedroom, 16 three-bedroom and 8 four-bedroom units. 80% of the units will be targeted toward individuals and families earning less than 50% of the area median income for Mendocino County with the remaining 20% unrestricted and available to persons of all income levels. SECTION ih APPLICANT INFORMATION A. The applicant is a (check one): ix] [] [] City County (Note: A county can only carry out activities in its unincorporated areas.) CHDO Certified by the Department within the last three years in accordance with Section 8204(b) of the State HOhIE Pro,ram Regulations if CHDO, address the following: . CH DO's role will be: [ ] Owner Name of Developer [ ] Developer Name of Owner [ ] Sponsor Name of Owner Name of Developer . CHDO has requested that a city or county act as a state recipient to administer its local pro~ram [ ] Yes [ ] No If yes, complete and submit Attachment 1. Capability for administration rating will be based on the experience of the city or county administering the CH DO applicant's local program or its administrative subcontractor. Form HOME-1 (6/99) is the CHDO applicant requesting a CHDO loan as part of the total request for funds (cannot exceed 10 percent of the amount requested for activities)? [ ] Yes [ ] No If yes, describe the uses and amount for each use. Be C. D. if the applicant is a city or county, is the local housing element of the General Plan in substantive compliance as of date applications are due to the Department pursuant to the HOME NOFA? This information will be confirmed by the Department's Housing Policy Division. [X] Yes [ ] No [ ] Not Applicable Does the applicant have any unresolved audit findings for prior Department- or federally-funded housing or community development projects or programs? if yes, the applicant is not eligible. [ ] Yes IX] No List applicant staff (names and position titles) available or indicate positions applicant commits to fill to operate the local HOME program and/or oversee the work of an administrative subcontractor, if any. Name Position Michael F. Harris Risk Manager / Budget Officer Charlie Stump Planning Director Dave Lohse Associate Planner Cathy McKeon Senior Civil Engineer E, Will the applicant use an administrative subcontractor to administer its program? IX] Yes [ ] No If yes, complete Section I!1. For CHDOs proposing that a city or county act as a State Recipient to administer its local program: Will the State Recipient use an administrative subcontractor to administer the CHDO applicant's HOME activity(ies) ? [ ] Yes [ ] No if yes, complete Section !!!. Complete and submit Attachment 2, "Information on City, County, or CHDO Administrative Capability", as indicated below. Check applicable situation. [X] City or County applicant [ ] CHDO applicant (not proposing city or county to act as State Recipient) [ ] City or County (if CHDO applicant is proposing a city or county to act as a State Recipient) Form HOME-1 (6/99) SECTION llh ADMINISTRATIVE SUBCONTRACTOR INFORHATION Please note that the administrative subcontractor may not be an owner, developer or sponsor or have any other financial interest in any project which it is administering. A. Name: Laurin Associates, Inc. B. Address: 7625 Sunrise Blvd., Suite 211, Citrus Heights, CA 95610 C. Chief Executive Name and Title: G. lean Laurin, Owner / Principal Contact Person Name and Title: G. lean Laurin, Owner / Principal Phone Number: (916)725-1181 Fax Number: (916)725-0215 F. Complete Attachment 3, "Information on Administrative Subcontractor Capability", for all administrative subcontractors, including those used by a city or county administering a CH DO applicant's activities. G. Does the administrative subcontractor have any unresolved audit findings for prior Department- or federally- funded housing or community development projects or programs? if yes, the proposed administrative subcontractor cannot act in that capacity. [ ] Yes [X] No SECTION IV: PROGRAM AND PROJECT INFORf"IATION Indicate which programs or projects are contained in this application and the amount of funds requested. For each program or project, complete and submit the attachment indicated. A. Pro~rams First-time Homebuyer Acquisition Only Program--Submit Attachment 4. $ HOME Activity Amount $ HOME Administration Amount . First-time Homebuyer Acquisition and Rehabilitation Program--Submit Attachment 5. $ HOME Activity Amount $ HOME Administration Amount . Owner-occupied Rehabilitation Program--Submit Attachment 6. $ HOME Activity Amount $ HOME Administration Amount . Rental Acquisition without Rehabilitation Program--Submit Attachment 7. $ HOME Activity Amount $ HOME Administration Amount . Rental Rehabilitation with or without Acquisition Program--Submit Attachment 8. $ HOME Activity Amount $ HOME Administration Amount . Tenant-based Rental Assistance Program--Submit Attachment 9. $ HOME Activity Amount $ HOME Administration Amount Form HOME-1 (6/99) B. Proiects (If proposing more than one project in each category fill out a separate attachment for each project.) 1. Rental New Construction Project--Submit Attachment 10. Project Address APN's 003-040-30 ~ 63 - 735 Porzio Lane, Ukiah, CA Total Units: 40 Total HOME Units: ] 1 . $ 975,610 HOME Activity Amount $ 24,390 HOME Administration Amount Rental Acquisition without Rehabilitation Project--Submit Attachment Project Address Total Units: Total HOME Units: HOME Activity Amount HOME Administration Amount . Rental Rehabilitation with or without Acquisition Project--Submit Attachment 12. Project Address Total Units: Total HOME Units: HOME Activity Amount HOME Administration Amount . First-time Homebuyer New Construction Project--Submit Attachment 13. Project Address Total Units: Total HOME Units: HOME Activity Amount HOME Administration Amount . First-time Homebuyer Acquisition and Rehabilitation Project--Submit Attachment 14. Project Address Total Units: Total HOME Units: $ HOME Activity Amount $ HOME Administration Amount Form HOME-1 (6/99) SECTION V. LEGISLATIVE REPRESENTATIVES Indicate all Legislators who represent any portion of the proposed service area. If you have vacancies in your legislative seats, please list your district number and district address. A. Members of the State Assembly District number: 1 District number: Name: Virginia Strom-Martin Name: District District Address: 104 W. Church Street Address: City: Ukiah, CA City: Zip Code: 95482 Zip Code: B. Members of the State Senate District number: 2 District number: Name: Wesley Chesbro Name: District District Address: P.O. Box 785 Address: City: Ukiah, CA City: Zip Code: 95482 Zip Code: C. Members of the U.S. House of Representatives District number: 1 District number: Name: Mike Thompson Name: District District Address: 430 N. Franklin Street Address: City: Fort Bragg, CA City: Zip Code: 95501 Zip Code: SECTION VI. GOVERNING BOARD RESOLUTION Attach the resolution, duly executed by the governing board of the local jurisdiction or CHDO, granting authority to make application to the Department for a funding commitment from the HOME program. Label as "Attachment 15. Governing Board Resolution." A sample resolution is included in this application package as Exhibit B. Be sure that the resolution authorizes the signatory for submittal of this application, and the resolution is an action of the governing body of the applicant, if the application is signed by someone other than the person authorized in the resolution to sign, such as an assistant city manager, rather than the city manager who is designated in the resolution, submit evidence which shows that the person signing has the authorization to sign. Such evidence could be in the form of an ordinance or code, or an opinion from the jurisdiction's legal counsel of such authorization. Include such authorization in Attachment 15. Form HOME- 1 (6/99) --6- SECTION Vii. APPLICANT CERTIFICATION AND COMMITlvlENT OF RESPONSIBILITY As the official designated by the governing body, ! hereby certify that if approved by the Department for a HOME funding allocation, the City of Ukiah (applicant name) assumes the responsibilities specified in the HOHE regulations and certifies that: A. It possesses the legal authority to apply for the allocation and to execute the proposed program; Be it has resolved any audit findings for the prior Department- or federally-funded housing or community development projects or programs to the satisfaction of the Department or federal agency by which the finding was made; Ce Before committing funds to a project, it will evaluate the project in accordance with the guidelines it adopts for this purpose and will not invest any more HOME funds in combination with other governmental assistance than is necessary to provide affordable housing; D, if a CHDO, its board composition complies with and will continue to comply with the requirements for CHDOs in the definition contained in 24 CFR Section 92.2; E. It will comply with all statutes and regulations governing the HOME program; F, The information, statements, and attachments contained in this application are, to the best of my knowledge and belief, true and correct. I authorize the Department of Housing and Community Development to contact any agency, whether or not named in this application, which may assist in determining the capability of the applicant. All information contained in this application is acknowledged to be public information. Signature: Title: City Manager Type Name: Candace Horsley Date: Please note: If the application is signed by someone other than the person authorized in the resolution, submit evidence which shows that the person signing has the authorization to sign in Attachment 15. Form HOME-1 (6/99) EXHIBIT A ATTACHMENT CH ECKLIST Check if Check if Att. Attachment Title Applicable Included No. ~ [~ 1 State Recipient to Administer CHDO Applicant's Local Program [~ ~ 2 Information on City, County or CHDO Capability [~ [~ 3 Information on Administrative Subcontractor Capability [--I ['-] 4 Program: First-time Homebuyer Acquisition Only I~1 I-'] 5 Program: First-time Homebuyer Acquisition and Rehabilitation ~ [--I 6 Program: Owner-Occupied Rehabilitation [-'] r-'] 7 Pro,ram: Rental Acquisition without Rehabilitation E=] r--] 8 Program: Rental Rehabilitation with or without Acquisition I~1 [--I 9 Program: Tenant-Based Rental Assistance I~ I~ 10 Project: Rental New Construction I~l [-] 1 1 Project: Rental Acquisition without Rehabilitation ['-] [=] 12 Project: Rental Rehabilitation with or without Acquisition [::] [--] 13 Project: First-time Homebuyer New Construction ~] I-'1 14 Project: First-time Homebuyer Acquisition and Rehabilitation [~ [~ 1 5 Governing Board Resolution--Applicant E:] [-] 16 Governing Board Resolution--State Recipient Administering CH DO's Pro,ram Form HOME- 1 (6/99) C-1 _[o - ATTACHMENT 2 INFORMATION ON CITY, COUNTY OR CHDO CAPABILITY Name of Applicant: City of Ukiah Complete Section I for the following: [ X ] City/county applicant [ ] City/county administering the activities of a CHDO applicant Name of City/County administering CH DO activities Complete Section I! for the following: [ ] CHDO applicant not proposing city/county to administer its program For purposes of completing this section, an allocation is an annual award of funds from HUD or the State of California Department of Housing and Community Development. SECTION I. CITY OR COUNTY EXPERIENCE (Respond to B if you indicate only A.4. or A.5.) Ae City or county has administered a HOME allocation for (Indicate all that apply): 1. 1996 2. 1997 3. 1998 4. 1999 City of Ukiah 5. None oftheabove Be City or county has administered a CDBG housing allocation for (Indicate all that apply): 1. 1996 2. 1997 3. 1998 4. 1999 5. None oftheabove X If you indicated any item in B other than B.5., submit documentation of CDBG housing experience (e.g., pages from applicant's CDBG final statement, consolidated plan, or standard agreement) supporting this claim. Documentation should be attached to or immediately follow this Attachment. Form HOME-1 (6/2000) 2-1 Form HOME-1 (6/2000) 2-2 ---I. Z. -.. SECTION il. CHDO EXPERIENCE (Respond to B if you indicate only A.4 or A.5) A. Complete if CHDO has a standard agreement with or has acted as an administrative subcontractor to a HOME Participating :Jurisdiction or State Recipient. Indicate name of HOME Participating :Jurisdiction or State Recipient. 1. 1996 2. 1997 3. 1998 4. 1999 5. None oftheabove If CHDO acted as an administrative subcontractor for a State Recipient or a Participating :Jurisdiction other than the State of California, submit a letter from that iurisdiction describing the administrative work performed by the CHDO for the HOME Program. Documentation should be attached to or immediately following this Attachment. B. Complete if CHDO has a standard agreement with or has acted as an administrative subcontractor to a CDBG housing recipient. Indicate name of CDBG entitlement jurisdiction or grantee. 1. 1996 2. 1997 3. 1998 4. 1999 5. None of the above if you indicated any item in B. other than B.5., submit documentation of CDBG housing experience from the State CDBG grantee or CDBG entitlement jurisdiction (e.g., pages from CDBG final statement, consolidated plan, or standard agreement) supporting this claim and submit a letter from that jurisdiction describing the administrative work performed by the CHDO for the CDBG housing program. Documentation should be attached to or immediately follow this Attachment. Form HOME- 1 (6/2000) 2-3 ATTACHHENT 3 INFORMATION ON ADHINISTRATIVE SUBCONTRACTOR CAPABILITY NAME OF ADMINISTRATIVE SUBCONTRACTOR: Laurin Associates, Inc. For purposes of completing this section, an allocation is an annual award of funds from HUD or the Department. ADMINISTRATIVE SUBCONTRACTOR EXPERIENCE (if you indicate only A.4. or A. 5., respond to B.) A. Administrative Subcontractor has administered a HOME allocation for a recipient of HOME Funds. Indicate name of HOME Participating :Jurisdiction or HOME State Recipient. 1. 1996 San ]oaquin, Waterford, Calexico 2. 1997 Calexico, Colusa 3. 1998 Calexico, Ceres, Waterford, Coachella, et al 4. 1999 San ]oaquin, Livingston, Imperial, Holtville, et al 5. None of the above If you indicated any item in A. other than A.5. and you did not directly receive a HOME allocation from HUD; submit a letter from that jurisdiction describing the administrative work performed by the applicant as administrative subcontractor for the HOME Program. Documentation should be attached to or immediately follow this Attachment. B. Complete if Administrative Subcontractor has administered a CDBG housing allocation. Indicate name of CDBG entitlement jurisdiction or ~rantee. 1. 1996 Coachella 2. 1997 3. 1998 4. 1999 5. None oftheabove If you indicated any item in B. other than B.5., submit a letter from the CDBG entitlement jurisdiction or the State of California CDBG ~rantee describing the administrative work performed by the administrative subcontractor for the CDBG housing program. Documentation should be attached to or immediately follow this Attachment. Form HOME-1 (6/2000) 3-1 ATTACHMENT 10 PROJECT: RENTAL NEW CONSTRUCTION if more than one project of this type, submit a separate copy of this attachment for each project. Name of Applicant: City of Ukiah SECTION I. PROJECT INFORMATION A. Project Name: Summercreek Village B. Ce Project Address/Location: 735 Porzio Lane, Ukiah, CA Project Owner: Ukiah Summercreek Associates, a California Limited Partnership E, Managing General Partner (if different from the owner): Central Valley Coalition for Affordable Housing Project Developer: Pacific Communities of California, LLC F. Project Architect: C. Frederick Brave SECTION I1. A. PRIOR EXPERIENCE WITH RENTAL NEW CONSTRUCTION PROJECTS Similar subsidized rental new construction projects implemented by applicant, city/county administering a CHDO's project or administrative subcontractor in the last 5 years. 1. Indicate the name of the entity for which information is provided (list only one): Applicant: City/County administering CHDO applicant's project: Administrative Subcontractor: Laurin Associates, Inc. Provide information on similar subsidized rental new construction projects implemented in the last 5 years by the entity identified in A. 1. Project Name Location Total Subsi- Funding Sources Construction Units dized Completion Units Date Huron Garden Apts. Huron, CA 40 40 USDA RD 515, LIHTC April, 1996 Homedale Senior Homedale, ID 24 24 USDA RD 515, LIHTC October, Apts. 1998 Chowchilla Chowchilla, 54 54 LIHTC, HOME November, Garden Apts. CA 1996 Form HOME-1 (6/2000) Location Total Subsi- Funding Sources Construction Project Name Units dized Completion Units Date Yerin~ton Yerin~ton, 32 32 USDA RD 515, LIHTC, September, Garden Apts. NV HOME 1998 Lovelock Garden Lovelock, NV 40 40 LIHTC, HOME April, 1998 Apts. Firebaugh Firebaugh, 40 40 USDA RD 515, LIHTC September, Garden Apts. CA 1996 Be Similar subsidized rental new construction projects completed in the last 5 years by developer identified in Section I.E. Project Name Location Total Subsi- Funding Sources Construction Units dized Completion Units Date Creekbridge Nampa, ID 60 60 LIHTC June, 2000 Court Imperial Gardens Calexico, CA 50 50 LIHTC, USDA 515 April, 1999 Soda Springs Soda Springs, 36 36 LIHTC, HOME July, 1999 Vista Apts. ID Preston Vista Preston, ID 36 36 LIHTC, HOME April, 1999 Apts. Twin Falls Twin Falls, ID 42 42 LIHTC, HOME, City RDA March, 1998 Garden Apts. Chowchilla Chowchiila, November, Garden Apts. CA 54 54 LIHTC, HOME 1996 Form HOME- 1 (6/2000) 10-2 Ce Similar subsidized rental new construction projects owned within the last 5 years by the owner or managing general partner identified in Section I.C. or I.D. le Indicate the name of the entity for which information is provided (list only one): Owner: Managing General Partner: Central Valley Coalition for Affordable Housing e Provide information on similar subsidized rental new construction projects owned within the last five years by the entity identified in 1. Project Name Location Total Subsi- Funding Sources Construction Units dized Completion Units Date Hampton Square Stockton, CA 184 !84 LIHTC, CDBG, Tax- August, Exempt Bonds 1999 LIHTC, CDBG, Sierra Meadows Merced, CA 1 O0 100 Financing, Tax-Exempt June, 1997 Bonds Westberry Lemoore, CA 100 100 LIHTC, Tax-Exempt Bonds June, 1998 Square Mammoth December, Bristlecone 30 30 LIHTC, HOME Lakes, CA 1997 Cambridge Stockton, CA 132 132 LIHTC, RDA Financing November, Court 1996 De List any Department projects in which the developer, owner and/or managing general partner identified in Section !. have participated within the last 5 years. Project Name Project Location Department Department Pro,ram Date Project Project Funding Source(s) Completed Number 97-HOME- November, Casas del Sol Planada, CA HOME 0242 2000 97-HOME- August, Cedarbrook Hanford, CA HOME 0248 ! 999 Form HOME- 1 (6/2000) 10-3 Project Name Project Location Department Department Program Date Project Project Funding Source(s) Completed Number 94-HOME- December, Bristlecone Hammoth Lakes, CA HOME 0100 1997 November, Chowchilla Garden Chowchilla, CA 94-HOHE- HOHE Apts. 0090 1996 SECTION I11. DEVELOPMENT MILESTONES A. Site Control le Does the applicant, city/county administering a CHDO's project, or developer have site control in one of the forms listed under 3. below? [X]Yes [ ]No 2. if yes to 1., name of entity having site control: Pacific Communities of Calif., LLC 3. If yes to 1., indicate form of site control and provide documentation as Attachment 10.A. [] IX] [] [1 [1 fee title land sales contract or other enforceable agreement for the acquisition of the property option to purchase or option to lease (for not less than the required HOME affordability period plus 20 years), not to expire within 180 days after the anticipated date of award disposition and development agreement with a public entity, not to expire prior to 180 days after the anticipated date of award leasehold interest on the project property with provision in the lease that enables the lessee to make improvements on and encumber the property provided that the terms and conditions of any proposed lease shall permit compliance with all pro,ram requirements; the lease term is not less than 20 years more than the period of affordability if yes to 1., provide a preliminary title report which is dated no sooner than six months prior to the application due date identified in the NOFA. (Provide as Attachment 10.B.) IX] Check if attached Form HOME- 1 (6/2000) 10-4 13. Status of local governmental approvals Ce De Ee Submit a letter from the local government official of the jurisdiction in which the project is located indicating the status of non-ministerial local development approvals as Attachment 10.C. The letter. must address the status of all of the following items. Check if approvals are addressed in the letter: [x] [x] [xl ix] [x] ix] General plan amendment Zoning approval or development agreement approval Environmental assessment through CEQA Conditional use permits Variances Any other outstanding discretionary approvals Article XXXIV Submit a letter from local government counsel for the jurisdiction in which the project is located indicating the need for and status of Article XXXIV approvals as Attachment ! O.D. [X] Check if attached Regional, State or Federal Permits or Approvals Submit a letter from the applicant indicating whether any regional, state or federal permits or approvals are required and, if so, the status of those permits or approvals. If approved, submit evidence of approval. Label this documentation as Attachment 10.E. [X] Check if attached Permanent Project Financing Commitments in Place Total Development Cost: Requested HOME project funds: Other permanent financing required: $ 5,778,343 $ 975,610 $ 4,802,733 List Source(s) and Amount(s) of Other Permanent Financing Required. in order to be considered committed, documentation as described in 3. below must be submitted as Attachment 10.F. Source(s) of Financing Amount(s) Committed (Yes/No) Syndication Proceeds - Alliant Capital, Ltd. 3, 852, 773 Yes Conventional Loan - Alliant Mortgage Co., Inc. 950,000 Yes 3. Submit permanent project financing commitments for, at a minimum, the HOME-required period of affordability, as evidenced by letters or resolutions from the funding sources, evidence of fee waivers, etc. For tax credits, a commitment from TCAC together with an estimate of syndication proceeds is acceptable. Label this documentation as Attachment Form HOME-I (6/2000) lo-5 10.F. Financing commitments must contain the following information: a. borrower name b. project name, if any c. address, assessors parcel number or legal description d. amount, interest rate and terms IX] Check if attached Phase ! Environmental Assessment Submit a copy of a Phase ! for this project as Attachment 10.G. [X] Check if attached G. Pending Lawsuits If there are no pending lawsuits that would impact the implementation of this project, submit a certification to that effect as Attachment 10.H. [X] Check if attached H. Design Progress Submit an executed agreement with the architect identified in Section I.F. for the design (through working drawings) of this project as Attachment 10.1. [X] Check if attached SECTION IV. FISCAL INTEGRITY A. Development Phase lo Submit a completed Construction Period Sources and Uses on the attached form as Attachment 10.]. e Submit a completed Permanent Sources and Uses on the attached form as Attachment 10.K. Check below the status of plans and specifications on which the cost estimates reflected in the Construction Period Sources and Uses are based. Submit a letter from the architect identified in Section I.F. stating the status of plans and specifications on which costs were based as Attachment 10.L. [1 [x] [1 [1 Plans and specifications ready to be submitted to the building department Preliminary plans and specifications (at least 25% completed) Conceptual (elevations and floor plans) Other (describe) Bo (1) Form HOME-1 (6/2000) Operations Phase 1. Submit an operating proforma for the project for the period of affordability as Attachment 10.M. and Income Information on the attached form as Attachment 10.N. a. For CH DO applicant's projects: Proforma rents must conform to HOME Program requirements; 10-6 SECTION V. be LOCAL MARKET INFORMATION (2) Operating income must be sufficient to pay operating costs, reserves (operating reserve at 3% of operating expenses and replacement reserve at .6% of unit construction cost) and debt service; and (3) The debt coverage ratio must meet NOFA requirements (what is required by other lenders not to exceed 1.15). For State Recipient projects: ( 1 ) Proforma rents must conform to HOME Program requirements; (2) Operating income must be sufficient to pay operating costs, reasonable reserves, private and/or other public debt service, and any required repayment of the HOME loan; and (3) The debt coverage ratio must meet NOFA requirements (what is required by other lenders not to exceed 1.15). Complete the following for the project. Unit Size Number of HOME Proposed Rent for Fair Market Rent Units HOME Unit SRO O-bedroom 1 -bedroom 2-bedroom 3 345 627 3-bedroom 6 395 873 4-bedroom 2 438 879 SECTION VI. IDENTIFY REQUIRED MATCH OF 25 PERCENT A. Provide the calculation of required match: HOME project costs: 975,610 x .25 = 243,903 B. Source(s) of Match Value Syndication proceeds from California State Tax Credits 1,010,334 TOTAL MATCH 1,010,334 Form HOME-1 (6/2000) 10-7 SECTION VII. LEVERAGE Only permanent project (not administration) funds should be included. In order to be counted, documentation must be provided as Attachment 10.O. (If documentation has already been provided as Attachment 10.F., state that in Attachment 10.O.) A. Provide the calculations in the space provided. Total Development Cost: Requested HOME project funds: Other permanent financing required: $ 5,778,343 $ 975,610 $ 4,802,733 Be Ce Source(s) and Amount(s) of Other Permanent Financing Required (In order to be considered committed, the documentation described in C. must be submitted.) Source(s) of Funding Amount(s) Committed (yes/No) Syndication Proceeds - Alliant Capital, Ltd. 3,852, 733 Yes Conventional Loan - Alliant Mortgage Co., Inc. 950,000 Yes Submit permanent project financing commitments for, at a minimum, the HOME required period of affordability, as evidenced by letters or resolutions from the funding sources, evidence of fee waivers, etc. For tax credits, a commitment from TCAC together with an estimate of the syndication proceeds is acceptable. Documentation must contain the following information: . 2. 3. 4. borrower project name, if any address, assessor's parcel number or legal description amount, interest rate and terms. Form HOME- 1 (6/2000) 10-8 AGENDA SUMMARY ITEM NO. 10a DATE: November 1, 2000 REPORT SUBJECT: STATUS OF RESEARCH ON FIRE SERVICE OPTIONS Introduction Six years ago, the City of Ukiah General Fund was in a million dollar annual deficit position. At that time, Council and staff worked together to formulate a plan of action that would bring the City into a financially responsible position once again as well as to assure that we would do everything possible to avoid financial crisis in the future. We realized that if our organization was to survive and prosper, we could not settle for status quo or even incremental improvements. One of the Council directives at that time was for staff to continually monitor and analyze Departmental functions and service levels to determine if there was a more effective approach that would provide quality service while containing cost enhancements. The City implemented a process of reviewing Departmental functions, has revised several operational processes, and will continue to analyze our effectiveness and efficiency with every Budget cycle. (Continued on Page 2) RECOMMENDED ACTION: Council review information regarding Fire Service Options and provide direction to staff. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. N/A Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Candace Horsley, City Manager Interim Chief Officer Dan Grebil Finance Director Gordon Elton Battalion Chief Dean Hutton Retired Fire Chief Roe Sandelin UFD Personnel 1. UFD Ad-Hoc Committee's Report and Analysis 2. Draft JPA Organizational Chart 3. Minutes of the Meeting with UFD personnel APPROVED' ~~'j '~~ /,.... Cand-'-a--ce I-:iorsley, City i~anager 4:Can:ASRFirel0.00 One of the Departments that has been actively analyzing their service options is the City of Ukiah Fire Department. Through a cooperative effort of the Fire Department management, staff, and City Administration, we have analyzed various alternatives to service and at this time are bringing forth our research for Council discussion and direction as to whether to proceed further with this process. The following discussion will include why we are looking at options, the reasons for change, the results of the Fire Department Ad-Hoc Committee, Budget trends, and the next steps that should be taken, with Council's approval. What are Some of the Reasons for Change? The City has a strong and viable Fire Department in its own right, with well-trained and dedicated staff, that serves a 4-square mile service area within the City limits for fire protection, prevention, and EMS ambulance service. There are 19 career Firefighters, with an associated volunteer force. Just outside the City limits, the Ukiah Valley Fire District (UVFD) serves an 80-square mile area, has 8 career Firefighters and 30 active volunteer members. There are many reasons and motives for considering some type of cooperative effort or strategic alliance with neighboring Departments. Retired California State Fire Marshal Ron Coleman stated that, "... 30 years ago there were 4,250 Fire Departments in the State of California. Today there are about 950 Fire Departments. I predict there will be less than 200 by the year 2025." Many of these Departments have considered various options due to the reasonableness of streamlining operations; sharing costs rather than duplicating efforts; the increasing trend of shrinking Municipal budgets, which will continue to shrink at a faster rate; increased demands on staffing without the ability to fund what is expected by the public; and concerns over future financial allocations to other Departments to deal with public issues of concern such as the war on drugs, parks, streets, youth programs, and homelessness. Staff recognized there was duplication in functions and process in the areas of apparatus, staffing, and equipment. Two sets of fire training, hazmat, prevention, and volunteer programs were developed, duplicate vehicles were being purchased and put into service, and duplicate apparatus maintenance programs were being equipped and staffed. We questioned whether there was something we can do together to become more effective and efficient? Fire Departments operate in a very labor-intensive department 24-hours a day, 7 days a week. In order to adequately provide an efficient fire service, Departments are experiencing intense financial and staffing pressures due to the heavy costs associated with capital outlay for equipment, overtime, and training requirements relative to hazardous materials, paramedic science, and up-to-date fire methods and techniques. The process the UFD has gone through for the last year is to evaluate potentially more effective and efficient ways of doing business. Fire personnel have done their jobs exceptionally well. We have seen aggressive fire prevention and fire code programs, which have led to fewer working structure fires, but at the same time we have had to redefine our roles and expand our services due to decreases in demand for fire services. In looking at various fire options, our goal was to provide better efficiency, better distribution of resources, increase in depth of service, improved response times, and reduce the cost of doing business. Why Consolidation? Duplication is one of the most common indicators for some type of cooperative effort. Currently, we have duplication of administrative staff at higher salary levels, dispatching operations, volunteer programs, training officers and their time to develop the programs, equipment purchases, and fleet management, to name a few. Consolidation can reduce duplication and provide strategic alliances and cooperative effort and can improve the efficiency and effectiveness of the Fire Departments. It allows for better use of scarce resources, reduces duplicative efforts, and provides greater staff flexibility and capability. It can improve service levels, allow Departments to develop specialized and dedicated divisions such as public education, fire prevention, urban rescue teams, and strong internal programs, at a reduced cost. Efficiencies can be captured if the focus is placed on the needs of the customers, overcomes personal agendas, and encourages a program that works for our employees and community. Potential rewards can be high for both communities served. In our situation, community members already live and work in both areas. Many people live in the County and work in the City and as a result currently experience the service of both Departments. Fire Service Options Because of these considerations and concerns, the Department and administration have looked at various fire service options during the past year and-a-half. Three fire service options were taken into consideration. . Joint Powers Authority (JPA): The Ukiah Fire Department (UFD) and the Ukiah Valley Fire District (UVFD) would combine operations and fire stations for a joint, unified Department. , JPA-2: Under this scenario, UFD and the UVFD would combine their services and would utilize a CDF "Amador" Contract to staff one engine to the north of the City of Ukiah. Currently, City residents contribute through taxes to CDF and are already paying for their presence in our valley. Additional costs would be for overtime services. . CDF: This would be a service contract proposal whereby all fire staff would become CDF personnel, and the City would contract directly with CDF for services. Ad-Hoc City Fire Department Sub-Committee Review The following discussion will provide a summary of the results of the UFD sub- committee's review of these three options. It is not assumed at this time that any of these options are preferable to the status quo. The UFD Ad-Hoc Committee members dedicated many hours and months to break the review of these three service options into several sections. Attached for Council's review is their written Report, which was posted in the Fire Department for over a month and a copy has recently been provided to employees. The proposal CDF submitted to the City was so expensive that consideration at this time was not an option and, therefore, will not be discussed. The Council should refer directly to the document for further detail (Attachment 1). Service: 1. Training Opportunities - Training is a critical component of a successful Fire Department operation and plays an important part in keeping Firefighters prepared to do their job. JP^: It was felt that training at locations away from Ukiah might be less available due to funding limitations. JPA-2: There would be three stations, a south station, a central (Civic Center) station, and the CDF station. The potential exists for one of the three stations to be freed up to focus on training at scheduled intervals. Volunteer training can also be divided to provide different training topics at each station. This translates into the potential for more diverse and plentiful training opportunities. , Fire Suppression: The community expects a Fire Department to possess the ability to quickly analyze a fire situation, call in the resources necessary to control it, minimize negative consequences, and bring the situation back to stability. JPA - Fire suppression would not be increased significantly though there would be an improvement in coordination and utilization of available resources. JPA-2 - On-duty staffing would increase by at least one Firefighter. This would increase the resources available to serve the City and the UVFD resources would improve noticeably. Both areas would experience improvement in coordination and utilization of available resources as all three fire protection agencies in the Ukiah Valley; UFD, UVFD, and CDF, would be working together on a regular and ongoing basis. . Advanced Life Support: JPA and JPA-2 - The current City operation maximizes delivery of ambulance service to the City while the UVFD personnel have limited experience in ambulance service. The proposed JPA staffing plan would make it difficult to sustain the same level of ambulance service the UFD currently enjoys. Though the opportunity might provide an ability to work more closely with the local private ambulance provider. , Prevention: JPA and JPA-2 - The JPA will generally provide adequate fire prevention services. The City currently places strong emphasis in this area. This would have to be further reviewed to assure that the JPA would be able to sustain this level of service. . Public Education: JPA and JPA-2 - Would provide for adequate public education. o Hazardous Materials: JPA and JPA-2 - Would provide adequate hazardous materials response and training. The City currently has four personnel qualified as Hazardous Materials Specialists. . Urban Search and Rescue (USAR): JPA- Would not change the delivery of USAR. JPA-2 - Being more closely associated with CDF could result in a more integrated operation with other CDF resources, especially during the fire season. o Office of Emergency Services (OES): JPA and JPA-2 - There would be no change in the ability to meet our OES responsibilities. Employees: 1. Salary and Benefits JPA and JPA-2 would maintain current salary and benefits for UFD employees; UVFD employees would see a substantial improvement of salary and benefits when they become City employees. There is uncertainty about the effect on future salary and benefits. 1 Seniority JPA: UFD rank and file personnel expressed strong concern that current City employees would lose seniority in the vacation selection process and if lay-offs became necessary. It was felt by the Fire employees that seniority should be a benefit provided to current City employees if a consolidation occurs. JPA-2: Same comments as JPA and felt it would be necessary to assure there is adequate opportunity and staffing resources within the work schedule to accommodate requests for time off. e Career Opportunities JPA and JPA-2: There will be opportunity for advancement with the immediate promotion opportunities of several Firefighters to Engineer positions. Volunteer Roles and O~3Dortunities JPA and JPA-2: There is the possibility that volunteer roles and opportunities will increase with the JPA due to the fact that UVFD uses volunteers in a broader fashion than UFD. . Retain all Current Employees JPA and JPA-2: Employment is provided for all current employees. Any reduction in positions will occur by attrition. . Minimum Staffing for the City JPA: Would reduce staffing at the Civic Center by one FirefJghter position. This would be undesirable from the standpoint of safety. JPA-2: Would increase the availability of on-duty emergency response by one Firefighter. The CDF engine company would be a shared resource subject to emergency response in an area much greater than just the Ukiah Valley. . Organizational Structure JPA and JPA-2: There is a perception of incongruent skill levels within the ranks of UFD and UVFD. Financial: 1. Budget Concerns JPA and JPA-2: May provide marginal savings in operating costs. There should be substantial savings in long-term capital expenses. Difficult to quantify potential indirect savings in the areas of payroll, administration, training, and support services. . Opportunity for Additional Revenue JPA and JPA-2: There may be some potential for growth and benefit assessment units in the UVFD area. Overall, the sub-committee felt that of the three alternative service options reviewed, the JPA-2 had the overall best ranking. When compared to current levels of these factors within the status quo of the City Department, it was felt that the status quo provided higher levels of response in the ALS ambulance service area within the City limits. Outline of Proposed JPA-2 Option Chief Dan Grebil, retired Chief Roe Sandelin, and Acting Chief Dean Hutton, have developed a draft outline of a consolidation model, which is included for Council's review (Attachment 2). Basically, the JPA would consist of consolidation of the three agencies to an Ukiah Fire Department. There would be five JPA Commissioners, which could include the City Manager, City Councilmember, two UVFD Board members, and one member appointed by the other four (or, as suggested by the employee group, by the employees). This JPA would provide operational fire protection services to the City and District, and the ambulance service would still be provided within the City limits. The JPA would contract with the City to provide career personnel services, including payroll, while the District would provide volunteer personnel services. The JPA would provide for its own accounts payable and purchasing functions and facilitate consolidated emergency dispatch services. This would go a long ways in preventing any delays due to broadcasting emergency calls from one dispatch center to another. The cost sharing would be based on current operational budgets of each agency, with some specific agency items being taken out and becoming the total responsibility of that agency. An example of this would be the debt service for the South Fire Station recently purchased by the UVFD. Each agency would be responsible for an established fleet replacement schedule, even though this will be coordinated with the JPA to eliminate duplication, and the JPA will maintain the fleet. The City would maintain the Civic Center Central Station, UVFD will maintain the South Station, and CDF, the North Station. The Fire Chief would serve as the Clerk of the Fire District Board and also serve as a City Department Director for the Ukiah City Manager. Budc~et Analysis The first step taken was to put the City's and the District's budgets side by side and standardize the account descriptions. This step resulted in identifying the total combined current budget on a line item level. The total FY 00/01 budget for the two agencies is $2,676,078. The second step involved identifying items in each budget that would be retained by each entity. These items are discussed elsewhere in this report. These items are related to facilities and the capital cost of major equipment. The total FY 00/01 budget for cost, which will remain the responsibility of the respective entities', is $508,644. The third step was calculation of a relative share of costs for each entity. The total identified in step two was subtracted from the total of step one. The resulting total represents costs that the JP^ would assume. Each entities share of these costs was calculated and identified as the relative share that each would contribute toward the costs of the JPA. The result is 72% (71.55%) for the City and 28% (28.45%) for the District. The fourth step was recalculation of personnel costs. The proposed positions for the JPA structure were identified and annual personnel costs were calculated. The personnel costs for the revised staffing schedule are $127,030 less than the adopted FY 00/01 budgets of the two agencies. After looking only at personnel cost savings, the JPA plan, as outlined in this report, projects an immediate cost reduction of $127,030. If the Council authorizes additional investigation and review, equipment replacement costs and other operating costs will be studied to identify additional areas of cost reduction, which are calculated to be the major cost reduction source. As discussed elsewhere, certain redundant apparatus would not require replacement. This elimination of future capital expenditures will have the obvious positive impact on future capital costs. Staff believes additional savings will be quantified when additional detailed analysis of operating and capital costs is undertaken. Community and City Concerns Since the initial separation of the Ukiah Fire Department and Fire District, a continuing question within the community has been "Why are there two Fire Departments for such a small area of service"? This is a valid question that needs to be answered and must be approached in a factual and analytical method to determine what is best for the community and valley rather than focusing on past disagreements, communication failures, or personality differences. Fire suppression response will improve under the JPA-2 option, as all three agencies will be responding with personnel and equipment. There will be better response at our outlying boundaries with the three agencies responding due to the elimination of artificial borders. An example of this improved response is an emergency in the Airport Industrial Park where personnel from the UVFD South Station would be first due. Or the North State Street McDonald's where the personnel from the CDF Station would arrive first. Another efficiency potential is the elimination of the high cost of duplication, coordinated training and suppression, increased use of volunteers, reduction in the duplication of replacement equipment, and expensive vehicles. Also avoided would be the duplication of resources such as in reducing Management and Supervisory positions, training, and equipment maintenance programs. Fire Department Employee Comments and Concern~ The City Manager, Finance Director, and Chief Dan Grebil met with the Fire Department staff to discuss all of the information that had been developed on fire service options. Minutes were taken by the Fire Department's Administrative Assistant and are included for Council's review (Attachment 3). The purpose of the meeting was to record the employee's concerns and requests for information, and for answers to questions that could not be answered at this time, to be able to return to the group for further discussion. The following is a summary of the employee's comments. The meeting notes are included for Council's detailed information. One of the major concerns of the Fire staff was that though fire response would be increased, the ALS ambulance service would not experience an increase in response but potentially a decrease due to the fact that only one of the UVFD employees is a Paramedic. There was also concern that burnout would be a potential factor for the Paramedics if they were responding to a larger area. Concerns were expressed about salary, seniority, and future wages. It was agreed that many of these types of hours, wages, and working conditions would be determined under negotiations. There was also expressed the fact that the UVFD employees would be receiving a substantial salary increase coming from the UVFD to the JPA, and there were questions as to what the additional benefits would be for the UFD employees. Concern was expressed regarding retention issues. Questions were asked about how the Volunteer Program would be administered under the JPA and how best to coordinate the two volunteer groups. Chief Grebil stated that at the UVFD level, he allows the volunteers to determine their format of operation and it would be most equitable to allow the consolidated group of volunteers to do the same thing. As expected, there were several excellent questions and concerns brought up by the group, which, with Council concurrence, will be discussed and evaluated to determine the best scenarios for comparison with the status quo situation. The City Manager has requested that the Fire Department select a sub-committee to meet with her to discuss their concerns and research appropriate answers after Council approves further efforts for developing a JPA proposal. Conclusion The Fire Department staff, City Administration, and Fire District staff have devoted many hours to analyzing potential service options to determine if this approach would reduce duplication, avoid additional costs, provide a better depth of service, create better distribution of limited resources, improve or enhance service and service levels, and provide better communication and standardization through a cooperative effort. At this time, we are coming to the Council to discuss this status report and request Council's direction whether to continue with this process to determine what will be the best approach to fire service for the City in the next 10 to 20 years. Our goal was not to just look at today's situation, but to plan ahead for future needs, service levels, and budget considerations. Current vacancies within the UFD are the Fire Chief, one Battalion Chief (Fire Marshal), one Fire Captain (11/12/00), and three Firefighter positions, for a total of six. We are proceeding with filling the three vacant Firefighter positions. UVFD currently has one Fire Captain vacancy and does not plan to fill it while JPA talks continue. UVFD's Fire chief, Dan Grebil, is currently being shared with the City as UFD's Interim Fire Chief and is doing an excellent job. We will continue, as quickly as possible, to finalize this process and return to Council to provide closure in this matter for both our employees and the District. If the Council directs staff to continue with this process, the next step will be to meet with the Fire Department employee sub-committee to discuss their concerns and determine adequate steps to meet the needs of the Department and community. Ukiah Fire Department Ad Hoc Committee Report Review of Service Options JPA = UVFD/UFD combined service proposal presented by Ukiah Valley Fire Chief Dan Grebil JPA 2 = UFDFLIVFD combined service proposal presented by Ukiah Fire Battalion Chief Dean Hutton. This proposal utilizes a CDF Amador contract to staff one engine at Ukiah CDF Station. CDF = Service contract proposal presented by CDF Deputy Chief Loyde Johnson. This proposal would essentially provide the same staffing currently provided by the City of SERVICE o Training Opportunities. JPA Opportunities for training at locations away fi.om Ukiah will be less due to funding limitations. Opportunities for in-house training should increase. The JPA is unlikely to change the current levels of training. JPA2 One of three companies (South Station, Central Station, and CDF Station) can be freed up to focus on training. Volunteer training nights can be split up to give a different topic at each station. CDF All CDF employees must meet minimum state training standards. There is a fully staffed fire training academy at Ione, CA which would significantly expand training opportunities for employees, especially those promoted or assigned to new positions. Mendocino Ranger Unit management would determine in-house training opportunities. Volunteer drill on Thursdays could remain about the same as long as budgetary resources and career personnel resources allocated to the program remain equal to what is currently provided. Training is a critical component of any successful fire department operation. It plays an important part in keeping firefighters prepared to do the job. Employee retention can be improved if the overall training program is solid. State or federal law mandates some training. In-house training and drill, special schools and seminars, and fire academy access were taken into consideration. . Fire Suppression. JPA Fire suppression resources available to serve the City will not be increased significantly. Resources available to serve the Fire District should improve noticeably. Both areas would experience improvement in coordination and utilization of the available resources. Utilization of the same dispatch center would provide the potential for further improvements in coordination of resources. JPA2 On-duty staff'mg available for initial response to fires will increase by at least one firefighter. This will increase resources available to serve the City. District resources should improve noticeably. Both areas would experience improvement in coordination and utilization of available resources because all three fire protection agencies in the Ukiah Valley (qAFD, UVFD, and CDF) will be working more closely on a regular and on-going basis.. Utilization of the same dispatch center would provide the potential for further improvements in coordination of resources. CDF Fire suppression resources available to serve the City would be determined by terms of the contract. Assuming resources equal to those currently in place there would be less flexibility for fire suppression response because CDF work rules require a two- person minimum staffing before an emergency response company (engine, truck, patrol) can respond (UFD CUrrently can respond with one-person minimum staffing). Employees must be classified as Engineers or higher to drive primary response Vehicles code three (UFD CUrrently can respond with qualified personnel of any rank, including Firefighter). Being part of the Mendocino Ranger Unit would bring about a more integrated operation with other CDF resources, especiallY during the fire season (June 1 through October 3 l) because UFD would become an integral part of CDF. The suppression of hostile fires of all kinds is the most recognizable and fundamental of all tasks performed by the fire department. Hostile fires can quickly move beyond the ability of a small fire agency. The community expects the fire department to possess the ability to quickly analyze the situation, call in the resources necessary to control it, minimize negative Consequences and bring the Situation back to stability. . Advanced Life Support (ALS) Ambulance Service. IPA The current city operation maximizes delivery of ALS service to the City. Fire District personnel have very limited experience managing or operating an ALS ambulance service. The propoged JPA staffing plan would make it very difficult to sustain the same level of ALS service the City currently enjoys. It has been suggested there may be opportunity to work more closely with the local private ambulance provider. This may be possible. Until recently, relations with the local private provider have been strained at times. JPA 2 Same comments as above. BLS response will improve because there is one additional firefighter on duty. CDF There are several ranger units in the state that provide ALS service from engine companies or squad companies with private ambulance companies providing the transportation component. There are one or two service contracts for full ambulance service but this is the exception. Mendocino Ranger Unit does not currently provide ALS service. ALS ambulance service requires constant attention to all areas of the oPeration to sustain the best service possible. It requires very technical skills to do correctly. There is little tolerance for error. Current staffmg within the city provides just enough personnel to sustain top quality service. . Prevention. JPA The JPA generally will provide adequate fire prevention service. The City currently places strong emphasis in this area. The JPA may not be able to sustain'this level of emphasis. JPA2 Same comments as above. CDF Same comments as above. The Fire Prevention Bureau provides review of proposed projects and developments, plan checks and inspection of all new construction. It is required to make regular inspections of schools, a wide range of licensed facilities, places of public assembly, and institutions. Strong fire prevention helps keep hostile fires to a minimum. Review of citizen fire hazard complaints; fire hazard mitigation, fire alarm and fire extinguishing system checks are also part of this work. . Public Education. JPA The JPA would provide for adequate public education. There was partial agreement among committee members as to the equality of the public education programs currently in place. JPA 2 Same comments as above. Smokey Bear would be an added benefit. CDF Same comments as above. Smokey Bear would be an added benefit. Education of elementary school students is a top priority. Citizen training in fire safety and first aid fire control is also frequent activities. Volunteer firefighters make a very large contribution to the success of this effort. . Hazardous Materials. JPA The JPA would provide adequate hazardous materials response and training. There are currently four personnel within the career staff qualified as hazardous materials specialists. It is assumed the cooperative efforts with the Mendocino County Environmental Health Division will continue. JPA 2 Same comments as above. CDF Same comments as above. Mitigation of hazardous materials emergencies is achieved through the cooperative efforts of the Ukiah Fire Department and the Mendocino County Environmental Health Division. Small incidents are generally handled with City forces. Larger incidents will utilize City, County and mutual aid from other fire departments as needed. The City houses and maintains a County hazardous materials emergency response vehicle at the North fire station. . Urban Search and Rescue (USAR). JPA The JPA would not change the delivery of USAR service. Ukiah Valley Fire personnel possess good rescue skills. Opportunities to participate in rescue related incidents would increase. JPA2 Being more closely associated with CDF could bring about a more integrated operation with other CDF resources, especially during the fire season (June 1 through October 31). CDF Same comments as above. Being part of the Mendocino Ranger Unit would bring about a more integrated operation with other CDF resources, especially during the fire season (June 1 through October 31) because UFD would become an integral part of CDF. Vehicle accident extrication, over-the-bank rescue, water rescue, conf'med space accidents, trench rescue and earthquake rescue are typical scenarios. These incidents can be very dangerous, require significant numbers of personnel to conduct safely, and can utilize special equipment to perform. 8. Office of Emergency Services (OES) Engine 260. JPA There will be no change in the ability to meet our OES responsibilities. JPA2 Same comments as above. CDF Same comments as above. Ukiah Fire Department is assigned to house, maintain and staff one fire engine from the Office of Emergency Services. This engine, with a full complement of fire control equipment plus a Type 3 USAR complement, is provided at no cost. The City may utilize the equipment for local operations, and agrees to provide staffing and respond to any location in the State of California when requested. All City costs are reimbursed. It represents an excellent opportunity to work as part of a large-scale emergency operatiom Because it is USAR equipped this particular engine is very likely to be called to any large-scale earthquake emergency. EMPLOYEES . Maintain Salary and Benefits. IPA The/PA would maintain current salary and benefits for UFD employees. UVFD employees would see a substantial improvement in salary and benefits when they become city employees.. There is uncertainty about the effect on future salary and benefits. There needs to be immediate consideration given to the long-term outlook in this area. /PA2 Same comments as above. CDF Employees would see an improvement in salary and benefits. Some Firefighter positions would need to be upgraded to Engineer positions to meet state requirements for operating vehicles code three. Aside from the question of how current salary and benefits would compare to other service options, there is strong concern about the need to provide competitive compensation. . Seniority. JPA Rank and file personnel expressed strong concern that current City employees could lose seniority in the vacation selection process and if layoffs became necessary at some point in the future. The ad hoc committee feels it would be very important to address this issue. As previously noted, UVFD employees will see significant improvement in salary and benefits if they join the City workforce. Seniority retention should be a benefit provided to current City employees if this occurs. Volunteer members expressed a similar concern with regard to opportunities for promotion within the volunteer force. JPA 2 Same comments as above. Shift staffing will increase from five personnel per shift to seven personnel per shift. It will be necessary to assure there is adequate opportunity and adequate staffing resources within the work schedule to accommodate requests for time off. Personnel with lowest seniority will be subordinate to more co-workers. CDF Employees would bring current years of service with them. All city service time would be counted toward seniority. Volunteer seniority would remain unchanged. If the City is to be the employer for all JPA employees, current employees desire to retain seniority over those that might be added. Specific areas of concern for career members are vacation selection and layoff priority. . Career Opportunities. JPA There will be opportunity for advancement in the current City operation and in the JPA. There will be immediate promotion oppommity at the Engineer position under the JPA. Long-term opportunities are unknown. JPA 2 Same comments as above. CDF There will be a significant increase in opportunity for advancement for all employees. CDF is experiencing a high number ofjob openings due to retirements and employees taking employment with other fire agencies. Opportunity for advancement is an important factor in keeping morale up. Many career firefighters desire promotion and the rewards that come with it. It can be a factor in the effort to retain high quality employees for the long term. 4. Volunteer Roles and Opportunities. JPA . . There is a possibility that volunteer roles and opportunities will increase with the JPA due to the fact UVFD uses volunteers in a broader fashion than does UFD. JPA2 Same comments as above. CDF There is a wide range of volunteer programs associated with CDF operations in California. Volunteer program guidelines would be determined by agreement with the City of Ukiah and CDF. Volunteer firefighters represent a primary component of UFD operations. These members make up an essential reserve force for a large range of duties. Response to routine and large-scale emergency incidents, leading the elementary school safety education program, ambulance standby duty, weekly drill nights, large-scale training events, and special projects for improvement of services are examples of duties performed. Without this program it would not be possible to deliver the level of current services. Retain All Current Employees. JPA Employment is provided for all current employees. Any reduction in positions will occur by attrition. IPA2 Same comments as above. CDF The number of employees needed to provide service would be determined by the contract agreement.. There are provisions that could provide for the transfer of extra employees to other assignments within the CDF operation in Mendocino County and elsewhere. It may be desirable to provide for some mixing of current CDF employees into UFD operations in order to help integrate into the state operating system. Retention of all current employees is highly desirable. Any arrangement that did not make provisions for this outcome would require careful consideration of alternatives and may not be acceptable. Minimum staff'mg for the City. IPA The proposed IPA would reduce staffing at Station 651 (Civic Center) by one Firefighter position. Station 641 (UVFD North Station) would be staffed with one Engineer plus an Apprentice Firefighter. While the total personnel on duty is the same as currently provided, the proposed distribution of personnel causes concern. Any routine station staffing of only one person is undesirable from the standpoint of safety. UVFD routinely staffs its North Station with a single firefighter. Volunteer personnel are toned out with the initial dispatch and, if available, meet up at the scene. UFD does not staff engine companies with a single firefighter except under unusual circumstances. Other personnel would be sent to meet up with the engine at the scene. JPA 2 When compared with the original JPA, this proposal would increase the available on- duty emergency response by one firefighter. The increase comes with the addition of a two-person Amador Contract engine at Ukiah CDF. This CDF engine company would be a shared resource subject to emergency response in an area much greater than just the Ukiah Valley. However, except for the busiest part of the wildland fire season (July 15 through October 31), it is reasonable to expect this company will be readily available for Ukiah area response. Staffing at Station 651 (Civic Center) would see one firefighter position changed to an Apprentice Firefighter position. The Apprentice Firefighter positions would be increased from 1.5 fulltime positions to 3 fulltime positions. South station staffing would continue to be two personnel. The Account Clerk position would be adjusted from three-quarter time to half time. The current minimum staffmg for the City is one Captain, one Engineer, two Firefighters and one Duty Chief. Off duty and volunteer personnel are called back when service demands are more than can be delivered by on-duty staff. . Organizational Structure. JPA There is a perception of incongruent skill level within ranks. There are also cultural differences that would need to be overcome. The committee felt any short-term savings should go toward improving weaknesses including the North Station staffing, training needs, and wages and benefits. JPA2 There is a perception of incongruent skill level within ranks. There are also cultural differences that would need to be overcome. The committee felt any short-term savings should go toward meeting training needs, and wages and benefits. CDF There is a specific operating structure from which CDF cannot deviate. Primary response companies (engine, truck, squad, and patrol) require a minimum of two personnel before an emergency response can be started. Only engineers and captains are expected to drive and operate primary response apparatus. Firefighters are not allowed to do so. Chief officers would not be a part of this staffing. The ability of all UFD personnel to perform at a number of different levels provides maximum flexibility to meet emergency and non-emergency response needs. Larger organizations like CDF often f'md it necessary to operate under more specific operational guidelines. This will be an important factor to consider. FINANCIAL . Save Money. JPA The JPA may provide marginal savings in operating costs. There should be substantial savings in long term capital expenses (chart in the works). Additional savings may be possible if fire dispatching services are provided by CDF. JPA 2 Same comments as above. CDF No specific operational model has been determined on which to base a CDF contract. Wages are somewhat higher at each position. Cost of benefits is lower. Firefighters work a 72-hour work week compared to a 56-hour work week for UFD. Battalion Chiefs are paid overtime whereas UFD Battalion chiefs are considered management and do not receive overtime. CDF has statewide purchasing power that could significantly reduce the cost of certain goods and services. Detailed f'mancial analysis will need to be performed to determine exact costs. . Opportunity for Additional Revenue. JPA There is some potential for growth in benefit assessment units in the UVFD area. This would not represent a large dollar value, however. JpA 2 Same comments as above. CDF No opportunity for additional revenue has been identified. II MEMORANDUM DATE: October 18, 2000 TO: Candace Horsley, City Manager FROM: Faye McAfee, Administrative Assistant SUBJECT: UKIAH FIRE AUTHORITY (JPA) INFORMATION MEETING NOTES Those Present (in no particular order) Candace Horsley, City Manager Gordon Elton, Finance Director Charlie Miller Ron Lemmerz Larry Goodman Mike Hamilton Skip Williams George Hall Bill Woodworth Pete Bushby Chuck Yates Bill Fairfield Steve Harris Dan Grebil, Interim Fire Chief Faye McAfee Dean Hutton Bill Webster Mike Todd Mark Clark Terry Isreal Mark Hilliker Gary Smith Kevin ]ennings ]oyce Boghosian Matt Fronberger The City Manager met with the Fire Department staff to discuss all of the information, research and analysis that had been developed on fire service options. She stated the purpose of the meeting was to receive comments and input from Fire Department personnel, and for those questions that could not be answered at this time, to be able to form a sub-committee to return to the group for further discussion. The City Manager discussed the reasons for why the Department initially began the process and why consolidations are so frequent in California today. She then reviewed the Ad-Hoc Committee's report on service options. She stated that it is her goal to take this report and the Department's comments to the City Council meeting on November 1, 2000 for discussion only. No decision on service options would be made at this time. Gordon Elton stated the ~IPA proposal would see savings in staffing only of $126,000. He also stated that the .1PA financial responsibility would be split at 71.5% City and 28.5% Ukiah Valley Fire District (UVFD). City IVlanager Horsley reviewed the Ukiah Fire Authority (~IPA) structure. She stated there could be five Fire Authority Commissioners: the City IVlanager, one Council member, two UVFD Board members and one chosen by the four members. Mark Hilliker suggested that the employees choose the fifth person. In answer to IVlike Hamilton's question regarding who the bargaining unit would work with, the City lVlanager answered the ~IPA Board. Kevin ~lennings asked who would oversee the volunteers? Chief Grebil stated all volunteers would be employees of the UVFD. He noted the stipend program, insurance and Workers Comp., would be processed through the JPA. Chief Grebil reviewed the Ukiah Fire Authority career structure and station staffing X 3 shifts. He also reviewed the career staff assignments and apparatus inventory assignments. He stated the three Apprentice Firefighters would not be a part of minimum staffing. At this time the meeting was opened to questions. IVlike Todd expressed concern that the ~IPA would reduce service within the City and increase service in the UVFD. In response City IVlanager Horsley discussed the balance needed between fire response, ALS, other services and the associated cost for those services. IVlike Todd stated that 80% of all City calls are EIVlS calls and of that 50% are ALS calls. He stated he feels the department cannot provide a better service to the City with only one medic on the ambulance. Charlie Miller asked the question: What is in it for the citizens of Ukiah? IVlark Hilliker stated the intent of the Ad-Hoc Committee was employee retention. How will this help do that? City Manager Horsley stated there would be an increase in opportunities for promotion and better training. Dean Hutton stated that he sees a lot of opportunity for promotion with Division Chiefs and Engineers. He feels there would be increased rolls for Firefighters. Dean stated there would be more opportunity for career personnel with CDF, and a much more dynamic department combined with UVFD. Mark Hilliker asked if UVFD employees will be paid the same as City employees, and how would raises and future salary increases work? City IVlanager Horsley stated salary increases would be covered with more revenue. She noted there would be more opportunity for raises. Chief Grebil stated new revenue would be derived from taxes on new houses being built in the District. He also noted that unit employees would increase from 16 to 20. Mike Hamilton stated that houses only bring in $100 per house. Mike Todd stated that he feels even as an Engineer, he would still be running calls on the ambulance. Pete Bushby expressed his concern that medic burnout will be a factor. :It was suggested that UVFD staff be brought up to paramedic status as soon as possible. Mark Clark stated this plan would cause us to lose valuable employees. Matt Froneberger stated he remembered that staying status quo was an option. Terry Israel asked where does the EMT-P's fit into the station staffing? Chief Grebil stated we would have EHT-P staffing .]PA wide. Discussion ensued regarding how the UVFD staff would impact the 3% at 50 with PERS Charlie IVliller stated he feels staying status quo and filling the vacant positions would be a better option. Bill Webster stated the function of the Fire Department is service, not a business. He feels Administration is making Fire Department decisions based on the financial bottom line. George Hall asked for clarification regarding apparatus maintenance. Chief Grebil stated that the City and District would continue to maintain their current apparatus inventory, but the maintenance for all apparatus would be done by the .]PA. .loyce Boghosian expressed concern for the need to add additional medics. She stated we need to bring UVFD employees up to medic status. Dean Hutton expressed concern regarding fire protection. He stated he clearly feels the _1PA would be a better plan. He also stated that dispatch with Howard Forest would be better. Dean stated that new hires should be EMT-P's so they can rotate to give relief. IVlark Clark stated he feels that EMT-P's downtown would go on most calls, and there is need to talk about more people. Mike Todd stated that Berkley, Sonoma, Albany and Novato has not gone to EIVlT-P and EIVlT's. They are staying with dual medics (ElVlT-P's) on their apparatus. Charlie Miller stated that Santa Rosa Fire is working with a 1-1/2 year program to put medics on every engine. He feels that with the Auto Aid Agreement the department could stay the same. IVlatt Froneberger stated that currently we get an engine with Auto Aid, but feels centralized dispatch would be a benefit. Gary Smith stated he disagrees with the UVFD training program. He does not feel the program meets State requirements. He asked what the volunteer ranking would be under the 3PA? Chief Grebil stated everyone would maintain their same ranking, and that the UVFD is meeting State requirements for volunteer training. He explained that with the .1PA we would be able to get the best training from both agencies. Kevin .lennings stated the City volunteers like to train four days a month and that most volunteers make 85-90% of training. He also stated the UVFD Volunteer Program did not meet favorably with City volunteers. Chief Grebil stated a committee modifies the UVFD Volunteer Program every two years and submits it to the Board. George Hall asked: What is the length of the contract? City IVlanager Horsley stated it is a MOU negotiated between the City and UVFD. IVlark Clark expressed concern regarding the difference in salary between the UVFD and City employees. Chief Grebil noted that UVFD employees would come in at the step closes to their current salary. Pete Bushby stated people are testing elsewhere because of burnout and salary. He feels the pay scale for City Fire Department employees is causing people to leave. IVlark Clark stated he feels employees will receive fewer raises with the 3PA. George Hall stated that in 1991 the ambulance brought back four additional employees to bring staffing up to where the department was before the split with the District. Bill Woodworth stated District employees would impact the savings. He feels EIVlT-P's would still be running all calls out of Headquarters Station. He also feels there would be a decrease in service with the .1PA. Bill expressed concern regarding there being to many supervisors in the new proposal. Chief Grebil explained that the two Administrative Captain positions are staff assignments to Fire Prevention and Training, not direct supervisors. Discussion ensued regarding the need to bring the Shift Captains up to a Battalion Chief level. Bill Woodworth stated he does not feel the ]PA would provide a better service. Chuck Yates asked why the City IVlanager would want to bring this proposal before the City Council before the election November 7th. He feels the City IVlanager received a report from the Ad-Hoc Committee that is not the intention of the Committee. He stated that he feels that Captains should go on all calls. City IVlanager stated that this Council has been informed of the continuing progress of the group and should have the opportunity to discuss the issues. It will be the next Council that will actually decide what action to take. Mark Clark stated the ]PA will affect hours, wages and working conditions, and Safety employees will need to go back to negotiations. Charlie IVliller noted he feels there will be a huge overtime cost because the ]PA schedule cannot meet the vacation and sick leave schedules. Chief Grebil stated the UVFD's vacation and sick leave accrual is equal to the City's. Ukiah Valley Fire District pays for holidays in lieu of additional vacation hours. It was determined a Sub-committee shall be made up of department personnel to discuss any additional issues regarding the .1PA with the City Manager. The City IVlanager stated change is also happening in the other City departments. She noted that she expects to see large changes within the City in the next 2-5 years. ITEM NO. 10b. DATE: NOVEMBER 1,2000 AGENDA SUMMARY REPORT SUBJECT: DISCUSSION OF LIVING WAGE POLICY ISSUES At the August 16, 2000 meeting the City Council directed Staff to evaluate the proposed "living wage ordinance" presented by Councilmember Baldwin. Since that time, the working Staff committee (City Manager, City Attorney, Director of Finance, Risk Manager/Budget Officer, and Purchasing Supervisor) has met four times, analyzed the draft, researched ordinances from other cities, and assessed the impact of such regulations on current City contractors. Also the City Manager has met with Councilmember Baldwin to discuss some of Staff's concerns and issues surrounding this matter. Through this effort, Staff and Councilmember Baldwin have realized there are a significant number of issues which must be addressed and Council direction provided, before a draft ordinance can be developed. This report identifies various policy issues, puts forward alternatives for discussion, presents pertinent data for Council consideration, and offers opinions for consideration (the opinions are those of the committee, not Councilmember Baldwin). Staff is seeking Council direction on each of these items to form the basis of an ordinance if one is to be crafted. Council members may have other matters that should be discussed; however the following appear to be the most pressing topics. (Continued on page 2) RECOMMENDED ACTION: Discuss policy issues, determine desired positions, and provide direction to Staff if there is further action required. ALTERNATIVE COUNCIL POLICY OPTIONS: Determine Living wage regulations are not to be pursued and move to eliminate discussion of this matter. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Candace Horsley, City Manager ~ Gordon Elton, Finance Director, Michael F. Harri~-~sk ManagedBudget Officer, and Candace Horsley, City Manager David Rapport, City Attorney and Candace Horsley, City Manager 1. Lists of City vendors and contractors, pages 1-5. APPROVED: ~C~.~) ~,.k-:-, /,__ Canciace Horsley~'Ci"'ty ~anager DISCUSSION OF LIVING WAGE POLICY ISSUES November 1,2000 Page 2 of 6 Policy A: What employees are to be included under the Ordinance? There are two issues to be addressed relative to this policy: 1) which employees of a firm are affected by the ordinance? and 2) are there employees generally exempted from the ordinance? Issue 1. The question arises whether all employees of a firm subject to the ordinance must meet the minimum wage requirements. OPTIONS: 1) Include all of the employees, or 2) Only include those employees who are actually working directly on the City's contract. Discussion: Obviously this issue is significant and may entail substantial verification, by City staff, depending upon the Council's determination. Under Option #2, additional clarifications may be needed. Will clerical, financial, or administration employees be included if they are not directly providing the actual services to the City? Are employees providing other support services within the organization counted as employees working on the contract, i.e. custodians, mail room staff? The challenge presented to a business owner who wishes to comply with a "Living Wage Ordinance" may depend on the difficulty of documenting that her/his entire organization meets the standard. Those employees directly involved with the service should be most easily identified and thus verification most easily made. Recommendation: Though additional clarification will be required, staff recommends that the ordinance only address those employees actually working on the City's contract. This will reflect the direct relationship of the City's regulations to the service provided. Issue 2. Should any categories of employees be exempt from the minimum wage requirement? OPTIONS: 1) Have no exemptions, or 2) Establish categories of exempt employees, such as: a. Under 22, working after school, or enrolled in summer or trainee programs b. Under 10 employees employed by business c. Employees on government disability or wage restrictions by IRS rules or pension rules d. Public Works contracts and other types of contracts covered by prevailing wage regulations e. Non-profit organizations f. Employees subject to collective bargaining agreements Discussion: Obviously the "no exemptions" option carries the least administrative impact while maximizing the impact on the business. The concept of exemptions was explored extensively by the committee and was introduced during the previous Council discussion of the "Living Wage Ordinance". Recommendation: Staff recommends creation of the exempt employee categories listed in Option #2 above for the following reasons: a) Workers participating in various types of training programs, working while attending school and developing job skills are generally not permanent career employees which we believe is the basis for the proposed ordinance; DISCUSSION OF LIVING WAGE POLICY ISSUES November 1,2000 Page 3 of 6 b) The exemption of small businesses with 10 or fewer employees is based upon the premise that even a small increase in personnel costs makes a significant impact on small businesses and may serve to exclude them from offering services to the City of Ukiah; c) Businesses with employees under special rules which provide compensation other than the standard minimum wage and overtime rules should be excluded from any City requirement as it appears this issue has been superceded by another authority; d) Public Works contracts are already governed by stringent wage and hour rules which would make any inclusion under a City Living Wage Ordinance duplicative and redundant; e) Part of the argument in support of all minimum wage plans is the premise that the business will either pass the added cost on to its customers or absorb the additional cost in its profit margin. Non-profit organizations supported by public funds-both governmental and private donations-do not set the level of their funding and they do not have a "profit margin" from which to pay increased costs. When operating costs increase, funds used to pay for services to individuals in need are reduced. In other words, whenever an overhead cost (if we can accept that staffing costs are overhead) increases, services to those in need are reduced unless government or private donations are increased proportionately; f) Excluding employees covered by collective bargaining agreements is based on the premise that one of the basic benefits of collective bargaining is to improve wages. This exclusion also eliminates the need for additional administrative work in verifying each salary. Policy B: Types of Services Issue lmWhat is the definition of "Services"? Issue 2-- If all types of services are included in the scope of an ordinance, it may take two staff members to just monitor compliance. Most adopted ordinances specify certain types of services subject to the ordinance. The covered services are typically historically Iow paying and have been used by the City adopting the ordinance. Recommendation: The following services recently used by the City of Ukiah, are recommended for inclusion in an ordinance if adopted: a. Temporary personnel services b. Janitorial and custodial c. Landscaping maintenance d. Pest control e. Security guards f. Facility and building maintenance (painting, plumbing, roofing) g. Towing services h. Laundry services i. Refuse and recycling Issue 3--What if there is only a sole source for a service and the vendor refuses to comply with ordinance? Issue 4--What if a local business with the Iow bid for a service does not comply and the next bidder, which complies with the ordinance, is located out of town? DISCUSSION OF LIVING WAGE POLICY ISSUES November 1, 2000 Page 4 of 6 Discussion: Staff recommends any ordinance considered should identify the services to which it will apply. This facilitates implementation, by clearly identifying, to potential City vendors, when they must be concerned with compliance. To try and include all services without limitation, will maximize the administrative difficulty for determining compliance. This depends upon a workable definition of service versus product. When staff discussed the concept of service vs. product, it became evident that a clear distinction is not readily available. The City Attorney may be kept busy advising staff on each purchase that is attempted unless a list of covered "services" is adopted. Difficulty could be experienced in such areas as maintenance contracts that have both parts and labor components, i.e. is roof repair a service? The City recently entered into a 5-year maintenance agreement with IBM when the new computer was purchased. Is this a service intended to be subject to the ordinance? If an otherwise eligible bidder is the only source for a service, but it refuses to comply with the ordinance, how will the City acquire the service? The question of whether more out of the area vendors will receive more business from the City if an ordinance is passed is not answerable at this time. Policy C: Contract Cap Council member Baldwin's proposal included a contract threshold for ordinance compliance of $10,000 per year. Issue '1 - If a vendor has several contracts with the City; does the cap apply to all contracts combined or only to each contract as a separate entity? Is the cap applied annually or by contract? Discussion: Several service providers have individual contracts with different departments and thus monitoring these multiple contracts will require some additional administration as the total amount for a firm may exceed the threshold, but the separate contracts may not. A contractor might withhold its services if one of its contracts will impact others already agreed to. Further, the annual cap versus contract cap issue could result in timing differences to avoid either the calendar or fiscal year tabulations. The effect on multi year contracts must also be defined, depending upon the cap definition, since either dollar amount or timeframe would undoubtedly be exceeded. Issue 2 - Should the cap be indexed to the Consumer Price Index (CPI)? If this is not the case, the figures within any adopted ordinance could be irrelevant within a few years of adoption unless the Council desires to consider modifications regularly. Discussion: The amount of the cap is a significant matter. Staff believes $15,000 is more appropriate in light of the cap level identified in many of the ordinances adopted by other jurisdictions. It is also recommended that the cap should be indexed to the CPI to keep some proportionality over time. In the discussion of wages (Policy D), an annual adjustment is suggested. If the annual CPI were applied to the compensation requirement, it would be consistent to apply the same adjustment to the contract cap. DISCUSSION OF LIVING WAGE POLICY ISSUES November 1,2000 Page 5 of 6 Issues to determined by the Council: 1. Is the Cap applicable to individual contracts or the combined total paid by the City to a Contractor? 2. Is the date of the payment or the date that work is performed used to determine which year's Cap a payment is applicable to? 3. Is the Cap to be indexed to the CPI or is the ordinance to be reconsidered every year? 4. What is the cap amount for compliance with the ordinance? Policy D: Wages and Benefits Issue 1--What is the salary requirement if health benefits are available? Recommendation: $7.75 per hour, based on $16,100 per year earnings; with an annual CPI increase. Issue 2--What is the salary requirement if no health benefits are available? Recommendation: $9.00 per hour with an annual CPI increase. Issue 3--What is the type and amount of paid leave to be required? Discussion: Paid leave takes several forms: holidays, sick leave, personnel leave, and vacation are quite common. Less than full-time employees commonly have different leave benefits than full-time employees. A requirement that applies to both full and part-time employees should be equitable between both groups of employees. Recommendation: 12 paid days off which can include any combination of holidays, sick and personnel days, or vacation. Paid leave for less than fulltime employees should be pro-rated and may have an eligibility requirement for a minimum number of hours worked before eligibility is established. Issues 4--What about employee paid benefits offered by the employer? Discussion: Parts of the cost of some benefits are often paid by the employee, i.e. health insurance. An employee may decline the available health benefit because they choose not to pay the employee share. Is the employer required to pay a higher wage when the employee declines to participate in the available health benefit? Recommendation: The employer is not obligated to pay a higher hourly wage, under the ordinance, if the employee does not take advantage of the available health benefits Policy E: City Financial Assistance Recipient (CFAR) Issue 1--Should non-profits be covered by the ordinance? Recommendation: Exempt all non-profits. City currently rents to several non- profits for $1.00 a year; any money diverted takes away from programs. Issue 2--Are contracts with both the City of Ukiah and the Ukiah Redevelopment Agency to be included in the ordinance? Discussion: Both the City and the Redevelopment Agency provide loans, grants, and other financial programs to businesses and individuals throughout the community. The Redevelopment Agency is a separate entity, even though the City Council members are also the Board of Directors of the Agency. Should the City adopt an ordinance of this nature that also places restrictions on the Redevelopment Agency or should the Redevelopment Agency consider its own ordinance? The Redevelopment Fa(;ade Program provides matching DISCUSSION OF LIVING WAGE POLICY ISSUES November 1,2000 Page 6 of 6 grant money for building improvements and is used as an incentive for business owners to upgrade their facilities. Redevelopment also makes loans and is required to set aside part of its tax increment for school capital projects. State Law requires the Housing set-a-side. Should the City's ordinance apply to projects proposed for Low Income Housing? This may be a moot point if the project is a "public works" project. Policy F: Compliance Investigation Issue 1 - To what extent will staff be required to verify compliance? Discussion: The determinations of many of the preceding issues will provide some indication of the extent that verification will be necessary. Under any circumstance, procedures will be necessary to establish the initial eligibility of bidders before contracts are entered into. Monitoring of amounts paid will be necessary for all contracts that initially are not anticipated to be within the purview of the ordinance, but may have amendments or increases during the life of the contract. If the ordinance applies to all cumulative payments, a more involved monitoring system will be necessary. Every year-end will require additional efforts to establish which year each payment applies and whether to a vendor is over or under the cap. Issue 2 - Will appeals be allowed? Discussion: Other City policies generally have an appeal mechanism when a specific determination is required. An appeals procedure will most likely be necessary as part of this ordinance also. Issue 3 - Will any waivers to the ordinance be allowed? Discussion: The potential for extenuating circumstances may exist. Consideration of waivers may be a necessary component of the ordinance. If waivers are to be considered, guidelines for responding to waiver requests should be established. Summary As identified, there are several substantial issues regarding a "Living Wage Ordinance" which must be addressed and determined by the City Council. Staff has provided recommendations regarding some of these items, but significant specific and conceptual matters remain prior to the actual drafting of an ordinance. Staff recommends detailed consideration of these issues by the Council and definite direction as to the contents and parameters this measure should take. mfh:asrcc00 1101LIVINGWAGE CITY OF UKIAH CITY MANAGER'S OFFICE LIVING WAGE ANALYSIS August 16, 2000 TYPES OF SERVICES WHICH MAY BE AFFECTED From printout of account 250 for 1999/00 Contractors Construction and related Argonaut Constructors Brown Electric Company (detection loop replacement) Davey Tree Surgery (trees) Harold Bainbridge (Plaza clock) John M. Phillips (trees) Jones Construction Company (storm drain video) Joseph LaMalfa Kurt Johnson (trees) Matthew Barker (trees) Mitchell S. Kay (street striping) Narvaez Logging, Inc. Parnum Paving Recreation program instructors (numerous individuals) Reliance enterpirses (Plaza) Republic Electric (traffic signals) Roberts Mechanical and Electric S.D. Myers Inc. (transformer repair) Safety Striping Inc. (street striping) Uretek USA General Alhambra National Water American Linen Anthony Joe Sestito (Golf Course aerification) Automotive Environmental Big 4 Rents Cagwin & Dorward, Inc. (erosion control) Chico Drain Oil Service Chico Scrap Metals, Inc. Cold Creek Compost Deep Valley Security E & M electric and Machine Empire Waste Management Frank A. Olson Co. Jeff McMillen (Golf Pro) JPS Net Northwest Industrial Scr Safety-Kleen Corporation Total Tire Recycling Consultants Appraisers Harding Appraisal Co. Ornbaun Architects Thomas Hise Computer Technology and related BMI Imaging Systems Inc. (Museum) IKON Office Solutions Integrated Technology ORCOM Solutions, Inc. Communications 49er Communications Advanced Communication Services J & L Electronic Service mfh :livingwage CONSULTANTLIST Page I of 3 10/27/00 3:53 PM Lanier Worldwide, Inc. Masterson Communications Metrocall, Inc. Vision Software, Inc. Engineers Coastland Civil Engineering EBA Wastechnologies Kennedy-Jenks Consultant Krug-Bixby-Long Associates Rau & Associates Whitlock & Weinberger Financial ACS Applied Development Economics Davis Hammon Municipal Resource Consultants Public Financial Management Thomas Consulting Valuation Resource Management General Advanced Geoenvironmental (groundwater monitoring) American Association of Airports (strom water monitoring) Debra Doering (translation) Evergreen Job & Safety Training Fraser & Associates James A. Marks (traffic counts) Lucia Nickerson (translation) Partners Student Group Renaissance Gallery (paintings) Ruralite Services, Inc. Sharon Kiichli Steven Zuieback Laboratories Alpha Analytical Analytical Products Group Brelje & Race Laboratories Edward Babcock & Sons, Inc. Harco-CPS Waterworks Sherwood Labs Corporation Wine Country Balance Legal Belin Rawlings & Badal Dave Rapport, City Attorney McDonough Holland & Allen Sterling Codifiers Medical and Veternary Edward H. Hays (Vet) George Hargrave (Psychological) James E. Plumb (Vet) Managed Health Network System Mendocino Animal Hospital Sutter Medical Foundation Ukiah Valley Medical Center Yokayo Veterinary Clinic Museum Numerous individual contractors for Museum projects Personnel Richard Haeg Whitmore, Johnson & Bolan Planning Bonnie Snyder (Historical) LSA Associates (EIR) RRM Design Group (Riverside Park) mfh:livingwage CONSULTANTLIST Page 2 of 3 10/27/00 3:53 PM Sonoma State University (Archeological) The Phillips Group (Plan Check) Safety Credit Data North David Pittelkau (gun repair) Fire Volunteers (numerous individuals with stipends) Firearms for Law Enforcement Gregory J. Hicks (COPS) Jack & Donna Wittman (Ambulance billing) Jennie Martin-Gall (Transcriptions) Scott Warnock (Polygraphs) Ukiah Auto Dismantlers Ukiah Fire Equipment Transportation Federal Express Corporation Service Businesses Title Companies First American Financial Institutions Savings Bank of Mendocino County Union Bank of California West America Bank Government or Related Agencies Safety Department of Justice Mendocino County Environmental Health (REHIT) Mendocino County Sheriff (fingerprinting) Mendocino Emergency Services Authority Mendocino Major Crimes State of Oregon, DMV Ukiah Valley Fire District County General Mendocino County Air Quality (permit) Mendocino County General Administration Mendocino County Inland Water and Power Commission Mendocino County Probation Department Mendocino County Public Works (encroachment permits) Miscellaneous California Conservation Corp. Department of Toxic Substances (fees) Federal Energy Regulatory Agency (annual admin charges) Mendocino College Northern California Power Association (quarterly assessment) State Water Resources (storm water permit fees) Insurance Redwood Empire Municipal Insurance Fund Non-Profit Organizations Community Development Commission of Mendocino County Economic Development and Financing Corporation Ford Street Program (FESG) Greater Ukiah Chamber of Commerce Mendocino County Youth Project Nuestra Casa Rural Communities Housing Development Corporation Salvation Army Ukiah Community Center Ukiah Main Street Program United States Golf Association (advisory service fee) Redevelopment Facace Program Numerous individual busiesses for assistance mfh:livingwage CONSULTANTLIST Page 3 of 3 10/27/00 3:53 PM CITY OF UKIAH CITY MANAGER'S OFFICE LIVING WAGE ANALYSIS August 21, 2000 1999/00 SERVICES (LISTED IN ACCOUNT 302) WITH DOLLAR VALUES From printout of account 302 for 1999/00 Contractors Accurate Forklift Acme Auto glass & Upholstery ADCO Sheet Metal Airless Repair Service Al Fosters Tire Service Allen Ray Ashford Aparatus Unlimited Arnell Compressor Company ATS, Inc. Auto Tech Design & Mfg. Berryessa Pumps & Machiner Works Big 4 Rents (rental) Builders Glass & Supply B.W.S. Distributors Inc. Daniel Steel & Machine Danny's Vacuum Shop Datatech Decision One Corporation Discovery Office Systems E4M Solutions, Inc E & M Electric and Machine Ellis Art & Engineering Federal Express Frank A. Olson Company Fred E. Barnett Company Grinnell Fire Protection Harrington Plastics Hi-Tech Emergency Vehicle Hopkins Technical Products (shipping) Honeywell, Inc. IKON Office Solutions Industrial Electric (motor repair) ITRON, Inc. I.B.M. - DA5 Jeffers Spa & Pool Supply J-M Locksmith Kim Cottom mfh :livingwage CONSULTANTLIST Page 1 of 2 Department Sewer $ Parks $ Police $ Parks $ Parks $ Golf $ Museum $ Water $ Water $ Water $ Sewer $ Sewer $ Sewer $ Conference Center $ Sewer $ Airport $ Sewer $ Water $ Gen Gov Bldgs $ Fire $ Conference Center $ Billing & Collection $ Finance $ Billing & Collection $ Admin Support $ Finance $ Billing & Collection $ Water $ Fire $ Fire $ Water $ Water $ Water $ Museum $ Sewer $ Fire $ Sewer $ Sewer $ Sewer $ Water $ Sewer $ Billing & Collection $ Finance $ Billing & Collection $ Aquatics $ Police $ Conference Center $ Finance $ Police $ Conference Center $ Billing & Collection $ Water $ SAmount Total 1,283.88 260.88 34.19 59.11 36.00 $ 406.17 370.17 1,042.37 541.50 2,247.64 3,341.00 699.37 1,311.49 687.99 108.75 241.39 195.11 $ 2,000.11 1,575.00 230.00 18.50 $ 136.74 60.33 57.91 1,174.39 360.78 $ 721.56 360.78 1,980.59 457.50 $ 915.00 457.50 3,156.72 120.00 35.75 $ 50.05 14.30 2,481.97 126.81 3,978.00 485.46 543.70 24.45 310.24 100.71 $ 201.42 100.71 732.60 2,119.77 7,883.60 $ 18,660.60 10,777.00 56.36 4.15 $ 69.15 65.00 178.75 $ 810.74 153.25 138.75 35.00 304.99 10/27/00 3:53 PM Lanier Worldwide Inc Lexmark International Inc. (warrenty) Lyly's Radiators & Mufflers Mail Boxes Etc. (shipping) Markell Inc. Mark G. Lanz Masterson Communication Medtronic Physio-control Mesa Products, Inc. (shipping) Moore Business Equipment Neilson's Auto & Truck P&W Pacific Mechanical Corporation Parnum Paving, Inc. (rock/sand/asphalt) Paso Sound Products Inc. Peterson Tractor Company Pitney Bowes, Inc. Rainbow Agricultural Services Redwood Electric Redwood Heating and Cooling Reliance enterprises (repairs) Robert G. Franzen (install filter) Roberts Mechanical & Electric Scales Unlimited Silva Septic Tank Service Surveillance Plus Systems Network Ukiah Fire Equipment Ukiah Lock and Security (keys/re-keys) Ukiah Sharpening Center (saw sharpening) Ukiah Valley Association for Habitation Underwriters Laboratories Viking Freight Systems (shipping) Xerox Corporation City Clerk Finance Billing & Collection Parks Sewer Fire Sewer Fire MESA Billing & Collection Fire Sewer Billing & Collection Sewer Fire Sewer Sewer Conference Center Landfill Billing & Collection Water Fire Fire Parks Conference Center Sewer Sewer Museum Conference Center Landfill Sewer Conference Center MESA Gen Gov Bldgs Police Fire Museum Conference Center Sewer Police Sewer Parks Police Fire Sewer Museum Conference Center $ 125.36 $ 109.50 $ 109.50 $ 50.00 $ 231.30 $ 16.34 $ 50.00 $ 860.36 $ 878.04 $ 360.00 $ 1,735.50 $ 115.80 $ 787.00 $ 234.18 $ 362.00 $ 3,618.00 $ 2,434.79 $ 64.24 $ 10,492.02 $ 9,045.02 $ 1,274.73 $ 283.07 $ 64.35 $ 330.92 $ 624.91 $ 1,809.14 $ 178.45 $ 2,334.14 $ 72.00 $ 875.00 $ 150.00 $ 402.86 $ 49.50 $ 7.00 $ 81.05 $ 85.98 $ 39.00 $ 145.23 $ 178.20 $ 13.41 $ 454.56 $ 45.00 $ 235.00 $ 364.00 $ 83.18 $ 528.00 $ 396.75 219.00 2,098.40 2,764.97 2,406.14 536.46 467.97 924.75 What about shipping of products by product supplier? mfh:livingwage CONSULTANTLIST Page 2 of 2 10/27/00 3:53 PM ITEM NO. ~. Oc DATE: November 1, 2000 AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF RESOLUTION ADOPTING RECORDS RETENTION SCHEDULE FOR THE CITY OF UKIAH The City Clerks Association of California developed the Local Government Records Retention Guidelines, which have been endorsed by the Secretary of State and approved by the state legislature as Senate Bill 742 in the 1998-99 Session. The Guidelines will be published by the State Archivist and maintained by that office as required by SB 742. These Guidelines have also been endorsed by resolution of the General Assembly of the League of California Cities and by the City Clerks Association of California. They represent extensive research as to the minimum legal requirements for the retention of local government records but do not reflect the administrative, operational, financial or historical needs of a jurisdiction. The City's Records Retention Schedule was last updated in 1980. I have met with each City department, discussed their needs with regard to records retention, and reviewed the Guidelines recommended by the Secretary of State's office. The City Attomey and Staff have reviewed the Draft Records Retention Schedule and concur with the document that is now being submitted for Council's consideration. RECOMMENDED ACTION: Adopt Resolution Approving the City of Ukiah Records Retention Schedule, effective immediately. ALTERNATIVE COUNCIL POLICY OPTIONS: Determine Records Retention Schedule should not be changed and take no action. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Ukiah City Council Marie Ulvila, City Clerk Candace Horsley, City Manager and David Rapport, City Attorney 1. Resolution approving the City of Ukiah Records Retention Schedule. Candace Horsley, City ~/lanager c:Records Retention Schedule RESOLUTION NO. 2001- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ESTABLISHING A RECORDS RETENTION SCHEDULE WHEREAS, Sections 34090 and 34090.5 of the Government Code of the State of California provide for the disposition of public records; and WHEREAS, Section 34090.7 of the Government Code of the State of California provides for the destruction of duplicate records that are no longer needed for reference, and in a manner prescribed by the legislative body of the City; and WHEREAS, each records series title contained in the Records Retention Schedule has been examined and approved for retention or destruction by the City Attorney, City Manager, and City Clerk who is the administrator responsible for Records Management; WHEREAS, a Records Retention Schedule was adopted by the City Council on November 7, 1979 as Resolution No. 80-23; and WHEREAS, these revised Records Retention Schedules reflect more clearly defined operational requirements. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Ukiah does hereby resolve that the attached Records Retention Schedule is hereby adopted and supercedes that Records Retention Schedule adopted by Resolution 80-23. The City Clerk is directed to supervise and implement the amended schedule. PASSED AND ADOPTED this 1st day of November 2000, by the following roll call vote. AYES: NOES: ABSENT: ABSTAIN: Jim Mastin, Mayor ATTEST: Marie Ulvila, City Clerk Resolution No. 2000-25 Page 1of 2 CITY OF UKIA H RECORDS Rt: ~ t:NTION GUIDELINES NOVEMBER 2000 LEGEND Records Retention AC = Active AD = Adoption AU = Audit CL = Closed/Completion CU = Current Year D.O.B. = Date of Birth E = Election L = Life p = Permanent S = Supersede I = lermination CITATIONS B & P- Business and Professions H & S- Health & Safety CCP - Code of Civil Procedure HUD- Housing & Urban Development CCR - Code of California OSHA- Occupational Safety Health Act CEQA- California Environmental Quality Act PC - Penal Code CFR - Code of Federal Regulations POST- Police Officers Standards Training EC - Election Code UFC - Uniform Fire Code FMLA- Family & Medical Leave Act, 1993 USC- United States Code GC - Government Code WIC- Welfare & Institutions Code CITY OF UKIAH RECORDS RETENTION GUIDELINES ADMINISTRATION EFFECTIVE' 2000 Bonds CL + 10 CCP 337.5 .:~!n.~iiii~:~lustrial Development Development ,.?:i:i:M::.. .:!: :::::::::::::::::::::::::::::::::::::::::::::: ............. :.:.......................................~., .... Security CL + 2 G~!~::~ ii~~'~-htion created an~0r :~¢!;i!iiii? iiiii~'~i~i!~!~!~.n e ctio n w~::th e .~i!ii?~?~i!!;i:' .... ?? "perfo'~~ii~i~..e..~ices for the ':~::::¢~?:i!::iii?:ii::!?:?:::iii?:ii?:i::i!::!L work '::;!::::iii;iii. iiiii!~i~?~iiii::ii::il;! ..... Budget, Proposed CU + 2 GG:-3~.~0tt. i::::::::!i::~:.,,, Presented to Council . ::::::::::::::::::::::: .......... !: :::::::!:::::::!:!:! ..... ^dopted P [i::ii~::~34~i~i'iiiii'i'iiiii'i'iiiii'i'i' !~i!iarmual operating budget approved by Drawings, Project Plan GL + 2¢::~::~::~::~::~!~i~?:~i~::~::~ ::?:i~:-..~090a .... ~i iiii~:~s not include those usually filed ............ ...... ..... .......... ............ :':':4.:" ., :::::::' Correspondence .........................:~ii!~i;~i~i};~!i::i~'": ...... CU~::~¢:i~:' ..:¢~:34090(d) If not attached to agreement or project :ii!i!iiiiiiii::" " ................ ,':':':':':':" - -.-.-.-...- - ..- -.- -.-.-.-.-.-.-..................... General 8~j~ F,les ........................................... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: GC 34090d Internal working files including .... ========================================================~~ .... '"::~::~:;i~i~::~:;i~::~::~i~?:~::~i~::~::~i~..:-:::~:;i~::~i~ .... ' ................ correspondence for projects "::!:i:i:i:i:i:i:i.:.:.:.:.:.:.:.:..-.:.:.:.:..-.::!.:. =================================================== .... Goals and ~.'.j~t~iilh::. '"'~::::iiiii::!i?:i::iiii?:iiiii::}i!i~i}i?~i!i?~i?:i :.:..CU + 2 GC 34090 Departmental goals & objectives ========================================== ========================================== :;:::::.. Policies & Proc;~iiii~rtmeni:~iiii'iiiiiiiiiiiii'iiiil} !!i?:~' + 5 GC 34090(d) Retain while current ..;.:.:.:.:.:.:::.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. '.::i!i!i:' · '"'"'"'"' ':'!'!'!'E'!'E'E'~'J'[i'i ........... :.:...:4.:.:.:4.:4.:.:.:.:.:.:.:.:4.:.:.:.:.:.:. ....... ..~........ R e p o.~~:' ====================================================================::::::::::::::::::::::::::::::::::: .... ...... ~ ....... ===================================== ....... ............ .. ............ ............. .:~ii~¢partmental ..... .....::::::iiiiiiiii? ''::~''' CU + 3 GC 34090 SpeciaFor final summary, review or "'"" ........... .:i:i:i:i:~ ..... ,. iiiiiii!ii!iiiii~a" .:iiii? .... CU + 3 GC 34090 Non-agenda related, includes :.:.:.:.:.:.:.:.:.:.:.:.:+ :.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.;.:.-. ~!~!!!!~~~:~:~:~:~:~:~:~:~:~:~:¢~:~:~::~:~:~::~:~:~:~¢~:~:~:::~::~:~:~::~ .... CL+2 GC 34090 ................. . ....................... Support Services CU + 2 GC 34090 Reproduction; printing; postal/mailing services, other internal resources CITY OF UKIAH RECORDS RETENTION GUIDELINES ADMINISTRATION EFFECTIVE' 2000 ..;,:.:.:.:.:. :~:E:~:~:~:~:~:E:~:~:~:~:~:~:~:~:~:~:~3~:~:~:~:~:~:~:~:~:~:~:~:~:E:~:~:~:~:~:[:~:~:~:~:~:~:~:~:~:~:~:~:E:E:E:~:~3~:~:~:~:E:E:~:~:~:~:~:~:E:~:~:E:~:~:~:~:~:[:E:~:~:~:~:~:~:~:~ ~ .-. .-::!:!:!:!:i::" ........ ' ' ................ :'i'i. . d'i'i'i'i';" ..::::::::::.-::~ ..:.:.:.:.:-:.' Grants, Community/Urban Development T + 5 24CFR .:~i~.~g.C..:t.~i~i~, applications, contracts, (Includes CDBG) 570.....5..~:(b) 4 }}ii~~ij.s, statements, reports, sub- (3):i~!~!~i~'F R ~:~~?~gckets, Environ~ntal 8:~iii~::"& OMB :¢:::~~iii~:t...::documents..iiii~:~3plications, ~i~!:' A-1 1,0.~ ....:i::ili}iii~ i::::':'-'Jhve'Ci~i~ii~!i..date...d...~i~j~:'n, etc. :~.Ch. C;..::~¢i!i? ..... Include'~ii~~iii~ig..8..'iii~'n guarantee *OMB Cir:~:~i~i~'8, HUD "::i:i:i:i:i:i:i:i:~:i:!:!:!:!:!:!:!:i:i:i:i:i:i Federal and State 1 + 5 G...:~iii~!~.i.ii~i~.}ii}i?:.~ .... Refer to grant application close-out :::::::.-:-====================== :::::..::::::-. ..-...............-........., .-... v...., v... ========================== :::::::::::::::::::::: Financial Reports T + 5 ........ ~?..-~ii::iiii ::i::i~:9 34090 "::~i::iiiiiiiiiii¢ii iiiii~'.fe.".'~..to grant application close-out ..... :::::::::::::::::::::::::::::::::::::::::::::::: :::::::::::::::::::::::::::::::::::::::::: .................. Unsuccessful CL...:~ ::::::::::::::::::::::::::::::: 9.0 :::: ~;'::~ re:: ...... ........... .......... ..... .......... :.:.:.:.:. .::;:::::::.' .:.:.:4.: ....... ......... .....v.... ..... "-'-' ...... .::!:i:i:i:' ....-.......-...v ..:-:.:.:.:.:.:. · .... ......... ;-:-:.:.:.:4-:. ":':':':':" ................. ............ Bonds ~iiiiiiiiiiiii.~:' C~::i~::i~ ...... ~i::i~ 337 Revenue Bond Documentation · :'i':. :':':':':':'"' .~:i:i:!:!:!:!:[:!:!:!:!:!:: .... :::::.'!:[: ....... ========================== ::i::~::i::i::i~ .i:i:!:i:~:i:i:i:i:i:~:i:~:i:i:~:~:~:~:~:~:~:~:~:~:~¢~:~: .. ~rograms..~iiiii~?~}i::::::~ ....... ~iiiiliiiiii~:iiiiiiliiiiiili::i~ilililili!: ~i~iii~?~iiiiiii~?~i}i?::'': 23 CFR Includes comprehensive Housing ................................ .::ii!iiiiiiiii!iiiiiii!iii!i!i!iiiii!iiiiii!ilili!ii: ":'"':':':+:':':':':':':':':':':':':' .:~iiiii?~i}~i~i~i~ii~}~i~i~i~ii~ii::i~ .... =================================================================================== .... "::~:~i~::~?.~:~ ........ 570.502(b)(3); ~uthority Strategy, Meeting Credit ...... ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... "~'::~?:?:i~?:?:ii?:?:iiii?:?:?:?:?:?:i~?:i::~?:?:!~ .... 34 CFR 85.42 Certificate, Housing bond advisory, Housing ~ssistance .. :':'!'!'!'!'!'!'!'!'!'!'!'!'!'!'!'!'~'!'!'!'J'!'!'!'~'!'!'~'~'!'!'i'~'i'i',. "i'i?i?ii?: .............. ......................... ....... -.:.:.:.:.:.:.:.:.:.:.:.:..-.:.:.:..-.:.:.:....:.:.:. ...... '.:.:.:-:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:4.:.:.:-. ...... . ............ ........ .....~......~...................................~ ...... · .::iiiiiiii::::" ":!!ii!ii!!!!:.~!i!ii!!i!![iii::::::::::::::::::::::::::. ::::::: :::::::: :::::::::::: :::?%':::::.-:: :::: :::::::: :: :::::::: :::::::: ::::::: ::: :::::: :::::::: :: :::::::::::::: :: :.';::5::::-'::~:::::.'.': :: :::::: :::::: :: :::::::::::::: :: .......w.v ..,-,....v,-,., :::::::::: ...,............ .[~et, World Wide W~i? S + 3 GC 34090 Management/Policies and supporting ,ii~i~iii~!~?~iii}i.ii~i}iii:. _.::~ili~i~i::?' documentation ....................... .:-:-:.:-:-:-:.:-:-:-:.:-:-:-:. .-:-:-:-;4-:.' ::::::::::::::::::::::: :::::::.::::.. '.~i!~~.,.:::.!.:..n..~..o...:r...~::~gystems S + 3 GC 34000 Hardware/Software Inventory logs; ===================================================================== N"~ii::~'~:mation Systems S + 4 GC 34090; Configuration maps and plans (L~NV^~) CC~ 337.2; 343 CITY OF UKIAH RECORDS RETENTION GUIDELINES ADMINISTRATION EFFECTIVE: 2000 Program Files and CU + 2 GC 34090; Annual bac~..- CU + (2 GC 34090.7 ~!ly baq..k.:.~~ .... mos.) ..~i!iiii::!ii::~ .... ....... .-:.'~.:~.:-':" Directories CU + I .... ..:ii::ii:: .... :::::.:.: ::::::::::::::::::::::::::::: ........................ ..::,:,:,-,:,-::::::.. Tapes Information Systems CU + 2 ~ ....... 4090 .... ~i~:::: i ~:.ation .... ?:iiiiii! .... ............. ...-...-.- ...-::!:i:i:!::" ?:i?:!::!::~::!i .... i~i~iiii ...................................................................................... : :'!'!'!'!'!':':':'r:':':': ::i:i:i!i::" Agendas CU + 2 ..~"3'4~iiiiii::iiiii~::?:iiii::i:: ,:..Original agendas and special meeting f=?" '::~i:'i~ili~?~i~i}}i?~ii}} i}~ices, including certificates of posting, .......... !:!~!i ii!~i:! ...... '::!!?:iiii!i!!~?! i~!~!Bal summaries, original .... ~?:iiiii??:iiii~i~!i~ii~ ~}~i~i~i~iii::=:::. '?:~ii~ii:ii~iiii~:~nunications and action agendas .... ~ii::~ii::i::~i!::i::~!::!::!~!i!::i::i~i::i:: ::::::.': ............ :: ................................ ::::iif~'}' Council, Boards and Oommissions ============================================= :::::::::::::::::::::::::::::::::::: ..::::::::::::-' :::::::: :::::::::::::::::::::::::::::::::::::::::::::::: , Agenda Reports (Master, Subject Files) ~¢::'¥ 2 .=~?:ii?:i:~":=G~iiB~::.,(.:~i::::~~:' Documentation received, created .... ii::i? ~:!:i:i:i ......... i: .-.:: ::::.'.. .............. :.- ................ - ., :?' ..::?' "~::i[iii?~iiiii?~iii~i?~i???~ .... and/or submitted to Council . ..:::...:i:.=:iii :': ..::i!i!ii;:" .:i:~:i:i:~'"'"" ....... Liens, Law Suits ............... :: ..... ~:~:~:~ .... ':~:~:~:~:' .-:-:-:-:-:-:-:-:-:-:.', ..::::::::::. ..::::::::.' .:i:i:i:!:i:i:i:i:!:i:i:i: ..:-'::::::::' ::~:~:i:i:' Logs, Attorney Service Request ..~ii?~ii~iiii~i[!i::i~ .... CU.::i::i~ii~ ...:G..'.~' 34090 Service request, summaries of monthly -'-' ............ -'-'-'-'--.'.':'--. ::i:i:i:i:i::" .... ~ .... i:;i~i~ii?' .~i?~ii~:!~:?~!iiii~ii~ii~i::::~ ............... ~:~!(:!iii.,i? requests ..:.:.. .,:.:.:.:.:.:.:., :.:.:.:.:.: Minutes ..~i~ii~ii~}~!:}~i!i::::~ ....... ~iiii!iiiiiiiiiiiiiiiiiii!~:iiiiiiiiii. ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... GC 34090 (d); Official minutes and hearing :::::::::::::::::::::::::::::::::::::::::::::::::: .~ ...... ... ..... -............ .=================================== ........................................... ==================================================================================~=~=~=~=~:~:~:.=~:~ .... "::~:~:~:~:~:~:~:~:~:~:~:~:~ ....... .... ~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ ....::::::::::::::::::::::::::::::::: ' ................ GO 36014; proceedings of governing body or ======================================================= ...... ~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ .... - .................... :: ............................. GO 40801 board commission or committee ................................................. ":gi:i:i:i:i:i:!:!:!:!:!:!:!:!:!:!:!:!:!:!:i:i:i::.. · -:-:-:-;-:-:-:-;-;-:-:-:-:-;-:-:-:.;-:.:..:.:.:.:.. ================================================ ":':':':':':':':':':':':':':':':':':':':':':':':'- ======================================== Notices, M e e[~ii~iii!iiiiiii?~iiiii?~iii!i~i?~iii::~ .... ' .................................................. .... ~:~:~:~:~:~:~:~:~:..-:~:~:~:~:~:~:~: ?:i::i~U + 2 GC 34090.7, Special Meetings ":':':':':':':':':':':':':':':':':':':':':':':'- '::~ii!iiiii!i!iii!i!i!iii!!!!iiii !!i!::" ":':':':':':':':':':':':':':':':':':::':':':':'.'- ,........,............v.-.. ...... i:i:i:!:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:!:i:i .... · ........................... 54960.1 (c) (1) :========================================================================== '-::;::::::::::::::: O p inio n s=.::~iiiii? ........ ":'::~::iiiiii=iiiiiiiiiii!iiiiiiiiiiiiiiiiiiiiiiiii::::~ .... S + 2 G C 34090; C o n fid e nti al & P u b li c =:~:iii::i::ii:.:~ ...... %:::?::::::::::?:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: G 06254 .... ~:~:~:~::- ':iiii::i::iii::i::i::i ?:i::i::!i!::~::!::~i!::~i~i~::~::~ .... .-...-...-.-. .:.:.:.:,:.:.:,:.:.:.:.;.:.:.:.:.:.:., ::::::::::::-' :.:.:.:.:.:. -.:.:.:.:.:.:.:,:.:.- .-::::::::::::' ::::::::::: ".:::::::::::F ..~i!ii!iiiiiii:' .i!i[i[!!!i: .... .-i:!:!:!:!:!:i:: :::::::::: ,,,, O ESi"" Db RAS ............. , ................ .......................... ~:..;~....., .., ,.....................:.:.,.:.,.:.:.....,............,........ ............................................................. i:i;ii ? ................ ==~i?~!:~..Administra~$'=..................... S + 2 GC 34090; All city policies and procedures ~":':~i~ii~i~Ji~::'~roclamations/Directives S + 2 GC 34090 Policies, directives rendered by Council not assigned a resolution or ordinance number CITY OF UKIAH RECORDS RETENTION GUIDELINES ADMINISTRATION EFFECTIVE: 2000 · ..:::::::.'::::-' :::::::::::::::::::::::::::::::::::::::: :!:i:i:i:: ::: ::::::::::::::::::::::: ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ~!::. .-::::::::::::" :.':-:i:i:!.:.. ..::iii!i!i:'.:i::'" Acquisition/Appraisals/Disposition CL + 10 GC34090a; .:~o.~"documents regarding sale, GC6'g~ ~!~ iiii~~}i~y' City, until final a..Cquisition or .:.:.:.:.:.:.:.:.-..:.:.:.. ............. ..:.:.:.:.:.:.:.:.:.:.:.:.... .'!:!:!:!:!:!:i:i:i::':" ' ................ ' ................. ment obta · ::i:i~:i:i:!::" :'.'!i ..... · ',',',',' · ' ... '.'.'.' ' . .~...~.-....-.-....-....[.......;..... ..:.:.:.:. ..'!i!ii~!iiii!" ...'::::~-' :::-' ' ::!:M:!:.-':i:!:i-'.:::':i:i:!:~:.::!:!:!.'.::.::i:i::.. -':':':':':" Anne×ation Case Files P .~ 34090a;.::~i::iii?;~ RepO~i~~..n..t.:~i~""~ublic ~6254 !:i:i:i:i:i:~:~:~:~:~:~:~ ........... ¢;i~i~; ........ .:-.':/:~!i?:i::!i!i!::!i!ii::i::i:/:i!iiiii!il ...... Appraisals CL + 2 ~iii~B~'.0:i::. ~×empt until tiff'al acquisition or ......... :.:.:. :.:.:.:.: .... · ...:.:.:.:.:.:.:.:.: .:-:.:.:4.:.:., ........ . ............................................. .......,... ................................... ...............,..,.. ............................ ::::::::::::::::::::::: :::::::::::::::::::. ============================== :::::::::::::::::::::: ==================================== ::::::::::::::::::::::::::: ::::::::::::::::::::::::::::::::::::!:!:i:!:!:i:!:!:i:i:E:i:!:~:i:i:~:~:i:i:~:!:!:!:~:!:i:!:!:!:!:i:!i!ii:i:!:i:i:i:i:i:i:i:i::i:i:E:i:!:!:!:!:!::i:i:i:i:i:i . ' .... Ad ministration .giii:? .... .:~ :.:.:.:.:.. .-.-.-.-.- · :.:.:,:.:.:.:.:.:.:.:.:,:.;.:.:.: Financial Records .~ii~ iiiii~ ::~iiiii?i?' ..::~i!::.:i!i[!ii ' x:!iii!!ii:. .:::-:.:-: .... ~i~:;i~i~:;:;i~:;::~:: .... ~::~::~" 400.'1~2, $3901 d'!'!'!'!':'!'i'!'!'F' -'::::::::;:' ~:!:i:!:;: ..:iiiiiiiiiiiiiiii!ii::::':" :':':':':':' .e::::::-' Management Reports ...................... Xi:.iii:.i:.i:. .... G~:'34090 .:::::::::2:::::-' p ..i:M:i:i:!- ..:.:.:.:.:.:.:.. .-:.:.:-:-:4.:.: · ...........,..... :.:.:.:.:.:.:~:;:7 q::::::::::::. ....... .... ~ .... i;ili.!iiiii? ::::::::::::::::::::::::::::::::::::: ................ ~:~:;?: :?" ?;}~::~!i:///:~!i:/:iii !::!iiii:/:i~!i!i ............... i~iiii:;::iii://:!:///:!:/::::::::!~!~~:~:::::::iiiiii!i!i!iliiii: ':!-'!:!:!.'!:::::::! ........................... " · .:-:.:':.:.:.:-:4 .:4.:.:.:4.:.: ': ...................... ~5"::'::-'-:_ ~- ::':~!~ :! .............................. ~q:ili: ~: ::,: :,: · ·:...........~.....................·.......·...... ...·.·...·.................................·...... ~ Brochures;":'~i~.'.S.,..newsl';~iiiiiiiii!iiiiiiiiii!iiii~i?: ~:~::..S + 3 GC 34090 bulletins ...... ~;~:-~ .... ' ............. :: .................................... ================================================== '-:-:-:-:-:-:,:-:-:,:,:-:,:-:-:-:,: :.:.:.:... =============================================== ' '::!i!!!i!i!ii!iiiii!iii!i!i!i!i! !$:" ............................... ......................... ............................... Calendar, C.i~i~ii~ii?~ii~!iiiiii~!iii~?~i?~i~iiii~i~i?~i~i~i~?i~i~i~iiii~ ~ .... ' ..................... .............. :: ............................ ::::i:i ............. "::~::ii::i .... CU + 2 GC 34090 ....... ....................·.·.·.....·.·.....·.......... ...... i:i:!~ ..... '~:;:;!~:/;:;!~:;:;:;!i::~::~:;i!:;:;i~::i!!:;i~::~:~ .... Media..~.~f;ations ::::~::~::~::~i~i~::~::~i~::~::~::~i~:/:~i~::~::~i~::?:~::' CU + 2 GC 34090 Includes cable, newspaper, radio, .... ~~i::iiiiiii~ .... :::::::::::::::::::::::::::::::::::::::::::::::::: .... message boards, presentations ..·......... .......-......-.-.-.-·-.-·-·-.-.-.. ............. :::::::::::' '-:::::::::::::::-' ................... ............... .......... ......... -.-.-.·.. ....·........... ...... .............·.· ..:.:.:.:.. ............... .................. .......... ................... ........... · ::::::::::::::::::: ,.:::::::::: =========================== ::' :'::::::: :::: :; :;:::: :; :::;:::; :: :::::: :;:;:::::: :::::::: :: :: ::;::: :: ;-:<-;4-:-:.:::: :: :::::::; :::::: :: :::::: :::::::: :: :::: :: :::: :: :::: :::::: :::: :; :::::: ::: :.4';4';';44':':';';~-:. :-:. :.:.: :. :.:.: :::::: ::: ::::: :::::: :: ::::::: ::: ::::: ::::::::::::::: ::: ::: ::: ;-'.':;~:::.<: :::: :: :::::::::::::::::::::::::::: :::::::: :::::: :: :: ::; ::: :::::: :::::: :::: :: ~;......:~!:;ili~i~::~:;i~::ii~::~::~/~i:~i::ii~/:i:~i:;::i::i::~::i~:i~::~::ii~::~i~i~::~:;//:~:~:/:~::i::i::~i~::i::ii~:;::;//:~:/:~i~;::~::~i~:~i~:;:;:/:~:; i~'i~~iii~,~ii~!!~)pies & regarding CL + 7 29 CFR Memos and working documents, "~iii~~iiiiiiiiiii!::ii::iii! ...... ~ 904.2; 29;* reports and related records Bonds, Insurance ~ CC~ 337.2; Bonds and insurance policies insuring 343 city property and other assets 4 CITY OF UKIAH RECORDS RETENTION GUIDELINES ADMINISTRATION EFFECTIVE' 2000 Claims, Damage CL + 5 GC 34090; Paid/Denied.:iiii~.':ncludes photographs, GC25105.5 n.....'.e..gatives..:~::~i~, etc. ['i'i'i'??i',. . ['?;'??;';" .:.:.:.:,:,:.:.:.:.:,:.:,. .....:.:.:.:.:.. Incident Reports CE + 7 29 CEE ...... ..... ..::ii~i~::.i~on, vandalism, property 190.~i~i!~.9 .~!iiiiii~~ii~..r similar occurrence CE~ii~i~4.6 :,~~i~iii~.e/I aw " ........ enforc~nt) Insurance, ACCELJT Powers Agreement CL + 7 .~ 34090 .... ~{iiii!iii::~::" (Auth'iS~!~[~...n..j..a.....~' Excess :::::::::'.::::.. ..::::::::::-' :::::::::::?::::::::::::::::::.: ....... ~!!::::i::~ .... Lia bility'i:~~).?~i~ii~'ccreditafio n/ 'iiiiiiiiiiiiiiiiiiii!ii:!~:~:~:~:~.-'.-:~:~:~:~:~:~:~:~:~:~::.:~:~.-:.:~: ............ ~ii::!::!i .... MOU's/ag i:~~endas Insurance, Certificates & Policies P ~::~i[i~iiiii?~.!::i~~ .... Insurance certificates filed separately .... :g::?::::::::::::::?:?::::::?:?::::?:?:?::::::?:?:::::::::?::::::::::: from contracts, includes insurance filed ~i?~: ......... ~iiii~ii}iiiiiiii}i!!!i!iiii iiii~y., licensees, REMIF insurance ..... ~::::i:~ili!ili ililili iili ii~u..ments '::!:!:i:i:!:i:i: :i:i:i:i:i:i:i:i:i:i:i:i:i:!:!:~ .....:..:.:..,.. ...,.....,....,.,...,.,. ............... ...... ~ii::~::~::~iiii::i::i!i:: ::::::::::::::::::::::::: "::i:~:~:~:~:~::::::::::::::::::::::::::::::::: .... Insurance, Liability/Property P .... ~:?:::iiiiiiiiilililililiiiiiiiiii iili~?:i.-.$....4090 '"':~ii~i~ilili~¥ include liability, property, ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.;.. .........,.. .... ?:~ii~?::'' ............... ""~iii~i ililiiiiiii"~iliiii!iii!iiiiiiiiiiii?:::~ .... .::~ ;::~¢ertificates of Participation, deferred, -'-'---'-'. . :':':':'.' ....-.............................,................ ,:.:.:.:.:.. ..... . ..................... ...... · ~........ '-:-:-:.:.:-:-:-.'-:-:.:-:.:.:+:.:.:-:.:.:.:.:. · Risk Management Reports .:~ ::i::?CL + 5 .... ~i!::::::::~ .... .... ::::::::::::::::::::::::::::::::: 00~? 29 Report; Safety Reports; Actuarial ..:~i::ii~i~i}~ii~:::}i}iiiiii::?~ C.~? 904.4 studies .......-.......-.. ..:.:.:.:.:.:.. .:::-:L-.-... ..:.:.:-:.:.:.:.:.:.:. ..:.: .:.:.:.:.' .............. ::::::::::::::::::::::::::::::::::::: ::?:::i::i~ii ..:::.. ::::::::::::-' ..:.:.:.:.:. .:.:.:.:.:.. :i i[:~:::::::i:[:~i!~ !!:" ..:::.. ..:.:.:.:.:.:.:.. :.:.:.:.:.r ;.:.:.:.:.:.:.:.:.:-:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:: ..:::::::::::., . ~:::::::::::::.......~.. :::::::::: ::::::::::::::::::::::::::::::::::::::::::::::::::::::::: · '" '-'"'" Y""'""-"""-"" "'-"'"-'" "~Y'?':~;".~¥'"":~;T'";'""'" "'"' '"-'"" '"'"'"'"'"'" ~ Agendas, Minl~mili~mbtJo ns~:!:i:i:!:!:!:!:i:!:i:!:i:!:i:!:!:!:!'!:i:i:i .... "::i!?:ii!iiiiiiiii}iiiiiiiiiii?ii I }ii~' GC 34090 '.:.:..c.:.:.:-:-:.:-: c-:.:.:-:.:.:.:-:.:.:.:-. · .:.:.:.:.:-:.:.:.:.:.:-:.:.:.:. :.:.' · .................~........................ ~ ....~...... ............................................................... .................................. · ............;.......*...............-................................ · '::'"':' ~. :'::":" :""::"':':"'::i:i:i:i:i:i:i:i~:i:i::.. Redevelop....~.~t:.-~t~~::::::::?:::!::::?:::~::::::::?:::~::::::::::::~ .... "::~iiii~iiiii?~iiii? P GC 34000, Includes annual audit ................................ ............................... ............................... ............ ...-.-.-.-.-.-.-.-...-.-.-.-.-.-.-...-...-.-.... ............................. ............................ ::?:::iiiii?' Bond Is~iiiiiiiiiiiiiii::::~::'' P GC 43900 et Includes annual audit ................... ....... ........... ............ .............. ..-.-.-.-.- ............. · '~[?~?~:' ~:::~:~::"" ":?:' seq, .;:::::::::::::. ;:::::::::. ..:!:!:!:!:!:!:!:! ..:!:!:!:!:~ .................. .......... .:.:..z:.:.:.:.:.: .:.:.:.:.:.. · :.:.:.:.:.:.:.:.:.: ..:.:.:.:.:.' ............... ................. · ...................... ............ · -.....-....~..-.......- .:::::::::::: ::;:;:;:;:;~;:;:;:;:;:;:;: .............. ...................... ............................. .....-.....-.. ................................ .............. :::::::::::::::::::::::::::::::::: .-::i:i:i:i::':::' ::::::::::::::::::::::::::::::::::::::::: ........... .::::::::):?" · :.:.:.:.:.:.:.:.:.:.:.:-:.:.:.:.:.:.:.:.:.:.:-:.:...... ...... .....:+:.:.:-:.:.:.:-:.:.:.- ===================================================================================== .............................................................................. ..............................................................~......... q.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.!.u ' ' ====================================================== ========================================= CITY OF UKIAH RECORDS RETENTION GUIDELINES AIRPORT EFFECTIVE: 2000 !?!:i:!?~:i:!:i:i:~:i:!:i:i~~:!:!:!:i:!:i:i:!:!:i:~:i:~:i:i:i:E:i:~:~:i:!:!:i:i:!:i:!~~:i:!:!:!:i:i:!:~:!:!:!:~:E:!:E:!:!:i:!:!:~:~:i:i:i:i:i:!:!:!:i:i:i:i:i:i:!:i:i:i:i:i:i:i:i ·,:::::::::::::.. .;:::::::;::::-' Agreements m+4 CCP 337 .:~i!~!~.:d..!~i?:E0ncessionaire, slip rental. .... ?:~: ..::::!:.?.?.?.?.?.?.:::...:!~i ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ............... .:.:.:.:,:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:~, Airport Certification P 14.:~~:~ ...... i~~iii~tion Administ[~i:bn (FAA) 1~07b ....... ...... & .... ~i~i::ii~ii~'~i~ii~...a..!s, lice.:.n....~¢~::' 1 i~!~i! 13 - 17.21..3:!iii:::;::~: ' ...... :: ========================================================== ..................., ,:-:-:-:-:-:-:-:-:. ,.::i:i:i:i::-' '.:-:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.: Airport Noise Monitoring and Complaint CU + 10 :~,i*~ii!ii~iiiii~?~iiii~,iii?:::=:=~i~::¢:iiiiil~I .... Correspor:{~ii~,~i~i~=port Master Plan, ':*::::!**iiiiiiiiiiiililiiiiiiiiiiiiiiiii!i!ii*~ii:::?::~ studies, mer~'~'~;"'reports, log books, .... ;i!i?,iiiii??,iii~,i**iii~??,iii?~iii?~iiiii::** .... documents related to assessment of .... ?:::? ........ ~i~::::ii??~iiii!?~!i!??~iiiii?~iiiii?~ii::~::...noise levels at airports and resolution Applications - Special Events GU + 2 ...... ~ii::iiiii???~i i?~::~34090 :?:i!iiiii!iiiiiii~'its, correspondence, related .... ~:~i::iii::i::iiiii::i::iii::i::iiiil ii?:iiii?:?:iiii?:i::i~ii?:=~::. "::~:'::i~ii!i~:~uments regarding use of rights of ..::!!!~!~!F" ..?:iii ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: Correspondence :~D + 2 .=:~ii? G~i=~~i~?~}~iiiii:,~::' Working documentation if not attached ;::::::::.. ..:.:.:.:.- :.:.:.:.:,:,:.:.:.:.:.:.:.:.:.:.:.- - ,..:::..,,.:: iii? ..::~!i[ii?' :iiiiiiiiii::~:::: ........ to agreement or project file Fueling :::::::::::::::::::::::: :::AU + 3.::i:i? C:Ei?:337 Meter readings, fuel consumption .;?~i~iiii?? ...... .............. =:¢iii!?~iii?" ..::i::? reports, invoices, receipts and records ........ .-...-,-,...,-,-.- ,.::::::::::::.. ,:,:.:.:.:.:.:.: ..:.:-:.:.:.:.:.:.: ....,,......., .... ::: !i'i::i::i::?" ===========?======:====:====:= .......... :::::i:::=.:':i::" pertaining to refueling operations ==================================================== ::::::::.' ..:-:, ..:::::::::::::::... :::::::::f ::::::::::::::::::::::::::::::::::::::::::::::::::::: :.:.- ....... ..:.:.:.:.:.:.:.;.:.:.:.:.:.:,,.:.:.:.:.: Inspectio~:~ii~ay .... ::¢:?::::::::?:?:::=:::?:::=::::::::?:::;:::::?:::;::::: ::?::::::::::::::?::?:: .... Maintenance including inspection .................... ::::::::::::::::::::::::::::::::::::::::::::::::::::: ================================== Inventory, Eq~J~~i~i:~s & Sul~:~i~i~iii?~iii?~il i?~i~i~+ 2 Includes vehicles, aircraft and related ....... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... =============================== .... documents regarding repairs Ma~ntena~!i::=:~:.:~::::~:~::::i::i~iiiiii.i~iiiii.i~i~iii.i~i~iii.i~iii.ii~i~i~ii::~ .... "::~!~ .... P 14 CFR Forms and reports required by FAA i!!iii iiiii::!:::: .... ::iii ::i!ii ::i::iii:: !ii:: ::i::ii!:?:! ?iii::::::'::i!: ii:!!! i ::i!!:i:!!!!ii:i 117171.21'13-3 including1, -6790-4Forms FAA-198,-418,-6030- R~.~b rts :4':':':':':':':':':' .':':':':':" .=iiii~ii~i~i~i~cident and Incid..:e:.~:(Aircraft) CL + 8 Accidents, injuries, property damages, '::~:::.i::ii~~i~:t'ational (Regulatory) P Annual and special reports to federal and state regulatory agencies Airport Operational (Administrative) GU + 2 Logs, statistical summaries; administrative records, scheduling CITY OF UKIAH RECORDS RETENTION GUIDELINES AIRPORT EFFECTIVE: 2000 Weed Abatement CL + 2 GC34090 Reports, as~sments, resolutions, do.cument~iiSh .:!:!:!:i:!::-. ..::i:i:i:i:i::" ..:.:.:.:.:.:.:.:.:.:., NOTAM (Notice to Airmen) CU + 3 .... ~::. .~ii?~':..~iii¢:~: conditions affecting airport ..:~i::::?:iiii?:!!::!!ii::i~?? ~ce/operations ..~::::::::::::::;:: ....... , ,.::::.:.: :-.:.:...:.:.:.:.:.:.:¥:.:.:.:....:.:_ .:.: ..... .:::::::::::::::-'. .:.:.:.:.:.:.- ~:~:~:~:~:~:?' ' .................. ~i:: i[i~ ;.;.:.:.;.:.: :-:.:.:-: ... ..:.:.~.:.:.:.:.:.:.:.:.:.:.:.:.:.:.,..:.:::.:::::.:.. ......::::::::::' ::::::::::::::::::::::::::::::::: ......... ~!i!i!::::i~ .... ....::i:!:!:i:i:i:i:!:!:i:i:i:i:i.. ..;:i:!:!:!:i:!:i:i:i:i:i:i:i:i:i:i:i:i:i::.. -,?.:.:.:.:.:.:.:.:.:.:.:.:,?:,:.:,;,;.:,:.:.;.:.:.:.. ========================================================= .,:;::::::::-' ==================================================== ...::i!i!iiiiiiiiiiii!i!i!i!~!!!i!ii!i!iii!i:: ============================================= ========================= ::::::::::::::::::::::::::::::::::::::::::::::::::::::: '.:.::::!:!:!:?:-:.:,:" "::!:i:i:i:i:!:i:!:i:i:i:i:i:i:i:i:i::.:i:i:!:i:i::.. "::!:i:i:i:i:i:.::i:i::':i:i:i:!:!:i:~:i:!:i:i:i:i:i::.. ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:,:.:.:,:,. · ........................................,.......,. ..:,:.:.:.:,:.:.:.:.:.:.:.:.:.;.:.:.:.:.:.:.:.:.:.. "!:i:i:i:i:i:i:i:~:i:i:i:!:!:i:!:!:!:!:!:!:!:!:i:i:i:i:!:i:i:i:i:i:i::::" ' ================================================================= - ...:.:.:.:.:.:.:.:.:.:.:.:.;.:.:.:.:.:.:.:.:.:.: '"':'::::!:i:!:i:i:i:i:i:i:i::::::':"" ' CITY OF UKIAH RECORDS RETENTION GUIDELINES CITY CLERK EFFECTIVE' 2000 :!:!:?~i:!:i:i:i:i: :?:?:i:i:?:i:i:!:[:!:!:!:!:~:i:i:i:!:i:!:i:i:i:i:i:i:?:?:i:i:?:?:i:i:?:?:i:i:~:!:!:~:!:?:!:i:[:~:!:!:~:~:i:!:[:i:!:i:i:~:i:i:i:i:i:i:i:i:i:i:!:i:i:?:!:!:[:!:!:!:!:!:!: :i:!:: Bids & Proposals (Unsuccessful) CL + 2 GC34090d ::~iiii::~:ii[ii!::i::~:[::~ ....... ~::iiii::i::[~ .... ... Contractor GU + 2 GC3...4:'~d ":~ i::i::i~[~&~t:?:Qualified Contractors List ============================= ==================================================== .:.:..... .................,. ..........., .....,,....,.........,................ .........,. :.:.:.:.;.:.:.:,.. ..,.................................................... ..::::::::.. ......... · .....................,......~............................ . .... ....................................... Correspondence CU + 2 G.~a'090d .... ~ [~&~~entation..::~[~ .... ............ :.:.- , .:...:c.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.., ..:.:.:.:.:~ ~.:?~?~?~??~? ..::?:?:?:?:?:: ::::::::::::::::::::::::::::::::::::::::::::::::::::: . ..:::~:::::::. Franchises P G~5864 .......... ..... ~::~? ..... i n cl udi~:~~~:~e e m e nts, ~~:~? .... contracts '~~urchase of 3'~:.~:~?:~:~ .....prope~, cabl:&:::::~rant of easements ":.:.~:?~?~?~?~?~?~?~?~?~?~?:~ .... and/or involving construction of ========================= :::::::::::::::::::::::::::: ,.......... .,..........,......., -....,.,..................~... General Subject Files CU + 2 .... ~:~::~::::~ ~34090d "%~!~[~:al working files including ......................................... :::::::::::::::::::::::::::::::::::: ..:~: A~d avit I nd ex .... ::::::::::::::::::::::::::::: C L +. ~::~::? EG~ 001 .::?:?.?.?.???.?.:. ..:::::::::::.:: ..:::::::::., ................ .:::::: ........................ .~?~?????~?????:: .:::::::::::::::::: ..:.:.:.:.:.:.. Calendar .... ~ .... ~?:?:~?? E ~::{~?:?:?:~::~:~ ................. ~?:~:C34090 :::::::::::::::::::::::::::::::::::::::::::::::::::::: :::::::.' ...?...,.. .........., ..::?????~?;???::, . ::???????????~??????;::.. ~?[~[???[:~ :::::::::::::::::::::::::::::::::::::::::::::::::::::: Canvass :::::::::::::::::::::::::::::::::::::::::::::: ...... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: P ?~??~???~?????????':~ GC22932; Notifications and Publication of ................. ~ ........................ ~~:: ============================ ........... ................................................. ======================================================================================== .... EC 17130; Election; Records used to com pile final =========================================================================================== .... ...::~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ .... .... ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... '-::~~ ...... EC 2653 election results, including tally sheets, ' "::?:?:?:?:?:?:?:~:?:?:?:?:?:?:?:?:?:?:?:?:E:?::.. '.::~:?:?:?:~:?:?:?:?:?:?:?:?:?:?:?:?:?:?:?:?:?:?:~ ~.. .... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... ====================================================================== .... voting machine tabulation, detailed ================================================= .... . ................. .......................... .. ......... · ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. ........ .................................................. .................................. Ceaifica~.~f Election "::~::~?~}~?~}~?~}~¢~}~}}~}~}~}~}~}}~?:~::~ .... T + 4 CG 81009(a) Ce.ificates of election; Original repo.s .... ~?:?:' =================================================================================== .... (d) and statements ,...-.-...-.- ---'.---.-.- ...-....... .......-.... ....... C.~r: Amendments~u~&S P GC34458-60; Chapter designations by Secreta~ of .:~:~?~:' ,:~: GC34090 State following adoption of voters .................... .:.:.:.:.:.. ........... ............. .......,..- .................. .:.:.:.:.:.:.:.:.:.:.:.:, ............. ~:0 litica I Practic~:~?:" .......................... ~:~~i~a~e~paign CU + 5 FPPC Opinions '::'::~~~:':Conflict of Interest ================================================================ ...... ~:~::~::~::~::~::~::~:~ ......... Campaign disclosure, Elected P GC81009 FPPC Filings (b)(g) Campaign disclosure, Not Elected E + 5 GC81009 FPPC Filings (b) CITY OF UKIAH RECORDS RETENTION GUIDELINES CITY CLERK EFFECTIVE' 2000 Campaign disclosure- E + 7 GC81009 FPPC Filing...~iiiii? Unsuccessful (all other .=~iii~ii~ ........ ~.~i?~? .... C o m mitte e s) =========.~====?======.~================= = .,..~::::::::i~..:~ .... i. i. i. i.i, [. 1.1.1.[. i. 1.1.1.1.1.1.1,1, i. i i .,...,, :::::::::::::::::::::::::::::::::::::::: Candidate Statements E + 4 .............. ::?:=:ii!i~:~ii~iiiii::~::. ;~ iiii...$.:.~iiballot retained per .manently History P G.~090 .... ~:~: ii~i~t~i~i~:t...[ons, sam.:.~' ballots, :~i~i~ii?~?~i~i' ..::?:iiii~iii::?:i '"' ce rtifi~i~i~.t..r.,..U..~;'' other ........ ..:.:.:.:.:.. :::::::::::::::: ' .-::!:!:!:i::" =================================================== :?:::?:::::?::?:::::::::: ~:~:i:i:~ .... reso I uti(~:~!~iiii~.':'-:~ Statement of economic T + 7 G~]~i~?~i:~ ...... FPPC Filing§::::~:~:~:~:~:; ...... Interest-Elected Officials (ei::ii.!iiiiiiiiiii!iiiiiiiii!iiiiiiiiiiiii!iii!iiii!iii::::~i .... Statement of Economic E + 5 .:~.C"81 O09'iiiiii::i::iiiii::i::iiiii::i::ii!ii::i::iiiiii~PPC Filings Interest- Not Elected (b) .-.-.-.... _.1! ....... ............... ............... . ....... ,.. ............. ... ..:.:.:.:.:.:.:.: :.:.:.:.:.:.:.:.:.:, Lobbyist Registration P ....... Unsuccessful ..::ii::ii:::i: :i:i:' ..::i:::::::. Notifications and Publications ============================ ~i E + 2 ..~[::ii?? G03..:'~090 Proof of publication or posting, ...;-...-.-.....-.-... .:::::.-:::::- :::::;:::: .... ::::::::::::::::::::::::::: ..... ..::~:~=~:~::=:' ..::~:: certification and listing of notice of :::::::::::::::::::::::::::::: .... ::~iiiii::.~ii::::? .... ~i:::::::::? posting; copy of newspaper notice and :::::::::::::::::::::::::::: . ........................ !!i!!!!~ ...... ....... ~?:~?' ::::::::::::::::::::::::::::::::::: .................. ~:?:::::i::::::::ii!~::' certification of offices to be voted for at .... ~ ........ ::::::::::::::::::::::::: ::::::::i::::::::i~' ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... .... ~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ .... ======================================================================== .... ":',::!~ii::?~ ........ Oaths d~ii~iiiiiiiiiiiiiii::::~ .... ========================================================================================== .... T + 6 G034090; Elected Officials Petitions.:.:~i~::::!~i~::~i~::~i~:~i::~:~;:~i~:~::::~??~i~??~i~.:?~i~i~??~i?~i:::%~ .... ':~ii~' ': :' ':~ ii iiiii ~:i~:' ECl From date of filing or election; Initiative, -.- 17400; referendum, recall, Charter ...... :::::::::::: '.:::::::::::::::::: ....... .............. P~i~ct Records.:.:.:.:.:.--..-.-.-'iiiiiiiii? '::~:::?'E + .5 EC 17503 From date of election: Declaration of .~????~i:??~i}' ..~:ii?? intention ::::::::::::::::::::::: ..::!:i:i:i:: ............. .-.......-.. ~: ~i~ Commendations CITY OF UKIAH RECORDS RETENTION GUIDELINES CITY CLERK EFFECTIVE' 2000 Appeals, Civil CU + 3 CCP ::iiii~i[i:!~i~i??~i}i?:i~:...::~ii?:?:i::;:: .... ................... .........................................-........... .......... .................-.-.-.-.-,-.-.- ..............,.........,............,.........=............. .:::::::::: ......... · :.:.:.:.:.:.' ..:..-.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:~ ..... ....................................... ..:.:.:.:.. Applications, Boards, Commissions, CL + 2 G:~.:3~,090 .:..?:i::::::iii::iNot"'~!~iliiiii?:~ ........ ::?:::::::::::~ .... Committees :: ~; .... ::::::::::::::::::::: ............................................................... ................. :.!:!:!:!:!:i:!:!:!:!:!:!:!:!:!:!:!:i:i:i:!:i:i:Y ' Applications, Boards, Commissions, t + 5 ~~}!ili~! .... Selected .... ~::::iiiii~}~i~iiii!::~::~ .... Articles of Incorporation P ~.'..3~t'09.~i~}~}~}i:~ ...... .:.:.:.:.:.:.:.:.:.:.. .........., '.:.:.:.:.:.:.:.:.:.:.:: .:.:.:.:.:.:.:.:.:.:.:.:.:.. Case Log CL + 7 ...... ?:ii::ii~:ii~iiiii. iiiii~ 337.2; .... ::::ii~iiiiiiiii~.iiii~'Close of cases listed; .... ~i!i::ii~ii~i~i}~?~i}~i~}~~ ~}~i~iiii::i~ .... "::~:-i'iii~i~'~onological listing of cases Case Re co rds - (high P reft I o) P .:?:~?"' i?:?~::ii~:5'.'~::?:i::::~ ............. ::~.:?:::i?: Sig nifica nt cases which h ave ,.::iiiiiiii::" .:ii -:.:.:.:.:,:-:.:.:.:-:.:.:-:-:.:.:.:.:-:-:.:.:.:-:-:.:-:.:.:-:.:.' .:~iiiiii:::?' ..::iii::?? ..... ~i::i~i::i::i::i!i::i::i!i::i::i::i::i::i::i::i::iii::i::iiiii::!i~:''' importance/or set legal precedence. ........... ..?:iii?~? ....... ????????????:.:.:.:.:.. ...... .... Includes logs, complaints, police .:.:.:.:.:.. ......... .... ,,::~i::~,~,~: iii!i"i~'~' ............-. .:::::::::: .... reports, court orders, motions, notes, · .: ,= .: -:.:.: -: =.' .'..I . .:.= ,:.= .: ,' = .' .'-'-' .......... .-::::::::::' .:i:i:i:i:: .::~iiiiiiiiiiiiii?~ .... ii?:iiii?:i~' ·====?==========? briefs ......... . ........ .:.:.:.:.:.. Case Records- ::::::::::::::::::::::: P .?:::ii?:i::iiii?:?:i::i~ ..... ~2:"USC s1983 Includes logs, complaints, police ..::iii::.. iiiii!iiiiii" ::::::::::::::::::::::::::::: ............ :':::::::::::::::::' .... ?:::::~ ...... ?:::::?:::::::?:?::::::: !i::?:::::::::i' iiiiiiiiiiiii?~iiiililililililiiiiiiilililiiiiiiiliiiii~i~ .... reports, court orders, motions, notes, ====?============================ .... ..::~i!i::i::i::iii::i::i::iii::i::i::iii::i::i::iii:::ii!i:. :?:::?:?:::?:?:?:?:?:?:?:?:?:::?:?:?:?:?:?::?::: briefs, closing statements (unless .... ~ii?:iiiiiiiiiii!!!iiii!!!ii!i!i!iii?:~ .... ':~.::--::ii~iiiiiiii!iiiiii!i!ii!i!iiiii!i}iiii~ii?:~i::.. .... :::?:::::::?::??:::: ......... minors-3 years after attaining 18) ::::::::::::::::::::::::::::::::::::::::::::::::::::::: ========================================================= "::i~iiiii~i~i~i~i~iii~i~iiii~iiii!i!i!iiiii!~iiiii::.. ":':':':':':':':':':':':':':':':':':':':':':':':" Contracts a'~i~i~~..e:.:..nts .... ~!::::ii!~ii~i~!i}~ii~!ii~i}i!i~iii~!ii~ii}iii~ii~ii}iiiii~iii~iiiii!iiii~ii}iii!~:~T ......................... + 5 CCP 337.2, Includes leases, equipment, services or Excluding C:~ ~ii::?:?:i::!i?:ii?:i::?:ii::!i .... '-::::i:i:!:!:!:!:!:!:i:!:i:!:i:i:i:i:i ::i:i:i:i:i .... ....... :: .......................................... 343; B&P supplies :.:.:.:.:.:.:.:.:.:.:,:.:.:.:.:.:.:.:.;.:.:.:.. ::::::::::::::::::::::::::::: :::::::::::.' ' I n cl udi~?:::~:~ pits I I r~'~~::~ .... P Construction le.:~.~ii!~dvertising .}!iiiiii.ii.lii!:"=:iiiii!iiiiiiii:::!!i::' ..... CU + 4 CCP 343,349 Includes public notices, legal ..~ii~i~i~i~i:' .:~i~}~ii=:~' et seq.; publications ~i~i~iii::::?:~::~:~:~:~:~:~:~?:i::iiiii?~i~iiiiiiii::::~ .... P GC34090 (d); Official minutes and hearing .~::i~}~i~i~!~i~}~i~}~i~i~i~}~i~i~::ii~::~ GC36814; proceedings of governing body or ...... ~i~::::i::i::iiiiiiiiiiiiiiiiiiiii::iii~::~::~?~ ........ GC40801 board, commission or committee Notices, Meeting GU + 2 G034090.7, Special Meetings 54960.1(c)(1) Ordinances P GC34090(d); Charter amendments; municipal code 40806 CITY OF UKIAH RECORDS RETENTION GUIDELINES CITY CLERK EFFECTIVE: 2000 Petitions CU + 1 GC50115; Submitted t..0.;::i~islative bodies GC6253 ,::,iiiiiii:,:;.,. . ,.?,ii::iiiiiiiii:!i:i!ii .... · ::K:K:i:!:i:i:!:!;: .... ::i:i:i:i:i::" .... ?:~ ~iiii~~:Proclamations Proclamations - General CU + 5 ..... ;;;;;;;;;;;;;;; ...... ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... Resolutions P G C.:3.'~:id); ..... ~~actions .,:.:.:.:*:.:.:.' * ============================================================= Tapes, AudioNideo CU + 3 mos. ~4090.77i?~..;:;:; .... When'~'~i~i~ii~!~ii~eparation and ':~:~:~:~:~:~:~:~:~:~:~ ........... ~:~:;:; .... may h ave'::~i~i;~ii~ I u e · .,.,...,...,.,.....,.,..................... . ............. ==================================================== ...,....................,.,.........,.......,..... · .:.:.:.:.:.:-:,:.:.:.:.:,:.:.:.:-:.:.:.:.:.:.:.:,. ..:.:.:.:,:.:.:.:,:,:.:.:,.*.:.:.:.:.:.:.:.:.:.:.:.:.. ................,.....,..................,.,.....,.,...,. · · ......q:::::;:...:. ===================== :::::::::::::::::::::::::::::::: Assessment Districts P ...... ~ili::iiiiii?~iii iili~4090 '~::::ii?~iii?~??~i~'al documentation =========================== ::::::::::::::::::::::::::::: '-:::::: ::::::::::::::::::. Inventory, Records GU..~::?:2::~ .................... ~ ?-?-~0.:.B0; 80 .:i ?::t:hventory of non-current or inactive .... ~?~ii?::'':~ ...... .:~iii ii::i~?~!~iii~.e..~i? records holdings and location, indices. ~:!:!:!.' :.!.!.!.!.' ':i:i:i:i:[:!.!.!.!.!.!-!.! Municipal Code .... ?:i?~iiiiiil ?p ..?:i?' GC3~i~90 Supplements included .~....... ............. Public Records Request :~ .... CL ~ii~i!i[ .G.....~;4090 ................. .................. .............. · .'.'.'.'.'.'.' · ................. :-:-:-:-:-:-:- :-:-:-:-:-:-:-:-:-:-. Records Management .... ~:i::::~.: i::ii?:i::?::? CEili~ili~iiii?~!?:i~i~!~::~i::iiiii iii~C34090 Document includes retrieval, transfers- .... !~i~ ........ ::::::::::::::::::::::::::::::::::: ::?:i::::!::i!' ..... i!i::iii::i::i::iii::i::i::i?:~ ....... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ~!~::~::~::~:..~::~::~i~::~i~i~i~::~::~::~::~::~?::~i~i ...... inactive .,.,.,., ..... ,-,.,-- .,...., ...-.-.-...-.-...-.-.-.-.-.-...-.-.-.-.-.-.-.-.-.-. -.:.:.;.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.: ...................... .:.:.:.:.:.:.:....:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. ~.; ....... L... .·::i:!:i:i:!:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i::.. , ====================================================== "":':~::::::: ........ Record§:~:::B~~...e..:..nt .......................... Dis .... ................... ::;:;:;:;:;:;:;:;:;:;:;:;:;:;:;:;!ii:!!!!!:!::.;:!ii!!!ii!ii!!!i!!ii!! ................ ...... P GC34090 Documentation of final disposition or C e rtifi c a ti 6~::iii!::i::iiiii::iii::iii::i::i::ii?:i::ii?:i::i::i::ii::~ ..... '-': ............................................. records ' :'::!:i:i:i:i:!:!:!:i:i:!:i:!:i:i:i:i:i:!:i:i:i::.. ................... """' ..... Records Reten{~~.{...e.s .... ~:~ii~?~i~?~i~?~?~ ~?~i~::~- 4 CCP 343 . ..-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-... . .....·.............·.......................................·..... .... ..... . ............................ .................................................................................. ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ i i!ii!iiii::i:, iii i::i?:i::i }! ~i!i!::!?:!::!::!i!::!::!i! }!i!:: i?:i ?:i?:! ?:: !::i::i ::i?:i::i ::i::i::i ::i }i: ::-~-...-...-..::.-:.-.~ ............ A~isition/Disposition .:::?~?~i~? CL + 10 G0340908; Supporting documents re: sale, ~ii?~iiiii~iiiiiii~i~i~: .:?:::i~?' GC6254 purchase, exchange, lease or rental of ...................................... ................. ........................................ .................. !i.i~"/~i~!~::?:i::i::::::::?:::i::i::iiiiii?~iiiil.i.ii~? ....GL + 2 GC34090; Exempt until final acquisition or ':~ii~ii~i~iiiii~i~iii~i~i~iii~i~i~ii!~?~?~?~ii?~?~?~iiii?~?~ii??:~:; .... GC6254(h) contract agreement obtained Deeds & Promissory Notes P G0340908' *24 CFR 570.502(b)(3); 24 CFR 8.42 & OMB Circ. SA-110 Lease Agreements P Ukiah Conference Center, Ukiah Regional Airport, and all other City properties CITY OF UKIAH RECORDS RETENTION GUIDELINES CITY CLERK EFFECTIVE' 2000 ............ ..:.:.:.:.;.:.. ............... Claims, Damage CL + 5 GC34090; ==================================================== ===================== .-::!:i:i:i:i:i:i:i:i:[:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i::.. .:!:!:!:[:: ::i:i:[:i:i:i:T ================================================================= .:i:i~:i:: .:i:i:i:i:i:i::" !:i:i:i:i::'" "::~:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:E:i:i:i::. ..:::::::::' ..:.:.:.:.:.: ..:;::::.:.:.:.- -.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. ..:.:.:.:.:.. '.~-:-:-:-:-:-:-:-:-;-:-:-:-:-:-:.:-:-:-:-:-:-:-:-:.. x-:-:-:-:-:-'. · .~.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. . ..:.:-'..:.:-'..: · :.:.:.;.:.:.- ;.:.:+:.:,- ;.':::::::::::: ..::::::::::::. .............. ............. ============================================================================ ....-...-...-.- ..::;:::::::.. ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. :.:.:.:.:.:.:.:. . ..... ::::;:::::::;:::: ..;:::::::::.' ================================================================= :.:.:+:.:.:.:.:.:.. ..:.:.:.:.:.- -.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:..... ..:.:.:.:.:.:.:.:.:.:.:.:.:.:+:.:.:.:.:.:.:.:.:.:.. "::i:i:!:i:!:!:i:!:!:!:i:i:i:i:i:i:i:i:i:i:i:i:i:i::.. · ..: .:.:.:.:+:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. ==================================================== ==================================================== ':iiiiiiiiiiiiiiiiiiiii~i!ii~iiiiiiiiiiiiiii:.. ":':::::::::::::'" ================================================== =================================================== ..::i:i:i:i:i:i:i:i:i:i:i:~:i:i:i:i:i:i:i:i:~:i:i:i:i::, ..:.:.:.:.:.:.... ........................................................ ..:.:.:.: ..:::::::::::' ..:.:.:.:...:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:........:.:.:.:.:.: ..:.:.:.:.:.-..:.:.:.;.. - .....-.......-.......................-.......................... ::i:i:i:i::" .:::::::::: ============================================================= ::ESi::" ..::i:!:!:~ .... :::::::::::::::::::::::::::::::::::::::::::::: ..:::::::::' ,:::::::::-' =========================================== ..:::::::::' ..:::::::::' ================================== .::::::::::' .;::::::::.' ::::::::::::::::::::::::::: ..:.:.:...:.:.:.:.: .:.;.:.:.;.. .:.:.:.:.: · .:.:.:.:.:.:.;.:.:.:.: ..:.:.:.:.: ..:.:.:.:.- ;:!:i:!:!:!:!:i:!:i:!:!:;- .:i:i:i:i:i:' ,!:i:i:!:~' ..:.:.:.:.:.:.:.:.:.:.:.:.:. ..;.:.;.;.;.* ..:.:.:.:.- ============================ .:;;;:::;:;;: .;::::;:::.' :.:.:.:.:.;.:.:.:.;. ::::::::;::::: .:.:.:.:.:.. ;;::;:;~:';';':';'- ..::;:::::::::::. ....:::::::::-' .::;::::::::::::-' ..:::::::::::::::: ~:;::::::::::::.' ::::::::::::::::::::: . .,::::::::::::.' ....... :::::::::::::::::::::::: .... .::/:!:!:!:!:!:!" :.:.:.:.:.:.:. .-::i::, :!:i:i:!:i:!" ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .,;,:,:,;.:.; :.:.:.:.:.; ===================== ::::::::::. :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ============================= ::;::::::' :.:.:.:.:.:+:.:.:.,.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. · =========================================== ::::::::::::::::::::::::::::::::::::::::::::::::: .......................-.........-.-.-.-...-... :+ :+:.:.:.:.:.:.:.:.:....:.:.:.:.:.:.:... ======================================================= "::iiiiiiiii!iiiii!iiiiiii:.~;::::: . ....~.:.:.: ...:.:.:.:.:.:.:.:.:.:.:+:.:.:.:.:.:.;.:.:.:.;.:.. -.:.:.:.:.:.:.:.:.:.:.:.;.:.:.:.:.:.:.:.:.:.:.:.:.. .:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. -.:.:.:.:.:.:.:.:.:~.:.:.:.:.:.:.;.:.:.:.;.:.;.:... ........................ ====================================================== "::!i!i!ii!i!i:.:.!i!iii~!iiiii[iiiiiiiii~i!i!i::.' ::::::::::::::::::::::::::::::::::::::::::::::: -.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:... ======================================= ========================================================= ================================ ..................................................................... .................. :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: -.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:. CITY OF UKIAH RECORDS RETENTION GUIDELINES COMMUNITY SERVICES EFFECTIVE ,2000 !:!:!:i: }:i:i: i:!:!:i:i::,:i:i:i:i:i:i:i:i:i:i :i:i:i:! :! :i:i:i:!:i: }:!:!:!: !: i:i:i:}: i:i:i:i: }:i:i:i: i:i:i:}:i:i :i:i:i:i:i:i:i:i:i :!: i::i: i: i:i:i: !:i:!:i:}:!:i: i:i:!:i: }:i:i:i:i:i:!:i:i:i: :i:i:i:i:i ;-:.....:.; ..::!:'~:'.:ii!ii::" Capital Improvements, Construction P GC34090a; ~in.s::!~'0rds regarding planning, 4004..:i!i::~::.&S ~ii~i~iii~i~nstruction, conversion or 19~i~i~ii::i::::~ '::~.~i~ii~n of local government-owned G~'090 .f..~i~i~iii~.":fl-':"~Iures & syste~ ======================= .... ..::::r~::: ......... ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: . ........... :::::::::::::::::::::::::::::::::::::::::::::::: ::::::::::::::::::::::::::::: .... ~:-:;:;:::::::::.~' G rants :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .:.:.:.:.:.:.:.:.:.:.:.:.:.:+:.:.:.:.:.:.:.:.:. -.:.> :.;.:.:.:.:.:.:.:.>:.:.:.:.:.:.:.:.:.:.:.;.. ' q.~.~.~.~.~.~.~.~.~.~.~.~.~.~.~.[.~.~.~.~.~.~.:.. .................................................... Minutes & ~oendas: ~irpod Commission; ~ ~:~~?~?~ :~ .... '-;:;:::::::;:::;::: :.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. ================================================== "~ [~[~[~::" ...................................... ...................... :::::::::::::::::::::::::::: .... :::::::::::::::::::::::::::::::::::::::::::::::::::::: .... ..::::::::::::::::.: ........ .::::::::: :~:~:~:~:~:~:[:~:~:~:~:~:~:~:~:~:~.:. ..::~:~:~:~:~:~::"' ~:~:~:~ :~:~:~:~:~:~:~:~:~:~:~:~:~:~:i:~:~:~:~:~::.. ?:?: '" :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .'1:2:2:2:2:':'" .'~'~'~' ?~'~'~'~'i?i'i?i'i'i'i'i?i'i'i'i'i'i?~. .. .......... Books, ad, ~i~s, donations, oxhibits, ~?:' theater, music, special events, etc. ................... .......... ;........ .......... . ..... ........ ....................., .......... ..... ........... ............ ......... ~ I a q u o S ::::::::::::::::::::::::: ........................ .-:.:-:.:-:-:-:-:-:-:-'-' · .-::::::::::F ..i:~:~:~:~" 8pods Organizations :::::::::::::::::::::::::::: 8 ~::~::~?:~. ,:~:~:~:~:~:~:: ======================== .... .::i:~ ::~[~:" ...i... lll[JJI l [ i H l.l.I ........................ .... ~ ........ ~.. ~?:~::~' ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... ..................., ............,.,.,,,.,..., ~;~.~.~.~.~.~.............,.,.,...........,...,.... ~-~.~.~.-~.~.~.~.~.~.~.~......... · .::~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~::.. · ............................ ...,.................. .......................... Capital Impr~~::~onstru~??~??~?~e GC34000a; Contains records re0ardin~ planning, 4004; H&8 dosi0n, construction, convorsion or .......................................................................... "::~" ~ 0850; modification of local ~ovornmont-owned .... ~::::::~:~}~:::~::~:~:~:~:~:~:~::~::::~::~::~}~}~::::::~ .... "::~::' GC34090 facilities, structures & systems ...... , ............ ....... =================================================== ............. ._,_......._........ ............... Fac!~?Rontals/Uso CU + 2 GC 340~0 ~ormits, contracts, dia0rams, ..?:::~?~}? schedules, insurance binders :.:.: :.:.:~c-:~4->~:.:.:.:.: :.:.:.: :.:.:.: :.:.:.:.: :.:.: :.:,: :.:+: :: ::,: :+:.:.: :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: :,:.::: ::::: :::::::::::::::::::::::: :::::::::: :::::: :: :::::::::::::: :::::::::::: ::::: :::::::::::::::::::::::::: :;::::::~:::::~ :::: :::::::;::: ::::::: ::::: ;::::: ;: :::::::::::::: :::::::::::::: ::::::: ................... ,.,.....................,. ...... · :.;.:.;.:.:.;.;.:.:.:.:.:.:. ..:::::::::::: ~?~.ntenance &.:;~¥ations CU + 2 GC34090d Semice requests, invoices, suppoding ~?~?~}~}~?~?~?~?:~::~::~:~:~:~.~:~:~?:~?:~??~ .... documentation; buildings, equipment, .... ~?:?:~}~}~}~??~ ........... includin~ work orders and oraffiti romoval Inventor, ~quipment AU + 2 GG340~0 ~arranties, purchase orders CITY OF UKIAH RECORDS RETENTION GUIDELINES COMMUNITY SERVICES EFFECTIVE , 2000 Landscape CU + 2 GC34090 Drawings, co.;:n:~:.acts, complaints, s p:::e...cifi cati 0..~ii::~ h otos, reports ........ :.:.:.:.:.:,:-:-:-. ..::::::::::::.. Maintenance & Operations CU + 2 GC 34090d .S":~i~uests, invoices, supporting ..::i:i:; ::::::::::::::::::::::::::::::::::::::::::: :::?::?::::::?:?:?::::: .... ~::iii~~:.t. ation; buildings, equipment, .::i::ii~i~i~iiii::::~::~:~ ..... ~iii~~e. ring, public faci!~es ::i!i!i!iiiii:' "' :':':':':': .... ::::::::::::::::::::::::::::::::::::::::::::::: ............ :?:::::::':?:?::::: .... i::?:i:: ::i::i~e m oW~il:: :::: ::i::i::": :: ::::: :::: ::::: :: :: :: :::h: .... ;.:.:.:.:.:-:.: .... !:.:.:.:. .... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... .~ii~iii~!i!~iii!i. · ................. :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... Maps P :~:.3...4.0.9.0.:ii? .... ' ................................................. ' ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. ::::::::::::::::::::::::::::::::::::::::::::::: "::!:i:i:i:i:i:i:i:i:i:i:i:i:: ' ' ':iiiiii!ii~iiiii~iiiiiiiii!i!iii~i!i!i!i!i!::.., '-';':':': ..... P h otog rap h s S + 2 G~0.'iiii::i::ii::~ ==================================================== ..:.:.:.:.:.:.:.:.:.:-:.:.:.:.:.:.:.:.:.:,:,:,:.:.:,:.:.:.:. Plans, Proposed CU + 2 .... ~E::~:~i!ii!i~ii!iiiii~ii!~!i:!?iiii?ii ~iii::~.uture plans, new sites, expansions ; ;:.i :' ;: ':ii~i i:ili i:i:i:i i:i:! Policies and Procedures S + 2 .......... ~:~ :~:~:..G. C34090 "::%?~i?~ii ?~ii~.[..~..es rules and regulations ::::::::::::::::::::: :::::::::::*.::.. .:.:.:.:.:: ::::::::::::::::::::::::::::::::: :.: :.:.:.:: :.:::: :.: :.:.:.:.:.: :,:.:,: :,:.:.:,:.:.:.:: :,:: :.:,:.:.: :.: :.: :.:.:.: :.:.: :.:.:: :,:.:.:.:,:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:,:.:,:.: :.:.:,..:,.:., ::iii~iii!i[::'"' .:i:i:i: ::::::::::::::::::::::::::::::::::::::::::::::: ...... ::i:i ' Museum ::~D"+ 2 ..:~iiiiiii:? '"'~~iii?:::::i::::iii:::? Books, art, gifts, donations, exhibits, ............ .:::::. ================================================================== · ~:-: i~i~? ...............-::iiiii?:i~~ .... :::::::::::::::::::::::::::::::::::::::::::::: ...... theater, music, special events, etc. .................................................................................................................................................................. :i;;;~-~;::;-'~?'''~' :::~:i:i:i?' .... ....,...-.-,..,.... ..:.:.:.:.:,:.:. ,,:::::::::: Landscaping & Maintenance ::::?:?:?:?::::?:?::: C.U.::i::~[i:::~ ::~G.C 34090 .... i?:~::~i!::~' .:~i~:?:~ii!~::~iiii::i::!~ .......... ~ii~ ~i~i~i:~.' .-::i::-. "::::::::::::' ::::::::::: ':':':':':':':':':':':':':':':':':';':':':':':':':':':':':' i!i!i!iii!i! ......... :::::::::::::::::::::::::::::::::::::::::::::::::::: ;-:.:.:.:-:.:.:.:.:.:.:., .~:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. :.:.:.:.:.:.:.:.:.:.:.:,:.:,:.:.:.:.:.:.:.:.:.:.- :. :. :. :. :. :-:. :. :. :-:. :. :. :-:. :. :. :-:-:. :. :. :-:-:. :-t~--'~-:-:~-:-:-:-:~-:-:-:-.'-:-:-:~-:-:~-:-:-~ :-: :. :. :-:-:. :-:. :. :. :-:-:.: ...-...: ~-~.~-~.o~,~-~.~-~.-~, Inventory, Equi~ii::i::i::iii[i::i::ii::~ .... "::~::i?:i::ii?:?:iiii?:i::ii?:i::ii?:?:il ii::iAU + 2 0G34090 Warranties, purchase orders "::~:i:i:i:i:i:~:i:!:i:i:i:i:~:~:i:i:i:~:i:~:i:;-, =================================== :':::" .::~i~i:?~? ............. ~::::i~iiiiiiiii~iiiiiiiiiiiiiii~ii?:i?::.~:~::. specifications, photos, reports ...... .:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:,:.:.:.:.:.:.:.. ............ Uai..n::~'ance/Operations ??~i!??~iiiii?~iiiii? CU + 2 GC34090 Includes work orders, inspection, ,:i~iii~!~iiii~iii~'' ..... .i~i~iii ':~::iii?' repairs, cleaning, reports, complaints .1111~ ................ ,:::::::::. .,.,..,..,......., ..:::::::::: .~i~? ~ii::?:?' P GC34090 Irrigation, plot plans, landscaping plans · .'.-.-.'.'.'.'.-.'.'.'.'. ..:::::::::::- iiiii~~.S & Specia!.::~ts, etc. CL + 2 GC 34091 Reports, memos, correspondence, .... ~i::iiii!iii~i~i~i~i~!i~!~!!iiiii!ii::iiiii~ ........ documentation Photographs S + 2 G034090 Plans, Proposed GU + 2 GC34090 Future plans, new sites, expansions Plaques - Parks P Historical value CITY OF UKIAH RECORDS RETENTION GUIDELINES COMMUNITY SERVICES EFFECTIVE , 2000 Policies and Procedures S + 2 GC34090 Includes rule~ii~pd regulations Railroad Right-of-way CL + 3 36 CFR L.~..acq~i!~ns, correspondence, 64.11 .... ..:: .... :,i~i~~bnts, statutory records ,11111. . ....................... ..:.:.:-:.:,:.:.:.:.:.:, .-.........,.-.-.....-...-.-.~.-...-.-.-...-.-.-.. Reports: Accident CL + 2 CG...:~..0.90 "P'~!ii~pl°yees :.:.:.:.:.:.:,:. .,:,:,:.:.:.:...:,:.:,:.:.:.:.:.:,:.:.:.:.:,:.:.:.:.:.:.:.:.:.:. .:,:.:.:.:. ........ ,.::i:i:i:i:i::" ==================================================== """"" ..,.....,.....- Others CL + 2 ~34090 .::~:~ ~::~i~i~ ......... -:.i~:??:~i~::~::~::~i~i~::~!~i~i~::~::~?~!~i~::~[~ .......... ~:'-.'~ .... .......... ~ .... ,:: ................ :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ................... ========================= :.:.:.:.:.:.:, ..:.:.:.:.:.- :.:.:.:.:.:.:.: ,.:.:.:.:.:.- ..-.-...,...................-...........,..,........................... Studies CE + 2 ~3.4090::~iii??- .... Future sit~}~~ !:!:!:!:!:!:!:!:!:~:!:!:!:;.: ..... /:!:!:¥" ..:.:.:.;.;.:.:.:.;.:.:.:.:.:.:.:.:.;,:. - Schedules, Classes & Events CU + 2 ~~i?:::~ .... Enrollment, lia§iiity releases, evaluations Sports Organizations S + 2 .... ?:::ii?:~:,::ii~i~i?~i?~i~iii?~i?~i?~i}iii?~i}i} ~:~::. t. lability Insurance Forms CU + 2 :' ..... ....... !:!iii::i::?::: !?:?:i::ii:~ .... ii::!~.. UKiAH ~~E~ ~ON~EREN~E .... ::::::::::::::::::::::::::::::::::::::::::::: :::::::::::::::::::::::::::::::::::: .... ..::iii :::::::::::::::::::::::::::::::::::::: .... '-::::::::: .................................................................... · ............. =========================:~:~ ................................................................................ iiii::i::ii .... Inventory, Equipment ..:~::?~iii?~::!i?~::!iii¢i AU +..:g~iii?' CG...~g090 ..... ~arranties, purchase orders ........................ .................... ........ ::::::::::. Policies & Procedures ..~i::i[i::::::::[i::[~ .... S +.:i::::2::::[i?:' ..:G~ 34090 Includes rules & regulations .... ! .... ~:i:~:i:i:~-' ========================================================================================= Schedules,..:~!:a. sses, Events::~i::.. iiiiiiiiii: iiiiiiiiiiii!i!!ii!i!i!i!i!i!i!i!i!i!i!i!i!i!iiiii?' · ............-......, ,..............-...-.-,-...-..,, ..... :,:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:,:.:,:,:.:.:.:. · · ..::i:::i:i.:.:.:.:.:.:.:.:.:., .================================================= ::::::::::::::::::::::::::::::::::::::::: ....................,.,.,....,,.,... .........,.....,......,,.......,....,.............,.. ============================== ·.;.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:-:.:.:.:-:- ::!,ii:ii!:!:i:i:i:i:!:!:i:i:i:i:i:i:i:i:i:i:i:i:i::.., iii:.., · .:.:.:.:.:.:.:.:,:,:.:.:.:,:.:.:.:.:.:.:.:.:.:.:. ..............,.-.-..................,...,......., -.:,:.:.:.;.:,:.:.:.:.;.:.:.:,:.:.:.:.;.:.:.:.:.:.. -.:.:.:,:.:.:.:,:.:.:,:,:.:.:.:.:.:.:.:.:.:.:.:.:.;. ==================================================== ====================================================== · ,-...,.........-.-,-.-.-.-.-...-.-,-...-.-,-.,. -,:.:.:,:.:.:,:.:.:,:.:.:,:.:.:,:.:.:.:,:,:.:.:,:.:.. -.......,..............,,....,................-, ::::::::::::::::::::::::::::::::::::::::: ..:,:.:.:.:,:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.,. ...................................., ..;,:,:.:.:,:,:.:.:.:.:.:.:.:.:.:.:.:.:,:.:.:.:.:.:.:.;. '.:-:-:.:-:-:,:-:-:-:.:-:-:,:-:, ===================================================================== :::::::::::::::::::::::::: -.:.:.:.:.:.:.: ..::::::::::-' ::::::::::::::::::::::::::::::::::::::::::: ...-.-...-.-.- ............. ............... .............. .........., ................ ..-.-.-.-. ........ .......... .-.-.-...-.-... .......... .:i!i!!iiii:i:i:i:: .-i:i:i:!:? ....................... ..:.:.:.:.:.. ......................... .;.:.:.:.:.: :,:.:.:.:.:.:.:.:,:.:.:.:. ..:.:.:.:.:.. :::::::::::::::::::::::::::::: ..::::::::::::.' :::::::::::::::::::::::::::::::: ..:::::::::::; .!:!:!:i:!:!:i:E:i:i:~:i:i:E:i:i:i:i:i:i:i:i:i:i:i:!:!:!:!~:!:!:i:~:~:!:~:i:F.~. CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: 2000 ..:.:.:.:.:. :!:i:!:?:!:i:i:?:i:i:i:i:i:i:i:i:i:i:!:i:i:!:!:!:!:!:!:!:!:!:~:~:~:~:i:i:?:i:!:i:?:i:i:i:i:i:!:i:i::r:i:i:i:~:i:~:~:~:!:!:!:i:!:!:!:!:!:i:!:!:i:i:!:i:!:!:i:i:i:i:i:i:i:i:i:~:i:~:i:i:!:i:!:!:!:!:!:!:i:! ~?i:. ..~?.;:.?:.?:::" ::?:?:?:.:-.-~ ...-:?:?:?:.::F" Assessment Districts P GC34090 .~!~c~qnformation :...:....-.:.:;:.:....:.:.:....:... y:.:.:~:?- :.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. Bank Reconciliations/Statements AU + 5 GC~.~; ;~?: ~:iii~~g!s, summaries for receipts, 26....::.~ ...... ..~~nts & reconcilia~ns, ............. .............. ..:.:.:.:.:.:., . ,................. ............. ..... . B a n kr u ptcy F il es C I_ + 7 ............... :~:?:~i~?::i:.~ ..... :~iii~iii~ .... '--.-.'.'.-.'.'.'.'. ..::::::::::.. ::::::::::::::::::::::::::: .:.:.:.:.:.- =============================================== ""'"'"'-'-'-'111 ! ! ! ! ! ! ! ! ! ! ::::::::::::::::::::::::::::::::::::::::::::::::.- · :::: ::: Budget Adjustments, journal fintries ALI + 2 G~3-'~0!t~i::iiii!i!i::!i::iiii~::. Account transfers ..:::::: - .::: :::::: :::::::::::::::::::::::::::::::: ,. Checks AU + 5 !::ii~C340~¢'iiiii'i'iiiii'!iiii!i'i' iiiii!~l.udes payroll, canceled & voided ========================= :~:-':~:~:[:~:~:i::~ . ................ .......................... .:::::: :::::::::::::::::::. Financial Statements AU .+...~l~iiiiiii?~i}iiiiiiiii!i! iiiiiiiiiiiiiii~}iiiiii~ .... '"~ :.i}~i~"~nthly Financial Statements which .... iiiill :' include Income, fi×pense, Balance .::iiiii? .... ..?::: Sheets and Cash Reports .......... ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.- ..:.:.:.:.: ..:.:.:...:.:.:.:.:.:.:.:.:.:.:.. Journals ............. : .......................... ..::;...:::::::: · .......... .......... ..:.:.:.:.:.. ........... ..::::::::::::::::::: ........... :.:.:.:.:. .......... ......... ........................ ............ ...-... :':':':':':':':':'"':':':~ .-.-:i:i:i:!:" ::i:i:i:i" Appropriation & F:xpenditures ~::!i!iliiiiiiiiiiiii::::~i~:'': 10 ====================== .:~:: · ::::::::::::::::::::::::::: ,.;:i:i:::i:i:::' ,.?-:?:~:" Litilit~ Billing .... ~ .... ~iiii~i~ii::i:' C.~i::~::i~:: ......... ~iii i::i~C34090 BlUing including monthly activ~ ....................... ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::.. ..:.[-;. ..:.:.:.:.:-:.:.:...:.:.:.:.:. ............ ~.::!:!:!:!:!:i:!:!:!:~:i::-. !:!:!:[:!:i!~iiii."'.: ::iiii ii~i! ~ !i! ! !:!:: _. ::'"':':':':'::::::::i:!'"" ........................................ :~:~:~:.::::::::::::::::::::: Consists of the General Journals with ·:::::::::::::::::::::::::::::::::::::::::::: . ............................................_._.. ====================================================== -.:.:.:.:.:.:.:,:.:.:.:.:,:.:.:.: .:.:.:.:.:.:.:.:,. .... ~:~i~ili::iiiii~i::i::iii::i::iiii::iiii::::i::::i~:.. P GC34090; * *CCP 337; Detail which shows the ':!i::iiiii~iiiiiiiiiiiiiiiiiiiiiiiii iiiiii!~ posting of Journals ...... ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... i::~'. "!:,:?.:.:.::.i!i!:.:.!:i!:.:.:.:.!:.!:~::.::.::.:~::.::.:.'.::..:... V~ucher..::~:~i~iiii~?~?~iiii?~?~i~iiiiii~iiiiiiiiiiiiii}iiiiii~iiiiiii~i~i~i?~ii~ .... "::~ii?" AU + 4 GC34090; Account postings with supporting ::::-':::::" ::i!!::::.. ..... ,.. , .'.'.'.'.'.'. ====================================================== ..:::;::.':.':' ================================================ · :.:.:.:.:.:.:.' ::::::::::. ~g, Receivable ..~iiiii~:ii~: ALI + 3 CCP 330 101, Property, Sales, etc. ............... .'.'.-.-.'.-.-.-...- ..U.:.!.: ................. ........... ....................... ............ ........................ ............ :.:.;.:.:.:.:.;.:.:.;.:.; j::::::::::-' .......................... ............................. ..::::::::::: ..:-:-:-:-:.:+:-:.:.:-:-:-:-. ..:::::::::::: · :::::::::::::::::::::::::::::::: .............. ....... ................... i :il BCE ................ ~.~...~ ..... ...~.~........................,.................,..............................,..................,., .. ;;;;1;;;;'~;;~;i;"'-'-':':':'"'"'""'"'"'" '"'"' '"'"'"'" '"'"'"' '"'"'"'"' '"'""'"'"'"'"'"' '"'"'""' A'~.t.~ii~able AU + 4 CG34090 Invoices, check copies, supporting documents Travel Records CU + 2 GC 34090 Vehicle Mileage Reimbursement Rates S + 2 GC34090 Annual mileage reimbursement rates CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: 2000 Warrants Paid AU + 5 ..;::::::::::... ,;.:,:,:.:.:.:o. ..i.! i i.!. Warrant Register AU + 2 GC 34090.7 .:~!~[~!~?:~ ........ ..:.:,:.:.:..-.:.:.:.:. ..:.:.:.:.:.:.- ~111111111111 .i iii i ,: :!:!:i:.:: :i:i:i: ~:i:i: -':-::!:: :.-':!::" · .:'..:iii~' :::::::::::::::::::::::::::::::::::::::::: :::::::::::::' ..;.:.:,:.:. :[ii!i~iii;:'![ ..::iiii!iiiii: "::;:.-':.::i:i:i:i:.::i:!:!::'::-:i:i:i::':.::i:i:~::':~:!.: .... ::i:i:i:i:i:!:" Accounts Receivable AU + 2 ~34090 ..::?:::}i? ....... %?~i!iii!i!ili!i?~ii!iiiiii~!i!i!!iii~!i!iiiiiii~iiii~i~?:i~ ..... :::::::::::::::::::: · '::::':':':" ::i::~ii?:i?:i?:iii::i::i[ii:! ............. i!::~:? .... ::::::::::::::::::::::::::::::::::::::: Airport Billing Charges AU + 2 :::::?::::::::?:::::::::::::::::::::::::::::??:::::?::: Includes -.:.:.:.:.:.:.:.:.:.:.:.:.:.:.;.:.:.:.:.:.:.:.:.;., Airport Payment Book AU + 2 .... ?:?:?::::::?::::::?:?:::::::?:?::::::::::::?::::::::?:::::::::::::::::::: .... :.!.!.!:!.: .... Applications CL + 2 ~iii~'C340~:""~!~}iiii!~iiiii!!iiiiiilililiiiii ii.i.~!jtY connections, disconnects, ......... ~:~ ~:~ ...... "::%iiii!iiiiiiii iii~i~!~.t'ers, service ....:...:...:...:.:.: :.:.:.:.:.:.:,. .:,:,:..-.:.:.:, :.:.:.:.:.:.:.:;....:.:.:.:.-. Bad Debt Write-Off 7 .... ~i~i!i!~iiiiiiiiiiiiiiii!!iiiii iiii!iiiiiiiiii?~iiii::::i~:., .... ~::::ii iiiiiiii? .... ...::!:!:!:!:!:!.!.:.: .......... :.!:::::! :::::::::::::::::::::::::::::::::::: ... .~' ..;.;.- Billing Edit Lists ..::~!iii? .... .::::iii?~ !!i~iiiii}!iiiiiiiii!iiiiiii!i!i!i}~ii::~.-~::.:.:.::::~?:~? Shows the detail of utility payment Closed Purchase Orders .::i:.~::ii~:i!~:i:i!::i:.,~'AU + 5!!~?i .... ...........-........'ii!iiiii?:~:':: ....... Copies ...........-.............. · ........... ...... ....................·...... ............ ........... -'-'-'-'-'-'-'-'-'-'-, · · -'-'-,'-'-'- ..::::::::F Paid Documents.:.:.:.:.:.:.:.:.:..:-'~:~:~:~:~:~:~:~:~ .... AU.:~ii~:' ..::::::::::.' ............ Invoices .:!:!:i:i:i:i:i':' ..:::::::::::::::: ..::i:i:i:i:.:." .:.:.:.:.:.:.:.- .:.:.:.:.:.:.:.:.:.. ....... · · ...~........ ....................... ..:::: ::::::::-' Reports·.:::.. .... ?:::ii~!~ii::~::.. iiiiiiiiiiii:: ;~i~i~i~ii~i~}~i~}~i~}~!::::::::~::~?:::::i~::i~iii~??~i :?' Check register, reports from weekly · """""""""'"'""'"'""'"'" ' ~"""'"'"":"""'"'"""'"'""""""" ==========================::i Repo'~i~!~~.ment~iiii~ii!i!!ii!!iiiiiili!iii!i!iiiii!iiiil}~i!::i~ .... AU + 4Sealed, permanent copy & Finance Director approved ...... ii?:i::i::i?:i::i::ii!ii::i::iii::i::i::i!iii::':iiii! .... "::ii::ii!iiiiii!ii?iiiiiiiiiiiiii?iiiiii! iiii~'U + 2 GC34090 Customer name, service address, ..~:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:·:.:.:·:·:.:·:.:+~ ...... ~?:::i::i::ii?:i::i::i:..?:i:~i:~i::iii::i::?:iiii::iii~?:i::?:ii~:i::i::i~i~:i~:i:~iii::i~ .... meter reading, usage, payments, ...... ~!::ii?:? ......................... ~::~::iiii~ii i iii i ! iiiii i iiii i i iii i i?~i}~i!::!~ ..... applications/cancellations . ...-.-.-... ........ .....................·...............·............... ............. · ...-...... :::::::::::::::::::::::::::::::::::::::::::::::::::: ..?:::ii?~iiii::i:' being posted to the General Ledger ....... ...·...·.. ........ · .'.'-'-'-'-'-'. ..:.:.:.:.. ................ ..... ~ Receipt Register ::ii??' AU + 4 Cashier balancing · ._....._ ..... . !'!';'..'!'.' ............ .:.:.:.;.:.:.:.:.:.:.:.: ....... · :.:.:.:.:.:.:.:.:.:.:.:.: ..:::::.'::::-' iii~}::~eceipt Stub.s..::?:::??:' AU + 4 Daily packets from the front counter- ..!.:.:.:.:.:.:.:.:.:.:~:.:-:.:.:+:+:-:.:-:~:+:.!.:.:.:-:.:.:.!-!.!.!.~.i.i.i.i.i.i.i.;.;.. .:!:i:i:i:i:i:i:i:!:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:!:i:i:!:i:i:!.':'-'' '~~i~iii~i~t's, Customer receipts AU + 4 GC34090; Checks, coins, currency ........ !:!~:.~iiiiii!iiiiiiiiii:i:~ .......... COP 337 Dump Charge Tags AU + 2 Dump Misc. Billing A U + 2 Emergency Response - Billing AU + 4 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: 2000 Emergency Response - Paid AU + 4 ........ .... -~i::i~ ..... ..i:i.-?:i:i:!::~ .111111I .:!i!ii.. ..::::::::::::.- Financial Statements AU + 4 ~:~g.t..hly.:.~i~'ancial Statements which ::?:ii~ii~hcome, Expense, Balance ...-:?:iL .:~i::ii::!i!!!i!i:~ii::i~. .:~i~ Cash Reports ../.:::.:.'?'::i::.': ......... ~:':':':':!:':: ..................... !:':::'.~:!. :.:.:.:.:.:.:.:... ................. ..:::::::::::::::.:::.:.:.:.:.-.-...-.-.-.:.:.:.:.:.:.. ..:::::::::, Invoices AU + 2 G..~t090 .:: ili~~i!~i~..r., fees ow~i~i::~)illing, Misc· Billings AU + 2 ~ .......... ii~iii!::ii::~::~i~?:ii!iiii~? ........ ~:~:~:~:~:~:~:~:~:~:~::':~:~:~:~:~:~:~:~:'::~:~:~:'":~:~:~:~::' ':i:i:i:i:i:i:i:i:i:i:i:i:i:i:~:i:~:~:~:~:~:: · ........ :::: :: :::::::: :::::::: :::::::::: :::::: i: !: !:i:!: !:! :i:i: i:!:i:i:i: !: i:i :ii ii i il i i il il il ii!ii i i i il ii! i il ii!ii ii i iii!iiii!i i i~ii ill i iiiliiiiiiiiiiii!iiiii!i !i !ilili!!ii!i iii i i iii i iiiiiii i!iill i i i i i! ..::.;:i:i:i::'::i:.::i:i:i:.::i:i:i:i:i:i:i:.::i:i:i:.::i:i:.::.::.:::, i: i i!iADMi NIS i EiiiiS E!R iC =========================== ::::::::::::::::::::: Agreements T + 4 ...... i:!i?:i::ii:: ::::i~CP 337.... ~::ii~i~i!iiiiiiiiii iii!~ing concessionaire, facility .... Aircraft Storage iiiiiiiiiiiiii ~':'' Parking · .,.,.,..,.. .,.,.,.,.;.. .... · ':':" ":':':': .'·'.'.'.' ....·......-.....-. .'.'.'.'~.' Bonds .:~i!i!i!i!i:iiiiiiii~:iiii; Ct- + ...4:'iiii?' CCEi~'337 Revenue Bond Documentation .:·iii:.:::.:::.iii:.i:.i:.::!? ......... '~:~:~:~:~::' ..;i:.:.:.:.:.:?: Development .:~ii~!~i~:ii~i~?:~ .... ¢1.,-i~i~!~ ~'~ 337.$ Housing; Industrial Development ::::::::::::::" ::::::::::::5::::::: ..:. ,.:::::::::~ Security..::?:::ii?:~ ....... :::::::::::::::::::::::::::::::::::::::::::: ~::i~::i~iiiii::i::iii::i::iii::i::?:ii?:?:i~?~ C340~0 Documentation created and/or .......... · '-":-:-:':':':-:':':':-:':':-:':':':':':' :i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:. :.:.:.:.:........:....., . .;.:+ :.:.:..-.:+:.:·:+:.:.:.:.:.:·:.:.: ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.~.. .......................................................................................................................... received in connection with the · :::::::::::::::::::::::::::::::::::::::: ======================================================= ..........·.·...·.·...........·., · .:+:.:.:+:-:-:.:-:-:-:-:·:-:-:-:-:-:-:-:- '.:.::::~:.:;:':~:-.-.-.-.-. '.:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-. ====================================================== '"':':.:.:-:-:4.:.:.:-:.:.:.:-:.:.:.:.:.:.:.:.:.. '.:.:.:.:-:-:.:.:-:-:.:-:.:.:.:.:.:-:.:.: :.:.:.:.:., .... i:!:'::i:i:i:i:!:!:i:!:!:i:i:'::i:i:i:'::i:i:i .... "?:i::i::ili::ili?:i::i::i::i::i::i::~ iiii .... · ...:::::.' ====================================== Budget Opera.~g::i::~P...!~l::::i::iiii::::?:::~ .... "::~::iiiiiiiiiiiiiiiii?:': S GC34000 Departmental Reference "i'i'i'i';" ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:....:.:.:.:.:.:.:.:.:.:.:....:.:-:.:.:.:.:.:.:.:.:.~. .':::::::::::::: ........ '::i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:!:!:i:!:i:!:!:i::.. CorresR..o....~'nce .... ~iiiiii~iiiii?~iiiii?~'ii??~iiiii~iiiiiiii::::~ ........................... ...... CU + 2 GC340O0d ~orking documentation if not attached .;::::::::: -- :::::::::::::::::::::::::::::::::::::::::::::::::::::: .... ~:~:~:~ .... ::::::::::::::::::::::::::::::::::::::::::::: .... to agreement or project file ..:.:+:.:.. :.:.:.:.:+:.:.:.:+:+:+:·:·:.:·:+. :.:.,.:.,.:. .,-,......-.......-..............:. .... ....-.-.....~ :.:. ::::::.:. · ...... ...... G.[~, Community/LirbaOi?~'iopment Ct. + 4 24CFR Proiect files, contracts, proposals, ..... !!~!)des CDBG) ..~iiiii:?' 570.502(b) statements, reports, sub-recipient :~i!?~!??~!~!ii??~!i: ..?:::ii? (3); 241 CFR dockets, Environmental Review, grant i~iiii~i~iiii?~iii::?~iiiii::i ......... ?:::i?:: ~5.42 & OMB documents, applications, inventory, iiiiiiiiilililiiiiiiiiiiiiiiiiiiiiiiii!i~ .............. ~?:iiiiiiiiiii::::~ Cir. A-110, consolidated plan, etc. Includes · .:.: .:.:.:.:.:.:.:.:.:.:.:.: .:.:.:.: .:.:.:.:.:.:.:.;.:.:.:.:.:.:.:.:.:.:... . ..................... · · Billing/Customer Receipts ALI + 2 GC34000 Billings, correspondence, complaints CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: 2000 Dailys' AU + 4 Daily sales:.~.llons and charges .111111I .:!i!ii.. ..:-'~:i~:~:i-':; Invoices AU + 2 GC34090 .:~j:es.:~'for fees owed, billing, ....... ili!~ai!3bcuments ..::!:i:i:i.:. .:, ===================================== Jet Fuel Tax Return AU + 4 .::i::i~?:i::iii~?:~~ ........ ........ ............... Rates S + 2.:.:.:.:.:.:.:~34090 .... ........ .......,.... i:.iiiiiiiiiiii!:: ..::::::::::-' :.;.;.:,:.:.:.:.:.:., ..;:::::::::-' :::::::::4 :::::: :: :::::::::: :::: :::::::::::: ::::!:i:!:!:!:i :::::::i:i: i: i:i:i:i:i:i:i:i: i: i:i:i: i: i:i:i:i: i:i:i:i:i:i:i :i: i:i :i: i:!:i:i:i:i:i :i: i:i:i :i: i: i:i: i: !:i :i:i:!:i:i: i:! :i: i:i:!: !: i:i:i: i:i ':[~i!iii~i!i!i!!!i!!!!i!i!i!i!i[iii!iii[iii::... ' '~""""" :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: Annual Financial Report GL + 2 ~i~340~t~::::?:?:::::!!i::::::i::iiiii !i':lndependent auditor analysis · ::- ================================= ::::::::::::::.. Bonds CC + 10 ....... ~:~:.~i~!i:::: :::::iGC3a001 ?!'i'i'i!ii'i'i' 'i'i~ii~bond documentation Budget Operating (copies) $.::~ii;i~ii}~iiii!::~:~ ............... i?~i}i~ i}i~~O ..... !::i!~i ::'::~epartmental Reference ::[iiiiiii::" ....:iiii[i~:" :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: + 2 .... ~i~?' G'~~i~iii!iii~;" Documentation created and or Hearing or Review .:~iiii:iii?U-'-'-'-"===================== OM~ii~5!~:~3 received in connection with an audit """'"" ::i:i:i:.~:' ..?:::ii ..?:ii:~? ..... .~: hearing or review '~?~'~'~'~'~'~'~':':'; .... .............. ........... Reports :..~iiii:~iiiii!i~ .... AU::i~::i~ G~34090; Internal and/or external ..:.. ..::.-:::::::5. i:::::::::: ========================================================= · .,.-........................... .................................... Reviews,..:t.~i~l/Fxternal:~i~iiiii!i: G~iii::i::i::i!i::!iiiiiiiii?:!::~:~ .... GC34000; Daily, weekly, monthly, quarterly or · .'.'.-.-.'.'.'.-.'.'.-.-.'.'.-.-.'.'.'.-.'.'.'. ===================================== ::::::::::~' ................ ............................ :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .................. ::::::::::::::::::::::::::::::::::::::::::::::::: ............ - ............ Billin:gii?djustment, and ~ii~i~i'ers T + 5 G¢340~0; Paid & reports ., ....... ......... ......... ........ ,:.:.:.:.:.:.:.:. .:..-,:.:.: ........ .:::::::::: ~!~d business files .:~::?:::i::? T + $ GC34000; ........... ..:.:¥:¥:-- ....................., ............ .............. .-.,))))T" ................ ................ iiii~~:Begist~..r.:::~iii~::~alty Register 1 + 5 G¢34000; ~aid and reports :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ..... CG~ 337 ============================================================================ · ==================================== '!:!:!: :i:!:i:!: :!: :i: ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: Fixed Asset Records L + 4 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE' 2000 Inventory AU + 4 GC34090; Reflects pu.~ase date, cost, account 26 CFR 301 n~mber=<.:.:.:.:....::¢:iii~i!~?:=~ .... ;::::=..::::::::::., ..,*.*..,.,-.- 65-1(F) .......................... :::::::::::::::::::::::::: ..::::..:::::::.' i:.i:.',:i!i!i:.',:i:.i!i::.:.;.:i:.~:.b:(i:.i:.i:.',:::" Surplus Property: Auction AU + 2 (~c..~p :=i i!~~ili~?:..p=.roperty .::====!::'!!==i!:;'"' ====================================================== :::::::::: Disposal AU + 4 .G...~t090; ..... :i::~:~{~i:~!}~les of equ!.p..:~:~nt ~:P 337 ......... . ..... -.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:*:.:.:.:*:.:.:......... ................ .=.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:,:.:.:.:,:.:.:.:.:,:,:.. Vehicle Ownership & Title L :~ii~:~::i~ .... Title transf~i~!¥ehicle sold ~:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ..::i:i:i:i::*' =========================== ::::::::::::::::::::: · ...,:.: .:,:..., -,:.:.:.:.:.:,:,:,:. :,:.:.:.:.:,:.:.:,:,:,:.:.:,:. Billing/Customer Receipts AU + 2 ...... :::::::?::?:?::?::::::: :?:i~34090 ===================== :i:i:B.:i~i~'s, correspondence, complaints .,.-.,.,.....,.........o...-.. ,..-......,,........ .....:.: ,:,:.=.:,:,:.:.:.:.:,- ·..;.:.;.:.:.:.~.:.:.;.:.:.:.;.t.: ,:.:,:.: ........ ========================================= ::::::::::::::::::::::::::::::: :::::::::::::' Invoices AU..~:=i~i~:~ ............. ~:~::::i::ii[: iiiiG~90 .... ~ ?'Copies sent for fees owed, billing, ..... . ........................... .:.:.:.:.:.- .,:.:.:.:.- ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. Rates .... I ':: iiilg + 2 .... ii:::::::~ .... GC~.~i:i::!:::: .::::: .:::?:::::? .... .... ...... .......,... _.....................,..,.,.........:-.,...........::: Communi~iii~:...i~elopment.B!~~nt & T....?:::::::::?:?::::?:?::::?:?::::?~?:?:?:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... GC34090; 24 Applications, reports, contracts, Urban D~i~i~nt ==========??====?========?=====?=?==??===?==?== .... ::::::::::::::?:::::?:::::::::: ...... CFR 570.502; supporting documents; *OMB Cir. A1 24 CFR 102, A-110, A-128 ================================================== ==================================== :::..:::*.:-: Financ<~FReports ..:~::iiii~iiiiiii! .... procedure .............. · '-'-'-'-'-'-'- =:=:::::=:. U..==~'ccessful .~¢:;::::=:=i~ CL + 2 GC 34090 Applications not entitled ======================= ..::::::::::- ::::::::::::::::::::::::: .:::::::::::~ · .,.......-,......-,...... ..:.:.:.:.:.. ::::::::::::::::::::::::::::: ..::::::::::::* ================================================================================:~:~:~:~4~.~:~:~:~: :.: :*:. :.:.:-:.: :-:: :.:-: :.:.:: :.:*:.: :.:.:-:.: :.:,:: :.: :.: :.:: :.: :+:.:--z.:¢~.~..R<.:4444.:: :: :::::: ::::::::: :: :::::::::: :::::: ::::::: ::: ::: ~::;::::~2-.-'.-:: :: :::: :::::::::::: :: :::::::::::: :::::::: ::::::::: :: ::: :::: :::: :: :::::: :::::::::::: :::::::: ..................... ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ~..-f~.-.-~.?.?.-:ff:._-¢:.-._-:-f.y:-;~-¢fffff~ ................................................................................ *.:.:.:,:.:.:.:.:.:.:,:,:.:.:.:.:.:.:.:.:.:.:.:.:,:.:.:.:.:.:.:.:.:.:.:.. B~l~~'~r Receipts AU + 2 GC34090 Billings, correspondence, complaints Collections CU + 2 GO 34090 Daily Records, usage Invoices AU + 2 GC34090 Copies sent for fees owed, billing, related documents CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: 2000 Rates S + 2 G634090 .... ~::'- ..::i:!:i:i:i:i:" ..::::::::::::-' .1111 i 4:::; ;:-:::-:-::::" :,:,:,:.:-.', ..::::::::::::.' ,:+:.:.:.:.:.:., ......,....... · ::!:i:i:~:~:!:!:!:!:i;:. ..':i:i:i:i:i::" ;:i:i:i:i:i:i:i:~:i:i:~:i:i:;-,.;-i:i:i:~:i::" ........... .:-:.:.:.: .... :.-..-..:.:.:.-..-..:.:.:.? .-...!?::!.!.!.!.~.i.i?i.i.i~ 'iiiiiiii[[iiiiii[~iii!:::: ...... ;iii[iiii:: .... :::::::::::::::::::::::::::::::::::::::::: Billing/Customer Receipts AU + 2 e~~~''' Billings, co~:i~8'ence, complaints '::~i¢iiii¢i~!i::iii!?:i::~i::i?:::i::ii::::i::iii::~ .... Cash Posting Register AU + 4 Citations/Tickets CU + 3 Invoices AU + 2 .... ::::?:::?:?:?:?:?:::: ?:?:~:C..34090 s sent for fees owed, billing, =============================== ::::::::::::::::::::: .... ::.?:?:::::::::?:?:?:?::::?.-?::::::,:'::::?:?: ?:?::::?:::::::::::::::::d::::: .... "::~:[~i i?~i~ted documents ,.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:,:.:.:. :,:.:.:,:,:,:.:.:.:,:::,:.:.:.:,:.. :.:.:.:.:.:.- i 1.1,1 i .... Late Notice and DMV Lien Notice ~?:i~"3 Registers .:i!::i :.:'i:' Paid Parking Citations .... ...-.-,-.-.-.-.-.-.-,-. .;5:::::::: ...:ii::.-';'i::i::i::i?:i::i!ili:::!' ..::~iii~i~i~:" ..:~!~i~i:' Parking Permits .:~ii.!::iii.!?" GL ~ii~i:' G~;-34090 · .-.,.-.-.-.:.-.. ..:,:.:.:.:.:.:.:,: .,:-;.;-:.:.:.' · .,........... ............ ..., :,:.:.:.:,. Rates .... ~ .... iiiiiiiiiiil~' S~::~ii~ii::ili::ii!~ ............... ~:~?:i?:iil i?:iGC34090 ..:::.. · .:-:-:,'-'-'-'-'-'. ========================================== ::::::::::::::::::::::::::::::::::::::::::::::::::: S u m m o n.s ~ ........ ~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:. 2~ ~i~ ...... =============================================== ' ':'::!:i:i:!:i:!:i:i:!:!:!:!:i:i:!:!:!:!:i:i:i:i:!:i:i.. --..:.:.:.:.:.:.:.: ...... ":~i:i:i:i:i:i:i:i:i:i:i:i:!:i:!:!:i:i:i~:i:i:i:i.':.::.. ======================================================= Tickets .... ~:::~?:iiii?:::::iiiili?:iiiiiii::::::i!iiii?:i!iiii::::~ .... ::::::?:?:::::::::::?:::?:?::.!.::::::?:::?:?:::::::?:::?::::: ...... 3 .-~.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:-:.:.:.:.:.:.:.:.. · ================================================= ..:,:.:.;.:.:.:.:.:.:,:.:.:-:,:-:.:.:.:.-..:.:.:.. ================================================== ====================================================== ,.:.:.:.:.:.:.:.:.:.:.:.:.:.: AdjU~:ents AU + 4 GC34090; Audit purposes ..?:::iiiii?" 29 CFR .::?:~i~i:::~?:~ ...... .....:':':':':' ..... 516.5-516.6 ..-.,.,.*,-,,.:.,, ;.:.:.:.:. .:9;~;~;~;~;~;~;~; ..:~:~:~:~:~' .'.'.'.'.'.','.'.-.'. ..::::::::::. :i!B~flt Distribution ..:¢:?:i::i~:' AU + 6 Benefits employee received during pay .........~......~........., ..:.:.:.:.:.:. ............... ..::::.:.:.:.: - ~i}iii?~iii?~i~i~?~ili}iii~i::~ .......... ~i~i~i~::~:?: period ~i;!i~i~i~'"~ii~{~i~!~i? .... AU + 2 Pay period category information ================================================================================= Cl:i:~l~?:~:?~:~ ......... AU + 5 Copies of payroll checks Check Register AU + 2 GC 34090 Employee name and amount of check CCP 337 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE' 2000 Deferred Compensation T + 5 GO 34090; Records of ~loyee contributions and 26CFR ~ paym..e:'~:"*29 CFR 1627.3(2) .::::::::::,:-. ..::!:!:i:::i::" Direct Deposit AU + 5 .... .... :::::::::::::::::::::::::::::::::: ::::::::::::::::::::::::::::::::::::::::::::::::::: :::::::::::::::::::::::":'!:!:!:!?!';'~';';'!'!'!'!'!:!:!?;': .!.i-- Employee Distribution 5 .:i::i!::i::?:ii?" ..~.:, i::ili~i~ii~..r, ol,- detai!!i¢iii; .::::::::::::. Employee Time Sheets AU + 6 :"-'"-~"-' '~:~ ' ~.0...:,9..:~::~9 Signed r audit & FEMA by' ~::......~":fo ================================= '~ii~i]i~i::2, Reports .... :::::::::::':'"' ::::::::::::::::::::::::::::::::::::::::::::::::: .... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: *20 CFR 516.6(1); IRS Reg. 31.6001- .... ¢:::?~ii?::;':'"::iiii~ii~iii~ii~iiii~ii!iiiii~i~iii:::;: l(e)(z); R&T 19530; LC 1174(d) ..::::::' "':: :!:!:~:~:!:~:~:~:~:!:~:!:i:!:!:!:!:!:! Feature Distribution 25 ~::ii::i;;" .... ::::::::::::::::::::::::::::::::::::::::::::::::::: ~::~::~i~?:~ .... .... ;~::iiiiiiiiiiiiiii'iiiiiil ii?~rate all pay codes, ABT's and list ........ ~:~;~i~:: ~::~i~;~:~ .... "::::iiiiiiiiii::i::i !ii?:~f..:i~ployee per section ======================= ::::::::::::::::. ============================= :::::::::::::::::;:, ':!:::!:i: !:i:i:!:i:!:::i:!'i'!':" ...... i:ii?:i::i?:i?iiii::!::!i!:::i!::!:: i::!iiii::i::iiiii::iii!i::i!:i.:. '.::i: :~:~:~:~:~:~:~::.' Federal & State Reports: Payroll AU ..... ,.i:.ii:i.! ..... !-!-~.!-: ":~:':;:!:~:i-~:::i:i:i:!:i:i:!:!:!:!:~:!:!:!:!:i:~:~:~ ............... ...... Interface to Financial Journals ..::i!ilili:.?.i:.i!?.?~ ..:~:.:::.:::.?.::!?' ..:~:.i?,!:,!i;" ........... .':':':':':':" .::::::::::.- .,:.:.:.:.:,:.:,:.:,, ,.......,....- ..... Labor Distribution ::¢iiiiiiiiiiiii~ .... AU..;ii~!i~ ~ 34090 Costs by employee and program · .-.,......... ,.......,...,...,.... - ..... .................. .. ,.....,.... Ledgers .... ~ ....... :::~:::;::?:::?::::: ::::i::::?:::i?' ~Uiii~ii~iiiiiiiiiiiiiiiiiii!iiiiiii!ili~ " ,.:.:::.:.:-:,:-, ,.;-:,:,:.:,:,:.:.:.:.:.:...:.:.:.:.: ~.!.!.!-:.!.i.!.F.:., :.:.:.:.!-!.i.i.!.!.!.!.!.!.!.!.!.!.!.!.;. ==================================================== ":':':':':+:':':':':':':':':':':':':':':':':" .,.,.,...,...,...,...,.,.,. ......... of eauo ions PERS, Sociatii~~i!i~::'}iiii!iii!i:~ii::i~ ..... "::~i::iiiiii?' P 29 CFR EEOC/ADEA .:~.:iiii~~ .................. 34090 ~bctive-~on Productig~iiReport CU + 1 ................... ............. ...... ...... ;-:.:-:4.:-:.:-:.:.:-: ............ ...........-.:......:.. :!i!~::ter .... ~i::iiiiii::::~:' P GC34090; Labor costs by employee & program !'!+:'!'!'!'!'!'!'!?~'!'!'!'!'!?i'!'!':': . ::':i'!'!'!'!'!'!'!':':" '~ii~~?:?~ ..... T + 3 GC34090; 29 Deduction authorization, beneficiar~ .... ~:::::iiiii?~?~i~:ii~i~i~i?¢:¢~ii?:II::~ ........ CFR 516.2 designations, unemployment claims, garnishments Vacation, Sick Leave Report CU + 1 Validation AU + 2 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: 2000 Workman's Compensation T + 10 Reports, wo....r:.~g files .11!111I ....... .Yi?:~ ..... ..:.:.:.:.:.:.. ..::::::::::::.' ::~::::::~::::::::::::~:::::::::::::::::::~:::::::::~:::::~:;:::::::::::::::~:::~:::~:::::::::::~::::::::::::::::::::::::::::::::::::::::::: ..................................., .,.........,.......................,.,......... ,...........,..............................., .......,...............,...................,.....,.,...........,... ..:.:,:..... :.:.:.:.:.:.:.:.:-:.:.:.:. :::::::::::::::::::::::::::::::::~::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ..::!:!:i:i:!:~:!:i::':i::::"" .:.:.:.:.: :i: ::::i:i:i:i :i:i:i:i:!:i:i:? :E: i:i:i:!:i:i:! :i:i: i:i:i:i:i:i:i :! :137:i :i:i:i:i 31: !:i:! 3 i:i:i 3 i:i :1:131 :i 3 i:i :131:! :i:!:i:i:i:i4 :::::::::::::::::::::::::::: ::::::::::::::::::::::: ::!:i:!:i:i:?::' Ad mi n ist r a ti o n P:.:.:.:.:.:.:.:..'--'-'--'-'-,"'~ 3 4 0 g 0 .... Financial Records P '~a.ogo?". `~:ii~i~!~ii~ii~ii~i~i~i~!~i~i~ii~!~!i~.~.~...~..~.~.~.`..~. ::::: ............ :::::::::::::::: ........... '":i:~:i:i:i:i:i:;:i:~.;:i:~:~:~:~:;:~:~:~:~:i:i:;., -.:.:.;.:.:.;.:.;.:.:.:.:.;.:.;.;.;.;.;.;.;.;.;.;.. ========================================================= Management Reports 2 "::!:i:i:[:i:i:i:i:M:i :::::::::::::::::::::: .... .... .:.: .:.: ..... '::i:i:i:i:i:i$i::': i:i:!:i:!:.-'::':!:!:.:::':!:~:!::.. ..:.:.:.:.:.:. ;.:.:.:.:.:., -.:.:.:.:.:.:.:.: ,:.;.:.:.:.:.:.:.:.:.;.:.:.:.:... .... iii? .... ~i:i:i~i~i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i~i:i:i:i:i:i:i:i:i:i:i:!:i:i:i:i:i:i:i:i:i:i:i:i:i:i:!:i:i:i:i:i:i:i:i:!~i:i:i:i:i:i:i:i:i:i:i:i:!:i~i:i:i:i:i:i:i:i:i: ~ ,.;:;:;:;:;:;:;:;:;:-:-' ...... -:-:;:;:::::: :::::::::::::::::::::::::::::::::::::: ......... ::::::: :::::::::::::::::::::::::::::::::::::::::: .::::: ................ Bids, RfO's, REP's A0iii~""4 ...... ...... ,:~iii?~ilI ~::::i~~~.~:~:~:~?:ii::ii?: Requests for Qualifications; Requests '""'"" ..:"::::::-" "?'"";:'""i:i:""i;""i'~ "i¢i~i:M:i:::' Successful :~i~U + 5 .... ~:-' C~f:~¢:f:~¢:f:~?~ .... for Proposals regarding goods and ::::::' ;.:.:.:.:.' Unsuccessful ..... ~i::ii [i:'CU + 2 ..;;ili?::? '?~}~?~}i!i::i!i!?:i::?:!::~ ...... services *GC25105-1' GC34090 ..... ::!Si:i:' Requisitions .::!::!i!!!::!!!i!!!ii!i ....... ..;iii!!!!?:"............:,";!!::iii?: .... ......... .;::::::::::::::. ............ Purchase Orders ~iii?????:' Al~li::i~::i~. ...... ~:~ ii~34090; Original documents ..::':'.'::!i:: .... ::::::::::::::::::::: :!:E:i:~' .............. ..::!:!:!:!:!:!:!:!:?:i:i:!:!:!:!:!:!:!:!:!:!:!:!:!:. ' ..................... Stor~iiiiiii~?~iii}?~i~iiii?~i~iiiiii~i?:i~ .... '"-::%:ii{~iii:iiiii:ii{iiii~ii{iiiiiiiiiii!iii::~ ..... C~::ii~ii~i::?~ ...... GC34090 Completed forms for ordering Vendor R~'~i?~i??~ii{??~i?~ii::::~ .... "::~:::?:~i?~i~ii?~i~iiii?~i?~i~i??~i?~i?~iii::.~:;~:: P GC34090 Alpha vendor listing of purchase ==================================================== ================================================= :::::::::::::::::::::::::::::::: ::::::.' ' :-~:~:~:~:~:~:~:~:~:~:~:~:~:~'--::~:~:~:~:~:~:~:~ ...... '"-:~:~:~:~:~:~:~:~:~:~:~:~:~:~ ..... check date ~~~~~~:~:+~~:~~~:~:~~~:~:~:~:~:~:~~~:~:~:~:~:~:~~~:~:~:~:~:~:~:~:~:~:~:+:~:~:~:~~ · :.:.:.:.:.:.' .:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.;.. :::::~:::::::~::::?":--~:;.~::::::::~::::::::::::::::::::::::::::::::::::::::::~:::::::::::::::::::::::::::::::::::::~?~.~ =======================:::::::::::::::::::::::::::::: ........ .:::::::::- ~S l:~::::::::::i:::/ P GC34090 .:.:.:.:.:.:.:.:.:.:.:. ..:.:.:.:.:. ............ ...::;:::::::: .~i?~:..rtmental .... ¢:::ii?" CU + 1 .................'--.'.--'.-.'.'.'.-.-.'-'.'--.'. ,.;.;.;.;.;.;.. :::::::::::::::::::::::::::::::::::::: ..;.::::::::::::::- !i.ii~~!ii~...n....d..:::..S...~iii~X AU + 4 GC34090; Forms 1096, 1099, W-4's and Wl2'S .:i::ii~i~i~i~i~i~?~i~ii~?~ii~i~i}~i~?~?~i~}~i~}~i~i~?~}~iii::i~i~ .... 29USC 436* *26 CFR 31.6001.1-4; IRS REG .... ~!~::::iiii?~}~i~i~i}iii~?~i}i~i~?~:iii::?:?:}~i~:~ ..... 31.6001-1 (e)(2); R&T 19530; 29 CFR 516.5-516.6 Financial, Annual AU + 7 GC34090.7 Financial, Monthly AU + 7 Includes Income, Expense, Balance sheets and Cash Reports CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: 2000 General Ledger P G034090; * *COP 337; ~..teil which shows the p....0..:,sting o.[~f;irnals d'i'?i'i'i',. . :'i'i'i'i'i';" Investment Transactions P GC34.090; ~iiii~~"of transactions, inventory & ..:::.::.:.;:!::.:: .... :.f!:!:!.':::.' '..';:!:~:::::~:;::.'::::;:¢::.'..:!:~::.'::;:f lC!., _ :.'~:~:i::,:: State Controller P ~34090 .... ~!ii¢iii"::~on~i~ii~j{ii.~.estr,0..:y:....-:.-~;r 5 years Statistics Report AU+4 ~iiiiiiiiiiiiiiiiiiiiiiii::::ii~i~¢iiii? ..... Utility billi~:~ii~i~ ...................... ===============================' "::iiii::i::..'::i:?:iii[i?:iiiii::i::iiiii::!::ii!i!!!i~ ...-:i:i:i:i:!:!:!:!:!:!:!:!:!:!:!:!:!f:~:~:~:~:~:!:!:!::. Bank Statements ^LI + 2 .... ~:i~::~i::iiiiili ii~ 3308, ":"i~::ii!ii?iiiiiiiii !}~i~:¢ing authodht ::::..::~::! 0 et ..:i ..:.:.:.:.-- .;.. ................... . ............................ B o n d s ..;:: ...:~!iiii?¢ .... : .............................. .......... .:.:.:.:.::.-.-.-.-.-.. · . l'!.. ! ! ! i , I'1'!'!'!'l .'!'!'!'!'1 Trustee Statements .......................... ===================== ..?;:;!t Bond trustee statements ^ccount Statements .;ii!ii.!iiiii:?CL'.:ii~ii::I0 .... ?:~-C34000; Monthly statement of transactions, ....... ::::::::::::::::::::: iiiiii!iiiiii!?ii?~ii! i!ii~ii~ili i?~CP 337.$ Trustee Statements .... i ........ '~::~:?;::~:.. ~i~::~:;i~?' ::: ................... ..:.:.:.:.:.:.:.:.:.:.:.:.:.:...:.:.:.:.: .:.:.:.:.:..:.:.:.:.:.:.:.:.:.:.:.:,:.:.:.:.:.:.:.. :::::::::::::::::::::: ..::iiiiiiiiiiiiiiii!iiiiiiiii!iiiii!i!i!i!i!!!:. :':':':':':':':':':':':':':':':':':':':':':':':" Ad m!.~~::. ======================================================================================= ::::::::::::::::::::::::::: ...... GC34000; Supporting doouments · '.'4.:.:.: -.:?:.:.:.:T:?:;:..'.:.:.:.:.:.:.:.:.:.:.~.:.:.:.:~.,, ..:.:+ :.:.:+ :.:.:.:.:..'.:.:..'.:.:.:..'.:.:..'.:.. .................................................... Bonds an'~ii~~?:~::. ~.:~~:~CL~:~:~:~.~..~`.~ + 2 GC34090; Paid/canceled ...........................,.......,............ :::::::::::::::::::::::::::::::::::::::: :::::::::::.. · -::.::i:i:!:.::!:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i .... :::::::::::::::::::::::::::::::::::: .......... 53921 ..... ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ================================================= :i .... Deve~p..~i!i!?:?:i:::!i~i~i~i~!i~i!i!ii!i~i!~iiii~iiiiii~iii~iiiiiiiii~iiii~i?~¢ii~:~i '"'":i~i!~iiiii?' CL + 2 CCP 337.5 I-lousing; Industrial Development i¢il;;:.::. ...... : .:.:.:. :7:-.-4..-+:-:-.--:.:.:.:.:. ?: + :.:.:.:. :. ?: +:,:.: :+ :.:.:.:.: :,:.:.:.:.:. :+:. :.:.:.:. :. :+:.,.:?+:~:. :. :.:. ;. :.:. :~ :. :. :. :. :. :. :. :.:. :.: :,: :+:+ :.:+:.:.: :.:. :. :.: ......... -:':':-:':':':-:':': ,::i:i:i:i:"' ...._._..._._._._._._.~._._. ........ ................ .............. !i?~~!~:::E.?.....C.~:!:~!~:;;~ournals AU + 4 ':~:i:i:!:i:i:i:!:!:!:i:!:!~:!:!:!:i:M:i:i:i:i:i:M:M:i:i:i:M:M:i:: ' ' '~~iii~~ble Ledgers AU + 4 · ================================ Billing/Customer Records CU + 2 GC34090 Billings, correspondence, complaints Meter Books ALI + 4 Meter Operations CLI + 2 GC340~0 Reader reports, orders CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: 2000 Rates S + 2 GC34090 .... ~ .... .1111111 ::i:'.-~. ..::!:i:i:i:i::" Statistics Reports AU + 4 .~thly..::~g~0rt for utilities. ;.:.:.:-:.:.;.:..:.:.:.:.;. ...:.:.;.:.:.' · ;:!:! ~:!:i:; ;:!.~:!:::[.;:.:.:2..:..::!::-~' .-:::.. ::::::::::::::::::::::::::::::::::::: Utility Receipt Stubs AU + 4 .... :::::::::::::::::::::::::: ,..:?:.:?:.:.:.:.: ........ ~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:M:~:~::. .-:-:-:-:-:-:-:-:-:-' - =================================================== ..... .:.:.:.:.:.:.:.- ::::::::::::: .:.:.:.:.:.:;- .:.:.:.:.:.:.: .i:i:i::.:i::::: :4.:.:.:-.'.:.:':-:.. '""'"'"' .:-:-:-:-:-:-:-:-:-:-: .... · :.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:........:.:.!.!.!, ...;.................................. :.:.:.:.:.:.:.;.:..~:.:..~:.:.:.:.:.:.:..~:.:.:. =================================== ;.:.:.:.:.:.:.:.:-:.:-:.:.:-:4.:-:.:-:.:.:.' ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. . ........ ..... '.:.:.:';.:-:.:4.:.:':.:.:.:.:.:.: .:-;.:.:.:... ===================================================== ============================================================= ..::!:i:i:i::" i ..::!!!i!!i!:: ..... ::i![ii!i!iiiiiiiii!iii!~!i~iii!~!iii!i! !~!:..... · .,..,. ......... ..;.:.:.;.:.:.:.:.:.:.:.;.:.:.:.:. :.:.:.:.:.:.-... ======================= ::::::::::::::::::::::::::::: · ....;.: :.;.... ..:.:.:.:.:.:.:.:.: :.:.:.:.:.;.:.:.:.:.:.:.:.:.:.. ...;.:·:.:.:.:. :·:.:.:.:.:.. ................................................ .,':';'~'['~'['[';';'i :'['[';?['L. "'[';':':':':' :':':';':':?E':':':': ..... . ..-:'3i:!:[:i:iSi:i:!:i:!:i:i:i:i ::::::::::::::::::::::::::: =========================================== :::::::::::::::::::::::::::::::::::::: .'-:::::-' ;:i:i:!:i:i::" ======================================================== ..;.::::::;:" ..::::::::::-' ..::::::::-' ====================================================================== ..:.:.:.:.:....:.:.:.:.. ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:·:.:.:.: ..:::::::::: .;::::::::. ===================================================== · :.;.:.:.:.' ..:-:4.:.: -~.:.:.:.:.:.:·:.:.:.:.:.:.:.:.:.:.:.:.:.:.:- ..:.:.:.:.. ;.:.:.:.:....:.:·:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. ;.:.:.:.:.- .4~.:.:~ ;.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. ..:.:.:.:.:. ..:.:.:.:.:- :::::::::::::::::::::::::::::: ..:.:.:4.: ..:.:.:.:.'....~.... ....... ..::i::...i:i:i:i:i:' ..::i:i:i:i:: ::::::::::' ..... ====================== ..::::::::-' :::::::::: ======================== ;::::::::::' ...-.-...-...-.-.-.-.-.-.-.. .:.:.:.:.:.:. ...-.-...-. ========================== ..:.:.:.:.:.:.............'.'.'.'.' ..:.:.:.:.:.:.:.:.:.' ..::::::::::::;' ::::::::::::::::.' ..:.:.:.:.:.:.:.: ..::!:i:!:i:F ;::::::::::::::~ ,~::::::~:::::::: ..;:;::::~:::-' ;:::::::::::::' ======================= ..:;::::::::::::-' ... :::::::::::::~;.:.:.:.:.:.:.:.:.:.:.:.:.. ....:.;.:.:.:.:.:... ..:::::::. :::::::.~::: -:.:.:.:.:.:.:.:.:.:-:4.:.:.:.:.:-:.:.:.:4-:-:-:.:.:+:.:-:.' .~:: .... ::i:i:i:E:i::·. :i:i:i:i:ir ....... ..;.:.:.:.:.:.:.:.:.:.:.:...:.:.:.:.: .......................-...-.......*................... '";': ':':':': ': ':" ..;.:-:.:-:.:.:.:4 ~.:.:.:.:.: .:.:.: .:.:- :::::::::::::::::::::::::::::::::::::::::::::::::: . ...................... . ============================ ================================================= :,>:.:-:,:,:,:.:.:.:,:,x-:,:,:.:,:,:-:,'. · ....................................... :,:.:.:.:,:.:.:.:,:.:.:.:.:.:.:.:.:.:.:,:.:.:.:.:.. =================================== ..:·:.>;-:.:4-" '-'-'-'-'-'-'-~'-'-'-'-'-'-'-~'-'-'-~'-'-'-'-"'- ~:::::::~.'-' ==================================================== ...... ================================================== ..;:!i~i!ii:~i::"====================================================== .:;!:!:!::~:r ...4iiiii!i!::" ::::::::::::::::::::::::::::::::::::::: ....... .:iiiiiiiii!iii!' ::::::::::' .:.:.;.:.:.:.:.:, .:.:.:.~: .:!:!:!:!:!::::::::: · i:i:~:~:~:i:i:~:~:i:i:: .;::::::::::-' ===========================·.:.~::::::::' '-:-:-:-:-:-:.:.:-:·:-:.:,:,:.:.:,:,:4.:-:.:.:.:-:.:-;-:-:-:-:-:-:-:-:-' '.:.:.:.:.:4.:.:.:.:.:.:.:*:.:.:.:.:.:.:.:.:~.:.:.:·:.:.:.:-:.:.' '-:-:-:-:-:-:-:-:.:-:.:.:-:-:.:4-:-:.:-:.:.:-:.:.:-:-:"' lO CITY OF UKIAH RECORDS RETENTION GUIDELINES FIRE EFFECTIVE: 2000 .;.=.:.:.:.=.:. ....... Books, Fire Code S + 3 GC34090.7 .~:=~!i=:i~i?b Code; include ePS CCP 3~0..,5 ========================= :::::::::::::::::::::::::::::::::::::::::::::::::::: ..... v.......-.......-.. · ' ==================================================== ....... Correspondence CU + 2 e .C..:~0d ........................................................~'"~i~i~mentation if ~attached .............. :?:?::::::::::::::? ::~::ii "'a ~:projec ~:' i;;;;;;;;;;;;; ...... ;;;;;;:: ........... :::::::::::::::::::::::::::::::::::::::::::::: ..................... ..,............ ........ ,..:.:.:.:.= ...... ..................................... General Orders, Policies/Procedures S + 2 ~iiiii::ili::iiiiiiii~!~ .......... ~ .... ' .................................. := ................................ :i~iiiii~ii!iiiiiiiii!iii!iiiiiiiii!i!iiiiii!:': =================================== -.:.:.:,:.:.:.:.:.:.: Inspections, Fire Prevention CL + 3 U~?~i~.i~i~~ Alarm/sprinklei%'ystems, prevention ................................................. efforts · .:-:.:.:.:.=-:::.:-:.:-:.=-:.:::-:.:.:.:=:=:.:.;., ..:.:.:.:,:.:.:.:,:.:.=.=,:.:.:.:.:.:.:.:,:.:.:.:.:.. .llIll' ..:.:.:.:.:.- · .t,=.=.:.:.:.:-:.:.=.:.:.:.:.:.:.:.:.:.:.:. :.:.. ......- .'.:.:.:.:.=.:-:.:.:,:.:.:.=-:.:.:,:.:.; :.;.:.. Investigations, Evidence Arson P ..-~ 799 "::~::::ii~i}i???~i??~i???~i ??~g.p. port prosecution resulting in ......... ~:~:~:~:~ ........ "::~::::?~.iiiii:i:iiiii i!iii~!~!.de · ..::i:i:i:i:i:i:i:i:! i:i:K:i:i:i:i:i:i:!::. ' .................... Investigations, Evidence Arson CL + 6..:f:::?:i?:ii::?:?:ii?=?:ii::?:?:g. :~?:i8:00 .... ~i~i ":~:i bodily harm, inhabited structure or ..::K:i:i:i:i:i:i:i:i:!:i:!:!:!:!:!: ::::::::::::::::::::::::::: · :.:.:,:.:.:.:.: .... ?:ili?~ .................. ::~ii i~i?~iii?~i~ii}~i}i?~i}i???~iii?~ii::::~ .... i~ili~0perty .:::::::::::.' ::: :::::::::::::::::::::::::::::::::::::::::::::::::::::: ....... :;:::::: Journals, Fire Station ~0~:=~- 2 ,:~iiii~i~:' ~:~~i????????? Activities, personnel, engine company ,:i:i:i:i::' ..:.:.:.:.. ======================================= Permits, Uniform Fire Code ......... ~:!!iii~L + 2 ,.:?:!??'GC3.~.0g0"' ............................... Underground tank removal and .... ~?:~!i::i::i:?: ii .... ~:' "~"' ..~:'~='~ .... ~:~:~:~::- ..?:~::~:? installation · :::::::::::::::::::::::::::::::::::: ,,:i::,::,::,:]:;' .,:i:i:;:i:" ============================= ..... ========================== ..::!::::::i:? ..=.:.:.:.:.:,:.. ........ ..:::::::::::: :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: '"~~-'i~:i:i:i:i:i:i:i:i:i:!:!:! '!iiiiiiii!i!i!i!i!iii!i!i~i;i;i~i;i~i~i[i ...... · .::~:i:i:i:i:i:i:!:i:i:i:i:i:i:i:i:i:i:i::.. ======================================================= ":'-~:!i!'~i::i::i::ii:i:i:i::::" ' Case Fii~}~iii~}~i~!~!~i!~i~}~i~i?=i~ .... "::~::iii!~ii~i~i}i~i~ii!}ii~i}ii~i~i}ii~i}ii?~!i?:::~ .... CL + 2 GC 34090d Building, housing and mobile home .... ~~ .... ========?=====?=====?================================?===== ..... code violation records including ==?=?=?=?=?===?=?=?=?=?====?=?=?=?===?=?=?====?===== ..... and weed abatement, citations, general . ================================================================= .,.,.....,.,:....,: ..::::iiiiiiii::" ":~iiii!iiiiiii!i!i!!i!i!i!i!iiiiiiiiii[iiiiiiiii:: .... I: "-.=.=.'-.'-.L'-j.'-.'-.=.'-.'j.=j.'-.'-.:.'-.L'-.U-.L~. . ...... iii EMERGE N¢ iMANA EME NTi:.iii¢iiiii ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ..:i!i!i!i!iii!i' .i!i{iii!i!: ":8: M~I Aid Strategic Pla~? S + 2 GC34090 .::i:!:!:i:!:!:!:!:' ' 11:1:1::[ .,,....:.:........., :,:.:.:.:.: .............. ..:.:.:.:.:.:. :i~i~::~i~::~::~i~i~::~i:.:.'~::!::~ ..... ~:~:~:~:~ .... H~~::~aste Disposal CU + 10 CAL OSHA; Documentation regarding handling and 40 CFR disposal of hazardous waste 122.21 CITY OF UKIAH RECORDS RETENTION GUIDELINES FIRE EFFECTIVE' 2000 Permits, Hazardous Materials Storage, CU + 2 GC34090 Department.s::¢~nsistently recommend Confined space entry permits (OSHA) p~.....manen..t.:::=:~t:i~ntion of environmentally ~.~!:~,~ii~i~'t e ria Is ..:.:.:. ..-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.-.- ..... ..:.:.:.:-:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.: ....... .:.:.:.:.:.:.:.:.:.:.:.:=:.:.:.:.:.:.:.:.:.:... Prog ra ms, Household Hazardous S + 2 G C3.~:;~: "::~:~::~::~?:~::~:::~::~::~::~i~i~i~::~::~::~::~::~::~i~?:~ .... ':':':':':':':':':':':" ' ==================================================== ..:i::i::iii~: Waste .:~iiiii???: .... =====¢=======?============?==========?=============?=?==========?============= ....... ~:" ....... . ........................ .,:-:,:-:,:. :.:.:.:.:.:.; :::::'.::::::.' · .:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. ...... Training Materials S + 2 :::::::::::::::::::.:::: ..... ::::::::::::::::::::::::::::::::::: ...... .... iii!ii!! ........ :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ::::::ii .... ..... . .... :::::::::::::::::::::::::::::::::: ::::::::::::::::::::::::::::::: .... Exposure T + 30 ..... .29 CFR .... ~i::iiiiiiiiiii iii~P..!j, ng results; collection ....:::::::: ::::::::::::;:;:.. ,.-.-.-....-...,.v.......* ........ .... ~:?:::iiiiiiiiiiiilili iiii~i~.;.t..i:,0.. 1020 .... ~i::i:: !?~?~bdology, background Exposure T +..,.1::?:iii::?~ ................ ::~ ::ii~ii~E~::::~ ...... ,~::~E:~boratory reports and worksheets · .....·.=, .-:-;-=-:-:- ,.:.:.:.:.:·:.:.:.:.:.:.:.:,:.:.:.:.:.:.:.:.= Medical ?~' + 30 .:?:::?~ii::i .... 29 C~ii~i~i~i~iiii::::::::~ ..... ..:~!!i!!!*' 191 ~:020 ::~iiil .f~:~i~i~:' .......... ' .............. ..::[:!:!:i:i:!:!:i:!::':" ..::i:[:[:i:~:: ..i:!:i:i:F Medical .¢?:?:?:ii?:i::i~:.: .....Z + 2.:::::::::?:!::ii:' 2~ii~'FR Employees less than one year .............. ..:.:.:.:.:.:~ .:..'::i~iiiiiii:i:iiiii:i~i .......... iii::i~i~:~ 0.1020;* *GC34090 .:.:-:,:,:.:-:, .... ! .... i:i:i:i:i:i" :::::::::::::::::::::::::::::::::::::::::::::::::::::::::: :i:i:;':" .... ~i~ .... ======================================== ::i::iii::i::i': : ...................................................... Training ..:~iiii[iiiiiiiiiiiiiii:;~ ...... ~i~i~i~::~?:~::~::~::~::~::~?:~::~?:~::~::~i~: T :::::::::?:?::::?:::::::?::::::?:?:?:?:::; .... GC34090 Certifications/designations .:.:.=.:.:.:.:.:.:.:.:.:.:.:.:.:.:,. ===================================================== -:;:;:;:;:;:;:;:;:;:;:;:;:;:;:;:;:;:-:-' · ':':':':';':':':';';':';';';';':':';':':':'. ======================================================= ":'::;:~:~:~:i:'"'"'" ' ~~-~~~~~~~`~~~~~~~~~~~~~~~~~~~~~~~~~~~`~~~~~-~~~~~:~:~:~:~:~:~:~:~:~:~:~:~:~~=:~:~:~:~:~:~:-:-:-:~ ====================================================== '::~:~i~i~i~i:~!~i~!~!~i~!~!~!~!~i~i~!~!~i~i~i~! .... ' .................................................... ...................................................... ===================================================================== .... '-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:=:':':':-:-:-:-. '.:.:.:.:.:.:-:.:.:.,-:-:-:-:-~.,.,-....,..-.-,v.., . .,:.:.:.;.;.:.;.:.;.:.;.;.:,:.:.:.:,:.:,:.: ................. ~:.'~ iii:i:.i:.ii::.i i:~i !iiii!!:!:!iii!! ...................... :! ..... Apparatus~i~i~ii?~i~!~iii~?~iiiiii?iiiii??~iiii!iiiiiiiiiiiiiii~ii?~ii:~:~ ...... "::~::::ii~i? CU + 2 GC34090 Repair and Maintenance .:i~ii!iii?:~ ........... ?iii!iiiiiiiiiiiiiiiiii!iii!iiiiiiiiiii~i!iiii~i~iiiiiiiiiii~i?:~i~:::. '8 CAL Code Reg. 3203(b(1) Inv~'iT, Equipment & S~!~::i:::¢ .... CU + 2 GC34090 ::!!::i::~;i;~;i::' .!':ilii¢¢ "-~¢-' L.~=, Fire Equipment/Ge~~' CU + 2 GC34090 Crotal of 5 years) ................... .::::::::::. .;iiiiiiiii~j~e helmets .... ~iiiiiiii?' CU + 4 ::::::::::::::::::::::::: ...(i:i:i:i';" ::::::::::::::::::::::::::::: .......-...-.- :::::::::::::::::::::::::::::::: ..::~:i:~:i:i::" :i:i:i:i:i:i:i:i:i:i:i:!:i:!:i:!::-. . ..::!:i:!:i:i:.::' ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ..... ....::i:i:i:i:i:!:! .... .......................... =========================== · ................v... - Incident CL + 3 GC34090 Dispatch and daily logs CCP338' *CCP 340.5 Field, Non-fire and Logs CU + 2 GC34090 Fire, Non-arson and Logs CU + 2 GC34090 CITY OF UKIAH RECORDS RETENTION GUIDELINES FIRE EFFECTIVE: 2000 Investigations, Evidence Arson CL + 3 PC 801; PC Structures, a,..r..:¢~n resulting in death(s), 799; UFC a~::..other.,.[~i~'i-ts required by the 104.32 bl~al::~Ei~ Information Reporting :=.::!~~.i~FIRS) pertaining to .:!:~:!:i:!:!:!:!:!::-: · ' ========================================================= :::::.:.. .............................................................................. :1%:" :-:-:-x-:-:-: ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: :-:-:-:-:. · :.:.:.x.x.' ..::::::::::::-' ~.:.:.:.:-:.:.:.:-:.x.:-:.x.:.:-:.x-:.:-:.:.. ..x.:.;.' · ::::::::::::' 2::: :::::::" ::::::::::::::::::::::::::::::::::::::::::::::::::::: ....::::::::::r' ' .'.:-:-:-:-:-:+:-:-x-:-:-:-x-:-:-:-x-x-:-.. . ...-:-:-:-x-:-:-' · :.:.=-:.:.:.: .+:.:+: .. Weed Abatement Ct. + 2 ~090 ..::~{::iiiP; .... Rep°rts2~~~¢ii~bs°luti°ns, .............................................. ================================================= ==================================================== ......................... · ...-.....-.........-...-.....-... w.....-.-... · ...-.....-.-............................. w... ========================================================= ..::::::::::-' ============================================= ::::.. ............................... ..::::::::::.' ======================================= :::::::::.. .............................. ............ .....,........................... ~............. · .::? '-:.:.:-:-:-:.:+:.:.:-:.:.:.: :+:.:.:.:.:.:.:, ............................ ~.................... 1 l.l.l.l.i.].i.l.l.l.i.i.i.i.l.l.l.l.l.i.1.].l... ....-.-...-.-.-.....-. ~....-.-.-...-.-......,.-.. '-:::::::::::::::::: ::::::::::::::::::::::::::::::::: ....,...... . ....x :.x.x.:.:.;. "::::::::::::: ::::::::::::::::::::::::::::::::::::: ..................,.......=.. ........... ,................................... . ..................-...........-.., · .......... ,.-..... w.....-.............- .-,-....,.,..................=........., ,......,. c.:*:,:,x.:,:,:,:.:-, =================================== ====================================================== ======================================================= ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ===================================================================================== ..::i:M:i:P: ..... ::::::::::::::::::::::::::::::::::::::::::::::::: :.:.:.:. .,:-:-:,:-:-:-:-' .:- x-:,:,:-'~:- x-x-:-:-:-:, x- x*:.:-:-:.x-. .-:,:*:*' :::;::::::::-' =========================================================== ....::::;:::-' .-::i:!:i:P' .::i:i:i::' ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ..::::::::::-' ..::::::::-' ================================================================= .;::::;:;:=' ;:=:;:::-:. ======================================================= .:!!!iii? '+:':': ................................................... .:.:.:.:.:.. :::::::::::::::::::::::::::::::::::::::::::: ..:.:.:,:., ,.:.:.:.:.. ...-.....*.......-...v.......... ;::::::::. ;::::::::.- :::::::::::::::::::::::::: ..... .... ?'.,:,:.:.:.: .:-:.x-: .-::::::::" ::i:i:i:?' ::!:!:!:i:!" .:i:!:i:i:: · '-'-'-'-'-' ..:-:-x-: · .:-:-:-:-:-:-:-:-:-:-' .:'.~:i:i:P' .'::::::::::' .::!:!:!:!:!:i:!:P' ..::::::::::::::..i:i:i:i:i:: ::::::::;:::::::-' .;::::::::::::::,, ..:::::::::::' .:.:,:.:.:.:.:.:. .................. . ...... ......... · ...-.....-.,..-. .-:.x.:.:-:.' ;;::::::::::::' ======================= ..;:::::::::::::-' .-::i::-. :i:!:i:!:!:!::============================= - ===================== ...... :.:.:.:.:.:. ================================================================= -'-'-'-','-'- -'-'-'-'-', x,:-;,:-:*:-x.:,:,:-:-:-:-:-:-x.:-;-:.:-:-:.:-:-:-:-:-' :::::::::::::::::::::::: :::::::::: ...........................................-...-.-.-... ..:-:-:-:-:-:-x-:-:.:-;-:-:-..x.x.; .'-'-'.'-'-'.'-'-'-'-'-'-'-'-'-'-'-'-'-'.'-'-','-'-' · :.:.:.:.:.:,:.:.:.:.:.:-: e x .x-:-x.. ================================================ ..:-:,:-:- x,:- x-:-x,:-:- x-:.:~:- x-:-:-:-: ========================================= ....................... !::.. , ..,.:.:.:.: .... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... ===================================================== · -:-:.:-:-x- x-x-:-:-x-:-:.:-:-x*:- x-:-:-, '-:-:-:-:-:-:-:-:-;-:.:-:-:-x-:-:-:-:-:-:-:.:-, '.:.:-:.x.;,:,:.:.:,:.:-x-:-:-:-:-x-x-:-. ..:.:.:.:.:.:.:-:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.,,. ...:.:.:.x,:-x-:-:,x-:-:-x-x.:-x.x.x.:.:.x.:.:.x.:.:.x.:,. :i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:!:i:!::.. ..::::i:i:i:i:i:i::' "::i:~:i:i:i:i:i:i:i:i:!:i:!:!:i:!:!:!:!:!:!:!:!:!:!:!::':"' ========================================= ·.:.:-:.:.:.x.:,:.x.:-:.;.:,:.:.:.:-:-:.:.:.:-:-. '-:-:-:-:-:-:-:-:-:.:-;-:-:-:-:-:.:-:-x-:-:-:-:-:-. ~.:,:.:.:.:,x.:.x.:,:.x-:-:.'-','-'-'-' "::i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:"' "::i:i:i:i:!:!:!:!:P -.:.:.:.:.:.:.:.:. "::ii!:"' CITY OF UKIAH RECORDS RETENTION GUIDELINES PERSONNEL EFFECTIVE' 2000 ii::~i~i~::~!~ ~i~i~!~i~i~i~i~i~ii::i!~il i!~i~i;~i~:.~:.~!~:.~ ~:;i~:;}~i~ ~:??~i~i~:~::~!~?~:.~::~i~:~i~i~?:~i~i~}~i~i~:.~}~i~!~!~!~?:~?:~i~:~:~i~}~:~:~i~i~::~ ..:.:.:.:.:.:.:.. ..:::::::;:::.'-' Classifications and Appointments P GC34090; Inc!~:i~..~l'emental Personnel records. GC12946.;:~. W~::::~§'.:t~il~!bles 2 years. :::::.:.; ====================================================== ::~:~,~:~:r ..:.:.:.:.:,:,:.:.:.:,:,:.:.:,:.:.:.:.:.:.:.:.:.:,:.:.:.:.:,. .-.....-.- 29 CF~:;~}602.4 ..... .-:.:.:.:4.:-' '.:~.:.:.:-:.:.:.:-:-:.:.:.:.:':':.:':.:':':':':'. :.:4.:.:-' ..:.:.:.:::.:.- .-:->>>:-> ' '+:-:.:->:4.>:-:-:-:.:->>:-:-:->:-:-:-:.>. .4-:-:->' :.¢:~:::::~:' ....::::::::? ...... ::::::::::::::::::::::::::::::::::::::::::::::::::: ....::::::':'"' Gorrospondonco C~ + 2 GG3~90d ~ n ~ ~achod to ~:~:~:~:~:~:~:~::' "::~ :::~g t 0~~ ~::~::'4~::~::~ ......... ~.:~: reemen ::::::::::::::::::::::::::::::::::::: .................................... ::::::::::::::::::::::::::::::::::::::::::::: "::::~:~:~:~:~:~ ...... =============================================================== -.:.:.:.:.:.:.:.:.:.:.:.:.:.: q.:.:.:.:.:.:.:.: ============================================ .~:~:~:[:~:~:[:[:~:~:[:~:~:[:[:~:~:[:[:~: :[:~:~::. Benefit Plans P .. ~~ et seq;'::~ dental disab, li~, education, .... ~:?:::~}~ ~}~~{~.9 20 fi::~[l~::iifo and vision including dependent ..?:~??' 3~}~}}}~¢~::~:~::.:.:~:::~,~b CFR ~37.3; 20 USC ~027; 20 CFR Bond, Personnel Fideli~ T::~?' ..?:::~ :~"GC3409~? Employee Fideli~ Bonds ......................... . .:::: ........ ./.?? ...... .-.-.-...- ................... ............................ ............ .............. .:::::::::::.~ [mplovoe .andbook .:. ~}~::;~::'~::'"~ ::::::::::::::::::::: Gc3a~ General employee in,ormation includin0 :~ ?:' ::::::~: ..::~:?¢~?" benefit plans · ~[~[~[~::... .::::::::::::::::::::: '"'- ..... :':':' 3~:~:~:~:E:~:~:~:M:i:~:~:~: ~:~:~:~:~:~:~:E:E:Y" ..:::. .'.-.-.'.'.' fimplovee.:~[ams .::~¢~??~}~}~?:~:?~}~}~ CC + 2 ~~ ~'34000; Includes fiA~ and Reco~ni~ons fimploy~'~~'~'?~?~?~::~ ....'::~?:~}~}?~?~}?~?~?~ ~}~::::~:~ .... GC~ 2035; 20 May include Arbitration, ~rievances, union General ~i~?:::~ .... ':'::~?:~}~} }~}~}~¢~?~::::~ .... C[R~02; 20 requests, sexual harassment and Civic Sa*e~ (~olis~}.~.~}~.}~.~}~}~.~}~}}~}~}~}~}~:}~?:~?:~ .... ?:~}~:;~ USC 2~ ~ (o); fiohts, complaints, disciplina~ actions ...... ~ ........................ :::::::::: .............. :: .............. :: ...... ::::::::::::::::::::::::::_::~:.: ....__~, ~,¢a~tm~. 207(¢ ............. :. ...................... ::::::::::::::::::::::::::::::::::::::::::::::::::: ..:-5:~::.2:.?:':'- ""::'>:':':'>::':':':':':':':':'>:':':':':- '-::~i[i~i~::., ...... Finger~ Application'~?~~}~::::::~.,. T + 2 GC34090 Pape~ork authorizing fingerprin~ng and ..... ~ .... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: back, round checks for ci~ employment ...... · :-:->:-:-:-: ~:~:~:~:~:: .::~:~:~:~:~:F .......... · H~Iy Employees .:~::::?:~::?:? T + 6 CG12946; *29 CFR 1627.3, Labor Relations Section :::::::::::::::::::::: ,.::,:.:.:.:.' · ~:~:~:~:~:~:~:~:~:~:~ .... ~.~:~:~:~::' G C 34090 * 1174 · ,-,.t-:.:.:.:-:.:.:.;.:.:.:.:.: . :.~:~:~:[:~:::' :::::::::::::::::::::::::::::::::::: .-:-:-:-:-:-:.' ~i~~t .......... ::::::::::::::::::::::::: .... Date of hire + Immioration I-0's ~ct ~ 08~ ~ub. ..... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ........ k ~-~03 Insurance - ~orkors ~ GC ~4~ 0; 20 Indemni~; ¢fiR8 - workin~ files - oricnals Compensation CFR ~ ¢~ 0.20 with ~dministrator CITY OF UKIAH RECORDS RETENTION GUIDELINES PERSONNEL EFFECTIVE: 2000 Medical leave CL + 30 FMLA 1993 US May include fa~i!~::,l.eave; certifications; OSHA; 29 tests;....¢~-4's, ..*...~i~CFR 1602.30.32; 49 CFR CFR; * 1 · '-'.'. ;4.:-;.;.:.:,:.:.:.:.:-:.:.:.:.:.:.:.:-:,' .............................. Motor Vehicle Pulls (DMV) CL + 7 GC1::::::::::::¢::?::::::::: *C-'~!::9.'il::::~::::~.USC 1324(a) ::::::::::::::::::::::::::: .... :::::::::::::::::::::::::::::::::::::::::::::::::: Negotiation P 29 US.~?::"' U ~i~,i~ii~~.~i:..co r re s po ..n..~ ce, SectiOn' ....:~tra ctS?~ii~~..a.n..d.~ of Non-Safety Employees T + 3 Refere'~i~i~i?iiiiii?~!ii?:~:.N. on-safety employees may include: ':!- '..::! ':~i:i::i:i:i:i:i:i:i: '!:i:' '.. CFR .~27.,~ ;~!.ease Authorizations; Certifications; CC~iii~:~ 74; ~ii~i~ii~ii~ ~i~ignments; outside employment; C....F:.~ ......... ':'~::::?:i i~ii~~ations, disciplinary actions; ..... ii::::::~~:32; ~:~(~i~'ns; Oaths of Office; evaluations- .... ~i::~i~iii~ ii~i~~.ii~t seq; p'~ployee medicals; fingerprints; .::iiiiiiii!!iiii¢i:: :::':':'::~::'::i!i::::'::i':':':':':'::i~iiiiiiiiiiiiiii:: ...... '-:::-'~ . , .... ¢;::~:;:;i~:" .... 2~::~..E.'i~?:~::~i~:;:;:;?;::~ .... ~d.e.'rit~ficat~on cards (ID s) .... ~ili?:~ ..... G~i¥~?~iii?~i!iii?~{i?::?:~:~:~ ?:::~:~07.4; 29 CFR 655.202; 29 CFR 516.6 et ::~i?" ..:~)90'~:~::::ii~iiiii!~ii!?~!~ii~ii?~ii??~iiiii i?~eq; 45 CFR 1068.6(a) Personnel Records (Supervisors) .C..'~iii~ii~ .... ~i?~:ii:" CG3409~? Attendance; evaluations; drafts; · -'-'-'-'-'-'-'-'-'-'-'-'- .4:::::::::' ':::::::;' -"'~'"'"'"'""'"'"" .;:::::,.::::~ .':':':':':" :,!ii!ii!ii!ii!i??i.,,,,,,,'::~iiiiiiiii~:' GC625G::::!i:'.,,,,, worksheets; postings ..i:i ....... . ..... ................ .....,~..... PERS, Social Security, SSI ;::::::::i i::iP .:~i~ili~i~ii??~i?~... 29.::~ EEOC/ADEA ..::i!i::.. !!!i!ii !:' ::::::::::::::::'-'---'-'-':+:'::::':'::' .... ~ ...................... :: ....... i~:ii iiiiiiiii?:?:i!?:?:iii::"ii::i~'2~.3(2); GC .....,...-.. ..:.:.:.:-:.:,:-:.:.:....-.:.:.: .................,..:., .:., ,: .... ,:... ==================================== ..:~:::::-:::: ................. ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .':~~ ::i!::~2946, 34090 .......................................................................... ==================================== Recruit~t:'iiiii~iiiiiiiii:i!iiii:iiiiiiiiiii::iii .... '":~ii:~!::ii~ii!i!iiiiiiiiiii?iiiiiii iiii~b..+ 10 Reference: Applications, resumes, alternate lists/logs, .... ::::::::::::::::::::::::::::::::::::::::::::::::::: ~.::~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~================================================================================== .... .... "::~::::iiii::::::..::~::i iiiii?iiiiii!!iiiiiii?iiii[iiiiiiiii iii?:~' GC12946; indices; eth nicity disclosures; examination .... ~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ .... GC6250 et seq; materials; examination answer sheets, job ................ :::::::::::::::::::::::::::::::::::::::::::::::::::::::::: .... '~:~::~i~i::i~i~ii::i~':' 29 CFR 1602 bulletins; eligibility; electronic database iii¢i 1607; 29 CFR .... ~ili::~? 1627.3 ...... ............ .:.:.:.;.:.' -.:.:....:.:.:.:.:.. ....... ....... R...e;~rts ............. ¢:;:::::::::::::'~ ::~:~:~:~:~" ....... CU + 2 GC34090 Employee statistics, benefit activity; liability ..;?~:~::i::?:i::i::i.:' .~ii?:::::::¢' loss .....,......,...,.. ..:.:.:.:.: ........... · .....? ..:,:.:.:.:..-.:.:.:.: ,..,..,,,., ..:.:.:.:.:.:.:.:.;.:.:. ..:.:.:.:..*.' .....-.......~......-... .;::::::::::-- .~iii~ Employees .... ?:::ill, i? T + 5 Reference: Police, fire, emergency employees may i?:?:~i?:?:i::~i?:?:~ii[i::i::i~i~ ........ ~:~:~:~:~:~:~ 29 CFR 16273; include; Release Authorizations; !i~i~i~iii~i~i~ii~!~!~i?~?~?~ii~i!ii::??:~:~:~:~:~:~:~¢~!::::?:~i?~!i~i~iii?. Labof Relations Certifications Reassignments; outside :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ..... · ~::::iiiiiiiiiliiiiiiiiiiiiiiiiiiiiiiiiiiiiiiliiiiiiii?;~"- Sec. 1174; 29 employment; commendations; disciplinary ........ ~:~:~:~::::':" CFR 1607.4; * actions; terminations; Oaths of Office; evaluations-pre employee medicals *29 CFR 1602.30.32; 29 CFR 655.202; 29 CFR 516.6 et seq; 45 CFR 1068.6(a) CITY OF UKIAH RECORDS RETENTION GUIDELINES PERSONNEL EFFECTIVE: 2000 Surveys and Studies CU + 2 GC12946, Includes classifi.~:..tion, wage rates 34090; 29 CFR .:;!:.!~: ........ f.::iii:ii~ii::::~ .... 516.6(2); 29 .:iii~i~:'-:i~!~!~! ........ iiiiii:':.i! .... Training Records CU+7 G C625:~i!~i~i~ Er~'~~ii~k;.afions, volu nt.~i~ prog ram Non-Safety .:~i~i}ii~i}!!::i~::'' t..r::~:~:~:?ii~}i~j~g mate..r:i~i~'i internships Personnel (by name) T + 7 GC3~ .... !:~ }i!}ii~:~perwor~'::~!~~!!}~:~ers' internal :ii::i::iii::i::iiiii::iiii':~ .............. ~iiiii::i~: and external ti$ihi~i~i~D ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: . ....... ....................................-.-.~...-. Safety CU + 2 GC34~i:iliiii~iiii~i~iiii~i~i~ii i~:Certifications/designations Vehicle Mileage Reimbursement S + 2 CG$~90 ...... ~iii~ i :: F: :: ::ii ::ii~ual mileage reimbursement rates - '.::::::::::::: ::::::::::::::::::::::::::::::::: Rates .... ~': "::~ilill ~::ii~~....e.d by c~ Council .............................................-... . .......... ·. 1111111111 [· ::::ii~iiii!iiii!!!!~!!i!i!i!i!i!iiii:;.. · -:-:-:-:..'-:-:.:.:-:-:.:.:-:-:-:-.'-:-:-:-:-' Workers Compensation P : :: ii~R-'i!it::tSJ 1' '~j~i!i~iies, Reports, Incidents (working ..;.:.:.:.:.:.: :.:.:.:.:.:....:...: ...... :..: :.; .. ! .................., .... ::::::::::::::::::::::::::: ~:~i -~.tt. ~i::i~t[f. fi ldi~ dginals filed with ^d m inistrator ::~::::i:!~i~ii::::ii~ ...... L~}~ji~¢[ii::::~ .............. ;:!:]:!:!::" ..:::::::::: ========================================= ,-.- .:.:.:.... ,...-.... ........... iii ............................... ......... :::2:222'" ..::iii !i:: :::::::::::::::::::::::::::::::::::: -......... ::::::::::::::::::::::::::: .............. ..:.:.:.:.:.:.:.:.:.. ....v. ,.:.:.:.:.- ..:.:.:.:.:.:.:.:.:.:¢ ..::::::::: ..:.:.:.:. :,:.:.;.:.:.:.:.:.:.:.:.:. ..:.;.:.:.;. .:.:.;.:.. : ..::i:i:i:i:i:: ..::!!!iiiii:~ ......... ......:...... ..... :. :!:!:!:!!i!!::" ..-:i:?..-':i:i:i:~ ..::!:!:!:!'"' ......... ..:.:.:.:.:.:. .......... ..:.:.:.:.:.:.. fii:: ::f:f:~ .................... .... i .... ~i::i::i:: ::i":' ' ............. :':':'. ......:::.-::-.!: ................................. :::::::::::::::::::::::::::: ..:.:.:.:.:.; :.:.:.: ::::::::::::::::::::::::::::::::::: :-:.?.. ================================================= i:.. '-'-:.:~::::::: ======================================================~~ .... :::::::::::::::::::: .......... :: ........ ================================================== ===================================================== "?.::!:!:!:!:i:i:i:~:i:i:i:i:i:!:!:!:!:!:i:!:i:i::-. =================================================== ======================================= ............... iiiiiiiiii ':~iiii?' .:!:i:!:i:i:i:: .:.:.:.:.:.:.:. ....-.-.v :.:.:.:.:.:.:.:. .:.:.:.:.: .':':':':':':':':' ::i:i:i:i:: :::::::::::::::::::::::===================== ..::!:!:!:!:i" :~:~ .... ~:~:i:~ .... ........... ..:.:.:.:.:.:. :-;-:-:-:-: ..::::::::::::.' ::::::::::::::::::::::::::::::::::: ..x:i:i:i:i:!:?:"'"' .... :::::::::::::::::::::::::::::: ........... ...:.::i:!:i:i:i:i:i:" CITY OF UKIAH RECORDS RETENTION GUIDELINES PLANNING & BUILDING EFFECTIVE: 2000 .....................................°. ........ ................................... i-~-~.~.~-~.;,~.i-~.:.:.i.:.: ;.i.:.~-:.:.:.i ........ ~':'i':: .......... : ........... ~ ....................... f::':~ .......................... ~ ~!.~. Code Books P GC34090e .:!fi~.na~ii~i~'ctric Code, Uniform .... ~:~ i!iii~!~' Fire, Mechanical, Plumbing & .:~:~::.:. ::ii!iiii!i!i!!!" ' ............... '" ............. ................................. ~ ~*~ ~~ e ntafio g:~ ~;t a~ached Correspondence CU + 2 G~090d Development Agreemen~ P ~n~rastruc{~~, f~anchises. 3'~~::~ .... Original maint~'i*hed for 7 years. 33:::::::::::::::::::::::::::::::::::::::::::::::::: .... :::::::::::::::::::::::::: :::::::::::::::::::::::::::: ~eve~o.men~ Co.~ons ~ ...... ?~?~~0~0 .... ~ ~i~:. ~on ~easures; ~e~ w~ case Development Standards ~:?:~? ...... ~ ' ::~[i~ ?" Landscape mediums, par~ay ,.~:~:...;~ ~" ..::~::?~:?~ ~:: ::~i:: i~i~ ~ construc~on ,,...;...,. Dra~ngs, Project Plan :Y~:~:~:~:~:~:~:~:~ :~: CU +.~?' GC~090d Does not include those usually filed .:::::::::::::- .:~::' :::::::::::::::::::::::::::: .:~?:~' ....... ..::?:::~?:?:~ .... with case of project .:~:{:~:~:~:~:. · ......... ::.~ ......... , General Su~ect Files .... ~::::~:: ::~i~::~? ~?~ ............. .... ~::.::~:~::~ ::~ii~?~?:~:~?~ C ~?:i~::~?:~i~?:::~ ?:~C34090d Internal working files including .~J:~::::?:~:~:~;~.~.~.~:~:~:..::::::::::::::::::::::::::::::::::::: ~.~.~.~...~.~..~.~.~.~.~.~.~::::::::::::::::::::::::::::::::::::::::::::::: '-'.:-:~:::::::.:.;.'-- Historic:~~en Inve~::::~i~!?:~ii~i?:~ii?:~i~ .... 2 GC 34090d Historic structures and landmarks ":'~'~""'?"~'?;?;';';'~'~';?~'~':':': ......... '"'-"'""-"'""-'":T'"'-""'.'".'. Land Uses, "~~~i~g..::~:~:~:~.~:~:~:~:~:~:~:~:~:~: .... ~::::~:..:.::.:::::::::?~ ~ ~ .... .... GC34090a Building or site usage which does not ........................................... Logs- Bu~~:~:~:~~~men~?:' CU + 5 Logs, registers or similar records lisang permits, ce~ficates of occupancy issued; may include inspecaon building .... ;~y:' ~?:~?:' '.:::.f?:~??. .... , ::~?:?:?:~i::~:' ~i~i?~::? '-::~:: activin, daily, plan check, uali~ ..... .:.:.:.:.:.:.:.:. .::::::::::::::::: .::~:~:~:~:' ~ter Plans, Annual .-~ S + 2 GC34090 Special or long range program plan for ~:~:~:~:~:~:~:~:~:~:~:~:~ .............. municipaliaes - coordina~on of ::::::::::::::::::::::::::::: ..::~:~:~:~:~:'- ~i::::~::~i~::::::~::~?:~i?:~?: ........ ~?:f:~? se~ices; strategic planing ,-,-..,-.....-...-...-.~.-,...,-,-.-.-.-....,. ~::~~~{~'n P GC34090a; Plans, building, signs, grading, ..................................... H&S 19850; encroachment, including blueprints and 4003; 4004 specifica~ons CITY OF UKIAH RECORDS RETENTION GUIDELINES PLANNING & BUILDING EFFECTIVE: 2000 ........................... Rei. d' 'eiH'es:Ti l e tio Permits, Other CL + 2 GC34090d Alterations,.~.~roachment, e.,..X.,:..c, avati0.:.~!::~bad, street sidewalks & .~a!..t.~ons, transportation, .... ~:: !ii!i~i~~'g pool drainage, temporary :+:.:.:.:.:.:.:.:,-.- -.:.:.:.:.:.:.:.:.:.:...:.:.:.:.:.:.:.:.:.:.:.:,:.. ..:.:.:.:. ........................................ · ...............~. ...~...................~.................~............. ...~...... · 5:::::::::::::' ====================================================== .::::::.':" Permits, Other CL + 2 G~$~0O0d :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: swimming 15~[i~ihage, temporary .................................................._~__~ otc :::::::::::::::::::::::::::::::::::::::::::::::: ----, . ..:.:.:.:.:,:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.;. ................. :i: ..... ========================================================= .v.v.v...v.v.v.v.v.v.v.v.v.v.v... Photographs S + 2 G~::.3~O0.O~ii?:ii?:?:iiii?:ii!?:?:?:! ::.Aerial photographs .':::::::::: .... ............................. "::!::' "::i:i:i:i:i:i:i:i:i:i:i:i:i:i:i :i:i:i:i:!:i:i::.. Projects, Not Completed or Denied CL + 2 ..GC34090d'::~i::iiiii!i::i::iii::?:?:ii iii::iB~ilding, engineering planning ..:.::::: !:!:!:~:!:!::::. "::!:!:!:;:!:!:!: :!:!:!:!:!:!:!:!:;:!:!:;:!:~:!- ' Reports CU + 2...::~':.-:ii::!i~iii!i!!!i!i !!~4.090 ::~!~iii~i! iiiiii~iii;dic activity ,-;:i:i:i:i:i:i::::'"' "::: :::::::::::::::::::::::::::::::::::::::::::: .': "":' Seismic Retrofit Program P..::~iiiiiiiii? .... ::ii iiii~~:::::::::?:ii::??i~ Includes Certificates of Compliance ...... ................................. .v.v.. ,:.:.:.:.: ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:. '"""'"' ........... -.-.v .v..............................,........- Street Rames and House Numbers ::~ii~ .... ..~:~:~:~ .... GC3l~.~::i::i::::~i~ Street dedications, closings, address ~;~;~;: ..:~i? ~:~:~:~:~:~:~:::' ' ' a ssig n m e nt/c h a n g e s Studies, Special Projects & ^rea .:?:~i~?:~i~::~i~::~ ..... CL +::~iiiii?~ GG-"3'-~090d Planning & Building, joint powers, .................. ::i:!:::!:!:!:!~ ..::!:!:!:i::' ~iiii"!?~iii~i!!~:'' ..???:~i~::~;:i::: ..... ~:' noise, transportation ..:.:.:.:.:.:.:.:.:.:.. :.::::::::::::-' .iiiHi. · :::::::::::::::::::::: ................. ::::::::::::::::::::::::::::::::::::::::::::::::::::: ':'::ii "::::i:i:i~!!!~i:!:~:::: ..... .:~ii ::::~: ......................... ::::!! .... ...... ?:~::::?:i~::~i~:~:~:~:~:~:~!~::::?:i::ii~?:i.:?:i!?:?:i~?:?:i::i::i~?:i::i~i~i::i::::~ ...... "::~:::::? application for permit and building for ..::~iii[i~i~i:: ........ ::::::::::::::::::::::::::::::::::::::::::::::::::: ..... ~:~:~:~ ........ ~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ .... Certificate of Occupancy · '"'""" ........... !....[...[...,~, ...... ':!:!:-'.:!:!:!:i:i:i:i:!:i:i:i:i:i:i:i:i:i:i:: ' .....v..~ ........................ ...... CertifiCates ~:~ ............... ................ .... L GC34090a Compliance, elevation, occupancy ...:!i!i!!iiii?' .iii!ii!!~i}i~ii? "iiiiiiii:- which affect real propert~ .....v....... ....v.-. i'H';-~-i-;';' .v...v .......... ................ .~truction (^pprove~ ?:i,' P GC34090a; Uew commercial and residential :iii~?~ili~?~ii?~i.i~?~!i!~!::i ...... ~:-~::?~i? 4003; 4004; construction, tenant improvements ................... ............. ':::::": ................ ..::~..~::::i::i!::~i?" H&$19850, room additions, spa, signs, block wall, I:~i~~i~i!i~iiiiiiiii::~i~::~ ...... Cl.. + 2 GC34090d Correspondence, lees, appeal requests, reports Permits P GC34090a; Plans, building, sings, grading h&S 19850; 4003; 4004 CITY OF UKIAH RECORDS RETENTION GUIDELINES PLANNING & BUILDING EFFECTIVE: 2000 Signs (Temporary) S + 2 GC34090d Home occ.u,.~...~n, off-premise signs · .i~i:.. -'::::::::::::" ............. :.. ..... ?:~::."'.:!i~ .... :::::::::::::::::::::::::::::::.::!:!:!:!:~::" .:iiiiilili::i::il;:': .. :':.'?:.'?i'i'i'.'.'.'.'.'.'.'.'.:.'.'.:.:.:.:.:i:i: ...... :~:~:~:~': Case Files CL + 2 G~i!i~'4090d............ ...... .::?:ii::i ~ and ................... :::::::::::::: ..::::::::::-:-' ?:~i~i~::~::~i~::.. ..::~:~:~:~ .... code ~i~ luding ~::~::~:?:~i~'?:~i~i ....... ~iii::ii~~ .... inspectio~i!~ii~ii~:,a nce ::::::::::::::::::::::::::::::::::::::::::::: ....-,..-.................. Liens & Releases, ' ================================================= Supporting CL + 2 G~!!~iiiiiiiiiiii!iiiiii .... Abatement, licenses Recorded P ...................... Lo~s cu + 2 ........... ~..c ~o~o'~::::iii~,iii!iii!!!i!i!il !ii~i~,,.eoo~er~. o,t..o.s, oomp~.,.ts .,..:.:.:.: ,..:.:.:.:.:.:.:.:. ................. ................... .::::::::::: :::::::::::::::::::::::::: Regulations S + 2 ..::~?:::?:i::!::ii!iiiiii::iiii?:iiii i::iii~ili'-.3...4.090d .... ~::i~:l?~ii~:iudes Rules :.!:!:!:!:!:!:i ........................ !: ::::::::::::::::::::::::::::::::::::::::: ..:;: ,::.::!:.; .... iiiii~i~i~.a. ...... ~::!i::i~ Code enforcement statistics; may .... iliiiii?............::iiii!::i~:~ contain records affecting title to real ....... ii!? .... iiiii!?" :iiiiii?~:~ ...... property or liens thereon Violations, Building, Property & Zoni .n.~::!::i::ii.liiii. i ~: CL + .2....iiiili? GC.:3'.'~'0S0d Supporting code enforcement activity · :Ti-!Ti-i:i'? i-- I ~1 .~ I I~.:l:.~j~ill L- I:~1: :1 '~'~,1-~ ~:i.:::1: Air Qua: ::~:. "::~::~::!iiiii!iii!iiiii!i!iiiiiiiiiiiiiliiiiiiiiii::::~ .... GU + 7 COP 338(k); Participants/voucher logs, total Daily =================================================== '::::'::~iiii?,iiiiiiiiii',i',iiiilili~::::,,::. ' .................................................... .... ~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ .... G034090 Mileage Survey (TDM); various local .... ~::iii? P GC34090a Documents abatement projects, public buildings (permitting through .... ~iiiii!i? ':~::!::::i::?:::!i~!~i~::~i~iiii?:iiii?:?:ii::i::::::::i~ .... Environmental Health Dept.) ...-....... . ................... Ca.:.!~'nia Environmental ii'ct P GO34090a + Exemptions, Environmental Impact (.~A) ;:ii~ii~?' C EQA Report, Mitigation monitoring, Negative .~"i?~iiii}?~iiiiiii~ ..:~:??? Guidelines Declaration Notices of Completion and ::::::::::::::::::::::::: '.-.-.'.-.- , · ..., .......,............ .............. .... ~:~:~:~ .... Determination, comments, Statements ~?~ii!i~iiiiiiii?~!ii!iii!~!!!iiiiiiiiii?:::~! ............ ....::!i::?:!!!?:!::::?' of Overriding Consideration · ...-.....................................,,....... ...... ':::!~~~iiii~~ment Cu + 2 GC34090d Ride sharing, trip reduction ":'::!:!:~:~:~:~:~:~::':~:i:i:i:i:i:i:i:i:i:!:i:.:::':" ' En~i~ff~'~'~tal Review CL + 2 GC34090d Correspondence, consultants, issues, conservation Pest Control CU + 2 GC34090d Pesticide applications, inspections & sampling, documents (County Health Dept.) CITY OF UKIAH RECORDS RETENTION GUIDELINES PLANNING & BUILDING EFFECTIVE: 2000 ..:::::..::::, ...-:~iiiiiii.:-':" Case files: Planning and Zoning P GC34090a; .~in. Si~:"real property. May include H&S 19.850; ii~i}~!~~, drawings, maps, plans, 4003...~!~ .,ii:: iiii~~ii~aluafions, corre .s~..:.ondence, .:~::ii~iiiiiilili!!::::':~ ...... :~i~i}i~~: variances,.~lies, iiiiiiiiiiiiiiiiiiiiiii iiiii!!!!!!ii!~ii!i!!iiiiiii!iiiii ii:;~'PlS~i~i~ii~["'a'nceline ad~~~ii~i!~¥c"~'e'"~'cateS'planning-l°t ~ related r~:~ii~~t before i!iiii!iiii legislative b~iii!¢~!i:~ ...... "::i:i:i:M:M:i:!:!:!:i:i:i:i:i:i:i:~:~:i.;. Certificates L GC~!iiiiiiili!iiiiii~:. Retain during life of structure .-::i:i:!:i::" =================================================== General Plan Amendments: ...... ~iiiii::!::iii::i :::::::::::::::::::::::::::::::::: ,.::::::::::::~:-' ::::::::::::::::::::::::::::::::::::::::::::::::::: .... Denied ;.~"+ 3 .~:: e~!~i~??~;" *GC50110 ..... :,:-:,:. ' ............. ...... ..:.:.:.:.. Interpretations ..::i~ii!iii!::!::!i :~i~U .... i~i~!~::?' ..~:~:::~:: + 2 .... ~i::}ii~'.~::' .................. :., ..::~:~:~:~ .... Maps, Plans, Drawings, F:×hibits, Ph.~ ................ ii!::ii~ p ........ .:?:iiiiiiiii!~, G¢~000; H&$ Zoning, tentative subdivision, parcel, ................. .-.'.'.'.'.-.'.' ..:.:.:.:.:.- ........ :~i~!~!~!~i~? ..~!?;!!!::!!:;i::!! ..... :.:1::~50; land use map, aerial photos, specific ~.................. ......................................, · .E'.".".".":':'.".":':':':':'~?i."??.".;'.":'.". ============================================= .................................................. Abandonment .... ~i?:i!?:i!?:i::iii!i::iiiii::?:iiii?:?:?:?:?:i~ ..... "::~!i!~:iiiiiiiiiiiiiiii i~i:;:' GC34000a Buildings, condemnation, Demolition ·::: 5::::::::::::: :':" . ...................-.............................., :':'!'!'!'i'!'!'!'!'!'!'!'??!'!'!'!'!'!'!'??!'!':'i+!': MaP.s:.:.~ Bounda~ P GC34000d Recorded maps, surveys, monuments ;.;.:.:.:.:.~ ............. Lq~lit Cases...........iiiiii!i!ii' ":::'::iiiii? .... P GC34090 ........ -,....,.,. ................. .-,....,.. ,;.;.;,;.;.;.;.;.: ,.I.1,1,1.I · '""'"'"-'"" .::i:i:i:i:' ~i~..cation Files ::~ii!i!ii!::? CL + 2 GC34090 e.g., Redevelopment ,.,.,...,.,,,.,,.,,.,..,, ...... ............... -.I.;,U.: t ============================== ..::!:i:i:i:i::" iii!~~/$tudies ...... ::::::::::::::::::::::: GL + 2 G034090 Future sites, expansions ::::::::::::::::::::::::::::::::::::::::: ..... ::::::::::::::::::::: -::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: : CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE - 2000 ADMINiS iON .... .... .;:::::::::::::,' ,, ,.,.,.,.,.,., ,.,.,., ,.~ · Accounting/Cash Reconciliations CU + 2 G034090 Alarm Records CU + 2 GC3...4".~.'~i~, '"::~~ :::::::::::::::::::::::: "::iiiii!iiiiii!i!iiii~:!:~:i:[:!:i:!:i:i:~:!~:!::.. .:i:i::::: .:i!ii!!i!iiiii~: ":':':':':':':':':':':':':':':':':':':':':':':':~:':':" ':':':'"' ::::::::::::'4::' .;-:-:-:-:.' :::::::::::::::::::::::: Correspondence CU + 2 GS~~[[[~[[~ Working documentation if not a.ached to .'.'.'.'.'.' ================================== ..::[:~:~:~::" ..:.:.:.:.:,:.:.:.:.:.:.:.:.: :::::::::::?:.:. . . ...................... "::~C ======================== :::::::::::::::::::::::::: D~padmont Manual ..... ~:~?:::?:~ ::~?:?:~?:~?::~: ":~::~ ::~?:~fi~l Orders (permanent) ...-...........................................~ ............................... .........................~ ...................I...... ............................. ............................... .................... ............................... ................................,.................................. ................................... :.:.:.:.:.:.:.:... ............................................ fiquipm~nt- Communication 1 + ~:~::~::::::::~:: ............... ~?; ~g~ .... ::~tained unUl ~o years a~er tormina~on .... ~?:?:?::;~ .... .?:~ ::::?~?:~}~~?:~:~. .......... ~ ~6f equipment uso 2 years a~er; Manuals, .-...-.. .... .-" ..:2.~ ..... ...~ ' '~2-~-~02.~.2~2-202020~0"" Inv~nto~ ..:.:.:.:.:~::- + 2 ..........::~::~:?' GC3~¢0 kis~n~ of oquipmont assigned to division, ..::::::::2:: :::::: .::~:~:~:[:: ::~:~:~:~:' · '~*~:~:~:~:~:~: :~:~:~' ..:*~:~:~ .... : ........ to whom it is assionod ...................... ........ ':':':':': .:~:E:~:~:E:~:~ :s' ..i:~:~:~:~:~ ..::::::::~- ...... .:~::::S::::::::-' ::~[~: ..::::::::::-' .........,...... Repo~- ~c~ ::::::::::::::::::::::CH .~}~}~ ..... ~?:~340~0 ~eeklylmonthlylquadorl~lannual ..:::.. :~:~:[:~:~:[:~ ..................... ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ::?:~:?' ac~vi~/sta~s~cal ropods b~ division. ..::~:>. · .... .~:;:;?:~ .................................................. Retain only one form for forenoon period .......................................... -..................... .............. ::::::::::::::::::::::::: ':~::~~spons;~i~:':. ~(~?:::~ .... CU + 2 GC34090 Suweys, responses, correspondence .... ~::::~}~?~?~?~}~?~ .... ..::~?:~~ ~: .... with other a0encies roquos~n0 sta~s~cal ........................................................................... data '<:~[~:E:~:~:E:~:~:E:~:E:~:~:~:E::-. ":':':-:':':':':':-:-:':': :-:':-:-:':':-:':'~ ........................ ......-.............-.., ....-.....-...... . :.:.:.:.:.:.:.:.:.:.:.:.:.;.:.:.:.:.:.:.:.:.:.:.; . ......................................................... ':'"::::'" ~.~.~.~.~.~.~.¢~(~:~;(;~Ai~'*: A~oned Vehicles .~}~ "~?:?' Ck + 2 GC34000d .~ Files ..~¢~?' CL + 2 GC34090d Vehicle abatement, cRafions ...~.................. ....... ,',',',',',',',w,',', ::::::::::::::::::::::::::: ..::~i~:' .......................... ~?:~ ......... ~¢~}?*' C~ + 2 GC34000d kien recover, cita~ons, complaints ..... ::::::::::::::::::::::::::::::::::::::::::::::::::::: -.:.:...:........~.. ...... ;;; R'~:~?~'eral and State P GC34090a Code enforcement sta~s~cs; may contain records affoc~n~ ~tlo to real propo~ or liens thoroon CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE - 2000 ............ R~6~d' S~i~ ~itle ........... Retehtion' citation i','~ il '~! ii ::i i',ii !i ii !i i ',i! iii ?, iiNVESTiGATiO NS i~: ii': i:~ i: ':, ': i i ?::::::::::::::..:::-' ..... ..::::::::::::.' ::::::::::: .... Administrative/Internal CL + 5 PC832.5 In.:.i~...~i~ttizens complaints or EVC 1..~A5 .i~.t..'.'~ii.~hitiated; includes complaint, 8~'.(C)VC ..::::::::::-' ============================================================== .................................... ,,,,,, ................. Arrest/Conviction H&S Section 2 (Mandatory H~iii~i~i~:.':5 Applicable to'"'b:"~Sns occurring after 11357(b),(c),(d),(e) or H&S Section destruction "~::iiiili!iiiiiiiiiiiiii!i!iiiiiiiiiiiiiiiii::iii~.: January 1,1996 or arrests not followed 11360(b) violations (Occurring after from date of .... iiiii!iii~iiiiiii!iiii~i!iiiii!iiiiiiiiiii!iiiiiiiiii!iii!ii!i!i!iliiiiil ii::.by a conviction occurring after January 1, January 1, 1996) conviction or .:~iiii::::~ ..... ~'~::iiiii?~iiiiii?????~?: ?~ii~i~96; Exception: H&S 11357(e), the date of arrest '::~i::i? .... ~::::iiii~!~i~i~ii ~i~.[d shall be retained until a juvenile with no ....... ~?:~i~ ::::::::::::::::::::::: .... "::%ili i~iii~..'"'~~ attains the age of 18 years, then convicti .o:.:~i~iiiii?~ii?~i~iii iiiiiii~ii?~iii~i~ii?~ii::~ ..... ::: iii~~ed pursuant to 11361.5 .................................. ===================== ^rres Conv, c, on ............. ':"'.i .... conv, c, ons occur,n ,r,or H&S Section 11357(b), (c), (d), (e) or D..:~fi~'uction ..?:ii!ii~ ~"©::iiiiiiii!iiiiiii~ii~iii!!iiiiii~i!iiiii!iiii!i! ~::'to January 1, 1996 or arrests not followed H&S Section 11360 (b) violations ..(.~iSon noti~?: ":~!::ii~ili~!i~i?~?~ii~iii~i~i~?~ by a conviction occurring prior to January (Occurring before January 1, 1996) .... ~:: ::iii~0m DO.J.:)..'ii? .... :ii?~iii? ................... 1, 1996 for violations of H&S Code .... i::!?~?~ :i~!!: .... ~i???~:' .:~ii!~i? 11357, 11364, 11365 and 11550 .~';';';';';';';';';'; '" .~';';'HY . Asset Forfeiture .:!iiiiiiiii!::!i! .... CL +..:ii~iiii~ ..G~4090 Noti~~iiiiiiiiiii!?:::!~ .... '~'::~iiii!~:i~i!iiiiiiiiiii!iiiiiiiiiiiiiiiiiii?:!~ .... CU ~::i:~:i:~ ......... GC34090 To legal property owner prior to case filing that property is subject to asset forfeiture proceedings. If case is filed, ...... !i~ii::ii!i!}!?!ii !}ili?..!!::..,. case file. .,::::::::::::. .... =================================================== Case Be~, Investigati~i!i?~i~iii?????~i?~ii!i!::~i~:::. CL + 2 GC34090 Retained by division until a case is ..... '~::?:' "?~i!!i~i~!iii~ii!~i~iiiiii!~i~i~ii~iii~ii!ii~? suspended/closed; transfer to Records ....o....... ....... ,.....,.,.,.,.,,..,.,.,...,..,...... ...:~iiiiiiiii?:' ::::::::::::::::::::: ========================= ....Division to be filed with associated Daily ..::::::::::::: i:i:i:!:F **::!~ ........ ': ................. ' Report (DR) file :.:.:,:.:.:.:,:. .:.:.:.:.: .,:.:.:.:.:.:,:.:. ,:.:.:,:,: .::::,?:':':':':' .;:;:;:;:;: ~. Files .... ~iiiiiiiiiii!ii::i~' P PC 799 `-~~~~~~~~~~~~`~~~~~`~~~~~~~~~`~~~~~~~`~~~~~~~`~~~~~~~~~`~`~~~`~~~~~~~~~~~~~~~~~`°~~~ '::!!iiiiiililili!!~~?~"arrest, CL + 2 GC34090 Retained by division until no longer useful "~:i~:~s Cases) for investigative purposes Officer Involved Shootings CL + 25 G034090 Court - CU + I GC34090.7 Printouts of daily court scheduling, Daily Schedule subpenas CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE - 2000 ::,Retention::: C, tati°n i: Sign-In Logs CU + 2 G034090 Logs officem' =~es, time in/out for court a p .p=..=..e,,.a ran C~iiii? .... I'1'1'1'1'1'1'1. . i i ii ,.:.:=:.:.:.:.:,:.:.=., .....:... Tracking System Records CU + 2 GC340.90 ..... ~~~i~:~cords subpoena number, .... ?:~??:~?:~": .... ~:i~e, case number, defendant ..i:!:i:i:i:i:i:i:i:i:i:!:!~ .:~i::iiii?~i? ........ n ~ii~i~ ~..a. tto rney name~i!~ourt ...,.......=... ..::::::::.- :!:!:!:i::: Crime CL + 7 15~iii~::.00 .... ?:i?~}ili::~ "Prosecufi'~!~?~i~~' punishable by Felony Crimes with or without P..:~?:i~0..tm:::~i::? imprisonme~i~iii~ii~'~ison for eight arrests ====?============?=======:=?===========?=?=====?===?=?=?=== ..... years or more r~'fi'§t commence within 6 ,,:::.:-:=:.:.:,:::.:=:,:.:,:,==:=:=:,:=:::=:,:-;.. =================================================== .... i::ili::i[i=:ili::ili::iii::i::iii::i::i::iiii!::i::!ii!!i::i~i .. years after offense commission. · :~::iiiii!i? ........ ~!:=i::iii!!iii!iiiiii}!!iiiii!ii!!iii iiiii{~ii~?:!i~'°mmencement804. Exception:°f prosecutiOnsee PC 803-defined ................ ..................... "::~::~::~:?:~ xtension of time periods; .,..:.:.:.:..:.:.:.:.:.:.:.:.. -.:.:.: ,:.:.:.:.:.:.:.:.:.:.:.:.:.:.....=.:.~ ..... ~ ~:. :"=: ::i::~~s process and "Three Strikes" also .,::i:i:i:!:!:!:i:i:i:!:!:i ::::::::::::::::::::::::: ....... - ...... · ..:,:.:,:.:,:.:.:,:.:.:.:.:,:..:.:.:,:.:.:,:.:.:.:,:,:.:.:.:, · ........... .... ?:~=:~i~!~?:~::~!~::~i~[~[~:=~::~::~i~:: ::::::::::::::::::::?::::::::::?:::::=:::: ..... '~ideration in assigning retention for .~!iliiiii?~:~ ............ :.i ii!iiiii!iiiiiiiiiii~i~i}i}i~?~i}i}~i!::i~ ..... ~::::~:~ City's cases ..::!i!i!i!i::" ..::!i!ii "~:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i: - Misdemeanor/Infractions ~=¥ 7 ..?::?:' GC:~~i~}~i~i.i?:' No arrests, identifiable property or :':':':':' .:=i:!:i:i:' ':':':':':':':':':':':':':':':':" .,.?,~i~i: i~::?;ii?.,,,,,~?:~?" ,,,,,'::iiii?:i::i ................... missing persons ..:,:.:,:.:.:.: :.:.:, ,.:.:.:.:.:.. :.:.:.:.: '"'"'""'"' '" .... ..::~!iiiiii::' ':':':':'= Supplemental, Felony Capital :=~!ii!~i~i~i!ii}i?: ~i~p ..?:::il}i~?, PC=...ii!~99 No statutory limitation for prosecution. Crimes, Crimes Punishable by ..................... .:':':':':':':':' . ............ ..~:.- . ................ -'::~:~:~:~:: Includes murder, kidnaping for ransom, .::::=:::::::::" .............. : ................................ ~:~:~:~:~::~' treason, procuring execution by perjury, Death, Life..:::.. Imprisonment ..:::::::::::::..~:: =:=:::::::,i~i~::~i~::~: :i~iiiiiiii????~i!iiiii?~i!i!::!::?:!i!i!i!iii?~! i::i::?' train wrecking, assault with a deadly · ::::::::::::::::::::::: ....... :~ii::iiii::i!::iii~::!i::::!~::.i!iii::::::::i ~::~i~::~i~i~::~::~:?=~::~i~i~::~i~i~::~::~i~i~?:~i~.:-::~ .... ..... ~iiiiiii!iiiililiiii!iii!iii!iii!iii!ilili!i!ii~i=:., .... ~:=:.i::i~i!!!!!!!!!!~!!!i!!!!!!!!!!!! i~:i!=,:.~: ...... defective war materials that cause death ================================ :::::::::::::::::.. ":':';':':':';':':';';';';:;:;:;:;:;:;:;:;:;:i:i::-. Destruction -G'~i}i}iii~i!ii ! i~?~i} !i ~ii ~ ........ I'1'"1'1'"1'"1'"T' ' '"t' -':':':':':':': ....... :::::::::::::::::::::::::::::::::: :!:i:!:!: :~:i::., DispositiO.~ii::~:~'Arrest/C~i~iiii::i~ ...... Retention determined by action taken: ............................................................. i.e., recordable arrest or detention ::::::::::::::::::::::::::::::::=::::::::::::::::::::::?:::::::::::::::=::::::::::: .... (release no arrest) ....,..,..,...... ..:,:.=.:,. ~!~nce, Disposition Fq~$ Attach to duplicate Property Report, file :~!?:?:iiii::::i!ii::i?:?:~ .... ~i::i!i.?:' with DR in Records Division ii!~~int ........ ~iii::ii~!i!!iiiiiiiii~! .... T+ 2 GC34090 Paperwork authorizing fingerprinting for =::ii!iiiiiii}i~~ii!~~=:'' business licenses and taxi service :=~iiiiiiiii~~i~:~:~ards AC + 20 Persons booked into detention facility; (Copies distributed to county, state, federal agencies) CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE - 2000 Records Latents Approp. PC 1)Retain for a~icable case statute of Section lim'.~..tion; 2}...~:~ntil evidence in case is d:~~iiii~rd copy and digitized Suspect, Adult/Juvenile CL Law..:~:....~.r..:ce- ~;~~~!les suspected cfa crime, me~? ....... tai~?~ii~ .p,a risc n. Destr..e..:~?:affer M~le- :~i~'i ~i ~~ ~..a. c hieved..::~i::iiiiii!~'' ~t Guide .:~i:: Guns, Dealers Record of Sale CU + 6 P'~iii~i~g~!::~:::. Applicants, Mo/itl~'ly Gun Audits, .... !!?~iiiiiiiiiiiiiiiiiiiiii:..~: applications Denied, Stolen (DOJ File) ,..: : : ::: :: :;::::: :::::::::::::: .:::. Licenses/Permits CU + 2 .: 4 ~'~:~:~"~:~ Bicycle ..-.....-.. .......... .....'"'"' '"'"'"'"'"" ;;;.;Hii , ...... ~:~:~:~:~:~: ~:;i~?;:;i~:;:;i~i .... ':::' ::~i":i ............................. permits for taxicabs, shuttles, Taxi, Auto for Hire T + 4 .... ?:ii::i":!i?:i::ii!::?:?:i!i ii!::;~Dii::3....4090 ~:~e, ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:. ........... · ......... ======================================= i:i:i:i:!:!:i:i:i:i:i:;:i:M:i:!:i::.. '""""""' ........................... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ...... ~i....e..'-~': · .-...-.-.-..":':':':':" ::::""'"'""'"'""" ....... '"-'-':':':'1'1'1'1'1'1'1'1'1. i i'1" Duplicate (Pink) C:~!i~ 3 .~?:i?ii ~~iiiii~i~!iii~: ~:'Original to licensee, Blue duplicate to Secondhand Dealer, .?:::iiii~iii .... ..::~iiiiii? :~iii~i~iii~ii~iiiiiiiiiiii~iiii;i::~i:~':' DO J; Pink duplicate retained by agency; '.'--.'-'.' ....:............ Pawn Brokers .... ~i~: ::iiiii!i:::: ;:~i::iiil~?'' :~:' renewals issued annually by local .:~::ii¢iiiii!ii iifx;il:. . .. .. .. .. ..i :: ?:??: ...........~ii?: agency; includes permits :.;.;?;.i-;-;.;.~ .... .,:~!:,!:,?.:::.!:: .......................... !iiiii!::i?' ii '-':';';';';';';';';';';';';';';';';';'; ! i i ! I i. ................................................... '::;;::iiiii!iiiii! 2 GC34090 Daily activity of incidents not reported by !ii?.:CU + use of official report , :.:.:.:.:.~.* ..........................................,........,. :.:.:.:.:.~ - ::::::::::::::::::::::::::::::::::::::::::::::::::::::: ::~!!i~;iii?~: i!iiii!:":~!i~i? .... Report numbers, type, names, dates .;~:~:~ .......... retained for research value ..:.:.:.:.:;:.: .~!iiiiiiiii~ivestigative (Pre-Arr~i~ CL + 10 GC34090 Retained by division until cases are ~iiii~?~i?~iiiiiiiiiiii: .:~!iii~iiili? suspended and closed ..:.:.:.:.:.:.:.:.:.:.:.:.:.. ..:::::::::::' · ..... ............. ...i.1.1.~.1.1, iiiiiiiiiiiiiii~".e.n, ile DDt .e.n..ti~? CU + 2 GC34090 Logs document juvenile processing per CYA ::i:iii::i?;~~iiii~i~:~trol CU + 2 GC34090 Lots items coming into and going out of property room Rap Sheet CL + 2 GC34090 Requests for criminal history CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE - 2000 Subpoena CU + 2 GC34090 Subpoenas re:~ed/served daily on Po.~..,..e Dep..a..~"~nt employees Non-Criminal Occurrences CU + 7 GC 34090 I.~i~i~i~i~i:~k persons; missing persons .... ii!ii!!iiiiiiii!i!iiii~!: ~ii~.n has been retur.ned; traffic .:~i::ii!::?:!? ..... c0.'il~j~ii~s not used as.~ basis for :: iiiiii'?? Pawn Slip~l'ickets CU + 3 ~i~i1¢. 2162.tt. iii? '"'Copies f~::~!i~i~!:; .... Photographs ~ii!iiiiiiiiiiiiiiiiiiiiiiii!ii![il;i .... Crime Scenei::~i~;'ant/Applicant, ii?iii!iiiiiii!ii!iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii Photo file, Accident. ,eta,n according to .:~ii~i?!~:.%.~ili@"ractical and functional association. Daily Report (Negatives) T ...... ~!::::i!::! i!iii~34090 .... ~iiiiii!ilii!i~~.d DR number, retained as form !i:::~. :..~:],.~..::.:. · ":~ii~ence, destroyed at same time ======================================= i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i::.. ........................... ~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ ....... .e'~lence for associated case is destroyed ..:.:.:.:-:.:.:.' :.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:. ":':':';':'? ' '"" '"'"'":':':': ':':':';':':';'; ':'i'1'1'1'1'1. G:~ii~ 20 ..... :;:.;i: " '*~iiiiiiii?:?:?:i::i::::::i::?:i::::i::::?:i::::i?:i::!~iiiiiiiiil~: By Prisoner number Inmates (Negatives) ........ '.'.'. ........ -.'.'.' ':i:i:i:i:i:i:i:i:i:i:i:!:i::':" Propert~ Original .... ~iii~ iiii~ntil cas~::i~:" .::~::~i~i~i ........ Copy retained in records case file; Refer .... ~!iiii?~!iiiiii iiiii~dludica~:~l! ;:i}iiiii:::' to Managing Propert~ in Caw ..:.:.:.:.:.:.:.:.:.: :.:.' :-:.:-:.:.:. ;~iiiiiiiiiiiii? .... dispo~!~n .... ~iiiiiiiil En[orcement Agencies (By POSl) ........ ............ · " :':':'i':':': ============================= · ":':: :::::::::::' ,, range Inv~ .:~i::iii!!i~i~i!i!i!i~!!i~i:i:i:i:i:i:i:!:i:!:i:i:i:!:i:~ .... S ~ii!i~iiiii!iii!!iiiiiililiiiiiiiil!il !!!i:~C 34090 Reports of inventories of weapons and .:~i!i!iii?iiiiii!i!iiiii!iiiiiiiii!i!iiiii!i::i::i! .... !ii!iiiiiii!iiiiii!i!ii!i!i!!!i!i!!iiii~ ................... ammunition held by Department Range · -...-.-...-...-..................................... ................................................... Registral~:~i~i~i~ii~{.0. n, Se:~:ii~iiiiiiiiiii!ii!!i!i:: !:Life of Fingerprint Card, photo, information also ;.:.:.:.:... ..:.:.:.'.? :.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. .:i:i:.::!:!::" ':':':':':': ":'"':':':':':':':':" :::::::::::::.- ::::::::::: '.:::::::::::::.' ::i:!:i:i:: ..i:!:!:[:~:~:!:: .... ,. ..:.:...:.:.:.:.:. ......... ......... ;.:.:.:.-.. ..:.:.:.:.:.:.:.:.: .:.:.:.:.:. .:::::::::::::::::'.: ...... .v...-.-.-...-.-... ;:::::::::~' ======================== ..:.:.:.:.:.- :::::::::::::::::::::::::: .:.:.:.:.:.:. ..........._.. ................ ~?i'i'i';' ::::::::::::::::::::::::::::::::: ..::::::::::::" · ........................o...... ..:.-..:.:.:.:.- , v.v.............-.....-.-..... ==================================== CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE - 2000 Reports CU + 2 GC34090 Arrest & Citab'.~iiRegister; Arson O~ses; ~i~s Against Senior Ci.{i~.'.ns;...D..~th in Custody; Domestic .... ~:: ~~i!~BI Include Return A/Supp.; ..... ..::iiiiiiii!i!~i:: ::::::::::::::::::::::::::::::::::::::::::::::: ..... ............ Ra~::~.n.~..e. !ncldents; Homicide Reports ============================ i ::::::::::::::::::::: ::::::::::::::::::::: "°" :'"::::":':' · ."::::i:;" ::~:~:~:~:~:~:~' S.u.~.~~ K~lled or Ass.~.~lted ':~:~:~:~:~:~ .... !::i~gi~i ~i ~.~J; Unif.~:"Cfim; · '::::::::::::' ! . ~::::::::::::: .-::!: .:.:.:.:.:.:.; .... .':':':':- ;:::::::::::::: ............ ;:;:;:;:;:;:;:;:; ,.;:;:::::::.' ,,,,,,,,,,,,, Statistical (UCR), Uniform Crime CU + 2 ~~!iiiii:!i!~i .... Originals Reports Mandatory to DOJ (LEIC); FBI ':~i~[~[~i?:~i~i~?:?:~i~::~i~[~i~::~::~::~[~::~ .... Include Return AJ Supplement; Supplementary Homicide Report; Law .... ?:::?:"*:~:*:'::!ili~i~ii~i!~ii~!~iiii?~i~i!iiiiii::~ ..... ..::i:!:i:i::~' =============================== :!:::i:i:i:i::::~:.. Enforcement Officers Killed or Assaulted; Monthly Return of Arson efta nses Kn own to Law E n fo rca m ent; ...... ?:~i::::i::iiii ::iiii==iiii?:==:===ili~z=: ::::::::::::::::::::::::::::::::::::::: ?' Number of Violent Crimes Committed .... ~i::iiii i~ii~i~ .... "::~::ii~iiiiiii Against Senior Citizens; Monthly Report .::i!iiiiiiiiiiiiii ......~ ~: i ii!~iiiii!i:i!: ::i i iii i!i i of Domestic Violence Related Calls for ::~iiii? .... .::i::i iiii::iiii! ::i?:" Assistance, Monthly Arrest and Citation .:~iii?::' ..::?' Register; Monthly Hate Crimes ...... iii::ii::?' :.:.:.:.:..i?:' .:.:.:.:.:?:?:::?::::::: ":':':': '"':':" .,::i:!:i:!:' .!!!i!i!i:~ Incidents; Death in Custody Reportin~i!ii!iiii!i iii!!: ..::!:i:i:i:~.. ..................... .::::::::..* ..:.:.:.:.:,~ .,:.:.:.:.. i'i';'~'i'1'~'!'['1'~' i'i';':'~';'~' ;':'i""" .:.:.:.:.:+:.:.:.' ..:.:.:.... ..:.:.:.:.:.:.: Sealed :~ii!!!~!i~? .... Uan..~..ry .... ~'"~51.8 General provision: Upon petition, records ..:.:.:.:.:.:.' ............... :.:.:.:.:.:.~ Adult Fou.n..d Factually .... ~iliiii::~, iiiiiiii? Des.:[~l~?:~?:i?:i!i ii?' of agency must be sealed and destroyed Innoce~.t.:!i!ii~ii!iiii?:::~: ..::~iiiiiiiii!iiiii!!!iii!ii?~!iiii!iii:. Up~ii~i?~iiii~?:? in accordance with the provisions set by "~::~:~:~:~:~:~:~:~:~:~:~:~:~:~"~ ......................................................... pur~i.~ .... court record; exceptions. .... ~i~::i::~!!i~ii::!?:~::!::!i!i!::!::~::!i~i~ii::i::~i .... '.::~!~i~i~!~i~i~!~i~i~!~!i!~ .... .... ~!i~iii!i!iiii!iiiiiii ! ii!i! i ii!!!ii ! i!!ii i!iiii::::i~ .... ============================================================================= .... Court Order ....... ,..,..,...., .......... "::~!::i::~i!ii:?:~i~!!ili~i~i~i~i~i~i!i~i~i~i~i~::i~: . ==================================================== "::i:i:i:i:i:i:i:i:i:i:!:i:i:i:i:i:!:i:i i:i:!::.. Juvenile .... ~:~.":-'::i::i::?:ii?:?:ii?:ii?:i::i~::i::iiiii::i::iiiii~ .... "::~::iii???ii~?~iiiii~i i~i~ndatory WIC 826 (a) Upon petition, local laws enforcement '::~~ ..... ~::iii~iii~iiiii!i~i?~ ?~i~Struction & (b) WlC records within WlC 826(b) may be ~iiiii!i!i?!iiiiliiii!i~:~:~:~'~:~:~:'~::iiii!i i i ill! i iii!i!i!ii ii iii!i!iiiiiiiiiiiiiiii i iiii!iiii i!ilii .... ~::iiiiiii !ii!~:~P°n pursuant and to 781(a) destroyed related probation as ordered and juvenile by the court,court if .... ?:~ii?:::?' iii~:' Court Order records have been destroyed by the :..~i~::~:? '!~::~i~i~??:..:~?:':i~i~::~::':..:~i~::~::~ .... probation officer. Records involving ..~i::iiiiii? .?~i!' ':~::::ii~ii!?' arrests, detention and/or petitioning ;.:.:.:.:.:.:.~ ..... ........ · i:i:!:i:i' · :.:.:.:.:.:o:-:. . .... .~!i!i!i~iiii!~iiii: ..:~!iii!i!? juvenile before juvenile court ::::::::::::::::::::::::: ~:i!i :~ii~...S - Audio, Teleph..'~i~'e and GU + 180 G034090.6 Exception; Recordings used as evidence iiii~i~i!i~!~i~ii~ Commu~l~ns days in a criminal prosecution or claim filed or ~iiii!iiii!iiiii~ii~?~!~!~!~!~?~?~i?:?:i~:~i~i~::~i~::::i::~i~!ii~!i~i~?? .... litigation or potential claims and litigation shall be preserved for 100 days after ........................ conclusion of the court action Use of Force Supervisory Review Files CU + 2 GC 34090 Includes review forms, arrest report copies, logs CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE - 2000 Warrants - Felony Recall after Recommend~ii:::.:b..y the California Law 10 years. Enforcemen....t..::::~rrant Officer's Exception: A~ati ..o....~i!i}~iii~! .... Murder/ .:~?:~::~i~i~i~::~i~i~::~::~i::.;;~:i:~!~::~ .... -':::' .:i:!:!:!:i:!:!:i:!:!:!:i:i:!:i:i:!:!:!:!::" ..:.:.:.:.:.:. ..:.:.:.:.:.:,:.:.:.:.:.:.:.:.:.:,:,:.:.:.:.:... Escape .......................................................... .':4':':.:.:.:':':':'. - ','.'.'.'...'.',-...'.'.-.'.'...'.-,'.'.-.;'.'..... ============================= ====================================================== ;-:-:-:-:-:-:-:-'. ========================================================= ..::::::::" Misdemeanor- Criminal Recall after 5 :..-.:'i???': ,..:.~i~~...b. y the Ca[[[~nia Law years iiiiiiiiiiiiii:' ..::~: i~i!~:hforC~:~ii~nt ..O..:ffi.. ~r's ,:.:.:.:.:.:.:.:.:.:.:... . .;.:.:.:.:.- ~:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:... ~ .. Served CU ':~::i!i~!!~i~?~!~'i!~!~i~i~i!~?~i!~!~i~:~i~ ..... Includes Warr~iiit::~$'i~rvice Information .... ~?:ii?~iii??~i??~?????~iii??~ii?~::::?:~::. Card, alpha index card Unserved (Local) Until served ..... ~i::i? ........ ~:~?:ii~i~i~}~i!~i~i~ii~i~i~ i~i~iiii~:~ .... recalled or .... ........................... ............................ .............................. .-:-:-: I-' ============================================================== -:?::: : ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ::::::- ........... ============================================= ........... .......... -,-...-.-.,.-.-.-,-.-.-,-.-....,-.- - ..... ..... ::-:-:-:-:::::: ................................. Citations .... ?:::i::::~:ilili~'L + 2 ..:~i::??' H&8.i}i~i~::~:~':~'.$ ..... 11357 (e), ,Juvenile .:?:ii~i~i}i!i~i~i}i :~i}~i::::;............~iiiiiiii::~'' .......... ., ..... , .................... ....-.....-.-. ............ .......... . .............. ..... .:.:.:.:.:.:.:.:.:.. .-.-.-.....-.- ..:.:.:.:.:. 11357b H&$, 11357c H&$, :iii~}~}~i~}?:i~:'' CC ~iig~}~i~i ...... ~S 11361.5 'CA Admin. Code, Chapter 1, Title II, 11360b H&S Violations ,.;:?;iiiiiiiii::i:=.. ii!i}iii!!:::: ================================================= ............... ~:iiii[i ::::::? Sec. 708 · .:::::::::::::::::.. ========================================= ::::::::::::::::::::::::::::::::::::::::::::::::::: ;.:.:.:.:.:.:.:.:.:.:.;. ..:.:.:.:.:.:.:.:-:.:.:.:.:-:.:4-:.:.:.:-:. :.:.:.:.:.:.:.:.:.:-:.:.:-:-:.:.:.:.:.:-:.:.:.:.' Cite:a~::::::R~l.ease .:~::i~iii??~i}i!i?~i}i??~i}i?~i}i?~i}iii?~ii~:.. CC :::::::::::::::::::::::::::::::::::::::: ...... GC340~0 ,.::i:i:~:i:i:i:i:i:!:i:i:~:!:i:i:i:i:i:i:i:i:i::-, -,-,-,-,-,-,-,-,-,-,.,-,-,.,.,-,-,-,-,-,-,-,-,-,-,-, :":':'::::::: Califi$~i~ii~i~te. Code ============================================================. CU + 00 days GC34000 Original is forwarded to court ,..........,......-,.......................,.... ============================== ::::::::::::::::::::: ....,...,.....,.....,......,,.,......,.......... :,;.;.;,;,;,;,-.-.-.-.-. Parking~:.r.: ~.S .... %?~i?~ ??CU + 2 G034090.7 Originals are forwarded to court after ...... ...... ============================================= ............ ..~'nsmittals ............... CU + 2 GC34090 Listing of citations forwarded to court, .:~i::il}i??? ..... : ......... filed for reference ................ .-........ ......... ,,,,, ......... ..:.:.:+. ......... . .... ................... ................... .......... :E~ipment- Radio kog~i!i?:' CU + 2 GC 34000 Documents problems, malfunctions, ~ili~.....munication ..... ?:::!i?~'' resolution to provide equipment i:i:i:!:!:!:!:i:i:!:!:i:!:[:i:i:[:i::. ' ........ :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ............ .....::::~:~i::i!iiiiiiii?:'" performance histor~ ..............................~...........-.....-.-.-.......-.......-.-.......-.....-.-...... .......,....-.,.-,....-,-,-.-.-.-,,,-.-.- - · ....:,:.:.:.:.:.:.:.:.:...... Radar Calibration Records T + 2 {3034090 Documentation of Radar instruments retained during use/ownership CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE - 2000 Reports CL + 2 GC34090 Non-Jury .... Accident ,.~i!::i~;., ,.;¢;:!ii? .... ..:.:.:.:.:.:.:.:.:.:.. ..:.:.:.:.:.:.. Traffic Collision Fatalities P ..:~::iiiiiiiiiiii!i!i!i!ililili~:~iiiiiiiii::~ .... ..::i:: .... ?::[:Y::'::~ ...... ~i':ilili[~':i':i':i[i':i':i[i':i[!':i':i':i[i[i':i[i[i~i:~ .... Vehicle S -':~?:~::~;~;~;~;~;~;~;~;;~' ~$~.~i!i~::~:s,~ig n ments .... · :.v.-:.v...v.- ..:.:.:.:.. · ::i:i:i:i:i:i:i:!':" ======================================================= ..5:!:!::" Assignment Reports ============================ .... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ...... 5:::::::::::' ..:.::::::::::::' ' ':':':':':':':':':':':':':':':':':':':':':':':':'. .. .-::::::::::~ ,.:.:.:.:.:.:. :.:.:.:.:.:...~:::~:::~.::~:~:~:~:~:~:~...:~:~:~:~:~:~:~:::.:.. .... .:+:.:+- ;:i:i:i:i:i:i: '" ;':':':':" ' '~':':':':':':':':':':':':':':':':'>'"""'~""" ":':':':':':'= ' Down Reports CU + 1 ~ .... ?:i::ii~::':PrintoutS'::~~ii~.,b..i~ii~ehicles are v.v,v.v, ..;;::::::::., ~i::i::iii::i::iii~i:::i~ .......... ?:~::~::;~ .... down for re'~i~i}!~.~$~'ance, etc. .......... ..-...::::::: .................................. :.:.:.;.:.:.:,:.:.:::.:...;.. :.:.:.:.:.:.:.:.:.:.:.:.>:.:.:.:.:.:.:.:.:.- Repossessions/Private CU + 2 G:~~?iiiiiii!!ii?iii:::::~ .... ..::::::::::-' ==================================== :::::::::::.. ..:.:.:.:.:.. ..:.:.:.:.:.:.:.:.:.:.:-:.:.:..:.:.:.~.......-. Service Schedules S ==-'G==========?========================== ?:::::::?:::::::::?:?:::::: .... '.::::::::::::::::: :::::::::::::::::::::::::::::: ! I,I.l.].l,l,I l.l.l.l.l.l.l,l.l.l.l,l,l,l,l.l.l... ....:.:. :::::::::::::.:. '-:::::.':: :::::::::::::::::::::::::::::::::::::::: Vests, Bulletproof Letters CU + 2 .... ~?:iiii?~iii?~?~ii?~i ?~?~gi::~4090 :~:::: ~?~fi:~ation to purchase ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:. :.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:. ..:.:.:.:.:.:.:.: Warrants Reca:``}::!~}~i~...Y::~.!iii.~:i~.}.i}::i~.}~i?~.~.~}.::i~.}~}::}i!:~~ .........-::~..E:~'c°mmended by the California Law ........ Parking yeg~i?:? .:i~i!i ~::~;:~i::iiii}~}~!i::i}~!}~?~?~i}~i?~i}?~i~ii::i?:i~!~!?:i::~iii ::?Enforcement Warrant Officer's .:~iii~ii::::~;".:.:.:.:.:.-.':~::i:::::::? ':'::???~iiiii~?~iii?~iil}i?~;{i?': Association ..... ;-:-:.:-:-' :.:.:.:.:.:.:.:.:.:.:.:.:.:.v ...v.v. ...v.v. ::::::::::.v.-.v.-. Traffic .... ~i::i!i~ 'i~?~ecall afl:'~"5 :i::i!::::::::!" Recommended by the California Law ..:::::::::::::: ::::::' '::::::::::" .:i:!:!:!:: ..~::!iiiiiiiiiiiiii :::::::~ears ..?:iiiii!ii!?' .:?:::::::i? Enforcement Warrant Officer's .~i!ii.::iiiiii!i!::~ .... ::::?:?:?:?:?:?: ..:~::!ii!ii::?:" Association .:::::::::::::::: ::i:!:!:~:i:!:i:i: ..::!!!i!~!i!i:~ · !.!b!.!.!.! ' ..!..'.!.!.!.."-!-!-!.!.. :.:.!.!.!.!.!." ' ....... ============================= . ..:.:. ::::::::5:' .... ~ .... i~?:~::~? p .~[~!~[~i~::~[~[~i~::~[~i~::~::~i~i~[~?:~i~::~[~::~::~:: ~i~::~ .... Departmentally-owned weapons, Weapons, D,.:~:t.:,abase .... ~::.. ~: ?:::::::::::::::::?:::::::?:::::?:::::::?::::::::::::::::::: ::::::::::::::::::::::::::::: :::::::::: , ::::::::::::::::::::: ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.: .v...v.v.v.v.v.v.v.v.v.v.v ..... ~:~:~:~:~:~:~:~: ...... ~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~. .~~::: personal weapons, alternate weapons, :::::::::::::::::::::::::::::::::::::::::::: ======================================================= =============================== .::~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ .... -.::~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ .... ' ...................... secondary handguns; produces inventory .... ~:!i::i?:ii!::!~!?:i::!::!i!i!::!::~iii~::~::ii~?:~::~iii .... ========================================================================= .... · .................................................. reports · .:.:.:.:.:.:.:.:.:.:.:.:-:.:-:-:-:.:.:.:.:.:.:.:.:.. ================================================== ===================================================== - :.;.;.;.;.;.;.;.;.;.;.;.;.;.;.;.;·;.;.;.;.;. ;.;., "::i:i:i:i:i:i:i:i:i:!:i:i:i:i:i:i:i:i:i:i:i:i:i::.. "::i:i:i:i:i:i:i:i:i:i:i:i:i:i:!:i:i:i: i:i:i:i::... -.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. ================================================== ========================= :::::::::::::::.' · ..:.:.:.:-:.' ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:·:.:.:.:.:-:.:.:.:.. . ;;::::::::::.' ~.:.:.:.:.:.:.:-:-:.:-:-:-:.:.:.:-:.:.:.:.:.:.:.:... Chemi¢~l§/Film I n v e n t o ~i~?:?:?:i::?:?:i::?:ii?:i::?:?:?:ii?:i::?:?:?:~:' S ..::::::::::.' ============================================= ...... !!!!!!!!!!!!!!!!1[11I ..:.:.:.:.:.: EqUipment........... iiill i i iiiii;'::i~::i~ i?i iI? T .:~iii?;i!~te nto ry/Sig n -o ut C a.r..:~- P h oto La b :.:.:.:.:.;.;.:.;-;. ..v.v.. ~i!}~!~i?~}~erations Files- .p:...~o Lab T Retain until equipment no longer owned/used by department; Manuals, instructions, procedures for ....................................................................................... use/operations of photographic ...... ~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~,~:~,~:'.'. equipment · :::::::::::::::::::::::::::::::::::: Grievance Files CL + 2 GC34090 Grievance filed by employees, supporting documentation CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE - 2000 Investigations: CL + 2 GC34090 Non hired Background .~!~: ..... .(;"i'i'i',. .,'i'i';'i'i';: I.~~:~!i~al reports re: PC 832.5 Background Hired P ..::~iii:::,, .:.!-!.!.!.!.i.i.~.i.~.: ' ' :.i.i.i.i.i.i.i.i.i.!.!.!.!.!.!.!.!.!.!.!.!.'.!.--. ..-.-.-.. Parades & Special Events File CL + 2 G~i~i~90 ..E..~iii~:..~.., correspoEl~'nce, .:~!iiiii~ii~ .:~ii!!?::::: ::'"assignm~:~iii~~~, supporting . .....,...... Permits: Alcoholic Beverage L + 2 G:~!~ iiiiii~:. Approval process · .:.:,., .:,:.: ............ :.:.:,:.:, Control License ..................................................... ,./:iii::::~::'"::~:::.?:i~!i?:?:!::?:?:iii!i!?:iii::iiii!::il ?.?:::~ .... Concealed Weapons CL + 2 ':~340g~iii~ii!iiiiii i !i~?~iiiiiiii?~!ii::i:.*'*:~ .... Photographs: S + 2 ..... ~:~iiii!i ~..4090 "~?: :::::::::::::::::::::::::::::::::::::::::::::: :.:.:.:.:.. ':':*:': .... :'!:!*!'!'!'!'!*!'!'!'!'!'i+!'!'!*!*!'!'!*!'!'!':" Negatives, Misc. ..:. :..iii~ + 2 ::~i? GC~i?~ Not case-related (Public relations, ~:~i::i?~!iii!i ~!~i~i~.'' .::~ii?:" .~iiiiiii?' promotions, events, ceremonies, staff .,.-..,,...... ,.,..,.,.. :::::::::::::::::::::::::::: ~iii~!i!! Press Releases .... ~.: iiii!iii~i!iii" CU: i ........ ~i~ii 4090 Pre~, Vid...:~i!~.or~ms (C.~~. Cdi~i~i::i!i~i::iiiiiiiii::i?' "~C34090 Co,,eoUon of ~ideos of proD~m~ and Relation~i::iiiiiiiiiiiiiiiiiiiii::iiiiii~ .... events; outside press coverage of P~ope~y Fi,;?~iiii?~i~'i'!iiiili'iii?~ii'iiii~ii'iiiii~,,::. "::"~iiiiii'?,'~iiiiiiiiiiiiiiiii iiii~. + 2 ~C34090 O~igina, repo~s and supp,ementa, ......... .... .............. :: .......................................... "::~:~:~:~:~:~:~:~: :~:~:~ .... documentation (Lost, Found, :'i'!'!'i'T'~ ...... :':::::i:!:i:!:!:!:!:!:!:!:i:i:!:i:!:!:!:!i!:!ii::'. Prope~!ili~'awn Broker/~~i:. CU + 2 GC34090 Sales, slips. Dealer required to file .... ?:::?:iil ....... :i!i~::?:iii::i::i::iii::i::iiiiiii::i::ili::?:~ .... duplicate with agency ..::?:?" ~::~::i::~i~? "::~:?:~::~::~ .... ~:~::~. .~iii:ii?' CU + 6 mos. GC34090.7 Original maintained by DOJ. Dealer ;::~i~?:~::~::~::~:?:~::~: Dealer of Gun S~les, required to file duplicate with agency ::::::::::::::::::::::::::::::: ..::::::::::::.' .-.....-...................... · · ....:.!.!.!.!.!.!., ii~!~.g:..O..:.r..:.d...,e..'~!!ii~:~nergencycu (see Destroy after law enforcement actions '::'~~ii~~i::'~l'emporary descriptor) described in PC 273.5,273.6,646.9, R~~?:.~¥'ders, Legal Stipulations, 12028.5, 13700 and Family Code Orders After Hearing Sections 6380-6383 are fulfilled and effective date of restraining order has expired CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE - 2000 Rosters (Divisional) S + 2 GC34090 Personnel ass~.~!~..ed to division .1 111 ..::: ::::::*' Schedules: Day CU. 2 GC34090 Sc~.d. ule~.:~!i~fficers on duty ======================= ..::::~:~:~:::.' Watch Assignment/ GU+2 GC34.~.0. Timekeeping Records ::~::i!i!~ii~iii!~i!iii!~iii~' Speaker Requests CU + 2 G~t090 i;:i~':~!i~ili.b...u, sines..s.:~:~ests for ii!iiiiiiiilili~: ..::~::ilili ::~:~ublic a~~i~s~'ers Tests, Oensitometer Results (Photo T + 2 ~~9.0ii ? .... Daily tests 0~!ii~~i~'ent ':::i::::::::: :i:: :i:i:i:i:i:i::.. Lab) ':~~:~:.. chemicals/processes for quality control ":':':':': ::::::::::::::::::::::::::: ";:i!i> :::::::::::::::::::::::: ::::::::::::::::::::::::: Event Files CU+ 2 ....... ...G...C34090 "::~i::ii~iiiiii ~!~~pondence, brochures, promotional ....... !i!!iiii~!ii!iiiii!iiii!i! .... iiii~~'is, information on speakers, :-!-!-!?!.i.!-;-:.~ ......... .x?!, .: .................... . ..>:?.' ~i :: iiii::iii~i ..... i:: :::::::::::::::::::::: ii::::i iii ii::iiiiiii::~:. ' ....... Lesson Plans, Range CL::~::.::::~:~ 5 ::::::::::::::::::%:::::::::::::::::::::::::::::::%:::::::::::::::::::: ........... ~i~:: i?:~cope, content, time period of courses Personnel (by name) ::~?.:.:i- 7 .::~iiiill~::' GC3~l~g~::::::ili~ ..... Paperwork documenting officers' internal .... ~:: ~i::::::!i::::~:' .::~::ii::il .... .~i~i~i~i~ ................ and external training Schedules, Range :~iiii}i!~iiii?: ~:~U + .2iiiiiii::!:' G...:~090 Daily, weekly, monthly schedules of ...... i~ii!ii? .... training events at range ..1:!::.. ............ .............. ill]ll iil,,i Volunteer ~...~. Files ~!~::..'.."ii~i!:::..."~::.. iii~.:::i:/ ~ii~iiiiii !i ilii i iiiiiii?~!il ............................... ~i::::!i::iiii::iiii":::iiiiii::!!ili~i::::!i::i:..::i; T ...............................GG340g0 Volunteers' identification, contact "~';':'i:i:::i:i:~:i'!?~'['F'i?!'~'i'i'i?h "::[:'.':!:!:!:!:!:!:![i:!:!:!:!:!:i:i:i: :!:!:!::... ...... ~*~:~*~:...:...:~:~::.:~:~:~:.::~:~:~%::~:~:~:~:~:.::.::~:~:.::~:~:~:~:~:~:~:~:~:~ .... -...: ............................................... "::i:i:i:i:i:i:~:~:i:!:!:!:i i:i:i:~:i:i:i:~:i::' "::!:!:i:[:i:i:i:i:i:i:i:i:i:i:i:!:!:i:i:!:!:i::.. .... ~:~:~:~:~:~:~:~ ...................................... "~::iiiiiiiiliiiiiiiiil iiiiiiiiii~ .... ...... ;.:.:.:.:.>- ~.~:~:....~:,... ============================================================================ ..:...:(::..ii:"-.'~':,i?:iiii?:iiii?:?:!::!iii?:i::::i::ii::i::ili::i~ .... .-i:i:i::'-'i:i:!:: :::::.'::::' ,',',',',',' ',' '7'"'"" ii::ii::::i::ii!i!i:: ........... ;: .,:.:.:.:.r ........... ::::::::::::::::::::::: ..:.:.:.:.:,:.:.:.:.:.:. ..........,. ..:.:.>:.:<,:.:.:.:.:.:. ........... ;;;;;;;]lllll , i'l'l'l'l'l' :. :.:,: :.:. ..:.:.:.:.:.:.' :':'::" __ ::::::::::::::::::::::::::::::::::::::::::::::. lO CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC UTILITIES EFFECTIVE: 2000 :? ..:.:.:.:.:.:.. i~i :,: i~ i:i: :,: :,~ !~!: i:I :i~ i: :~ :,: i: i: i: !: !: i: i: :,~ i~ i:!: i: i: ~,: ~: !~ i~ i: :,: i: i: !: :!: !: i: !: i:: ~:: ,: Correspondence CU + 2 GC34090d .~:~iq0.i~cumentation if not attached .... i!::!~ ii~i~:i'n oj .... ~:~:~:~:~..~:~ ...... ~ ...................................... ent or pr ect file .[~ ...... !H. "' ~'.~.'.'.',.'.'t'.'.'.'.'.'.'.'.'.'.'.'.'!'... .............. ::::::::::::::::::::::::::::::::::::::::::::::::::: ............. . ........................ Maps & Plats P GC~ia............ ..:~..l.~!~::..& field notes ..a..'~ profiles; .:?~iiiii?:' iiii~'i-0:~it~ili.~f roads, ~ff~:bt~, right-of- -:~:.~:~ ............ way, ~~~B~!~o anne~a~ons, · .:.:.: .:.:.:.:.:.:.:.:.:.:.;.:.:.:.:,:.:.:.:.:.;. · -~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ .... maps, otc. ...... Special Distfic~ P ':G:C34090~?:~?:?:?:~::?:?:?: ~:~u.ppoding documents regarding ....:.:.....~ :.:.:.:.:...:.:.:.. ..:.:.:.:.:.:.:..:.:.:.:.:.:.:....-....... ...................................... .... ~:~::~??:~::~::?.~::?:~?:?:?:?:~?:~ .... ":~::~}~ ~?i~; bonds, taxes & construc~on .....................v.-.., ...-..... v.........., v.. .............................. ................................... ::!:~:~:~:~::" .::: :::::::::::::::::::::::::::::::::::::::::::::::::::: ...... ..,.,.. Liens & Releases, Suppoffing ::~?~??::::~::' CL +.:~?' GC~090 Util~es, abatement, licenses Hlllllllll .I,1,1.1,1.1,1 ~::~?:~ ~ .............................................................. ..::: .... ::~ ~.. :::::::::::::::::::::::::::::::::::::::::::::::::::::: ::::.' ............... .:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:,:.:.:.:.:.:.:.:.:.:,: .::.:::::::::::-:.:.::.:.:.: : ........................................................... ..:.:.:.:.:.:.:.:.:.:.:.:.:.:...:.:-:.:.; -:.:.:.:.:.:.:.:.:+:.:.:.:.:.:+:.:.:.:-:.:.:.:. ::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ::::::.;. ?.....-.....-.-...-...-.......-...-.....-....... ..> :.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.: :.:.:.:.:.:.:.. Gol~oc~ons ":.{~?:~::~::~::~?:~::~::~::~:::~::~::~?:~::~ .............. r ':'~'i':':':':':':':':':':':':':':';':':':':':':':':':':':" v...v.....-...v.. ,.... Facil~os .<:?:::~?~?:~?:::::~::~?~?~.~?~.~.~.~.~.~.~?~::~ .... ':'~:~::~?" CU+ 2 GC340~0 Correspondence, maps, patron list '"'"'"'"'"'"""""'"r""";'7'"""'"', ....... .....................,.,...,.,................,.,. .5::::::::::" ======================================================== Histo~anRa~on .:~.:~.~~::..::::::::::::::::::::::::::::::::::::::::::::: P GC34090 Where Ci~-owned .......... .:.:.:.:.:.:.:.:.;.:.:.:.:.:.:.:.:.:.:., ,llll[I [lllll'lllllllllll' ..:::::::::::' :::::::::::' ":::::::::::::::-' ....... In~(~'rator, Treatment PI~!, {~i~'dge Cu + 2 40 CFR 60.153 Gas flow through wet scrubbing, ........-. .~}}~}~}~ ..... .:.:.:.:+. :?~?~[.~}~}~ ..;:::~?' rats, temperatures, fuel flow, total .............. ..:+:.:.:.: ::::::::::::::::::::::::::::: ..::~[[~[::-' ~::~?:?:?:?::~?:?:~::?:~::~::., ,,.::~:~:~:~:~::,' solids and vola~le solids :::::::::::::::::::::::::::::::::::::::::: ====================== ::~::~}~}~}~:;}~}~}~}~?~}~}~?~}??:; ...... repairs, cleanin~ repods, complaints · '~'~'~'-'-'.'.'.'~Y.'~','.'.'~'~'~'l'~'~'l'~'~'~' .................... . ....:.:.:.:.:.:.:.:.:.:...... Maps, 8ep~c lank ~ GC340~0 kocation maps Reclama~on GH + 5 40 CFR ~ 22.4~ Daily operations includin~ sewage flow, ~rit removal, chlorin~ usa~o, lab analysis results, otc. CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC UTILITIES EFFECTIVE: 2000 Recycling Programs S + 2 GC34090 .::.:~i!::~ .... · .111111I Regulations S + 2 GC34090 ..::i:: Reports: .... ?:~?:~::~::~ ...... .d.U.-,L-...,,... '" ...... ' ................. ,;:,:.:~: <.:.:,:.:,:,:.:.:,:.:.:.:.:,:.:.:.:.:,:. !, =, .:i:i:i:i:!:!:' .... :~:~:.~ ~i ........ ~.!i~::~:?" :-:.:-:-:-:-: ..:::::::::::: .ii!iii!iiiiiii ,-::i:i:i:!::" ' :!:!:i:!:i:!:!:~. ..::i:i:!:i::" :i:!:!:i:i:!:i:!:!:,., .;:!:!:!:!::" :::::::::::::::::::::::::::::::::::::::::::::::: ================================================== Grants: Federal & State CL + 5 G.~iii~i}~i~!i~i~}i~ii~i}ih~ Refer to grant application close-out .... "::ii::iiiiiiiiii ii~i~:; lights Inventory, Traffic Control Device S + 2 ...... ~:?:~i::i; i?:?:G..G34090 ====================== :::::::::::::::::::::::: .,,LU.,J.,..,-.....,.- ,.-.-...-,-,,.....-..,..-,-, ::::::::::::::::::::::::::::::: ::::::::::::::::::::::::::::::::: "::i: Lighting CU .}::ii~ii::iiiiii:::.::~i~::!ilil iiiii~~::0. ::~ ~::::i.~aintenance, work orders Maintenance/Operations C.;~ ...... ' ?~i~~i?~iiii::ili::::::i~ii!ii?i?· Includes work orders, inspection, }iii~"2 ':!iii!i .... i~ii i!ii.i!iiiiiii.iiii?? repairs, cleaning, reports, complaints, .:???? .................. signals ,-i-i';';';-;-;'i i.' ,'i'~'~';'; .:,.i-i';:;-.:.:.: Maps ;~iiiiiiliiiii}ililil :~:P .::~iii~ii ?: GG~090 Fire hydrants, lighting districts, storm · .',',',-.'.',-.-.' .::::::::::::::, ,.::::::::::. .~?~iiiiii::iiii:' .... .:~i::!::ii?:i::i::ii?:i ..... ?:::i::i::i::?' drains, sewers :.:.:-:,:,:.i, ..:,:.:.:,:.:,:.:.:.:.:.. ,:.:.:.:.:,:.. .,:::::. ::::::::::::' ==================================================== ::::::::: Traffic Sign.ak .... ..::~i~::~i~?:~i::.. !~i~::~i~i~ ....................................................... ~:~ .... ...................... ::~ii~::::i!ii::::iiii::::::iii::ii!~:i::i::::i::iil L i?~iii?~iii~i??~iii~iil}iii!iii!i??~i}iii?~ Logs, drawings, wiring diagrams, .... ~:?:::!iiii::i::i::iii~!i!i!i?:!ii~ ....... /::::::?:?:::::?:?:::::::::::::?:::::::?:::::::::::::::?:?:::?::: "~::~::~::~::~i~::~i~i~::~::~::~::~::~::~i~::~:?~ ...... codes, circuit numbers, installation .......... :: ...................... :: .................... · ..................................................... records, testing and maintenance Reports "::~i!ii~ii~?~i!ii?~?~i!i!i}?~i!ii?~?~i~i~i!?~?~i!i::i~ .... "::~iiii?~ii~ii~i!i~!iiii~!iiii~i~iiiii~i ii~ii~:..L + 2 GC34090d Counts, collisions, accidents ................................................ ','!:!:!:!:!:!:!:!:!:!:!:!:!:!:!:; "::i:i:~:i:~:~:i:~:~:i:i:~:i:i:~:!:~:~:!:i:E::... :::::::::::::::::::::::::: ::::::::.' ....... !~!~!~::i::~i~!~!i::~::~i~!~!~::~::~::i::~i~!~::~::~!~?:~!~i~ .... ' ....................... ' :~ .... ..... ~?:if!i!i!iiiiii::iii::i::!!::::iiiii~iiii~ii~!~!~!~!ii~i~!iiii!!~i~ii!!ii~!~!::::~ .... ':~:::::?' ::::::::::::::::::::::::::::::::::::::::::::::::: EI~ Rates iiiii?::iiiiiiiiii?:ii .... S + 2 GC34090 .:::::::::::::::: .:::::::::' ::::::::::::::::::: ,.i:!:!:!:! .~i~tlities .::~ii::::::::?' T + 2 GC34090 If City owned eading ............... ................................ ~:~ii!::iiiiiii::i~ CU + 2 GC34090 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~`~~~~~~~~~~~~~ :~~~ii?iiiiiiiiii?!iiiiiii::~i:~ .... P GC34090 GC4003, GC4004; H&S 19050 '""' '"'"'""1'T'"['1'~'~ *"1'1 '1' '1'1 'l°t't'l' '1'I'1'1 ..° ' '::i:iii~':.: i ii~ Utilit~'R'~'b'ates CU + 2 GC34090 CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC UTILITIES EFFECTIVE: 2000 ..::iii::., ;;!:!:~:!:~:!::- ~_.1.1.1.1,1.1 .:!!!!i. .-::!:!:!:!:i::" Conne~on Records P GC34090 ..~'p....~, ~.8..'.'~:i' line connections :':':':'r'":':':':':':':'i ""'" 'F ..:::. ::::::::: :::::::::::::::::::::::: Flood Control ~ -.L..-.-.-........ Drainage Facilities P G~:090 i::i!~l~i~., lakes, ba~, creeks ....... · :;::: .~.... .. ........................ .:::::::::: ~i~i~i~i~i~!' .:~:~:~:~:: ~:" I n c l u ............................ ~:~'~'~" ' Flood Zones P G~4090 .;.;.;.:.;.;.;,;., ..;.:.:+:.. Insurance Programs 8+2 ~~ii.:.!!i.ii~': .... Includes ¢;~i~!i~i!¢'"~'lic,es, rules, ======================================================================== prog ra ms "::!:i:!:!:i:!:i:i:i:!:!:!:i:~:i:!:!:i:i:i:!:i:i::. Policies/Procedures $ + 2 G¢3~.'~::?:i::iiiiii?::::::ii::::i :. Rules and Regulations ..:::::' =============================== "::i:" :::::::::::::::::::::::::::::::::: :::;:::::::;:::-. Reports/Studies CL + 2 .......... ~.C34090 ,...:.:.:... :.:.:.:.:+:+:. .-::i:i:i:i:i:i:i:i: :i:i:!:!:!:!:!:!:i:i.: Inventory, Equipment Cocations P '::~?' :~ii!~~!~i::~ ............. ~ii i¢ Mains, valves, hydrants, wells ..::ii!iii!i::" .:iil .................... .... ...................... :':'~':'t'" '"' ''i':':':':':':':':':T:':':':':':':':'i'.','-'.'.'.'.'-'-'.'.' ..::iiiiiiii:' ..i:i:::::. :::::::::::::::::::::::::::::::::::::::::::::::::::::: Maintenance and Operations :~i~U + 2 .... ~ii!ii:?GC~.~!iiiii!?" Includes work orders, inspection, ::~:~:~' "::??:~ .... ~ ................... repairs, cleaning, reports, complaints ............ .....-.....- .:::::::::. ........... · .......... ......... Service ;,~iiiii~}!~i!i}ii!ii::~i~ CU +..?:~iii?: G¢.:.3~t090 Includes work orders, entry cards, :,-,:.:.:,:.:.:,:,- ,,,.,...,..,.... ...... ========================== ================================= .... ?:::i?' manholes, service to property owners .,.I... I,Illll llJ!,lJrHlll[., i WeI.I~i~i~.P.. u m ping .... ~:~:~:~:~.. ~:~;' ~ %~i~i~ ~; .... .... ~i~i~::~i~i~i~i~!~i~::..!~!~i~::~::; C~::ii~i~iZ~::~::~i~::~::~::~?:~::~::?:~::~::~? ' GC34090 Times operations, power used and ......-............ :::::::::::::::::::::::::::::::::::::::::: ..... ..................................... .... ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ...... P GC34090 line location; easements M a ps .................... i::i~i .... · ,~::~ii~::~!i::~!ii~::~!~!~!~!~::~i~?:~::~::~::~i~::~::~i "::::::::::::::::::::::::::::::::::::::::::::::::: ':;i:!;i:!.:-:-:-:.:.:.:.:.:.:.:.:,:::.: "::i:i:i:]:~:~:i:]:~:!:!:!:~:~:~:i:~:!:i:!:!:~::.. Master Plans '::~i::i::?:i::i::::i::ii::ii?:::?:!ii~ili::~ ..... "::~!::!i~i?~i}ii}~}}i?~Jiiii?~i";~;~U + 2 GC34090 Copies · -""'-;"-"'"-""'""-"'-'"'""'"-?';'r- - ========================== ................................ ,::::::::::::::::::: !.. Meter Ope~¢iiiiiiiii!i?~iiiii!iiiiiiiiiiiiiiiiiiiiiiiiiii:~i?:::~ ...... '::':?:' CU + 2 GC34090 Reader reports, orders, tests, Maintenance Reports ...... ..:.:.:.:.:. ........-.........,.....-........................ ..::::::::::::-' i:i:i:i:i:i "::i:i:i:!:!:i" ,,;,;,;.;.;.;.. iiiii i~1 ........ . .... .,.,.,.,.,,,,,. .:::::::::: -.: ::i::iiiiiiiiiiiNational Pollutant DiSCharge P 40 CFR 122.28 Municipalities of 100,000 or more, .:~i.i.iiiii.i.liiii.~limination system..:~!~DE$) compliance with Clean Water Act :~ii~iiiii~iiiiiii!ii!!iii~ii~ ...... ~i!i!?" regarding pollutants ii!iii!i!iiiiiiiiiiii~m ............. ~:~:~i~::ii::i::ii!i?i::?:' CU + 2 GC34090 May depend on terms of state or federal agency .o~.:.:.:..-.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:;:.:.:.:.~?-.. Poii'~i:~::::~h'~! Procedures $ + 2 GC34090 Includes rules and regulations Rates CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC UTILITIES EFFECTIVE: 2000 ~;~ : ::Retentlo :.?:-;.:.;.:.:.;.:.:.:::.:.:.::.:-:::::::::::::::::::::::::::::::::::::::: :::::: :::::;::' :::::::::::::::::::::::::: ::;: :: :: :: : :, ::; i : ::: .. :: :; :: ::::: ::;::::::: :::: ::::,;::::.:::, ::: : :;: ::::: : : :;:;:-: :::::::::::::::::::::::::: Reclamation CU + 5 40 CFR 122.41 Daily opera~g..s including grit removal, chlorine us~, lab analysis results, ~....:':':'- ..:SM:i:' ;:::: ::: :;: ::: :;;. ..:;::::::::::.' ii!!!1!!~!111 i.. Reports .-.-... Conservation CU + 2 G~iii~090.....,......,........,. ....... ..,v...... .-,-,-,-.,.- .....,,-.,,-, . ...... ..,.....................,.,.......,....,......... Consumption CU + 2 G~iii~.4090 'iiiiiiiiii{iiiiiiiii!i!!i!iiii:i::::::.::ii!i?:::i: ..... Corrosion Control CU + 12 4Q~ii~iB~iii.;.'ii!~!..91 Compliance"~'h'~entation ':':':':':+:':':':':':':'!'~ Dischar0e Monitorin0 gU + 5 40.:C~R?:~I?:;~:: ~vera0e amount of pollu~on .... /:J~?:" ~'::~::~}~?~}~?~ :?:~dischar~od into watom of municipal~ '.:.:.:.: ================================== :::::::::::::. Ddnking Water Corrections CU + 10 ...... ~/:~::~:~::~¢FR 14'~:?~... ~[~?:~:.......................... ................. · .:.:.:.:.:.: ...................... . ........ .... ~ ~ily flow of stroams Hydograph P .::;~?:~;~ ~ ~ ~]090 ............................ ' ,.;:;:;:::;:::::;: ....... ::~: ~:~:~:~:~:~:E:~:~:E:i:E:~:~!:~:~' '. ..: ..... Lead So,ice Line C~::~' 12 ..;~f~0~E~]~g]~::;;:' Compliance documentation .;::::::::,' ::::::::, ::::::::::::::::::::::::::::::::::::::::::::::::::::::: - Public Educa~on .... ~?:~U + ~ 2 .~?:::?' 40 C:~R::~::~":9~ Compliance documenta~on ....... ..... Oual~ parametors .::¢~:~:~:~??r C~ +..~ ...... 40..:~F~ ~ 4~ .~ Compliance documonta~on .....-...-.... ............ ,~[LIIIIIII .llllllI .lllll ;':':':':':':':':" .:E:~:E:~:~:' ..::~:E:~::" San~a~ Suweys /:~?" CU:~ .... ~0~::CFR 141.91 Sta~tics, repods, correspondence ..:.. :~[~" ============================== ....... :::: :~:~:~:~:::' .... ~ .... ::7%,:== :=:::~;~: .~ .................. ~:~:~:~ ~:~ .... Source..~r ::~:~ C~i~::::~: 40 CFR 141.91 Compliance documentation, e.g. lead ..... ~?:?:?:?:~?:?:?:~?:~::~?:?:?:~?:~$;~ .... - ................ and copper 8tare C:~~::~:. "::~:'~~¢~?:~ C~ + ~ 2 40 CF~ ~ 4~ .~ Compliance documenta~on ==================================================== ·:::: ::: ::::::: :::::;:::::::::::: ::::... .............. ' .............. ::::::::::::::::::::::::::::::::::: E:~:E:~::.. Varianeos, m . ............................ ' M.M.[-~-~- ~oll kO~ :::::::::::::::::::::::::: ::~:~ .... "::~::' GH + 2 GC 340~0 .~.::~:.5::: ...... ::::::::::::::::::::::::::::::::::::::::::::::::::: . ;.:.:.:.:.:.' 8oum~f'" ' .................................................... ........... · .................................... C~ + 2 GC 340~0 May includo wells, rivors, lakos, distfic~ .... ~;?:~::?? .... ::::::::::::::::::::::::::::::::::::::::::::::: .... 8~or Fiold Uotes :.~? ":::'::~? .... ~ GC 340~0 ~otes preparato~ to maps of water :.:-:-:.:- .~¢~:~ .:~? installations ........... ;.:.:.:-:.:.:.:.:-:.:-: ..::::::::::. :~.~, ~at, r 8yste~}~ganita~ C~ + ~ 0 40 CF~ ~ 4~ .33 Statistics, repo~s, correspondence ::::::::::::::::::::::::::::::::: ..::::::::::::.' ........., .,_....,_,.,.,., ...... . ........ ":*****~**~~i~{~;i Analysis CU+ 5 40 CFR 141.33 Compliance records include location, · ...,~.....,......... ·. date, method and results; correc~ons, analysis o[ bactorial content CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC UTILITIES EFFECTIVE: 2000 Chemical Analysis CU + 10 40 CFR 141.33 Compliance::[e..:...cords include location, d:.:a....te, met....h...~!::~sed and results; ..~.r.:.....e. cti.'.~"analysis of chemical .... · ;.: ..:.:.:.:.:.:.:.:.:,:.. ..:.: :.:.:.:.:.:.:.:.:.:.:.:,:,:,:.:.;,:.:.:.:.:.;, Quality CU + 12 40 ~ili~:~1.91 .... ~i~,documentatio.~?:jncluding ii::i .... .?::: ::i!i:::.sa t~!!~ii~:., a n alys~s,..::~po rts' .ii~ .... ~i!!i~iiiii ?s u rve'~?~~..ts,..:.e.,~-i:b afl o n, :iiiiiiliiiiiiii:::: ....... ?:iii? .... sch ed u J'~ii~~.!~!~~i!~::' · .....-...-...-.....-..., .-........ -.-.......-.-z.....-.-.-.,...-.-.-.....-...,..,. ~i~ii~:~:!:i:i:i:i:~:i:~!~ii~i:!:~:::~iiii? ================================= ........... Valve Main Records P G~?~,.0...~;i:~ .... ======================== ........ ...........,.,.,...,..,....,.,,..,...,..,..,.,., Violations, Ddnking Water CU + 3 40.::C:F~!::.;:li~]ili3~::~ .... Retention applies to each violation .... :::.!:.:.i:. ...... :::::::.!:.!:.:.:.!:.:.:.!:.i!i:.:.!!:.:.:.!:.!ii:.:.:.!:.!:.i!i:.! ..... ............................. ' %!.!,!.!,!.!.!.! !.!.!.!.!.!.!.!,!.!.!,!,!.!.:,. ...... :~i~i::i::ii!i iiiiiiiiiiiliiii::::~ ======================= ::::::::::::::::::::::::::::::::::::::::: .... ....................................... =========================== ::::::::::::::::::::::::::: '-::::::: ::::::::::::::::::::: ..:::::::::;; :::::::::::' ..?'-~:~:~:~:~ .... . ............................ .:.:.:.:.:,:.:,:.:.:,. ,;.:,:.:,:.:,:,:.:.:.:.:.:,:,?:,:.:,:,:.:,: -..,:.:.:.:,:.:.:.:.:.:,:.:,:.:.:.:.:,:.:.:.:.:.:.:.. "~::i:~:i:i:i:i:i:i:i:i:!:i:i:i:i:i:i:i:i:i:i:!:i::.. ::::::::::::::::::::::::::::::::::::::::::::::::::::: i~::.. ====================================================== '~'::!! ii::.. "::i:i:i:i:i:i:i:i:i:i:i:i:[:!:i:i:i:i:i:i:i:? ..:,:.:.:.:,:,:.:.:,:.:.:.:.:.:.:.:.:.;.:.:.:.:,. ::::::::::::::::::::::::::::::::::::::::::: .:.:.:.:,:.:.:.:.:.:.:.:.:.:.:.:,:,:.:.:.:.:.:.:.;. =================================== ~:~:~:~:.:~:.:~:~:~:.:~:~:~:.:~::::~:iiiiiiii!~iiiiiiiiiiii!iiiii!i~i!i!i!i!i!i!ii!i!::~.~ "::!ii::" ,,::~:~:!:!::-" ,.,...........,..,.,.....................,... ..... .;;::::::::,-:-' ::::::::::::::::::::::::::::::::::::::::::::::::::::::: ..::::::::::. ....... :.:.:,:.:.:.:.:.:.:.:.:,:.:.:.:,:.:,, .::~:i:i:i:i:i? .::~:!:~:!:~:: .........., ;:~:i:i:i~:i:: :::::::::: :::::::::::::::::: ..!:i:!:i::' ......... :.:.:.:.:.:.:.:.:,' · ::i:i:i:i:'.-::::::::" ======================================= .......,... .,......,.. :,:.:.:.:,:.:.:,:.:.:.:,:.:..., .,:.:.:.:.:.- ..:.:.:.:.- ..:i ii::::':" ::i:!:i:!:i:!: '::::::::::' ..:,:.:,:.:.:.:. ..:::::::::: ::!:~:~:i:i:i:i::" ..::::::::::::::'. .-::::::::::' ......... .,..,.,..,,,,,... ,,:.:,:.:,:,:,. ..:.:.:.:.:,:.:.:.;.. ,.,.....,.,... · ::i:i:i:i:i:i:i:i:i:i::.. . ,.::i:i'!'!'i'i':" :!:i:!:!:!:!:!:!:!:[:i:!:!:!:i:!:!:!:i:i:!:!:!:!:!::" ::::::::::::::::::::::::::::::::::::::::::::::::: :,:,:,:,:,:,:,:,:,:,:,:,:.;,:,:,:,:.:.:,- ================================== · ,,,...:,:.:..,,., CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC WORKS & ENGINEERING EFFECTIVE: 2000 .:.:.:.:.:.:.. ;,:,:.:.:,:.:.. ,.:c.:.:.:.:.· :::::::::::::::::::::::: :!:i:i:: :!:!:i::: ::: :::: :i:: :::i:i~:?:: ::: ::~:::::: 'i': ":':':':':':" Benchmark Data P GC34090d .:~ ................. g ........... i::~ ertical & control :::::~:.:.:.:.:.:.:.'..:.:.:(.:.:,:.:.:.' ' ..::~:i:!:. Correspondence CU + 2 GC3~d ~:::: iiii~:.....~ii;d..ocumentation if not attached ::!!iiiiiiiii? ........ ..t.'"~?~:.~~t or project fll.e~?: Grants-Community Development Block T + 4 G~ ~4090; 24::~iiiiiiii i::i~pp:i~i~~iii~.rt...S.,...~!i~'acts, Grant and Urban Development ~.570.5.0..~i? .... supportJ:~ii~~?~;OMa Cir. A- Grants - Federal and State CL + 5 or $ GC~iii!iiiii::~:. Refer to grant application close-out .:~iii?~i:'ii~:i:iii}ii!ii!!}~!ii}i~ili!iiii. procedures. Grants can be · :~:? ....... ~iiii~i?~iiiii?~i~i~?~i~i~i i~i~.perceded by individual grant .................... "::~i!iiiiiiiii!i?~!!~ i~i!~.tion guide. : ';' .;- .:,;-:.;.:.:-:.:. '.:.:.:.:.:...:.: ~:.:.:.:.:.:.:.:.:.:,:.:.:.:.:... I_icenses/Permits P ...... ~ ~:~::. ":::,~?:El~croachment Permits, etc. ====================================== :::::::::::::::::::::::::::::::::::::: ........... ..:..'.:+:.:.:.:..:. ...~ ::::::::::::::::::::::::::::::::::::::::::::: ..::: :. '.:;' .... ':':':':':' ..... .... ,iii:::: Maps & Plats P ..:!iiiili::::i ..... ..iiiii! ' ~':~!iii iii ii cross-section of roads, streets, right-GL ::~ili~i? .... ..:~:: ?:" Fngineedng & field notes and profiles; · '"'"'"' '.:-:-:.:.:-:.:.:-:+:-:-:-:.:.:.: · · ..-...... .;::::::::.. ....... iii?'............?:::iii?' '~i~i~i~i~i~.......... ..................... way, bridges; may include annexations, .... ?:~i~??:~:: :? .::~ii?::' :~i~i~i~i:'parks, tracts, block, storm drains, water :::::::::::::::::::: ::. ..:.:.:.:.:.. .-~ .... grading landfill, fire hydrants, base · i:i:i:i:i:i:i: ' .... ~!!::. ii!iiiii? .~i! ~ ............... ~:~i!i:.~ ii maps, etc. H, ....... ::~:?:~:"'~::~::" ~?:~':~' P i!i?iiiiiii!iiiiiiii!i!i!!ii?ii~ "'GC34000a; fincroachment permits Permits, Co;:~i~!i:}iiii!iii:i?:~::. "%iiiiiiiiiiiiiiiiiiiiiiii?i !i~i::~:. GC34090a: Plans, building, signs, grading, ...... ~:;;ii!iiii!!iiiiiiiiiiiiiii?~iii!iii~!:-. '":iiiii!iiiiiiiiiiii!iiiiii?''. H&S 19850; encroachment, including blueprints and ...... .... ~ .... 4003; 4004 specifications :'!':'~'!':'~ ..... "':':'!'!'!'!'!':':'!'!'!'!'!'!'!'!'!'i'!'!'!'!'!': Project~i~Not Complete~ii$~!~i~i::~:. Ct. + 2 GC34000d Building engineering, planning ..::::::::::. =============================================== , ............ ..-.:.:.:.:.:. St~, Special Projects i!~ .... Ct. + 2 GC34000d fingineering, joint powers, noise, .:!:[:~:~:[i~!!!' ::::::::::- " · :~:~'~:~:~:~:~:~' -??:~?::' transportation ..i:i:i:i:i:i:i:!:!' .:::::::::: .~i~eys ..:~!i::::i::i:? P GC34090a Recording data and maps ================================ ..:::::::;::::' ................. . i'1'1'1'1'1'1' .......'.........;.:.:...:.:.:.:-:.:.:.:.:.:.:.:.:.:.:.:.:....:.:.:.:-:.:.:.:.:.:.:.:.:.:.[.~ · Capital Improvement Projects Ct. + 10 CC337.1 $ Supporting documents including bidders list, specifications, reports, plans, work orders, schedules, etc. Congestion Management Cu + 2 GC340O0d Ride sharing, trip reduction CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC WORKS & ENGINEERING EFFECTIVE: 2000 Construction tracking, Daily P CC337.15 Assesses v~ of real property .~1,1.1.1.1,1 i ::i:i:. ..::i:i:i:i:i::" Drawings, Traffic Control Plan P GC34090a ~p, ~.~[hg & striping, road .... ~:: :::::::::::::::::::::::::: ":ii:: Flood Control CL + 2 GC.,3.~i~I :.:.:-:-:.:,:. '.. ',, ',. ',. '., '.. '.. '.. ',. '.. '. ...... .! ..... lli[l![[tttitt !ltl!!l[!' ;:¥:~:;:;:;:;:¥:;:;:;:.:.:.:.....,,.::i:i:~:!" =========================================== Soil Reports P G~~iI Final Report§i~::!i!ii::!i!:-~i:i ....... Special Districts P GCi~~i~?~ii~i~}}iiii::::~ .... Supporting documents regarding .,::::::::::,' ================================================== .... ~i~::~::~ ........ :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ii!i!~provement, lighting, underground '?' .... :::::::::::::::::::::::::::::::::::::::::::::::::~i~::~:.~i~::~::~::~i~ ?~i~i~; ........ bonds, taxes & construction i::i::iG~4090d s, Traffic Signals CL + 2 ..::~?:::iii:~i!i~i!}iiii~?~ ................... collisions, accidents .....................,......... ::::::::::::::::::::::::::::::::: ===================================== ::::::::::::::::::::::::::::::::::::::: :':::::::::'. ,.::~iii~ii!~i~iii::::,:.. ....... ~.:::::: ::::::::::::::::::::::::::::::::::::::::::: ..:.:.:.. ..-,-,..-,-,..-.-,-...-...-...,.-,-....,-.-...-.-.-. , ..:.:.:.:, .:::::::::::-' .. i:i:~'::i:i:i:i:i:i:i:i:i:i:i:i:!:i:i:!:i:!:i:i:i:i:i::.; ........ :::::::::::' '"":';':':" ;';'; ::il-;'-?;:i iii!i!:' ,.;:i!i?:" ::,!:,!i!:,? .............. ~r Quality (AOMD) .:?.::i~i~ii~ii~i}?~ii? CU + .~i?' CC..~ii.'.338(k); Participants/voucher logs, total Daily ?:ili?:iiiiliiii::i~: .... .::::iiiiiiii::ii? G~:4090 Mileage Survey (TDM); various local .::::::::::;::::,' ..:.;.:.;.-,;.:.; ............ :~::' "~:~:~:~:~:~:~:~:~ ...... ~:~:~:~:~ .... authorities; Commute Alternative · .....,....... ........... California .~'"~i~nmental .Q...g~i~i~;. P iiiiiii!iiiiiii!iiiiiiiiiiii!ii!iiiiiiii~?::: :::'GC 340~0a + fi×eruptions, Environmental Impact Guidelines Declaration, Notices of Completion and .. .... ~~: ~:~ .... Determination, comments, Statements ...............:.......:.....:.:.-.:.:.:.:...:.:.:.:.:.. ..:.:.:.:.;...:.:.:.:.: :.:.. Congestion..~~{ii!iiii!iiii?~?~i?:::~ ..... "::~i::ii~ii?~? Cu + 2 GC340O0d Ride sharing, trip reduction ...... ............. .:::::::::::.'::::: -:.:.:.:.: .!~tor~, Equipment ~ and L + 2 Includes vehicles and related .?~!.!es .... ?:::i??" documents regarding repairs .,-.-,.....,-..,-.-.....-.-..... .._'.~.~.;.~.;.- .................................. /....,......: !i!i~~::..V..e..hi..C..!~i!i~hership and title L + 2 Owner's manual, warranty documents, Department of Motor Vehicles title and ::~iiiilili?:iiiiiii::!ii::!iiiii!::ii!iiii::!iiiii!::i::iii? ...... registration, related documents ":'::::~:~[~i![~i~i~i~i!~::::::::':'" ' Licenses, Permits CU + 2 Forms, related documentation regarding licenses and permits required by federal and state agencies CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC WORKS & ENGINEERING EFFECTIVE: 2000 Maintenance/Operations L + 2 GC 34090 Related to requests for service and ~...rk ord~i~'r fuel, vehicle and :~m...e.'"~:'maintenance and repairs ;: :::: ::::::::::::::::::::::::::::::::::: Vehicle A~ignment CU + 2 GC ~.~0~..~, '~[ ~, request forms, lists ............... =================================================== ':':':':':':':':':';': .... '}'i,, ::::::::::::::::::::::: ..~:~i!i ii~::'"::ii::~ ?:~ ........ ':*:':':':':** :*!'i'i*!' * '~';';';';';';';';';*;':':';';:;:;:;:;:;:;:;:1:;';. , ,'1:;:;:;:1:'* Hazardous Waste Disposal CU + 10 ~i~~:i:40 Documenta~?::i:;ii';:~'arding the handling CF'~iii~i~i!iih:. and disposal of hazardous waste ================================================================ · ":':':':':'i'?!'!'!'!'!'!'! !'!'!'!'!'i'!'!'!': Compliance P .... ::~i?:i::ii::i::i'!iii~.34090a '::iiiiiiiii'i'iiiiiiiii! iiiii~h~ents regarding storage ,..;; ..... :; :::::::: :. :::::::::::::::::::::: ..::::!!~i!i!i!i!i!!!ii!ii!!i!iiii !i!iiiiiii!ii:i:!:!:!:!:!:!!!:!:: '-::: :::::::::::::::.. Maintenance & Operation CU +..::~21ii::?~:~:~:~:~!~::ii iiiii~Og0 . !iii~)cation, installation, removal, .... ?:!iiiiiii?:' .:~iii?~ ii ii!i!ii!:.~:~:~:~iiiiii!i!iiil remediation ;:::::::::.' .:.:.:.:.' ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.t ::!:i:i:i::" ..::i:i:i::'* "::~:!:i:~:~:i:i:i:i:i:i:i:i:i:i:i:i:i:~:i:i:~:?:' · ::i:i:!:?' .:::::::::" :':':*:':':':':':*:':':':':':':':':':':': ' . . . .. n..'i'i i';';" . ,';'i';';'; .;;; i; :.:-:.:-::.:: :::::::::::::::::::::::::::::::::::::::::::: ::::::::::::::::: :::::: :::.-.':::::::::::::~ :::' .,::iii!iii:" *::::::::' .:!:i:i:i:i:~ ::::::::::' ..:.:.:.:.:.:.. ..:::::::::: 2 t:.H.!.' '~'" .:~::i::i::iii::i::!?:" ..................... !!iii!i?' Appraisals :~::~::~i~i~!~:?' CL.~::?:2?:?:~.. :::~.G.':'C34090; Exempt until final acquisition or .... ~ ~' ii!!i!i!!?!i!!!i!i!!i!i!i!!!i!!i!i!ii!i!!!!!ii ii~ii~C6254(h) contract agreement obtained ..::i!i::::.:.: .... -'::~ .... ~:~:~:~? .......... :::::::::::::::::::::::: :::::::::: .'.'.'.'.'.-.'.'.,.. ....-.L..-.......-.,.. ...... Deeds &:i~~ry Not~!i~!!i~i}!i?~i~i!ii?j!iiiiiiiiii~ii?~iiii~.. P ':~!::ii~ii!ii~iiiii!i?:ii::~!~ ...... GC34090a* *24 CFR 570.502(b)(3); 24 CFR 8.42 & OMB Circ. SA-110 ..............,.,..................,........ Lot split CasJ~:i!!!!?~iiiii~iii?~i~jiiiiiiiii~i?:i~ .... "::~!::!;~iiiiiiii'"i'"!'i"'i ~ .... GC34090 Maps, City Bou~iiiiiiiiiiii!ii!iiii!iiiiiiii?:~i::.. ~ ~::iiiiiiiiiiiiii :::?~ GC34090d Recorded maps, surveys, monuments Railr°ad~i:'~"i~ ht-°f-wayu::::" -,- ................ :::::::::: .......................... ............ ::~::i!iiii!i!iiiiiiiiiiiiii!iiiiiiiiiii?:. CL+3 36 CFR 64.11 Land acquisitions, correspondence, .... ?:::!.!~i?' improvements, statutory records .........; ..:.:.:.:.:.:.. ..:;::::::::::* .............. iiii~iiiii: ,.:::::::::::::: ..::::::::::::::' i:i:i:i:i:' · i:~:~:~:~:::~:~:' .:::::::::' {.:.:.?.....%. illl, REPO !~:.::.::.:!(!??..~'...:!~!~.:: :i:i:: :i: :::: :i :::::::::::::::::::::::::::::::::::::::::::::::::: ;:: ....... ::::: :: :::.: : :::::i::. :~:~:i:i:!:i:i:i:~:i:~:!:~:i:i:! .... ?:i::~~ .................. CL + 2 GC34090 :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: · ==================================== CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC WORKS & ENGINEERING EFFECTIVE: 2000 SERVICES :.:o:.:.:.:.:. ;.:.:.:.:.:.:.- ..:.:.:.:.:.:.- :::::::::::.. ..::::::::::::-' Parades & Special Events File CL + 2 GC34090 .:~i~.~}~'emos, correspondence, ..::!:: .... ~:~:~:~:~ ........ ~ii~!~!~upplier information, .... i~iiiiiiiiii!i!iiiiiiii~, ":': ~::::i~~.0...ts, deployments,:::..Supporting ::.:.:.:.:.:.::' . .......................... ...... . ...... ~.. ~:.. '.'.'.'.'.'.'.'.'.'.'.'.'.".'.~'.'.'.T,', L. ~::::::::::::' ..:;i:'::i: :i::" ================================================== ..::!:!:~:!::" ;:::::::::::: ..:.:.:.:.: .!i~iii[i~iii~i ..:.:.:.:.:.- ::;::::::::::::; ..::::::::::.' ..~.~...~.~.~.~.~.:.~.~o~.~.~.~:~:~.~<.~.~.~.~.~.~.~.~.~.?<.? '!!!!!!!!!iii!i!ii~ii!~:::: ...... :iiiiiiii::" '-:-:-:-:.:.:.:-:.:-:.:-:-:-:.:-:-:-:-:.:-: .... :.:.;.:.;.:.:.:.:.:::.:.:.;.:.:.:.:.;...:.:.:.:.. '.:.:.:-:.:.:.:-:.:.:.:-:.:.:.:.:.:.:-' :.:.:.;.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.: ================================= '::i:i:i:i:!:!:!:~:!:!:!:i:i:i:!:!:!:i:!:!:i.. ":':::::::::::~: .... Collections/Landfill CU + 2 GCi:::~0.!t.~iiiii::i::!ii::i::?:iii~ .... Daily records, usage ================================================================= ...... ............ =========================================== .:.. Facilities CU + 2 'OC 340g0.i.~:!:i:~:~:~:~:~:~:!:i:~:~:}i !ii}~.rrespondence, maps, patron list ====================== :::::::::::::::::::::::::::: History, Sanitation P ...... ~i::iiii?:~:i::i::iGC.34090 ":::,iiiiiiii iii~:e City-owned ========================= ::::::::::::::::::::::::: ,:.;.;...:.., .: ...... .[1111[1~]1111 ii[lllllll[ll, iiii iiiiiiiiii Recycling Programs S + ..:.;.:.:.:.:.:.. ...;.:.:.:::.:::.:.:.:.:.;::.:.:.:.:.:.:.:.:.:.:. ; Tonnage - Landfill .::::::::::.' ..::::::::.' -. ::::::::::::::::::::: ::: :::::: :::::: ~:, .......... ...... ;.........;..~....................;.... ;.:.:.:.:.. ..::::::::-' :.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.. - ;:::::::' .-i:!:i:!::" :::::::::: ................ ....:...... .......... ..::ii i~:i [iii: ..::::::::-' .::::::::. 11111111![! .[!!1! !11[, :::::: :::: ::: :::::: :::::::' "~'~'~'~ :'~'~ :::' ..i:i:i:!:i:: '::::::::" ~!?~ ........................... i ,,:,:,:,:.:,, ::::~::: ...... Aband°nme.n::..tsNacati°ns .... !~!::!i?:i .... i!iiiii!?: P :i!~iii!?!ii?i?iiiiiiiii?i?iiiii}ii?:::ii!ii~::::i::i::i::ilili~i~ iilii~:~334090 Relinquishment of rights and fee title ..... ....,....... ========================================== :-:.:.:,:-~-:-:.~.:.:.:.:.:-:.~.:-:.:.:-:.:.:.:.:::.' Easem~iiii~~.ns, Ri~::~~i?:i!::i!: P GC34090 -'::iii!!ii~!~ii!iiii!!!ii!iiiiiii~iiiiiiiiii~iiii::.. =========================================== :::::': ..:::.:.:.:.:.:.:.:::.:.:.:.:.:.:.:::.: .:.:.:.:.:.. Field Books ':'::~i::i!iiii!iii!ili!iiiiiiiiii!iiiiiiiiiiii::::~ .... "::~ii::::::i::i::iii::ilili::i::i i::i::~::::~:' GC34090 ?/.!??:.~!'!!?:.!!::.~??:.~:.~?:.?:.?:.~!~: ..... '::::;'~'~'~'~'~'~:~:~:~:~ .......... Grants: Fed.et~f~ii~i~!~i~iiiiiiiiiii!ii!iiiiiiiiiii?:~ ..... "::~i!iiii~!iiiii!i "CL + 5 GC 34090 Refer to grant application close-out .... ~ ............. ~::::i!}i ii!~iiiiili iii i }ii iii iliii i iiii?~ii procedure ..... ~i!iii ::::i!i~::.., ;.:.:.:.:.-.. ;.:.:,:,:.: -.:.:.:,:,:.:,:,:.:.:.:.:,:.:,:.:..',:.:.:.:.:.:.:.:. ..... ================================================ Inters~ion Records ........................................... :::::::::::::::::::::::::::::::::::::: CU + 2 GC34090 Includes correspondence, volume ..:::::::::::' :::::::::::' '.::::::::::.:.: ....~::ii::i[i~?:!?' .ii!i!?:?:? ::~::!~ counts, accident history ..:.:.:.:.:.:.:. .:.:.:.:.: ..:!:[:[!:[:!:!:[ .:!:::!:!.~ I~tory, Traffic Contro[~'evice S + 2 GC34090 Signs, lights .:.:.:.:.:.:.:.:.:.:.:.. .:::.:.:.:.: .;.:.;.; +;.;.:.;.:.:.:.; ............ .............. ..:.:.:.:.:.:. aping .............. ' CU + 2 GC34090 Plants, tree maintenance, work orders .... ::::::::::::::::::::: .:.:.:..:.: ........... :. ..:Il ...... ::::::::::::::::::::: ~i~i~~~~:~0ns CU+2 G034090 Includes work orders, inspection, repairs, cleaning, reports, complaints, ..... :::::::?:::::::::::::::::?::';'::::?::::::::::::::::: ........ signals, striping Maps P G034090 Fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, sidewalks, sewers CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC WORKS & ENGINEERING EFFECTIVE: 2000 Master Plans CU + 2 GC34090 Copies .1111111 :!i!i .... ::i.gi:i:i::" P a r kin g ::!::i::::?:?:;'.-.~ ........ -~ili::?:::~ .... ..::!::. :i:i:i:i:::-i:i:i:i:i:i:i:!:!:!:!:!:!:!:!::" i:i:i:i:i:!:!:i:!:!:!:i:!~:i:i:i~:i:i.., Lots CU + 2 GC3..4..~1~.. .;~::i::~~ .... ============================ .-.:.:.:.:.:.:.:.:.:.:~:;:;:;:~:~:;:?:?:.:-:.:.. ..:.:.:.:.:.:.:.:.:.. ............ ..... ..:.:.:.:.:.:.:.:,:.:,:.:.:.:,:.:.:.:.:.:.:.:.:;:.. .......~. .?:i::!::i::i::ii' ..iii!iii!i!i ....... :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ......... ::::::::::::::::::::: Reports/Studies CL + 2 G~-3.4090 .... ?:::!::~::~ ...... "::~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ ............. ~:~:~--~:~:'-' ............... :: ............. ~:~:~:~ ........ ~:.::_::.::_::~::-:_::_::~:~:.:::.:~:~::-:_::~:~:~:~:~:~ .... ::::::::::::::::::::::::::::::::::::: ..::::::::,' P e r m its :::::::::?:::::::::.:::::::::.~:::::::...:::::::?::.~::::::::?:: '::~!::iiiiiii:~:~.-~:~:. ...... ':':':':':':':':'i':':':':':':':':':':':':': · ' .... Encroachment P G ~~ i!ii!i!il i ii!! i!iiiii~ .... ================================================================= ........... . ... ~.............;,........................... Improvement CL + 2 -:~'340~ii~?~i~?~?~}ii~ii~ .... · =========================== i:!:i:~:!:!:i~:i::.. Oversize Load CL + 2 ...... ~ii::!!!:: ::i!ii~4090 ..:;::!:!:i:i:i:i:i:i:i:i :i:i:i:i:i:i:i:i:i:i:~:i.. '-::::::::: ::::::::::::::::::::::: Parking Ck +..::~ i~!i}i .0 ....:::::::::::::-' :::::::::::::::::::::::::::::::::::::::::::::::: ;:ii::i:: ' '" Paving C.. :~::~ 2 ..~ii~ }ii!iii~ii~ii::i~:'' !~:i~C + 2 .... ~iii~}i~i::i~'' GC3~::~::'' Includes Special Events Use 0'empora~) .... ?:?::.......:?: ........ :: ..... .:i!i!ililili!i!ilili il, ........-.-...-.-' .... .::~:!:~:~-' ............ .......... ...................... Photographs ::::::::::::::::::::::::::::::::: S + 2::~i?:?:ii?:? GQ'3.-~I0~0 Includes aerials · ::::::::::::::::::::: ~'i:i:i:i:i:i:i' . ,'???~:i"' ................ ..:.:.;.:.:.:. ................ · ................ :.:.:.:.:.:.:.:.:. .............. ......................... Plans, Capital Improvement,..........,e.-r.-::°J~'......... P .~:?i!i!!!i!iiii!ii!ii!i!i!ili:i?:.!~??:i::::~iiii i~i~i~:c340¢0 streets, curbs, gutters, sidewalks, .... ~::' ..::?:~::~::~i~i~::~:?:~::.. ~:?:~?:~i ...................................................... " stor m d rain s ....... ..:......................... ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.: ......................................... · ..... '""'"'""""" ........... ' "::!:!:!:!:!:!:!'-~:!:!:!:!:!:i'.~:i:!:i'.~:i:i:i:i:i::.. "::i:iii~::i::ii!iii!i!i:i:::: .... · ....................................~ ..:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:. -.-.-.-.-...-.-...-.-...-.-.-.-.-.-.- P r o c e d U~i~}~i~i~ii~i~ii~i~iiiii~ ........................... .... ====================================================================================== ?.:.:.:.,.:.,.,.:.:.:.,.:.,.,.,.:.:.:.,.:.:.:.:. "::~:~:~:~:~:~:~:~:~:!:_::~:!:~:!:!:i:i ::::!:!:::.. "::i!i!i!iii!i!i!i!i!i!i!~!i'~!i!i!!!iii!i!i!ii::.. ":':':':':':':':':':+:':':':': :':':':':':':':' .................. ................................ .: :'!'!'!'!'!'!'!'!'!'!'!'!'!'!'!'!'!?!'!'!'? ?!'!'!'i'i'i'i'i?i'h. , .......................................... ..:.:.:.:.:.:.:.:.:.:...........-.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:4.:.:.:.:.. P rog ram s:?:::iii? .............. ~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~:~ .... "::~ "::!:i:!:i:i:i:!:!:!:i:!:i:i:i:i:i:i:i:i:i:i:i:i::.. ..:.:.:.:.:.:.. -.:.:.:.:.:.:.:.:.:.:.:.:.:.:.;.:.:.:.:.:.:.:.:.:... .::::::..:::::-' ======================================================== ..~i::?~}?i~deral ^id Urban CC + 3 23 CFR 633(a) ..-...-... ...-...-.-...... ;.;...;.:. ......... .:.:.:.:.: '.'-'-'-'.'-'-'.'. ..... ......... ........... .:~::i~}}~}~i~}~i~i~: Traffic Safety .... i::iiiii?' S + 2 GC340~0 Ddvers Education, Pedestdan Safety, ................. ............... ........~....... ....................... `~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~`~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~.. ::~::ii~?~??~i~~ii~i::~Sverpasses L GC34090 Life of structure ................. .......... Inspection CU + 2 GC34090 Includes intersection, sidewalks. Bridges and overpasses, keep life of structure CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC WORKS & ENGINEERING EFFECTIVE' 2000 Studies CL + 2 GC34090 Traffic volu~-~:..accident history, r~uests~..~tics, drawings · :~.~:{raffic devices ::::::::::::::::::::::::::::: .......... ::::i::- ..:...,: .......... Traffic Count CL + 2 ::~[~[~i~'.:[~[~[~i~[~::. .'~[[i D of traffic volume ..::i:i:i:i:i:~:!:!:i:? "'"' Vehicle ^ccident CL + 2 G~.~090 ........ i~:.-.. - ........... .-.-.-.,.....- '"'"'""" -'"-'-'-' .-::.'-'::::5" · '.'-'.'.'.' .-.-.-.'.-.' ,-.-.-.....-.-.-...-.-.-e.-.-.-.-.-.-....:....... .....,........ · Routes, School Bus & Truck S + 2 ~4090 .... ?:~i? ...... Truck";~!iii~'~ii~ps, rest areas Signage L + 2 ~~iiii!!:" Log books,":?~i::i~:'gister cards, "~iiiii!iiiiiiiiiii?~iiiiili~iiii?~?~iiiiiiiiii:?~:i,,, inventory lists, records of traffic signs Traffic Signals L .... ii::iiiiiii? ........ '~:~::::!iiiiiiiiiiili!iiiiiiiiiiiiiiiiiil ii!i.L..ogs, drawings, wiring diagrams, .... !!? ....... i!i!iiiii~iii!ii!!~i!ii!i!ii!i!i!i~}i ili!i~.es, circuit numbers, installation ..... ~::ii iiiii~i::i~:. "::~::':i!iiiiiiiiiiii iii~ds, testing and maintenance :'r:':':'~':':':': :':':':':':':':':'r:': '.'??!'!'! '!'!'!'!'!'!'"":-: ........ .-::i!!~!!i!::" ::::::::::.- .-:.:.:~: ::!~!iiii:" ::::::::::::::::::::::::::::::::::::::::::::: ,.::!:!:i:i" : iiii:-:::"' ........... .......... ..... ......~. ........ ..-.:::::-.::::::: ::!? ..:i?:iii?.':--" Flood Control .......................... !~:::!:'..-'~:/ ../:!::!i::i~:' ..:.:.:.:.:.:.:.:.:.. :.:.:.:..::.:. ..:.:.:.:.:.- .;:.:.:~:C:.::" '"'""'"'"' ...... ":':?"' Drainage Facilities .... ii::i!::, iiiiiiiiii!i?'' P .~iiiii!iiiii?!ii!iii~ili~ ......... iiii::~34090 Includes dams, lakes, basins, crooks ..?:.::.::: ...'::::::::::::::::.. ::::::.':::' :::: ::" '-" ====================== :i:!:!:!:!:!: :!:!:i::' Floodii~es .... ~ii?:iiii?:?:ii?:?:iiiii::iii~iiiiii!?:i. P :::::ii~::iiii::ilili::ii?:ii::i::?~ .... C34090 Includes flood maps .... ~:~:~:~:~:~:~:~:~:~:i:i:i:!:!:!:! ....... i~ii?/:ii!i!::!~i:?:i::i!i!i::i!iii::i::ii!?:!::ili .......................... ~ ..... ..::i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i:i::.. ............ "::i:i:i:i:i:i:i:!:!:!:i:i:i:i:i:i:i: !:i:i:i:i.:. .......-...... . ........... '""'"'"' i:' ..:.:.:.:.: ..::!:i:!:~::" ...:?:~::~::~i? .~: "::~ ............ ................ .......... ............. .........-...-.. :...:.:..-. ......... . .... · .......,......... ....,..... .::i:i:i:i:i:i:i:!:! 2.!.!.!.! ======================= .:-:-:-:-:-' ..:.:.:.:.:.:-:-:-:.:.:. ..::i:i:i:i::" ............... ~ ...... ;;;;::::::31111[ _llllllI'''''''''''''' ...... . -. -..... -......, ..... ........... ::;::::11 iiiiiI ............ :.:.:._..:.::::_.:: ::::: ::: ::::::::::::::::::::::::::: ITEM NO. DATE: NOVEMBER 1, 2000 AGENDA SUMMARY REPORT SUBJECT: DISCUSSION OF MENDOCINO SOLID WASTE MANAGEMENI AUTHORITY (MSWMA) NORTH STATE STREET PROPERTY SALE PROCEED DISTRIBUTION The MSWMA Board has requested the participating agencies to discuss possible uses of the $336,000 net proceeds from the North State Street property sale. There are various options for the Council to consider, one being the distribution of the funds to the various entities according to the participation of revenue to MSWMA. The second option, which Staff finds to have merit, would be to have MSWMA hold the proceeds in an interest bearing account as a contingency for possible relocation of the MSWMA facilities in the next 5 to 10 years. This would prevent the various entities having to contribute towards this relocation at a future date. Another possible alternative is to split the funds and return approximately 50% to the entities and keep the remaining 50% for the relocation contingency. Mayor Jim Mastin will be discussing this issue with the Council as representative for the City of Ukiah on the MSVVMA Board. RECOMMENDED ACTION: Discuss possible uses of the $336,000 net proceeds from the North State Street property sale. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Appropriation Requested: Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A MSWMA Candace Horsley, City Manager Candace Horsley, City Manager N/A N/A APPROVED: ~.~4 Candac~ Horsley, Gitl R:I\CM AMSWMA Manager