081815 Lakeport City Council Agenda Packet

8/20/2019 081815 Lakeport City Council Agenda Packet

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Any person may speak for three (3) minutes on any agenda item; however, total public input per item is not to exceed 15 minutes, extended at the discretion of the

City Council. This rule does not apply to public hearings. Non-timed items may be taken up at any unspecified time.

I. CALL TO ORDER & ROLL CALL: 6:00 p.m.

II. PLEDGE OF ALLEGIANCE:

III. ACCEPTANCE OF AGENDA: Move to accept agenda as posted, or move to add or delete items.

Urgency Items: To add item, Council is required to make a majority decision that an urgency

exists (as defined in the Brown Act) and a 2/3rds determination that the need

take action arose subsequent to the Agenda being posted.

IV. CONSENT AGENDA: The following Consent Agenda items are expected to be routine and noncontroversial. They will be acted upon bthe Council at one time without any discussion. Any Council Member may request that any item be removed fro

the Consent Agenda for discussion under the regular Agenda. Removed items will be considered following the

Consent Calendar portion of this agenda.

A. Ordinances: Waive reading except by title, of any ordinances under consideration at this

meeting for either introduction or passage per Government Code Section 3693B. Minutes: Approve minutes of the regular City Council meeting of July21, 2015.

C. Warrants: Approve warrant register from August 6, 2015.

E. Application 2015-018 Approve Application No. 2015-018 with staff recommendations for the Annual

Lake County Fair Parade on September 3, 2015.

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

Sponsoring Survivorship walk/run on October 3, 2015.

G. Application 2015-020 Approve Application No. 2015-020 with staff recommendations for the Catfish

Derby to be held by the Lakeport Yacht Club August 28-30, 2015

H. Transportation Project Certifications Adopt a resolution authorizing the City Manager to execute project certificatio

with the California Department of Transportation or the Federal HighwayAdministration.

I. Retention Schedule Adopt a resolution to adopt a new Records Retention Schedule and authorizin

destruction of certain City and rescinding Resolution 2428 (2011).

J. Opposition to AB 113 Adopt a resolution opposing AB 113, a proposed bill that reverses and revises k

provisions of the redevelopment dissolution laws offered to local agencies.

K. League of California Cities Fix Our Roads

Campaign

Adopt a resolution urging the State to provide new sustainable funding for Stat

and Local transportation infrastructure.

V. PUBLIC PRESENTATIONS/REQUESTS:

A. Citizen Input: Any person may speak for 3 minutes about any subject within the authority of the City Council, provided that thesubject is not already on tonight’s agenda. Persons wishing to address the City Council are required to complete

Citizen’s Input form and submit it to the City Clerk prior to the meeting being called to order. While not required

please state your name and address for the record. NOTE: Per Government Code §54954.3(a), the City Council

cannot take action or e xpress a consensus of approval or disapproval on any public comments regarding matters

which do not appear on the printed agenda.

B. Introduction of New Employees Introduce the following new employees: Paul Harris, Utilities Superintendent

and Forrest Stogner, Water Operations Supervisor.

VI. PUBLIC HEARING

A. Community Development Block Grant

(CDBG) Business Loan Program

Guidelines

Hold a Public Hearing to adopt the proposed resolution updating the Program

Guidelines for the Community Development Block Grant Business Assistance

Loan Program.

VII. COUNCIL BUSINESS:

A. Public Works Director

AGENDAREGULAR MEETING OF THE LAKEPORT CITY COUNCILTuesday, August 18 2015

City Council Chambers, 225 Park Street, Lakeport, California 95453


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City Council Agenda of August 18, 2015 Page 2

1.

Award of USDA Oxidation

Ponds Sludge Removal

Contract

Authorize the City Manager, or her designee to execute a contract with Synagr

for the removal of solids from the City of Lakeport Municipal Sewer District

Treatment Ponds, a USDA project.

B. Special Projects Coordinator

1. Grant Application Adopt a resolution approving the application for grant funds from the

Recreational Trails Program for the construction of the Forbes Street Trail with

the Westside Community Park.

C. Finance Director

1. CalPERS Unfunded Accrued

Actuarial Liability

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

to the California Public Employees’ Retirement System, and selection of

alternative plan of restructuring.

VIII. CITY COUNCIL COMMUNICATIONS:

A. Miscellaneous Reports, if any:

IX. ADJOURNMENT: Adjourn

Materials related to an item on this Agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerk’s Office at

Park Street, Lakeport, California, during normal business hours. Such documents are also available on the City of Lakeport’s website, www.cityoflakeport.com , subject to

staff’s ability to post the documents before the meeting. The City of Lakeport, in complying with the Americans with Disabilities Act (ADA), requests individuals who require special accommodations to access, attend and/or

participate in the City meeting due to disability, to please contact the City Clerk’s Office, (707) 263-5615, 72 hours prior to the scheduled meeting to ensure reasonable

accommodations are provided.

_______________________________________

Hilary Britton, Department Secretary

http://www.cityoflakeport.com/http://www.cityoflakeport.com/http://www.cityoflakeport.com/http://www.cityoflakeport.com/


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CLOSED SESSION: The meeting was called to order and adjourned to a closed session at 5:00 p.m

for Conference with Legal Counsel; Existing Litigation (Gov. Code §54956.9(d)(1)): Name of Case: City of Lakeport v. County of Lake et al. Names

Parties: Plaintiff: City of Lakeport; Defendants: County of Lake, Office of the

Sheriff for the County of Lake, Sheriff Francisco Rivero.

Case No.: SCUK CGD-1362378 (Mendocino Superior Court)

REPORT OUT OF CLOSED SESSION: The meeting reconvened to open session at 6:00 p.m. The Mayor reported tha

no reportable action had been taken in closed session.

I. CALL TO ORDER & ROLL CALL: Mayor Scheel called the regular meeting of the City Council of the City of

Lakeport to order at 6:00 p.m. with Council Members Kenneth Parlet, Stacey

Mattina, Marc Spillman, and Mireya Turner present.

II. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Dennis Rollins

III. ACCEPTANCE OF AGENDA: A motion was made by Council Member Mattina, seconded by Council MembeTurner, and unanimously carried by voice vote to accept the agenda as posted

Urgency Items: There were no Urgency Items.

IV. CONSENT AGENDA:

A. Ordinances: Waive reading except by title, of any ordinances under consideration at this

meeting for either introduction or passage per Government Code Section 3693

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

C. Rejection of Claim: Per REMIF, reject the claim of Irene Lopez.

Vote on Consent Agenda: A motion was made by Council Member Spillman, seconded by Council Memb

Parlet, and unanimously carried by voice vote to approve the Consent Agenda

posted.

V. PUBLIC PRESENTATIONS/REQUESTS:

A. Citizen Input:

B. Introduction of New Employees Public Works Superintendent Grider introduced the following new Public Work

employees: Reanna Hoaglen, Gary Lowblad, Tom Sheffer, John Banuelos, and

Steven Edwards.

Community Development Director Ingram introduced new Planning Departme

employee Dan Chance.

C. Introduction of Employees and

Volunteers of the Year

Mayor Scheel honored the following Staff members:

Volunteer of the Year – Carl Touros

Peer Award Winners – Rebekah Dolby and Martha Huerta

Management Award – Jim Kennedy

D. Finance Director Award Mayor Scheel recognized Finance Director Buffalo for receiving a Certificate of

Achievement for Excellence in Financial Reporting given by the Government

Finance Officers Association for the City’s Comprehensive Annual Financial

Report.

VI. COUNCIL BUSINESS:

A. Public Works Superintendent

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

change of the Westside Park Phase II plan section from a BMX track and skate

park to sand courts and BMX pump track.

MINUTESREGULAR MEETING

LAKEPORT CITY COUNCILTuesday, July 21 2015


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City Council Minutes of July 21, 2015 Page 2

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

Mattina, and unanimously carried by voice vote to change the Westside Park

Phase II plan section from a BMX track and skate park to sand courts and

BMX pump track.

B. Finance Director

1. Proposition 218 Resolution Finance Director Buffalo presented the staff report requesting that the City

Council authorize the initiation of the Prop 218 process, notifying solid waste

customers of its intention to adopt increased rates under the new franchise

agreement with the City’s solid waste hauler for mandatory solid waste refuse

collection.

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

Turner, and unanimously carried by voice vote to adopt the resolution declarin

the City Council’s intention to adopt increased solid waste collection charges,

setting a public hearing for September 15, 2015, and directing staff to provide

notice pursuant to Proposition 218.

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

Turner, and unanimously carried by voice vote to adopt the resolution adoptin

guidelines for the submission and tabulation of protests in connection with the

rate hearings under Proposition 218.C. City Manager

1. Chalk Wall City Manager Silveira presented a request from the Regional Economic

Development Committee to use the north side of the City Hall building facing t

City Parking lot at Third and Park Streets as a temporary chalkboard location.

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

Mattina, and carried by voice vote to accept the proposed site for chalkboard o

the north side of the City Hall building facing the City Parking lot at Third and

Park Streets.

VII. CITY COUNCIL COMMUNICATIONS:

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

Council Member Spillman attended the Fire District Board meeting last week.

The Lakeport Main Street Association Board meeting had been rescheduled to

conflict with tonight’s Council meeting.

Council Member Mattina reported that the Lakeport Sphere of Influence agend

item at last week’s LAFCo meeting was continued until September 16, 2015.

Mayor Scheel attended the ribbon cutting for the Small Business Development

Center. He also attended the League Division Meeting in Trinidad with Counci

Member Turner last Friday.

City Manager Silveira reported on the quarterly Regional Economic Developmemeeting which focused on regional artists. She will be on vacation from July 2

2015 to August 4, 2015. She will be in on the 28th

, as well.

Finance Director Buffalo confirmed the Finance Committee meeting for July 29

2015.

Mayor Scheel reminded the public that the next regularly scheduled Council

meeting on August 4, 2015 has been cancelled for National Night Out.

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

Materials related to an item on this Agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerk’s Office at

Park Street, Lakeport, California, during normal business hours. Such documents are also available on the City of Lakeport’s website, www.cityoflakeport.com , subject to

staff’s ability to post the documents before the meeting.

http://www.cityoflakeport.com/http://www.cityoflakeport.com/http://www.cityoflakeport.com/http://www.cityoflakeport.com/


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City Council Minutes of July 21, 2015 Page 3

The City of Lakeport, in complying with the Americans with Disabilities Act (ADA), requests individuals who require special accommodations to access, attend and/or

participate in the City meeting due to disability, to please contact the City Clerk’s Office, (707) 263-5615, 72 hours prior to the scheduled meeting to ensure reasonable

accommodations are provided.

Approved:

_______________________________________

Martin Scheel, MayorAttest:

_______________________________________

Kelly Buendia, Acting City Clerk


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/6/2015 2:12:53 PM Page

Check RegistLakeport, CA Packet: APPKT00089 - 08-06-15 WARRA

By Check Nu

endor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount

ank Code: AP BANK-AP BANK

0371 ALPHA ANALYTICAL LABORATORIES 08/06/2015 476891,664.00Regular 0.00

**Void** 08/06/2015 476900.00Regular 0.002700 ANTHONY HELIT 08/06/2015 47691937.24Regular 0.00

0109 ARAMARK UNIFORM SERVICES 08/06/2015 47692213.52Regular 0.00

351 AT&T 08/06/2015 476931,032.29Regular 0.00

0321 B & B INDUSTRIAL SUPPLY, INC. 08/06/2015 47694425.62Regular 0.00

536 BROWER CONSTRUCTION 08/06/2015 47695441.04Regular 0.00

689 BRYAN TAVARES 08/06/2015 47696125.00Regular 0.00

105 CA DEPT OF FISH & WILDLIFE 08/06/2015 476972,763.25Regular 0.00

009 CALPERS 08/06/2015 476983,541.78Regular 0.00

0128 COUNTY OF LAKE-PUBLIC WORKS 08/06/2015 47699675.11Regular 0.00

0132 COUNTY OF LAKE-SPECIAL DIST 08/06/2015 4770015,263.72Regular 0.00

108 CRAWFORD & ASSOCIATES, INC. 08/06/2015 4770138,015.51Regular 0.00

883 DEBRA ENGLAND 08/06/2015 47702675.00Regular 0.00

331 DEEP VALLEY SECURITY 08/06/2015 4770382.95Regular 0.00

127 DEPT OF JUSTICE 08/06/2015 47704128.00Regular 0.00106 ECONOMY PROPANE 08/06/2015 4770575.00Regular 0.00

790 EDWARD A. BEAN 08/06/2015 47706475.00Regular 0.00

827 G & G PRINTING SERVICES 08/06/2015 4770759.40Regular 0.00

0336 GRAINGER 08/06/2015 4770883.60Regular 0.00

393 HARTFORD RETIREE PREMIUM ACCT 08/06/2015 477099,908.49Regular 0.00

044 IMAGE SALES, INC. 08/06/2015 4771035.40Regular 0.00

103 IRENE LOPEZ 08/06/2015 47711292.50Regular 0.00

016 JAMES BUTLER 08/06/2015 47712640.68Regular 0.00

078 KRISTY DUKE 08/06/2015 4771360.86Regular 0.00

0364 LAKE COUNTY ELECTRIC SUPPLY 08/06/2015 47714353.14Regular 0.00

0183 LAKE COUNTY RECORD BEE 08/06/2015 47715632.04Regular 0.00

025 LAKEPORT CAMPER & TRUCK 08/06/2015 47716280.00Regular 0.00

640 LCA BANK CORPORATION 08/06/2015 47717229.77Regular 0.00

073 LCOE 08/06/2015 47718100.00Regular 0.000354 MEDIACOM 08/06/2015 477191,349.90Regular 0.00

542 MENDO LAKE STAFFING, INC. 08/06/2015 477201,836.24Regular 0.00

052 MIREYA TURNER 08/06/2015 47721395.50Regular 0.00

356 MYERS STEVENS & TOOHEY & CO. 08/06/2015 47722193.50Regular 0.00

566 NOR-CAL TELECOM 08/06/2015 4772390.00Regular 0.00

899 OE PUBLIC & MISC EE'S 08/06/2015 4772411,475.00Regular 0.00

0113 PACE SUPPLY #03391-00 08/06/2015 47725499.04Regular 0.00

627 PAK 'N MAIL 08/06/2015 47726237.05Regular 0.00

228 PAVEMENT ENGINEERING INC. 08/06/2015 477272,995.00Regular 0.00

0217 PG&E VO248104 08/06/2015 4772845,527.53Regular 0.00

618 PITNEY BOWES PURCHASE POWER 08/06/2015 47729572.94Regular 0.00

252 PLAZA PAINT & SUPPLIES 08/06/2015 4773024.84Regular 0.00

377 PYRO SPECTACULARS NORTH, INC. 08/06/2015 477318,650.00Regular 0.00

104 R & B COMPANY 08/06/2015 477322,634.96Regular 0.00

0226 R.E.M.I.F. 08/06/2015 47733438.67Regular 0.00

0347 RB PEST CONTROL 08/06/2015 47734140.00Regular 0.00

396 RICOH, USA 08/06/2015 47735516.74Regular 0.00

512 ROB FOGELSTROM 08/06/2015 47736200.00Regular 0.00

599 SHN CONSULTING ENGINEERS & GEO 08/06/2015 47737437.50Regular 0.00

0400 SIERRA CHEMICAL COMPANY 08/06/2015 477381,793.71Regular 0.00

832 STANDARD PRINTING COMPANY 08/06/2015 47739545.64Regular 0.00

661 STAPLES CONTRACT & COMMERCIAL 08/06/2015 47740254.90Regular 0.00

200 SWRCB ACCOUNTING OFFICE 08/06/2015 477412,295.00Regular 0.00

177 TOM CARLTON 08/06/2015 47742622.43Regular 0.00


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heck Register Packet: APPKT00089-08-06-15 WARR

/6/2015 2:12:53 PM Page

endor Number Vendor Name Payment Amount NumberPayment TypePayment Date Discount Amount

119 TRI-CITIES ANSWERING SERVICE 08/06/2015 47743171.76Regular 0.00

552 U.S. BANK 08/06/2015 4774411,377.49Regular 0.00

0261 UKIAH VALLEY MEDICAL CENTER 08/06/2015 477451,578.66Regular 0.00

101 UNDERGROUND SERVICE ALERT 08/06/2015 47746174.65Regular 0.00

510 US POSTMASTER - ARIZONA 08/06/2015 47747883.65Regular 0.00

109 VERIZON WIRELESS 08/06/2015 4774890.76Regular 0.00

0164 WESTGATE PETROLEUM CO., INC. 08/06/2015 47749906.01Regular 0.00

2689 Z WIRELESS 08/06/2015 4775040.00Regular 0.00

Regular Checks

Manual Checks

Voided Checks

Discount

Payment

CountPayment Type

Bank Code AP BANK Summary

Bank Drafts

EFT's

61

0

1

0

0

0.00

0.00

0.00

0.00

0.00

62 0.00

Payment

178,158.98

0.00

0.00

0.00

0.00

178,158.98

Payable

Count

117

0

0

0

0

117


9/198

heck Register Packet: APPKT00089-08-06-15 WARR

Page /6/2015 2:12:53 PM

Fund Name AmountPeriod

Fund Summary

998 POOLED CASH 178,158.988/2015

178,158.98


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From: Kevin Ingram

To: Hilary Britton

Subject: RE: Application 2015-018 - Lake County Fair Parade

Date: Thursday, July 23, 2015 2:16:08 PM

Attachments: image006.png

No issues with CDD.

Event is located completely within public right-of-way and on school owned property.

Kevin

From: Hilary Britton

Sent: Thursday, July 23, 2015 11:18 AM

To: Amanda Frazell ([email protected]) ;

Cheryl Bennett ([email protected]) ; Cynthia

Ader ; Doug Grider ; Executive

Management ; Gary Basor ; Jason Ferguson ; Jim Kennedy

; Linda Sobieraj ; Lori Price

([email protected]) ; Mark Wall ([email protected])

; Mike Sobieraj ; Pheakdey

Preciado ([email protected]) ;

Rebekah Dolby ; Ron Ladd ; Tina Rubin

([email protected])

Subject: Application 2015-018 - Lake County Fair Parade

Hi all, Please find attached application 2015-018 for the 2015 Lake County air Parade for your review and comments. We would like to submit this for City Council approval at the August 18, 2015 Council meeting, so please have your comments back to me by August 10, 2015. Thank you for your input. Hilary Britton

Department Secretary

City of Lakeport225 Park Street

Lakeport, CA 95453

(707) 263-5615 x43

[email protected]

mailto:/O=LAKEPORT/OU=EXCHANGE%20ADMINISTRATIVE%20GROUP%20(FYDIBOHF23SPDLT)/CN=RECIPIENTS/CN=KEVIN%20INGRAMmailto:[email protected]:[email protected]://www.facebook.com/pages/City-of-Lakeport/110619388983178http://cityoflakeport.com/https://www.facebook.com/pages/City-of-Lakeport/110619388983178mailto:[email protected]:[email protected]:/O=LAKEPORT/OU=EXCHANGE%20ADMINISTRATIVE%20GROUP%20(FYDIBOHF23SPDLT)/CN=RECIPIENTS/CN=KEVIN%20INGRAM


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From: [email protected]

To: Hilary Britton

Subject: Re: Application 2015-018 - Lake County Fair Parade

Date: Thursday, July 30, 2015 10:30:27 AM


Hillary,

Police Department:

2-Police Officers needed to provide parade escort, parade control and traffic control. Cost to the police dept. is $68.00 per hour per officer for a total of $136.00

2-Police Volunteers needed to provide traffic control at various intersections during the parade route.

Lt.

A true hero is not defined simply by the uniform he or she is wearing but rather the person who's wearing it!

-----Original Message-----From: Hilary Britton [mailto:[email protected]]Sent: Thursday, July 23, 2015 11:17 AMTo: Amanda Frazell ([email protected]),Cheryl Bennett ([email protected]), 'Cynthia Ader', 'Doug Grider','Executive Management', 'Gary Basor', 'Jason Ferguson', 'Jim Kennedy', 'Linda Sobieraj',

Lori Price ([email protected]), Mark Wall ([email protected]),'Mike Sobieraj', Pheakdey Preciado ([email protected]),'Rebekah Dolby', 'Ron Ladd', Tina Rubin ([email protected])Subject: Application 2015-018 - Lake County Fair Parade

Hi all, Please find attached application 2015-018 for the 2015 Lake County air Parade for your review and comments. We would like to submit this for City Council approval at the August 18, 2015 Council meeting, so please have your comments back to me by August 10, 2015. Thank you for your input. Hilary Britton


City of Lakeport

225 Park Street

Lakeport, CA 95453

mailto:[email protected]:[email protected]:[email protected]:[email protected]


16/198

From: Lori Price

To: Hilary Britton

Subject: RE: Application 2015-018 - Lake County Fair Parade

Date: Wednesday, August 05, 2015 2:30:12 PM


Holy moley… here’s another one that slipped through. I have reviewed the attached application and

it does not appear that County roads will be impacted in any way.

Sorry for the delay in responding,

Lori Price

Secretary III

Lake County Department of Public Works

255 N. Forbes Street, Rm 309

Lakeport, CA 95453

(707) 263-2341

[email protected]

From: Hilary Britton [mailto:[email protected]]Sent: Thursday, July 23, 2015 11:18 AMTo: Amanda Frazell; Cheryl Bennett; Cynthia Ader; Doug Grider; Executive Management; Gary Basor; Jason Ferguson; Jim Kennedy; Linda Sobieraj; Lori Price; Mark Wall ([email protected]); Mike Sobieraj; Pheakdey Preciado; Rebekah Dolby; Ron Ladd; Tina RubinSubject: Application 2015-018 - Lake County Fair Parade

Hi all, Please find attached application 2015-018 for the 2015 Lake County air Parade for your review and comments. We would like to submit this for

City Council approval at the August 18, 2015 Council meeting, so please have your comments back to me by August 10, 2015. Thank you for your input. Hilary Britton


City of Lakeport

225 Park Street

Lakeport, CA 95453

(707) 263-5615 x43

[email protected]

This email checked with McAfee SaaS.

mailto:[email protected]:[email protected]:[email protected]://cp.mcafee.com/d/2DRPoO96Qm6nDArFTudTdETjupjud7bwUSztdVBcQsThhdETjupjud7bzNJ6WrPUVcsOyr9A8ODeI0lqkORnjZa-Jmc-ndSBcJlQ_iLHlzfBPvLTujI-_R-j7cFI6zBfHTbFIInVZNwtstvBHEShhlKYVOEuvkzaT0QSCrjdTVeXz0UsepjudTdw0XiCmGWvFnRGNDO-6PWNBOQpmY57Wl-RmUjbmTydj9JBYQsFCzAS2NF8Qg22ONYHrelo6y1eWbVuWbNEwbCy0aWlYQg2lmUjb6y0nSkjh05JzG7CTXCVFWK7jcbhttp://cp.mcafee.com/d/1jWVIidEIcLf8TjKYrKrhKCYOCYqen1NJ6WrPapEVKyyrhKCYOCYqen7zqdQTDNOoVB4Sj8hBeto0GQFBGKDWlZqIpYKrJapqHF-BvmH6vbC_vKYDpZ_HYCepjod7avnKnjpoLPXz0WUW_bnhIyyHtVPBgY-F6lK1FJ4SCrLOtT61MUsOCYrKr9PCJhbcasXJL8lGlVv5J8_j1akONuHFsaWlZqIpUyztN4QsILf6zBVB4sYrfH6nbhBrMkvFnXlrxcJru8RcCSnPhOCqejob6Azh08bb7OJIVlwq84XELBXEL6y0Kq80HFnPh09lrxcIq81vphd40mSeEurvKrR2wSwwtPmailto:[email protected]:[email protected]:[email protected]


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To: Hilary Britton

Subject: Re: Application 2015-019 - Sponsoring Survivorship Walk/Run

Date: Thursday, July 30, 2015 10:40:32 AM


Hillary,

Police Department Needs:

2-Police Officers to lead the event, provide traffic control and participant safety. Cost to the police department for 2 officers at $68.00 per hour=$136.00

2-Volunteers to provide traffic control at designated locations. Total cost to the police department for 2 volunteers at $68.00 per hour=$136.00

Lt


-----Original Message-----From: Hilary Britton [mailto:[email protected]]Sent: Thursday, July 30, 2015 09:20 AMTo: Amanda Frazell ([email protected]),Cheryl Bennett ([email protected]), 'Cynthia Ader', 'Doug Grider','Executive Management', 'Gary Basor', 'Jason Ferguson', 'Jim Kennedy', 'Linda Sobieraj',Lori Price ([email protected]), Mark Wall ([email protected]),'Mike Sobieraj', Pheakdey Preciado ([email protected]),

'Rebekah Dolby', 'Ron Ladd', Tina Rubin ([email protected])Subject: Application 2015-019 - Sponsoring Survivorship Walk/Run

i all, Please find attached Application 2015-019for the Annual Sponsoring Survivorship Walk/Run to be held October 3, 2015 for your review. We would like to submit this application to the City Council for approval at the August 18, 2015 meeting, so please have your comments back

to me by August 10, 2015. As always, thank you for your input. Hilary Britton


City of Lakeport

225 Park Street

Lakeport, CA 95453

mailto:[email protected]:[email protected]:[email protected]:[email protected]


23/198


24/198

From: Lori Price

To: Hilary Britton

Subject: RE: Application 2015-019 - Sponsoring Survivorship Walk/Run



Hi Hilary,

Sorry, just saw this. This event will require a County property usage permit. I have been in contact

with Julie Kelley and I should have a completed County permit for her in the near future.

Thank you,

Lori Price

Secretary III



Lakeport, CA 95453

(707) 263-2341

[email protected]

From: Hilary Britton [mailto:[email protected]]Sent: Thursday, July 30, 2015 9:21 AMTo: Amanda Frazell; Cheryl Bennett; Cynthia Ader; Doug Grider; Executive Management; Gary Basor; Jason Ferguson; Jim Kennedy; Linda Sobieraj; Lori Price; Mark Wall ([email protected]); Mike Sobieraj; Pheakdey Preciado; Rebekah Dolby; Ron Ladd; Tina RubinSubject: Application 2015-019 - Sponsoring Survivorship Walk/Run

i all,

Please find attached Application 2015-019for the Annual Sponsoring Survivorship Walk/Run to be held October 3, 2015 for your review. We would like to submit this application to the City Council for approval at the August 18, 2015 meeting, so please have your comments back to me by August 10, 2015. As always, thank you for your input. Hilary Britton


City of Lakeport

225 Park Street

Lakeport, CA 95453

(707) 263-5615 x43

[email protected]

mailto:[email protected]:[email protected]:[email protected]://cp.mcafee.com/d/5fHCNASyMOYZsQsCzBMsrKrhKCYOCYqen1NJ6WrPapEVKyyrhKCYOCYqen7zqdQTDNOoVB4Sj8hBeto0GQFBGKDWlZqIpYKrJapqHF-BvmH6vbCQ77hOtDT-LOoVZBZxzHTbFFLnVZMQsFTvhVqWdAklrKcYG7DR8OJMddFCQPt-jKUMe73CkTztPo0eQFBGKDWlZqIpYLxI-IpsJ6lL1h-BvJlK4ORJUzkOrpsouhdwIqid40wIIvaSPBm1EwjKy-nKyqejh0nd40MJm5aNB0yq81xK9ChCIq4Vb6y01tfaU2SU6TPhOrPjgChttp://cp.mcafee.com/d/FZsS96Qm6nDHCzAQsK3ztPqdQTCkTzhOUedETjupjd7dQkjqdQTCkTzhOUYrhKCY-ej7cECOp2cFPH05mBcJlQ_iLHlzfBPtFjbltfQHWRoPVsSwUWejI-_R-j7fILIctuVtddW_fK6zBeXWfbnhIyyHtNDBgY-F6lK1FJ4SCrLOtT61MUsOCYrKr9PCJhbcasXJL8lGlVv5J8_j1akONuHFsaWlZqIpUyztN4QsILf6zBVB4sYrfH6nbhBrMkvFnXlrxcJru8RcCSn67Ajob6Azh08bb7OJIVlwq84XELBXECzAQg5Ph0cblxiIpg8Cy0orypApH6xeiNEw0njOK0JK1JYQsCOsasq84mmailto:[email protected]:[email protected]:[email protected]


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29/198

From: Lori Price

To: Hilary Britton

Subject: RE: Application 2015-020 - Catfish Derby (Lakeport Yacht Club)



Good afternoon Hilary,

Thank you for the opportunity to comment. I have reviewed above subject application and it does

not appear that it will impact County roads in any way. We therefore have no comments or

conditions to add to this application.

Thank you again,

Lori Price

Secretary III



Lakeport, CA 95453

(707) 263-2341

[email protected]

From: Hilary Britton [mailto:[email protected]]Sent: Wednesday, August 05, 2015 1:23 PMTo: Amanda Frazell; Cheryl Bennett; Cynthia Ader; Doug Grider; Executive Management; Gary Basor; Jason Ferguson; Jim Kennedy; Linda Sobieraj; Lori Price; Mark Wall ([email protected]); Mike Sobieraj; Pheakdey Preciado; Rebekah Dolby; Ron Ladd; Tina RubinSubject: Application 2015-020 - Catfish Derby (Lakeport Yacht Club)

Hi all,

Please find attached Application 2015-020 from the Lakeport Yacht Club for their Annual Catfish erby to be held August 28-30, 2015, for your review. I would like to submit this for Council approval at the August 18, 2015 meeting, so please have your comments back to me by August 11,2014. As always, thank you for your input. Hilary Britton


City of Lakeport

225 Park Street

Lakeport, CA 95453

(707) 263-5615 x43

[email protected]

mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


30/198


31/198


To: Hilary Britton

Subject: Re: Application 2015-020 - Catfish Derby (Lakeport Yacht Club)

Date: Thursday, August 06, 2015 11:00:55 AM


No police concerns since they don't plan on having alcohol.


-----Original Message-----From: Hilary Britton [mailto:[email protected]]Sent: Wednesday, August 5, 2015 01:22 PMTo: Amanda Frazell ([email protected]),Cheryl Bennett ([email protected]), 'Cynthia Ader', 'Doug Grider','Executive Management', 'Gary Basor', 'Jason Ferguson', 'Jim Kennedy', 'Linda Sobieraj',Lori Price ([email protected]), Mark Wall ([email protected]),'Mike Sobieraj', Pheakdey Preciado ([email protected]),

'Rebekah Dolby', 'Ron Ladd', Tina Rubin ([email protected])Subject: Application 2015-020 - Catfish Derby (Lakeport Yacht Club)

Hi all, Please find attached Application 2015-020 from the Lakeport Yacht Club for their Annual Catfish erby to be held August 28-30, 2015, for your review. I would like to submit this for Council approval at the August 18, 2015

meeting, so please have your comments back to me by August 11,2014. As always, thank you for your input. Hilary Britton


City of Lakeport

225 Park Street

Lakeport, CA 95453

(707) 263-5615 x43

[email protected]

This email checked with McAfee SaaS.

mailto:[email protected]:[email protected]:[email protected]://cp.mcafee.com/d/2DRPoO920OrhopuuuoK-OrKrhKCYOCYqen1NJ6WrPapEVKyyrhKCYOCYqen7zqdQTDNOoVB4Sj8hBeto0GQFBGKDWlZqIpYKrJapqHF-BvmH6vbCTQbWPpZ_HYyyyeuo7tuVtdAseVdeXybz_khjmKCHtBzBgY-F6lK1FJcSCrLOqbaab0VZx4TsS03JapqHF-BvmH6vbUr4nvyhrFm0afQHWRoPmGvaTY01dIFFTsdwLQzh08bb7OJIVlwq84XELBXFTd41sQg2mPtBgCq80XUA2NEwd50lQHWRoPd407SNepEw4zSO1EFdK9CYNsphttp://cp.mcafee.com/d/2DRPoQrhopuuuoK-OrKrhKCYOCYqen1NJ6WrPapEVKyyrhKCYOCYqen7zqdQTDNOoVB4Sj8hBeto0GQFBGKDWlZqIpYKrJapqHF-BvmH6vbCTQbWPpZ_HYyyyeuo7tuVtdAseVdeXybz_khjmKCHtBzBgY-F6lK1FJ4SCrLOqbaab0VZx4TsSjDdqymokVTrugHkHO-bqh-C2kFByZniUlQHWRoPN56Xy9EVpuud7bPa8VUS8K_4yTiI0kvFnRGNCJk-lLU02rpjjKUr1vF6y0gmmfBrpOH0Qg9ThvbTjKq82VEw4JCXaxcQg1TN85zh0qa0HFnRGNCq80fJysPh097JA3hirsjdJxFEUM3KiAypmailto:[email protected]:[email protected]:[email protected]


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CITY OF LAKEPORT

City Council

City of Lakeport Municipal Sewer District

Lakeport Redevelopment Successor Agency

STAFF REPORT

RE: Delegating Authority to the City Manager to Submit Project

Certifications to Caltrans related to the Lakeshore Boulevard

ER Project – ER 4403(003)

MEETING DATE: 08/18/2015

SUBMITTED BY: Kevin M. Ingram, Community Development Director

PURPOSE OF REPORT: Information only Discussion Action Item

WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

The City Council is being asked to adopt a resolution authorizing the City Manager to submit and execute project

certifications with the California Department of Transportation as it relates to the Lakeshore Boulevard

Emergency Relief Storm Damage Repair Project, Federal-aid number ER 4403(003).

BACKGROUND/DISCUSSION:

The Lakeshore Boulevard Emergency Relief Storm Damage Repair Project is associated with storm damage

occurring during the winter storms of 2005 and 2006. The primary objective of the project is to remove the

existing roadway embankment rock slope protection located along the shoreline of Clear Lake along an

approximately 500 foot section of Lakeshore Boulevard between Sayre and Jones Streets, and replace it with a

more durable form of roadway protection and to replace the damaged section of road, curb, and gutter.

In 2014 Caltrans provided notice to the City that it would be cancelling the funding for this project due to lack of

progress. The City was able to negotiate a special extension through September of this year in order to

complete the required engineering and other technical studies to make the project ready for construction. The

resolution authorizing the City Manager to submit project certifications to Caltrans related to this project is

necessary in order to complete this project within the stated time frame.

OPTIONS:

Approve the resolution authorizing the City Manager to submit and execute project certifications with Caltrans

related to the Lakeshore Boulevard Emergency Relief Storm Damage Repair Project or provide other direction to

staff.

FISCAL IMPACT:

None $ Budgeted Item? Yes No

Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $

Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other:

Comments: None

Meeting Date: August 18, 2015 Page 1 Agenda Item #IV.H.


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SUGGESTED MOTIONS:

Move to adopt the resolution authorizing the City Manager to submit and execute project certifications with

Caltrans related to the Lakeshore Boulevard Emergency Relief Storm Damage Repair Project, Federal-aid

number ER 4403(003).

Attachments: Draft Resolution

Meeting Date: August 18, 2015 Page 2 Agenda Item #IV.H.


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RESOLUTION NO. **** (2015)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT DELEGATING

AUTHORITY TO EXECUTE CERTIFICATIONS FOR THE LAKESHORE BOULEVARD

EMERGENCY RELIEF STORM DAMAGE REPAIR PROJECT – FEDERAL AID NUMBERER 4403(003)

WHEREAS, the City of Lakeport is required to submit certain project certifications (e.g.

Right Of Way Certification) for the Lakeshore Boulevard Emergency Relief Storm Damage Repair

Project, Federal-aid number ER 4403(003), in order to move forward with construction for the

project; and

WHEREAS, certain project certifications require a resolution from the City Council

granting a designee authorization to execute such certifications; and

WHEREAS, the City of Lakeport wishes to delegate authorization to execute thesecertifications.

NOW, THEREFORE, BE IT RESOLVED THAT the City of Lakeport authorizes the City

Manager or his/her designee to execute all Project Certifications with the California Department

of Transportation and/or Federal Highways Administration in regards to the Lakeshore

Boulevard Emergency Relief Storm Damage Repair Project, Federal-aid number ER 4403(003)

for one year from the date of this resolution.

This Resolution was passed and adopted by the City Council of the City of Lakeport at a regular

meeting held on the 18th

day of August, 2015.

AYES:

NOES:

ABSENT:

ABSTAIN:

__________________________________

MARTIN SCHEEL, Mayor

City of Lakeport

ATTEST:

________________________________

KELLY BUENDIA, Acting City Clerk

154390.2 1


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CITY OF LAKEPORT

City Council

City of Lakeport Municipal Sewer District

Lakeport Redevelopment Successor Agency

STAFF REPORT

RE: Consider a Resolution Adopting a New Records Retention

Schedule, Authorizing the Destruction of Certain City Records

and Rescinding Resolution 2428 (2011)

MEETING DATE: 8/18/2015

SUBMITTED BY: Hilary Britton, Administrative Services Department Secretary

PURPOSE OF REPORT: Information only Discussion Action Item

WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

The City Council is being asked to consider a resolution to adopt a new Records Retention Schedule. The City is

upgrading its records management program, including its records retention policies. The adoption of this

retention schedule will result in efficiency gains and cost savings.

BACKGROUND/DISCUSSION:

The Administrative Services Director and City Clerk have been working on upgrading the City’s Records

Management Program, including its records retention policies. The City adopted the Statewide Guidelines for

their records retention policy in 2011 (Resolution 2428 (2011). The upgrade of the current records management

systems are driven by many factors, including:

•

Very limited space in City facilities

o Many Departments reported they are out of space to store their records.

• Many departments are filing and storing copies of the same records

• The City of Lakeport produces and manages many permanent records

• Escalating records storage expenses

• Technology advancements

• Changes in law

The City selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its

records management program. An upgrade in the existing program was necessary to reduce current and future

records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current

technology and changes in law.

The purpose of the program is to apply efficient and economical methods to the creation, utilization,

maintenance, retention, preservation and disposal of all records managed by the City.

The retention periods are in compliance with all laws and are standard business practice for California cities.

Meeting Date: 08/18/2015 Page 1 Agenda Item# IV.I.


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The new retention schedules were written interactively with representatives from all departments participating

in the project. They provide clear, specific records descriptions and retention periods, and apply current law and

technology to the management of Lakeport’s records. By identifying which department is responsible for

maintaining the original record, and by establishing clear retention periods for different categories of records,

the City will realize savings in labor costs, storage costs, free filing cabinet and office space, and realize

operational efficiencies.

OPTIONS:

Adopt updated retention schedule or provide direction to staff.

FISCAL IMPACT:

None $ Budgeted Item? Yes No

Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $

Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other:

Comments:

SUGGESTED MOTIONS:

Move to adopt the proposed resolution adopting a Records Retention Schedule, authorizing destruction ofcertain City records and rescinding Resolution 2428 (2011)

Attachments: 1. Proposed Resolution

Meeting Date: 08/18/2015 Page 2 Agenda Item# IV.I.


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RESOLUTION NO.______ (2015)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OFLAKEPORT, CALIFORNIA, ADOPTING A RECORDS RETENTION

SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, ANDRESCINDING RESOLUTION NO. 2428 (2011)

WHEREAS, the maintenance of numerous records is expensive, slows document

retrieval, and is not necessary after a certain period of time for the effective and efficient

operation of the government of the City of Lakeport; and

WHEREAS, Section 34090 of the Government Code of the State of California provides a

procedure whereby any City record which has served its purpose and is no longer required may

be destroyed; and

WHEREAS, the City Council of the City of Lakeport previously adopted Resolution 2428,

adopting a records retention schedule in 2011;

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKEPORT DOES RESOLVE AS

FOLLOWS:

Section 1. Resolution 2428 (2011) is hereby rescinded.

Section 2. The records of the City of Lakeport, as set forth in the Records Retention

Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby

authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of

the State of California and in accordance with the provision of said schedule upon the request

of the Department Head and with the consent in writing of the City Clerk and City Attorney,

without further action by the City Council of the City of Lakeport.

Section 3. The term “records” as used herein shall include documents, instructions,

books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the

California Public Records Act.

Section 4. The City Clerk shall certify to the passage and adoption of this resolution andenter it into the book of original resolutions.

Section 5. This resolution shall become effective immediately upon its passage and

adoption.

ATTACHMENT 1


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The foregoing Resolution was passed and adopted at a regular meeting of the City

Council on the 18th

day of August, 2015, by the following vote:

AYES:

NOES:

ABSTAINING:ABSENT:

___________________________________

MARTIN SCHEEL, Mayor

ATTEST:

_______________________________

KELLY BUENDIA, Acting City Clerk

ATTACHMENT 1


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HOW TO USE RETENTION SCHEDULES©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission

A legend explaining the information presented in the retention schedule has been printed on the back ofeach page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paperand a computer file on a hard drive, both records should be destroyed (or erased) after the specifiedperiod of time has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the originalrecord.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

The Citywide retention schedule includes those records all departments have in common (letters,memorandums, purchase orders, etc.). These records are NOT repeated in the Department retentionschedule, unless that department is the Office of Record, and therefore responsible for maintaining theoriginal record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to theirdepartment, or for which they are the Office of Record. Where appropriate, the department retentionschedules are organized by Division within that Department. If a record is not listed in your departmentretention schedule, refer to the Citywide retention schedule. An index will be provided for your reference.

BENEFITS

This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in MunicipalGovernment records, and will provide the City with the following benefits:

• Reduce administrative expenses, expedite procedures • Free filing cabinet and office space• Reduce the cost of records storage

• Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records

For questions, please contact the City Clerk.

Authorization to Destroy Records:

All original records that have exceeded their retention period must be authorized according to City Policies& Procedures prior to destroying them.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When NoLonger Required.”

If there is a minimum retention (“ Minimum 2 years"), it must be authorized before it isdestroyed, as it is an original record.

If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to beauthorized prior to destruction, as it is a preliminary draft / transitory record or a copy.

On every page of the schedules (near the top, just under the column headings) are important

instructions, including instructions regarding holds on destroying records. “Litigation,

complaints, claims, public records act requests, audits and/or investigations suspend

normal retention periods (retention resumes after settlement or completion).”

EXHIBIT A


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RECORDS RETENTION SCHEDULE LEGEND ©1995 - 2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is fa City Council meeting (then it is the City Clerk.)

Records Description: The record series (a group of like records).

Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records havonly transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system tqualifies as a “trusted system”, etc.

Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline)

Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline)

Total Retention: The total number of years the record will be retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time.P = Permanent

Indefinite = No f ixed or specified retention period; used for databases, because the data fields are interrelated.

Vital? = Those records that are needed for basic operations in the event of a disaster.

Media Options (guideline) – the form of the record: Mag = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, thumb drives, etc.)Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets)Ppr = PaperOD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes

Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed

Destroy Paper after Imaged & QC’d (guideline, if record is imaged ): QC’d=Quality Checked. “Yes” indicates the paper version may be destroyed ifthe document has been imaged (microfilmed, scanned or imported onto Optical Disk – CD-R, WORM or DVD-R), and both the images and indexingQuality Checked (“QC’d”).

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building CodeCC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA)CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA)EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA)FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA)HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA)PC: Penal Code (CA) R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire CodeUSC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)

EXHIBIT A


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Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Refere

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

the record is not listed here, refer to the Retention for City-Wide Standards

etentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

tigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ead Dept. CC-001

Affidavits of Publications /

Legal Advertising / Affidavits of

Posting

2 years 2 yearsMag, Mfr,

OD, Ppr

Brown Act challenges mufiled within 30 or 90 days

action; Statute of Limitati

Municipal Government ac

is 3 - 6 months; CCP §§3

seq, 349.4; GC §§34090

54960.1(c)(1)

Admin.

Services /

City Clerk

CC-002

Agendas / Agenda Packets /

Staff Reports - IMAGED: City

Council, Redevelopment,

Successor Agency, Oversight

Board, Public Financing

Authority, Housing Authority,

Municipal Finance Authority,

Industrial Development

Authority

2 years P PYes: Until

After Meeting

Mag, Mfr,

OD, Ppr S No

Department Preference;

§34090 et seq.

LAKEPORT, CA. ©1995-2015 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

EXHIBIT A


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Office of


(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?




Admin.

Services /

City Clerk

CC-003

Agreements - ALL - ApprovedIf Imaged, Infrastructure,

CIPs, DDAs, OPAs, MOUs,

MOAs

Agreement or Contract

includes all contractual

obligations (e.g.

Amendments, Scope of

Work or Successful

Proposal) & Insurance

Certificates

Examples of Infrastructure:

Architects, CIPs (Capital

Improvement Projects,) City

Manager employment contracts,

franchise agreements, subdivision

improvement agreements,

development, Joint Powers,

MOUs, retirement, water rights,

etc.

Completion P PYes: Before

Completion

Mag, Mfr,

OD, Ppr S

Yes: Upon

Completion

Other contracts are main

by the Lead Department

managing the contract;

Department Preference; A

infrastructure, JPAs, & M

Aid contracts should be

permanent for emergenc

preparedness; Statute of

Limitations is 4 years; 10

for Errors & Omissions; la

records are permanent by

CCP §337 et. seq., GC

§34090; Contractor has

retention requirements in

CFR 4.703


EXHIBIT A


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Office of


(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?




Admin.

Services /

City Clerk

CC-004

Agreements - ALL - Approved

Non-Infrastructure that are

NOT Imaged

Agreement or Contract

includes all contractual

obligations (e.g.

Amendments, Scope of

Work or Successful

Proposal) & Insurance

Certificates

Examples of NON-Infrastructure:

Consulting, disposal, leases, loans,

mutual aid, professional services,

settlement, services, etc.

Completion 10 yearsCompletion +

10 years

Yes: Before

Completion

Mag, Mfr,

OD, Ppr S/I

Yes: Upon

Completion

Other contracts are main

by the Lead Department

managing the contract; C

E&O Statute of Limitation

Published Audit Standard

years; Statute of Limitatio

Contracts & Spec's=4 ye

Wrongful Death=comp. +

years, Developers=comp

years; Statewide guidelin

propose termination + 5 y

CCP §337 et. seq., GC §

Admin.

Services /

City Clerk

CC-005

Applications for Boards,

Commissions or Committees -

Successful

Term of

Office + 2

years

Term of

Office + 2

years

Mag, Ppr Department preference; G

§34090

Admin.

Services /

City Clerk

CC-006

Applications for Boards,

Commissions or Committees -

Unsuccessful

2 years 2 years Mag, Ppr GC §34090

Admin.

Services /

City Clerk

CC-007

Committee Rosters / Boards,

Commissions and Committees

(Maddy Act)



EXHIBIT A


44/198


Office of


(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?




Admin.

Services /

City Clerk

CC-008

Economic Interest Filings(FPPC 700 Series Forms -

Statement of Economic

Interests): ALL

2 years 5 years 7 yearsMag, Mfr,

OD, Ppr S / I

Yes: After 2

years

City maintains originalstatements; GC §81009(e

GC §81009(f)&(g); 2 CCR

18615(d)

Admin.

Services /

City Clerk

CC-009 Ethics Training Certificates 5 years 5 yearsMag, Mfr,

OD, Ppr S / I

Yes: After 1

year GC §§12946, 29 USC 11

Admin.

Services /

City Clerk

CC-010FPPC Form 801 (Gift to

Agency Report)4 years 4 years Mag, Ppr

Must post on website; 2 C

18944.2(c)(3)(G)

Admin.

Services /

City

Manager

CC-011

FPPC Form 802 (Event Ticket

/ Pass Distributions Agency

Report)

7 years 7 years Mag, Ppr Should post on website f

years; GC §81009(e)

Admin.

Services /

City Clerk

CC-012FPPC Form 803 (Behested

Payment Report)7 years 7 years Mag, Ppr GC §81009€

Admin.

Services /

City Clerk

CC-013FPPC Form 804 (Agenda

Report of New Positions)7 years 7 years Mag, Ppr GC §34090; GC §81009(

Admin.

Services /

City Clerk

CC-014FPPC Form 805 (Agency

Report of Consultants)7 years 7 years Mag, Ppr GC §34090; GC §81009(

Admin.

Services /

City Clerk

CC-015

FPPC Form 806 (Agency

Report of Public Official

Appointments)

7 years 7 years Mag, Ppr

Must post on website; 2 C

18705.5; GC §34090; GC

§81009(e)


EXHIBIT A


45/198


Office of


(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?




ELECTIONS - CONSOLIDATED

Admin.

Services /

City Clerk

CC-016

Campaign Filings (FPPC 400

Series Forms & Form 501):

SUCCESSFUL CANDIDATES

(Elected Officials)

2 years P PMag, Mfr,

OD, Ppr S

Yes: After 2

years

Paper must be retained f

least 2 years; GC §81009

Admin.

Services /

City Clerk

CC-017


Series Forms & Form 501):

UNSUCCESSFUL

CANDIDATES

5 years 5 yearsMag, Mfr,

OD, Ppr S

Yes: After 2

years

Paper must be retained f


Admin.

Services /

City Clerk

CC-018


Series Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY CLERK

(copies)

4 years 4 years Mag, Ppr Paper must be retained f


Admin.

Services /

City Clerk

CC-019


Series Forms): OTHER

COMMITTEES (PACS - notcandidate-controlled)

7 years 7 years Mag, Ppr Paper must be retained f


Admin.

Services /

City Clerk

CC-020

Elections - GENERAL,

WORKING or

ADMINISTRATION Files

(Correspondence, Precinct

Maps, County Election

Services, Candidate

Statements to be printed in the

Sample Ballot, etc.)


Admin.

Services /

City Clerk

CC-021Elections - HISTORY Files

(Sample Ballot, Results)P P

Mag, Mfr,

OD, Ppr S No

Department preference; G

§34090


EXHIBIT A


46/198


Office of


(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?




Admin.

Services /

City Clerk

CC-022Elections - Petitions (Initiative,

Recall or Referendum)

Results or

Final

Examination

if No Election

+ 8 mo.

Results or

Final

Examination

if No Election

+ 8 mo.

Ppr

Not accessible to the pubThe 8 month retention ap

after election results, or f

examination if no election

unless there is a legal or

proceeding. EC §§17200

17400

(End of Elections Section)

Admin.

Services /

City Clerk

CC-023

Historical Records & Historical

Projects (e.g. Incorporation,

City Seal, Awards of significant

historical interest, etc.)

P PMag, Mfr,

OD, Ppr S No

City Clerk determines his

significance; records can

address a variety of subje

and media. Some media

audio and video tape) ma

limited because of the me

life expectancy; GC §340

Admin.

Services /

City Clerk

CC-024

Minutes - City Council,

Redevelopment, Successor

Agency, Oversight Board, etc.

P P Yes (all)Mag, Mfr,

OD, Ppr S No GC §34090

Admin.

Services /

City Clerk

CC-025Municipal Code Administration,

Distribution, etc.

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Preliminary drafts not reta

in the ordinary course of

business; GC §34090

Admin.

Services /

City Clerk

CC-026

Municipal Code and History

File (always retain 1

supplement)


OD, Ppr S No GC §34090


EXHIBIT A


47/198


Office of


(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?




Admin.

Services /

City Clerk

CC-027 Ordinances (City Council) P P Yes (all) Mag, Mfr,OD, Ppr

S No GC §34090 et. seq.

Admin.

Services /

City Clerk

CC-028

Petitions (submitted to Council

on any subject - Dog Parks,

Parking, Traffic Calming, etc.)

See Elections for Initiative,

Recall or Referendum Petitions

1 year 1 year Ppr Law requires 1 year for

petitions; GC §50115

ead Dept. CC-029

Proof of Publication / Public

Hearing Notices / Certificate of

Posting / Legal Advertising(Usually kept with Project Files)

2 years 2 years Mag, Ppr

Statute of Limitations on

Municipal Government ac

is 3 - 6 months; CCP§33

seq; GC §34090

Admin.Services /

City Clerk

CC-030

Real Property - Records that

Affect the Title to Real Property(Deeds, Easements, Liens,

Rights of Way, etc.)

2 years P P Mag, Mfr,OD, Ppr

S / I No GC §34090

Admin.

Services /

City Clerk

CC-031

Recordings / Tapes of City

Council Meetings - Audio

Recordings

2 years 2 years Mag, OD


law only requires for 30 d

GC §54953.5(b)

Admin.

Services /

City Clerk

CC-032

Recordings / Tapes of City

Council Meetings - Video

Recordings / DVD-R

2 years 2 years Mag, OD

Department preference; V

recording of meetings are

required for 90 days; GC

§§34090.7, 34090


EXHIBIT A


48/198


Office of


(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?




Admin.

Services /

City Clerk

CC-033

Records Destruction Lists /

Certificates of Records

Destruction

P P Mag, Mfr,OD, Ppr

S Yes: AfterQC & OD

Department Preference; §34090 et. seq.

Admin.

Services /

City Clerk

CC-034

Records Retention Schedules /

Amendments to Records

Retention Schedules


OD, Ppr I GC §34090 et. seq.

Admin.

Services /

City Clerk

CC-035 Request for Public Records 2 years 2 years Mag, Ppr GC §34090

Admin.

Services /

City Clerk

CC-036

Resolutions

City Council, Redevelopment,

Successor Agency, etc.

P P Yes (all)Mag, Mfr,

OD, Ppr S No GC §34090 et. seq.


EXHIBIT A


49/198

Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY ATTORNEY Page CA-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Referen

(OFR)Active

(in office)

Inactive

(Off-site,

OD or Mfr)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?




Lead Dept. CA-001 City Attorney Opinions

When NoLonger

Required -

Minimum 2

years

When NoLonger

Required -

Minimum 2

years

YesMag, Mfr,

OD, Ppr S

Yes:

After QC

& OD

Department Preference; GC

§34090

Admin.

Services /

City

Attorney

CA-002 Closed Session Material

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag, Ppr

Some material may be requ

for reference, depending up

subject; GC §34090

Admin.

Services /

City

Attorney

CA-003Lawsuits / Litigation - Historical

CasesResolution P P

Yes: Until

Resolution

Mag, Mfr,

OD, Ppr S

Yes:

After

Settled

Department Preference for

historical purposes; CCP §

et seq.; GC §§ 911.2, 945.6

34090, 34090.6; PC §832.5

Admin.

Services /

City

Attorney

CA-004Lawsuits / Litigation - Routine

CasesResolution 5 years

Resolution +

5 years

Yes: Until

Resolution

Mag, Mfr,

OD, Ppr S

Yes:

After

Settled

Department Preference; Co

various statute of limitation

CCP §§ 337 et seq.; GC §§

911.2, 945.6, 34090, 34090

PC §832.5(b)

Admin.

Services /

City

Attorney

CA-005Subject / Project Files (Cable TV,

etc.)

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag, Ppr

Some material may be requ

for reference, depending up

subject; GC §34090

LAKEPORT, CA. ©1998 - 2015 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

EXHIBIT A


50/198

Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY MANAGER Page CM-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Referen

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?




Admin.

ervices /

City

Manager

CM-001City Manager Correspondence(Interoffice, Citizens, Legislative

Positions, Organizations, etc.)

When No

LongerRequired -

Minimum 2

years

When No

LongerRequired -

Minimum 2

years

Mag, Ppr GC §34090

Admin.

ervices /

City

Manager

CM-002 Department Fi les

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag, Ppr Department Preference; G

§34090

Admin.

ervices /

City

Manager

CM-003

Projects, Programs, Events,

Economic Development, Subject

& Issues (Issues and/or projects

will vary over time - e.g. Hotels,

Developments, etc.)

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Yes: While

Active

Issues

Mag, Ppr GC §34090

Admin.

ervices /

City

Manager

CM-004 Special Event Permits

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Yes: While

Before

Expiration

Mag, Ppr GC §34090

ead Dept. CM-005Speech Notes / PowerPoint

Presentations

When No

Longer

Required

When No

Longer

Required

Mag, Ppr Notes, drafts, or preliminar

documents; GC §34090 et

LAKEPORT, CA ©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted:

EXHIBIT A


51/198

Ver. 2.0 Page HR-1RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES

Office of

Record Retention No. Records Description Retention / Disposition Comments / Referen

(OFR) Act ive

(in office)

Inactive

(Records

Center)

Total

Retention Vital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

he record is not listed here, refer to the Retention for City-Wide Standards

tentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

gation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HUMAN RESOURCES

Admin.

ervices /

Human

esources

HR-001Benefit Plan Documents

(CalPERS, Optical, Dental, etc.)

Duration of

the Contract

+ 6 years

Duration of

the Contract

+ 6 years

6 years

5 years

When No

Longer

Required -

Minimum 3

years

Yes: For

Duration of

Contract

Mag, Ppr

EEOC / ADEA (Age) requiyear after benefit plan

termination; Federal law re

6 years after filing date for

retirement; State Law requ

years after action; 29 CFR

1627.3(b)(2); 29 USC 1027

§§12946, 3409

Admin.

ervices /

Human

esources

HR-002

CalPERS Benefit Administration

(Includes contract amendment,

actuarial reports, service credit

reports, annual employee listing,

etc.)

6 years Mag, Ppr

Department Preference; 6

for retirement benefits; Sta

Law requires 2 years after

action; 29 CFR 1627.3(b)(

USC 1027; GC §§12946, 3

Admin.

ervices /

Human

esources

HR-003CalPERS Reports - Annual

Employer Statements2 years 3 years Mag, Ppr


Retained to match other a

periods; GC §34090

Admin.

ervices /

Human

esources

HR-004

Classification / Reorganization

Studies (for employee

classifications and department

structures)

When No

Longer

Required -

Minimum 3

years

Mag, Ppr

Bureau of National Affairs

recommends 2 years for a

supplementary Personnel

records; Wage rate tables

or 2 years; State requires

years; 29 CFR 516.6, 29 C

1602.14, GC §§12946, 340


EXHIBIT A


52/198


Office of


(OFR) Act ive

(in office)

Inactive

(Records

Center)

Total

Retention Vital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?




Admin.

ervices /

Human

esources

HR-005 Classification Specifications

When No

Longer

Required -

Minimum 3

years

When No

Longer

Required -

Minimum 3

years

When No

Longer

Required -

Minimum 3

years

FinalDisposition

+ 3 years

When

Superseded

or

Separated

Mag, Mfr,

OD, PprS / I

Yes: After 1

year

Department preference;

EEOC/FLSA/ADEA (Age)requires 3 years for promo

demotion, transfer, selectio

discharge; State Law requ

3 years; retirement benefit

years from last action; 29 C

1602.31 & 1627.3(b)(ii), 8

§3204(d)(1) et seq., GC

§§12946, 34090; 29 USC

Admin.

ervices /

Human

esources

HR-006 Compensation Surveys & Studies

When No

Longer

Required -

Minimum 3

years

Mag, Ppr

Bureau of National Affairs



records; Wage rate tables

or 2 years; State requires

years; 29 CFR 516.6(2), 29

1602.14, GC §§12946, 340

Admin.

ervices /Human

esources

HR-007Department of Fair Employment& Housing (DFEH or EEOC)

Claims

FinalDisposition

+ 3 years

Mag, Ppr

All State and Federal laws

require retention until final

disposition of formal compState requires 2 years afte

and finally disposed"; 2 CC

7287.0; GC §§12946, 3409

Admin.

ervices /

Human

esources

HR-008 DMV Pull Notices

When

Superseded

or

Separated

Mag Ppr

Transitory or source record

retained in the ordinary cou

of business; CHP audits ev

years; Bureau of National A



records; GC §34090


EXHIBIT A


53/198


Office of


(OFR) Act ive

(in office)

Inactive

(Records

Center)

Total

Retention Vital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?




Admin.

ervices /

Human

esources

HR-009Drug & Alcohol Test Results (All -

Positives and Negatives)2 years 3 years 5 years

3 years

Separation +

3 years

10 years

Mag Ppr

D.O.T. Requires 5 years fo

positive tests, 1 year fornegative tests;

EEOC/FLSA/ADEA (Age)

requires 3 years physical

examinations; State Law

requires 2 years; 29 CFR

1627.3(b)(1)(v), GC §§129

34090; 49 CFR 655.71 et s

49 CFR 382.401 et seq. 4

CFR 653.71Admin.

ervices /

Human

esources

HR-010

EEO-4 Reports and records

required to generate EEO-4