2016/08/23 City Council Agenda PacketMission Statement
"We Care for Our Residents by Working Together to
Build a Better Communiry_for Today and Tomorrow."
City of Rohnert Park ♦ 130 Avram Avenue ♦ Rohnert Park, California 94928
PHONE: (707) 588-2227+ FAX: (707) 794-9248 ♦ WEB: www.rgcity.org
ROHNERT PARK CITY COUNCIL
Rohnert Park Financing Authority (RPFA)
Successor Agency to the Community Development Commission (CDC)
JOINT REGULAR MEETING AGENDA
Tuesday, August 23, 2016
Open Session: 5:00 p.m.
MEETING LOCATION: CITY HALL - COUNCIL CHAMBER
130 Avram Avenue, Rohnert Park, California
The Rohnert Park City Council welcomes your attendance, interest and participation at its regular city
meetings scheduled on the second and fourth Tuesdays of each month at 5:00 p.m. in the Council
Chamber. City Council/RPFA agendas and minutes may be viewed at the City's website:
www.rpcity.org.
PUBLIC HEARINGS: Council/RPFA may discuss and/or take action on any or all of the items listed
on this agenda. If you challenge decisions of the City Council or the Rohnert Park Financing Authority
of the City of Rohnert Park in court, you may be limited to raising only those issues you or someone
else raised at public hearing(s) described in this agenda, or in written correspondence delivered to the
City of Rohnert Park at, or prior to the public hearing(s).
RIGHT TO APPEAL: Judicial review of any city administrative decision pursuant to Code of Civil
Procedure Section 1094.5 may be had only if a petition is filed with the court no later than the
deadlines specified in Section 1094.6 of the California Code of Civil Procedure, which generally limits
the time within which the decision may be challenged to the 90th day following the date that the
decision becomes final.
SIMULTANEOUS MEETING COMPENSATION DISCLOSURE (Government Code § 54952.3):
Members of the City Council receive no additional compensation as a result of convening this joint
meeting of the City Council and the Rohnert Park Financing Authority.
PUBLIC COMMENTS: Provides an opportunity for public comment on items not listed on the agenda,
or on agenda items if unable to comment at the scheduled time (limited to three minutes per appearance
and a 30 minute total time limit, or allocation of time determined by Presiding Officer based on number
of speaker cards submitted). PLEASE FILL OUT A SPEAKER CARD PRIOR TO SPEAKING
ANNOUNCEMENT: Please turn off all pagers, cellular telephones and all other communication
devices upon entering the Council Chamber. Use of these devices causes electrical interference with
the sound recording and TV broadcast systems.
City of Rohnert Park Joint Regular Meeting Agenda August 23, 2016
for City Council/RPFA/CDC Successor Agency Page 2 of 4
1. CITY COUNCIL/RPFA/SUCCESSOR AGENCY JOINT REGULAR MEETING
- CALL TO ORDER/ROLL CALL
(Ahanotu _ Callinan Stafford _ Mackenzie _ Belforte
2. PLEDGE OF ALLEGIANCE
Led by Nathan Weires
3. PRESENTATIONS
A. Mayor's Certificate of Recognition: Honoring Josephine Caulk for Her Volunteer
Work in Keeping Dorotea Park Beautiful
B. Update on Status of SoCo Nexus by Amee Sas, Executive Director of SoCo Nexus
4. DEPARTMENT HEAD BRIEFING
5. PUBLIC COMMENTS
Persons wishing to address the Council on any Consent Calendar item or on City
business not listed on the Agenda may do so at this time. Each speaker will be allotted
three minutes. Those wishing to address the Council on any report item listed on the
Agenda should submit a "Speaker Card" to the City Clerk before announcement of
that agenda item.
6. CONSENT CALENDAR
All items on the Consent Calendar will be considered together by one or more action(s)
of the City Council and/or the Rohnert Park Financing Authority and Successor
Agency to the Community Development Commission, whichever is applicable, unless
any Council Member or anyone else interested in a consent calendar item has a
question about the item.
A. Approval of Minutes for:
1. City Council/RPFA/Successor Agency Joint Regular Meeting, August 9, 2016
B. Acceptance of Reports for:
1. City Bills/Demands for Payment dated August 23, 2016
C. City Council Resolutions for Adoption:
1. 2016-84 Authorizing and Approving a Records Management Policy
for a Citywide Records Management Program
D. Approve the Use of City Council Chamber by the League of Women Voters for
a Pros/Cons Ballot Initiative Forum
E. Approve a Letter of Support for the Sonoma County Board of Supervisors
Proposed Community Separator Ballot Measure and Authorize the Mayor to
Sign
Council Motion/Vote
City of Rohnert Park Joint Regular Meeting Agenda August 23, 2016
for City Council/RPFA/CDC Successor Agency Page 3 of 4
7. Consideration of Canceling the General Municipal Election Scheduled for
November 8, 2016, Requesting the Board of Supervisors of the County of Sonoma
to Remove the Stated Consolidated Election, and Appoint the Only Qualified
Nominees to the Office of City Council
A. Staff Report
B. Public Comments
C. Resolution for Adoption:
1. 2016-85 Canceling the General Municipal Election Scheduled for
November 8, 2016, Requesting the Board of Supervisors of the
County of Sonoma to Remove the Stated Consolidated
Elections and Appoint the Only Qualified Nominees to the
Office of City Council
a. Council motion/discussion/vote
8. Consideration of Ventilation and Air Conditioning Options at the Callinan Sports
and Fitness Center
A. Staff Report
B. Public Comments
C. Council discussion/direction
9. CLOSED SESSION
A. Recess to Closed Session in Conference Room 2A to Consider:
1. Personnel Matters (Government Code § 54957)
Public Employee Annual Performance Evaluation — Title: City Manager
2. Conference with Legal Counsel — Anticipated Litigation - Significant exposure
to litigation pursuant to Government Code §54956.9(d)(2): (One Case)
B. Reconvene Joint Regular Meeting Open Session in Council Chamber
C. Report On Closed Session (Government Code § 54957.1)
10. COMMITTEE / LIAISON / OTHER REPORTS
This time is set aside to allow Council members serving on Council committees or on
regional boards, commissions or committees to present a verbal report on the activities
of the respective boards, commissions or committees on which they serve. No action
may be taken.
A. Standing Committee Reports
B. Liaison Reports
1. Chamber of Commerce (Board of Directors) (8/16)
2. Library Advisory Board (8/16)
3. Mayors & Councilmembers Legislative Committee (8/19)
C. Other Reports
11. COMMUNICATIONS
Copies of communications have been provided to Council for review prior to this
meeting. Council Members desiring to read or discuss any communication may do so
at this time. No action may be taken except to place a particular item on a future
agenda for Council consideration.
City of Rohnert Park Joint Regular Meeting Agenda August 23, 2016
for City Council/RPFAICDC Successor Agency Page 4 of 4
12. MATTERS FROM/FOR COUNCIL
Prior to agenda publication, any Councilmember may place an item on this portion of
the agenda. Upon the concurrence of two Councilmembers, the item may be added to a
subsequent agenda for deliberation and action. In accordance with the Brown Act, at
the City Council meeting, Councilmembers may not add items hereunder, except for
brief reports on his or her own activities or brief announcements regarding an event of
community interest.
13. PUBLIC COMMENTS
Persons wishing to address the Council on City business not listed on the Agenda may
do so at this time. Each speaker will be allotted three minutes. Those wishing to
address the Council on any report item listed on the Agenda should submit a "Speaker
Card" to the City Clerk before announcement of that agenda item.
14. ADJOURNMENT
NOTE: Time shown for any particular matter on the agenda is an estimate only. Matters may be
considered earlier or later than the time indicated depending on the pace at which the meeting proceeds. If
you wish to speak on an item under discussion by the Council which appears on this agenda, after
receiving recognition from the Mayor, please walk to the rostrum and state your name and address for the
record. Any item raised by a member of the public which is not on the agenda and may require Council
action shall be automatically referred to staff for investigation and disposition which may include placing
on a future agenda. If the item is deemed to be an emergency or the need to take action arose after
posting of the agenda within the meaning of Government Code Section 54954.2(b), Council is entitled to
discuss the matter to determine if it is an emergency item under said Government Code and may take
action thereon.
DISABLED ACCOMMODATION: If you have a disability which requires an interpreter or other person
to assist you while attending this City Council meeting, please contact the City Clerk's Office at (707)
588-2227 at least 72 hours prior to the meeting to ensure arrangements for accommodation by the City.
Please notify the City Clerk's Office as soon as possible if you have a visual impairment requiring
meeting materials to be produced in another format (Braille, audio -tape, etc.)
AGENDA REPORTS & DOCUMENTS: Copies of all staff reports and documents subject to disclosure
that relate to each item of business referred to on the agenda are available for public inspection at City
Hall located at 130 Avram Avenue, during regular business hours, Monday through Friday from 8:00 am
to 5:00 pm. Any writings or documents subject to disclosure that are provided to all, or a majority of all,
of the members of the City Council regarding any item on this agenda after the agenda has been
distributed will also be made available for inspection at City Hall during regular business hours.
CERTIFICATION OF POSTING OF AGENDA
I, Caitlin Saldanha, Deputy City Clerk for the City of Rohnert Park, declare that the foregoing agenda for the
August 23, 2016, Joint Regular Meeting of the Rohnert Park City Council/RPFA was posted and available for
review on August 18, 2016, at Rohnert Park City Hall, 130 Avram Avenue, Rohnert Park, California 94928.
The agenda is also available on the City web site at www.r1witv.org,
Executed this 18t' day of August, 2016, at Rohnert Park, California.
Caitlin Saldanha, Deputy City Clerk
certificate of Recognition
0orrvrhrg
JOSEPHINE CAULK
dor Her Volunteer Fork in Keeping Dorotea Park Becawi.11il
As Mayor, an on behalf of the City Council of the City of Rohnert Park, I do hereby recognize
and honor Josephine Caulk for 33 years of dedicated service to the Rohnert Park Community.
Josephine has lovingly cared for a landscaped section of Dorotea Park for the past 33 years by
keeping the area free and clear of weeds. In addition, she meticulously prunes and trims the
vegetation in the area creating a beautiful, lush landscape for park visitors to enjoy. Because of
Josephine's efforts, this is certainly the best looking area of Dorotea Park! We deeply
appreciate the ongoing beautification efforts and dedication of Josephine Caulk to keeping the
City of Rohnert Park not only `friendly,' but beautiful too.
By:
Signed this 23rd day of August, 2016
LL
'emkirw
owth 20T.03 to
I
Incubator Residents
Total Residents 2013 - 2015
2013 2014 2015
■ Paying Residents ■ Trade Residents
• Total residents increasing
• Trade residents flat
Incubator Residents Length of Stay
Time at SoCo Nexus 2013
Less than 6
6-12
13-24
25-36
■ More than 36
Time at SoCo Nexus 2105
10% 10%
30%
35%
• More companies staying in incubator longer
• Decline in newest resident companies under six months
Less than 6
6-12
13-24
25-36
■ More than 36
Industries at Incubator
Companies by Industry 2013
1I 1
3
■ Technology
Sustainable Resources
Bio/Medical
■ Manufacturing
■ Tourism
■ Services
■ Education
■ Trade
Companies by Industry 2015
• Technology experiencing strong growth
• Sustainable Resources growing
• Trade residents shrinking proportionally to paying residents
More categories in 2015 gives greater detail on industries
■ Technology
Sustainable Resources
Bio/Medical
■ Manufacturing
■ Tourism
■ Services
Education
■ Trade
Startup Funding Success
14
N 12
m
X10
E 8
U
0 6
m
4
E
Z 2
IC
2013
Funding 2013 - 2015
2104
Seeking Funding ■ Funding Secured
2015
• Companies seeking funding is on the rise
• Funding success is fairly flat yet inconsistent across years
Job Creation Impact
FTE Created 2008 - 2017
180
160
140
120
100 •,.••
80
60
40
20
0
2008 2009 2010 2011 2012 2013 2014 2015
� Targets � Actuals . • • • Expon. (Actuals)
2016 2017
2016 and 2017 are estimates based on trend analysis by Robert Eyler
$37
$34
$31
$28
$25
Economic Impact
Economic Impact 2008 - 2017
2008 2009 2010 2011 2012 2013 2014 2015 2016 2017
� Startups Income Equivalent Sonoma County Economic Multiplier 1.6 - • • • Expon. (Sonoma County Economic Multiplier 1.6)
2016 and 2017 are estimates based on trend analysis by Robert Eyler
Rohnert Park Contract Compliance
As of January 2076
FTE Target 10 21 28 32 35 38 41 44 47 0
FTE Actual 23 50 55 45 50 84 75 151 128 136
Sonoma County job economic
multiplier 1.5 35 75 83 68 75 126 113 227 216 230
Income Equivalent ($30,000
average salary) $ 690,000 $1.5M $1.65M $1.35M $1.5M $2.5M $2.25M $6.82M $10.9M $11.6M
Sonoma County income
economic multiplier 1.6 (based
on FTE Actual) $1.1 M $2.4M $2.6M $2.2M $2.4M $4M $3.6M $10.9M $32.6M $34.7M
• 128 Full Time Employees (economic equivalent of 216 FTE)
• Income equivalent of $10.9M (economic equivalent of $32.6M)
• 50 employees hired in 2015
0 78 employees expected to be hired in 2016
2016 and Beyond
• Double attendance at December 2016 Make-A-Thon
• Promote Startup Jam to attract local entrepreneurs
• Reimagine NBIS to increase impact for startup companies
• Create 4 -month accelerator program offered twice per year
• Increase partnerships with angel networks & educational entities
• Grow board of directors to increase community reach
• Invite industry leaders to become mentors & educators for programs
CITY COUNCIL SPEAKER CARD
Date: a3 f Agenda Item 9
Name:
Address: t 10&
Phone: ,gyp1
Topic: �? ! p
Brief Summary of Comments: M fix
JOIN US -
SUNDAY, OCTOBER 2
2 PM, WHITE BARN, SONOMA VALLEY
Enjoy tasty finger food, local wine, and select
harvest vendors at this Measure K fundraiser at
the rustic White Barn in the scenic Glen Ellen-
Agua Caliente Community Separator in the heart
of the Valley of the Moon.
Meet farmers, advocates, electeds and others
like you who support renewing voter protections
for community separators for 20 more years.
Take home Yes on Measure K yard signs.
PARKING LIMITED. PLEASE CARPOOL. RSVP REQUIRED.
LOCATION RSVP
White Barn, Oak Hill Farm Teri Shore, Greenbelt Alliance
14805 Sonoma Hwy tshore@greenbelt.org
Glen Ellen, CA 95442
Sponsor $100 or more donation
Event $25 suggested donation
PROTECT GREEN SPACES BETWEEN OUR CITIES AND TOWNS
YES ON MEASURE K
RENEW SONOMA COUNTY'S
COMMUNITY SEPARATORS
HELP PASSTHE MOST IMPORTANT GREENBELT
POLICY PROTECTIONS IN 20 YEARS
For TWO DECADES, we've prevented housing tracts and shopping malls
from sprawling into our precious green places with community
separators around our cities and towns. Voter -backed community
separator measures expire in 2016.
Measure K —the Community Separator Protection Ordinance —will extend
voter protections for another 20 years to protect 53,576 acres of open space
and farm lands from subdivision and sprawl.
The purpose of community separators is to
• protect open space and farm lands,
• maintain community identities,
• and prevent sprawl.
VOTE YES ON MEASURE K!
• Renews voter protections for community separators for 20 years.
The Rohnert Park -Santa Rosa Community
Costs taxpayers nothing to keep our county beautiful. Separator is shown here.
Stops sprawl and keeps agriculture and open space intact.
PLEASE ENDORSE MEASURE K!
CONTRIBUTE TO THE CAMPAIGN!
KEEP OUR COMMUNITY SEPARATORS —
YES ON MEASURE K, 2016
c/o 555 Fifth St., Suite 300A
Santa Rosa, CA 95401
facebook.com/communityseparators/
CONTACT
Teri Shore
707-575-3661
tshore@greenbelt.org
greenbelt.org
/\Owb��
GREENBELT ALLIANCE
Kerry Fugett or Blake Hooper
707-571-8566
Blake@conservationaction.org
Kerry@conservationaction.org
conservationaction. org
CCA
Sonoma County Conservation Action
CITY COUNCIL SPEAKER CARD
Date: Agenda Item #:
�1�,A4
Name:
Address:. - -�•
Phone: 2 3 SJ
Brief Summary of Comments:
See Reverse
CITY COUNCIL SPEAKER CARD
Date:, 2 I Agenda Item #: _
Name:
Brief Summary of Comments:
See Reverse
�014NeRT AA�k
MINUTES OF THE JOINT REGULAR MEETING
OF THE CITY OF ROHNERT PARK
City Council
Rohnert Park Financing Authority
Successor Agency to the Community Development Commission
Tuesday, August 9, 2016
Rohnert Park City Hall, Council Chamber
130 Avram Avenue, Rohnert Park, California
Item No. 6A1
1. CITY COUNCIL/RPFA/SUCCESSOR AGENCY TO THE CDC JOINT REGULAR
MEETING - CALL TO ORDER/ROLL CALL
Mayor Belforte called the joint regular meeting to order at 5:00 pm, the notice for which being
legally noticed on August 4, 2016.
Present: Gina Belforte, Mayor
Jake Mackenzie, Vice Mayor
Amy O. Ahanotu, Councilmember
Joseph T. Callinan, Councilmember
Pam Stafford, Councilmember
Absent: None.
Staff present: City Manager Jenkins, Assistant City Manager Schwartz, City Attorney
Kenyon, Finance Director Howze, Development Services Director Pawson, Director of
Public Works and Community Services McArthur, Human Resources Director Perrault,
Director of Public Safety Masterson, Senior Analyst Atkins, Deputy City Clerk Saldanha,
General Services Supervisor Kelley, Planning Manager Beiswenger, Planner Tusinger,
Technical Advisor Weisbord and Management Analyst Labourdette.
2. PLEDGE OF ALLEGIANCE
Led by Miss Sonoma County, Hannah Maffia.
3. PRESENTATIONS
A. Mayor's Certificate of Recognition: Honoring Hannah Maffia for Winning the Title of
Miss Sonoma County for 2016
Mayor Belforte presented a Certificate of Recognition to Hannah Maffia, who thanked
Council for the recognition.
City of Rohnert Park Joint Regular Meeting Minutes August 9, 2016
for City Councit/Rohnert Park Financing Authority/Successor Agency Page 2 of 5
4. DEPARTMENT HEAD BRIEFING
A. Economic Development Update
Assistant City Manager Schwartz and Planning Manager Beiswenger provided an update
and gave a presentation.
5. PUBLIC COMMENTS
None.
6. CONSENT CALENDAR
A. Approval of Minutes for:
1. City Council Special Meeting, July 20, 2016
2. City Council/RPFA/Successor Agency Joint Regular Meeting, July 26, 2016
B. Acceptance of Reports for:
1. Annual Review of the Growth Management Program Supplemental Report for 2015
2. City Bills/Demands for Payment dated August 9, 2016
3. RPFA- Cash Report for Month Ending June 2016
4. Housing Successor Agency- Cash Report for Month Ending June 2016
5. Successor Agency- Cash Report for Month Ending June 2016
6. City- Cash Report for Month Ending June 2016
C. City Council Resolutions for Adoption:
1. 2016-082 Approving the City of Rohnert Park Current Pay Rates and Ranges
Revised July 21, 2016
2. 2016-083 Authorizing an Increase to the City Manager's Change Order Authority
for the East Side Trunk Sewer Phase 3 and Snyder Lane Widening
(Project 2014-01) and Directing Related Actions
ACTION: Moved/seconded (Callinan/Stafford) to approve the Consent Calendar.
Motion carried by the following unanimous 5-0 vote: AYES: Ahanotu,
Callinan, Stafford, Mackenzie, and Belforte, NOS: None, ABSTAINS: None,
ABSENT: None.
7. CLOSED SESSION
A. Mayor Belforte made the closed session announcement pursuant to Government Code
§54957.7 and Council recessed to Closed Session at 5:26 p.m. in Conference Room 2A to
Consider:
1. Conference with Legal Counsel — Anticipated Litigation - Significant exposure to
litigation pursuant to Government Code §54956.9(d)(2): (One Case)
B. Reconvened Joint Regular Meeting Open Session in Council Chamber at 5:53 p.m.
C. Report on Closed Session (Government Code § 54957.1)
Mayor Belforte reported: no reportable action.
City of Rohnert Park Joint Regular Meeting Minutes August 9, 2016
for City Council/Rohnert Park Financing Authority/Successor Agency Page 3 of 5
8. Discussion and Direction on Proposed Tree Replacement Plan for Country Club Drive
Director of Public Works and Community Services McArthur and General Services Supervisor
Kelley presented the item. Recommended Action(s): Provide direction to staff on proposed
plan for replacing trees on Country Club Drive landscape medians.
Development Services Director Pawson responded to questions regarding the removal of
redwood trees on Rohnert Park Expressway due to the construction work for the University
District project, and also described native tree species.
Public Comment: None.
ACTION: By Consensus (none opposed), City Council directed staff to move forward
with the recommended actions by replacing the trees on County Club Drive
using a three-year phased approach with two types of trees including: Chinese
Pistache (Pistacia chinensis) and Trident Maple (Acer buergeranum).
9. Update of Existing and Planned Housing Inventory and Programs
City Manager Jenkins and Development Services Director Pawson presented the item.
Recommended Action(s): Staff is seeking direction from the City Council on possible
follow-up activities regarding housing in Rohnert Park.
Public Comment: Jim Langford informed Council about PEP Housing which is a nonprofit
organization dedicated to providing limited income seniors access to affordable housing.
Planning Manager Beiswenger commented on the topic of garage conversions.
ACTION: By Consensus (none opposed), City Council directed staff to place the
housing information on the City's website and Facebook page for the public.
Council also directed staff to move forward with the recommended actions to
include updating the inclusionary housing ordinance, developing an in -lieu fee
study, developing a coordinated strategy for use of City's funds, and
developing a coordinated strategy that supports infill second units and junior
units. In addition, Council instructed staff to provide more information about
garage conversions and contact North Bay Association of Realtors (NorBAR)
for data regarding owner/renter ratios for single family units.
10. COMMITTEE / LIAISON/ OTHER REPORTS
A. Standing Committee Reports
None.
B. Liaison Reports
1. Senior Citizens Advisory Commission (7/28)
Mayor Belforte reported a new bus driver started working at the Senior Center.
2. Russian River Watershed Association (RRWA) (7/28
Councilmember Stafford reported that Execute Director Andy Rogers is now in
charge. Councilmember Stafford also provided an update on the status of the storm
City of Rohnert Park Joint Regular Meeting Minutes August 9, 2016
for City Councit/Rohnert Park Financing Authority/Successor Agency Page 4 of 5
water grant and announced that the 4th week of September is Creek and Pollution
Prevention Week.
3. Water Advisory Committee (WAC,) (8/1)
Councilmember Callinan and Development Services Director Pawson reported on the
status of water storage. Development Services Director Pawson noted that the
Fish Habitat Flows and Water Right Draft Environmental Impact Report (EIR) was
the main topic at the meeting with an expected release date at the end of August.
4. Sonoma County Transportation Authority (SCTA)(8/8)
No report.
C. Other Reports
Vice Mayor Mackenzie reported that representatives from North Bay Conservation Corps
are working with Sonoma County Water Agency on cleaning up local areas such as
Spring Lake Park.
Mayor Belforte reported that a ribbon cutting was held at Dorotea Park (D -Park) on
August 5, 2016 to celebrate the installation of new fitness trail equipment.
Mayor Belforte reported that she attended an event hosted by the United States Coast
Guard and noted that Captain Paul Flynn specifically acknowledged Rohnert Park for the
many "coasties" who live here.
Mayor Belforte announced that Spreckles Performing Arts Center presented a musical
entitled "Dream On" and praised theater staff for their hard work.
11. COMMUNICATIONS
Councilmember Callinan congratulated Councilmember Ahanotu on his balloon toss victory
at National Night Out and stated he is looking forward to participating in next year's
competition.
Mayor Belforte recognized Finance Director, Betsy Howze, and her staff for receiving an
Award of Financial Reporting Achievement from the Government Finance Officers
Association (GFOA) and stated that the City of Rohnert Park is a recipient of a Certificate of
Achievement for Excellence in Financial Reporting for its comprehensive annual financial
report (CAFR).
Vice Mayor Mackenzie thanked Mayor Belforte for her work regarding marijuana
regulations.
12. MATTERS FROM/FOR COUNCIL
Councilmember Stafford stated that the State Farm property was recently mowed, but still
needs to be cleaned up and properly irrigated.
13. PUBLIC COMMENTS
None.
City of Rohnert Park Joint Regular Meeting Minutes August 9, 2016
for City Councit/Rohnert Park Financing Authority/Successor Agency Page 5 of 5
14. ADJOURNMENT
Mayor Belforte adjourned the joint regular meeting at 7:19 pm.
Caitlin Saldanha, Deputy City Clerk
City of Rohnert Park
Gina Belforte, Mayor
City of Rohnert Park
CITY OF ROWJERT PARK k
BILLS FOR ACCEPTANCE �
August 23, 20116
Check Numbers: 233680-233884 $1,190,180.42
Dated: August 3, 2016 - August 23, 2016
TOTAL $1,190,180.42
Accounts Payable
Checks for Approval
User: gburke
Printed: 8/16/2016 - 11:25 AM
Check #
Check Date
Fund Name
Account Name
Vendor Name
233680
08/03/2016
General Fund
Recruitment - DS
EMPLOYMENT SCREENING
233680
08/03/2016
General Fund
Recruitment - Police
EMPLOYMENT SCREENING
Check Total:
233681
08/03/2016
General Fund
Spec Dept Exp - H Pool
Eureka Oxygen Co.
233681
08/03/2016
General Fund
Spec Dept Exp - B Pool
Eureka Oxygen Co.
233681
08/03/2016
General Fund
Spec Dept Exp - H Pool
Eureka Oxygen Co.
233681
08/03/2016
General Fund
Spec Dept Exp - B Pool
Eureka Oxygen Co.
233681
08/03/2016
General Fund
Sales Tax Payable
Eureka Oxygen Co.
Check Total:
233682
08/03/2016
Sewer Utility Fund
Postage & Shipping - Sewer
Sonoma County Auditor Controller
233682
08/03/2016
Water Utility Fund
Postage & Shipping - Water
Sonoma County Auditor Controller
233682
08/03/2016
General Fund
Postage & Shipping - FIN
Sonoma County Auditor Controller
Check Total:
233683
08/03/2016
General Fund
Contract Svcs - Police
Sonoma County Public Safety Consortium
Check Total:
233684
08/05/2016
General Fund
PG&E - B Pool
Pacific Gas & Electric
233684
08/05/2016
General Fund
PG&E - H Pool
Pacific Gas & Electric
233684
08/05/2016
General Fund
PG&E - M Pool
Pacific Gas & Electric
233684
08/05/2016
Sewer Utility Fund
PG&E - Sewer
Pacific Gas & Electric
233684
08/05/2016
Water Utility Fund
PG&E - Water
Pacific Gas & Electric
233684
08/05/2016
ISF - Fleet
PG&E - Fleet
Pacific Gas & Electric
233684
08/05/2016
General Fund
PG&E - CH
Pacific Gas & Electric
233684
08/05/2016
General Fund
PG&E - CHA
Pacific Gas & Electric
233684
08/05/2016
General Fund
PGE - AS Bldg
Pacific Gas & Electric
233684
08/05/2016
General Fund
PG&E - PS Main Station
Pacific Gas & Electric
233684
08/05/2016
General Fund
PG&E - PS Bldg -North
Pacific Gas & Electric
233684
08/05/2016
General Fund
PG&E - PS Bldg -South
Pacific Gas & Electric
233684
08/05/2016
General Fund
PG&E - PW
Pacific Gas & Electric
233684
08/05/2016
General Fund
PG&E - Streets
Pacific Gas & Electric
Page 1 of 23
Void Amount
129.60
222.60
352.20
17.59
203.71
203.71
17.58
-35.17
407.42
1,632.05
1,632.05
362.67
3,626.77
47,419.00
47,419.00
376.94
1,345.45
1,049.08
5,897.34
42,133.95
2,431.87
239.27
1,253.55
1,758.82
9,189.50
1,221.65
237.71
1,271.69
22,457.52
Check #
Check Date
Fund Name
Account Name
Vendor Name Void
Amount
233684
08/05/2016
General Fund
PG&E - Parks
Pacific Gas & Electric
3,983.47
233684
08/05/2016
General Fund
PG&E - Gold Ridge
Pacific Gas & Electric
986.68
233684
08/05/2016
General Fund
PG&E - SrC
Pacific Gas & Electric
2,409.32
233684
08/05/2016
General Fund
PG&E - SpC
Pacific Gas & Electric
5,702.00
233684
08/05/2016
General Fund
PG&E - RPCC
Pacific Gas & Electric
3,484.17
233684
08/05/2016
General Fund
PG&E - BARC
Pacific Gas & Electric
609.51
233684
08/05/2016
General Fund
Repairs & Maint Routine -LBRC
Pacific Gas & Electric
464.97
233684
08/05/2016
General Fund
PG&E - PAC
Pacific Gas & Electric
9,318.17
Check Total:
117,822.63
233685
08/05/2016
General Fund
Revenue Memberships - SpC
Marci Akin
19.87
Check Total:
19.87
233686
08/05/2016
General Fund
Yolanda Bennett
248.60
Check Total:
248.60
233687
08/05/2016
General Fund
Jerry Bick
1,149.54
Check Total:
1,149.54
233688
08/05/2016
General Fund
Contract Svcs - RPCC
Sherry Blanchard
895.05
Check Total:
895.05
233689
08/05/2016
General Fund
Training & Travel - Police
CA NARCOTIC OFFICER'S ASSOCIATION
1,710.00
Check Total:
1,710.00
233690
08/05/2016
General Fund
Developer Refundable Deposits
Cameron Construction
5,000.00
Check Total:
5,000.00
233691
08/05/2016
General Fund
Exp - Mackenzie - CC
City of Cloverdale
42.00
Check Total:
42.00
233692
08/05/2016
General Fund
PG&E - SpC
Comcast Business
555.18
Check Total:
555.18
233693
08/05/2016
General Fund
POST Training & Travel -Police
TARA DOUGLAS
190.00
Check Total:
190.00
233694
08/05/2016
General Fund
Productions - Production
Pam Enz
1,000.00
Check Total:
1,000.00
233695
08/05/2016
Capital Projects Fund
1401 Snyder non -capital
Fast Mart
975.00
Page 2 of 23
Check #
Check Date
Fund Name
Account Name
Vendor Name
Check Total:
233696
08/05/2016
General Fund
ARMANDO F. FLORES
Check Total:
233697
08/05/2016
General Fund
JAMES HEROLD
Check Total:
233698
08/05/2016
General Fund
POST Training & Travel -Police
Hilton Garden Inn Fairfield
Check Total:
233699
08/05/2016
General Fund
POST Training & Travel - SEA
Hilton Sacramento Arden West
Check Total:
233700
08/05/2016
General Fund
POST Training & Travel -Police
Holiday Inn- Dublin
Check Total:
233701
08/05/2016
General Fund
Arthur Hollingsworth
Check Total:
233702
08/05/2016
General Fund
Warren K. Hopkins
Check Total:
233703
08/05/2016
General Fund
POST Training & Travel - SEA
Jill Kempf
Check Total:
233704
08/05/2016
General Fund
POST Training & Travel - SEA
Jill Kempf
Check Total
233705
08/05/2016
General Fund
POST Training & Travel -Police
JON KEMPF
Check Total:
233706
08/05/2016
General Fund
POST Training & Travel -Police
Nicolas LaBonte
Check Total:
233707
08/05/2016
General Fund
Rec Ref Clearing
Martha Magallan
Check Total:
233708
08/05/2016
General Fund
Contract Svcs - BARC
Martial Arts Academy
233708
08/05/2016
General Fund
Contract Svcs - BARC
Martial Arts Academy
Page 3 of 23
Void
Amount
975.00
366.40
366.40
226.00
226.00
908.47
908.47
412.73
412.73
2,774.28
2,774.28
850.39
850.39
1,058.26
1,058.26
180.00
180.00
265.00
265.00
190.00
190.00
190.00
190.00
400.00
400.00
130.00
120.00
Check #
Check Date
Fund Name
Account Name
Vendor Name
Check Total:
233709
08/05/2016
General Fund
Contract Svcs - SpC
Julie McIntyre
Check Total:
233710
08/05/2016
General Fund
Productions - Production
MUSIC THEATRE INTERNATIONAL
Check Total:
233711
08/05/2016
General Fund
Productions - Production
MUSIC THEATRE INTERNATIONAL
Check Total:
233712
08/05/2016
General Fund
Productions - Production
MUSIC THEATRE INTERNATIONAL
Check Total:
233713
08/05/2016
General Fund
JOSEPH D. NETTER
Check Total:
233714
08/05/2016
General Fund
Legal Svcs - SpC
North Coast Officials Association, Inc.
Check Total:
233715
08/05/2016
General Fund
James Park
Check Total:
233716
08/05/2016
General Fund
Del Patton
Check Total:
233717
08/05/2016
General Fund
EAP Expense - NonDept
Redwood Empire Municipal Insurance Fund
Check Total:
233718
08/05/2016
General Fund
POST Training & Travel - SEA
Resort at Squaw Creek
Check Total:
233719
08/05/2016
General Fund
Contract Svcs - RPCC
Michael J Rinaldini
Check Total:
233720
08/05/2016
General Fund
Spec Dept Exp -PAC
Jeremy Shawlee
Check Total:
233721
08/05/2016
General Fund
Productions - Production
Lucas Sherman
Page 4 of 23
Void
Amount
250.00
212.50
212.50
5,035.25
5,035.25
9,334.37
9,334.37
3,761.75
3,761.75
925.40
925.40
2,328.00
2,328.00
454.70
454.70
276.11
276.11
560.32
560.32
613.28
613.28
136.50
136.50
64.15
64.15
2,900.00
Check #
Check Date
Fund Name
Account Name
Vendor Name
Check Total:
233722
08/05/2016
General Fund
Paul Skanchy
Check Total:
233723
08/05/2016
General Fund
Contract Svcs - Comm Events
Catherine Slack
Check Total:
233724
08/05/2016
General Fund
Douglas Smith
Check Total:
233725
08/05/2016
General Fund
Productions - Production
Michella Snider
Check Total:
233726
08/05/2016
General Fund
Training & Travel - Fire
Sonoma Fire Training Officers Assoc.
233726
08/05/2016
General Fund
Training & Travel - Fire
Sonoma Fire Training Officers Assoc.
Check Total:
233727
08/05/2016
General Fund
Contract Svcs - Comm Events
John Sorensen
Check Total:
233728
08/05/2016
General Fund
Spec Dept Exp -PAC
Patrick Taber
Check Total:
233729
08/05/2016
General Fund
Walter Taddeucci
Check Total:
233730
08/05/2016
General Fund
POST Training & Travel -Police
BRENDON TATUM
Check Total:
233731
08/05/2016
General Fund
POST Training & Travel -Police
THIRD DEGREE COMMUNICATIONS
Check Total:
233732
08/05/2016
General Fund
John Thompson
Check Total:
233733
08/05/2016
General Fund
Contract Svcs - Comm Events
Larry Thompson
Check Total:
233734
08/05/2016
General Fund
Publicity - SrC
United States Post Office
Page 5 of 23
Void
Amount
2,900.00
140.85
140.85
800.00
800.00
852.00
852.00
1,500.00
1,500.00
600.00
900.00
1,500.00
1,200.00
1,200.00
86.89
86.89
735.96
735.96
300.00
300.00
225.00
225.00
402.70
402.70
500.00
500.00
96.70
Check #
Check Date
Fund Name
Account Name
Vendor Name
233734
08/05/2016
General Fund
Publicity - B Pool
United States Post Office
233734
08/05/2016
General Fund
Publicity - H Pool
United States Post Office
233734
08/05/2016
General Fund
Publicity - RPCC
United States Post Office
233734
08/05/2016
General Fund
Publicity - SpC
United States Post Office
Check Total:
233735
08/05/2016
General Fund
Rec Ref Clearing
Karina Wilcox
Check Total:
233736
08/05/2016
General Fund
Contract Svcs - SpC
Fatima Worden
Check Total:
233737
08/05/2016
General Fund
EDD - DS
CA EDD Dept
233737
08/05/2016
General Fund
EDD - RPCC
CA EDD Dept
233737
08/05/2016
General Fund
EDD - SpC
CA EDD Dept
233737
08/05/2016
General Fund
EDD - Parks
CA EDD Dept
233737
08/05/2016
General Fund
EDD - Parks
CA EDD Dept
Check Total:
233738
08/05/2016
General Fund
Court Order Payable
CA FRANCHISE TAX BOARD
233738
08/05/2016
General Fund
Court Order Payable
CA FRANCHISE TAX BOARD
Check Total:
233739
08/05/2016
General Fund
HSABank Payable
HSA Bank
Check Total:
233740
08/05/2016
General Fund
Def Comp Payable-Gw
Nationwide Retirement Solutions
Check Total:
233741
08/05/2016
General Fund
Def Comp Payable-Gw
Nationwide Retirement Solutions
233741
08/05/2016
General Fund
Def Comp Payable-Gw
Nationwide Retirement Solutions
Check Total:
233742
08/05/2016
General Fund
REMIF Health Ins Payable
Redwood Empire Municipal Insurance Fund
233742
08/05/2016
General Fund
REMIF Health Ins -Retiree Med
Redwood Empire Municipal Insurance Fund
Check Total:
233743
08/05/2016
General Fund
Rpea Dues
CITY OF ROHNERT PARK
Check Total:
233744
08/05/2016
General Fund
Scope Dues Payable
SEIU Loca] 1021
Page 6 of 23
Void
Amount
257.87
322.34
1,901.79
644.68
3,223.38
35.00
35.00
202.50
202.50
5,850.00
798.00
270.00
254.00
2,520.00
9,692.00
484.02
317.52
801.54
1,573.00
1,573.00
3,381.61
3,381.61
2,840.84
1,575.00
4,415.84
34,989.20
46,068.00
81,057.20
645.00
645.00
1,201.49
Check #
Check Date
Fund Name
Account Name
Vendor Name
Void Amount
Check Total:
1,201.49
233745
08/05/201'6
General Fund
United Way Payable
United Way
43.26
Check Total.
43.26
233746
08/05/2016
Sewer Utility Fund
Accounts Payable
Warren Cane
15.86
233746
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Warren Cane
21.41
Check Total:
37.27
233747
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Alex Inokhodov
5.73
233747
08/05/2016
Sewer Utility Fund
Accounts Payable
Alex Inokhodov
6.53
Check Total:
12.26
233748
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
MJG Construction INC
7.39
233748
08/05/2016
Sewer Utility Fund
Accounts Payable
MJG Construction INC
8.19
Check Total:
15.58
233749
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Robert Moyer
63.50
233749
08/05/2016
Sewer Utility Fund
Accounts Payable
Robert Moyer
26.84
Check Total:
90.34
233750
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Oak Grove Construction
718.20
233750
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Oak Grove Construction
1,554.96
Check Total:
2,273.16
233751
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Sonoma County Property Rentals
40.37
233751
08/05/2016
Sewer Utility Fund
Accounts Payable
Sonoma County Property Rentals
25.91
Check Total:
66.28
233752
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Karen Brown
0.17
233752
08/05/2016
Sewer Utility Fund
Accounts Payable
Karen Brown
0.23
Check Total:
0.40
233753
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Andrew Campbell
6.42
233753
08/05/2016
Sewer Utility Fund
Accounts Payable
Andrew Campbell
5.47
Check Totals
11.89
233754
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Century 21 Bundesen
28.11
233754
08/05/2016
Sewer Utility Fund
Accounts Payable
Century 21 Bundesen
9.10
Check Total:
37.21
Page 7 of 23
Check #
Check Date
Fund Name
Account Name
Vendor Name
Void Amount
233755
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Century 21 Bundesen
60.61
233755
08/05/2016
Sewer Utility Fund
Accounts Payable
Century 21 Bundesen
30.41
Check Total:
91.02
233756
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Alex Coltharp
35.84
233756
08/05/2016
Sewer Utility Fund
Accounts Payable
Alex Coltharp
16.01
Check Total:
51.85
233757
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Abel Cooper
11.86
233757
08/05/2016
Sewer Utility Fund
Accounts Payable
Abel Cooper
13.74
Check Total:
25.60
233758
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Lynn Gardere
39.43
233758
08/05/2016
Sewer Utility Fund
Accounts Payable
Lynn Gardere
27.65
Check Total:
67.08
233759
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Harold Griffith
35.18
233759
08/05/2016
Sewer Utility Fund
Accounts Payable
Harold Griffith
2238
Check Total:
57.56
233760
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Diane Handelih
26.90
233760
08/05/2016
Sewer Utility Fund
Accounts Payable
Diane Handelih
23.96
Check Total:
50.86
233761
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Rebecca Harte
28.79
233761
08/05/2016
Sewer Utility Fund
Accounts Payable
Rebecca Harte
25.59
Check Total:
54.38
233762
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Robert Hunt
54.95
233762
08/05/2016
Sewer Utility Fund
Accounts Payable
Robert Hunt
30.39
Check Total:
85.34
233763
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Chris Jacobsen
40.68
233763
08/05/2016
Sewer Utility Fund
Accounts Payable
Chris Jacobsen
59.32
Check Total:
100.00
233764
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Vivian Jeremiah
23.10
233764
08/05/2016
Sewer Utility Fund
Accounts Payable
Vivian Jeremiah
45.33
Check Total:
68.43
233765
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Wes Koenig
44.15
Page 8 of 23
Check #
Check Date
Fund Name
Account Name
Vendor Name
Void Amount
233765
08/05/2016
Sewer Utility Fund
Accounts Payable
Wes Koenig
41.87
Check Total:
86.02
233766
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya.
Rose LaPierre
14.99
233766
08/05/2016
Sewer Utility Fund
Accounts Payable
Rose LaPierre
6.19
Check Total:
21.18
233767
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Laurie Levy
6.65
233767
08/05/2016
Sewer Utility Fund
Accounts Payable
Laurie Levy
8.24
Check Total:
14.89
233768
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Catherine Lubiszewski
25.48
233768
08/05/2016
Sewer Utility Fund
Accounts Payable
Catherine Lubiszewski
13.54
233768
08/05/2016
Sewer Utility Fund
Accounts Payable
Catherine Lubiszewski
13.32
Check Total:
52.34
233769
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Keri Manger
0.84
233769
08/05/2016
Sewer Utility Fund
Accounts Payable
Keri Manger
1.08
Check Total:
1.92
233770
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Gretchen Mueller
2.18
233770
08/05/2016
Sewer Utility Fund
Accounts Payable
Gretchen Mueller
2.82
Check Total:
5.00
233771
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya.
Chloe Nikka
20.45
233771
08/05/2016
Sewer Utility Fund
Accounts Payable
Chloe Nikka
19.92
Check Total:
40.37
233772
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya.
Katherine Otamura
48.19
233772
08/05/2016
Sewer Utility Fund
Accounts Payable
Katherine Otamura
28.34
Check Total:
76.53
233773
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Chris Peterson
0.77
233773
08/05/2016
Sewer Utility Fund
Accounts Payable
Chris Peterson
0.80
Check Total:
1.57
233774
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Micaela Philpot
27.68
233774
08/05/2016
Sewer Utility Fund
Accounts Payable
Micaela Philpot
23.98
Check Total,
51.66
233775
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Nelson Rodriguez
30.89
Page 9 of 23
Check #
Check Date
Fund Name
Account Name
Vendor Name
Void Amount
233775
08/05/2016
Sewer Utility Fund
Accounts Payable
Nelson Rodriguez
23.87
Check Total:
54.76
233776
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Hailey Sapieka
57.36
233776
08/05/2016
Sewer Utility Fund
Accounts Payable
Hailey Sapieka
30.20
Check Total:
87.56
233777
08/05/2016
Sewer Utility Fund
Accounts Payable
Lynn Tross
1.73
233777
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Lynn Tross
2.54
Check Total:
4.27
233778
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Peter Vari Asperen
28.59
233778
08/05/2016
Sewer Utility Fund
Accounts Payable
Peter Van Asperen
25.03
Check Total:
53.62
233779
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Robert Wash
23.80
233779
08/05/2016
Sewer Utility Fund
Accounts Payable
Robert Wash
22.23
Check Total:
46.03
233780
08/05/2016
Water Util_ty Fund
Water Entr. /Accounts Paya
Lisa Whitt
3.09
233780
08/05/2016
Sewer Utility Fund
Accounts Payable
Lisa Whitt
1.57
Check Total:
4.66
233781
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Erica Yorke
26.05
233781
08/05/2016
Sewer Utility Fund
Accounts Payable
Erica Yorke
23.41
Check Total:
49.46
233782
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Peter Badaglia
0.41
233782
08/05/2016
Sewer Utility Fund
Accounts Payable
Peter Badaglia
0.52
Check Total:
0.93
233783
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Cathleen Fusco
51.79
233783
08/05/2016
Sewer Utility Fund
Accounts Payable
Cathleen Fusco
30.00
Check Total:
81.79
233784
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Ron Goebel
0.67
0.70
233784
08/05/2016
Sewer Utility Fund
Accounts Payable
Ron Goebel
Check Total:
1.37
233785
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Erin Nelson
53.47
31.62
233785
08/05/2016
Sewer Utility Fund
Accounts Payable
Erin Nelson
Page 10 of 23
Check #
Check Date
Fund Name
Account Name
Vendor Name
Check Total:
233786
08/05/2016
Water Utility Fund
Water Entr. /Accounts Paya
Peter Saunders
233786
08/05/2016
Sewer Utility Fund
Accounts Payable
Peter Saunders
Check Total:
233787
08/05/2016
General Fund
Dennis Amantite
Check Total:
233788
08/05/2016
Capital Projects Fund
PR -69 M Park Tennis Ct. Rehab
Dryco Construction
233788
08/05/2016
Capital Projects Fund
Retention Payable - CIP
Dryco Construction
Check Total:
233789
08/05/2016
Capital Projects Fund
PR -73 PAC HVAC Replacement
GHD
Check Total:
233790
08/05/2016
Capital Projects Fund
PR -79 Com Ctr Pkg Lot Overlay
GHILOTTI CONSTRUCTION CO
233790
08/05/2016
Sewer Captial Project Fund
WW -17 Eastside Trunk Sewr Ph 3
GHILOTTI CONSTRUCTION CO
233790
08/05/2016
Capital Projects Fund
TR -26 Snyder Wideng-SW to MedC
GHILOTTI CONSTRUCTION CO
233790
08/05/2016
Capital Projects Fund
Retention Payable - CIP
GHILOTTI CONSTRUCTION CO
233790
08/05/2016
Capital Projects Fund
Retention Payable - CIP
GHILOTTI CONSTRUCTION CO
233790
08/05/2016
Sewer Captial Project Fund
Retention Payable -SWR CIP
GHILOTTI CONSTRUCTION CO
Check Total:
233791
08/05/2016
Water Utility Fund
SystemRepair - Water
Red Wing Shoes
Check Total:
233792
08/05/2016
General Fund
DUANE ROSENGREN
Check Total:
233793
08/10/2016
Capital Projects Fund
1401 Snyder non -capital
Fast Mart
Check Total:
233794
08/10/2016
Capital Projects Fund
1401 Snyder non -capital
The Sandwich Spot
Check Total:
233795
08/11/2016
General Fund
Gas & Oil - Police
Chevron and Texaco Business Card Services
Check Total:
233796
08/11/2016
ISF - Information Technology
Equip Lease - IT
Dell Financial Services
233796
08/11/2016
ISF - Information Technology
Equip Lease - IT
Dell Financial Services
Page 11 of 23
Void
Amount
85.09
16.88
8.07
24.95
592.13
592.13
35,554.56
-1,777.73
33,776.83
5,715.30
5,715.30
28,733.19
158,032.56
531,564.05
-1,436.66
-26,578.20
-7,901.63
682,413.31
300.00
300.00
410.00
410.00
910.00
910.00
145.00
145.00
223.20
223.20
2,195.05
160.26
Check #
Check Date
Fund Name
Account Name
Vendor Name
233796
08/11/2016
ISF - Information Technology
Equip Lease - IT
Dell Financial Services
233796
08/11/2016
ISF - Information Technology
Equip Lease - IT
Dell Financial Services
233796
08/11/2016
ISF - Information Technology
Equip Lease - IT
Dell Financial Services
Check Total:
233797
08/11/2016
Sewer Utility Fund
Equipment < $5K - Sewer
JRL Machine & Driveline
233797
08/11/2016
General Fund
Sales Tax Payable
JRL Machine & Driveline
233797
08/11/2016
Sewer Utility Fund
Equipment < $5K - Sewer
JRL Machine & Driveline
Check Total:
233798
08/11/2016
Water Utility Fund
SystemRepair - Water
Pace Supply
233798
08/11/2016
Water Utility Fund
SystemRepair - Water
Pace Supply
Check Total:
233799
08/11/2016
Capital Projects Fund
PR -79 Com Ctr Pkg Lot Overlay
Pacific Gas & Electric
233799
08/11/2016
Sewer Captial Project Fund
WW -17 Eastside Trunk Sewr Ph 3
Pacific Gas & Electric
233799
08/11/2016
Capital Projects Fund
TR -26 Snyder Wideng-SW to MedC
Pacific Gas & Electric
Check Total:
233800
08/11/2016
General Fund
Spec Dept Exp - Parks
Park Avenue Turf, Inc.
233800
08/11/2016
General Fund
Spec Dept Exp - Parks
Park Avenue Turf, Inc.
233800
08/11/2016
General Fund
Sales Tax Payable
Park Avenue Turf, Inc.
233800
08/11/2016
General Fund
Spec Dept Exp - Parks
Park Avenue Turf, Inc.
233800
08/11/2016
General Fund
Spec Dept Exp - Parks
Park Avenue Turf, Inc.
233800
08/11/2016
General Fund
Sales Tax Payable
Park Avenue Turf, Inc.
Check Total:
233801
08/11/2016
ISF - Fleet
Veh Repairs for Parks -Fleet
Powerplan
233801
08/11/2016
ISF - Fleet
Veh Repairs for Parks -Fleet
Powerplan
Check Total:
233802
08/11/2016
General Fund
Uniforms & Laundry Svcs -PW
Red Wing Shoes
233802
08/11/2016
General Fund
Uniforms & Laundry Svcs -PW
Red Wing Shoes
Check Total:
233803
08/11/2016
General Fund
Repairs & Maint Routine -BARC
Redwood Lock & Key
233803
08/11/2016
General Fund
Repairs & Maint Routine -BARC
Redwood Lock & Key
233803
08/11/2016
General Fund
Sales Tax Payable
Redwood Lock & Key
233803
08/11/2016
General Fund
Repairs & Maint Routine - STC
Redwood Lock & Key
233803
08/11/2016
General Fund
Repairs & Maint Routine -RPCC
Redwood Lock & Key
233803
08/11/2016
General Fund
Repairs & Maint Routine -BARC
Redwood Lock & Key
233803
08/11/2016
General Fund
Repairs & Maint Routine - CH
Redwood Lock & Key
Page 12 of 23
Void
Amount
12,966.96
9,238.59
2,170.98
26,731.84
0.38
-0.38
389.82
389.82
222.94
309.94
532.88
5.00
27.50
92.50
125.00
225.16
1.04
-1.04
45.03
0.21
-0.21
270.19
27.30
74.25
101.55
300.00
269.13
569.13
5.50
0.48
-0.48
53.97
16.99
16.99
55.00
Check #
Check Date
Fund Name
Account Name
Vendor Name
Void Amount
233803
08/11/2016
General Fund
Repairs & Maint Routine - SrC
Redwood Lock & Key
55.00
Check Total:
203.45
233804
08/11/2016
General Fund
Books/Pamphlets - DS
Rincon Valley FPD
2,385.59
233804
08/11/2016
General Fund
Books/Pamphlets - DS
Rincon Valley FPD
10.66
233804
08/11/2016
General Fund
Sales Tax Payable
Rincon Valley FPD
-10.66
Check Total:
2,385.59
233805
08/11/2016
General Fund
Contract Svcs - SpC
Roto-Rooter Plumbers
209.75
Check Total:
209.75
233806
08/11/2016
ISF - Fleet
Veh Rep NonDeptmtl - Fleet
Santa Rosa Auto Parts
167.39
233806
08/11/2016
ISF - Fleet
Veh Rep NonDeptmtl - Fleet
Santa Rosa Auto Parts
27.88
233806
08/11/2016
ISF - Fleet
Veh Rep NonDeptmtl - Fleet
Santa Rosa Auto Parts
396.94
233806
08/11/2016
ISF - Fleet
Veh Repairs for Parks-Fleet
Santa Rosa Auto Parts
75.72
233806
08/11/2016
ISF - Fleet
Veh Repairs for Parks-Fleet
Santa Rosa Auto Parts
6.51
233806
08/11/2016
ISF - Fleet
Veh Repairs for Fire-Fleet
Santa Rosa Auto Parts
52.18
233806
08/11/2016
ISF - Fleet
Veh Repairs for Fire-Fleet
Santa Rosa Auto Parts
57.22
233806
08/11/2016
ISF - Fleet
Veh Repairs for Parks-Fleet
Santa Rosa Auto Parts
226.94
233806
08/11/2016
1SF - Fleet
Veh Repairs for Parks-Fleet
Santa Rosa Auto Parts
143.38
Check Total:
1,154.16
233807
08/11/2016
Water Utility Fund
SystemRepair - Water
Shamrock Materials
133.29
233807
08/11/2016
Water Utility Fund
SystemRepair - Water
Shamrock Materials
-0.61
233807
08/11/2016
General Fund
Sales Tax Payable
Shamrock Materials
0.61
233807
08/11/2016
Water Utility Fund
SystemRepair - Water
Shamrock Materials
138.75
233807
08/11/2016
Water Utility Fund
SystemRepair - Water
Shamrock Materials
-0.64
233807
08/11/2016
General Fund
Sales Tax Payable
Shamrock Materials
0.64
233807
08/11/2016
Water Utility Fund
SystemRepair - Water
Shamrock Materials
138.75
233807
08/11/2016
Water Utility Fund
SystemRepair - Water
Shamrock Materials
-0.64
233807
08/11/2016
General Fund
Sales Tax Payable
Shamrock Materials
0.64
233807
08/11/2016
Water Utility Fund
SystemRepair - Water
Shamrock Materials
157.24
233807
08/11/2016
Water Utility Fund
SystemRepair - Water
Shamrock Materials
-0.73
233807
08/11/2016
General Fund
Sales Tax Payable
Shamrock Materials
0.73
233807
08/11/2016
Water Utility Fund
SystemRepair - Water
Shamrock Materials
146.40
233807
08/11/2016
Water Utility Fund
SystemRepair - Water
Shamrock Materials
-0.67
233807
08/11/2016
General Fund
Sales Tax Payable
Shamrock Materials
0.67
Check Total:
714.43
233808
08/11/2016
General Fund
Contract Svcs - DS
Shums Coda Associates Inc
600.00
Check Total:
600.00
Page 13 of 23
Check #
Check Date
Fund Name
Account Name
Vendor Name
233809
08/11/2016
General Fund
Spec Dept Exp -M Pool
SIERRA CHEMICAL CO
233809
08/11/2016
General Fund
Sales Tax Payable
SIERRA CHEMICAL CO
233809
08/11/2016
General Fund
Spec Dept Exp -M Pool
SIERRA CHEMICAL CO
Check Total:
233810
08/11/2016
Capital Projects Fund
2015-16 Varous Street Main
Sonoma Media Investments -Advertising
Check Total:
233811
08/11/2016
General Fund
Spec Dept Exp -Police
SUN BADGE CO
Check Total:
233812
08/11/2016
Water Utility Fund
SystemRepair - Water
Syar Industries, Inc.
233812
08/11/2016
Water Utility Fund
SystemRepair - Water
Syar Industries, Inc.
233812
08/11/2016
General Fund
Sales Tax Payable
Syar Industries, Inc.
Check Total:
233813
08/11/2016
General Fund
Developer Refundable Deposits
The Community Voice
233813
08/11/2016
General Fund
2297 Revenue - DS
The Community Voice
233813
08/11/2016
General Fund
2297 Expenses - DS
The Community Voice
Check Total:
233814
08/11/2016
General Fund
Equip over $5,000 - Parks
Tri Active America
233814
08/11/2016
General Fund
Equip over $5,000 - Parks
Tri Active America
233814
08/11/2016
General Fund
Equip over $5,000 - Parks
Tri Active America
233814
08/11/2016
General Fund
Sales Tax Payable
Tri Active America
Check Total:
233815
08/11/2016
ISF - Information Technology
Contract Svcs - IT
Vision Internet Providers, Inc.
Check Total:
233816
08/11/2016
General Fund
Spec Dept Exp - Parks
Wheeler Zamaroni
233816
08/11/2016
General Fund
Spec Dept Exp - Parks
Wheeler Zamaroni
233816
08/11/2016
General Fund
Sales Tax Payable
Wheeler Zamaroni
Check Total:
233817
08/11/2016
Capital Projects Fund
PR -78 PAC Roof Replacement
Your Other Office, Inc.
Check Total:
233818
08/11/2016
ISF - Fleet
Veh Repairs for Parks -Fleet
A.L.C. Machine, Inc.
Check Total:
Page 14 of 23
Void
Amount
-1.00
1.00
257.09
257.09
802.00
802.00
188.81
188.81
119.85
0.56
-0.56
119.85
144.00
144.00
144.00
144.00
13,749.09
1,099.93
103.12
-103.12
14, 849.02
281.40
281.40
125.84
0.58
-0.58
125.84
251.93
251.93
80.00
80.00
Check #
Check Date
Fund Name
Account Name
Vendor Name
233819
08/11/2016
Sewer Utility Fund
Printing Services
Ad Vantage Marketing
233819
08/11/2016
Water Utility Fund
Printing - Water
Ad Vantage Marketing
233819
08/11/2016
General Fund
Contract Svcs - FIN
Ad Vantage Marketing
233819
08/11/2016
Sewer Utility Fund
Printing Services
Ad Vantage Marketing
233819
08/11/2016
Water Utility Fund
Printing - Water
Ad Vantage Marketing
Check Total:
233820
08/11/2016
Sewer Utility Fund
Spec Dept Exp -Sewer
Alhambra & Sierra Springs
Check Total:
233821
08/11/2016
ISF - Fleet
Uniforms & Laundry Svcs -Fleet
Aramark Uniform Services
233821
08/11/2016
ISF - Fleet
Uniforms & Laundry Svcs -Fleet
Aramark Uniform Services
233821
08/11/2016
General Fund
Uniforms & Laundry Svcs-PW
Aramark Uniform Services
233821
08/11/2016
Sewer Utility Fund
Uniforms & Laundry Svcs -Sewer
Aramark Uniform Services
233821
08/11/2016
Water Utility Fund
Uniforms & Laundry Svcs -Water
Aramark Uniform Services
233821
08/11/2016
General Fund
Uniforms & Laundry Svcs-Street
Aramark Uniform Services
233821
08/11/2016
General Fund
Contract Svcs - JEPA Mtn
Aramark Uniform Services
233821
08/11/2016
General Fund
Uniforms & Laundry Svcs -Parks
Aramark Uniform Services
233821
08/11/2016
General Fund
Repairs & Maint Routine-ASBIdg
Aramark Uniform Services
Check Total:
233822
08/11/2016
General Fund
Contract Svcs - RPCC
Associated Services
233822
08/11/2016
General Fund
Contract Svcs - RPCC
Associated Services
233822
08/11/2016
General Fund
Spec Dept Exp - B Pool
Associated Services
233822
08/11/2016
General Fund
Spec Dept Exp - H Pool
Associated Services
Check Total:
233823
08/11/2016
General Fund
Spec Dept Exp - Streets
The Barricade Company
233823
08/11/2016
General Fund
Spec Dept Exp - Streets
The Barricade Company
233823
08/11/2016
General Fund
Sales Tax Payable
The Barricade Company
Check Total:
233824
08/11/2016
General Fund
Recruitment - Police
Bettin Investigations
Check Total:
233825
08/11/2016
General Fund
Contract Svcs - SpC
BOLT STAFFING SERVICE, INC.
233825
08/11/2016
General Fund
Contract Svcs - RPCC
BOLT STAFFING SERVICE, INC.
Check Total:
233826
08/11/2016
General Fund
Spec Dept Exp - Parks
City Electric Supply
Check Total:
Page 15 of 23
Void
Amount
61.98
61.98
175.33
26.82
26.81
352.92
68.89
68.89
266.01
27.88
30.28
30.68
34.28
14.65
6.27
41.15
129.29
580.49
8.00
32.95
32.95
32.95
106.85
30.85
0.14
-0.14
30.85
1,566.90
1,566.90
609.10
665.76
1,274.86
109.22
109.22
Check #
Check Date
233827
08/11/2016
233827
08/11/2016
233828
08/11/2016
233829
08/11/2016
233830
08/11/2016
233830
08/11/2016
233830
08/11/2016
233831
08/11/2016
233831
08/11/2016
233831
08/11/2016
233831
08/11/2016
233831
08/11/2016
233831
08/11/2016
233832
08/11/2016
233833
08/11/2016
233833
08/11/2016
233833
08/11/2016
233834 08/11/2016
233835
08/11/2016
233836
08/11/2016
233837
08/11/2016
Fund Name
Account Name
Vendor Name
General Fund
Contract Svcs - DS
Code Source
General Fund
Contract Svcs - DS
Code Source
Check Total:
General Fund
Telephone - PS Bldg -South
Comcast
Check Total:
General Fund
Telephone - CH
Comcast
Check Total:
General Fund
Spec Dept Exp - Parks
Complete Welders Supply
General Fund
Spec Dept Exp - Parks
Complete Welders Supply
General Fund
Spec Dept Exp - Streets
Complete Welders Supply
Check Total:
Capital Projects Fund
PR -79 Com Ctr Pkg Lot Overlay
DC Electric Group Inc.
Sewer Captial Project Fund
WW -17 Eastside Trunk Sewr Ph 3
DC Electric Group Inc.
Capital Projects Fund
TR -26 Snyder Wideng-SW to MedC
DC Electric Group Inc.
Capital Projects Fund
PR -79 Com Ctr Pkg Lot Overlay
DC Electric Group Inc.
Sewer Captial Project Fund
WW -17 Eastside Trunk Sewr Ph 3
DC Electric Group Inc.
Capital Projects Fund
TR -26 Snyder Wideng-SW to MedC
DC Electric Group Inc.
Check Total:
ISF - Fleet
Veh Rep NonDeptmtl - Fleet
Jeremy De La Torre
Check Total:
Sewer Captial Project Fund
WW -21 Clausin@101 WW MainReh
Drafrech Blueprinting, Inc
Wilfred Widening Maintenc JE:TR-108
Wilfrd Rep Outside City
DrafTech Blueprinting, Inc
Casino Public Service
TR -108 Wilfrd Rep Inside City
DrafTech Blueprinting, Inc
Check Total:
General Fund
Repairs & Maint Routine -B Pool
E&M ELECTRIC & MACHINERY, INC.
Check Total:
ISF - Fleet
Veh Rep NonDeptmtl - Fleet
Fastenal
Check Total:
General Fund
Repairs & Maint Routine - CH
First Alarm Securities Services
Check Total:
General Fund
Spec Dept Exp - SrC
Fishman Supply Company
Page 16 of 23
Void
Amount
438.75
337.50
776.25
6.12
6.12
42.97
42.97
106.26
377.67
68.45
552.38
35.44
194.94
655.72
33.21
182.67
614.40
1,716.38
425.00
425.00
340.70
82.73
13.47
436.90
646.03
646.03
148.54
148.54
41.78
41.78
60.73
Check #
Check Date
Fund Name
Account Name
Vendor Name
Void Amount
233837
08/11/2016
General Fund
Spec Dept Exp -M Pool
Fishman Supply Company
147.47
233837
08/11/2016
General Fund
Spec Dept Exp - B Pool
Fishman Supply Company
147.47
233837
08/11/2016
General Fund
Spec Dept Exp - H Pool
Fishman Supply Company
147.47
233837
08/11/2016
General Fund
Spec Dept Exp - SrC
Fishman Supply Company
55.96
233837
08/11/2016
General Fund
Spec Dept Exp -BARC
Fishman Supply Company
104.69
Check Total:
663.79
233838
08/11/2016
General Fund
Unleaded Fuel Inventory
Flyers Energy
376.49
233838
08/11/2016
General Fund
Diesel Fuel Inventory
Flyers Energy
357.74
233838
08/11/2016
General Fund
Unleaded Fuel Inventory
Flyers Energy
1,133.94
233838
08/11/2016
General Fund
Unleaded Fuel Inventory
Flyers Energy
626.29
233838
08/11/2016
General Fund
Unleaded Fuel Inventory
Flyers Energy
566.36
Check Total:
3,060.82
233839
08/11/2016
General Fund
Spec Dept Exp - AS
Frizelle-Enos Company
235.95 0.00
233839
08/11/2016
General Fund
Spec Dept Exp - AS
Frizelle-Enos Company
0.97 0.00
233839
08/11/2016
General Fund
Sales Tax Payable
Frizelle-Enos Company
-0.97 0.00
Check Total:
0.00
233840
08/11/2016
General Fund
Contract Svcs - CM
Government Staffing Services Inc
3,458.25
Check Total:
3,458.25
233841
08/11/2016
General Fund
Contract Svcs - HR
GOVERNMENTJOBS.COM, INC
6,250.00
Check Total:
6,250.00
233842
08/11/2016
General Fund
Repairs & Maint Routine - SrC
Grainger, Inc.
18.68
233842
08/11/2016
General Fund
Spec Dept Exp - PW
Grainger, Inc.
17.17
233842
08/11/2016
General Fund
Repairs & Maint Routine - SrC
Grainger, Inc.
11.89
233842
08/11/2016
General Fund
Spec Dept Exp - RPCC
Grainger, Inc.
71.87
Check Total:
119.61
233843
08/11/2016
Water Utility Fund
Uniforms & Laundry Svcs -Water
HDS WHITE CAP CONST SUPPL
10.81
233843
08/11/2016
Water Utility Fund
Uniforms & Laundry Svcs -Water
HDS WHITE CAP CONST SUPPL
0.05
233843
08/11/2016
General Fund
Sales Tax Payable
HDS WHITE CAP CONST SUPPL
-0.05
233843
08/11/2016
Water Utility Fund
Repairs & Maint Routine -Water
HDS WHITE CAP CONST SUPPL
62.54
233843
08/11/2016
Water Utility Fund
Repairs & Maint Routine -Water
HDS WHITE CAP CONST SUPPL
0.28
233843
08/11/2016
General Fund
Sales Tax Payable
HDS WHITE CAP CONST SUPPL
-0.28
233843
08/11/2016
Water Utility Fund
Small Tools - Water
HDS WHITE CAP CONST SUPPL
259.79
233843
08/11/2016
Water Utility Fund
Small Tools - Water
HDS WHITE CAP CONST SUPPL
1.20
233843
08/11/2016
General Fund
Sales Tax Payable
HDS WHITE CAP CONST SUPPL
-1.20
233843
08/11/2016
Water Utility Fund
Repairs & Maint Routine -Water
HDS WHITE CAP CONST SUPPL
89.38
233843
08/11/2016
Water Utility Fund
Repairs & Maint Routine -Water
HDS WHITE CAP CONST SUPPL
0.41
Page 17 of 23
Check #
Check Date
Fund Name
Account Name
Vendor Name
Void Amount
233843
08/11/2016
General Fund
Sales Tax Payable
HDS WHITE CAP CONST SUPPL
-0.41
233843
08/11/2016
Water Utility Fund
SystemRepair - Water
HDS WHITE CAP CONST SUPPL
694.01
233843
08/11/2016
Water Utility Fund
SystemRepair - Water
HDS WHITE CAP CONST SUPPL
3.21
233843
08/11/2016
General Fund
Sales Tax Payable
HDS WHITE CAP CONST SUPPL
-3.21
Check Total:
1,116.53
233844
08/11/2016
General Fund
Medications - AS
Henry Schein Animal Health
62.38
233844
08/11/2016
General Fund
Medications - AS
Henry Schein Animal Health
408.26
233844
08/11/2016
General Fund
Medications - AS
Henry Schein Animal Health
482.07
233844
08/11/2016
General Fund
Medications - AS
Henry Schein Animal Health
429.70
Check Total:
1,382.41
233845
08/11/2016
General Fund
Contract Svcs - LBRC
The Hitmen Termite & Pest Control
53.00
233845
08/11/2016
General Fund
Contract Svcs - SpC
The Hitmen Termite & Pest Control
20.00
233845
08/11/2016
General Fund
Contract Svcs - RPCC
The Hitmen Termite & Pest Control
75.00
Check Total:
148.00
233846
08/11/2016
General Fund
Spec Dept Exp - Parks
Horizon
143.19
233846
08/11/2016
General Fund
Spec Dept Exp - Parks
Horizon
0.66
233846
08/11/2016
General Fund
Sales Tax Payable
Horizon
-0.66
233846
08/11/2016
General Fund
Spec Dept Exp - Parks
Horizon
429.83
233846
08/11/2016
General Fund
Spec Dept Exp - Parks
Horizon
1.98
233846
08/11/2016
General Fund
Sales Tax Payable
Horizon
-1.98
233846
08/11/2016
General Fund
Spec Dept Exp - Parks
Horizon
-416.76
233846
08/11/2016
General Fund
Spec Dept Exp - Parks
Horizon
-1.93
233846
08/11/2016
General Fund
Sales Tax Payable
Horizon
1.93
233846
08/11/2016
General Fund
Spec Dept Exp - Parks
Horizon
717.86
233846
08/11/2016
General Fund
Spec Dept Exp - Parks
Horizon
3.32
233846
08/11/2016
General Fund
Sales Tax Payable
Horizon
-3.32
233846
08/11/2016
General Fund
Spec Dept Exp - Parks
Horizon
436.41
233846
08/11/2016
General Fund
Spec Dept Exp - Parks
Horizon
2.02
233846
08/11/2016
General Fund
Sales Tax Payable
Horizon
-2.02
233846
08/11/2016
General Fund
Small Tools - Parks
Horizon
52.39
233846
08/11/2016
General Fund
Small Tools - Parks
Horizon
0.25
233846
08/11/2016
General Fund
Sales Tax Payable
Horizon
-0.25
Check Total:
1,362.92
233847
08/11/2016
General Fund
Uniforms & Laundry Svcs -Parks
Innovative Screen Printing
76.13
233847
08/11/2016
Water Utility Fund
Uniforms & Laundry Svcs -Water
Innovative Screen Printing
65.25
233847
08/11/2016
Water Utility Fund
Uniforms & Laundry Svcs -Water
Innovative Screen Printing
222.94
Check Total:
364.32
Page 18 of 23
Check #
Check Date
Fund Name
Account Name
233848
08/11/2016
ISF - Fleet
Veh Repairs for Parks -Fleet
233848
08/11/2016
ISF - Fleet
Veh Repairs for Parks -Fleet
233848
08/11/2016
General Fund
Sales Tax Payable
233848
08/11/2016
ISF - Fleet
Veh Repairs for Parks -Fleet
233848
08/11/2016
ISF - Fleet
Veh Repairs for parks -Fleet
233848
08/11/2016
General Fund
Sales Tax Payable
233849
08/11/2016
Water Utility Fund
Repairs & Maint Routine -Water
233850
08/11/2016
General Fund
Community Promo - CM
233851
08/11/2016
General Fund
Standard Ins Payable
233851
08/11/2016
General Fund
Life Ins - Retiree Med
233851
08/11/2016
General Fund
Short & LongTerm Disabilty Pay
233852
08/11/2016
General Fund
Uniforms - Police
233853
08/11/2016
Casino Public Service
Softwr License & Maint -
233854
08/11/2016
Sewer Utility Fund
License Permit & Fees - Sewer
233854
08/11/2016
General Fund
Recruitment - DS
233854
08/11/2016
General Fund
Recruitment - SrC
233854
08/11/2016
General Fund
Recruitment - PAC
233854
08/11/2016
General Fund
Recruitment - B Pool
233854
08/11/2016
General Fund
Recruitment - H Pool
233854
08/11/2016
General Fund
Recruitment - M Pool
233854
08/11/2016
General Fund
Recruitment - Fire
233855
08/11/2016
Sewer Utility Fund
Contractual Svs -Sewer
233855
08/11/2016
Water Utility Fund
Contractual Svs - Water
233855
08/11/2016
General Fund
Contract Svcs - H Pool
233856
08/11/2016
General Fund
PG&E - Streets
Page 19 of 23
Vendor Name
John Deere Financial
John Deere Financial
John Deere Financial
John Deere Financial
John Deere Financial
John Deere Financial
Check Total:
Kelly Moore Paint Company, Inc
Check Total:
Loud & Clear Audio Visual
Check Total:
National Account Services
National Account Services
National Account Services
Check Total:
National Document Solutions, LLC
Check Total:
Numerica Corporation
Check Total:
Occupational Health Centers of California
Occupational Health Centers of California
Occupational Health Centers of California
Occupational Health Centers of California
Occupational Health Centers of California
Occupational Health Centers of California
Occupational Health Centers of California
Occupational Health Centers of California
Check Total
OFFICE TEAM
OFFICE TEAM
OFFICE TEAM
Check Total:
Pacific Gas & Electric
Void
Amount
93.29
0.42
-0.42
11.56
0.05
-0.05
104.85
107.90
107.90
625.00
625.00
4,723.70
1,851.36
9,122.99
15,698.05
61.16
61.16
3,200.00
3,200.00
81.50
152.00
70.50
81.50
47.00
47.00
47.00
81.50
608.00
226.08
226.08
605.76
1,057.92
10.51
Check #
Check Date
Fund Name
Account Name
Vendor Name
Void Amount
Check Total:
10.51
233857
08/11/2016
Water Utility Fund
PG&E - Water
Pacific Gas & Electric
2,647.61
Check Total:
2,647.61
233858
08/11/2016
General Fund
PG&E - Streets
Pacific Gas & Electric
408.99
Check Total:
408.99
233859
08/11/2016
Water Utility Fund
PG&E - Water
Pacific Gas & Electric
221.54
Check Total:
221.54
233860
08/12/2016
General Fund
Def Comp Payable-Gw
Nationwide Retirement Solutions
200.00
233860
08/12/2016
General Fund
Def Comp Payable-Gw
Nationwide Retirement Solutions
400.00
Check Total:
600.00
233861
08/12/2016
Capital Projects Fund
1401 Snyder non -capital
Fast Mart
445.00
Check Total:
445.00
233862
08/15/2016
General Fund
Police/Armory - Police
Adamson Police Products
1,515.50
233862
08/15/2016
General Fund
Police/Armory - Police
Adamson Police Products
7.00
233862
08/15/2016
General Fund
Sales Tax Payable
Adamson Police Products
-7.00
Check Total:
1,515.50
233863
08/15/2016
ISF - Fleet
Uniforms & Laundry Svcs -Fleet
Aramark Uniform Services
19.46
233863
08/15/2016
ISF - Fleet
Uniforms & Laundry Svcs -Fleet
Aramark Uniform Services
27.88
233863
08/15/2016
General Fund
Uniforms & Laundry Svcs -PW
Aramark Uniform Services
30.28
233863
08/15/2016
Sewer Utility Fund
Uniforms & Laundry Svcs -Sewer
Aramark Uniform Services
30.68
233863
08/15/2016
Water Utility Fund
Uniforms & Laundry Svcs -Water
Aramark Uniform Services
34.28
233863
08/15/2016
General Fund
Uniforms & Laundry Svcs -Street
Aramark Uniform Services
14.65
233863
08/15/2016
General Fund
Contract Svcs - JEPA Mtn
Aramark Uniform Services
6.27
233863
08/15/2016
General Fund
Uniforms & Laundry Svcs -Parks
Aramark Uniform Services
41.15
Check Total:
204.65
233864
08/15/2016
General Fund
Telephone - SpC
AT&T
27.41
233864
08/15/2016
General Fund
Telephone - PS Main Station
AT&T
121.37
Check Total:
148.78
233865
08/15/2016
General Fund
Telephone - RPCC
AT&T
36.49
233865
08/15/2016
General Fund
Telephone - PAC
AT&T
165.53
233865
08/15/2016
General Fund
Telephone - RPCC
AT&T
55.45
233865
08/15/2016
General Fund
Telephone - PW
AT&T
17.30
Page 20 of 23
Check #
Check Date
Fund Name
Account Name
Vendor Name
Void Amount
233865
08/15/2016
Sewer Utility Fund
Telephone - Sewer
AT&T
19.31
233865
08/15/2016
General Fund
Telephone - PS Main Station
AT&T
274.03
233865
08/15/2016
General Fund
Telephone - AS Bldg
AT&T
36.77
233865
08/15/2016
General Fund
Telephone - PW
AT&T
71.66
233865
08/15/2016
General Fund
Telephone - PS Main Station
AT&T
73.86
Check Total:
750.40
233866
08/15/2016
Water Utility Fund
Contractual Svs - Water
BRELJE & RACE CONSULTING
105.00
Check Total:
105.00
233867
08/15/2016
General Fund
Community Promo - CM
CAPITAL ONE COMMERCIAL
116.88
233867
08/15/2016
General Fund
Spec Dept Exp -BARC
CAPITAL ONE COMMERCIAL
23.48
233867
08/15/2016
General Fund
Concession Purchases - H Pool
CAPITAL ONE COMMERCIAL
198.02
233867
08/15/2016
General Fund
Concession Purchases - B Pool
CAPITAL ONE COMMERCIAL
198.01
233867
08/15/2016
General Fund
Meetings & Travel - Fire
CAPITAL ONE COMMERCIAL
38.87
233867
08/15/2016
General Fund
Concession Purchases - PAC
CAPITAL ONE COMMERCIAL
79.34
233867
08/15/2016
General Fund
Repairs &Maint Routine - PS -N
CAPITAL ONE COMMERCIAL
23.90
233867
08/15/2016
General Fund
Concession Purchases - PAC
CAPITAL ONE COMMERCIAL
143.72
233867
08/15/2016
General Fund
Meetings & Travel - Fire
CAPITAL ONE COMMERCIAL
7.99
Check Total:
830.21
233868
08/15/2016
General Fund
Office Supplies - DS
CDW Government
365.23
Check Total:
365.23
233869
08/15/2016
Suc. Agency. Housing Fund
Contract Svcs - Housing
Champion Scaffold Services., Inc.
1,500.00
Check Total:
1,500.00
233870
08/15/2016
General Fund
Contract Svcs - DS
Code Source
330.00
233870
08/15/2016
General Fund
Contract Svcs - DS
Code Source
767.65
Check Total:
1,097.65
233871
08/15/2016
General Fund
Spec Dept Exp -Police
Cream's South Towing
1,000.00
Check Total:
1,000.00
233872
08/15/2016
General Fund
Advertising - Productions
Electric Crayon Inc
542.93
233872
08/15/2016
General Fund
Advertising - Productions
Electric Crayon Inc
391.50
Check Total:
934.43
233873
08/15/2016
General Fund
Recruitment - Police
EMPLOYMENT SCREENING
82.60
Check Total: 82.60
Page 21 of 23
Check #
Check Date
Fund Name
Account Name
Vendor Name Void
Amount
233874
08/15/2016
General Fund
Equipment < $5K - Fire
ENTENMANN-ROVIN COMPANY
236.04
233874
08/15/2016
General Fund
Equipment < $5K - Fire
ENTENMANN-ROVIN COMPANY
0.61
233874
08/15/2016
General Fund
Sales Tax Payable
ENTENMANN-ROVIN COMPANY
-0.61
Check Total: 236.04
233875
08/15/2016
General Fund
Spec Dept Exp - SpC
Fishman Supply Company
454.63
233875
08/15/2016
General Fund
Spec Dept Exp -BARC
Fishman Supply Company
51.68
Check Total:
506.31
233876
08/15/2016
General Fund
Gas & Oil - Police
Flyers Energy
452.49
233876
08/15/2016
General Fund
Gas & Oil - Police
Flyers Energy
647.22
233876
08/15/2016
General Fund
Gas & Oil - Fire
Flyers Energy
770.78
233876
08/15/2016
General Fund
Gas & Oil - Police
Flyers Energy
566.36
233876
08/15/2016
General Fund
Diesel Fuel Inventory
Flyers Energy
650.88
233876
08/15/2016
General Fund
Unleaded Fuel Inventory
Flyers Energy
780.93
233876
08/15/2016
General Fund
Unleaded Fuel Inventory
Flyers Energy
649.26
233876
08/15/2016
General Fund
Gas & Oil - Police
Flyers Energy
661.62
233876
08/15/2016
General Fund
Gas & Oil - Police
Flyers Energy
580.59
233877
233877
233877
233877
233877
233877
233877
233877
233877
233877
233877
233877
233877
233877
233877
233877
233877
233877
233878
233878
233878
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
08/15/2016
Water Utility Fund
Water Utility Fund
General Fund
Water Utility Fund
Water Utility Fund
General Fund
Water Utility Fund
General Fund
Water Utility Fund
Water Utility Fund
Water Utility Fund
General Fund
Water Utility Fund
Water Utility Fund
General Fund
General Fund
General Fund
General Fund
General Fund
General Fund
General Fund
Small Tools - Water
Small Tools - Water
Sales Tax Payable
Repairs & Maint Routine -Water
Repairs & Maint Routine -Water
Sales Tax Payable
Repairs & Maint Routine -Water
Sales Tax Payable
Repairs & Maint Routine -Water
Small Tools - Water
Small Tools - Water
Sales Tax Payable
Repairs & Maint Routine -Water
Repairs & Maint Routine -Water
Sales Tax Payable
Spec Dept Exp - Parks
Spec Dept Exp - Parks
Sales Tax Payable
Spec Dept Exp - AS
Spec Dept Exp - AS
Sales Tax Payable
Page 22 of 23
Check Total:
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Friedman's Home Improvement
Check Total:
Frizelle-Enos Company
Frizelle-Enos Company
Frizelle-Enos Company
5,760.13
87.43
0.41
-0.41
61.05
0.29
-0.29
268.25
-1.24
1.24
103.17
0.48
-0.48
319.84
1.50
-1.50
174.50
0.81
-0.81
1,014.24
235.95
0.97
-0.97
Check #
Check Date
Fund Name
233879
08/15/2016
ISF - Fleet
233879
08/15/2016
ISF - Fleet
233879
08/15/2016
General Fund
233880
08/15/2016
General Fund
Account Name
Veh Rep NonDeptmtl - Fleet
Veh Rep NonDeptmtl - Fleet
Sales Tax Payable
Contract Svcs - CM
Vendor Name
Check Total:
Golden State Emergency Vehicle Service Inc
Golden State Emergency Vehicle Service Inc
Golden State Emergency Vehicle Service Inc
Check Total:
Government Staffing Services Inc
Check Total:
233881
08/15/2016
General Fund
Repairs & Maint Routine-PSMain
Grainger, Inc.
233881
08/15/2016
Water Utility Fund
Repairs & Maint Routine -Water
Grainger, Inc.
233881
08/15/2016
Water Utility Fund
Repairs & Maint Routine -Water
Grainger, Inc.
233881
08/15/2016
General Fund
Repairs & Maint Routine - PW
Grainger, Inc.
233881
08/15/2016
General Fund
Spec Dept Exp - PW
Grainger, Inc.
233881
08/15/2016
General Fund
Spec Dept Exp - Parks
Grainger, Inc.
233881
08/15/2016
General Fund
Spec Dept Exp - Parks
Grainger, Inc.
233881
08/15/2016
General Fund
Spec Dept Exp - PW
Grainger, Inc.
233882
08/15/2016
General Fund
Softwr License & Maint-NonDept
Granicus Inc
233882
08/15/2016
General Fund
Softwr License & Maint-NonDept
Granicus Inc
233883
08/15/2016
ISF - Fleet
Veh Repairs for Police -Fleet
Hansel Ford
233883
08/15/2016
ISF - Fleet
Veh Repairs for Police -Fleet
Hansel Ford
233884
08/15/2016
233884
08/15/2016
233884
08/15/2016
233884
08/15/2016
233884
08/15/2016
233884
08/15/2016
233884
08/15/2016
233884
08/15/2016
General Fund
Cell Phone - CH
General Fund
Cell Phone - PW
General Fund
Cell Phone - DS
General Fund
Cell Phone - Police
Water Utility Fund
Cell Phone - Water
ISF - Information Technology
Cell Phone - IT
ISF - Information Technology
Telephone - IT
Sewer Utility Fund
Cell Phone - Sewer
AP -Checks for Approval (8/16/2016 - 11:25 AM)
Page 23 of 23
Check Total:
Check Total:
Check Total:
Verizon Wireless
Verizon Wireless
Verizon Wireless
Verizon Wireless
Verizon Wireless
Verizon Wireless
Verizon Wireless
Verizon Wireless
Check Total:
Report Total:
Void
Amount
235.95
93.09
0.58
-0.58
93.09
2,862.00
2,862.00
3,034.94
568.26
24.98
199.43
92.15
196.84
8.93
48.99
4,174.52
700.00
100.00
800.00
2,664.38
57.96
2,722.34
38.01
10.02
68.07
20.04
40.04
76.02
144.30
20.02
416.52
1,190,180.42
�L,JJN r pAR,V
.� Mission Statement
� sz "We Care for Our Residents by Working Together to Build a
Better Community for Today and Tomorrow."
CAL lF6 AK''P
CITY OF ROHNERT PARK
CITY COUNCIL AGENDA REPORT
Meeting Date: August 23, 2016
Department: City Clerk
Submitted By: Lori Frontella, Interim City Clerk
Prepared By: Lori Frontella, Interim City Clerk
ITEM NO. 6C1
Agenda Title: A Resolution of the City Council of the City of Rohnert Park Authorizing
and Approving a Records Management Policy for the Citywide Records
Management Program
RECOMMENDED ACTION:
Consider the adoption of a Resolution approving a Records Management Policy for a Citywide
Records Management Program.
BACKGROUND:
In May 2000, the City Council approved the California Local Government Records Retention
Guidelines per Resolution No. 2000-107. The proposed new Records Management Policy,
outlines the methodology of how the City's management of those records will ensure the proper
creation, utilization, maintenance, storage and preservation of records held in the City.
The City also has a Records Retention Schedule that was adopted in 2000 (Resolution No. 2000-
107), which is nearing 17 years old. This retention schedule works in conjunction with the
proposed Records Management Policy by establishing the guiding practices for a comprehensive
Records Managements Program. The City Clerk's department will be providing a major update
to the Records Retention Schedule in the near future. Together the Records Retention Schedule
and the Records Management Policy provide for a cohesive Citywide Records Management
Program when working in concert with each other.
Records Management
This Records Management Policy (attached as Exhibit A) establishes comprehensive and
uniform methods for the cost effective and efficient management of the City's public records
(including creation, utilization, maintenance, security, retention, storage, preservation, and
destruction), in accordance with legal requirement and professional standards.
This Records Management Policy is established by the City in accordance with all relevant
federal, state, and local laws, and contractual requirements related to records management. In
particular, this Policy is established in accordance with the State records retention laws
(Government Code 34090, et seq.) and are relevant to the particular need of the City
management of records. In addition, the City has incorporated provisions from professional
standards and guidelines (Government Code 12236 and 14740). Many of the written or
ITEM NO. 6C 1
electronic documents, including sound or video files created by employees in the course of
executing the City's business, are records regardless of whether they are managed in a formal
process by the employee's department, or kept by an employee or their work unit for reference,
or any other purpose.
Objectives of a Records Management Program and duties of the Records Manager (City Clerk)
citywide:
• Develop policies and procedures for records management;
• Conduct a survey or inventory of records in all formats;
• Utilize technology to create, store, and retrieve records;
• Determine document destruction dates and destroys records at the end of their retention
period;
• Store inactive records in a cost-effective and secure location;
• Identify and preserve vital records;
• Identify and preserve permanent records;
• Develop a disaster preparedness plan to protect and recover records;
• Implement filing and indexing systems.
Benefits of a Strong Records Management Program:
• Saves space;
• Reduces expenses for filing equipment;
• Increases efficiency of information retrieval;
• Ensures compliance with records retention requirement;
• Identifies and protects vital records;
• Controls creation of new records;
• Identifies and preserves historical records.
Records Retention Schedule
The City Clerk, as administrator of the Records Management Program, shall be responsible for:
1. Providing direction and policies regarding the production, maintenance, preservation, and
disposition of records. This is accomplished by the creation, implementation, and
adherence to the City's Record Retention Schedule, which is scheduled for an update in
the near future. The Records Management Policy and Records Retention Schedule work
hand in hand to provide an organized Citywide Records Management Program.
ANALYSIS:
The Records Retention Schedule and the Records Management Policy work together for a more
concise Records Management Program. The City utilizes the Records Management Program to
insure the creation, utilization, maintenance, retention, storage and preservation of City records
ITEM NO. 6C 1
are in accordance with all legal requirements and that the Records Retention Schedule designates
appropriate authority for the retention of those records held in the City.
STRATEGIC PLAN ALIGNMENT:
Goal C: Ensure the effective delivery of public services. Having an effective and efficient
Records Management Program will help staff deliver the highest quality of services to our
residents.
OPTIONS CONSIDERED:
Recommended Option: Staff recommends approval of the Records Management Policy for
compliance of federal, state, and local mandates and laws.
Other Option: No other options considered as the attached Records Management Policy provides
best practices for a citywide Records Management Program.
FISCAL IMPACT/FUNDING SOURCE:
There is no fiscal impact regarding this item.
Department Head Approval Date: August 10, 2016
Finance Director Approval Date: N/A
City Attorney Approval Date: N/A
City Manager Approval Date: August 9, 2016
Attachments (list in packet assembly order):
1. Resolution 2016-83
2. Records Management Policy (Exhibit A)
RESOLUTION NO. 2016-83
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING AND APPROVING A RECORDS MANAGEMENT POLICY FOR THE
CITYWIDE RECORDS MANAGEMENT PROGRAM
WHEREAS, the Records Management Policy (attached as Exhibit A), establishes
comprehensive and uniform methods for the cost effective and efficient management of the City's
public records including creation, utilization, maintenance, security, retention, storage,
preservation, and destruction, in accordance with legal requirements and professional standards;
and
WHEREAS, the Records Management Policy provides standards and structure to the
citywide records management efforts of the city as well as a source for archival and records
management guidance; and
WHEREAS, the Records Retention Schedule and the Records Management Policy work
together for a cohesive citywide Records Management Program.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that,
1. The Records Management Policy is hereby adopted.
2. The City Manager is directed to implement the Records Management Policy in each
City department and division.
DULY AND REGULARLY ADOPTED this 23th day of August, 2016.
CITY OF ROHNERT PARK
Gina Belforte, Mayor
ATTEST:
Caitlin Saldanha, Deputy City Clerk
Attachment: Exhibit A
ANANOTU: CALLINAN: STAFFORD: MACKENZIE: BELFORTE:
AYES: ( ) NOES: ( ) ABSENT: ( ) ABSTAIN: ( )
Records Management Policy
Office of the City Clerk
130 Avram Avenue
Rohnert Park, CA 94928
8.12.2016
City of Rohnert Park I Records Management Policy
Page 2
Table of Contents
Introduction..................................................................................................................................................4
Scope, Modifications and Additions of this Manual.................................................................................4
ContactUs.................................................................................................................................................5
Chapter 1- Establishing a Records Management Program
............................................................................6
Designating a Records Coordinator..........................................................................................................6
RecordInventories....................................................................................................................................7
Chapter 2 - Filing & Storage Practices...........................................................................................................8
ChoosingFiles to Maintain........................................................................................................................8
SelectingStorage Areas............................................................................................................................8
NamingConventions.................................................................................................................................9
FileProgram Index......................................................................................................................................9
FileTracking............................................................................................................................................10
Audits......................................................................................................................................................10
Disposition..............................................................................................................................................10
Chapter3 - Electronic Files.........................................................................................................................11
ElectronicFile Storage.............................................................................................................................11
FileFormats.............................................................................................................................................11
Storage....................................................................................................................................................12
Chapter4 - Identifying Records..................................................................................................................13
Whatis a Record?...................................................................................................................................13
Non-Records...........................................................................................................................................13
What is a Record?
Chapter 5 - Access, Privacy and Freedom of Information ...............
Chapter 6 - Disposition of Records ..................................................
City of Rohnert Park I Records Management Policy Page 3 1
Preservation of Permanent Records.......................................................................................................17
Imagingof Records.................................................................................................................................18
Destructionof Records...........................................................................................................................19
Chapter 7 - City of Rohnert Park Retention Schedule.................................................................................20
Maintenance of the City's Records Retention Schedule.........................................................................20
Utilization of the Records Retention Schedule..........................................................................................20
Appendix A - Record Disposition Authorization..........................................................................................
22
Form 2016-001 Authorization to Disposition Records after Imaging......................................................23
Form 2016-002 Authorization to Transfer Records to storage facility for Rohnert Park History ............24
Form 2016-003 Authorization to Destroy Records.................................................................................25
Form 2016-004 Record Inventory Worksheet— Employee Records.......................................................26
Form 2015-005 Worksheet Non -Employee Records...................................................................................
28
Appendix B - File Program Naming Conventions..........................................................................................30
SpecialCharacters...................................................................................................................................30
Date.........................................................................................................................................................
30
MultipleVersions....................................................................................................................................30
Abbreviations..........................................................................................................................................
31
AppendixC - Box Label................................................................................................................................33
Appendix D - Conducting a Records Inventory............................................................................................34
Form2016-006 Worksheet.....................................................................................................................35
City of Rohnert Park I Records Management Policy Page 4 1
Introduction
Records should be easily accessible, aid staff in completing their work, and not be cumbersome. They should
not be an impediment to work, but instead facilitate the efficient operation of the city. A sound Records
Management Program provides many benefits to the staff that use it and the public who have a right to
examine the City's records. This manual is designed to assist city staff and department level Records
Coordinators in the management of the City's records, and to ensure the preservation of records that
document the history of the City.
In addition, to the City's own established policies on records management the City is obligated to ensure that it
is in compliance with other local, state, and federal mandates that provide direction to the City regarding
Records Retention.
In California, the elected Secretary of State is charged with establishing a Local Government Records Program
(CA GC§12236). The Program was established in 1999, with the assistance of the City Clerk Association of
California, and is overseen by the State Archives.
Locally, the Rohnert Park City Council and the City Clerk of Rohnert Park provide direction and adopt
policies regarding the production, maintenance, preservation, and disposition of records. This is mainly
accomplished by the creation, implementation, and adherence to the City's Records Retention Schedule. The
City's Records Retention Schedule is adopted by the City Council and maintained as necessary by the City
Clerk.
Scope, Modifications and Additions of this Manual
This manual is intended to be a reference guide for City Staff whose job includes the management of City
Records. It is intended to be used in concert with the City's Records Retention Schedule. Staff with questions
about records management that cannot be determined after reviewing the Records Retention Schedule, the
associated procedures, and this manual shall contact the City Clerk or his/her designee (Records Manager)
for additional assistance. Because processes for managing records reflect activities that are constantly
changing, the retention requirements for records frequently require revision as well. Consequently this manual,
Records Retention Schedule, and disposition schedules often need modification or additions in order to be
realistic and effective. There may be some retention periods and disposition requirements within the
Records Retention Schedule that may change between major reviews of the schedule. The Office of the City
Clerk welcomes all comments and suggestions concerned with improvement of Records Retention Schedules
through modifications and additions.
City of Rohnert Park I Records Management Policy Page 5 1
Contact Us
For further information on any records management or preservation questions, please contact:
Office of the City Clerk
130 Avram Avenue
Rohnert Park, CA 95814
707-588-2227
Email: cityclerk@rpcity.or�
Website: www.rpcitV.org
City of Rohnert Park I Records Management Policy Page 6 1
Chapter 1 - Establishing a Records Management Program
A successful Records Management Program, must accomplish several important tasks. First, the Records
Management Program must make top management aware of the goals of the Program and the importance of
achieving them. Secondly, the Records Management Program must strengthen and maintain an ongoing
relationship between top/mid-level management and the Records Manager. The Records Management Program
can accomplish this by keeping middle and top management staff informed of changes in records management
policies.
Every day the City of Rohnert Park produces records that document the actions of the government and the
history of the community. It is the responsibility of the Records Manager to effectively maintain and
manage these records and to ensure the continued preservation of those records as essential evidence that has
enduring and permanent value.
Records management is more than retention, storage, and disposition of records; it entails all record-keeping
requirements and practices that allow an organization to establish and maintain control over information
flow and administrative operations. Complete Records Management Programs control and manage records
throughout their life cycle, from their creation through active use, inactive storage, and final disposition.
Objectives of a Records Management Program:
• Provides policies and procedures for records management;
• Conducts a survey or inventory of records in all formats;
• Utilizes technology to create, store, and retrieve records;
• Ensures appropriate destruction of Records at the end of their retention period;
• Ensures storage of inactive records in a cost-effective and secure location;
• Identifies and preserves vital records;
• Identifies and preserves permanent records;
• Develops a disaster preparedness plan to protect and recover records;
• Implements filing and indexing programs.
Benefits of a Strong Records Management Program:
• Space savings;
• Reduced expenses for filing equipment;
• Increased efficiency of information retrieval;
• Compliance with Records Retention Schedule requirements;
• Identification and protection of vital records;
• Control over creation of new records;
• Reduction in risk associated with inappropriate retention of records;
• Identification of historical records.
Designating a Records Coordinator
Each department shall designate a person who serves as the department's primary Records Coordinator. This
person will implement the department's records Program, coordinate the legal disposition of department
records, oversee public records requests made to the department, and serve as a liaison between the City's
City of Rohnert Park I Records Management Policy Page 7 1
Records Manager and the department. This position does not have to be a formally designated position
whose sole responsibility is records oversight. Often this person is a manager or supervisor in an
administrative unit to whom the Department Director can delegate decision making authority over the
department's records.
Record Inventories
A critical part of establishing a records management Program is to identify existing records. Agencies need to
know what records they have, where they are kept, the volume of records, and how they are used, and how
long to retain them. Inventories, are not conducted on a record by record basis; instead, an inventory is
captured at the record series level (see Records Retention Schedule) and should include the following
information:
• Record series — this should match the City's Records Retention Schedule and the Department of
Record. During an inventory, a new record series might be identified and need to be added to the
Records Retention Schedule. Example: Board and Commission recruitment is a function of the City
Clerk's office, in the Records Retention Schedule the City Clerk's Office is designated "CCO". Thus,
CCO becomes the records series. Example: Building Permits are a function of the Community Services
Department. In the Records Retention Schedule the Community Services Department, is designated
"CS." Thus CS becomes the records series.
• Format of Records — it is important to note if the record is in multiple places and/or formats. For
example, is the record kept in hard copy in the file room and kept electronically on a computer
drive? Ultimately records should not be held in more than one location; however, during an
inventory it is important to note where all records are currently stored so as to identify
duplications.
• Date Range of Records — it is important to be as specific as possible, making sure to include any
gaps in the record series.
• Level of Use — is the record actively or frequently in use, inactive storage, or at/near final
disposition.
• Volume of Collection — approximate the size of the record collection and indicate on inventory list.
There are multiple ways to indicate the size of a record collection. For example, twelve (12) boxes of
records, four (4) file drawers, or nine (9) file cabinets..
Records inventories, when well planned; need not take days or weeks of staff time to conduct. The City's
Records Manager is available to prepare and assist staff with conducting records inventories and subsequently
creating a comprehensive Records Management Program. Begin inventories by listing active records and those
that are unique to the function of the department. Include all records in the inventory regardless of format or
storage location. Once these series are identified, describe them in such a way so that a person who has no
knowledge of the department or city can easily understand what is contained in the record series.
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Chapter 2 - Filing & Storage Practices
Filing and retention practices are applicable to both electronic and hard copy records. All of the principles
applicable to the paper filing Program are also applicable to the electronic filing Program. When creating
paper or electronic filing Programs, the department should be mindful in creating a filing Program that is
simple, easily accessible by all staff, used department wide, closely monitored to ensure proper and timely
disposition.
There are several different ways to establish a filing Program: alphabetical, numerical, alphanumeric, or series
driven. There are pros and cons to each type of filing Programs and one solution has not been set, nor is one
solution necessarily appropriate for citywide implementation. Regardless of what type of filing Program a
department uses, it is imperative that records are "filed" or kept in accordance to the City's Records Retention
Schedule. Contact the City's Records Manager for assistance developing a filing Program.
Choosing Files to Maintain
Maintaining filing Programs can be very costly; particularly paper filing Programs as they require the purchase of
filing supplies, space, and require staff time to establish, manage, and retrieve/file materials. Records
Coordinators should be mindful when determining which records, departments are going to maintain. Records
Coordinators shall consider the following:
• Is this record listed on the City's Records Retention Schedule? All records maintained at the
department level should be listed on the Citywide or department specific portion of the Records
Retention Schedule.
• Does this record exist electronically? Records that exist electronically should not be printed for the
sole purpose of maintaining a paper copy. This creates unnecessary duplicates and will not be
acceptable in the City of Rohnert Park.
• Is my department the primary office of record? If another department is responsible for originating
or maintaining a record a department may choose to keep it for a short time in a working file but
there is no need to maintain duplicate files across departments. For example, the Office of the City
Clerk is the office of record for City Council staff reports, resolutions, and ordinances. (Other
departments do not need to keep these records in paper or electronic files as the City Clerk's
Office is already doing so, and the records are easily accessible through the Citywide Content
Management System (CCMS).
Selecting Storage Areas
When deciding where files are going to be located several things should be considered:
• Is the file area easily accessible by records staff, and centrally located to the workgroup that will be
using the files?
• Is the room appropriate for records (i.e., space for the cabinets to be opened and closed with ease,
climate controlled (not damp or wet), well -lit and free of critters?
• Can the room or filing cabinet be secured to permit the storage of sensitive or confidential records?
• Can the access be restricted to prevent unauthorized removal and orderly return of files?
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Only shelving designed for file storage should be utilized. Paper is very heavy and weight of files can add
up quickly. Shelving and cabinets should be anchored to prevent toppling or collapse. Select shelving that can
hold a total of 50 pounds per square foot. The shelves should be spaced so that records storage boxes can
be easily placed and removed.
It is not ideal to store frequently accessed records in storage boxes. Reserve the use of storage boxes for records
at or nearing the end of their active period or that are going into long term storage. Boxes should be
uniform. It is recommended that boxes 15"X10"X12" (banker boxes), be used. Boxes that are larger are more
difficult to manage and move. Odd or multiple sized boxes do not stack well, and can cause a dangerous
collapse or damage records.
Boxes should be filled but not packed so tightly that records cannot be easily removed or inserted into the box.
When storing records in boxes, Records Coordinators should be sure to leave room for any records that
might need to be inserted into the box at a later date. Do not stack boxes directly on the floor, elevate them on
shelves in case of water leaks or flooding. Boxes should be clearly labeled with the contents and disposition
information on the outside of the box, on both short ends so that it is always visible. See Appendix C for box
label suggestions
Naming Conventions
When creating a naming convention Program, the Records Coordinator should consider utilizing commonly
understood words and terms for file naming, refraining from using abbreviations or jargon. The naming
convention that is established for a paper filing Program shall be designed so that it can be used in an
electronic filing environment and vice versa. There should be no more than five (5)
components/keywords/metadata sections to a file name. Traditionally two of these items are the record
category and date. Dates should always consist of a four digit year; the recommended date format is
MMDDYYYY. When departments issue project numbers, permit numbers, or something similar where the
year is used, the year should be a four digit date. For example a police report should be 2011-0001, not 11-0001.
It is recommended that department's use categories established in the Records Retention Schedule, but may
choose to develop their own category list. For example, departments filing grant records might choose the
following file naming convention.
Grant Name / Date Grant Issued COPPSGrant_ 12012010
However a file name may be more extensive. For example a file regarding a building permit may contain the
date issued, the permit number, and the location of the permit.
Permit Number/ Date Issued / Location COM2010-0001_12012010_1234MainStreet
Note in this example that a four digit year is used and the word street is spelled out. This is important because
the City holds records from both the 1900's and 2000's, and this will be confusing in a two digit format. Equally
important is to spell out all words as different people will abbreviate the same words differently. Consult the
Records Manager for assistance as there are some universal records management abbreviations appropriate
for use. See Appendix B for additional naming convention standards and approved City abbreviations.
City of Rohnert Park I Records Management Policy Page 10 1
File Program Index
When a filing Program is established, the department should index what records are filed and where they are
filed. File location (Department of Record) information is contained on the City's Records Retention Schedule.
The index can be as high level as listing the category of the record and the address of the file locations, or as
specific as listing the room, file cabinet, and drawer where the file is kept. This index should be updated as
records are added or removed from the Program and reviewed annually.
File Tracking
It is important to track files as they temporarily leave the filing cabinet, room, or are recalled from off-site
storage. A sign out card should be used and inserted into the location from where the file was removed. A sign
out card will show the date of the removal and who has the file. This will maintain the integrity of the Program
and aid in the retrieval of the record should it be needed while it is checked out.
Audits
Regardless of what filing Program is selected by the department, regular record audits must be
conducted. This will alert the Records Coordinator of the need to add a record type or series to the Records
Retention Schedule as well as purge records that have come to the end of their life cycle. The CCMS can audit
and track destruction dates of records, it can also audit who (employee), what (date edited, created, etc.), when
(actual record disposition).
Disposition
In a paper filing Program, it is recommended that when the Records Coordinator sets up a new file, that the
date the record is eligible for disposition is noted on the outside of the folder along with the record series
number from the retention schedule. If the folder contains records that will have different disposition dates,
note that on the exterior of the folder as well. This will alert the Records Coordinator that the folder will need to
be reviewed periodically for dispositionable items. For electronic records held in CCMS this date is
automatically assigned when the record is entered in the Program. If the department is using an electronic
Program other than CCMS'this information should be added to the file title or in the metadata/properties of the
file. Disposition will be a required field in the CCMS for future reference.
It is important to remember that just because a record exists, or a record is created, it is not required, expected,
or feasible that the record will necessarily live in perpetuity. Instead, disposition will be determined by record
type. Filing Programs need to be annually reviewed and disposed of in accordance with the Records Retention
Schedule. Permission must be requested prior to the disposition of records, and the approval paperwork will
then serve as the record of what occurred with the records.
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Chapter 3 - Electronic Files
The City of Rohnert Park utilizes an electronic repository to store both permanent and transitory documents. All
electronic records are subject to, and shall be dispositioned in accordance with the Records Retention Schedule.
The Citywide Content Management System (CCMS) is the City's official repository for electronic records (Laser
fiche) and is the "trusted system" for citywide records.
California Government Code does permit the City to destroy some original documents after they have been
scanned in accordance with the code. CCMS meets the requirements of this code section. However, some
records of historical nature that begin as hardcopy records, shall be retained regardless if they have been
scanned. This would include resolutions and ordinances of legislative bodies and permanent records according
to the Records Retention Schedule.
Electronic File Storage
While in the previous chapter it was noted that the guiding principles of file management are largely the same
for paper/hard copy files as they are for electronic files, some differences still remain. While electronic files
should be treated the same way as paper files when considering naming conventions, accessibility, retention
and disposition, electronic files can be assigned additional information known as metadata. Metadata is used to
enhance records searchability so careful thought should be given to create meaningful descriptors.
According to the National Information Standard Organization, "Metadata is structured information that
describes, explains, locates, or otherwise makes it easier to retrieve, use, or manage an information resource."
The City of Rohnert Park uses sets of clear and ordered metadata to categorize records stored in CCMS. This is
called descriptive metadata used for basic identification through preset fields. The City Clerk's Office will
provide these fields and consult with each department for categorized records search in the CCMS.
Strong metadata sets are constructed from clear and universally understood vocabularies. Generally no
more than five (5) fields of metadata should be required for a record category. It is important to identify the
most likely material that would assist a person searching for a record. The metadata requirements should not
be so complex or extensive that it is difficult or cumbersome to maintain.
File Formats
When selecting the format for document storage, there are two main considerations:
1. What electronic format is permitted for archival storage of records by the California Secretary of
State? and
2. What format is universally accepted for use by staff and the public?
When selecting from the file formats permitted by the Secretary of State, it is important to consider the
accessibility of the format: is it something that is commonly understood? Most importantly is the format that has
been selected something that has had market longevity and proven migration examples. Electronic records can
be invaluable, but they can also become obsolete or worse unusable if the format they are stored in cannot
continue to migrate to new and available versions. Laser fiche or CCMS is a permitted archival storage system of
records.
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CCMS allows for the storage of many different software Program formats including files originating in Microsoft
Office, Portable Document Format and Format/A (PDF and PDF/A), extensible Markup Language (XML), and
Rich Text Format (RTF), as well as video and audio files.
Storage
There are a variety of ways to store electronic files and media:
• CD/DVD or other removable drive;
• On a local computer;
• On the City network via a network drive folder; and/or
• CCMS and is the preferred choice of the City of Rohnert Park's records.
Storage on CD/DVD, removable drives, and/or a local staff computer is not advisable. Records stored on these
mediums are very vulnerable and often difficult, (if not impossible), to restore if lost, stolen, or damaged. File
storage on the City's Network via a shared or network drive does provide more security and is backed up for
disaster recovery, but still is not the optimal storage place. Network drives usually have specific or limited
access, thereby preventing the easy access of City Records. Additionally, records stored on network drives may
not be regularly reviewed or purged and are not automatically retained. Ideally all of the City's electronic
records would be stored in CCMS. The system provides security and redundancy and also addresses retention
on the items stored in the system.
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Chapter 4 - Identifying Records
The City of Rohnert Park comes into contact with numerous types of documents in its normal course of
business. Some of these documents are records requiring retention, but many are not.
What is a Record?
A record is a document that is 1) required to be kept by law; or 2) necessary or convenient to the discharge of a
public officer's duties and was made or retained for the purpose of preserving its informational content for
future reference. A record can take many forms including papers, maps, exhibits, magnetic or paper tapes,
photographic films and prints, punched cards, and other documents, and can include materials produced,
received, owned or used by an agency, regardless of physical form or characteristics.
The simplest way to identify if material is a record is to consult the City's Records Retention Schedule. If the
material in question is identified on the Records Retention Schedule, Records Coordinators are obligated to
maintain the record in accordance with the schedule. One of the most challenging aspects of records
management can be determining if a document or media is a record when it is not identified on the schedule. In
these situations the Records Coordinator should conduct the records test on the following page to assist them in
determining an initial finding regarding the record's status. If it is unclear if the material is a record or if it is
clear that the material is a record, but is not included on the Records Retention Schedule the Records
Coordinator should contact the City's Records Manager for additional assistance in making a determination.
Some records, because of their enduring administrative, fiscal, legal or historical value, should be permanently
retained. These records require special care and consideration be given to their storage conditions and
enduring preservation. Examples of permanent records include, year-end reports, meeting minutes from Brown
Act governed bodies; resolutions, and ordinances. In many cases, the City of Rohnert Park will transfer these
historically valuable records to a Rohnert Park storage facility for safe keeping after their active use period has
passed. Most records do not have values that warrant their permanent preservation. Those records with short-
term value should be destroyed, upon reaching the end of their retention period.
Non -Records
Even though records include a broad spectrum of recorded information, not all information held by the City is
a record. For examples the following types of materials would not typically be records:
• Identical copies of documents maintained in the same file;
• Extra copies of printed or processed materials kept only for convenience or reference;
• Superseded manuals and other directives (maintained outside the office of record);
• Working papers, such as miscellaneous notices of community affairs, employee meetings, holiday
notices, Library and reference materials;
• Appointment logs;
• Notes or drafts assembled or created in the preparation of other documents; worksheets, and rough
drafts of letters, memoranda, or reports that do not represent the basic steps involved in the
preparation of the communication;
• Catalogs, trade journals and other publications or papers received from government agencies
commercial firms or private institutions that require no action and are not part of an action case record;
• Materials that have no substantial value, stocks of publications or blank forms that are kept for supply
City of Rohnert Park I Records Management Policy Page 14
purposes only; and
• E-mail communications not retained according to the City's Email Retention Policy, such as Letters of
Transmittal and acknowledgements of receipt which do not add any information to the material
transmitted.
Non -records do not require retention scheduling or destruction authorization or reporting. To control
excessive accumulation, it is necessary to keep only current, useful materials and to destroy non -records
immediately after needs have been satisfied. Staff should take care not to file non -record material with records.
City of Rohnert Park I Records Management Policy Page 15
1
0
What is a Record?
1. Was material mandated by statue or
regulation?
2. Does the material support a financial
or legal claim/obligation?
3. Is the material required to operate a
City Program or provide Program
support?
4. Was the material created or received
during the conduct of City Business?
5. Does the Material (document) provide
the City's actions?
• Formulation of policies &
decisions
• City's directives
• Board, Committee meeting
notes
6. Does the Material protect government
and individual rights and interest?
7. Is the material appropriate for either
permanent or temporary preservation
by the City?
8. Doe the material have administrative
fiscal or legal value?
4k
f
If you answered YES to any of the
questions the material is most likely an
official record. This could include but is
not limited to:
Decision Papers;
• Official Correspondence;
• Data Bases, and Data Storage
Files;
• Publications.
u answered NO to the questions, the
erial is most likely a non -record. This
d include but is not limited to:
Materials that do not contribute
to an understanding of the City's
operations or decision making
processes;
Material that have no substantial
Programmatic value;
Extra copies of official records
that are obtained elsewhere such
as council staff reports.
City of Rohnert Park I Records Management Policy Page 16 1
Chapter 5 - Access, Privacy and Freedom of Information
The City of Rohnert Park understands and supports the public's need and more importantly their right to access
the majority of the records created and maintained by the City. The City Clerk shall accept, review, and
respond to all Public Record Requests (PRA's) received, pursuant to applicable law and with the input of the
City Attorney's Office, as necessary.
City of Rohnert Park I Records Management Policy Page 17 1
Chapter 6 - Disposition of Records
There are several distinct periods in the lifecycle of a record. They are commonly referred to as the active
period, inactive period, and final disposition period. The active period will vary according to the record, but is
generally characterized as the time during which a record used or referred to frequently during the course of
business and should be readily accessible. The inactive period is when the record's regular use declines
or ends; however, the record is still required to be held. The final disposition is generally the end of the
record's life, at which point final decision is made about disposition of the record.
The proper dispositioning of records is important as it helps protect vital and historic records and
ensures compliance with regulatory retention requirements. Proper Records Retention Schedule also helps
improve the City's efficiency and manage the costs of file maintenance, retrieval, and storage.
There are three (3) main types of record dispositions utilized by the City: 1) transfer of records to
Rohnert Park storage facility for archival preservation, 2) imaging of records in order to purge existing hard
copy records; and 3) the destruction of non -historical records at the end of the specified retention period.
Preservation of Permanent Records
A fundamental obligation of local government is to care for its permanent records. Permanent records are
typically records that have enduring administrative, fiscal, legal or historical value, or are otherwise required to
be maintained by statue. Examples of permanent records include year-end reports; meeting minutes from
Brown Act governed bodies; resolutions, and ordinances. Most records eligible for transfer to the storage
facility are indicated on the Records Retention Schedule. However, it is difficult to foresee in the moment what
records may be of historical value in the future. When a record is being evaluated for final disposition, City staff
may contact the City's Records Manager to determine if the storage facility would like to take possession of the
record.
The records that have been identified as permanent, require special handling and storage if they are to be
preserved. Rohnert Park's records storage facility was developed to meet this need. The storage facility
provides an invaluable service to the community by assisting with the coordination, indexing, and managing of
the continuous interaction between a record's medium and the quality of the environment in which it is kept.
Temperature, humidity, light, and air can all be detrimental to records and exposure to these elements can
cause degradation and even destruction of records.
Any records recommended by staff for transfer to the storage facility, regardless whether they are eligible
for transfer on the Records Retention Schedule, shall be evaluated by the Records Manager. Staff who desires
to transfer records to storage facility must complete and submit a request to the City's Records Manager (Form
2016-002, Appendix A) The request for transfer will be evaluated by the City's Records Manager, and City
Attorney, and the final decision will be forwarded to the originating department. Do not send records or
arrange for transfer of records to storage facility until the request has been approved.
To transfer records to the City of Rohnert Park storage facility, staff shall complete Form 2016-002 and
sign the form as the Records Coordinator preparing the record and obtain the Department Director's
signature. The signed and completed form is then forwarded to the City's Records Manager for review to
ensure compliance with the City's Records Retention Schedule, to determine if the record is appropriate
for inclusion into storage facility collections, and if any conditions are needed for acceptance. The Records
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Manager may also chose to deny the request. Staff shall also complete and attach Form 2016--004 or 2016-005,
these forms contain a comprehensive inventory of the records for potential transfer. Once the request is
completed, these forms will serve as the official record of the form's history and demonstrate compliance
with the Records Retention Schedule.
In the event that a record's retention period has ended prior to placing it in storage it shall be dispositioned by
destruction or secure destruction depending on the record.
Imaging of Records
As previously mentioned, the California Government code permits the City to destroy some original documents
after they have been scanned in accordance with the code. The Citywide Content Management System (CCMS)
meets the requirements of this code section. However, some records of historical nature, which began as
hardcopy records should be retained regardless if they have been scanned. This would include resolutions,
ordinances, and minutes of Brown Act governed bodies to include the City Council's standing commissions,
committees and boards.
Before embarking on a major project to scan records, staff should consult with the Records Manager. The
Records Manager is prepared, and has the expertise, to evaluate your current records and assist you in
developing a plan to convert existing documents into electronic files and migrate the files to CCMS.
There are strict parameters surrounding the migration of records into CCMS. Staff needs to ensure all of the
conditions have been met, including cost, time, and processes have been identified prior to imaging records. It
is important to note that CCMS is much more than a repository for records. This System was also selected for
its robust workflow capabilities. Records Coordinators should consider what is generating paper records in their
department and contact the Records Manager to determine if any or all of the process can be converted into
an electronic process contained within the CCMS System.
Records ideal for CCMS are ones that are:
• Used by many departments or many people in the same department;
• Permanent records, particularly those that are accessed regularly;
• Records that have a long retention period;
• Records that start and end in an electronic format;
• Public records that are frequently requested by the public; and
• Record series that are voluminous, making onsite storage impossible, but that are accessed often
creating offsite storage and retrieval fees.
Staff should not scan and store records on local or internal drives. These drives often do not provide the same
searching, storage, or security features as CCMS. Most importantly, these drives are often not purged
creating a strain on the City's Information Technology infrastructure, and are often not in compliance with the
City's Records Retention Schedule.
To image records for CCMS and subsequent destruction, staff must first meet with the Records Manager, and
subsequently receive authorization to develop an imaging plan. Once the imaging is completed and the images
have been reviewed for quality, staff can request authorization to destroy the hard copy version of the
records. Staff shall complete Form 2016-001, sign the form as the Records Coordinator preparing the
City of Rohnert Park I Records Management Policy Page 19 1
record and obtain the Department Director's signature. The signed and completed form is then forwarded to
the City's Records Manager for review to ensure compliance with the City's Records Retention Schedule. The
request is then forwarded to the Office of the City Attorney for review to ensure the record does not
need to be held due to an ongoing or pending investigation or litigation. Staff should also complete and
attach Form 2016-004 or 005. These forms are a comprehensive inventory of the records for potential
transfer. Once the request is completed, these forms serve as the official record of the form's history and
demonstrates compliance with the Records Retention Schedule.
Destruction of Records
All records that are not permanent records should be destroyed once the City has retained them for the
appropriate retention period. The records classification and retention periods in the City's Records Retention
Schedule constitute legal authority for retention and disposal of official records. No records shall be
destroyed until they have met the minimum retention period listed in the Records Retention Schedule, and
disposition has been approved by the Records Manager and City Attorney. In cases where there is no schedule
for a particular record series, contact the City's Records Manager for assistance.
The Records Retention Schedule prescribes the method of disposition (destruction, secure destruction, or
transfer to storage facility for Rohnert Park). Records requiring "destruction" may be disposed of by traditional
recycling. Records requiring "secure destruction" must be disposed of in a way that the record is no
longer recognizable or usable by any means. Records that are destroyed shall either be done under the
supervision of a City employee or by an approved agency. Examples: Destroy means to place in a recycled
container or; Destroy securely means to either shred on site or to provide 3rd party assistance, such as a local
secure records destruction company. Upon completion of the destruction, the supervising employee will attest
to the destruction by signing the destruction request form, or the approved 3rd party agency will supply the City
with a Certificate of Destruction. When the records in the CCMS are designated for destruction the Records
Manager shall destroy the originals as well as the image of the record on the CCMS.
Staff can request authorization to destroy records that are at the end of their retention schedule by completing
Form 2016-003. They will sign the form as the Records Coordinator preparing the record and obtain the
Department Director's signature. The signed and completed form is then forwarded to the City's Records
Manager for review to ensure compliance with the City's Records Retention Schedule. The request is then
forwarded to the Office of the City Attorney for review to ensure the records do not need to be held due to an
ongoing or pending investigation or litigation. Staff shall also complete and attach Form 2016-004 or 005. This
form is a comprehensive inventory of the records for destruction. Once the request is completed, these forms
will serve as the official record of the form's history and demonstrate compliance with the Records Retention
Schedule.
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Chapter 7 - City of Rohnert Park Retention Schedule
The City's Records Retention Schedule establishes the retention periods for records and authorizes dispositions
for many of the administrative, fiscal and legal records of the City. Retention periods are based upon federal,
state, and local mandates, business needs, and general knowledge as to how long records should be kept. Staff
shall implement the Records Retention Schedule as it applies to their department's records. The schedule is
subject to the following exceptions and limitations:
• Before retaining a record longer than the specified retention period, the department should
contact the City's Records Manager for assistance. Records will not be maintained longer than the
retention period indicated on the schedule. The unnecessary retention of records can be expensive in
space and filing equipment, and lead to costly litigation or discovery processes.
• This schedule generally reflects audit requirements in its prescribed retention periods, but audits
are not always completed in a timely fashion. Therefore, any record that has an audit requirement, or
becomes subject to audit, must be retained until completion of that audit regardless of its stated
retention period in the general schedule.
• This schedule does not authorize destruction of records that could be deemed relevant to current
or pending litigation or investigations.
Retention and disposition of records that are common to many departments are included in the Citywide
Records Retention Schedule. Records unique to particular City Departments are addressed in individual
department schedules. The inclusion of a type of record in the Records Retention Schedule does not dictate
whether a particular document is a record or is disclosable under the California Public Request Act (CPRA).
Maintenance of the City's Records Retention Schedule
Since the way the City conducts business is ever changing, we recognize that records, record types, and Records
Retentions Schedules will need to be periodically updated. A comprehensive overhaul and review of the
Records Retention Schedule is planned for every five years. However, minor revisions and additions may
need to occur in between these review markers. When these situations are identified, staff should contact the
City's Record Manager who will initiate the schedule revision. Revisions are generally submitted by staff at
the department level, and then are reviewed by the City's Records Manager and the Office of the City Attorney.
Utilization of the Records Retention Schedule
The Records Retention Schedule is intended to direct City staff on how long to hold City records, when and
how to disposition the records after they have exceeded their lifecycle. On the next page is a sample of a
record from the schedule, with category explanations.
City of Rohnert Park I Records Management Policy Page 211
Records Retention Schedule (Example of content desired)
Record #
Record and Series Name
See legend for Series
Files are composed of Series name (department) and a three digit number.
name (page 2 of the
Whenever possible records have been combined into a series of like items
Records Retention
for example "Ceremonial Documents". In some cases records are so unique
Schedule)
that their record name stands alone such as "Building Permit".
Also Called:
When a record goes by more than one name, the alternative names are
Statutory Reference:
listed here.
Function:
In this section, the purpose or function of the record is described.
Content:
A series of records may be comprised of several document types, documents
Approval Date:
that most likely will be found in this series are listed.
Total Retention:
This is the total amount of time that the City is required, either by federal,
state, local statute or internal policy.
Disposition:
Disposition refers to what will be done at the end of a records lifecycle;
either: destroyed, destroyed securely, or transferred to the Rohnert Park
storage facility.
Statutory Reference:
This section will be used to note any applicable government codes related to
the Record's Retention Schedule.
Location:
Where the record is stored or can be found, department, file cabinet, etc.
Example: CS (Community Services, File cabinet 2, drawer c will be
represented by CS-FC2C.
Note:
Any other notes, exceptions, or special instructions relating to the record or
record series are listed here.
Approval Date:
This is the date that the specific record or record series was approved or
updated.
Records Retention Schedule (Example with content)
M-001
Administrative Policies
Also Called:
APIs
Function:
Documents the policies, procedural directives and manuals developed by the
City to govern its internal management functions.
Content:
May include, but is not limited to internal rule and regulations.
Total Retention:
Permanent
Disposition:
CCMS, Destroy, Destroy securely, permanent (means held in CCMS and will
not be destroyed;
Statutory Reference:
CA GC§34090
Location:
Citywide and department level policies are held in the Citywide Content
Management Program (CCMS).
Note:
Approval Date:
I July 6, 2016
City of Rohnert Park I Records Management Policy Page 22 1
APPENDIX A
Records Disposition Authorization
All records management forms have been created using Adobe and are completely fill -able. Forms must be
signed, submitted and forwarded to the City's Records Manager. The Records Management Policy and
attachments can be found on SharePoint, under Forms page, Records Management Policy folder.
Authorization is required for the disposition of any and all records, with the exception of copies for which the
department is not the official record holder. (For example, the Office of the City Clerk is the primary record
holder for all City Council Staff Reports. Any department that is keeping a copy of a staff report in any form may
dispose of it without further authorization).
There are five (5) forms for record disposition. When requesting authorization to image and disposition,
transfer or destroy records, these forms (Forms 2016-001 through 2016-005) will need to be completed and
accompanied by the appropriate record inventory. The coversheet and inventory will then serve as the official
record and are permanent documents, which will record the City's history of records management.
Form 2016-001 Authorization to Disposition Records After Imaging
Use Form 2016-001 to request authorization to disposition records after they are imaged. Once authorization
has been granted to image, index, and properly quality check the original records, they may then be
dispositioned.
Form 2016-002 Authorization to Transfer Records to Storage facility for Rohnert Park
Use Form 2016-002 to request authorization for storage facility to transfer records. This form must be
completed and authorization granted prior to delivering records to storage facility. Delivery shall be coordinated
by the department's Records Coordinator and Records Manager.
Form 2016-003 Authorization to Destroy Records
Use Form 2016-003 to request authorization to destroy records that are at the end of their retention
period. Designation may be to "destroy" or "destroy securely." Records requiring secure destruction must be
shredded or otherwise rendered unidentifiable or unusable.
Form 2016-004 Record Inventory Worksheet — Employee Records
Use this form to list all employee records that are being recommended for disposition. Each employee
must be listed with his or her start and end dates indicated on the form.
Form 2016-005 Record Inventory Worksheet — Non Employee Records
Use Form 2016-005 to list all record series being recommended for disposition except for employee records.
Each series (see Records Retention Schedule) must be listed, not each individual record within that series.
City of Rohnert Park I Records Management Policy Page 23
Form 2016-001 Authorization to Disposition Records After Imaging
After completing the upper portion of the form as shown below, the department Records Coordinator will sign,
then obtain the division or department head's signature, attach the appropriate inventory worksheet and
forward form to the City's Records Manager. Once approval is granted, the form and inventory will be returned
to the department to complete the disposition process, signed to acknowledge that disposition is complete
and returned to the City's Record Manager.
AUTHORIZATION TO DISPOSMON RECORDS AFTER IMAGING - Form 2016-001
7-
DEPAWMENT
DIVISON)SE€TION
RECORDS D30HONATUR
ADDREWUKAnON
TELEPHONE NUMrER
UISPOSMON OF RECORDS AFTER I MA61NG
Form 2016-002 and/or 20164004 or20i1"Mr is attached frr.W Shredding of the paper version is required
Recflrd Imaging— I €ertify that the records an the attached Record Inventory Worksheet have been imaged in compliance with applicable state and local laws,
and With the Crtys internal process and adhere to the fcllowin ar ute mm
Imaging and index ft of records have beers quality checked, and contain all significant details from the original and are an adequate substitute for tale
original document for all purposes for which the document as created or maintained_
original document will bedestroyed after imaging. I understand that aiterdestrvction of the paper record, the imagers record becomes the offioal
original record of the City and will be held in accordance wide the Cityrs Records RetentiDn Schedule -
Original document will be transferred to the storage facility (Also use Form 2416-002 and/or Form 2016-Of14 or 2016-WS�
Images have been stored in the Citywide Content Management Spstern;Lamm aG )
Signature — Records Coordimator
Cott:
Signature — department director
Det`:
INSP106FTION APPF MYAL
The version of the alcove records° area wed for disposition. Signature — Reoards Manager c°7
Signature —City Attorney out":
RECORD OISPOISITM
1 hereby cert* that the records fistedon the attached Records Inventory Worksheet, hove been disposrtioned in accurdvnce with City pofrcies orad proredures in
the method indicated above.
Signature — Records Coordinator
Records were destroyed by a 3d party vendor and the Certification of Destruction is attached DIM:
City of Rohnert Park I Records Management Policy Page 24
Form 2016-002 Authorization to Transfer Records to Rohnert Park storage facility.
After completing the upper portion of the form as shown below, the department Records Coordinator will
sign, obtain the division or department head's signature, and attach the appropriate inventory worksheet and
forward the form to the City's Records Manager for processing. The form and inventory will be returned to
the department for transfer or disposal of records. Once the transfer is complete the form is returned to the
City's Records Manager.
QTY nF W HNF" PAIL
AUTHORIZATION TO TRANSFER RECORDS TO STORAGE - Form 2015-D42 n"
DEPAIrrMEW
DIYL90NJSECMU
RECO SCOORDINATDR
ADDRESVOCATI13N
TELEPHCO ErAMUR
TRAP ER RECORDS TO STORAGE
Hot all records that are retained by the City are appropriate for transfer to the storage faafty. Record series that are to be transferred to the facility have been identified on he
clys Records Retention sd edule. Drafts or phdocopes should not be sent to the facility, unim they are historically soriifirant records and the oral does not exist. F qoj
feel a record shodd be transie red but is not listed on the Records Retenton sclkedde, contact the Records Manager for assistance.
Dooumenu have been reviewed and prepared for transfer to the storage facility.
Completed this form and attached the rompleted Remrds Inventory Worksheet (2.01&OD4 or 20'&W5lr forward to the Records Manager.
Db not Dunsfer or defWr records to the storagie frnrifty vntr! uuthvriantron has been re€eired,
The Remfds Coordinator has inventoried labeled and boxed the records for transfer.
Signature — Records Coordinator oeM:
Signature — Department Director Ems.
Signature — Retards Manager Me:
APPROWAL OF STORAGE FACILITY AND LOCATFOH
The attached Rerords Inventory WorkshEet has been reviewed and the remf& are approved for transfer tothe storage facility.
Fadity Lucdfim4 whemcbwL ntsaz ha edl SInrage Lomffon: IRuw& num ] Detc
Signature — Records Manager °etc'
City of Rohnert Park I Records Management Policy Page 25
Form 2016-003 Authorization to Destroy Records
After completing the upper portion of the form as shown below, the departments Records Coordinator will sign,
obtain the division or department head's signature, and attach the appropriate inventory worksheet and
forward the form to the City's Records Manager for processing. The form and inventory will be returned to
the department for destruction. Once the records have been destroyed the department Records
Coordinator will sign and return to the City's Records Manager. If the records were destroyed by a 3rd
party, the destruction certificate shall be attached to the form and inventory.
AUTHORIZATION TO DESTROY RECORDS- Farm ZG16-003
oarTr
DEPARTMENT
GlYMIDWSECTION
Signature — Regards Coordinator
RECCIRM EOCIROiNATOR
ADDREWLDCAMIN
TELEPHONE NUMBER.
DESTROY RECORDS
Farm 2016-OD4 or 2DI&OOS is attached Shredding required Shredding not required
Com plete this farm attach the appropriate
Documents have been reviewed arc prepared fflr destruction.
completed Records Inventary and forward totbe RecordsManager-
I
Signature — Records Caardinator T
Signature — Regards Coordinator
Date.
Signature — Department Director
oem:
Signature — Records Manager
Me.
Signature —City AttDrney
oem:
N&W.O CIP3ffS UtLrMS Mr)t CGMP&tQdrPAW5owtumtotheRamrdsiCoerdrmtor
i a da=ctam.
RECORD OPPOSMON
1hereby eertrfythatthe records lustedon the attachedRecordsinventory Wnuksheer have been disiposmanedisaccordancewith Citypohoesand praceduresin
the method indicated above_
Signature — Records Caardinator T
Date:
Records were destroyed by a 31d party vendor and the Certification of Destruction is attached
Date:
When record destruction is competed retarry this farm and either Form X716-€704 or 2016-W5 to the Records Manager.
City of Rohnert Park I Records Management Policy Page 26
Form 2016-004 Record Inventory Worksheet — Employee Records
When requesting authorization to disposition employee records, each employee must be listed on Form 2016-
004. This form must accompany the appropriate authorization coversheet (Form 2016-001, 002 or 003).
cny OF ROHNERT PARK
REOURDS INVENTORY WORVSHEET- EMPLOYEE RECORDS -Form 201&Md OF
DEPAMMENr
0rWLWNjSEC n0N.
RECURDS IMC REHNATCHt
ADDRES5J1L1rrUMN
TELEPHONE NUMBER
RECORDS INYEWORY - EMPLOYEE RECORDS
0����Mmm
fflfflw�
City of Rohnert Park I Records Management Policy Page 27 1
CITY OF ROHNERT PARK
RECORDS INVENTORY WORKSHEET — EMPLOYEE RECORDS
INSTRUCTIONS
(Numbers are keyed to item number on the form)
1. Enter Records Series Department Code (per Records Retention Schedule, example: CCO = City Clerk's
Office; CW = Citywide)
2. Description of Records — Employee's Name.
3. File Location: Identity File Cabinet as 1, 2, 3, etc.; each drawer or shelf by alphabetizing them starting with
"A" at the top and going down as necessary "B", "C", etc. the location would be FC3, A.
4. Enter the appropriate STATUS TYPE (see definition at bottom).
5. Enter the years covered (Example: 1999 to 2015)
6. Enter Statutory Reference from Records Retention Schedule (Gov't Code)
7. Enter "X" in appropriate column in indicate original or copy.
8. Enter number of boxes (total of 4 boxes would be list at 1 of 4; 2 of 4; etc.).
9. Use the Remarks space to annotate any vital, confidential, code citations, legal requirements, or policy
issues that support or define retention periods or destruction method.
10. Person completing the inventory worksheet shall sign and date the worksheet.
11. Department Manager should sign when reviewed and approved.
STATUS TYPE
A — Active Records: records that need to be readily available
S — Semi active records: records that are accessed occasional and can be moved to a holding area or storage
facility.
I — Inactive records: records that are no longer required in the current business activity and can be stored in the
Storage Facility.
City of Rohnert Park I Records Management Policy Page 28
Form 2016-005 Records Inventory Worksheet - Non -Employee Records
When requesting authorization to disposition records, each record series must be listed on Form 2016-
005. This form must accompany the appropriate authorization coversheet (Form 2016-001, 002 or 003) each
record series need only be recorded once on the sheet, not each record. * Required fields; document must be
completed or will be returned to originating department.
City of Rohnert Park I Records Management Policy Page 29 1
CITY OF ROHNERT PARK
RECORDS INVENTORY WORKSHEET — NON EMPLOYEE RECORDS
INSTRUCTIONS
(Numbers are keyed to item number on the form)
1. Enter Records Series Department Code (per Records Retention Schedule, example: CCO=City Clerk's
Office; CW=Citywide)
2. Description of Records.
3. File Location: Identity File Cabinet as 1, 2, 3, etc.; each drawer or shelf by alphabetizing them starting
with "A" at the top and going down as necessary "B", "C", etc. the location would be FC3, A; and/or
storage facility or box number.
4. Enter the appropriate STATUS TYPE (see definition at bottom).
5. Enter the years covered (Example: 1999 to 2015).
6. Enter Statutory Reference from Records Retention Schedule (Gov't Code).
7. Enter "X" in appropriate column in indicate original or copy.
8. Enter number of boxes (total of 4 boxes would be list at 1 of 4; 2 of 4; etc.).
9. Use the Remarks space to annotate any vital, confidential, code citations, legal requirements, or policy
issues that support or define retention periods or destruction method.
10. Person completing the inventory worksheet shall sign and date the worksheet.
11. Department Manager should sign when reviewed and approved.
STATUS TYPE
A — Active Records: records that need to be readily available
S — Semi active records: records that are accessed occasional and can be moved to a holding area or storage
facility.
I — Inactive records: records that are no longer required in the current business activity and can be stored in the
Storage Facility.
City of Rohnert Park I Records Management Policy Page 30
Appendix B - File Program Naming Conventions
Clear file names are the key to file accessibility. We no longer have a limited number of characters available for
a file name and no longer have a need for acronyms and made up abbreviations. (See more about abbreviations
below). A good rule of thumb is to limit the name to five (5) or less metadata fields and twenty-five (25)
characters or less. Files and records are increasingly electronic and used by multiple staffers, because of this a
file should not only be readily accessible but easily identifiable as well. It is time consuming and frustrating to
have to open numerous files looking for the right one because the file was poorly named.
Regardless of what naming convention is utilized by the department and/or City; to be effective it must be
consistent throughout its application. This includes not only what is contained in the file name, but the order
as well. Contact the City's Records Manager for assistance developing naming conventions and/or how to
manage exceptions and other naming convention issues.
Special Characters
In general avoid special characters such as / \ : * ? < > [ ] & $, etc. In many Programs these symbols
already have a meaning or specific task, and using these symbols can alter your record and in some instances
errors or lost files.
Date
Utilizing a dating Program that does not include a four (4) digit year can be confusing. For example when the
date 01/01/09 is used is the record from January 1, 2009 or January 1, 1909? To alleviate this confusion, dates
for future usage, including only a four (4) digit year should be used. The dating convention approved for records
being held in the CCMS System is: MMDDYYYY or 01012011.
Multiple Versions
When a file has multiple versions, notate the version number in the file name, utilizing a version control
number. A version control number is typically expressed as "v1.0". The initial version would be v1.0 and any
subsequent minor changes expressed as v1.1, v1.2, v1.3 etc. Major revision or updates would be expressed
by changing the first number: v2.0, 0.0. When previously versioned records are complete, remove the
version number and replace with "FINAL." The record should retain the "FINAL" designation in the title when
the versions are also being retained. If the previous versions are purged, the final record name can be
changed to remove any status indicators (version number or final designation).
City of Rohnert Park I Records Management Policy Page 31
Abbreviations
In general abbreviations are not appropriate for use in record and or naming conventions. Abbreviations can
have multiple meanings and over time may become obsolete or confusing. In some instances multiple
abbreviations can be used for the same word or phrase, which can lead to misunderstandings. In limited
circumstances the use of abbreviations may be necessary or required. In those circumstances, ensure that
naming conventions and record standards stand the test of time and transparency. Only the following approved
abbreviations should be utilized. Abbreviations not on this list will not be accepted for records held in the
Citywide Content Management System (CCMS) or for use on the City's Records Retention Schedule.
Approved Abbreviations
Abbreviation
Meaning
APT
Apartment
AVE
Avenue
BLDG
Building
BUSN
Business
CA
City Attorney's Office
CBC
California Building Code
CC
City Council
CCMS
Citywide Content Management System
CCO
City Clerk's Office
CCP
California Code of Civil Procedure
CCR
California Code Regulations
CDC
Community Development Commission
CFC
California Fire Code
CFR
US Code of Federal Regulations
CMO
City Manager's Office
COM
Commercial
CRA
California Public Records Act
CRL
Circle
CS
Community Services
CT
Court
CTR
Center
CUST
Customer
CVC
California Vehicle Code
CW
Citywide
DS
Development Services
DPS
Public Safety — Police, Fire
EB
Eastbound
EC
California Election Code
ED
Economic Development
EMP
Employee
EVC
California Evidence Code
City of Rohnert Park I Records Management Policy Page 32
EXPY
Expressway
EXT
Extension
FIN
Finance
FWY
Freeway
FYARD
Front Yard
GC
California Government Code
H&S
California Health and Safety Code
HR
Human Resources
HUD
US Housing & Urban Development
HWY
Highway
IT
Information Technology
LC
California Labor Code
LN
Lane
MHP
Mobile Home Park
NB
Northbound
PC
Planning Commission
PKWY
Parkway
PL
Place
PW
Public Works
R&T
California Revenue & Tax Code
RD
Road
RES
Residence or Residential
ROW
Right-of-way
SB
Southbound
W&I
California Welfare & Institutions Code
WB
Westbound
Xing
Crossing
City of Rohnert Park I Records Management Policy Page 33 1
Appendix C - Box Label
When preparing records to be stored in record boxes it is crucial that boxes are clearly labeled and organized
so that they can be easily accessed. Labels must be applied to the short end of each box so that the contents
can be easily reviewed. Record boxes should be filled, but not packed so tightly that records cannot be
retrieved or inserted into the box. A copy of the inventory should also be placed inside the box on top of the
records. Below is a sample box label. Minimally the box should be labeled with the record series number,
record description, date range, and the date the entire box is eligible for destruction.
BOX # (assigned by Records Manager) Department Division
Location: (assigned by Records Manager)
Contents
Records Series# Record Series Description/Note Date Range
Inventoried By (print name) Date Eligible for Destruction: Month/Year
City of Rohnert Park I Records Management Policy Page 34 1
Appendix D - Conducting a Records Inventory
A records inventory is the Programmatic collection of information for each file folder. A thorough inventory
process can free up to two-thirds of storage space devoted to active files. Typically, one-third of the files
will be destroyed; one-third transferred to inactive storage, and one-third will remain in prime office
space. The process has also been designed to use the information you gather in many ways. The information
will be used in subsequent years for the following purposes:
• Locate and track old records stored in boxes or other inactive storage areas;
• Find misfiled or lost file folders;
• Identify and correct inconsistencies in your filing Programs;
• Electronic master index (you can do text searches to find the file you want);
• Create destruction lists in future years by "cut & paste";
• Create box labels by "cut & paste";
• Manage the location of records stored in off-site locations, and changes to location of records;
• Will meet the requirements for an index for the purposes of the new law requiring staff to assist the
public in locating records;
• Provides an index to use in the event of a disaster so that the most valuable records are located and
protected;
• The inventory will be utilized to develop your retention schedule, and will ensure the schedule covers
all of your records and will meet your needs.
Do NOT move boxes, files, or cabinets from another department unless you receive permission from the
Department first.
Records will be destroyed pursuant to the City's adopted Records Retention Schedule. State law allows
copies or drafts to be destroyed "when no longer required", but requires the Council to approve the destruction
of any original record pursuant to the City' Records Retention Schedule. Copies and drafts can be destroyed as
they are inventoried, provided:
• You are certain the record is a copy, draft, or is not a City record;
• If the record contains any confidential data (e.g. citizen's names, phone numbers, etc.), must be
shredded or obliterated.
City of Rohnert Park I Records Management Policy Page 351
Form 2016-006 Record Inventory Worksheet
When conducting a records inventory it is recommended that you utilize the form below for a consistent
accounting of the files on hand. Unlike the inventory for destruction, this inventory is meant to be conducted
down to the file level and should contain the exact location of the record. Use whatever information is available
to concisely identify the location of the records. This may be the names of a room, a room number, a
geographical notation such as north or east. When inventorying a record room it is a good idea to start by
labeling the file cabinets and then the drawers. For example the file cabinet you start with would be FC1. Then
the drawers (starting at the top) would be a, b, c, etc.; Files in file cabinet 1 drawer b would be expressed:
FC1-b.
CRY OF ROHNFWF PANIC
BECORDSIWENTOFYWORKSHEET=Form2D16-405 OF
llEPARrMENT
01WIMNIEKTON
RBCURDSOCRE"NATUR
A6DREVILOCATHM
TEIEPHOlE NUPMER
RECORDS INVENTORY
City of Rohnert Park I Records Management Policy Page 351
CITY OF ROHNERT PARK
RECORDS INVENTORY WORKSHEET
INSTRUCTIONS
(Numbers are keyed to item number on the form)
1. Enter Records Series Department Code (per Records Retention Schedule —example: CCO= City Clerk's
Office; CW= Citywide)
2. Description of Records.
3. File Location: Identity File Cabinet as 1, 2, 3, etc.; each drawer or shelf by alphabetizing them starting with
"A" at the top and going down as necessary "B", "C", etc. the location would be FC3, A.
4. Enter the appropriate STATUS TYPE (see definition at bottom).
5. Enter the years covered (Example: 1999 to 2015).
6. Enter Statutory Reference from Records Retention Schedule (.Gov't Code).
7. Enter "X" in appropriate column in indicate original or copy.
8. Use the Remarks space to annotate any vital, confidential, code citations, legal requirements, or policy
issues that support or define retention periods or destruction method.
9. Person completing the inventory worksheet should sign and date the worksheet.
10. Department Manager should sign when reviewed and approved.
STATUS TYPE
A — Active Records: records that need to be readily available
S — Semi active records: records that are accessed occasional and can be moved to a holding area or storage
facility.
I — Inactive records: records that are no longer required in the current business activity and can be stored in the
Storage Facility.
Meeting Date:
Department:
Submitted By:
Prepared By:
Agenda Title:
ITEM NO. 6D
Mission Statement
"We Care for Our Residents by Working Together to Build a
Better Community for Today and Tomorrow."
CITY OF ROHNERT PARK
CITY COUNCIL AGENDA REPORT
August 23, 2016
City Clerk's Office
Caitlin Saldanha, Administrative Assistant
Caitlin Saldanha, Administrative Assistant
Approve the Use of City Council Chamber by the League of Women
Voters for a Pros/Cons Ballot Initiative Forum
RECOMMENDED ACTION:
Approve the use of City Council Chamber by the League of Women Voters for a Pros/Cons
Ballot Initiative Forum via minute order.
BACKGROUND:
On August 6, 2016, the City Clerk's Office was approached by Chlele Gummer, Voter Service
Co -Chair for the League of Women Voters, to hold a Pros/Cons Ballot Initiative Forum in the
City Council Chamber located at 130 Avram Avenue in Rohnert Park. The tentative time and
date for this event is 5:30 p.m.to 7:30 p.m. on October 5, 2016. Ms. Gummer's email request for
the reservation of the City Council Chamber has been included as Attachment 1. In the past, the
League of the Women Voters has held Council Candidate Forums in the City Council Chamber
and used City -owned television and broadcasting equipment per the guidelines listed in City
Council Protocols. However, this year's event is more focused on the pros and cons of upcoming
ballot initiatives, and does not specifically match the criteria outlined in the City Council
Protocols regarding preapproved use of the facility. Therefore, approval by the City Council is
required to use the City Council Chamber at least two weeks prior to the event.
ANALYSIS:
The City Council Protocols clearly outline the conditions that must be met in order to use the
City Council Chamber in Chapter XIII "Use of City Council Chamber", which is hereby
included as Attachment 2. The primary purpose of the City Council Chamber is described in
Chapter XIII, Section A, of the City Council Protocols, as follows:
A. The primary purpose of the City Council Chamber, a portion of Rohnert Park City Hall, is for the
use of the City Council, Planning Commission, other City Council advisory bodies, and other
groups and committees of the City and such other intergovernmental or citizens groups as the
City may convene.
The League of Women Voters, also known as "The League", is a citizens organization that
works to engage voters in decisions that will impact their lives. The League operates in more
than 800 state and local levels across the United States. Therefore, the League fits into the
criteria listed in the protocols under "intergovernmental or citizens groups."
ITEM NO. 6D
According to Chapter XIII, Section C and D of the City Council Protocols, the City Council
Chamber may not be used for any political purposes except for the reasons listed below:
C. The City Council Chamber shall not be used for political or commercial purpose except as
outlined in the following paragraph:
D. The City shall allow the use of the Council Chamber for the conduct of candidate forums for
election, whether for city, county, state, or national office under the following circumstances:
1. When the candidates' forum is sponsored by a 501(c)3 non-profit agency, a legitimate
non-partisan group, or a governmental agency.
2. When all candidates for that public office have been invited to participate, and a
majority of the candidates have indicated that they will do so.
3. When the event is chaired and moderated in an impartial and objective way which is fair
to all candidates.
The League of Women Voters is a governmental agency requesting to use the City Council
Chamber to discuss the pros/cons of upcoming ballot initiatives. This is a non-partisan event that
does not favor any political party in particular, nor support or oppose any specific ballot
initiative. The League does not endorse any ballot initiatives, and has strict procedures in place
to ensure that Forums are fair and balanced for all. In addition, the forum is free to attend and
open to the public.
The League has also asked staff to use the City -owned and operated television and broadcasting
equipment. Per Chapter XIII, Section E of the City Council Protocols (provided below), the
League of Women Voters has been allowed to use this equipment every two years for a Council
Candidate Forum.
E. Use of City -owned and operated television and broadcasting capability shall be limited to
broadcast of City Council, Planning Commission , and other City advisory body meetings, for
use every two years by the League of Women Voters for a Council Candidate Forum, and for
City -related emergency or informational purposes as authorized by the City Manager. Use
of the video broadcasting system by an outside agency is not allowed except with the
permission of the City Council at least two weeks prior to the event. If such use is granted it
is subject to appropriate personnel — equipment — overhead charges as established by the
City Manager.
Staff does not foresee any issues with allowing the League to use such equipment since the
requestor has used the same equipment in the past for previous events. The League is aware that
there may costs associated with the use of such equipment. These charges will be determined by
the City Manager.
STRATEGIC PLAN ALIGNMENT:
This is not applicable.
2
ITEM NO. 61)
OPTIONS CONSIDERED:
Staff recommends City Council to approve the League of Women Voters to use the City Council
Chamber for a Pros/Cons Ballot Initiative Forum because the requestor has matched the
necessary conditions outlined in the City Council Protocols for using the facility. Staff also
recommends City Council to allow the use of City -owned and operated television and
broadcasting equipment.
FISCAL IMPACT/FUNDING SOURCE:
There is no fiscal impact.
Department Head Approval Date: N/A
Finance Director Approval Date: N/A
City Attorney Approval Date: N/A
City Manager Approval Date: 8/15/2016
Attachments (list in packet assembly order):
1. Email Request from the League of Women Voters
2. Chapter XIII "Use of City Council Chamber" — City Council Protocols
Saldanha, Caitlin
From: Chlele Gummer
Sent: Saturday, August 06, 2016 3:58 PM
To: Buergler, JoAnne
Subject: League of Women Voters use of council chambers
City Clerk,
The League wants to use your council chambers for a presentation of the Pros
and Cons of the ballot initiatives. We would like it to be videotaped for
television. I left you a message last Friday and will be calling you to make the
arrangements on Monday.
Chlele Gummer
Voter Service Co Chair
XII. COUNCIL VACANCY
Whenever a vacancy occurs in the office of City Councilmember, the City Council
will fill the vacancy by appointment or special election in accordance with the
procedures set forth in Government Code section 36512.
XIII. USE OF CITY COUNCIL CHAMBER
A. The primary purpose of the City Council Chamber, a portion of Rohnert Park City
Hall, is for the use of the City Council, Planning Commission, other City Council
advisory bodies, and other groups and committees of the City and such other
intergovernmental or citizens groups as the City may convene.
B. A calendar of use shall be maintained by the City Clerk's office, and all requests
for use should be regularly calendared or scheduled through that office.
C. The City Council Chamber shall not be used for political or commercial purpose
except as outlined in the following paragraph:
D. The City shall allow the use of the Council Chamber for the conduct of candidate
forums for election, whether for city, county, state, or national office under the
following circumstances:
When the candidates' forum is sponsored by a 501(c)3 non-profit agency, a
legitimate non-partisan group, or a governmental agency.
2. When all candidates for that public office have been invited to participate, and
a majority of the candidates have indicated that they will do so.
3. When the event is chaired and moderated in an impartial and objective way
which is fair to all candidates.
E. Use of City -owned and operated television and broadcasting capability shall be
limited to broadcast of City Council, Planning Commission , and other City
advisory body meetings, for use every two years by the League of Women Voters
for a Council Candidate Forum, and for City -related emergency or informational
purposes as authorized by the City Manager. Use of the video broadcasting
system by an outside agency is not allowed except with the permission of the City
Council at least two weeks prior to the event. If such use is granted it is subject to
appropriate personnel — equipment — overhead charges as established by the City
Manager.
F. Approval for use of City Council Chamber for uses other than the above would
have to be approved by the City Council at least two weeks prior to the event.
City Council Protocols
Amended 311012015 by Reso. No. 2015-047
13433730A 80078/0012
Page 25 of 27
�LpyiNERT pARg ITEM NO. 6E
.� Mission Statement
� sz "We Care for Our Residents by Working Together to Build a
Better Community for Today and Tomorrow."
�AtlF6 AK''P
CITY OF ROHNERT PARK
CITY COUNCIL AGENDA REPORT
Meeting Date: August 23, 2016
Department: Development Services
Submitted By: Mary Grace Pawson, Director of Development Services
Prepared By: Mary Grace Pawson, Director of Development Services
Agenda Title: Approve a Letter of Support for the Sonoma County Board of
Supervisors Proposed Community Separator Ballot Measure and
Authorize the Mayor to Sign
RECOMMENDED ACTION: By minute order, approve a letter of support for the Sonoma
County Board of Supervisors proposed Community Separator Ballot Measure and authorize the
mayor to sign.
BACKGROUND: Since 1978, Sonoma County's General Plan has mapped "critical
community separators" in an effort to contain urban development, preserve community identity,
protect rural character and maintain open space. In 1996, the voters of Sonoma County approved
a ballot measure that requires voter approval to:
• change land uses or increase density/intensity within the mapped community separators;
• reduce the size of the mapped community separators.
These voter approval restrictions expire in 2016. In December 2015, the Sonoma County Board
of Supervisors approved a work plan to develop a new ballot measure for consideration in
November 2016. This measure would protect community separator restrictions for another 20
years and would result in a very complete community separator around the cities of Rohnert Park
and Cotati.
Staff analyzed the County's proposal and presented its analysis to the City Council in July. Staff
recommended that the City provide support to the County's proposal, while requesting several
other actions to protect community separators and promote city -centered growth. Council
concurred with these recommendations.
The attached letter outlines the City's position and is proposed for submittal to the Board of
Supervisors.
STRATEGIC PLAN ALIGNMENT: This action is consistent with strategic Plan Goal D:
Continue to develop a vibrant community.
OPTIONS CONSIDERED: None. This action is consistent with previous direction provided by
Council.
FISCAL IMPACT/FUNDING SOURCE: This action has no fiscal impact to the City.
Department Head Approval Date:
08/17/16
Finance Director Approval Date:
NA
City Attorney Approval Date:
NA
City Manager Approval Date:
08/18/16
Attachments
1. Letter of Support
2
ITEM NO. 6E
September 13, 2016
Sonoma County Board of Supervisors
Supervisor Efren Carillo, Chair
575 Administration Drive, Room 100 A
Santa Rosa, CA 95403
RE: Support for the Community Separator Ballot Measure
City Council
Chair Carillo and Members of the Board,
Gina Belforte
The City of Rohnert Park is pleased to support the Board of Supervisor's ballot measure
Mayor
to extend community separator protections for an additional 20 years. The City Council
Jake Mackenzie
supports this effort to sustain our shared goal of city -centered growth and protection of
Vice Mayor
the County's open spaces. While the City supports the proposed measure, we also
Amy 0. Ahanotu
respectfully request that City and County work together on two specific issues in the
Joseph T. Callinan
future.
Pam Stafford
Councilmembers
1. Increase open space protection and reduce unsustainable rural development in the
unincorporated areas south of Rohnert Park and Cotati. Figure 1 (attached)
Darrin Jenkins
illustrates an area generally south of Railroad Avenue and east of Petaluma Hill
City Manager
Road that is not included within the community separator proposal. This area is
Don Schwartz
outside of the urban growth boundaries of both Rohnert Park and Cotati and hence
Assistant City Manager
unlikely to receive urban water and sewer service. The City believes that Railroad
Michelle Marchetta Kenyon
Avenue and Petaluma Hill Road provide logical, long term limits to urban
CityAttomey
boundaries and, as such, development should be discouraged in this area. The City
Alexandra M. Barnhill
understands that land use changes in this area will be a long term effort that involves
Assistant City Attorney
private property owners, but we encourage the County to begin this effort and work
JoAnne Buergler
with us to focus growth within the urban service areas.
City Clerk
2. Consider the City's need for additional urban service area in 20 years when the
Betsy Howze
community separator protections expire. As part of our effort to review, analyze and
Finance Director
ultimately support the ballot measure, the City conducted a review of land area
Brian Masterson
available for development within its urban service area and compared this with
Director of Public Safety
regional projections and allocations for city -centered growth, including housing
John McArthur
growth. While the City is confident that its current supply of land will allow it to
Director of Public Works and
Community Services
support its regional obligations over the next 20 years, there are two areas illustrated
Mary Grace Pawson
in Figure 2 (attached) that may be needed to support long term, city -centered growth.
Director of
These areas are directly adjacent to the City's current urban growth boundary, have
Development Services
reasonably easy access infrastructure and are east of Petaluma Hill Road and
Victoria Perrault
Railroad Avenue, which provide logical long term urban boundaries. The City
Human Resources Director
requests that the County recognize this potential and formally consult with the City
before community separator protection is extended to the areas after 2036.
Thank you in advance for your consideration.
Sincerely,
Gina Belforte, Mayor
130 Avram Avenue ♦ Rohnert Park CA ♦ 94928 ♦ (707) 588-2226 ♦ Fax (707) 794-9248
www.rpcity.org
Figure 1
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s� We Care for Our Residents by Working Together to Build a
Better Community for Today and Tomorrow."
,ILI Fp RN P
CITY OF ROHNERT PARK
CITY COUNCIL AGENDA REPORT
Meeting Date: August 23, 2016
Department: City Clerk's Office
Submitted By: Lori Frontella, Interim City Clerk
Prepared By: Lori Frontella, Interim City Clerk
Item No. 7
Agenda Title: A Resolution of the City Council of the City of Rohnert Park Canceling the
General Municipal Election scheduled for November 8, 2016, Requesting
the Board of Supervisors of the County of Sonoma to remove the stated
Consolidated Election and Appoint the only Qualified Nominees to the
Office of City Council.
RECOMMENDED ACTION:
Consider adoption of Resolution appointing the only qualified nominees for City Council to
those positions, cancelling the General Municipal Election currently scheduled for Tuesday,
November 8, 2016, and requesting the Board of Supervisors of the County of Sonoma to take all
steps required to remove said election from the consolidated election scheduled for that date.
BACKGROUND:
At the close of the nominations period on August 12, 2016, only the three incumbents filed as
candidates for the three "at large" City Council positions for election on November 8, 2016.
Elections Code § 10229 allows for appointment of those persons who have been nominated when
there are not more candidates than offices to be elected. It should be noted that any City
Councilmember who is a candidate in November should not vote on the Resolution canceling the
general municipal election and appointing qualified nominees. Since there are three members of
the City Council this year who are candidates, it will be necessary to follow the procedure for
choosing an otherwise disqualified City Councilmember to vote for a quorum.
Pursuant to § 10229 of the Elections Code, the City Clerk's Certification states that there were
not more candidates than offices to be elected was submitted to City Council and is attached to
the Resolution as Exhibit A. A Notice that there were not more candidates than "at large" offices
to be elected was published in the Community Voice on Friday, August 19, 2016 and posted
within the City. City Council can adopt one of the following courses of action:
1) Appoint to the office the persons who have been nominated.
2) Appoint to the office any eligible elector if no one has been nominated.
3) Hold the election, if either no one or only one person per office has been nominated.
1
Item No. 7
ANALYSIS:
There are three official qualified nominations, thus, eliminating option 2. The Council can
therefore either select Option 1, making a decision to appoint the nominated incumbents or
Option 3, proceeding with the election.
If by the 75th day before the municipal election (August 25, 2016), no person has been appointed
to office, the election shall be held.
Adoption of the attached Resolution will appoint the three nominees (Gina Belforte, Joseph T.
Callinan, and Jake Mackenzie) to the City Council for a term ending in December 2020. It will
also cancel the November 8, 2016 election and request the Board of Supervisors of the County of
Sonoma to take all steps required to remove said election from the consolidated election
scheduled for that date.
OPTIONS CONSIDERED:
Not adopt the Resolution appointing the nominated incumbents; which would result in the
conducting the election on November 8, 2016. The cost for providing election services has been
estimated at $35,000 to $50,000, depending on how many registered voters we have by election
date.
FISCAL IMPACT/FUNDING SOURCE:
There is a potential avoided cost to the City of $35,000 to $50,000 by canceling the General
Municipal Election scheduled for November 8, 2016.
Department Head Approval Date: August 15, 2016
Finance Director Approval Date: N/A
City Manager Approval Date: August 18, 2016
City Attorney Approval Date: August 18, 2016
Attachments (list in packet assembly order):
1. Proposed Resolution 2016-84 with Exhibit A the City Clerk's Certification that there are
not more candidates than offices to be elected
2. Copy of Certification of Publication of the Notice
2
RESOLUTION NO. 2016-84
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
CANCELING THE GENERAL MUNICIPAL ELECTION SCHEDULED FOR NOVEMBER 8,
2016, REQUESTING THE BOARD OF SUPERVISORS OF THE COUNTY OF SONOMA TO
REMOVE THE STATED CONSOLIDATED ELECTIONS AND APPOINT THE ONLY
QUALIFIED NOMINEES TO THE OFFICE OF CITY COUNCIL.
WHEREAS, pursuant to § 10229 of the Elections Code of the State of California, as of the close
of the nomination period on August 12, 2016, there are not more candidates than offices to be elected
and that § 10229 of the Elections Code allows one of the following courses of action to be taken by the
City Council:
1. Appoint to the office the person who has been nominated.
2. Appoint to the office any eligible voter if no one has been nominated.
3. Hold the election if either no one or only one person has been nominated.
WHEREAS, the City Clerk's Certification that there were not more candidates than offices to be
elected, Exhibit A, was submitted to City Council pursuant to law.
WHEREAS, a notice that there were not more candidates than offices to be elected was
published on August 19, 2016 in the Community Voice pursuant to law.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY
OF ROHNERT PARK DOES HEREBY RESOLVE, DECLARE, DETERMINE AND ORDER
AS FOLLOWS:
SECTION 1: Pursuant to § 10229 of the Elections Code of the State of California, the following
action is being taken:
The following persons are hereby appointed to the offices to which they were nominated:
NAME
OFFICE
TERM
Jake Mackenzie
Member of the City Council
2016-2020
Gina Belforte
Member of the City Council
2016-2020
Joseph T. Callinan
Member of the City Council
2016-2020
SECTION 2: The election scheduled to be held on Tuesday, November 8, 2016, is now
canceled. The City Council's request to the Board of Supervisors to consolidate said election with the
statewide election is hereby rescinded and the Board of Supervisors is hereby requested to direct the
County Clerk to take all steps required to remove reference to a general municipal election in the City of
Rohnert Park from the ballot materials for such election and to otherwise implement the cancelation of
said election with the cooperation and assistance of the City Clerk of the City of Rohnert Park.
SECTION 3: The persons appointed shall qualify and take office and serve exactly as if elected
at a municipal election for the office.
SECTION 4: The City Clerk shall certify to the passage and adoption of this resolution and
enter it into the book of original resolutions.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City of
Rohnert Park held on the 23rd day of August, 2016.
CITY OF ROHNERT PARK
Gina Belforte, Mayor
ATTEST:
Caitlin Saldanha, Deputy City Clerk
Attachment: Exhibit A
AHANOTU: CALLINAN: STAFFORD: MACKENZIE: BELFORTE:
AYES: ( ) NOES: ( ) ABSENT:( ) ABSTAIN: ( )
CITY CLERK'S CERTIFICATION THAT THERE ARE NOT MORE CANDIDATES THAN
OFFICES TO BE ELECTED AT THE NOVEMBER 8, 2016 GENERAL MUNICIPAL ELECTION
FOR THE CITY OF ROHNERT PARK
I, Lori Frontella, Interim City Clerk of the City of Rohnert Park do hereby certify that
pursuant to § 10229, Elections Code of the State of California, to the following facts relating to
the General Municipal Election to be held on Tuesday, November 8, 2016:
As of the close of the nomination period on August 12, 2016, there are not more
candidates than offices to be elected to the three "at large" City Council positions.
The persons so nominated are:
Gina Belforte
Joseph Callinan
Jake Mackenzie
That §10229 of the Elections Code allows one of the following courses of action by the
City Council:
1. Appoint to the office the person who has been nominated.
2. Appoint to the office any eligible voter if no one has been nominated.
3. Hold the election if either no one or only one person has been nominated.
A notice of these facts will be published on August 19, 2016, in the Community Voice
pursuant to § 6061 of the Government Code. The City Council will meet on Tuesday, August 23,
2016, at 5:00 p.m., in the Rohnert Park City Council Chambers, 130 Avram, Rohnert Park,
California to either make the appointments or direct an election to be held.
The persons appointed, if any, shall qualify and take office and serve exactly as if
elected at a municipal election for the office.
If, by the 75th day before the municipal election, no person has been appointed to the
offices pursuant to (1) or (2) above, the election shall be held.
If the City Council makes an appointment pursuant to § 10229, Elections Code, the City
Clerk shall not accept for filing any statement of write-in candidacy which is submitted after the
appointment is made.
, ZfX _�� - dL V'"
Lori Frontella, Interim City Clerk
NOTICE THAT THERE ARE NOT MORE CANDIDATES
THAN OFFICES TO BE ELECTED
AT THE NOVEMBER 8, 2016 GENERAL MUNICIPAL ELECTION
FOR THE CITY OF ROHNERT PARK
NOTICE IS HEREBY GIVEN THAT pursuant to § 10229 of the Elections Code of the
State of California relating to the General Municipal Election in the City of Rohnert
Park to be held on Tuesday, November 8, 2016:
As of the close of the nomination period on August 12, 2016, there are not more
candidates than offices to be elected to the three "at large" City Council positions.
The persons so nominated are:
Gina Belforte
Joseph Callinan
Jake Mackenzie
That §10229 of the Elections Code allows one of the following courses of action by
the City Council:
1. Appoint to the office the person who has been nominated.
2. Appoint to the office any eligible voter if no one has been nominated.
3. Hold the election if either no one or only one person has been nominated.
After the fifth day following the date of publication, the City Council will hold a
meeting to either make appointments or direct an election to be held. The meeting will
be held on Tuesday, August 23, 2016, at 5:00 p.m., in the City Council Chambers,
130 Avram, Rohnert Park, California..
The persons appointed, if any, shall qualify and take office and serve exactly as if
elected at a municipal election for the office.
If, by the 75th day before the municipal election, no person has been appointed to
the offices pursuant to (1) or (2) above, the election shall be held.
If the City Council makes an appointment pursuant to § 10229, Elections Code, the
City Clerk shall not accept for filing any statement of write-in candidacy which is sub-
mitted after the appointment is made.
Interim City Clerk, City of Rohnert Park
Lori Frontella, MMC
Published: August 19, 2016
The Community Voice
Meeting Date:
Department:
Submitted By:
Prepared By:
Agenda Title:
ITEM NO. 8
Mission Statement
"We Care for Our Residents by Working Together to Build a
Better Community for Today and Tomorrow."
CITY OF ROHNERT PARK
CITY COUNCIL AGENDA REPORT
August 23, 2016
Public Works and Community Services
John McArthur, Director of Public Works & Community Services
Terrie Zwillinger, Project Coordinator Public Works
Consideration of Ventilation and Air Conditioning Options at the
Callinan Sports and Fitness Center
RECOMMENDED ACTION:
Consideration of Ventilation and Air Conditioning Options at the Callinan Sports and Fitness
Center.
BACKGROUND:
The Callinan Sports and Fitness Center (Sports Center) ventilation system does not have air
conditioning and relies solely on outside air to cool the facility. In normal operation, a maximum
amount of outside air is pulled into the building at night when the air temperature is coolest and
as the outside air temperature in the day increases, outside air flow is minimized into the
building. The "stored" cool air from the previous night is recirculated throughout the building to
keep the inside temperature as cool as possible.
The Sports Center patrons and contract class instructors have complained to staff about
excessively warm temperatures in the facility. These complaints are much more frequent during
warmer summer months, particularly during heat waves spanning multiple days. The warm
inside temperatures can be attributed to the fact that the existing controls for the system have
failed and need to be replaced as soon as possible. Maintenance staff are forced to regulate
temperature in the building by manually opening and closing vents. Depending on work load of
maintenance staff, they cannot always optimally open and shut vents to manage the inside air
temperature.
When the control system is working correctly and automatically opening and shutting vents to
outside air when temperatures hit a set point, it is actually very effective at keeping all building
zones cool and properly ventilated.
At the November 24, 2015 City Council meeting, staff was directed to explore options for
possible long-term Sports Center ventilation system improvements and approved a contract with
GHD Inc. to prepare a feasibility study to analyze various options. All options would include
replacement of the existing controls system.
The Feasibility Study has been completed and is available for review, upon request.
ITEM NO. 8
ANALYSIS:
Four possible air cooling system options were considered in the Feasibility Study:
1. Single cooling system to operate system as one zone. The project would
include a new 25 Ton air-cooled chiller that would utilize the building's
existing hot water piping system. The building would be in either cooling or
heating mode at any given time.
2. One 15 -Ton air-cooled chiller for the gymnasium and cardio room and five (5)
ground -mounted condensing units for cooling the remaining zones. This
option would provide both heating and cooling modes within the five zones
with the individual units; however, it would only provide heating or cooling at
any given time to the gymnasium and cardio room with the chiller.
3. Indirect evaporative cooling (IDEC). This option would use a water
evaporation process to cool recirculated air flow through the entire building.
Evaporative cooling differs from typical air conditioning systems which use
vapor -compression or absorption refrigeration cycles. This option would allow
for both heating and cooling throughout the system.
4. Replace the existing control system and continue to utilize outside air to cool
the buildings.
Depending on the option selected, other facility considerations and possible improvements would
accompany the project, including building structural modifications related to additional
equipment, electric supply upgrades to power new equipment, ventilation control system
upgrades, and miscellaneous building mechanical modifications to incorporate new equipment.
All options include replacement of the existing controls system.
The estimated costs are provided for each option in the table below:
*Note: The estimated power cost is the additional amount above the existing power cost of
approximately $15, 000 a year.
2
Estimated
Est Design/
Additional
Estimated
Estimated
CM &
Total
Annual
Additional
Construction
Inspection
Project
Power
20 -Year
Option
Description
Cost
Fee
Cost
Cost*
Power Cost*
1
25 -Ton Chiller
$610000
'
$91,500/
$61,000
$762,500
$21000
'
$420,000
2
15 -Ton Chiller and
$860,000
$129,000/
$1,075,000
$20,500
$410,000
5 individual units
$86,000
Indirect
$217,500/
3
evaporative
$1,450,000
$145,000
$1,812,500
$17,000
$340,000
cooling
4
Replace existing
$183,000
$20,000/
$228750
N/A
N/A
system
$18,300
'
5
Do nothing
$0
$0
$0
N/A
N/A
*Note: The estimated power cost is the additional amount above the existing power cost of
approximately $15, 000 a year.
2
ITEM NO. 8
Staff is seeking direction from the City Council on whether to move forward with a cooling
option at this time. Currently, there are no HVAC projects identified in the FY 2016/17 budget
for the Sports Center. However, the Sports Center is located within the former Redevelopment
Area and an HVAC system project was identified in the Bond 3 proceeds priority project list.
STRATEGIC PLAN ALIGNMENT:
This project is consistent with Strategic Plan Goal D2 — Improve Transportation and
Infrastructure.
OPTIONS CONSIDERED:
A. Staff recommends Option 4 - replacing the existing control system at this time because
the controls have failed and maintenance staff are forced to regulate temperature in the
building by manually opening and closing vents. When the control system is working
correctly, it is actually very effective at keeping all building zones cool and properly
ventilated. If it is determined that an air conditioning upgrade is needed in the future, the
control system would have to be replaced. Replacing the control system at this time
would also facilitate the future addition of building air conditioning if needed.
Recommended Option.
B. The City could choose one of the other options to add chilled air (air conditioning),
however as stated above, the cost for installing a mechanically cooled system is very
expensive. In spite of current system's unreliability, the Sports Center membership has
not suffered. Adding a mechanical air conditioning system would significantly increase
operation and maintenance costs with disproportionate benefit relative to membership
satisfaction. In addition, a chilled air system would increase annual operation and
maintenance costs considerably.
C. The City could choose to do nothing at this time and continue to manually open and close
vents to help cool the building. The existing controls system is failing and needs to be
replaced as soon as possible. By operating the system manually, the cooling of the
building is very unreliable and burdensome on maintenance staff. The option of doing
nothing at this time is not recommended.
FISCAL IMPACT/FUNDING SOURCE:
An HVAC Project for the Sports Center was identified in the Bond 3 Priority Project List that
was approved by the City Council on November 24, 2015, but was not one of the projects funded
in FY 2016/17. There is currently no available Bond 3 funds for an HVAC Project. If the City
Council wishes to further pursue an HVAC project, staff will need time to determine a funding
source for both the construction and increased electricity costs.
Department Head Approval Date: August 4, 2016
Finance Director Approval Date: August 4, 2016
City Attorney Approval Date: N/A
City Manager Approval Date: August 16, 2016
Attachments (None):
3
Callinan Sports &
Fitness Center
Ventilation and
Air Conditioning Options
Overview
Existing Ventilation System Discussion
Air Conditioning and Ventilation Options
Cost and Feasibility
Conclusions and Recommendation
Next Steps
existing Ventilation System
Sports Center opened in 1986
Ventilation control system upgraded in 2005
Uses outside air for cooling
No mechanical air conditioning
Provides ventilation in six zones—with limited control
Many components are original
3
existing Ventilation System
Prolonged heat waves are problematic
Control system is unreliable and prone to
failure
M
Air Conditioning Analysis
City Council directed staff to explore air-
conditioning options
GHD completed the HVAC Analysis for the
Sports Center
Air Conditioning and Ventilation Options
Single -zone air conditioning
Multiple -zone air conditioning
Indirect evaporative cooling
Upgrade current control system
0
Option 1 -Single Zone Air Conditioning
Large 25 Ton air-cooled chiller mounted outside
+ new control system
Chilled water utilizes existing hot water piping
Utilize existing air distribution piping
Entire building would be in either heating or
cooling mode
Sufficient electrical capacity
Option 2 -Multiple Zone Air Conditioning
Smaller 15 -Ton chiller for gymnasium and cardio
room + new control system
Five new ground -mounted AC/heating units for
remaining rooms
Operate system as multiple zones
Gym and cardio room either heating or cooling
Other zones provide individual heating and cooling
Exceeds existing electrical capacity
0
option 3 -Indirect Evaporative
Cooling
New indirect evaporative cooling system mounted
outside
Five new ground -mounted AC/heating units for
remaining rooms
New piping/ducting
Operate system as multiple zones
Allows for both heating and cooling throughout six zones
Exceeds existing electrical capacity
0
Option 4 - Upgrade current Control System
Replace Energy Management System
Keep existing ventilation ducting/piping
Replace various mechanical equipment
d 5 individual units
Indirect evaporative cooling
40 Upgrade existing system
$21,000 $420,000
$20,500 $410,000
$17,000 $ 340,000
N/A N/A
Note: Project Cost includes design, construction and construction management
Conclusions
Adding Air Conditioning (Options 1-3) would:
provide improved cooling capability
be a significant capital cost
increase operating costs
power
maintenance
replacement
19
Conclusions
Adding Air Conditioning (Options 1-3) would:
require significant electric upgrades
creates a new exterior equipment yard
13
Conclusions
Existing Ventilation System:
Control system is unreliable
Provides adequate cooling (when working)
Sports Center membership unaffected
Control system could be upgraded
14
Recommendation
Option 4 - Replace Existing Control System
Least expensive of the alternatives
Would provide adequate reliable cooling
Would facilitate future addition of air
conditioning (if needed)
15
Next Steps
City Council select an option
Currently no funding
Repair/replace components
Execute selected option when funding
available
11M
Adams, Carol
Supplemental Items for
City Council Meeting:
S }201 LP
Subject: FW: RSVP TODAY FOR THE "LATINO CULTURAL EX ERI
LUNCHEON
From: HermanJH@aol.com [mailto:HermanJH@'aol.com]
Sent: Wednesday, August 17, 2016 6:41 AM
Subject: RSVP TODAY FOR THE "LATINO CULTURAL EXPERIENCE" THE 91ST LOS CIEN LUNCHEON
Buenos Dias, Los Cien and Amigos,
Thank you again to those that have sent me your RSVP, for the September
9th, "3rd Annual Latino Experience" Los Cien 91st Luncheon. Being held at the Luther Burbank Center. Please
send me your RSVP!
Note, we have had so many RSVPs, I am not updated as of this morning and will try today and tonight to get
caught up. In the mean time please keep sending in your RSVP.
So, are you ready for another Los Cien 3rd annual, "Latino Cultural Experience", Luncheon? The
91st gathering, is returning to the Luther Burbank Center for the Arts! I am serious, Wow!
On Friday September 9th, doors open at 10:45 am, for our social time, and to register. I am so sorry I keep using
Excited, or Wow, because I am, and I know you will be as well. Last year we sold out for the second year in a
row! So, I am now taking RSVPs, a great opportunity, to invite a friend, family member or associate!
Last year we had, over 250 members and guests, to enjoy, the lunch served by Octavio Dias, of Agave, voted
2015 Best Mexican Restaurant in Sonoma County, by the Press Democrat voters and brother Pedro Dias of El
Farrilito Restaurant, this year, voted 2016 Best Mexican Restaurant, in Sonoma County, and by the Press
Democrat voters. A Big, Congratulations to Octavio and Pedro, for maintaining the family tradition. Special this
year is the introduction of Chef Rodrigo Mendoza, of the continued Diaz Traditions, who is now at Persimmons
Restaurant located in Healdsburg.
This family tradition will be brought to you once again at the Luther Burbank Center of the Arts, Our Host, for the
3rd annual cultural experience, who once again is providing the area for this Luncheon to be served, and the
main Theater, for some Awesome live entertainment!
A special feature new this year, our Lunch Co Sponsor, La Prensa Sonoma and the Press Democrat, who will
be presenting a very Special and Important announcement that will create a change for all of Sonoma County,
yes very Exciting News!
So please send me your RSVP, today for September 9th, 91st luncheon.
A very special, Thank you once again to, the Luther Burbank Center for the Arts, as they again provide us the
entertainment, which will be presented at the Main Theater at 12:30pm to 1.15 pm.
Let me introduce the entertainment for the afternoon.
The students performing of the Mariachi Camp, under the directorship of Jose Soto, plus by popular
demand, proud to have return International entertainer and Harpist Carlos Reyes, bring some great Latin sounds
on the harp, and new this year Jose Stantamaria, performing some hot Salsa Dance moves! In addition enjoy our
music being played during our luncheon, provided by well known, Mateo Guzman! So please send me your
RSVP, today, space is limited.
Lunch is $30.00, please remember if you RSVP and do not cancel within 24 hours of the lunch we will need to bill
you to cover the lunch! This lunch is being catered, and Please make checks out to " Los Cien"!
**UP COMING LUNCH PROGRAMS & EVENTS! PLEASE SAVE THE DATES!**
September 9th: At the Luther Burbank Center, 3rd Annual "Latino Cultural Experience"! Presented by the Luther
Burbank Center Of the Arts and Co Hosted with, La Prensa Sonoma, and The Press Democrat, a Experience you
will want to be part of!
September 13th, Sonoma County Board of Supervisors, Resolution declaring "Latino Heritage Month from
September 15th thru October 15th. Please note that we will be including several Latino programs and events for
that whole month throughout Sonoma County. A Packed Month. More to come!
SPEICAL ANNOUNCEMENT!
***k**k*kk***********kkkk********************k*****************kk***k*********
September 29th: The Third Annual "State of the Latino Community"! A breakfast forum! Once again at Sonoma
State University, Student Center Ball Room.
"Welcome to the 21st Century", We are All in this together"
CONFIRMED: Los Cien is honored to announce that Secretary of State of California Alex Padilla, will be our
keynote speaker and in addition the introduction of the new president of Sonoma State University Ms. Judy
Sakaki. We are thrilled to have them be speaking at the third annual State of Latino community address. For
more information or register at the following click below! Please let me know if you have any difficulty!
To Register Click Here
Thank you to the following for your RSVP's received!
1. Socorro Shields
2. Todd Mendoza, Los Cien Treasure
3. Mike Nicholls
4. Paco Cano
5. Herman G.
6. Margarite Fernandez Olmos
7. Efren Carrillo, Board of Supervisors Chairman 5th District
8. Lynda Hopkins
9. Maria Hess
10. Collette Michaud, CEO So. Co. Children's Museum
11. Lannie Medina, Los Cien Board Member
12. Alan Smithwick
13. Jim Leddy, Special Projects So. Co. CDC
14. Jaime Penaherrera, Community Engagement Director,city of Santa Rosa
15. Serena Lienau,
16. Danielle Ronshausen
17. Jason Carter
18. Bob Cox, Cloverdale Council member
19. Mariana Martinez
20. Diana Laczkowski
21. Francisco Vazquez
22. Wendy Lopez
23. Pam Chanter, Chairwoman, So. Co. Economic Development Board
24. Jenny Chamberlain, District Director Representing Super. James Core
25. Jennifer Mendoza, District Aide to Super. James Core
26. Rebecca Hermosillo, Congressman Mike Thompson Area Rep.
27. Jason Johnson
28. Nubia Padilla
29. Mike Lopez, Los Cien Board Member
30. Rick Newlin, CEO, Luther Burbank Center
31. Denia Candela
32. Jazman Gudino
33. Noreen Evans
34. Laurie Lynn
35. Aracely Romo-Flores, Dir., City Schools SR Curriculum English Learners
36. Lucy Hernandez
37. Rene Meza, Los Cien, Board Member
38. Lilia Gonzalez
39. Emilia Carbajal
3
40. Delia Nieto
Save these dates, much more to come. Remember at all of these events we do want to fill the rooms, so you can
enjoy the Latino Culture in many ways and coming to together to have that conversation that gives you more of
the education of our community and working together in creating actions and solutions that will make our
County a great place to live for all!
"Remember We are all in this together"
Tu Amigo, Herman
Herman J. Hernandez,CRB,CRS SRES
Broker -Owner
Zephyr Real Estate Russian River
P.O. Box 105
Guerneville, Calif. 95446
Office Phone 707-869-3865 ext. 11 www.russianriverhomes.com
CalBRE #00455770
An independently owned and operated brokerage office