2023/02/28 City Council Agenda Packet
"We Care for Our Residents by Working Together to
Build a Better Community for Today and Tomorrow."
ROHNERT PARK CITY COUNCIL, ROHNERT PARK FINANCING AUTHORITY (RPFA),
SUCCESSOR AGENCY TO THE COMMUNITY DEVELOPMENT COMMISSION
JOINT REGULAR MEETING
Tuesday, February 28, 2023
Open Session: 5:00 PM
MEETING LOCATION: CITY HALL - COUNCIL CHAMBER
130 Avram Avenue, Rohnert Park, California
PUBLIC PARTICIPATION: The Rohnert Park City Council welcomes your attendance, interest and
participation at its regular meetings scheduled on the second and fourth Tuesdays of each month at 5:00
p.m. in the Council Chambers. The use of a mask or facial covering when attending the council
meeting is strongly recommended, regardless of vaccination status.
Members of the public are encouraged to observe the meeting on Cable Channel 26, by visiting meeting
central on our website https://www.rpcity.org/city_hall/city_council/meeting_central, or at our
YouTube channel at https://www.youtube.com/CityofRohnertPark.
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
with a maximum allowance of 30 minutes allotted per comment period, with time limits subject to
modification by the City Council in accordance with the adopted City Council Protocols). Please fill out
a speaker card prior to speaking.
Members of the public may also provide advanced comments by email at publiccomment@rpcity.org
Comments are requested by 3:00 p.m. on the day of the meeting, but can be emailed until the close of
the Agenda Item for which the comment is submitted. Email comments must identify the Agenda Item
Number in the subject line of the email. The emails will not be read for the record but will be
provided to Council. Please note that all e-mails sent to the City Council are considered to be public
records and subject to disclosure under the California Public Records Act.
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
1.CITY COUNCIL/RPFA/SUCCESSOR AGENCY JOINT REGULAR MEETING - CALL
TO ORDER/ROLL CALL
(Elward_____Giudice_____Sanborn______Hollingsworth Adams______Rodriguez_____)
2.PLEDGE OF ALLEGIANCE
3.PRESENTATIONS
3.A Mayor's Proclamation: Celebrating March 2023 as American Red Cross Month in the City
of Rohnert Park
Item 3.A.
4.DEPARTMENT HEAD BRIEFINGS
4.A Community Roundtable Update by Public Safety Director Mattos
Item 4.A. PowerPoint Presentation
4.B Independent Police Audit Update by City Attorney Michelle Kenyon
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 should refer to Page 1 for information on how to submit public
comments.
5.A Item 5 Materials Distributed at the Meeting
Item 5 Materials Distributed at the Meeting
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
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 Section
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.
CITY COUNCIL STRATEGIC PRIORITIES: The Rohnert Park City Council adopted ten strategic
priorities for 2022 (listed below in no particular order):
a.Navigating through COVID-19 f.General Plan update
b.Climate change g.Infrastructure, maintenance and beautification
c.Police/community relations and accountability h.Make progress on the downtown
d.Services for unhoused people i.Attract housing at all levels
e.Financial health j.Memorable community experiences for all
Development Commission, whichever is applicable, unless any Council Member or anyone else
interested in a consent calendar item has a question about the item.
Council Motion/Vote:
(Elward_____Giudice_____Sanborn______Hollingsworth Adams______Rodriguez_____)
6.A Acceptance of Reports from Finance Department:
Item 6.A. City Bills/Demands for Payment Dated February 7 through February 21, 2023
6.B Approval of Minutes for:
6.B.1. for City Council/RPFA/Successor Agency Joint Regular Meeting, February 14,
2023
6.B.2. City Council/RPFA/Successor Agency Joint Special Meeting, February 22, 2023
6.B.3. for City Council Special Meeting, February 22, 2023
6.C Adopt Resolution 2023-009 Terminating the Existence of a Local Emergency (Novel
Coronavirus “COVID-19”) in the City of Rohnert Park
Item 6.C.
6.D Adopt Resolution 2023-010 Approving an Update to the Records Retention Schedule and
Superseding Resolution 2020-107 and Adopt Resolution 2023-011 Approving an Update
to the Records Management Policy and Superseding Resolution 2020-080
Item 6.D.
6.E Adopt Resolution 2023-012 Authorizing the City Manager or her Designee to Apply for
State Grant Funding for Electric Vehicle Charging Stations and Electrical Infrastructure
System Upgrades (Categorically Exempt from CEQA under CEQA Guidelines Section
15301 et al)
Item 6.E.
6.F Authorize the Finance Director or his Designee to increase appropriations in the FY 2022-
23 budget by $88,000 from the General Fund and Special Revenue Casino Mitigation
Funds for the Purchase of a Fully-Equipped Special Assistance for Everyone (SAFE) Van
Item 6.F.
7.REGULAR ITEMS
7.A Discussion and Update on the Downtown Site (6400 State Farm Drive)
A. Staff Report
B. Public Comments
C. Council Discussion/Direction
Discussion and update to the downtown site.
Item 7.A.
Item 7.A. Supplemental
Item 7.A. PowerPoint Presentation Updated
Item 7.A. PowerPoint Presentation
Item 7.A. Distributed At the Meeting
7.B Consider Adopting a Resolution Authorizing Application to and Participation in the
California Department of Housing and Community Development (HCD) Prohousing
Designation Program and Adopting a Resolution Authorizing the Application for and
Receipt of Prohousing Incentive Pilot Program (PIP) Funds (Not a Project Under CEQA,
per CEQA Guidelines 15378(b)(4))
A. Staff Report
B. Public Comments
C. Resolutions for Adoption:
1. Resolution 2023-013 Authorizing Application to and Participation in the California
Department of Housing and Community Development (HCD) Prohousing Designation
Program
2. Resolution 2023-014 Authorizing the Application for and Receipt of Prohousing
Incentive Pilot Program (PIP) Funds
D. Council Motion/Vote
(Elward_____Giudice_____Sanborn_____Hollingsworth Adams_____Rodriguez_____)
Item 7.B.
7.C Discussion and Direction Regarding Implementation of Monthly Utility Billing in the City
of Rohnert Park
A. Staff Report
B. Public Comments
C. Council Discussion/Direction
Item 7.D.
8.CLOSED SESSION
8.A Report on Closed Session Previously Held on February 14, 2023, in Conference Room
2.A. (Government Code §54957.1) to consider: Conference with Legal Counsel –
Anticipated Litigation- Significant exposure to litigation pursuant to Government Code
Section 54956.9(d)(2): One case.
9.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.
9.A Standing Committee Reports:
1. Joint Special Meeting of the Rohnert Park Education Committee and Cotati-Rohnert
Park Unified School District 2x2x2 Committee Meeting (2/23) (Rodriguez/Giudice)
9.B Liaison Reports:
1. Chamber of Commerce Board of Directors Meeting (2/21) - Rodriguez/Sanborn
9.C Outside Agency Appointment Reports:
1. Zero Waste Sonoma (2/16) Sanborn/Vanessa Garrett
2. Sonoma County Transportation Authority/Regional Climate Protection Authority
(SCTA/RCPA) Board of Directors Meeting (02/13) Giudice/Elward
3. Mayors and Councilmembers Legislative Committee (2/17) Rodriguez/Hollingsworth
Adams
9.D Other Reports:
1. Los Cien "Commitment to Law Enforcement Equity" (2/17) Giudice & Hollingsworth
Adams
10.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.
11.MATTERS FROM/FOR COUNCIL
Any member of the City Council may place an Item on “Matters from/for Council” before the City
Council meeting by providing the City Manager with the title of the item before the agenda is
published. The purpose of the City Council discussion on such item will be to determine whether it
will be placed on a subsequent agenda for deliberation and action. A concurrence of two
Councilmembers will be sufficient to add the item on a subsequent agenda. 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.
12.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 should refer to Page 1 for information on how to submit public
comments.
13.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, please
refer to page 1 for more details on submitting a public comment. 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.
AGENDA REPORTS & DOCUMENTS: A paper copy of all staff reports and documents subject to
disclosure that relate to each item of business referred to on the agenda are available for publich
inspection at City Hall, 130 Avram Avenue, Rohnert Park, California 94928. Electronic 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 on
https://www.rpcity.org/city_hall/city_council/meeting_central. 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 be made available for inspection at
City Hall and on our website at the same time. Any writings or documents subject to disclosure that are
provided to the City Council during the meeting will be made available for public inspection during
meeting and on our website following the meeting.
AMERICAN DISABILITY ACT ACCOMMODATION: Any member of the public who needs
accommodations should email the ADA Coordinator at jcannon@rpcity.org or by calling 707-588-2221.
Notification at least 72 hours prior to the meeting will enable the ADA Coordinator to use her best
efforts to provide reasonable accommodations to provide as much accessibility as possible while also
maintaining public safety in accordance with the City procedure for resolving reasonable
accommodation requests. Information about reasonable accommodations is available on the City
website at
https://www.rpcity.org/city_hall/departments/human_resources/a_d_a_and_accessibility_resources.
CERTIFICATION OF POSTING OF AGENDA
I, _________________________, ____________________, for the City of Rohnert Park, declare that
the foregoing agenda was posted and available for review on ______________ ______, _________, at
Rohnert Park City Hall, 130 Avram Avenue, Rohnert Park, California 94928. The agenda is also
available on the City web site at www.rpcity.org. Executed this _____ day of ________________,
_________ at Rohnert Park, California. _____________________________ Office of the City Clerk
PPP rrr ooo ccc lll aaa mmm aaa ttt iii ooo nnn
THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
Celebrating
M ARCH 2023 AS A MERICAN R ED C ROSS M ONTH
IN THE C ITY OF R OHNERT P ARK
Whereas, in times of crisis, people in the City of Rohnert Park come together to care for one
another. This humanitarian spirit is part of the foundation of our community and is exemplified by
American Red Cross volunteers and donors;
Whereas, the contributions of local Red Cross volunteers give hope to the most vulnerable in their
darkest hours - whether it’s providing emergency shelter, food and comfort for families devastated
by local disasters, donating essential blood; supporting service members, veterans and their families
and caregivers; helping to save the lives of others with first aid, CPR and other skills; or delivering
international humanitarian aid; and
Whereas, their work to prevent and alleviate human suffering is vital to strengthening our
community’s resilience. We dedicate this month of March to all those who continue to advance the
noble legacy of American Red Cross founder Clara Barton, who lived by her words, “You must
never think of anything except the need, and how to meet it.” We ask others to join in this
commitment to give back in our community.
Now, Therefore, be it Proclaimed that I, Samantha Rodriguez, as Mayor and on behalf of the
City Council, do hereby proclaim March 2023 as American Red Cross Month. I encourage all
residents of the City of Rohnert Park to reach out and support its humanitarian mission.
Duly and Regularly Proclaimed this 28th day of February 2023.
CITY OF ROHNERT PARK
Samantha Rodriguez, MAYOR
Item 3.A.
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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, February 14, 2023
1.CITY COUNCIL/RPFA/SUCCESSOR AGENCY TO THE CDC JOINT REGULAR
MEETING - CALL TO ORDER/ROLL CALL
Mayor Rodriguez called the joint regular meeting to order at 5:01 p.m., which was legally
noticed on February 9, 2023.
All Council Present: Samantha Rodriguez, Mayor
Susan Hollingsworth Adams, Vice Mayor
Jackie Elward, Councilmember
Gerard Giudice, Councilmember
Emily Sanborn, Councilmember
Staff present: City Manager Piedra, City Attorney Kenyon, Assistant City Manager
Schwartz, Public Safety Director Mattos, Deputy Chief Kilgore, Director of Human
Resources Cannon, Finance Director L. Tacata, Director of Development Services Pawson,
Director of Community Services Bagley, Director of Public Works Garrett, Deputy City
Engineer Brandt, Housing Manager Garcia, Senior Analyst Carey, Code Compliance
Program Manager Sorahan, Code Compliance Officer Lowden, Code Compliance Officer
II Tasseff, Homeless Services Coordinator Quig, Information Technology Manager
Rowley, and City Clerk Lopez Cuevas.
2.PLEDGE OF ALLEGIANCE
Led by Councilmember Giudice.
3.PRESENTATIONS
None.
4.DEPARTMENT HEAD BRIEFING
A.City of Rohnert Park 2023 Community Survey Announcement by Assistant City
Manager Schwartz. Assistant City Manager Schwartz informed that the City launched its
annual survey and provided a summary of the responses received as of February 10, 2023.
Vice Mayor Hollingsworth Adams left the dais at 5:07 p.m. and returned at 5:10 p.m.
Item 6B1
City of Rohnert Park Joint Regular Meeting Minutes for City Council February 14, 2023
RPFA/CDC Successor Agency Page 2 of 6
B. City of Rohnert Park Revenue to Budget Update by Finance Director L. Tacata
Finance Director L. Tacata provided an overview of City’s revenue and budget for the past six
months (midyear), including the financial crisis indicators providing an early warning of a
financial crisis.
5. PUBLIC COMMENTS
Matt Transue said he was grateful for the city’s Public Safety Department and proposed
completing a deconsolidation of the Public Safety Department.
Tom Levin spoke about public safety practices such as neighborhood watch program, post “no
pan handling” signs, seek more police resources and recruitment opportunities, etc.
Peter Alexander spoke about solutions for the homeless, a song called “Don’t Face Me In” and
the movie “Above the Law.”
6. CONSENT CALENDAR
6.A Acceptance of Reports from Finance Department:
6.A.1. City Bills/Demands for Payment dated January 18 through February 6, 2023
6.A.2. Council Second Quarterly Expense Report (October, November, December 2022).
6.B Approval of Minutes for City Council/RPFA/Successor Agency Joint Regular Meeting,
January 24, 2023
6.C Waive Second Reading of and Adopt Ordinance No. 974, an Ordinance of the City
Council of the City of Rohnert Park Enacting Chapter 9.42 of the Rohnert Park
Municipal Code to Prohibit Reckless Driving Exhibitions, Street Racing, and Sideshows
6.D Receive and Accept Annual Fire Inspection Report (SB 1205) for the Year of 2022
6.E Adopt Resolution 2023-005 Accepting the Southeast Specific Plan Phase 2 In-Tract and
Off-Site Improvements in Connection with Southeast Specific Plan Area and Directing
Related Actions (CEQA Status: Consistent with the Environmental Impact Report (EIR)
Adopted by the City Council on December 7, 2010)
6.F Adopt Resolution 2023-006 Accepting the Keiser Avenue Reconstruction Project and
Directing Relating Actions (CEQA Status: Consistent with the Environmental Impact
Report for the University District as Amended)
6.G Adopt Resolution 2023-007 Approving a Master Services Agreement with Goodwin
Consulting Group for Special Tax Consulting Services in Connection with the Formation
and Annual Administration of Community Facility Districts (CFDs)
6.H Adopt Resolution 2023-008 Authorizing the City Manager to Execute Master Service
Agreement for Consultant Services and Task Order 2023-01 with De Novo Planning
Group for Municipal Planning Services
6.I Authorize the City Manager to Execute Amendment No. 2 to Task Order 2020-14 with
GHD, Inc. for Additional Services in the Amount of $4,343.46 for the Local Roadway
Safety Plan Project, for a total Task Order amount of $126,406.46 (Project 2020-22)
(CEQA Status: Exempt)
6.J Authorize the Mayor to Execute a Letter in Support of Sonoma Clean Power’s
Department of Energy Grant Application, along with Cyrq and Calpine, for “Superheat
Long-Duration Energy Storage: Sub 24-Hour”
6.K Approve the Second Amendment to the Master Agreement for Consultant Services with
4LEAF Inc., adding $15,000 for Preparation of the Housing Element Update for a
City of Rohnert Park Joint Regular Meeting Minutes for City Council February 14, 2023
RPFA/CDC Successor Agency Page 3 of 6
Revised total Maximum Compensation of $141,949 and Authorize the City Manager to
Execute the Amendment
ACTION: Moved/seconded (Giudice/Elward) to approve the consent calendar.
Motion carried by the following unanimous roll call 5-0-0 vote: AYES:
Elward, Giudice, Sanborn, Hollingsworth Adams and Rodriguez NOES:
None, ABSENT: None, ABSTAINS: None.
7. REGULAR ITEMS:
A. Confirm Mayor Rodriguez's nomination of Aaron Zavala as the City’s
Representative to the Marin/Sonoma Mosquito & Vector Control District for a Four-Year
Term Expiring 12/31/2026. City Clerk Lopez Cuevas presented this item. Recommended
Action(s): Confirm Mayor Rodriguez's nomination of Aaron Zavala as the City’s
Representative to the Marin/Sonoma Mosquito & Vector Control District for a Four-Year Term
Expiring 12/31/2026.
PUBLIC COMMENTS: None.
ACTION: Moved/seconded (Elward/Rodriguez) to confirm Mayor Rodriguez’
appointments to various outside agencies and confirm Mayor’s direction
to staff to continue recruiting for the City’s Representative to the
Marin/Sonoma Mosquito & Vector Control District until January 24,
2023.
Motion carried by the following unanimous 5-0-0 vote: AYES: Elward,
Giudice, Sanborn, Hollingsworth Adams and Rodriguez NOES: None,
ABSENT: None, ABSTAINS: None.
Councilmember Giudice left the dais at 5:55 p.m. and returned at 5:59 p.m.
B. Receive 2022 Annual Code Compliance Report and Discussion and Direction on
Changes to Rohnert Park Municipal Code Title 1. Development Services Director Pawson
and Code Compliance Manager Sorahan presented this item. Recommended Action(s):
Receive the 2022 Annual Code Compliance Report and provide direction on recommended
changes to the Rohnert Park Municipal Code (RPMC) Title 1 Regarding general organization;
improvement to the administrative citation process and improvement to the nuisance abatement
process.
PUBLIC COMMENTS: None.
DIRECTION: By Consensus (none opposed), Council directed staff to move
forward with their recommended actions and bring back an
ordinance implementing these recommendations.
City of Rohnert Park Joint Regular Meeting Minutes for City Council February 14, 2023
RPFA/CDC Successor Agency Page 4 of 6
Disclosure of potential conflict of interest:
Councilmember Hollingsworth Adams stated that she runs a business across Roberts Lake Road
and therefore has a potential financial conflict of interest on item 7.C.
Councilmember Hollingsworth Adams departed the meeting at 6:22 p.m.
C. Receive an Update on the Program at Roberts Lake Park & Ride and Authorize an
Amendment to the Agreement with D Block Security for Security Services in the amount
of $307,055 and Authorize a Side Letter with Recology Inc. for Trash and Sanitation
Services in the Amount of $120,000 Housing Manager Garcia presented this item. Assistant
City Manager Schwartz and Public Safety Director Mattos answered questions.
Recommended Action(s): Receive an update on the Program at Roberts Lake Park & Ride
and by minute order, authorize the City Manager to execute an amendment to the agreement
with D Block Security for security services at the Roberts Lake Park & Ride in the amount of
$307,055; and a side letter with Recology Inc for trash and sanitation services at the Roberts
Lake Park & Ride with a budgeted amount of up to $120,000 for this fiscal year.
PUBLIC COMMENTS: Matt Transue and Tom Levin spoke against this item.
ACTION: Moved/Seconded (Elward/Sanborn) to authorize the City Manager to
execute an amendment to the agreement with D Block Security for
security services at the Roberts Lake Park & Ride in the amount of
$307,055; and a side letter with Recology Inc for trash and sanitation
services at the Roberts Lake Park & Ride with a budgeted amount of
up to $120,000 for this fiscal year.
Motion carried by the following 4-0-1 vote: AYES: Elward, Giudice,
Sanborn, and Rodriguez NOES: None, ABSENT: Hollingsworth Adams,
ABSTAINS: None.
Councilmember Hollingsworth Adams returned to the meeting at 7:07 p.m.
8. COMMITTEE / LIAISON/ OTHER REPORTS
A. Standing Committees:
None.
B. Liaison Reports:
1. Golf Course Oversight Committee Meeting (2/07)
Mayor Rodriguez reported on this meeting.
C. Outside Agency Reports:
1. Sonoma Clean Power Authority Board of Directors Meeting (02/02)
Councilmember Elward reported on this meeting.
2. Sonoma County Transportation Authority/Regional Climate Protection Authority
(SCTA/RCPA) Board of Directors Meeting (02/06)
Councilmember Giudice reported on this meeting.
City of Rohnert Park Joint Regular Meeting Minutes for City Council February 14, 2023
RPFA/CDC Successor Agency Page 5 of 6
3. Water Advisory Committee (WAC) and Technical Advisory Committee (TAC) to
Sonoma Water (2/6) Rodriguez/Sanborn
Development Services Director Pawson reported on this meeting.
4. Mayors and Council Members' Association of Sonoma County City Selection
Committee, Board of Directors and General Membership Meetings (2/9)
Vice Mayor Hollingsworth Adams reported on this meeting.
D. Other Reports:
1. 2023 Economic Perspective (1/26) (Giudice, Hollingsworth Adams & Rodriguez)
Councilmember Giudice reported that unemployment is very low in Sonoma County but
people are retiring and leaving the workforce. Inflation has slightly decreased and is now at
6.6%. City Manager Piedra stated that shortage in housing was discussed, as well as people
spending a great part of their salaries on housing. Mayor Rodriguez stated that livable wages
for farm workers and county staff was also discussed.
9. COMMUNICATIONS
Mayor Rodriguez thanked Lisa Orloff (Chamber of Commerce) for a great Crab Feed event.
Councilmember Elward invited the community to attend the “Black to the Future” concert and
an Award Ceremony for Black Leaders on February 18 at 8:00 p.m. in Sebastopol.
Councilmember Giudice indicated he and the head of the Catholic Charities will join the
Sonoma County Alliance at the Santa Rosa Golf and Country Club on Wednesday, March 1st to
discuss homelessness.
Mayor Rodriguez spoke about Black History Month celebration hosted by Sonoma State Black
Student Union at SSU.
Mayor Rodriguez congratulated the Boys Soccer, Boys Basketball, and Girls Basketball teams
for being selected to participate in the Sectional Championships.
10. MATTERS FROM/FOR COUNCIL
None.
11. PUBLIC COMMENT
Matt Transue stated homelessness is not going to be resolved and that we have to reevaluate our
approach. Matt Transue stated the encampment is too close to businesses.
12. CLOSED SESSION:
A. Mayor Rodriguez made the closed session announcement pursuant to Government Code
§54957.7 and Council recessed to Closed Session at 7:29 p.m. in Conference Room 2.A. to
consider: Conference with Legal Counsel – Anticipated Litigation- Significant exposure to
litigation pursuant to Government Code Section 54956.9(d)(2): One case.
City of Rohnert Park Joint Regular Meeting Minutes for City Council February 14, 2023
RPFA/CDC Successor Agency Page 6 of 6
Mayor Rodriguez stated that the Council will report on Closed Session (Government Code
§54957.1) at the next regular meeting.
13. ADJOURNMENT
Mayor Rodriguez adjourned the joint regular meeting 7:32 p.m.
_____________________________________ __________________________________
Sylvia Lopez Cuevas, City Clerk Samantha Rodriguez, Mayor
City of Rohnert Park City of Rohnert Park
MINUTES OF THE SPECIAL MEETING
OF THE CITY OF ROHNERT PARK
City Council
Rohnert Park Financing Authority
Successor Agency to the Community Development Commission
Wednesday, February 22, 2023
1.CITY COUNCIL/RPFA/SUCCESSOR AGENCY TO THE CDC SPECIAL MEETING
-CALL TO ORDER/ROLL CALL
Mayor Rodriguez called the special meeting to order at 9:03 a.m., which was legally noticed
on February 16, 2023.
All Council Present: Samantha Rodriguez, Mayor
Susan Hollingsworth Adams, Vice Mayor
Jackie Elward, Councilmember
Gerard Giudice, Councilmember
Emily Sanborn, Councilmember
Staff present: City Manager Piedra, City Attorney Kenyon, Assistant City Manager
Schwartz, Deputy Chief Johnson, Deputy Chief Kilgore, Director of Human Resources
Cannon, Finance Director L. Tacata, Director of Development Services Pawson, Director
of Community Services Bagley, Management Analyst E. Tacata, Senior Analyst Carey,
Management Analyst McLaughlin, Community Services Manager Warner, Community
Services Program Coordinator Foley, Finance Manager O’Connell, ERP System Analyst
Piotrkowski, Management Analyst Ortega de Valencia, Accounting Supervisor Hawkins,
Information Technology Manager Rowley, and City Clerk Lopez Cuevas.
Vice Mayor Hollingsworth Adams left the dais at 9:23 a.m. and returned at 9:40 a.m.
2.DISCUSSION AND DIRECTION REGARDING CITY COUNCIL STRATEGIC
PRIORITIES
Steve Keith requested Council to consider an overhaul of the City’s recycling program,
performing an audit on how recycling is managed by residents, City staff and Recology. Mr.
Keith would like the Council to prioritize updating its Municipal Code, promoting the City
through a tourism board, as well as other options to encourage retail business.
Baker Tilly Managing Director Nancy Hetrick and Senior Manager Christine Butterfield
facilitated this Strategic Priorities Workshop. City Manager Piedra provided her observations
and expectations by the City and the organization. Discussions included the following topics:
reflect on practices of effective councils, hear City Manager’s observations and expectations,
Item 6B2
City of Rohnert Park Special Meeting Minutes for City Council February 22, 2023
RPFA/CDC Successor Agency Page 2 of 2
review Council interview themes, celebrate accomplishments and identify Council priorities,
and discuss strategies for keeping focus and getting results.
Mayor Rodriguez declared a short recess at 10:10 a.m. and 10:20 a.m.
Mayor Rodriguez declared a recess at 11:22 p.m. and reconvened the meeting at 12:47 p.m.
Baker Tilly will complete a workshop report that will include the feedback shared by Council
today, including Council’s already established goals as well as exploring new goals. Council
will confirm their priorities at a future City Council Meeting.
By consensus (none opposed), Council priorities will be reviewed yearly.
4. ADJOURNMENT
Mayor Rodriguez adjourned the joint special meeting at 2:55 p.m.
_____________________________________ __________________________________
Sylvia Lopez Cuevas, City Clerk Samantha Rodriguez, Mayor
City of Rohnert Park City of Rohnert Park
MINUTES OF THE SPECIAL MEETING
OF THE CITY OF ROHNERT PARK CITY COUNCIL
Wednesday, February 22, 2023
MEETING LOCATION: CITY HALL – CONFERENCE ROOM
2A 130 Avram Avenue, Rohnert Park, California
1.CITY COUNCIL SPECIAL MEETING - CALL TO ORDER/ROLL CALL
Mayor Rodriguez called the special meeting to order at 4:00 p.m., which was legally noticed
on February 22, 2023.
All Council Present: Samantha Rodriguez, Mayor
Susan Hollingsworth Adams, Vice Mayor
Jackie Elward, Councilmember
Gerard Giudice, Councilmember
Emily Sanborn, Councilmember
Staff present: City Manager Piedra and City Attorney Kenyon.
2.CLOSED SESSION
A.Public Comments: None
B.Mayor Rodriguez made the closed session announcement pursuant to Government Code
§54957.7 and Council recessed to Closed Session at 4:00 p.m. to consider: Conference
with Legal Counsel – Anticipated Litigation Significant exposure to litigation pursuant to
Government Code Section 54956.9(d)(2): One case
C.Mayor Rodriguez reconvened the Special Meeting open session at 4:45 p.m. to report on
Closed Session (Government Code §54957.1) indicating no reportable action.
4.ADJOURNMENT
Mayor Rodriguez adjourned the special meeting at 4:45 p.m.
_____________________________________ __________________________________
Sylvia Lopez Cuevas, City Clerk Samantha Rodriguez, Mayor
City of Rohnert Park City of Rohnert Park
Item 6B3
ITEM NO. 6.C.
1
Meeting Date: February 28, 2023
Department: Administration
Submitted By: Marcela Piedra, City Manager
Prepared By: Sylvia Lopez Cuevas, City Clerk
Agenda Title: Adopting a Resolution Terminating the Existence of a Local Emergency (Novel
Coronavirus “COVID-19”)
RECOMMENDED ACTION:
Adopt a Resolution terminating the existence of a local emergency (Novel Coronavirus “COVID-19”)
proclaimed on March 5, 2020.
BACKGROUND:
On March 5, 2020, the City Manager 1, acting in his capacity as Director of Emergency Services,
proclaimed the existence of a local emergency (Attachment 1). The City’s Proclamation was received
by the Sonoma County Department of Emergency Management and the California Governor’s Office
of Emergency Services (CalOES).
Threatened conditions of disaster or peril to safety beyond the control of the services, personnel,
equipment, and facilities presented by the spread of COVID-19 have been significantly subsided to
such a degree that Governor Gavin Newsom plans to terminate the COVID-19 State of Emergency on
February 28, 2023. Government Code Section 8630(d) requires the City Council to terminate a local
emergency at the earliest possible date that conditions warrant; therefore, staff is requesting City
Council to consider terminating the existence of the local emergency in the City based on this
requirement in state law.
ANALYSIS:
On or about March 2, 2020, the City of Rohnert Park was informed that the Sonoma County Health
Officer declared a Local Health Emergency pursuant to Health and Safety Code section 101080 due to
the potential introduction of COVID-19 in Sonoma County.
In order to address the global COVID-19 outbreak, Governor Gavin Newsom declared a State of
Emergency on March 4, 2020, in order to address the global COVID-19 outbreak and to make
additional resources available, formalize emergency actions already underway across multiple state
agencies and departments, and help the state prepare for a broader spread of COVID-19.
1 Government Code section 8630 and Section 2.52.050 of the Rohnert Park Municipal Code designates
the City Manager as the Director of Emergency Services and Section 2.52.060 empowers the Director
of Emergency Services to proclaim the existence or threatened existence of a local emergency.
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
ITEM NO. 6.C.
2
On March 16, 2020, the nine counties in the San Francisco Bay Area, including Sonoma County,
issued an order (“Public Health Order”) requiring residents to shelter in place starting on March 17,
2020 in order to slow the spread of the COVID-19 virus.
The local health orders have been modified and amended from time to time during the duration of the
COVID-19 pandemic. For the past almost three years, the City has battled the effects of COVID-19
has had on its residents and businesses. The City has distributed millions of dollars of aid and relief to
those affected by the pandemic, in the form of utility assistance and forgiveness, coordinating testing
and vaccination efforts, supporting small and local businesses as well as implementing other programs.
The termination of the local emergency does not mean that the threat of the virus and virus variants are
not still present. The state Department of Public Health and local health departments believe that the
ability to manage the care of those impacted will not risk the stability of the local health system.
Therefore, Staff is recommending Council to terminate its local emergency at this time because the
City Manager, in her capacity of Director of Emergency Services, is able to continue to manage the
administration of the City consistent with applicable state and local orders related to the COVID-19
pandemic.
STRATEGIC PLAN AND COUNCIL PRIORITIES ALIGNMENT:
This action is consistent with Strategic Plan Goal C: Ensure the effective delivery of public services.
OPTIONS CONSIDERED:
1. The City Council may adopt a resolution terminating the existence of the City’s COVID-19
emergency. Staff recommends this option because there is no need to continue the local
emergency since no immediate threats exist to Rohnert Park.
2. The City Council could determine that an emergency still exists and not adopt the resolution.
FISCAL IMPACT/FUNDING SOURCE:
There is no negative fiscal impact to the City by terminating this local emergency according to
Government Code Section 8630(d). The City has received financial support and reimbursement from
the State Office of Emergency Services (OES) and Federal Emergency Management Agency (FEMA)
for costs incurred as a result of this emergency. There are no outstanding claims nor are further
payments expected.
Department Head Approval Date: N/A
Finance Director Approval Date: 2/3/2023
City Attorney Approval Date: 2/10/2023
City Manager Approval Date: 2/14/2023
Attachments:
1. Proclamation Declaring the Existence of a Local Emergency signed on March 5, 2020.
2. Resolution 2020-024 Ratifying City Manager’s Proclamation of the Existence of a Local
Emergency
3. Resolution Terminating the Existence of a Local Emergency
RESOLUTION NO. 2020-024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
RATIFYING THE PROCLAMATION OF EXISTENCE OF A LOCAL EMERGENCY
NOVEL CORONAVIRUS "COVID-19")BY THE CITY MANAGER IN HIS
CAPACITY AS DIRECTOR OF EMERGENCY SERVICES
WHEREAS, Section 2.52.050 of the Rohnert Park Municipal Code designates the City
Manager as the Director of Emergency Services; and
WHEREAS, Section 2.52.060 of the Rohnert Park Municipal Code empowers the
Director of Emergency Services to proclaim the existence or threatened existence of a local
emergency when said city is affected or likely to be affected by a public calamity and;
WHEREAS, Section 8558 of the Government Code defines a local emergency as
including an epidemic; and
WHEREAS,the Director of Emergency Services received notification on or about March
2, 2020, that the Sonoma County Health Officer declared a Local Health Emergency pursuant to
Health and Safety Code section 101080 due to the potential introduction of COVID-19 in
Sonoma County;
WHEREAS,the Director of Emergency Services received notification on or about March
2, 2020,that County of Sonoma Department of Health Services(County DHS)confirmed two
presumptive positive cases of novel coronavirus (COVID-19) in Sonoma County; and
WHEREAS,the Director of Emergency Services received notification on or about March
2, 2020,that and the County of Sonoma Director of Emergency Services proclaimed a Local
Emergency due to the threat of COVID-19 in the County; and
WHEREAS,COVID-19 might affect many tens of thousands residents within the City
and the immediately surrounding areas. The COVID-19 is likely to create conditions of disaster
or extreme peril which will be beyond the services, personnel and equipment and facilities of the
City, creating the potential for significant impacts to the health and safety of City residents as
well as critical public services and infrastructure; and,
WHEREAS,the City of Rohnert Park may need to promulgate emergency orders and
regulations to facilitate the maintenance of order and reduction in potential loss of life and
property; and
WHEREAS,on March 5, 2020, at 1:17 p.m., the City Manager, in his capacity as
Director of Emergency Services, proclaimed the existence of local emergency in the City of
Rohnert Park, after determining that the rapidly widespread of COVID-19 is likely to create
conditions of disaster or extreme peril which will be beyond the services, personnel and
equipment and facilities of the City; and
WHEREAS, in accordance with Government Code section 8630 and Section 2.52.060 of
the Rohnert Park Municipal Code,the City Council must take action to ratify the proclamation of
the Director of Emergency Services within seven days thereafter or the proclamation shall have
no further force or effect.
WHEREAS, the Rohnert Park City Council does hereby find that the aforesaid
conditions did warrant and necessitate the proclamation of the existence of a local emergency;
and
WHEREAS, the Director of Emergency Services of the City of Rohnert Park did
proclaim the existence of a local emergency within said city on 5th day of March, 2020;
NOW, THEREFORE, BE IT RESOLVED that said proclamation of existence of a
local emergency, as issued by said City Manager/Emergency Services Director, is hereby ratified
by the Rohnert Park City Council; and
BE IT FURTHER RESOLVED that said local emergency shall be deemed to continue
to exist until its termination is proclaimed by the City Council of the City of Rohnert Park,
Sonoma County, California.
DULY AND REGULARLY ADOPTED this 10`h day of March, 2020.
CITY OF ROHNERT PARK
U
Joseph . allinan, Mayor
ATTEST:
e-A 4- erg, C1t er
SYLVIA LOPEZ CUEVAS
AP'ROV i ' Tr ARM:
iktA
ity Attorney
ADAMS: 14-y, BELFORTE: ,A.\IL STAFFORD: 4 Y MACKENZIE: AYL CALLINAN: .7+NC
AYES: ( S ) NOES: ( CI ) ABSENT: ( 0 ) ABSTAIN: (C )
Resolution 2020-024
2
PROCLAMATION
A PROCLAMATION BY THE DIRECTOR OF EMERGENCY SERVICES OF THE
CITY OF ROHNERT PARK DECLARING THE EXISTENCE OF A LOCAL
EMERGENCY
WHEREAS, Section 2.52.060 of the Rohnert Park Municipal Code empowers the City
Manager. as the Director of Emergency Services. to proclaim (subject to ratification by the City
Council within seven days) the existence or threatened existence ofa local emergency when said
City is affected or likely to be affected by a public calamity and the City Council is not in session;
WHEREAS, on March 2,2020, the County of Sonoma Department of Health Services
County DHS) confirmed two presumptive positive cases of novel coronavirus (COVID-19) in
Sonoma County;
WHEREAS, on March 2.2020. the County DHS confirmed that it anticipates additional
cases in Sonoma County from non-travel. community transmission due to the increase of these
cases in the country, combined with the worldwide uncontrolled spread of COVID-19; and
WHEREAS, at or about 10:00 a.m. on March 2.2020, the Sonoma County Health
Officer declared a Local Health Emergency pursuant to Health and Safety Code section 101080
due to the potential introduction of COVID- 19 in Sonoma County; and
WHEREAS, at or about l0:00 a.m. on March 2,2020, the County of Sonoma Director
of Emergency Services proclaimed a Local Enrergency due to the theat of COVID-I9 in the
County; and
WHEREAS, as of March 4, 2020. across the globe, there are more than 94,000
confirmed cases of COVID- I 9. tragically resulting in more than 3,000 deaths worldwide; and
WHEREAS, as of March 4,2020. there are 129 confirmed cases of COVID-I9 in the
United States, including 53 in Califomia, and more than 9,400 Califomians across 49 counties are
in home monitoring based on possible travel-based exposure to the virus, and officials expect the
number of cases in Califomia, the United States. and worldwide to increase; and
WHEREAS, on or about March 4, 2020, as part of the State of California's response to
address the global COVID-19 outbreak, Govemor Gavin Newsom declared a State of Emergency
to make additional resources available, formalize emergency actions already underway across
multiple state agencies and departments, and help the state prepare for broader spread of COVID-
19 following one official COVID-19 death;
NOW, THEREFORE. the Director of Emergency Services finds that:
A. The United States of America has confirmed cases of individuals who have a severe
acute respiratory illness caused by a novel (new) coronavirus ("COVID-19" or "the
virus") first detected in Wuhan. Hubei Province, People's Republic ofChina ("China").
The virus was hrst reported in China on December 31,2019. As of March 2,2020,Lhe
World Health Organization ("WHO") has reported more than 3,000 deaths stemming
from approximately 89,000 confirmed cases of COVID-19 and the virus is present in
67 countries. The number of confirmed cases has continued to escalale dramatically
over a short period of time; and
B. WFIO officials now report that sustained human-to-human transmission of the virus is
occurring. Transmission from asymptomatic individuals has been documented.
Suspected community transmission of the virus is occurring in the United States.
C. Although the majority of individuals infected with COVID-19 recover liom the disease
without special treatment, there is significant potential for serious ir.rfection and death;
and
D. On January 30. 2020. WHO declared the COVID-I9 outbreak a public health
emergency of international concem, and on January 31,2020, the U.S. Depaftment of
Health and Human Services declared a Public Health Emergency fbr the United States
of America; and
E. The United States Centers for Disease Control and Prevention (CDC) has determined
that the virus presents a serious public health threat, requiring coordination among
state and local health departments to ensure readiness for potential health threats
associated with the virus; and
F. The County's Public Health Officer has found that the conditions constituting a threat
to community health, including a presumptive case of community infection, may be
present in the County wananting a proclamation ofa Local Health Emergency; and
G. Conditions of extreme peril to the safety ofpersons and property have arisen within the
City caused by the theat of COVID-19 that will impact significant City and community
operations, including critical public infrastructure and services, and which will require
the provision ofadditional public safety and emergency services; and
H. As contemplated in the Emergency Service Act contained in Government Code Section
8550 et seq., including Section 8558(c), a local emergency exists because of the
existence of conditions of disaster or of extreme peril to the safety of persons and
property within the City ofRohnert Park caused by the aforesaid conditions which are
Iikely to be beyond the control of the services, personnel and facilities of the City of
Rohnert Park and require the combined forces ofother political subdivisions to combat;
and the proclamation of a Local Emergency is necessary to enable the City ofRohnert
Park and other local govemment entities to adequately plan, prepare and preposition
resources to be able to effectively respond to the threat posed by COVID-19, and to
wam City of Rohnert Park residents and visitors of the threat posed by COVID-19 and
to enable them sufficient time to plan and prepare; and
I. At the time of this proclamation, the City Council is not in session (and cannot
immediately be called into session).
NOW, THEREFORE, IT lS HEREBY PROCLAIMED that a local emergency exists
in accordance with the findings set forth above, commencing on or about the time and date ofthe
signature of the Director ofEmergency Services below.
IT IS FURTHER PROCLAIMED AND ORDERED that during the existence of this
local emergency, the powers, functions and duties ofthe emergency organizalion of this City shall
Proclamation COVID- I 9
be those prescribed by state law, by ordinances and resolutions of this City, and by the City's
Emergency Operations Plan.
IT IS FURTHER PROCLAIMED AND OR-DERED that this local emergency shall
continue to exist not longer than seven days, unless this action is further ratified by the City
Council. The City Council shall terminate the local emergency at the earliest possible date that
conditions warrant.
IT IS FURTHER PROCLAIMED AND ORDERED that the Director of Emergency
Services ofthe City of Rohnert Park is hereby authorized to execute for and on behalfofthe City
of Rohnert Park, any agreement or application for, and to file the agreement with. the California
Govemor's Olfice of Emergency Services for the purposes oi obtaining lederal financial
assistance.
IT IS REQUESTED that the Govemor of the State of Califomia include the City of
Rohnert Park in any emergency declaration by the State; ensure the City of Rohnert Park is
included in any emergency declaration that may be issued by the President ofthe United States of
America; waive regulations that may hinder response and recovery efforts; and make available
Califomia Disaster Act and State Private Nonprofit Organizations Assistance Program Funding.
Date and time: ta l-1 f n lAanc\< , ?ltLtl By,
Director of Em gency Services
Darrin W. Jenkins
ATTEST:
Sylvia . Assistant City Clerk
Proclamation COVID-19
3
RESOLUTION NO. 2023-009
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
TERMINATING THE EXISTENCE OF A LOCAL EMERGENCY
(NOVEL CORONAVIRUS "COVID-19")
WHEREAS, Section 8558 of the Government Code defines a local emergency as the
duly proclaimed existence of conditions of disaster or of extreme peril to the safety of persons
within the territorial limits of a city, caused by epidemic conditions; and
WHEREAS, Section 2.52.050 of the Rohnert Park Municipal Code designates the City
Manager as the Director of Emergency Services; and
WHEREAS, Section 2.52.060 of the Rohnert Park Municipal Code empowers the
Director of Emergency Services to proclaim the existence of a local emergency when said city is
affected or likely to be affected by a public calamity and;
WHEREAS, the City of Rohnert Park needed to promulgate emergency orders and
regulations to facilitate the maintenance of order and reduction in potential loss of life caused by
the introduction of COVID-19 to the City; and
WHEREAS, on March 5, 2020, at 1:17 p.m., the City Manager, in his capacity as
Director of Emergency Services, proclaimed the existence of local emergency in the City of
Rohnert Park, after determining that the rapidly widespread of COVID-19 was likely to create
conditions of disaster or extreme peril which will be beyond the services, personnel and
equipment and facilities of the City; and
WHEREAS, the existence of a local emergency was confirmed by the City Council at its
City Council Meeting on March 10, 2020; and
WHEREAS, Governor Gavin Newsom plans to terminate the COVID-19 State of
Emergency on February 28, 2023; and
WHEREAS, pursuant to Government Code Section 8630(c), the Rohnert Park City
Council has reviewed the need to continue the existence of the local emergency and has
determined that the situation resulting from said condition of extreme peril is now deemed not to
be beyond the control of normal protective services, personnel, equipment, and facilities of and
within said City of Rohnert Park;
NOW, THEREFORE, BE IT RESOLVED the Rohnert Park City Council does hereby
proclaim the termination of said local emergency.
DULY AND REGULARLY ADOPTED this 28th day of February 2023.
CITY OF ROHNERT PARK
____________________________________
Samantha Rodriguez, Mayor
Resolution 2023-009
Page 2
ATTEST:
______________________________
Sylvia Lopez Cuevas, City Clerk
ELWARD: _________ GIUDICE: _________SANBORN: _________ HOLLINGSWORTH ADAMS: _________ RODRIGUEZ: _________
AYES: ( ) NOES: ( ) ABSENT: ( ) ABSTAIN: ( )
ITEM NO. 6.D.
1
Meeting Date: February 28, 2023
Department: Administration
Submitted By: Sylvia Lopez Cuevas, City Clerk
Prepared By: Elizabeth Machado, Assistant City Clerk
Agenda Title: Adopt a Resolution Approving an Update to the Records Retention Schedule and
Superseding Resolution 2020-107 and Adopt a Resolution Approving an Update
to the Records Management Policy and Superseding Resolution 2020-080
RECOMMENDED ACTION:
1. Adopt a resolution approving an update to the Records Retention Schedule and superseding
Resolution 2020-107; and,
2. Adopt a resolution approving an update to the records management policy and superseding
Resolution 2020-080.
BACKGROUND AND ANALYSIS:
On September 8, 2020, City Council adopted Resolution 2020-080 approving a new Records
Management Policy (Policy). Staff is proposing updates to the Policy. Information Technology Service
is beginning to install Microsoft Office 365 on employees' computers. One feature of the program is
Microsoft Teams Chat, which is used as a transitory method of communication. To make this
distinction clear, staff proposes adding Microsoft Teams Chat as an example in the policy definition
for “Transitory Writing.” Also, due to the recodification of the Public Records Act, several
Government Code Sections referenced in the Policy are incorrect. Several proposed changes are to
update the Government Code Sections to their new section numbers.
A records retention schedule is a planned and systematic policy governing the period of retention for
all types of records regardless of the format in every department of the City. Under the California
Government Code, records retention schedules approved by the City Council via resolution have the
legal authority over the disposition of City records. Retention schedules are current for five years
unless amended sooner due to a change in the City’s records keeping practices.
On December 8, 2020, the Council adopted Resolution 2020-107 approving a new Records Retention
Schedule. This Retention Schedule provides for the efficient and proper management, destruction, and
protection of the City’s records. Since the adoption of the Records Retention Schedule, several laws
governing the retention of records have been amended. Staff has identified additional example records
to add to several Record Series for efficiency purposes. For these reasons, Staff is requesting Council
approve changes to the current Record Retention Schedule that will better fit the City’s processes and
practices. Staff, in collaboration with the City Attorney’s Office, are proposing the following changes:
1. Record Number 006 – add “letters, e-mail” as examples of correspondence in Example Records
2. Record Number 014 – add “CA – GOV 12946 – (4Y)” as a legal citation
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
ITEM NO. 6.D.
2
3. Record Number 015 – add “Local Firearm’s License” and “Solicitor Permits” as example
records
4. Record Number 048 – add “Public Works” as a Department/Office of Record
5. Record Number 062 – update retention period for from “Publication of Notice + 2Y” to
“Publication of Notice + 3Y”
6. Record Number 067 – add “CA - GOV 12946 - (4Y; T+4Y)” as a legal citation
7. Record Number 075 – add “CA - GOV 12946 - (4Y; T+4Y)” as a legal citation
8. Record Number 081 – update retention period for Record Number 081 from “2Y” to “4Y” and
add “CA - GOV 12946 - (4Y)” as a legal citation
9. Record Number 082 – add “CA - GOV 12946 - (4Y; T+4Y)” as a legal citation
10. Record Number 083 – add “CA - GOV 12946 - (4Y)” as a legal citation
11. Record Number 100 – remove “whether sustained or not sustained” from description; update
retention from “While Active + 5Y” to “While Active+5Y (not sustained) While active + 15Y
(sustained)”; and add “CA - GOV 12946 - (4Y),” “CA - PEN 832.5(b) - (5Y, not sustained),”
and “CA - PEN 832.5(b) - (15Y, sustained)” as legal citations
12. Remove “See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS
RETENTION document for retention of Public Safety records not specified below” from the
header and add “*Also see the Sonoma County Public Safety Consortium Records Retention
Schedule for retention of Public Safety Records” as a note to Record Number 091, 092, 093,
and 099
As departments continue to utilize the Records Retention Schedule and identify new needs, Staff
anticipates retuning to the City Council with proposed revisions.
STRATEGIC PLAN AND COUNCIL PRIORITIES ALIGNMENT:
This action is consistent with Strategic Plan Goal C: Ensure the effective delivery of public services.
OPTIONS CONSIDERED:
1. Recommended Option: Staff recommends Council adopt a resolution approving an update to
the Records Retention Schedule and superseding Resolution 2020-107 and adopt a resolution
approving an update to the records management policy and superseding Resolution 2020-080.
2. Council could choose not to approve an update to the Records Retention Schedule and records
management policy. Staff does not recommend this action because the proposed amendments
comply with laws governing the retention of records and ensure the retention schedule and
policy meet the needs of staff.
FISCAL IMPACT/FUNDING SOURCE:
There is no fiscal impact to adopt the proposed update to the Records Retention Schedule.
Department Head Approval Date: N/A
Finance Director Approval Date: N/A
City Attorney Approval Date: 12/30/2022 (revised retention schedule)
ITEM NO. 6.D.
3
City Manager Approval Date: 2/15/2023
Attachments:
1. Proposed Revisions to the Records Retention Schedule
2. Proposed Revisions to the Records Management Policy
3. Resolution 2023-009 Approving an Update to the Records Retention Schedule and
Superseding Resolution 2020-107
a. Exhibit A to Resolution: 2023 Records Retention Schedule
4. Resolution 2023-010 Approving an Update to the Records Management Policy and
Superseding Resolution 2020-080
a. Exhibit A to Resolution: 2023 Records Management Policy
Records Retention Schedule
City Clerk’s Office
130 Avram Avenue
Rohnert Park, CA 94928
February 14, 2023
Adopted: Resolution 2023-XXX
Table of Contents
Legends .............................................................................................................................................. v
Using the Record Retention Schedule ................................................................................................... vi
Retention Schedule .............................................................................................................................. 1
Advisory Bodies - Non-Brown Act................................................................................................................... 1
Audio/Video Records - Nonlegislative Meetings ............................................................................................ 1
Audits - Internal and Administration .............................................................................................................. 1
Budgeting and Financial, Strategic Planning ................................................................................................... 1
Community Outreach, Media and Public Relations ........................................................................................ 1
General and Department Administration ....................................................................................................... 2
Grants and External Funding Sources ............................................................................................................. 2
Legal Advice and Opinions .............................................................................................................................. 2
Legislative Councils, Boards & Commissions - Administrative Documents .................................................... 2
Policies and Procedures .................................................................................................................................. 3
Public Notices ................................................................................................................................................. 3
Purchasing - Agreements and Contracts Not Awarded .................................................................................. 3
Service Issues, Complaints .............................................................................................................................. 3
Training Materials, Courses, Scheduling ......................................................................................................... 3
Activity and Event Permits and Licenses ........................................................................................................ 4
Animal Services .............................................................................................................................................. 4
Miscellaneous Building Permit Documents .................................................................................................... 4
Administrative Hearings ................................................................................................................................. 4
Public Information Requests .......................................................................................................................... 4
Building Plans, Building Permits - Residential and Commercial ..................................................................... 5
Address Files ................................................................................................................................................... 5
Agreements, Contracts - Settlement Agreements ......................................................................................... 5
Appointments to Boards, Commissions and Committees .............................................................................. 5
Audio/Video Records - Legislative Meetings .................................................................................................. 5
Claims for Money or Damages Against the City ............................................................................................. 5
Election Records - Administrative Files .......................................................................................................... 6
Election Records - Candidates Elected ........................................................................................................... 6
Election Records - Candidates Not Elected .................................................................................................... 6
Election Records - Committees ...................................................................................................................... 6
Election Records - Initiative, Recall, or Referendum Petitions ....................................................................... 6
Election Records - Nomination Documents .................................................................................................... 6
Page i - 2023
FPPC Forms - Mandated Reporting ................................................................................................................ 6
FPPC Forms - Statements of Economic Interest ............................................................................................. 6
Historical Documents, Events, Memorabilia, Collections, Artifacts................................................................ 7
Prop 218 Protest Procedure ........................................................................................................................... 7
Records of Legislative Councils, Boards & Commissions Actions ................................................................... 7
Records, Information Management ............................................................................................................... 7
Assessment Districts - Community Facility Districts ....................................................................................... 8
Litigation ......................................................................................................................................................... 8
Agreements and Contracts - Goods, Rentals, or Services .............................................................................. 8
Economic Development Programs and Services ............................................................................................ 9
Insurance Coverage - Non-Occurrence Based ................................................................................................ 9
Insurance Coverage - Occurrence Based ........................................................................................................ 9
Business Continuity Records - Facilities and Emergency Operations ............................................................. 9
Code Compliance and Enforcement ............................................................................................................. 10
Community Services Programs and Services ................................................................................................ 10
Facility Rentals .............................................................................................................................................. 10
Agreements, Contracts - Public Projects ...................................................................................................... 11
Engineering Project Files - Construction Records ......................................................................................... 11
Engineering Project Files - Final Documents ................................................................................................ 11
Grading and Encroachment Permits............................................................................................................. 11
Real Estate Appraisals .................................................................................................................................. 11
Real Estate Transactions ............................................................................................................................... 12
Recorded Maps and Diagrams, and As-Built Plans ....................................................................................... 12
Traffic and Transportation Planning ............................................................................................................. 12
Accounts Payable and Receivable ................................................................................................................ 13
Audits - Official ............................................................................................................................................. 13
Banking Records ........................................................................................................................................... 13
Business Licenses .......................................................................................................................................... 14
Community Development Agency/Community Development Commission Official Reports ....................... 14
Debt .............................................................................................................................................................. 14
Escheat, Unclaimed Funds............................................................................................................................ 14
Financial Reporting - Official, Annual, Periodic ............................................................................................ 14
Fixed Assets .................................................................................................................................................. 15
General Ledger, Journal Entries, Budget Adjustments ................................................................................. 15
Investments .................................................................................................................................................. 15
Payroll ........................................................................................................................................................... 16
Page ii - 2023
Tax Filings ..................................................................................................................................................... 16
Utility Customer Account Information ......................................................................................................... 16
Fuel Management ........................................................................................................................................ 16
City Building, Property Management ........................................................................................................... 16
Permits Issued by Fire Department .............................................................................................................. 16
Housing Program Files .................................................................................................................................. 17
Benefit Plans ................................................................................................................................................. 17
Employee Benefit Files ................................................................................................................................. 17
Employee Medical Records .......................................................................................................................... 17
Labor Relations ............................................................................................................................................. 18
Regulatory Reporting for Human Resources ................................................................................................ 18
Salary, Compensation ................................................................................................................................... 18
Work Authorizations and Supporting Documentation ................................................................................. 18
Staffing and Recruiting ................................................................................................................................. 18
Personnel Files ............................................................................................................................................. 19
Training for Employees and Officials ............................................................................................................ 19
Employee Health & Safety ............................................................................................................................ 20
Technology Help Desk, Access and Security ................................................................................................. 20
Application, System Management ............................................................................................................... 21
Business Continuity Records - Computing Equipment and Network Operations ......................................... 21
Security, Access Operations ......................................................................................................................... 21
Planning Services - Permanent ..................................................................................................................... 21
Planning Services - Short-term ..................................................................................................................... 22
Arson Investigations ..................................................................................................................................... 22
Concealed Weapons Licenses....................................................................................................................... 22
Criminal Registrations - Gangs ...................................................................................................................... 22
Fire Equipment ............................................................................................................................................. 22
Fire Prevention Inspections .......................................................................................................................... 22
Fire Prevention Occupancy Records ............................................................................................................. 22
Fire Prevention Programs ............................................................................................................................. 22
Fire Station Activity Records......................................................................................................................... 23
Incident Reports ........................................................................................................................................... 23
Police - Complaints, Internal Investigations ................................................................................................. 23
Police Routine Video Records ....................................................................................................................... 23
City Asset Repair, Maintenance .................................................................................................................... 23
Hazardous Waste, Monitoring and Remediation ......................................................................................... 24
Page iii - 2023
Operational Maps ......................................................................................................................................... 24
Recycled Water, Backflow ............................................................................................................................ 24
Storm Water Drainage Management ........................................................................................................... 24
Water and Sewer .......................................................................................................................................... 25
Maintenance/Inspection Reports - City Facilities and Infrastructure ........................................................... 25
Public Safety Consortium Schedule ............................................................................................................. 26
Page iv - 2023
Legends
C I TAT I O N C O D E S
B&P = Business and Professions GC = California Government Code
CAC = California Administrative Code H&S = Health & Safety
CBC = California Building Code HUD = Housing and Urban Development
CCP = Code of Civil Procedure LAB = California Labor Code
CCR = California Code of Regulations OMB = Office of Management & Budget
CEC = California Evidence Code OSHA = Occupational Safety & Health Act
CEQA = California Environmental Quality Act PC = Penal Code
CFC = California Fire Code POST = Police Officers Standards Training
CFR = Code of Federal Regulations R&T = California Revenue & Taxation Code
EC = Election Code SEC = Security Exchange Commission
EVC = California Evidence Code UFC = Uniform Fire Code
FA = California Food and Agriculture USC = United States Code
FC = California Financial Code VEH = Vehicle Code
FMLA = Family & Medical Leave Act 1993 W&I = Welfare & Institutions Code
FPPC = Fair Political Practice Commission
Retention Codes
AC = While Active MAINT = Maintain Records
FR = Final Resolution PR = Permanent
LA = Limitation on Action S = Superseded
LI = Life (of program, asset) T = Termination
M = Month Y = Year
MA = Maturity D = Days
Acronyms
CCMS = Citywide Content Management System MOA = Memorandum of Agreement
DOJ = Department of Justice MOU = Memorandum of Understanding
FEMA = Federal Emergency Management
Agency MSDA = Material Safety Data Sheet
FPPC = Fair Political Practice Commission REMIF = Redwood Empire Municipal
Insurance Fund
FTC = Federal Trade Commission RFI = Request for Information
JPA = Joint Powers Agreement RFP = Request for Proposal
LOI = Letter of Intent RFQ = Request for Qualifications
Page v - 2023
Using the Record Retention Schedule
The retention schedule is intended to direct City staff on when and how to disposition City records after they have exceeded their lifecycle, it also provides
you with the location and/or the Department of Record. Below is a descriptive sample of a record from the schedule, with category explanations:
Record No. Record Name and Description Example Records Department/Office of
Record
Retention Legal Citations
and Comments
Whenever When a record goes by more than one
name, the alternative names are listed
here. The purpose or function of the
record is described. Any other notes,
exceptions, or special instructions
relating to the record or record series
are listed here.
A series of records
may be comprised of
several document
types, documents that
most likely will be
found in this series
are listed.
Department responsible for
maintaining the original record.
Departments not listed under
“Department of Record” are
deemed to have a duplicate
copy of such records and may
destroy the copy at any time.
This is the total amount of Notes any applicable
possible records time that is required, either government code or policy
have been by federal, state, local related to the record’s
combined into a statue, or internal policy. retention.
series of like
items and placed
together in a
record number.
Modifications and Additions
Because records reflect activities that are constantly changing, the retention requirements for records sometimes require revision as well. Consequently,
records retention and disposition schedules often need modification or additions in order to be realistic and effective. There may be some retention
periods and disposition requirement within this schedule that may change between major reviews of the schedule. The City Clerk’s Office welcomes all
comment and suggestions concerned with improvement of record retention schedule through modifications and additions. Use of Schedule
This PDF document contains a linked contents index. To utilize the contents index, click on the desired content to be taken to the page on
which the content is located. When using this Retention Schedule it may require a search mode (find), use “Control (Ctrl) F”, a pop-up box will appear, use
search word or words to find specific documents for your retention needs. Contact Us
For further information on any records management, record preservation, or disposition issues, please contact: City
Clerk’s Office
130 Avram Avenue, Rohnert Park, CA 94928 Phone:
707-588-2227
Email: cityclerk@rpcity.org
Page vi - 2023
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
001 Advisory Bodies - Non-Brown Act
Records of actions taken by City committees, ad hoc committees, and task forces having
no legislative authority of their own (i.e., not subject to the Brown Act), but whose actions
may inform or advise the City Council or other City legislative bodies.
Agendas
Bylaws
Formation Documents
Meeting Minutes
Opinions on Pending Legislation
Resolutions
Transcriptions of audio and video recordings of meetings
All Departments While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
002 Audio/Video Records - Nonlegislative Meetings
Audio and video recordings of City meetings other than those of legislative bodies (bodies
not subject to the Brown Act).
Audio and Video Recordings All Departments 90D CA - GOV 54953.5(b) - (30D)
003 Audits - Internal and Administration
Records and information related to internal audits and administration of auditing activities,
including reviewing and documenting operational, compliance, or financial information
created as a part of an audit. (Does not include CAFR.)
Annual Audit Reports
Audit Files, Plans
Audit Schedules
Audit Workpapers
Improvement Plans
Investigations, Workpapers
Management Responses
Observations
Petty Cash Audits
Recommendations
Remediation Plans / Results
Responses
All Departments 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
004 Budgeting and Financial, Strategic Planning
Records and information relating to development of department and City budgets and
financial and strategic planning.
Budgets
Financial Plans
Strategic Plans
All Departments 2Y CA - GOV 34090 - (2Y)
005 Community Outreach, Media and Public Relations
Records and information regarding external-facing communications, advertising,
marketing, and press relations materials, including documentation of outreach
activities/events held in cooperation or for the benefit of the local community. Includes
use of digital sign by outside parties.
Brochures, Flyers
Digital sign applications, approvals, scheduling, revenue
Events
FAQs
Mailers
Marketing Materials
Media Packets, Releases, Kits
Press Kits
Public / Media Inquiries
Public Information / Outreach / Education
Publications Produced by the City (newsletter, visitors guide )
Publicity Files
Speeches
Social Media Documentation
Videos
Waivers of Liability
All Departments 4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
Page 1
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
006 General and Department Administration
Administrative records of City departments documenting general administrative tasks
such as internal reporting, logging or tracking of activities, department projects, and
general correspondence.
Calendaring and Scheduling
City Generated Routine Studies / Reports
Correspondence (routine, general, letters, e-mail )
Department Administrative Documents (calendars, committees, goals,
objectives, meeting agendas, meeting minutes, meeting tapes/recording,
plans )
Employee Communication Letters (announcements, new programs,
notices )
In-House Committees and Task Forces
Logs
Office Files, Office Manager Files
Organization Charts
Supplies Management (stationery, maintenance )
Travel Records
Vehicle Mileage Reimbursement Rates
Volunteer Programs
All Departments While Active+2Y CA - GOV 34090 - (2Y)
007 Grants and External Funding Sources
Documentation of the applications for, as well as evaluations, awards, administration,
monitoring, reporting, and status of grants and other funding sources in which the City is
the recipient, grantor, allocator, or administrator.
Applications (including project proposals )
Award Notification
Grant Administration
Grant Funding
Grant Evaluations
Program Rules, Regulations, Procedures
Property Taxes Funding
Reports to Funding Agencies
All Departments While Active+5Y CA - GOV 34090 - (2Y)
US - 2 CFR 200.333 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (LA4Y)
Unsuccessful applications are retained
for 2 years.
NOTE: If a grant requires longer
retention, its specific requirements will
take precedence.
008 Legal Advice and Opinions
Memoranda containing legal advice prepared by the City Attorney's for City departments.
Memos
Opinions
All Departments 10Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
009 Legislative Councils, Boards & Commissions - Administrative Documents
Administrative records associated with activities of City legislative bodies, boards, and
commissions during public and closed session meetings.
Ceremonial Documents
Correspondence
Petitions to Council
Photo Releases
Speaker Cards
All Departments While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 2
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
010 Policies and Procedures
All administrative documentation of City policies and procedures.
Administrative Policies
Departmental Policies and Procedures
Directives
General Orders
Guidelines
Handbooks
Policies
Procedure Manuals
Procedures
Standard Operating Procedures (SOPs)
Standards
All Departments While Active+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 45 CFR 164.530(j) - (CU+6Y)
011 Public Notices
Records documenting compliance with laws requiring public notice of government
activities. Subjects include assessments, elections, land use changes, public meetings
and hearings, sale of property, publication of ordinances, and others.
Affidavits of Mailing
Affidavits of Posting
Affidavits of Publication/Legal Notices
Public Hearing Notices
Public Meeting Notices
All Departments 4Y CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
012 Purchasing - Agreements and Contracts Not Awarded
Records and information created or retained in the preparation of purchasing or
acquisition of goods and services, but where the purchase order, contract, or agreement
was not awarded.
Bids, Awards (unaccepted, rejected )
Exhibits
Price Lists
Quotations
Requisitions
Requests for Information (RFI)
Requests for Proposal (RFP )
Requests for Quote (RFQ )
Scorecards
Specifications
All Departments 2Y CA - GOV 34090 - (2Y)
013 Service Issues, Complaints
Documentation regarding civilian complaints and related requests for service, other than
those related to peace officers (see Record 099 for peace officer complaints).
Complaints
Issues Log
Trouble Reports
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
014 Training Materials, Courses, Scheduling
Documentation regarding the content of courses and schedules for training offered to
employees, officials and volunteers.
Brochures
Education Materials
Presentation Materials
PowerPoint Slide Decks
Testing Materials
Training Bulletins
All Departments 6Y CA - GOV 12946 - (4Y)
US - 29 CFR 1602.14 - (FR+1Y)
Page 3
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
015 Activity and Event Permits and Licenses
Documentation of permits issued by the City for activities and events taking place within
City boundaries.
NOTE: This excludes building permits which are covered under Record 021, and
permanent land use permits, which are covered under Record 089.
Alcoholic Beverages
Amplified Sound
Animal Licenses
Bicycle
Bingo
Grading Permits
Fireworks Sales and Displays
Hobby Kennel/Commercial Kennel
Haunted Houses
Local Firearm’s License
Massage License (establishment, technician)
One-time Business License
Parking
Solicitor Permits
Second Hand Dealers
Taxis and Autos for Hire
Transportation Permits (oversize, overweight)
Animal Services
Finance
Engineering
Public Safety
While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
016 Animal Services
Records and information documenting activities of the Animal Services office.
Approval or Denial of Treatment by City
Bite Records
Case Files
Microchip Information
Photos
Rabies Control Reports (quarantine numbers )
Shelter Records (intake, transfer, adoption, emergency boarding, camp
program )
Veterinary Records (medical treatment, euthanasia
Animal Services
Public Safety
3Y CA - CCP 340(c) - (LA1Y)
CA - FAC 32003 - (3Y)
CA - GOV 34090 - (2Y)
CA - HSC 122331 - (MAINT)
CA - PEN 597.1(d) - (3Y)
017 Miscellaneous Building Permit Documents
Records and information documenting the permitting and inspection process.
Application for Building Permits (including plans)
Building Plan Check Comments
Correction Notices (Not including correction notices for issued or expired
permits)
Correspondence
Fees
Building While Active+2Y CA - GOV 34090 - (2Y)
CA - HSC CBC 105.3.2 (180D)
018 Administrative Hearings
Records of administrative hearings of appeals related to violations and citations issued for
animal control, code enforcement, administrative permits and zoning interpretations, and
public safety.*
Case Files
Hearings
Rulings
Building
City Clerk
Code Compliance
Planning
Public Safety
5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
019 Public Information Requests
Records requested by the public, required for provision to the public, and related
inquiries.
Inquiries
Maddy Act Lists
Pitches Motions
Plan Requests
Public Records Requests
Subpoenas for Records (not related to City litigation )
Building
City Clerk
Public Safety
2Y CA - GOV 34090 - (2Y)
Page 4
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
020 Building Plans, Building Permits - Residential and Commercial
Records and information documenting the building services provided by the City
regulating residential and nonresidential structures.
Accessibility Hardship Forms
Accessibility Exemption Forms
Building Inspections
Building Permits (issued, active, expired, history )
Building Plans
CalGreen Checklists
Certificates of Occupancy
Energy Documentation
General Compliance Letters from Design Professionals
Geotechnical Reports
Special Inspections.
Building
Fire
Permanent CA - CBC 107.5 - (180D)
CA - CRC 106.5 - (180D)
CA - GOV 34090 - (2Y)
CA - GOV 34090(d) - (2Y)
CA - HSC 19850 - (LI)
021 Address Files
Records and information regarding the rules for naming and numbering City streets,
housing, and/or lots.
Address Assignments/Changes
Street Closings
Street Dedications
Building
Planning
Permanent CA - GOV 34090(a) - (PR)
022 Agreements, Contracts - Settlement Agreements
Executed settlement agreements documenting final settlement of legal issues with other
parties.
Settlement Agreements City Clerk Permanent CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
023 Appointments to Boards, Commissions and Committees
Staff records related to appointments made by authorized elected officials to councils,
committees, boards, and commissions.
Applications (appointed, unsuccessful )
Interview Notes
Letters of Appointment
Letters of Recommendation
Oaths of Office
Resumes
Submitted Documents
City Clerk Term of Office+2Y CA - GOV 34090 - (2Y)
024 Audio/Video Records - Legislative Meetings
Audio and video recordings of legislative meetings of legislative bodies subject to the
Brown Act, including the City Council, Commissions, City Council appointed Committees,
Community Development/Successor Agency, and their governing boards.
Audio and Video Recordings City Clerk 5Y CA - GOV 54953.5(b) - (30D)
025 Claims for Money or Damages Against the City
Records detailing claims against the City pursuant to the Government Tort Claims Act,
CGC 900 et seq.
Annual Audit of Open Claims
Claims for Money or Damages Against the City
Closing Letters
Damage Estimate Reports
Supporting Documentation
Insurance Claims, Appraisals, Reports
Investigations
City Clerk Final Resolution+5Y CA - CCP 337 - (LA4Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 5
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
026 Election Records - Administrative Files
Documentation of the administration of City elections.
Correspondence
Research Notes
City Clerk 4Y CA - GOV 34090 - (2Y)
CA - GOV 81009(f)(g) - (4Y; 2Y)
027 Election Records - Candidates Elected
Records and information related to the filing of campaign and election documentation by
candidates who are elected to City offices.
Campaign Statements
Election Results
City Clerk Permanent CA - GOV 81009(b) - (PR)
028 Election Records - Candidates Not Elected
Records and information related to the filing of campaign and election documentation by
candidates, but who are not elected.
Campaign Statements City Clerk 5Y CA - GOV 81009(b) - (5Y)
029 Election Records - Committees
Records and information related to the filing of FPPC forms for Political Action
Committees and General Purpose Committees.
FPPC Series 400 Forms City Clerk 7Y CA - GOV 81009 (c ) - (7Y)
030 Election Records - Initiative, Recall, or Referendum Petitions
Petitions for initiative, referendum, recall, or ballot measures, whether successful or not.
Petitions City Clerk 8M CA - ELEC 17200 - (8 Months)
CA - ELEC 17400 - (8 Months)
031 Election Records - Nomination Documents
Records and information related to the filing of nomination papers and petitions in lieu of
filing fee.
Ballot Designation Worksheet
Code of Fair Campaign Practices
Form 501 Candidate Intention Statement
Form 700 Statement of Economic Interests (copies)
Nomination Papers
Petitions in Lieu of Filing Fee
Signatures in Lieu of Filing Fee Petitions
Supplemental Nomination Papers
City Clerk Term of Office+4Y CA - ELEC 17100(a) - (T+4Y)
032 FPPC Forms - Mandated Reporting
Forms mandated by state law related to related to receipt and redistribution of gifts and
honoraria, ceremonial roles, and holding of multiple positions for certain employees,
elected or appointed officials, or consultants.
Form 801
Form 802
Form 803
Form 804
Form 805
Form 806
City Clerk 7Y CA - GOV 34090 - (2Y)
CA - GOV 81009(e) - (7Y)
033 FPPC Forms - Statements of Economic Interest
Statements of economic interest mandated by state law for certain employees, elected or
appointed officials, or consultants.
Form 700 City Clerk 7Y CA - GOV 34090 - (2Y)
CA - GOV 81009 - (4Y; 7Y)
Page 6
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
034 Historical Documents, Events, Memorabilia, Collections, Artifacts
Records and information documenting the history and significant milestones of the City as
determined by the City Manager or City Clerk
Appointments to City Council
Biographies of City Officials
Census Information
City Articles of Incorporation
City Seal
City Generated Historical Studies / Reports
City Publications
Codes Related to Building Construction
Demographics
Elections, Initiative, Referendum, Recall and City-initiated Measures
Executive, City Official Communications, Speeches, Videos
Historic Districts
Historical Events, Artifacts, Architecture, Designations, Projects
Historical Parks, Facilities
Litigation of Historical Significance
Master Appointments List
Memorial Programs
Picture Collections
Publicity Photographs
Registered Logos
Significant News Clippings, Releases
City Clerk Permanent CA - GOV 34090 - (2Y)
035 Prop 218 Protest Procedure
Records related to administration of notifications and protests associated with taxes,
assessments and fees subject to Prop. 218.
Ballots
Engineer's Report
Notices
Protest Letters
Public Hearing Material
City Clerk Permanent California Constitution Art. XIII
036 Records of Legislative Councils, Boards & Commissions Actions
Records of public and closed session meetings, and actions taken in those meetings, by
City councils, boards and commissions with legislative authority and subject to the Brown
Act.
Agenda Packets (includes staff reports)
Appeals
Bylaws
City-wide Plans/Programs Adopted
Formation Documents
Meeting Minutes
Minute Books & Index
Municipal Code
Ordinances
Petitions and Decisions
Proclamations
Resolutions
City Clerk Permanent CA - GOV 34090(e) - (PR)
037 Records, Information Management
Documentation of the compliance with Records and Information Management policy and
procedures. Includes retrievals, transfers, and inactive records.
Certificates of Destruction
Inactive Records Storage Information
Lists of Stored / Destroyed Records
Litigation Hold Notices, Updates
Records Transfers (to storage, to other depts.)
City Clerk 4Y CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3Y)
US - 26 USC 6531 - (LA6Y)
Page 7
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
038 Assessment Districts - Community Facility Districts
Records and information documenting the formation and operations of the City's funding
districts. Includes maintenance districts, bond districts, acquisition districts and PBIDs.
Boundary Maps and Diagrams
District Formation Documents
Engineers Reports
Mello-Roos Records
Rate Calculations
City Clerk Permanent CA - GOV 34090(a) - (PR)
039 Litigation
Records generated for or related to any case or action before a judicial, arbitral, or
administrative officer or body.
Civil Appeals
Complaints
Court Orders
Criminal Prosecutions
Cross-complaints
Discovery
Dismissal
Exhibits
Judgments
Litigation-related Administrative Records
Petitions
Pleadings
Related Correspondence
Releases
Responses
Subpoenas Related to Litigation (for records, civil subpoenas, criminal
subpoenas )
City Clerk
City Manager
Final Resolution+10Y CA - 2 CCR 11013 - (FR+2Y)
CA - 8 CCR 10102 - (5Y; CL+1Y)
CA - 22 CCR 1085-2 - (CU+4Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (3Y)
US - 26 CFR 301.6532-1 - (LA2Y)
US - 26 CFR 301.6532-2 - (LA5Y)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626(d) - (LA300D)
US - 42 USC 2000e-5(e) - (LA180D)
US - 42 USC 2000e-5(f) - (LA180D)
040 Agreements and Contracts - Goods, Rentals, or Services
Executed agreements and contracts between the City and other parties, other than those
for legal settlements, infrastructure projects or real property.
Executed agreement or contract includes all contractual obligations (e.g., RFP, RFQ,
scope of work, or successful proposal, amendments), and initial insurance
documentation.
Types of agreements include: consulting, grant, instructor/actor, joint powers authority
(JPA), loan, legal services, professional services, goods, permit & licensing, franchise,
instructor, and investment.
Excludes MOUs between the City and its employee groups (see Record 077) and Facility
Rental Agreements for Community Services (see Record 047).
Addendums and Amendments
Agreements/Contracts
Attachments / Exhibits
Insurance Documentation
Concessions
Change Orders
Disclosures
Leases
Letters of Intent
Memoranda of Agreement (MOA )
Memoranda of Understanding (MOU)
Notices of Intent
Price Lists
Rentals
Requests for Proposals
Requests for Qualifications
Specifications
Statements of Work (SOW )
Vendor Lists and Packets
Warranties
City Clerk
Community Services
While Active+4Y CA - CCP 337.1 - (LA4Y)
CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 8
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
041 Economic Development Programs and Services
Records and information documenting the City's economic development programs (such
as business promotion program, business recruitment program, and retail incentive
program) including marketing, events and customer relationships management.
Community Studies
Demographics
Economic Development Strategy
City Manager While Active + 4Y CA - CCP 337 - (LA4)
CA - GOV 34090 - (2Y)
CA - SHC 36650(b) - (MAINT)
US - 2 CFR 200.333 - (CL+3Y)
042 Insurance Coverage - Non-Occurrence Based
Records detailing the City's general coverage against property damage and liability,
including renewal submission information, insurance quotes, & broker correspondence.
Binding Information
Broker Correspondence
California Joint Powers Insurance Authority (CJPIA )
Insurance Documentation
Completed Applications
Insurance Claims by the City
Insurance Policies (health, benefits, flood, liability )
Insurance Quotes
Insurance Submissions
Redwood Empire Municipal Insurance Funds (REMIF - workers
compensation )
City Manager
Finance
While Active+4Y CA - 22 CCR 3267-2 - (MAINT)
CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
043 Insurance Coverage - Occurrence Based
Records detailing the City's general coverage against property damage and liability,
including renewal submission information, insurance quotes, & broker correspondence.
Binding Information
Broker Correspondence
California Joint Powers Insurance Authority (CJPIA )
Insurance Documentation
Completed Applications
Insurance Claims by the City
Insurance Policies (health, benefits, flood, liability )
Insurance Quotes
Insurance Submissions
Redwood Empire Municipal Insurance Funds (REMIF - workers
compensation )
City Manager
Finance
Permanent CA - 22 CCR 3267-2 - (MAINT)
CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
044 Business Continuity Records - Facilities and Emergency Operations
All documentation for dealing with preparation for and responses to emergencies,
disasters and/or system failures for City facilities. Includes the Emergency Operations
Center.
Business Continuity Plans
De-Energization Mitigation Plan
Disaster Recovery Plan
Drill Records
Emergency Contact Lists, Employee Lists, Roster of Workers
Emergency Evacuation Procedures
Emergency Operations Center
Emergency Preparedness (task forces, plans )
Emergency Response
Evacuation Plans
Fire Prevention Plan
Telephone Trees
City Manager
Public Safety
While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 9
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
045 Code Compliance and Enforcement
Records and information documenting compliance with and violations of City codes.
Administrative Citations
Building Orders
Business License Inspections
Certificates of Nuisance and Abatement
Citations
Compliance with Conditions of Approval
Emergency Orders
Inspections / Enforcement (business, residential)
Investigations
Liens and Releases Supporting Documentation
Notices of Noncompliance
Notices of Violation
Photographs
Reporting
Stop Work Orders
Code Compliance
Public Safety
5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (2Y)
CA - Law Enforcement Evidence and
Property Management Guide
NOTE: Records for repeat offenders may
be retained longer to document a history
of violations
046 Community Services Programs and Services
Records and information documenting the City's parks and recreational programs and
services.
Applications
Class Listings
Department of Health Filings (for concessions and pools )
Emergency Contact Forms
Memorials Program (benches, bricks, buildings )
Photo Releases
Program/Event Evaluations
Recreation Schedules
Registrations Forms
Releases of Liability
Schedules
Withdrawal Forms
Community Services While Active+3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - 22 CCR 101221 - (CL+3Y)
047 Facility Rentals
Records and information documenting rental arrangements for the City's park's facilities.
Applications
Facility Rental Agreements
Insurance Documentation
Permits
Reports
Reservation Books
User Accounts
Community Services While Active+4Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 10
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
048 Agreements, Contracts - Public Projects (Construction or Major
Maintenance/Repair by City or Developer for City)
Executed agreements and contracts between the City and other parties for infrastructure
projects or the acquisition, improvement, or sale of real property.
Executed agreement or contract includes all contractual obligations (e.g., scope of work,
amendments), plans and specifications and insurance documentation.
Addendums and Amendments
Agreements/Contracts
Attachments / Exhibits
Bonds (copies)
Certificates of Completion (COCs)
Insurance Documentation
Change Orders, Side Letters, Task Orders
Disclosures
Letters of Intent
Notices of Award
Notices of Completion (NOCs)
Notices to Proceed
Plans and Specifications
Statements of Work (SOWs )
Warranties
Engineering
Public Works
CL+10Y CA - CCP 315 - (LA10Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090(a) - (PR)
049 Engineering Project Files - Construction Records
Records and information related to the administration, analysis, design, development,
planning, and construction of public works, Capital Improvement (CIP) and engineering
projects for City facilities and infrastructure. Includes projects funded from various
sources including bonds, grants, capital improvement and general fund.
Certificates of Compliance/Notice of Non-Compliance
Field Inspections, Closures
Inspections and Progress Meetings
Payroll (certified, Davis Bacon)
Photos/Pictures
Project Plans and Schedules, Insurance, Permits
Semi-annual Labor Reports
Calculations
Stop Notices
Studies and Surveys
Engineering
Public Works
While Active+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.333 - (AC+3Y)
US - 24 CFR 92.508(c) - (AC+5Y)
US - 24 CFR 570.502(a)(16) - (LA4Y)
US - 29 CFR 97.42 - (AC+3Y)
050 Engineering Project Files - Final Documents
Records and information related to completed public works, Capital Improvement (CIP)
and engineering projects for City facilities and infrastructure.
As-Built Drawings, Plans
CEQA/NEPA Compliance Records
Completion Reports
Geotechnical Reports
Final Designs
Project Specifications
Underground Utilities Maps
Engineering Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
* Life of Building, Asset or Facility
051 Grading and Encroachment Permits
Documentation of grading permits issued by the City and records documenting
encroachments upon City property, or by the City on the property of others.
Encroachment Permits, Certificates
Grading Permits
Engineering While Active+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
052 Real Estate Appraisals
Records of appraisals for property to be purchased by the City. The appraisal is exempt
until the final acquisition or contract agreement is obtained.
Real Estate Appraisals Engineering 2Y CA - GOV 34090 - (2Y)
Page 11
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
053 Real Estate Transactions
Records and information related to the ownership, acquisition, disposition, transfer of,
lease of, or improvement of real property, infrastructure and facilities including grant
deeds, owned by or used by the City.
Acquisitions
Capital Improvements
Community Development Block Grant (CDBG ) Property Acquisitions
Deeds of Trust
Dispositions
Eminent Domain Judgments
Mortgages
Possessory Interest
Right of Way Including Dedications and Vacations
Sales
Engineering Permanent CA - GOV 34090(a) - (PR)
054 Recorded Maps and Diagrams, and As-Built Plans
Final maps, geographical information, and other recorded documents pertaining to City
properties.
Aerial Photos
Annexations Maps and Legal Description
Benchmarks Maps
Building Site Determination
Certificates of Correction
Detachments Maps and Legal Descriptions
Easements
Improvement Plans, Drawings (As-Builts)
Lot Line Adjustments
Major Subdivisions (SD )
Minor Subdivisions (MS )
Parcel Mergers
Engineering Permanent CA - GOV 34090(a) - (PR)
CA - HSC 19850 - (LI)*
055 Traffic and Transportation Planning
Records and information related to the City's efforts to manage and improve traffic and
circulation, and traffic engineering and transportation planning activities.
ADA Compliance (ramps, sidewalks)
Bicycles
Congestion Management
Crosswalks
Enforcement
Highway Corridors
Investigations, Surveys, Studies
Pavement Management Records
Railroads
Signals
Signs
Speed Limits
Speed Surveys
Street/Highway Studies/Surveys
Temporary Street Closures (requests & responses )
Traffic Calming
Traffic Counts
Traffic Management Plans
Transportation Planning
Truck Routes
Engineering While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 12
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
056 Accounts Payable and Receivable
Records and information related to the accounting of monies paid by or to the City,
including payments for financial obligation.
Aging Reports
Auction Proceeds
Billings (Miscellaneous A/R)
Bills Paid
Cash Records (cash count reports, cash flow book information, cash
disbursement, cash register receipts, cash receipts )
Claims by the City (receipt of payments )
Credit Memos
Donations
Employee Expense Reports, Reimbursements
Fee Schedules
Fees and Taxes Paid
FEMA Claims
Form 1099 Records and Form W-9 Records
Grant Claims
Housing Loan Payment Processing
Invoices and Vouchers
Merchant Services (fees, payments )
Purchasing Card Expense Reconciliation/Allocations
Refunds
Sales and Use Taxes Paid
Security Deposits
Tax Revenue (gas taxes, property taxes, transient occupancy taxes )
Tuition Reimbursements
Utility Billing (rate schedules, registers, adjustments, deposit reports,
meter readings, on/off orders, payment stubs, rebates )
Engineering
Finance
6Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
US - 48 CFR 4.705-1 - (4Y)
057 Audits - Official
Records of official audits of City operations and activities.
Annual Street Report
Audit, Auditors Reports
Audited Financial Statements
Comprehensive Annual Financial Report (CAFR)
General Purpose Financial Audits, Single Audits
State Controller's Report
Finance Permanent CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
058 Banking Records
Records and information related to banking authorities, activities, transactions and
correspondence.
Bank Account Administration
Bank Statements
Checks, Canceled
Check Copies
Check Registers, Journals
Corrections / Returns / Adjustments
Deposit Permits, Deposits
Electronic Banking Transactions
Reconciliations
Signature Cards
Transfers
Treasurer Receipts
Credit Card Merchant Activity Statements
Finance 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
US - 48 CFR 4.705-1 - (4Y)
Page 13
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
059 Business Licenses
Records and information documenting the issuance of City business licenses. This
category does not include one time-only licenses, which are in Record 016.
Annual Licenses
Applications
Business Licenses (applications, fees, financial history, reports )
Home Business Licenses
Finance While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
060 Community Development Agency/Community Development Commission Official
Reports
Official reports issued by the former Rohnert Park Community Development Agency,
Rohnert Park Community Development Commission or the Successor Agency to the
Rohnert Park Community Development Agency.
Annual Report to State
Community Development Agency Property Management Plans
Due Diligence Reviews
Enforceable Obligation Payment Schedule (EOPS )
Recognized Obligation Payment Schedule (ROPS )
Statement of Indebtedness
Finance 5Y CA - GOV 34090 - (2Y)
CA - HSC 34177(n) - (1Y)
061 Debt
Records and information relating to City financing and debt activities.
Amortization Schedules
Arbitrage Reports
Bonds (continuing disclosures, bond rating reports, official statements )
Equipment Leases
Loans
Payment History/Schedules
Finance Maturity*+10Y CA - CCP 336 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3Y)
* Maturity includes cancellation and
redemption
062 Escheat, Unclaimed Funds
Records and information pertaining to unclaimed funds held in trust by the City
Uncashed Checks
Unclaimed Funds
Finance Publication of Notice +
3Y
CA - CCP 1513 - (3Y)
CA - GOV 34090 - (2Y)
CA - GOV 50050 - (3Y)
063 Financial Reporting - Official, Annual, Periodic
Annual, periodic, and official financial reports of the City, whether required by regulations
or generated to track internal financial transactions and achievements by the City.
Annual Report of Financial Transactions to State
Annual State Controller Filings
Expenditure Tracking Reports
Payroll Reports
PERS Reports
Revenue/Expenditures Reports
SB-1186 Filings, Reports
Treasurer's Report
Workers Compensation Reports
Final Adopted Budget
Finance 6Y CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 USC 6531 - (LA6Y)
Page 14
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
064 Fixed Assets
Records and information related to the ownership, transfer, acquisition, disposition,
capital leased, or improvement of fixed assets owned by or used by the City.
Acquisitions
Asset Retirement Records
Dispositions
Capital Asset Records
Capital Improvements
Depreciation Schedules
Equipment Rental/Usage Reports
Fixed Asset Reports
Fixed Asset Ledger
Fixed/Capital Asset Accounting
Sales Records
Valuation Information
Finance Life*+10Y CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
* Life of Asset
065 General Ledger, Journal Entries, Budget Adjustments
Records and information related to the transfer of charges between accounts and
summaries of account information, including year end summaries of general ledger
transactions.
Account Ledgers
Balance Sheets
Budget Adjustments
Cash Journal Entries
Chart of Accounts
Downloads / Data Exports
Expenditure Reports
General Ledger
Journal Entries and Backup Documentation
Sub-Ledgers
Summary Reports
Trial Balance
Year -End / Account Detail History Report
Finance 6Y CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
066 Investments
Records and information relating to City investment activities.
Certificates of Deposit (CDs )
Financial Investment Planning
Investment Reporting and Portfolio Management
Investment Reports
Local Agency Investment Fund (LAIF )
Quarterly Investment Report
Security Instruments
Third Party Trustee Account Statements
Finance Maturity*+10Y CA - CCP 336 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3Y)
* Maturity includes cancellation and
redemption
Page 15
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
067 Payroll
Records and information related to the accounting of payroll earnings, deductions, and
issuance. This also includes records and information reflecting all earnings and benefits
paid to each employee.
Benefit Payments
CalPERS Reporting (actuarial, ad hoc )
Deduction Authorizations, Registers, Reports
Deferred Compensation
Educational Reimbursement
Employee Master Lists, Addresses
Federal and State Taxes (withheld, paid )
Payments (amounts, date issued, dates of coverage )
Payroll Checks, Copies, Stub Reports
Payroll Certifications, Controls, Earnings
Payroll Taxes
Salary Schedules
Taxes collected
Timekeeping Records (timecards, out of class forms/reports )
W-2, W-4
Wage Rate Tables
Withholding
Finance 7Y CA - 2 CCR 570.5 - (5Y)
CA - 2 CCR 571(b)(1)(E) - (5Y)
CA - 22 CCR 1085-2(c) - (CU+4Y)
CA - GOV 12946 - (4Y; T+4Y)
CA - LAB 226a - (3Y)
CA - LAB 1174 - (3Y)
CA - LAB 1197.5 - (LA2Y, LA3Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 516.5 - (3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1620.32 - (2Y)
US - 29 CFR 1627.3 - (3Y)
US - 48 CFR 4.705-2 - (4Y; 2Y)
068 Tax Filings
Records and information of tax filing prepared and submitted by the City.
Community Services District
Golf Course Corporation
Rohnert Park Foundation
Form 990
Finance 7Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
069 Utility Customer Account Information
Records and information for customers of City water, sewer, and recycled water utilities
services.
Account Setup
Address Files
Customer History
Uncollected Amounts
Finance While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
070 Fuel Management
Records related to the purchase, tracking and management of fuel for City vehicles.
California Air Resources Board Certificate
Fuel Card Authorizations
Fuel Pump
Fuel Reports, Billing Reports, Journals, Fuel Tickets
Finance
Public Safety
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
071 City Building, Property Management
Records and information regarding the structure of City buildings.
As-Built Blueprints
Electrical Wiring Schematics
Floor Plans
HVAC Records
Property Inventory
Utility Consumption Tracking
Finance
Public Works
Life*+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
* LI = Life of Building or Facility
072 Permits Issued by Fire Department
Records and information regarding special events or short term events that require a
permit from the Fire Department.
Annual Fire Prevention Permits (for businesses)
Carnivals and Fairs
Christmas Tree Sales and Lots
Haunted Houses
Open Flame
Special Events
Tents
Fire 6M CA Fire Code 1 Section 105.4.6
Page 16
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
073 Housing Program Files
Records and information regarding programs that provide assistance to developers, home
purchasers, home owners, and renters of mobile homes.
Applications
CalHOME Project Files
Correspondence
Emergency Loan Project Files
Home Improvement Project Files (loans, grants)
Inclusionary Housing Policy Enforcement
Infill Affordable Housing Development
Loan Assistance Files (developers, mobile homes )
Monitoring Files (MH, rent control)
Relocation
Rental Deposit Assistance
Housing While Active+5Y CA - 25 CCR 7721 - (MAINT)
CA - GOV 34090 - (2Y)
US - 24 CFR 5.514 - (5Y)
US - 24 CFR 92.508 - (CL+5Y)
US - 24 CFR 908.101 - (AC+3Y)
074 Benefit Plans
Plans established to provide employee benefits and associated administrative
documents.
COBRA Rates, Records, Histories
Employee Benefit Plans
Group Insurance Cost Data
CalPERS Retirement Plan
Summary Plan Descriptions
Human Resources While Active+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.30 - (3Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (T+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
075 Employee Benefit Files
Employee election (selection), enrollment or termination forms and related
correspondence, including transmissions to carriers of additions, changes, claims and
deletions (includes employee medical records subject to HIPAA requirements).
Benefits Files, Contract Copies, Enrollments, Appeals
Beneficiary Designations
California Student Aid Commission (CSAC )
Excess Insurance Authority (EIA )
Death Claims, Life Event Documents
Disability Claims
Employee Cost-Sharing Amounts
Employment Status, Changes (authorizations, terminations, confirmations,
status changes, coverage changes )
Flexible Spending Enrollment
Life Insurance Notification Letters/EOI
Pension Plan Applications, Claims
Premium Information
Required Benefits Reporting
Supplemental Forms
Human Resources While Active+6Y CA - 22 CCR 1085-2 - (CU+4Y)
CA - GOV 12946 - (4Y; T+4Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501 - (CU+3Y)
US - 29 CFR 825.500 - (3Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (T+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
076 Employee Medical Records
Documents pertaining to medical records of City employees, including exposure to
hazardous substances and workers' compensation (includes employee records subject to
HIPAA requirements).
Employee Hazardous Chemical Exposure
Exposure Monitoring
Firearms and Field Exposure
Hazardous Exposure
Medical, Radiation Exposure
Radiation Exposure Records
Toxic Substance Exposure Records
Human Resources Termination+30Y CA - 8 CCR 10102 - (Injury+5Y or
Closed+1Y)
CA - 8 CCR 14300.33 - (5Y)
CA - 8 CCR 3204(d) - (T+30Y)
CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - 29 CFR 1904.33 - (CU+5Y)
US - 29 CFR 1910.95 - (2Y)
US - 29 CFR 1910.1020 - (30Y)
Page 17
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
077 Labor Relations
Documentation related to the negotiations between labor unions for collective bargaining
purposes.
Labor MOUs remain active until claims for benefits can no longer be made.
Confidential Memos
Costing
Ground Rules
Handouts
Information Requests
Labor MOUs
Miscellaneous Information
Notes
Proposals - City
Proposals - Union
Human Resources While Active+5Y CA - CCP 337 - (LA4Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
078 Regulatory Reporting for Human Resources
Official non-financial Human Resources reports issued by City organizations to comply
with regulatory requirements.
Annual Compensation Reports
EEOC Reports
Labor Reports
Human Resources 5Y CA - GOV 34090 - (2Y)
US - 29 CFR 405.9 - (5Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.30 - (3Y)
US - 29 CFR 1602.32 - (3Y)
079 Salary, Compensation
Documentation of job classification compensation.
Classification Studies
Compensation Plans, Planning, Analysis
Cost of Living Adjustments
Job Descriptions
Job Evaluation Documentation
Salary Range History
Salary Surveys
Human Resources S+3Y CA - GOV 34090 - (2Y)
US - 29 CFR 1602.14 - (FR+1Y)
080 Work Authorizations and Supporting Documentation
Employment eligibility verification forms collected for active employees and supporting
documentation regarding immigration status.
I-9 Documents and copies of associated documents
Immigration Supporting Documentation
Human Resources Termination+2Y CA - GOV 34090 - (2Y)
US - 20 CFR 655.760 - (T+1Y)
US - 8 CFR 274a.2 - (3Y or T+1Y,
whichever is longer)
081 Staffing and Recruiting
Records and information related to recruitment of qualified persons for both paid and
unpaid position with the City, whether full time or temporary.
Applications, CVs, Resumes (not hired, rejected, unsolicited )
Applicant Tracking Records (hired, rejected )
Background Checks, Investigations (candidates not hired/accepted )
Civil Service Examination Results and Rankings
Drug Testing, Pre-Hire Screening (candidates not hired/accepted )
Interview Notes
Job Descriptions
Job Postings, Announcements
Job Requisition Requests
Job Specifications
Position Information
Temporary Intern Staffing
Test Results (non-hires )
Test and Examination Materials
Unpaid Interns (rejected )
Volunteers (rejected )
Human Resources 4Y CA - 2 CCR 11013(c)(2) - (2Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.31 (2Y)
US - 29 CFR 1627.3(b)(1) - (1Y)
NOTE: Background checks for personnel
hired are part of the personnel file.
Page 18
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
082 Personnel Files
Documentation related to paid employees (full and part-time), unpaid volunteers, and
interns.
ADA Compliance and Reasonable Accommodation
Applications, Applicant Reference Verifications
Awards, Rewards, Commendations, Certificates
Background Checks, Investigations, LiveScan Forms - candidates hired
Complaints and Disciplinary Actions
Demotions
Drivers License Data - Class B
Employee Policy Acknowledgements
Grievance Files/Commission Hearing
Grievance/Hearing Logs
Individual Employee Agreements, Contracts - copies
Individual Education, Development, Training Records
Investigations Records (Logs, Workpapers, Investigator Reports, Findings,
Letters, Security Incidents ) - Non-Public Safety
Job Offer Letters
Leave of Absence Documentation, FMLA
Oaths of Office
Performance Evaluations, Reviews or PIPs
Promotions
Recognition
Termination (discharge, resignation )
Terms of Compensation, Pay Rates
Transfers
Union Grievances
Volunteer Acknowledgements, Executed Policy Receipts
Work Assignments
Human Resources
Public Safety
Termination+5Y CA - 2 CCR 11013 - (FR+2Y)
CA - GOV 12946 - (4Y; T+4Y)
CA - GOV 34090 - (2Y)
CA - VEH 1808.1(c) - (1Y)
US - 8 CCR 14300.33 (5Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.31 - (T+2Y)
US - 29 CFR 1627.3 - (T+1Y)
US - 29 USC 1059 - (T+1Y)
US - 41 CFR 60-1.12(a) - (2Y)
US - 41 CFR 60-741.80 - (2Y)
083 Training for Employees and Officials
All documents related to general training, compliance training (such as ethics and sexual
harassment) and specialized technical education taken by officials, paid employees and
unpaid volunteers. Includes Public Safety and Non-Safety Employees).
Attendance
Certification Records
Compliance Training
Human Resources
Public Safety
T+5Y CA - 8 CCR 3203 - (CU+1)
CA - GOV 34090 - (2Y)
CA - GOV 12946 - (4Y)
CA - GOV 53235.2(b) - (5Y)
CA - GOV 53237.2(b) - (5Y)
US - CFR 164.530(j) - (6Y)
Page 19
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
084 Employee Health & Safety
Documents related to protection of employee health and safety, as well as the City's
safety and injury and illness prevention programs.
NOTE: May include employee medical information subject to HIPAA requirements.
Cal/OSHA Forms (300A, 301)
Certifications
Chemical Inventories
Facility Safety Plans
Health and Safety Bulletins
Injury & Illness Prevention Program
Inspections & Investigations (accidents, incidents, corrective actions )
New Hire Health & Safety Orientation Checklist Forms
OSHA Form 101
OSHA Form 200
OSHA Logs, Reports
Personal Protective Equipment Records
Safety Committee (employee suggestions and responses, safety
letters/memos, meeting minutes )
Safety Program Documentation (confined space, ergonomics, fall
protection, forklift operations, hearing conservation, heat illness,
respiratory protection )
Self Evaluations (ergonomics )
Human Resources
Public Works
Public Safety
AC+5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5406 - (LA1Y; LA240W)
CA - LAB 6401.7 - (MAINT)
US - 29 CFR 1602.14 - (1Y)
US - 29 CFR 1904.33 - (5Y)
085 Technology Help Desk, Access and Security
Records and technical documentation of internal controls and system security. Includes
data / information security breaches, notifications, and supporting documentation.
Annual Database & System Security Reviews
Audit Trail Files
Automated Logs
Change Management Case Files
Computer Usage Files
Data Breaches (notifications, reports, responses )
Data Sets, Extracted Data Summaries
Firewall
Hardcopy Publication, Printouts of Report Data
PCI Certificate
Security Access (buildings, doors, systems )
Special Access Approvals
Trouble Tickets
Usage Reports (summary, system )
User Access Records (passwords, security logs, user accounts, log-in
files, data entry logs, accounts )
User Incident, Response Files
Information Technology 3Y CA - GOV 34090 - (2Y)
CA - CIV 1798.27 - (3Y)
Page 20
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
086 Application, System Management
Technical documentation related to management of City technology processes,
applications, or systems, as well as conversions, changes or modifications to existing
applications or systems including Police dispatch system.
Business, Functional Requirements
Change Requests
Data Element Attribute Reports
Data Migration Documentation
Database Dictionary / Schema
End User Documentation, User Manuals
Equipment Inventories
Hardware Configurations
Network Diagrams
Network/Equipment Control Support Documentation
Police Dispatch
Source Code
System Documentation (codebooks, record layouts, reference guides,
schematics, specifications )
System, Application Maintenance Documentation (hardware/operating
system requirements, monitoring logs, operating manuals )
Telecommunications System (telephones, voicemail )
Websites
Information Technology
Public Works
Life*CA - GOV 34090 - (2Y)
*Life of Application.
087 Business Continuity Records - Computing Equipment and Network Operations
All documentation for dealing with preparation for and responses to emergencies,
disasters and/or system failures for City computing resources.
Business Continuity Plans
Disaster Recovery Plan
Emergency Response
Information Technology
Public Works
Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
088 Security, Access Operations
Records and information regarding physical access controls and protection for City
buildings and facilities.
Access Controls, Reports
Badge Lists
Daily Activity Logs
Facility Key Logs
Key Cards
Surveillance Videos
Transaction Logs
Information Technology
Public Works
2Y CA - GOV 34090 - (2Y)
CA - GOV 34090.6 - (1Y)
089 Planning Services - Permanent
Records and information pertaining to permanent programs and activities of the planning
division, including reviews and approvals of land use permits and zoning that are to be
retained permanently.
CEQA Documents
Design Reviews
Development Agreements
Development Regulations
Entitlements (administrative, planning )
General Plan--Approved Amendments
Master Plans and Specific Plans
Master Sign Programs and Permits
Planned Developments (PD )
Zoning Administrator Actions
Planning Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12981 - (FR+1Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
Page 21
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
090 Planning Services - Short-term
Records and information pertaining to short-term programs and activities of the planning
division, including working documents, temporary permits, and/or plans not approved.
Design Review Project File
General Plan Amendment Applications
General Plan Working Papers
Planning Project Files--Incomplete or Withdrawn
Preliminary Review File (no final application)
Temporary Use Permits
Signs (Temporary)
Planning 5Y CA - CCP 337.1 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12981 - (FR+1Y)
CA - GOV 34090 - (2Y)
091 Arson Investigations
Records and information associated with arson investigations, unless associated with a
criminal offense that can be prosecuted within the timeframes specified in PC 799.
*Also see the Sonoma County Public Safety Consortium Records Retention Schedule for
retention of Public Safety Records
Evidence Files
Investigations
Public Safety 10Y CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
CA - PEN 800 - (LA6Y)
CA - PEN 801 - (LA3Y)
092 Concealed Weapons Licenses
Records associated with the licensing to carry a concealed weapon.
*Also see the Sonoma County Public Safety Consortium Records Retention Schedule for
retention of Public Safety Records
Application
License
Public Safety Permanent CA - PEN 26225
093 Criminal Registrations - Gangs
Records for those required to register as gang violence offenders.
*Also see the Sonoma County Public Safety Consortium Records Retention Schedule for
retention of Public Safety Records
Gang Registrations Public Safety Permanent CA - GOV 34090 - (2Y)
CA - HSC 11594(a) - (5Y)
CA - PEN 186.32 - (5Y)
094 Fire Equipment
Records and information associated with fire protection and emergency response
equipment.
Apparatus and Maintenance Records
Certification Binder
Equipment Checks
Inventories (apparatus, equipment, fixture )
Sprinklers
Public Safety Life*+2Y CA - 8 CCR 3203(b)(1) - (1Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1910.157 (Life of
extinguisher)
* Life of Equipment
095 Fire Prevention Inspections
Records and information associated with inspections of commercial and residential
facilities.
Commercial Facility Files
Construction Projects
Residential Files
SB-1205 Inspections and Reports
Weed Abatement
Public Safety Life*+5Y CA - California Fire Code, 104.6 - (5Y or
Life of Structure or Activity, whichever is
longer)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Structure or Activity
Page 22
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
096 Fire Prevention Occupancy Records
Records and information retained for fire prevention purposes for both commercial and
residential facilities.
Facility Locations
Fire Alarms
Security/Entry Codes
Public Safety Life*+5Y CA - California Fire Code, 104.6 - (5Y or
Life of Structure or Activity, whichever is
longer)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Building
097 Fire Prevention Programs
Records and information associated with department programs to protect the City from
fires and emergency incidents.
Fire Education
ISO Insurance Ratings
Lien and cost recovery information
Weed Abatement and Related Property Liens
Public Safety 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
098 Fire Station Activity Records
Records and information created and maintained by the department for activities at the
fire station.
Station Logs
Equipment and station maintenance logs
Fire Incident Logs
Public Safety 5Y CA - California Fire Code, 104.6 - (5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
099 Incident Reports
Records and information associated with department responses to fires and emergency
incidents.
*Also see the Sonoma County Public Safety Consortium Records Retention Schedule for
retention of Public Safety Records
Emergency Services
False Alarm Reports
Hazardous Waste Spills
Incident Reports
National Fire Incident Reports (NFIRs )
Public Safety 5Y CA - California Fire Code, 104.6 - (5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
100 Police - Complaints, Internal Investigations
Documentation of complaints received, formal inquiries, and investigations, including
those by Internal Affairs, involving Police department employees (excludes officer
involved shootings), whether sustained or not sustained.
Civilian Complaints
Departmental Actions
Public Safety While Active+5Y (not
sustained)
While active + 15Y
(sustained)
CA - EVID 1045 - (AC+5Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
CA - PEN 801.5 - (LA4Y)
CA - PEN 832.5(b) - (5Y, not sustained)
CA - PEN 832.5(b) - (15Y, sustained)
CA - PEN 13300(l) - (5Y)
CA - VEH 2547 - (LA3Y)
101 Police Routine Video Records
Recordings of routine video monitoring, to include time and date of video, location of
video and other related information.
Auto License Plate Reader Data
Body Cam
In-Car Video
Jail Observation/Monitoring
Building Security Recordings
Public Safety 2Y*CA - GOV 34090.6 - (Routine Video: 1Y)
CA - GOV 26202.6 - (1Y)
CA - GOV 60201 - (MAINT)
CA - PEN 832.18 - (60D)
City of Rohnert Park policy
* Exception: If recordings are evidence in
any criminal prosecution, claims filed,
potential claims or any pending litigation,
they shall be preserved for 100 days after
the conclusion of the court action.
Page 23
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
102 City Asset Repair, Maintenance
Records related to the management, maintenance and repair of City assets, including
equipment, facilities and infrastructure, parks, public pools, vehicles, streets, and trees.
Air Sample Records
Air Quality Compliance Records (BAQMD)
Calibration Records
DMV Titles, Registrations
Equipment Certifications
Equipment Warranties
Inspections
Irrigation (parks, public green space )
Landscaping
Maintenance and Repair (work orders, logs, reports )
Manuals
Pesticide (treatments, applications )
Repair Shop, Machine Shop Records
Public Safety
Public Works
Life*+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Asset
103 Hazardous Waste, Monitoring and Remediation
Planning, monitoring and contingency/emergency action plans for hazardous waste,
emergency and spill response, natural and exposure emergencies, notifications and
response; environmental action plans and supporting documentation; hazardous
communications plans, including labeling, MSDS controls, training programs and
procedures.
Emergency Response Programs
Employee Hazardous Chemical Exposure
Hazardous Material Incident Reports
Hazardous Substances Shipping Manifests
Hazardous Waste
Material Safety Data Sheets (MSDS )
Pesticide Use Reports
Proposition 65 Monitoring
Site Mitigation
Toxic Substance Inventory
Public Safety
Public Works
While Active+5Y CA - 22 CCR 66262.40 - (3Y)
CA - 22 CCR 66263.22 - (3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
104 Operational Maps
Informal maps and geographical information pertaining to City operations and services.
Flushing Plans
Sewer TV Surveys
Stop Sign Map
Street Light Map
Street Sweeping
Tree Trimming
Trash Pick-up
Public Works While Active+2Y CA - GOV 34090 - (2Y)
105 Recycled Water, Backflow
Records and information associated with the management of the City's recycled water
and backflow activities, as well as compliance with regulatory requirements.
Backflow Inspections and Testing
Compliance Records
Cross Connection Permits
Inventories (equipment, materials, meters, pipes )
Recycled Water Usage, Tracking
Recycling (campaigns, e-waste, events, reports )
Site Records
User Agreements
Public Works 5Y CA - 17 CCR 7584 - (MAINT)
CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - WAT 13553 - (4Y)
106 Storm Water Drainage Management
Records and information documenting the operations and maintenance of the City's storm
drains, and drainage ditches.
Drainage Ditches
Flood Control (plans, SB5 )
Irrigation (management, plans, SSJID )
MS4 Stormwater Permits
NPDES Permits
Storm Drains
Storm Water Monitoring
Public Works 4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 122.44 - (3Y)
Page 24
City of Rohnert Park - Records Retention Schedule
See the SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION document for retention of Public Safety records not specified below
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
107 Water and Sewer
Records and information associated with planning, collection and distribution of water and
solid waste infrastructure and related equipment, as well as compliance with regulatory
requirements.
Compliance Records
Flow Reports
Inventories (equipment, materials, meters, pipes )
Pump Stations
Sanitary Sewer Overflows (field reports, etc.)
Sewer System Maintenance Plan (SSMP)
State Water Regional Control Board (SWRCB)
Underground Service Alerts (USA )
Waste Water (lab groups, reports to state )
Water Conservation
Water Production
Water Quality Records
Public Works 12Y CA - 22 CCR 64418.7 - (10Y)
CA - 22 CCR 64470(a) - (5Y)
CA - 22 CCR 64470(b)(2) - (3Y)
CA - 22 CCR 64470(b)(3) - (10Y)
CA - 22 CCR 64470(b)(4) - (5Y)
CA - 22 CCR 64470(b)(5) - (3Y)
CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 122.21 - (3Y)
US - 40 CFR 122.41 - (3Y)
US - 40 CFR 122.44 - (3Y)
US - 40 CFR 141.33(a) - (5Y; 10Y)
US - 40 CFR 141.33(c) - (10Y)
US - 40 CFR 141.91 - (12Y)
US - 40 CFR 141.155 - (3Y)
US - 40 CFR 261.32 - (3Y)
108 Maintenance/Inspection Reports - City Facilities and Infrastructure
Reports of inspections performed on City facilities and infrastructure such as buildings,
equipment, storm drains, streets, sidewalks, and sewers.
Air Quality Inspections
Elevator Certificates
Equipment Inspections
Equipment Inventories (e.g. firearms, range weapons, tools )
Facility Inspections
Fire Inspections
Irrigation (management, plans, SSJID )
Inspection Logs
Inventory of City Trees
Playground Inspections
Reports
Public Works
Public Safety
4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
Page 25
SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION
Record No.Record Name and Description Example Records Department/Office of
Record Retention Legal Citations and Comments
PCS01
ARRESTS: Reports involving felony arrests for: offenses punishable by death; offenses
punishable by life imprisonment; embezzlement of public funds.RMS Indefinite PC 799
PCS02
ARRESTS: Reports involving arrests for all other felonies. If there is an active warrant
associated with this case, D.A. needs to be advised. Dismissal of case from D.A.,
dismissal of warrant needs to be complete. Any unrecovered property needs to be
removed from CLETS, any evidence needs to be disposed of. Provided case does not
relate to unserved warrants, identifiable items have all been recovered, and there is no
pending litigation. Any report falling under 799 P.C. (no limit for commencement) or
800 P.C. (crime punishable by 8 years or more in prison).
RMS 10Y
PC 799
Case must be resolved if there is a named
suspect or outstanding property.
PCS03
ARRESTS: Reports involving arrests for misdemeanors. If there is an active warrant
associated with this case, D.A. needs to be advised. Dismissal of case from D.A.,
dismissal of warrant needs to be complete. Any unrecovered property needs to be
removed from CLETS, any evidence needs to be disposed of.
RMS 5Y
PC 802
Case must be resolved if there is a named
suspect or outstanding property.
PCS04
ARRESTS: 11357(b) Arrests
RMS 2Y
H&S 11361.5, 11357(e)
Note: 11357(e) destroy when offender turns
18.
PCS05 ASSET SEIZURES RMS 10Y
PCS06 REPORTS: Homicides RMS Indefinite
PCS07 REPORTS: Suicides RMS Indefinite
PCS08
REPORTS: Felony Crime Reports
Reports for all other felonies. Provided case does not relate to unserved warrants,
identifiable items have all been recovered, and there is no pending litigation. Any report
falling under 799 P.C. (no limit for commencement) or 800 P.C. (crime punishable by 8
years or more in prison).
RMS 10Y
PCS09 REPORTS: Domestic Violence RMS 10Y
PCS10 REPORTS: Traffic Fatalities RMS 10Y
PCS11
REPORTS: Misdemeanor Crime Reports
Reports for misdemeanors. If there is an active warrant associated with this case, D.A.
needs to be advised. Dismissal of case from D.A., dismissal of warrant needs to be
complete. Any unrecovered property needs to be removed from CLETS, any evidence
needs to be disposed.
RMS 5Y
PCS12 REPORTS: Death Investigations--Natural Causes RMS 2Y
PCS13 REPORTS: Attempted Suicides / 5150 RMS 5Y
PCS14 REPORTS: HazMats (complaint / no complaint)RMS 5Y
Page 26
SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION
Record No.Record Name and Description Example Records Department/Office of
Record Retention Legal Citations and Comments
PCS16 REPORTS: Child abuse RMS Indefinite
PCS17 REPORTS: "Information Report" as Only Charge RMS 5Y
PCS18 REPORTS: 871 W&I Escapees RMS 5Y
PCS19
REPORTS: Non-Fatal traffic reports Includes counter reports, 20002 reports RMS 5Y
PCS20 REPORTS: PDO Accident Reports RMS 5Y
PCS21 REPORTS: City Ordinance Violations RMS 2Y PC 802(a)
PCS22
REPORTS: Reports of Lost and Found Property
RMS 2Y
GC 34090
Provided such items are lawfully disposed.
PCS23
Factually innocent sealing orders
RMS 3Y from date of
expungement
PC 851.8
Upon determination by Police Department or
judicial determination of factual innocence;
records sealed for period of 3 years from date
of arrest and then destroyed.
PCS24 Juvenile sealing records RMS 5Y from date of sealing W&I 781(a)
PCS25 REPORTS: Abandoned/Stored/Impounded/towed vehicle reports RMS 5Y
PCS26 Citations RMS 5Y
PCS27
Arson registrants - Adults
RMS Indefinite
PC 457.1
Registration is required Indefinitely or until a
certificate of rehab is obtained per Chapter
3.5, Section 4852.01 of Title 6 of Part 3.
PCS28
Arson registrants - Juveniles
RMS 10Y
PC 457.1
Registration is required for 10 years, until
reach age of 25 or until record is sealed per
871(a) W&I.
PCS29
Narcotic registrants
RMS 5Y
H&S 11590
Section 11590 H&S does not have a limit to
registration requirement.
PCS30 Expired permits (CCW)RMS 2Y from date of
expiration
Page 27
SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION
Record No.Record Name and Description Example Records Department/Office of
Record Retention Legal Citations and Comments
PCS32 Bicycle Registration RMS 10Y
PCS33 Rotational Tow Log CAD 90Days
PCS34 Calls for Service (ILEADS)RMS 5Y
PCS35 Calls for Service (Dispatch)CAD 5Y
PCS36 CLETS Log CAD 3Y
PCS37 CLETS log on CAD 1Y
PCS38 APB (Daily Bulletin - Be on the lookout)CAD 1Y
PCS39 Field Contacts RMS 10Y
PCS40 Tracker Records CAD 1Y
PCS41 Terminal to Terminal Messaging CAD 1Y
PCS42 Officers Activity Log CAD 3Y
Page 28
City Clerk’s Office
130 Avram Avenue
Rohnert Park, CA 94928
February 28, 2023
Adopted: Resolution 2023-XXX
Records Management Policy
i
Table of Contents
1. Purpose .................................................................................................................................................... 1
2. Scope ........................................................................................................................................................ 1
3. Authorities ............................................................................................................................................... 1
3.1 General Rule for Records Retention ................................................................................................... 1
3.2 Public Records Act .............................................................................................................................. 2
3.3 Professional Standards and Retention Guidelines ............................................................................... 2
3.4 Penalties for Destruction of Public Records ....................................................................................... 2
4. Definitions ................................................................................................................................................ 2
4.1 Administrative Regulations ................................................................................................................. 2
4.2 City Employee..................................................................................................................................... 2
4.3 Duplicate Copy ................................................................................................................................... 2
4.4 Legal Hold........................................................................................................................................... 3
4.5 Non-record Writing ............................................................................................................................. 3
4.6 Record ................................................................................................................................................. 3
4.7 Retention Period .................................................................................................................................. 3
4.8 Retention Schedule ............................................................................................................................. 3
4.9 Transitory Writing ............................................................................................................................... 3
4.10 Trusted Copy ..................................................................................................................................... 3
4.11 Trusted System .................................................................................................................................. 3
4.12 Writing .............................................................................................................................................. 4
5. Policy ........................................................................................................................................................ 4
1
1. PURPOSE
The Purpose of this Policy is to define the requirements that staff and officials of the City
of Rohnert Park (the “City”) will follow for managing the retention, protection and
disclosure of records and information in accordance with the City’s operational needs
and to comply with federal, state, and local laws.
2. SCOPE
2.1 This Policy is established by the City in accordance with all relevant federal, state, and
local laws, as summarized in Section 3, below.
2.2 Every writing (which includes records), as defined in Section 4, created or received by
a City employee in the course of executing any of the City's business, is subject to
compliance with this Policy.
2.3 The City Manager is hereby authorized to establish and maintain written administrative
regulations which implement this Policy. The administrative regulations shall be
subject to the recommendation of the City Clerk, approval as to form by the City
Attorney, and approval by the City Manager. A copy of the administrative regulations
shall be maintained by the Office of the City Clerk. The administrative regulations shall
include:
2.3.1 Standard procedures and guidelines to implement this Policy, provided that the
procedures and guidelines are consistent with the purposes, goals, and
requirements of this Policy. This shall include procedures for the effective
creation, use, maintenance, security, retention, storage, preservation, and
destruction of records by all City employees; including procedures for
complying with the "Trusted System" requirements of California Government
Code section 34090.5.
2.3.2 Identification of any delegation of duties, responsibilities, or authority from the
City Manager to other qualified City employees. This shall include a delegation
of duties, responsibilities, and authority for the maintenance and lawful
destruction of records.
2.3.3 Standard forms, and procedures for their use. This Policy applies to elected and
appointed officials, full-time, part-time and temporary employees and
volunteers, as well as contractors of the City who are acting on behalf of the
City and who have access to, use of, or are involved in the creation, maintenance
or storage of the City’s records and information.
3. AUTHORITIES
The legal authorities and professional guidelines applicable to the management of
City records include the following:
3.1 General Rule for Records Retention. As a general rule, the City is required to
retain public records for at least two years (California Government Code sections
34090, et seq.). There are limited exceptions to this general rule that authorize
2
the City to destroy records earlier than two years; however, there are many more
exceptions to this general rule (based on legal requirements and considerations
of public policy) that require a longer period of retention. This Policy and the
Retention Schedule document the required periods of retention.
3.2 Public Records Act. The California Public Records Act (Government Code
sections 7920, et seq.) provides definitions for "writings" and "public records," for
the purpose of determining which records are required to be disclosed to the public
upon request. It also identifies which records are confidential or otherwise exempt
from disclosure to the public. The definitions of the Public Records Act are used
as a basis for the definitions set forth in this Policy.
3.3 Professional Standards and Retention Guidelines. Selected professional
associations and other governmental agencies, such as the California Secretary of
State, the Department of Justice, and the City Clerk's Association, have published
standards, model retention guidelines, and/or articles recommending retention
periods for different types of records. Although these standards and guidelines are
not binding on the City, the City has taken these documents into consideration in
establishing the City's Retention Schedule.
3.4 Penalties for Destruction of Public Records. There are serious penalties for
unlawful destruction of public records. California Government Code section 6200
provides for punishment by imprisonment up to four years for any City employee
who is found guilty of willfully destroying (including altering, falsifying,
mutilating, defacing, or stealing, in whole or in part) a public record without
complying with the requirements of law, including this Policy.
4. DEFINITIONS
For the purpose of this policy, the following terms are defined below.
4.1 "Administrative Regulations" means the administrative regulations and procedures
approved by the City Manager, in accordance with the provisions of Section 2.3
of this Policy, in order to implement the requirements of this Policy.
4.2 "City Employee" means any person hired or contracted to perform services for the
City in a position approved by the City Council as a part of the Budget Staffing
Plan, including any full-time, part-time, or limited term employee.
4.3 "Duplicate Copy" means a writing that is a copy of an original record, if the copy
is not within the definition of "Trusted Copy." Duplicate Copy also includes any
original record that has been replaced by a "Trusted Copy."
4.4 "Legal Hold" means a written notice from the City Manager, City Attorney, or the
City Clerk that precludes the destruction of any record or writing, typically based
on pending litigation or a claim filed against the city, until released.
3
4.5 "Non-record Writing" means any writing which is not within the definition of
"Record." Examples of non-record writings include writings that do not contain
information relating to the conduct of the City's business (such as brochures,
catalogs, seminar announcements, magazines, and newspapers).
4.6 "Record" means a "Public Record" as defined by Government Code section
7920.530. "Record" means any writing containing information relating to the
conduct of the City's business prepared, owned, used, or retained by the City
regardless of physical form or characteristics. Thus, "Record" or "Public Record"
includes the subsets of all "Trusted Copies."
4.7 "Retention Period" means the minimum length of time that a particular record shall
be retained by the City before it is destroyed in accordance with this Policy. The
Retention Period shall be identified on the Retention Schedule.
4.8 "Retention Schedule" means the schedule which identifies a minimum retention
period for each category of record. The Retention Schedule is subject to the
approval of the City Council by resolution, and may be amended periodically by
City Council resolution.
4.9 "Transitory Writing" means writings that are not retained in the ordinary course of
business, in accordance with the requirements of this Policy and the
Administrative Regulations, and generally includes writings that have only
transitory value for use by an individual City employee (e.g., Microsoft Teams
Chats, personal notes, or drafts that are not provided to another person).
4.10 "Trusted Copy" means a copy of an original record that is generated in a manner
by which the copy accurately and legibly reproduces the original record in all
details and that does not permit additions, deletions, or changes to the original
record images. The Trusted Copy must be generated by a "Trusted System" in
accordance with the requirements of Government Code section 34090.5, and the
Administrative Regulations. Once a "Trusted Copy" is created, it shall replace the
original record; and the original record may be lawfully destroyed as a "Duplicate
Copy." The "Trusted Copy" must be retained as a record in accordance with the
requirements of this Policy and the Retention Schedule.
4.11 "Trusted System" means a combination of techniques, policies, and procedures
for which there is no plausible scenario in which a document retrieved from or
reproduced by the system could differ substantially from the document that was
originally stored or created as more particularly defined in Government Code
section 12168.7.
4.12 "Writing" means any recording of any communication or representation
(including letters, words, symbols, pictures, visual images, sounds, or
combinations thereof), including any handwriting, typewriting, printing,
photographing, photo-stating, photocopying, video recording, voice recording,
transmitting by electronic mail or facsimile, and every other means of recording
4
upon any tangible thing (including papers, maps, magnetic or paper tapes,
photographic films and prints, magnetic or punched cards, discs, drums, and other
documents). Thus, "writing" is an all-inclusive definition that includes the subsets
of all records, public records, trusted copies, duplicate copies, non-record
writings, and transitory writings (See California Government Code section
7920.545).
5. POLICY
5.1 Each City employee shall create, use, maintain, store, preserve, secure, and retain
all records in accordance with this Policy, the Retention Schedule, and the
Administrative Regulations. Records shall be retained for the Retention Period
identified on the Retention Schedule, unless modified by this Policy and the
Administrative Regulations. Records may be lawfully destroyed only in
compliance with the requirements of this Policy and the Administrative
Regulations.
5.2 The City Manager is authorized to include, as a part of the Administrative
Regulations, procedures by which City employees are authorized to destroy
writings that are less than two years old if the writing is within any one of the
following categories:
5.2.1 Any original record that is replaced by a trusted copy, as defined by Section
4.10.
5.2.2 Any duplicate copy of a record, as defined by Section 4.3. The
Administrative Regulations shall require the City Employee who
authorizes the destruction of the duplicate copy to ensure that the writing
is not needed for the conduct of the City's business, that it is a duplicate
copy, and that there is an original record (from which the duplicate copy
was made) being retained in accordance with the Retention Schedule
consistent with the provisions of California Government Code section
34090.7.
5.2.3 Any non-record writing, as defined by Section 4.5
5.2.4 Any transitory writing, as defined by Section 4.9. The Administrative
Regulations shall require the City employee who authorizes destruction of
the transitory writing to ensure that the writing is not needed for the
conduct of the City's business, that it was prepared by a City employee as
a personal note for that City employee's personal use, that it was not
provided to any other person, and that the public interest in destroying the
writing (for purposes of maintaining effective and accessible public
records) clearly outweighs the public interest in retaining the writing.
5.2.5 Any writing for which there is an independent legal basis for destruction,
as set forth in the Retention Schedule, including any federal or state statute
or regulation. This shall include procedures for the destruction of routine
5
video monitoring, and recordings of telephone and radio communications,
in accordance with California Government Code section 34090.6.
5.3 The City Manager shall include, as a part of the Administrative Regulations,
procedures that ensure that no record or writing shall be destroyed (whether
pursuant to the Retention Schedule, or any provision of Policy Section 5.2) if the
record or writing is the subject of a pending request for disclosure or inspection
of a public record (pursuant to the requirements of (Government Code sections
7920, et seq.), or (b) the record or writing is the subject of a legal hold. A "legal
hold" is a written notice from the City Manager, City Attorney, or the City Clerk
that precludes the destruction of any record or writing, typically based on pending
litigation or a claim filed against the City, until the legal hold is released.
RESOLUTION NO. 2023-010
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT
PARK APPROVING AN UPDATE TO THE RECORDS RETENTION SCHEDULE AND
SUPERSEDING RESOLUTION 2020-107
WHEREAS, the declared purpose of this Resolution is to provide direction to City
Officials, employees, contractors, and volunteers for the proper and efficient management of City
of Rohnert Park records consistent with the requirements of federal and state laws including
California Government Code Section 6250 et seq. “Public Records Act”; and
WHEREAS, California Government Code Section 34090 et seq. sets forth requirements
relating to the retention of certain municipal records and provides parameters whereby any City
record that has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City Council approved a new Records Retention Schedule by
Resolution 2020-107; and
WHEREAS, staff have identified additional example records, departments of record, and
legal citations to add to a Record Number; and
WHEREAS, staff have identified Record Numbers requiring updated retention periods;
and
WHEREAS, it has been recommended that the Records Retention Schedule be amended
and adopted as set forth in the attached Exhibit A.
NOW, THEREFORE, BE IT RESOLVED:
Section 1. Resolutions No. 2020-107 is hereby superseded.
Section 2. The amended Records Retention Schedule, attached hereto and incorporated
herein as Exhibit A by reference, is hereby adopted.
Section 3. The records of the City of Rohnert Park, as set forth in the Records Retention
Schedule Exhibit A, are hereby authorized for destruction as provided by Section 34090 et seq.
of the Government Code of the State of California, and in accordance with the provision of said
schedule, upon the request of the City’s Department Head and with the consent in writing of the
City Clerk and City Attorney, without further action by the City Council of the City of Rohnert
Park.
Section 4. The term “records” as used herein shall include records as defined by the
California Public Records Act and Government Code Section 14741.
Section 5. The City Clerk shall certify the passage and adoption of this resolution and
enter it into the book of original resolutions.
Section 6. The resolution shall become effective immediately upon its passage and
adoption.
Resolution 2023-010
Page 2 of 2
DULY AND REGULARLY ADOPTED this 28th of February, 2023.
CITY OF ROHNERT PARK
____________________________________
Samantha Rodriguez, Mayor
ATTEST:
______________________________
Sylvia Lopez Cuevas, City Clerk
Attachments: Exhibit A
ELWARD: _________ GIUDICE: _________SANBORN: _________ HOLLINGSWORTH ADAMS: _________ RODRIGUEZ: _________
AYES: ( ) NOES: ( ) ABSENT: ( ) ABSTAIN: ( )
Records Retention Schedule
City Clerk’s Office
130 Avram Avenue
Rohnert Park, CA 94928
February 14, 2023
Adopted: Resolution 2023-009
Exhibit A
Table of Contents
Legends .............................................................................................................................................. v
Using the Record Retention Schedule ................................................................................................... vi
Retention Schedule .............................................................................................................................. 1
Advisory Bodies - Non-Brown Act................................................................................................................... 1
Audio/Video Records - Nonlegislative Meetings ............................................................................................ 1
Audits - Internal and Administration .............................................................................................................. 1
Budgeting and Financial, Strategic Planning ................................................................................................... 1
Community Outreach, Media and Public Relations ........................................................................................ 1
General and Department Administration ....................................................................................................... 2
Grants and External Funding Sources ............................................................................................................. 2
Legal Advice and Opinions .............................................................................................................................. 2
Legislative Councils, Boards & Commissions - Administrative Documents .................................................... 2
Policies and Procedures .................................................................................................................................. 3
Public Notices ................................................................................................................................................. 3
Purchasing - Agreements and Contracts Not Awarded .................................................................................. 3
Service Issues, Complaints .............................................................................................................................. 3
Training Materials, Courses, Scheduling ......................................................................................................... 3
Activity and Event Permits and Licenses ........................................................................................................ 4
Animal Services .............................................................................................................................................. 4
Miscellaneous Building Permit Documents .................................................................................................... 4
Administrative Hearings ................................................................................................................................. 4
Public Information Requests .......................................................................................................................... 4
Building Plans, Building Permits - Residential and Commercial ..................................................................... 5
Address Files ................................................................................................................................................... 5
Agreements, Contracts - Settlement Agreements ......................................................................................... 5
Appointments to Boards, Commissions and Committees .............................................................................. 5
Audio/Video Records - Legislative Meetings .................................................................................................. 5
Claims for Money or Damages Against the City ............................................................................................. 5
Election Records - Administrative Files .......................................................................................................... 6
Election Records - Candidates Elected ........................................................................................................... 6
Election Records - Candidates Not Elected .................................................................................................... 6
Election Records - Committees ...................................................................................................................... 6
Election Records - Initiative, Recall, or Referendum Petitions ....................................................................... 6
Election Records - Nomination Documents .................................................................................................... 6
Page i - 2023
FPPC Forms - Mandated Reporting ................................................................................................................ 6
FPPC Forms - Statements of Economic Interest ............................................................................................. 6
Historical Documents, Events, Memorabilia, Collections, Artifacts................................................................ 7
Prop 218 Protest Procedure ........................................................................................................................... 7
Records of Legislative Councils, Boards & Commissions Actions ................................................................... 7
Records, Information Management ............................................................................................................... 7
Assessment Districts - Community Facility Districts ....................................................................................... 8
Litigation ......................................................................................................................................................... 8
Agreements and Contracts - Goods, Rentals, or Services .............................................................................. 8
Economic Development Programs and Services ............................................................................................ 9
Insurance Coverage - Non-Occurrence Based ................................................................................................ 9
Insurance Coverage - Occurrence Based ........................................................................................................ 9
Business Continuity Records - Facilities and Emergency Operations ............................................................. 9
Code Compliance and Enforcement ............................................................................................................. 10
Community Services Programs and Services ................................................................................................ 10
Facility Rentals .............................................................................................................................................. 10
Agreements, Contracts - Public Projects ...................................................................................................... 11
Engineering Project Files - Construction Records ......................................................................................... 11
Engineering Project Files - Final Documents ................................................................................................ 11
Grading and Encroachment Permits............................................................................................................. 11
Real Estate Appraisals .................................................................................................................................. 11
Real Estate Transactions ............................................................................................................................... 12
Recorded Maps and Diagrams, and As-Built Plans ....................................................................................... 12
Traffic and Transportation Planning ............................................................................................................. 12
Accounts Payable and Receivable ................................................................................................................ 13
Audits - Official ............................................................................................................................................. 13
Banking Records ........................................................................................................................................... 13
Business Licenses .......................................................................................................................................... 14
Community Development Agency/Community Development Commission Official Reports ....................... 14
Debt .............................................................................................................................................................. 14
Escheat, Unclaimed Funds............................................................................................................................ 14
Financial Reporting - Official, Annual, Periodic ............................................................................................ 14
Fixed Assets .................................................................................................................................................. 15
General Ledger, Journal Entries, Budget Adjustments ................................................................................. 15
Investments .................................................................................................................................................. 15
Payroll ........................................................................................................................................................... 16
Page ii - 2023
Tax Filings ..................................................................................................................................................... 16
Utility Customer Account Information ......................................................................................................... 16
Fuel Management ........................................................................................................................................ 16
City Building, Property Management ........................................................................................................... 16
Permits Issued by Fire Department .............................................................................................................. 16
Housing Program Files .................................................................................................................................. 17
Benefit Plans ................................................................................................................................................. 17
Employee Benefit Files ................................................................................................................................. 17
Employee Medical Records .......................................................................................................................... 17
Labor Relations ............................................................................................................................................. 18
Regulatory Reporting for Human Resources ................................................................................................ 18
Salary, Compensation ................................................................................................................................... 18
Work Authorizations and Supporting Documentation ................................................................................. 18
Staffing and Recruiting ................................................................................................................................. 18
Personnel Files ............................................................................................................................................. 19
Training for Employees and Officials ............................................................................................................ 19
Employee Health & Safety ............................................................................................................................ 20
Technology Help Desk, Access and Security ................................................................................................. 20
Application, System Management ............................................................................................................... 21
Business Continuity Records - Computing Equipment and Network Operations ......................................... 21
Security, Access Operations ......................................................................................................................... 21
Planning Services - Permanent ..................................................................................................................... 21
Planning Services - Short-term ..................................................................................................................... 22
Arson Investigations ..................................................................................................................................... 22
Concealed Weapons Licenses....................................................................................................................... 22
Criminal Registrations - Gangs ...................................................................................................................... 22
Fire Equipment ............................................................................................................................................. 22
Fire Prevention Inspections .......................................................................................................................... 22
Fire Prevention Occupancy Records ............................................................................................................. 22
Fire Prevention Programs ............................................................................................................................. 22
Fire Station Activity Records......................................................................................................................... 23
Incident Reports ........................................................................................................................................... 23
Police - Complaints, Internal Investigations ................................................................................................. 23
Police Routine Video Records ....................................................................................................................... 23
City Asset Repair, Maintenance .................................................................................................................... 23
Hazardous Waste, Monitoring and Remediation ......................................................................................... 24
Page iii - 2023
Operational Maps ......................................................................................................................................... 24
Recycled Water, Backflow ............................................................................................................................ 24
Storm Water Drainage Management ........................................................................................................... 24
Water and Sewer .......................................................................................................................................... 25
Maintenance/Inspection Reports - City Facilities and Infrastructure ........................................................... 25
Public Safety Consortium Schedule ............................................................................................................. 26
Page iv - 2023
Legends
C I TAT I O N C O D E S
B&P = Business and Professions GC = California Government Code
CAC = California Administrative Code H&S = Health & Safety
CBC = California Building Code HUD = Housing and Urban Development
CCP = Code of Civil Procedure LAB = California Labor Code
CCR = California Code of Regulations OMB = Office of Management & Budget
CEC = California Evidence Code OSHA = Occupational Safety & Health Act
CEQA = California Environmental Quality Act PC = Penal Code
CFC = California Fire Code POST = Police Officers Standards Training
CFR = Code of Federal Regulations R&T = California Revenue & Taxation Code
EC = Election Code SEC = Security Exchange Commission
EVC = California Evidence Code UFC = Uniform Fire Code
FA = California Food and Agriculture USC = United States Code
FC = California Financial Code VEH = Vehicle Code
FMLA = Family & Medical Leave Act 1993 W&I = Welfare & Institutions Code
FPPC = Fair Political Practice Commission
Retention Codes
AC = While Active MAINT = Maintain Records
FR = Final Resolution PR = Permanent
LA = Limitation on Action S = Superseded
LI = Life (of program, asset) T = Termination
M = Month Y = Year
MA = Maturity D = Days
Acronyms
CCMS = Citywide Content Management System MOA = Memorandum of Agreement
DOJ = Department of Justice MOU = Memorandum of Understanding
FEMA = Federal Emergency Management
Agency MSDA = Material Safety Data Sheet
FPPC = Fair Political Practice Commission REMIF = Redwood Empire Municipal
Insurance Fund
FTC = Federal Trade Commission RFI = Request for Information
JPA = Joint Powers Agreement RFP = Request for Proposal
LOI = Letter of Intent RFQ = Request for Qualifications
Page v - 2023
Using the Record Retention Schedule
The retention schedule is intended to direct City staff on when and how to disposition City records after they have exceeded their lifecycle, it also provides
you with the location and/or the Department of Record. Below is a descriptive sample of a record from the schedule, with category explanations:
Record No. Record Name and Description Example Records Department/Office of
Record
Retention Legal Citations
and Comments
Whenever When a record goes by more than one
name, the alternative names are listed
here. The purpose or function of the
record is described. Any other notes,
exceptions, or special instructions
relating to the record or record series
are listed here.
A series of records
may be comprised of
several document
types, documents that
most likely will be
found in this series
are listed.
Department responsible for
maintaining the original record.
Departments not listed under
“Department of Record” are
deemed to have a duplicate
copy of such records and may
destroy the copy at any time.
This is the total amount of Notes any applicable
possible records time that is required, either government code or policy
have been by federal, state, local related to the record’s
combined into a statue, or internal policy. retention.
series of like
items and placed
together in a
record number.
Modifications and Additions
Because records reflect activities that are constantly changing, the retention requirements for records sometimes require revision as well. Consequently,
records retention and disposition schedules often need modification or additions in order to be realistic and effective. There may be some retention
periods and disposition requirement within this schedule that may change between major reviews of the schedule. The City Clerk’s Office welcomes all
comment and suggestions concerned with improvement of record retention schedule through modifications and additions. Use of Schedule
This PDF document contains a linked contents index. To utilize the contents index, click on the desired content to be taken to the page on
which the content is located. When using this Retention Schedule it may require a search mode (find), use “Control (Ctrl) F”, a pop-up box will appear, use
search word or words to find specific documents for your retention needs. Contact Us
For further information on any records management, record preservation, or disposition issues, please contact: City
Clerk’s Office
130 Avram Avenue, Rohnert Park, CA 94928 Phone:
707-588-2227
Email: cityclerk@rpcity.org
Page vi - 2023
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
001 Advisory Bodies - Non-Brown Act
Records of actions taken by City committees, ad hoc committees, and task forces having
no legislative authority of their own (i.e., not subject to the Brown Act), but whose actions
may inform or advise the City Council or other City legislative bodies.
Agendas
Bylaws
Formation Documents
Meeting Minutes
Opinions on Pending Legislation
Resolutions
Transcriptions of audio and video recordings of meetings
All Departments While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
002 Audio/Video Records - Nonlegislative Meetings
Audio and video recordings of City meetings other than those of legislative bodies (bodies
not subject to the Brown Act).
Audio and Video Recordings All Departments 90D CA - GOV 54953.5(b) - (30D)
003 Audits - Internal and Administration
Records and information related to internal audits and administration of auditing activities,
including reviewing and documenting operational, compliance, or financial information
created as a part of an audit. (Does not include CAFR.)
Annual Audit Reports
Audit Files, Plans
Audit Schedules
Audit Workpapers
Improvement Plans
Investigations, Workpapers
Management Responses
Observations
Petty Cash Audits
Recommendations
Remediation Plans / Results
Responses
All Departments 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
004 Budgeting and Financial, Strategic Planning
Records and information relating to development of department and City budgets and
financial and strategic planning.
Budgets
Financial Plans
Strategic Plans
All Departments 2Y CA - GOV 34090 - (2Y)
005 Community Outreach, Media and Public Relations
Records and information regarding external-facing communications, advertising,
marketing, and press relations materials, including documentation of outreach
activities/events held in cooperation or for the benefit of the local community. Includes
use of digital sign by outside parties.
Brochures, Flyers
Digital sign applications, approvals, scheduling, revenue
Events
FAQs
Mailers
Marketing Materials
Media Packets, Releases, Kits
Press Kits
Public / Media Inquiries
Public Information / Outreach / Education
Publications Produced by the City (newsletter, visitors guide )
Publicity Files
Speeches
Social Media Documentation
Videos
Waivers of Liability
All Departments 4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
Page 1
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
006 General and Department Administration
Administrative records of City departments documenting general administrative tasks
such as internal reporting, logging or tracking of activities, department projects, and
general correspondence.
Calendaring and Scheduling
City Generated Routine Studies / Reports
Correspondence (routine, general, letters, e-mail )
Department Administrative Documents (calendars, committees, goals,
objectives, meeting agendas, meeting minutes, meeting tapes/recording,
plans )
Employee Communication Letters (announcements, new programs,
notices )
In-House Committees and Task Forces
Logs
Office Files, Office Manager Files
Organization Charts
Supplies Management (stationery, maintenance )
Travel Records
Vehicle Mileage Reimbursement Rates
Volunteer Programs
All Departments While Active+2Y CA - GOV 34090 - (2Y)
007 Grants and External Funding Sources
Documentation of the applications for, as well as evaluations, awards, administration,
monitoring, reporting, and status of grants and other funding sources in which the City is
the recipient, grantor, allocator, or administrator.
Applications (including project proposals )
Award Notification
Grant Administration
Grant Funding
Grant Evaluations
Program Rules, Regulations, Procedures
Property Taxes Funding
Reports to Funding Agencies
All Departments While Active+5Y CA - GOV 34090 - (2Y)
US - 2 CFR 200.333 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (LA4Y)
Unsuccessful applications are retained
for 2 years.
NOTE: If a grant requires longer
retention, its specific requirements will
take precedence.
008 Legal Advice and Opinions
Memoranda containing legal advice prepared by the City Attorney's for City departments.
Memos
Opinions
All Departments 10Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
009 Legislative Councils, Boards & Commissions - Administrative Documents
Administrative records associated with activities of City legislative bodies, boards, and
commissions during public and closed session meetings.
Ceremonial Documents
Correspondence
Petitions to Council
Photo Releases
Speaker Cards
All Departments While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 2
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
010 Policies and Procedures
All administrative documentation of City policies and procedures.
Administrative Policies
Departmental Policies and Procedures
Directives
General Orders
Guidelines
Handbooks
Policies
Procedure Manuals
Procedures
Standard Operating Procedures (SOPs)
Standards
All Departments While Active+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 45 CFR 164.530(j) - (CU+6Y)
011 Public Notices
Records documenting compliance with laws requiring public notice of government
activities. Subjects include assessments, elections, land use changes, public meetings
and hearings, sale of property, publication of ordinances, and others.
Affidavits of Mailing
Affidavits of Posting
Affidavits of Publication/Legal Notices
Public Hearing Notices
Public Meeting Notices
All Departments 4Y CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
012 Purchasing - Agreements and Contracts Not Awarded
Records and information created or retained in the preparation of purchasing or
acquisition of goods and services, but where the purchase order, contract, or agreement
was not awarded.
Bids, Awards (unaccepted, rejected )
Exhibits
Price Lists
Quotations
Requisitions
Requests for Information (RFI)
Requests for Proposal (RFP )
Requests for Quote (RFQ )
Scorecards
Specifications
All Departments 2Y CA - GOV 34090 - (2Y)
013 Service Issues, Complaints
Documentation regarding civilian complaints and related requests for service, other than
those related to peace officers (see Record 099 for peace officer complaints).
Complaints
Issues Log
Trouble Reports
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
014 Training Materials, Courses, Scheduling
Documentation regarding the content of courses and schedules for training offered to
employees, officials and volunteers.
Brochures
Education Materials
Presentation Materials
PowerPoint Slide Decks
Testing Materials
Training Bulletins
All Departments 6Y CA - GOV 12946 - (4Y)
US - 29 CFR 1602.14 - (FR+1Y)
Page 3
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
015 Activity and Event Permits and Licenses
Documentation of permits issued by the City for activities and events taking place within
City boundaries.
NOTE: This excludes building permits which are covered under Record 021, and
permanent land use permits, which are covered under Record 089.
Alcoholic Beverages
Amplified Sound
Animal Licenses
Bicycle
Bingo
Grading Permits
Fireworks Sales and Displays
Hobby Kennel/Commercial Kennel
Haunted Houses
Local Firearm’s License
Massage License (establishment, technician)
One-time Business License
Parking
Solicitor Permits
Second Hand Dealers
Taxis and Autos for Hire
Transportation Permits (oversize, overweight)
Animal Services
Finance
Engineering
Public Safety
While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
016 Animal Services
Records and information documenting activities of the Animal Services office.
Approval or Denial of Treatment by City
Bite Records
Case Files
Microchip Information
Photos
Rabies Control Reports (quarantine numbers )
Shelter Records (intake, transfer, adoption, emergency boarding, camp
program )
Veterinary Records (medical treatment, euthanasia
Animal Services
Public Safety
3Y CA - CCP 340(c) - (LA1Y)
CA - FAC 32003 - (3Y)
CA - GOV 34090 - (2Y)
CA - HSC 122331 - (MAINT)
CA - PEN 597.1(d) - (3Y)
017 Miscellaneous Building Permit Documents
Records and information documenting the permitting and inspection process.
Application for Building Permits (including plans)
Building Plan Check Comments
Correction Notices (Not including correction notices for issued or expired
permits)
Correspondence
Fees
Building While Active+2Y CA - GOV 34090 - (2Y)
CA - HSC CBC 105.3.2 (180D)
018 Administrative Hearings
Records of administrative hearings of appeals related to violations and citations issued for
animal control, code enforcement, administrative permits and zoning interpretations, and
public safety.*
Case Files
Hearings
Rulings
Building
City Clerk
Code Compliance
Planning
Public Safety
5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
019 Public Information Requests
Records requested by the public, required for provision to the public, and related
inquiries.
Inquiries
Maddy Act Lists
Pitches Motions
Plan Requests
Public Records Requests
Subpoenas for Records (not related to City litigation )
Building
City Clerk
Public Safety
2Y CA - GOV 34090 - (2Y)
Page 4
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
020 Building Plans, Building Permits - Residential and Commercial
Records and information documenting the building services provided by the City
regulating residential and nonresidential structures.
Accessibility Hardship Forms
Accessibility Exemption Forms
Building Inspections
Building Permits (issued, active, expired, history )
Building Plans
CalGreen Checklists
Certificates of Occupancy
Energy Documentation
General Compliance Letters from Design Professionals
Geotechnical Reports
Special Inspections.
Building
Fire
Permanent CA - CBC 107.5 - (180D)
CA - CRC 106.5 - (180D)
CA - GOV 34090 - (2Y)
CA - GOV 34090(d) - (2Y)
CA - HSC 19850 - (LI)
021 Address Files
Records and information regarding the rules for naming and numbering City streets,
housing, and/or lots.
Address Assignments/Changes
Street Closings
Street Dedications
Building
Planning
Permanent CA - GOV 34090(a) - (PR)
022 Agreements, Contracts - Settlement Agreements
Executed settlement agreements documenting final settlement of legal issues with other
parties.
Settlement Agreements City Clerk Permanent CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
023 Appointments to Boards, Commissions and Committees
Staff records related to appointments made by authorized elected officials to councils,
committees, boards, and commissions.
Applications (appointed, unsuccessful )
Interview Notes
Letters of Appointment
Letters of Recommendation
Oaths of Office
Resumes
Submitted Documents
City Clerk Term of Office+2Y CA - GOV 34090 - (2Y)
024 Audio/Video Records - Legislative Meetings
Audio and video recordings of legislative meetings of legislative bodies subject to the
Brown Act, including the City Council, Commissions, City Council appointed Committees,
Community Development/Successor Agency, and their governing boards.
Audio and Video Recordings City Clerk 5Y CA - GOV 54953.5(b) - (30D)
025 Claims for Money or Damages Against the City
Records detailing claims against the City pursuant to the Government Tort Claims Act,
CGC 900 et seq.
Annual Audit of Open Claims
Claims for Money or Damages Against the City
Closing Letters
Damage Estimate Reports
Supporting Documentation
Insurance Claims, Appraisals, Reports
Investigations
City Clerk Final Resolution+5Y CA - CCP 337 - (LA4Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 5
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
026 Election Records - Administrative Files
Documentation of the administration of City elections.
Correspondence
Research Notes
City Clerk 4Y CA - GOV 34090 - (2Y)
CA - GOV 81009(f)(g) - (4Y; 2Y)
027 Election Records - Candidates Elected
Records and information related to the filing of campaign and election documentation by
candidates who are elected to City offices.
Campaign Statements
Election Results
City Clerk Permanent CA - GOV 81009(b) - (PR)
028 Election Records - Candidates Not Elected
Records and information related to the filing of campaign and election documentation by
candidates, but who are not elected.
Campaign Statements City Clerk 5Y CA - GOV 81009(b) - (5Y)
029 Election Records - Committees
Records and information related to the filing of FPPC forms for Political Action
Committees and General Purpose Committees.
FPPC Series 400 Forms City Clerk 7Y CA - GOV 81009 (c ) - (7Y)
030 Election Records - Initiative, Recall, or Referendum Petitions
Petitions for initiative, referendum, recall, or ballot measures, whether successful or not.
Petitions City Clerk 8M CA - ELEC 17200 - (8 Months)
CA - ELEC 17400 - (8 Months)
031 Election Records - Nomination Documents
Records and information related to the filing of nomination papers and petitions in lieu of
filing fee.
Ballot Designation Worksheet
Code of Fair Campaign Practices
Form 501 Candidate Intention Statement
Form 700 Statement of Economic Interests (copies)
Nomination Papers
Petitions in Lieu of Filing Fee
Signatures in Lieu of Filing Fee Petitions
Supplemental Nomination Papers
City Clerk Term of Office+4Y CA - ELEC 17100(a) - (T+4Y)
032 FPPC Forms - Mandated Reporting
Forms mandated by state law related to related to receipt and redistribution of gifts and
honoraria, ceremonial roles, and holding of multiple positions for certain employees,
elected or appointed officials, or consultants.
Form 801
Form 802
Form 803
Form 804
Form 805
Form 806
City Clerk 7Y CA - GOV 34090 - (2Y)
CA - GOV 81009(e) - (7Y)
033 FPPC Forms - Statements of Economic Interest
Statements of economic interest mandated by state law for certain employees, elected or
appointed officials, or consultants.
Form 700 City Clerk 7Y CA - GOV 34090 - (2Y)
CA - GOV 81009 - (4Y; 7Y)
Page 6
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
034 Historical Documents, Events, Memorabilia, Collections, Artifacts
Records and information documenting the history and significant milestones of the City as
determined by the City Manager or City Clerk
Appointments to City Council
Biographies of City Officials
Census Information
City Articles of Incorporation
City Seal
City Generated Historical Studies / Reports
City Publications
Codes Related to Building Construction
Demographics
Elections, Initiative, Referendum, Recall and City-initiated Measures
Executive, City Official Communications, Speeches, Videos
Historic Districts
Historical Events, Artifacts, Architecture, Designations, Projects
Historical Parks, Facilities
Litigation of Historical Significance
Master Appointments List
Memorial Programs
Picture Collections
Publicity Photographs
Registered Logos
Significant News Clippings, Releases
City Clerk Permanent CA - GOV 34090 - (2Y)
035 Prop 218 Protest Procedure
Records related to administration of notifications and protests associated with taxes,
assessments and fees subject to Prop. 218.
Ballots
Engineer's Report
Notices
Protest Letters
Public Hearing Material
City Clerk Permanent California Constitution Art. XIII
036 Records of Legislative Councils, Boards & Commissions Actions
Records of public and closed session meetings, and actions taken in those meetings, by
City councils, boards and commissions with legislative authority and subject to the Brown
Act.
Agenda Packets (includes staff reports)
Appeals
Bylaws
City-wide Plans/Programs Adopted
Formation Documents
Meeting Minutes
Minute Books & Index
Municipal Code
Ordinances
Petitions and Decisions
Proclamations
Resolutions
City Clerk Permanent CA - GOV 34090(e) - (PR)
037 Records, Information Management
Documentation of the compliance with Records and Information Management policy and
procedures. Includes retrievals, transfers, and inactive records.
Certificates of Destruction
Inactive Records Storage Information
Lists of Stored / Destroyed Records
Litigation Hold Notices, Updates
Records Transfers (to storage, to other depts.)
City Clerk 4Y CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3Y)
US - 26 USC 6531 - (LA6Y)
Page 7
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
038 Assessment Districts - Community Facility Districts
Records and information documenting the formation and operations of the City's funding
districts. Includes maintenance districts, bond districts, acquisition districts and PBIDs.
Boundary Maps and Diagrams
District Formation Documents
Engineers Reports
Mello-Roos Records
Rate Calculations
City Clerk Permanent CA - GOV 34090(a) - (PR)
039 Litigation
Records generated for or related to any case or action before a judicial, arbitral, or
administrative officer or body.
Civil Appeals
Complaints
Court Orders
Criminal Prosecutions
Cross-complaints
Discovery
Dismissal
Exhibits
Judgments
Litigation-related Administrative Records
Petitions
Pleadings
Related Correspondence
Releases
Responses
Subpoenas Related to Litigation (for records, civil subpoenas, criminal
subpoenas )
City Clerk
City Manager
Final Resolution+10Y CA - 2 CCR 11013 - (FR+2Y)
CA - 8 CCR 10102 - (5Y; CL+1Y)
CA - 22 CCR 1085-2 - (CU+4Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (3Y)
US - 26 CFR 301.6532-1 - (LA2Y)
US - 26 CFR 301.6532-2 - (LA5Y)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626(d) - (LA300D)
US - 42 USC 2000e-5(e) - (LA180D)
US - 42 USC 2000e-5(f) - (LA180D)
040 Agreements and Contracts - Goods, Rentals, or Services
Executed agreements and contracts between the City and other parties, other than those
for legal settlements, infrastructure projects or real property.
Executed agreement or contract includes all contractual obligations (e.g., RFP, RFQ,
scope of work, or successful proposal, amendments), and initial insurance
documentation.
Types of agreements include: consulting, grant, instructor/actor, joint powers authority
(JPA), loan, legal services, professional services, goods, permit & licensing, franchise,
instructor, and investment.
Excludes MOUs between the City and its employee groups (see Record 077) and Facility
Rental Agreements for Community Services (see Record 047).
Addendums and Amendments
Agreements/Contracts
Attachments / Exhibits
Insurance Documentation
Concessions
Change Orders
Disclosures
Leases
Letters of Intent
Memoranda of Agreement (MOA )
Memoranda of Understanding (MOU)
Notices of Intent
Price Lists
Rentals
Requests for Proposals
Requests for Qualifications
Specifications
Statements of Work (SOW )
Vendor Lists and Packets
Warranties
City Clerk
Community Services
While Active+4Y CA - CCP 337.1 - (LA4Y)
CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 8
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
041 Economic Development Programs and Services
Records and information documenting the City's economic development programs (such
as business promotion program, business recruitment program, and retail incentive
program) including marketing, events and customer relationships management.
Community Studies
Demographics
Economic Development Strategy
City Manager While Active + 4Y CA - CCP 337 - (LA4)
CA - GOV 34090 - (2Y)
CA - SHC 36650(b) - (MAINT)
US - 2 CFR 200.333 - (CL+3Y)
042 Insurance Coverage - Non-Occurrence Based
Records detailing the City's general coverage against property damage and liability,
including renewal submission information, insurance quotes, & broker correspondence.
Binding Information
Broker Correspondence
California Joint Powers Insurance Authority (CJPIA )
Insurance Documentation
Completed Applications
Insurance Claims by the City
Insurance Policies (health, benefits, flood, liability )
Insurance Quotes
Insurance Submissions
Redwood Empire Municipal Insurance Funds (REMIF - workers
compensation )
City Manager
Finance
While Active+4Y CA - 22 CCR 3267-2 - (MAINT)
CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
043 Insurance Coverage - Occurrence Based
Records detailing the City's general coverage against property damage and liability,
including renewal submission information, insurance quotes, & broker correspondence.
Binding Information
Broker Correspondence
California Joint Powers Insurance Authority (CJPIA )
Insurance Documentation
Completed Applications
Insurance Claims by the City
Insurance Policies (health, benefits, flood, liability )
Insurance Quotes
Insurance Submissions
Redwood Empire Municipal Insurance Funds (REMIF - workers
compensation )
City Manager
Finance
Permanent CA - 22 CCR 3267-2 - (MAINT)
CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
044 Business Continuity Records - Facilities and Emergency Operations
All documentation for dealing with preparation for and responses to emergencies,
disasters and/or system failures for City facilities. Includes the Emergency Operations
Center.
Business Continuity Plans
De-Energization Mitigation Plan
Disaster Recovery Plan
Drill Records
Emergency Contact Lists, Employee Lists, Roster of Workers
Emergency Evacuation Procedures
Emergency Operations Center
Emergency Preparedness (task forces, plans )
Emergency Response
Evacuation Plans
Fire Prevention Plan
Telephone Trees
City Manager
Public Safety
While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 9
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
045 Code Compliance and Enforcement
Records and information documenting compliance with and violations of City codes.
Administrative Citations
Building Orders
Business License Inspections
Certificates of Nuisance and Abatement
Citations
Compliance with Conditions of Approval
Emergency Orders
Inspections / Enforcement (business, residential)
Investigations
Liens and Releases Supporting Documentation
Notices of Noncompliance
Notices of Violation
Photographs
Reporting
Stop Work Orders
Code Compliance
Public Safety
5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (2Y)
CA - Law Enforcement Evidence and
Property Management Guide
NOTE: Records for repeat offenders may
be retained longer to document a history
of violations
046 Community Services Programs and Services
Records and information documenting the City's parks and recreational programs and
services.
Applications
Class Listings
Department of Health Filings (for concessions and pools )
Emergency Contact Forms
Memorials Program (benches, bricks, buildings )
Photo Releases
Program/Event Evaluations
Recreation Schedules
Registrations Forms
Releases of Liability
Schedules
Withdrawal Forms
Community Services While Active+3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - 22 CCR 101221 - (CL+3Y)
047 Facility Rentals
Records and information documenting rental arrangements for the City's park's facilities.
Applications
Facility Rental Agreements
Insurance Documentation
Permits
Reports
Reservation Books
User Accounts
Community Services While Active+4Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
048 Agreements, Contracts - Public Projects (Construction or Major
Maintenance/Repair by City or Developer for City)
Executed agreements and contracts between the City and other parties for infrastructure
projects or the acquisition, improvement, or sale of real property.
Executed agreement or contract includes all contractual obligations (e.g., scope of work,
amendments), plans and specifications and insurance documentation.
Addendums and Amendments
Agreements/Contracts
Attachments / Exhibits
Bonds (copies)
Certificates of Completion (COCs)
Insurance Documentation
Change Orders, Side Letters, Task Orders
Disclosures
Letters of Intent
Notices of Award
Notices of Completion (NOCs)
Notices to Proceed
Plans and Specifications
Statements of Work (SOWs )
Warranties
Engineering
Public Works
CL+10Y CA - CCP 315 - (LA10Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090(a) - (PR)
Page 10
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
049 Engineering Project Files - Construction Records
Records and information related to the administration, analysis, design, development,
planning, and construction of public works, Capital Improvement (CIP) and engineering
projects for City facilities and infrastructure. Includes projects funded from various
sources including bonds, grants, capital improvement and general fund.
Certificates of Compliance/Notice of Non-Compliance
Field Inspections, Closures
Inspections and Progress Meetings
Payroll (certified, Davis Bacon)
Photos/Pictures
Project Plans and Schedules, Insurance, Permits
Semi-annual Labor Reports
Calculations
Stop Notices
Studies and Surveys
Engineering
Public Works
While Active+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.333 - (AC+3Y)
US - 24 CFR 92.508(c) - (AC+5Y)
US - 24 CFR 570.502(a)(16) - (LA4Y)
US - 29 CFR 97.42 - (AC+3Y)
050 Engineering Project Files - Final Documents
Records and information related to completed public works, Capital Improvement (CIP)
and engineering projects for City facilities and infrastructure.
As-Built Drawings, Plans
CEQA/NEPA Compliance Records
Completion Reports
Geotechnical Reports
Final Designs
Project Specifications
Underground Utilities Maps
Engineering Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
* Life of Building, Asset or Facility
051 Grading and Encroachment Permits
Documentation of grading permits issued by the City and records documenting
encroachments upon City property, or by the City on the property of others.
Encroachment Permits, Certificates
Grading Permits
Engineering While Active+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
052 Real Estate Appraisals
Records of appraisals for property to be purchased by the City. The appraisal is exempt
until the final acquisition or contract agreement is obtained.
Real Estate Appraisals Engineering 2Y CA - GOV 34090 - (2Y)
053 Real Estate Transactions
Records and information related to the ownership, acquisition, disposition, transfer of,
lease of, or improvement of real property, infrastructure and facilities including grant
deeds, owned by or used by the City.
Acquisitions
Capital Improvements
Community Development Block Grant (CDBG ) Property Acquisitions
Deeds of Trust
Dispositions
Eminent Domain Judgments
Mortgages
Possessory Interest
Right of Way Including Dedications and Vacations
Sales
Engineering Permanent CA - GOV 34090(a) - (PR)
Page 11
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
054 Recorded Maps and Diagrams, and As-Built Plans
Final maps, geographical information, and other recorded documents pertaining to City
properties.
Aerial Photos
Annexations Maps and Legal Description
Benchmarks Maps
Building Site Determination
Certificates of Correction
Detachments Maps and Legal Descriptions
Easements
Improvement Plans, Drawings (As-Builts)
Lot Line Adjustments
Major Subdivisions (SD )
Minor Subdivisions (MS )
Parcel Mergers
Engineering Permanent CA - GOV 34090(a) - (PR)
CA - HSC 19850 - (LI)*
055 Traffic and Transportation Planning
Records and information related to the City's efforts to manage and improve traffic and
circulation, and traffic engineering and transportation planning activities.
ADA Compliance (ramps, sidewalks)
Bicycles
Congestion Management
Crosswalks
Enforcement
Highway Corridors
Investigations, Surveys, Studies
Pavement Management Records
Railroads
Signals
Signs
Speed Limits
Speed Surveys
Street/Highway Studies/Surveys
Temporary Street Closures (requests & responses )
Traffic Calming
Traffic Counts
Traffic Management Plans
Transportation Planning
Truck Routes
Engineering While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 12
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
056 Accounts Payable and Receivable
Records and information related to the accounting of monies paid by or to the City,
including payments for financial obligation.
Aging Reports
Auction Proceeds
Billings (Miscellaneous A/R)
Bills Paid
Cash Records (cash count reports, cash flow book information, cash
disbursement, cash register receipts, cash receipts )
Claims by the City (receipt of payments )
Credit Memos
Donations
Employee Expense Reports, Reimbursements
Fee Schedules
Fees and Taxes Paid
FEMA Claims
Form 1099 Records and Form W-9 Records
Grant Claims
Housing Loan Payment Processing
Invoices and Vouchers
Merchant Services (fees, payments )
Purchasing Card Expense Reconciliation/Allocations
Refunds
Sales and Use Taxes Paid
Security Deposits
Tax Revenue (gas taxes, property taxes, transient occupancy taxes )
Tuition Reimbursements
Utility Billing (rate schedules, registers, adjustments, deposit reports,
meter readings, on/off orders, payment stubs, rebates )
Engineering
Finance
6Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
US - 48 CFR 4.705-1 - (4Y)
057 Audits - Official
Records of official audits of City operations and activities.
Annual Street Report
Audit, Auditors Reports
Audited Financial Statements
Comprehensive Annual Financial Report (CAFR)
General Purpose Financial Audits, Single Audits
State Controller's Report
Finance Permanent CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
058 Banking Records
Records and information related to banking authorities, activities, transactions and
correspondence.
Bank Account Administration
Bank Statements
Checks, Canceled
Check Copies
Check Registers, Journals
Corrections / Returns / Adjustments
Deposit Permits, Deposits
Electronic Banking Transactions
Reconciliations
Signature Cards
Transfers
Treasurer Receipts
Credit Card Merchant Activity Statements
Finance 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
US - 48 CFR 4.705-1 - (4Y)
Page 13
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
059 Business Licenses
Records and information documenting the issuance of City business licenses. This
category does not include one time-only licenses, which are in Record 016.
Annual Licenses
Applications
Business Licenses (applications, fees, financial history, reports )
Home Business Licenses
Finance While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
060 Community Development Agency/Community Development Commission Official
Reports
Official reports issued by the former Rohnert Park Community Development Agency,
Rohnert Park Community Development Commission or the Successor Agency to the
Rohnert Park Community Development Agency.
Annual Report to State
Community Development Agency Property Management Plans
Due Diligence Reviews
Enforceable Obligation Payment Schedule (EOPS )
Recognized Obligation Payment Schedule (ROPS )
Statement of Indebtedness
Finance 5Y CA - GOV 34090 - (2Y)
CA - HSC 34177(n) - (1Y)
061 Debt
Records and information relating to City financing and debt activities.
Amortization Schedules
Arbitrage Reports
Bonds (continuing disclosures, bond rating reports, official statements )
Equipment Leases
Loans
Payment History/Schedules
Finance Maturity*+10Y CA - CCP 336 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3Y)
* Maturity includes cancellation and
redemption
062 Escheat, Unclaimed Funds
Records and information pertaining to unclaimed funds held in trust by the City
Uncashed Checks
Unclaimed Funds
Finance Publication of Notice +
3Y
CA - CCP 1513 - (3Y)
CA - GOV 34090 - (2Y)
CA - GOV 50050 - (3Y)
063 Financial Reporting - Official, Annual, Periodic
Annual, periodic, and official financial reports of the City, whether required by regulations
or generated to track internal financial transactions and achievements by the City.
Annual Report of Financial Transactions to State
Annual State Controller Filings
Expenditure Tracking Reports
Payroll Reports
PERS Reports
Revenue/Expenditures Reports
SB-1186 Filings, Reports
Treasurer's Report
Workers Compensation Reports
Final Adopted Budget
Finance 6Y CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 USC 6531 - (LA6Y)
Page 14
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
064 Fixed Assets
Records and information related to the ownership, transfer, acquisition, disposition,
capital leased, or improvement of fixed assets owned by or used by the City.
Acquisitions
Asset Retirement Records
Dispositions
Capital Asset Records
Capital Improvements
Depreciation Schedules
Equipment Rental/Usage Reports
Fixed Asset Reports
Fixed Asset Ledger
Fixed/Capital Asset Accounting
Sales Records
Valuation Information
Finance Life*+10Y CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
* Life of Asset
065 General Ledger, Journal Entries, Budget Adjustments
Records and information related to the transfer of charges between accounts and
summaries of account information, including year end summaries of general ledger
transactions.
Account Ledgers
Balance Sheets
Budget Adjustments
Cash Journal Entries
Chart of Accounts
Downloads / Data Exports
Expenditure Reports
General Ledger
Journal Entries and Backup Documentation
Sub-Ledgers
Summary Reports
Trial Balance
Year -End / Account Detail History Report
Finance 6Y CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
066 Investments
Records and information relating to City investment activities.
Certificates of Deposit (CDs )
Financial Investment Planning
Investment Reporting and Portfolio Management
Investment Reports
Local Agency Investment Fund (LAIF )
Quarterly Investment Report
Security Instruments
Third Party Trustee Account Statements
Finance Maturity*+10Y CA - CCP 336 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3Y)
* Maturity includes cancellation and
redemption
Page 15
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
067 Payroll
Records and information related to the accounting of payroll earnings, deductions, and
issuance. This also includes records and information reflecting all earnings and benefits
paid to each employee.
Benefit Payments
CalPERS Reporting (actuarial, ad hoc )
Deduction Authorizations, Registers, Reports
Deferred Compensation
Educational Reimbursement
Employee Master Lists, Addresses
Federal and State Taxes (withheld, paid )
Payments (amounts, date issued, dates of coverage )
Payroll Checks, Copies, Stub Reports
Payroll Certifications, Controls, Earnings
Payroll Taxes
Salary Schedules
Taxes collected
Timekeeping Records (timecards, out of class forms/reports )
W-2, W-4
Wage Rate Tables
Withholding
Finance 7Y CA - 2 CCR 570.5 - (5Y)
CA - 2 CCR 571(b)(1)(E) - (5Y)
CA - 22 CCR 1085-2(c) - (CU+4Y)
CA - GOV 12946 - (4Y; T+4Y)
CA - LAB 226a - (3Y)
CA - LAB 1174 - (3Y)
CA - LAB 1197.5 - (LA2Y, LA3Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 516.5 - (3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1620.32 - (2Y)
US - 29 CFR 1627.3 - (3Y)
US - 48 CFR 4.705-2 - (4Y; 2Y)
068 Tax Filings
Records and information of tax filing prepared and submitted by the City.
Community Services District
Golf Course Corporation
Rohnert Park Foundation
Form 990
Finance 7Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
069 Utility Customer Account Information
Records and information for customers of City water, sewer, and recycled water utilities
services.
Account Setup
Address Files
Customer History
Uncollected Amounts
Finance While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
070 Fuel Management
Records related to the purchase, tracking and management of fuel for City vehicles.
California Air Resources Board Certificate
Fuel Card Authorizations
Fuel Pump
Fuel Reports, Billing Reports, Journals, Fuel Tickets
Finance
Public Safety
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
071 City Building, Property Management
Records and information regarding the structure of City buildings.
As-Built Blueprints
Electrical Wiring Schematics
Floor Plans
HVAC Records
Property Inventory
Utility Consumption Tracking
Finance
Public Works
Life*+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
* LI = Life of Building or Facility
072 Permits Issued by Fire Department
Records and information regarding special events or short term events that require a
permit from the Fire Department.
Annual Fire Prevention Permits (for businesses)
Carnivals and Fairs
Christmas Tree Sales and Lots
Haunted Houses
Open Flame
Special Events
Tents
Fire 6M CA Fire Code 1 Section 105.4.6
Page 16
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
073 Housing Program Files
Records and information regarding programs that provide assistance to developers, home
purchasers, home owners, and renters of mobile homes.
Applications
CalHOME Project Files
Correspondence
Emergency Loan Project Files
Home Improvement Project Files (loans, grants)
Inclusionary Housing Policy Enforcement
Infill Affordable Housing Development
Loan Assistance Files (developers, mobile homes )
Monitoring Files (MH, rent control)
Relocation
Rental Deposit Assistance
Housing While Active+5Y CA - 25 CCR 7721 - (MAINT)
CA - GOV 34090 - (2Y)
US - 24 CFR 5.514 - (5Y)
US - 24 CFR 92.508 - (CL+5Y)
US - 24 CFR 908.101 - (AC+3Y)
074 Benefit Plans
Plans established to provide employee benefits and associated administrative
documents.
COBRA Rates, Records, Histories
Employee Benefit Plans
Group Insurance Cost Data
CalPERS Retirement Plan
Summary Plan Descriptions
Human Resources While Active+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.30 - (3Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (T+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
075 Employee Benefit Files
Employee election (selection), enrollment or termination forms and related
correspondence, including transmissions to carriers of additions, changes, claims and
deletions (includes employee medical records subject to HIPAA requirements).
Benefits Files, Contract Copies, Enrollments, Appeals
Beneficiary Designations
California Student Aid Commission (CSAC )
Excess Insurance Authority (EIA )
Death Claims, Life Event Documents
Disability Claims
Employee Cost-Sharing Amounts
Employment Status, Changes (authorizations, terminations, confirmations,
status changes, coverage changes )
Flexible Spending Enrollment
Life Insurance Notification Letters/EOI
Pension Plan Applications, Claims
Premium Information
Required Benefits Reporting
Supplemental Forms
Human Resources While Active+6Y CA - 22 CCR 1085-2 - (CU+4Y)
CA - GOV 12946 - (4Y; T+4Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501 - (CU+3Y)
US - 29 CFR 825.500 - (3Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (T+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
076 Employee Medical Records
Documents pertaining to medical records of City employees, including exposure to
hazardous substances and workers' compensation (includes employee records subject to
HIPAA requirements).
Employee Hazardous Chemical Exposure
Exposure Monitoring
Firearms and Field Exposure
Hazardous Exposure
Medical, Radiation Exposure
Radiation Exposure Records
Toxic Substance Exposure Records
Human Resources Termination+30Y CA - 8 CCR 10102 - (Injury+5Y or
Closed+1Y)
CA - 8 CCR 14300.33 - (5Y)
CA - 8 CCR 3204(d) - (T+30Y)
CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - 29 CFR 1904.33 - (CU+5Y)
US - 29 CFR 1910.95 - (2Y)
US - 29 CFR 1910.1020 - (30Y)
Page 17
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
077 Labor Relations
Documentation related to the negotiations between labor unions for collective bargaining
purposes.
Labor MOUs remain active until claims for benefits can no longer be made.
Confidential Memos
Costing
Ground Rules
Handouts
Information Requests
Labor MOUs
Miscellaneous Information
Notes
Proposals - City
Proposals - Union
Human Resources While Active+5Y CA - CCP 337 - (LA4Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
078 Regulatory Reporting for Human Resources
Official non-financial Human Resources reports issued by City organizations to comply
with regulatory requirements.
Annual Compensation Reports
EEOC Reports
Labor Reports
Human Resources 5Y CA - GOV 34090 - (2Y)
US - 29 CFR 405.9 - (5Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.30 - (3Y)
US - 29 CFR 1602.32 - (3Y)
079 Salary, Compensation
Documentation of job classification compensation.
Classification Studies
Compensation Plans, Planning, Analysis
Cost of Living Adjustments
Job Descriptions
Job Evaluation Documentation
Salary Range History
Salary Surveys
Human Resources S+3Y CA - GOV 34090 - (2Y)
US - 29 CFR 1602.14 - (FR+1Y)
080 Work Authorizations and Supporting Documentation
Employment eligibility verification forms collected for active employees and supporting
documentation regarding immigration status.
I-9 Documents and copies of associated documents
Immigration Supporting Documentation
Human Resources Termination+2Y CA - GOV 34090 - (2Y)
US - 20 CFR 655.760 - (T+1Y)
US - 8 CFR 274a.2 - (3Y or T+1Y,
whichever is longer)
081 Staffing and Recruiting
Records and information related to recruitment of qualified persons for both paid and
unpaid position with the City, whether full time or temporary.
Applications, CVs, Resumes (not hired, rejected, unsolicited )
Applicant Tracking Records (hired, rejected )
Background Checks, Investigations (candidates not hired/accepted )
Civil Service Examination Results and Rankings
Drug Testing, Pre-Hire Screening (candidates not hired/accepted )
Interview Notes
Job Descriptions
Job Postings, Announcements
Job Requisition Requests
Job Specifications
Position Information
Temporary Intern Staffing
Test Results (non-hires )
Test and Examination Materials
Unpaid Interns (rejected )
Volunteers (rejected )
Human Resources 4Y CA - 2 CCR 11013(c)(2) - (2Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.31 (2Y)
US - 29 CFR 1627.3(b)(1) - (1Y)
NOTE: Background checks for personnel
hired are part of the personnel file.
Page 18
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
082 Personnel Files
Documentation related to paid employees (full and part-time), unpaid volunteers, and
interns.
ADA Compliance and Reasonable Accommodation
Applications, Applicant Reference Verifications
Awards, Rewards, Commendations, Certificates
Background Checks, Investigations, LiveScan Forms - candidates hired
Complaints and Disciplinary Actions
Demotions
Drivers License Data - Class B
Employee Policy Acknowledgements
Grievance Files/Commission Hearing
Grievance/Hearing Logs
Individual Employee Agreements, Contracts - copies
Individual Education, Development, Training Records
Investigations Records (Logs, Workpapers, Investigator Reports, Findings,
Letters, Security Incidents ) - Non-Public Safety
Job Offer Letters
Leave of Absence Documentation, FMLA
Oaths of Office
Performance Evaluations, Reviews or PIPs
Promotions
Recognition
Termination (discharge, resignation )
Terms of Compensation, Pay Rates
Transfers
Union Grievances
Volunteer Acknowledgements, Executed Policy Receipts
Work Assignments
Human Resources
Public Safety
Termination+5Y CA - 2 CCR 11013 - (FR+2Y)
CA - GOV 12946 - (4Y; T+4Y)
CA - GOV 34090 - (2Y)
CA - VEH 1808.1(c) - (1Y)
US - 8 CCR 14300.33 (5Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.31 - (T+2Y)
US - 29 CFR 1627.3 - (T+1Y)
US - 29 USC 1059 - (T+1Y)
US - 41 CFR 60-1.12(a) - (2Y)
US - 41 CFR 60-741.80 - (2Y)
083 Training for Employees and Officials
All documents related to general training, compliance training (such as ethics and sexual
harassment) and specialized technical education taken by officials, paid employees and
unpaid volunteers. Includes Public Safety and Non-Safety Employees).
Attendance
Certification Records
Compliance Training
Human Resources
Public Safety
T+5Y CA - 8 CCR 3203 - (CU+1)
CA - GOV 34090 - (2Y)
CA - GOV 12946 - (4Y)
CA - GOV 53235.2(b) - (5Y)
CA - GOV 53237.2(b) - (5Y)
US - CFR 164.530(j) - (6Y)
Page 19
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
084 Employee Health & Safety
Documents related to protection of employee health and safety, as well as the City's
safety and injury and illness prevention programs.
NOTE: May include employee medical information subject to HIPAA requirements.
Cal/OSHA Forms (300A, 301)
Certifications
Chemical Inventories
Facility Safety Plans
Health and Safety Bulletins
Injury & Illness Prevention Program
Inspections & Investigations (accidents, incidents, corrective actions )
New Hire Health & Safety Orientation Checklist Forms
OSHA Form 101
OSHA Form 200
OSHA Logs, Reports
Personal Protective Equipment Records
Safety Committee (employee suggestions and responses, safety
letters/memos, meeting minutes )
Safety Program Documentation (confined space, ergonomics, fall
protection, forklift operations, hearing conservation, heat illness,
respiratory protection )
Self Evaluations (ergonomics )
Human Resources
Public Works
Public Safety
AC+5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5406 - (LA1Y; LA240W)
CA - LAB 6401.7 - (MAINT)
US - 29 CFR 1602.14 - (1Y)
US - 29 CFR 1904.33 - (5Y)
085 Technology Help Desk, Access and Security
Records and technical documentation of internal controls and system security. Includes
data / information security breaches, notifications, and supporting documentation.
Annual Database & System Security Reviews
Audit Trail Files
Automated Logs
Change Management Case Files
Computer Usage Files
Data Breaches (notifications, reports, responses )
Data Sets, Extracted Data Summaries
Firewall
Hardcopy Publication, Printouts of Report Data
PCI Certificate
Security Access (buildings, doors, systems )
Special Access Approvals
Trouble Tickets
Usage Reports (summary, system )
User Access Records (passwords, security logs, user accounts, log-in
files, data entry logs, accounts )
User Incident, Response Files
Information Technology 3Y CA - GOV 34090 - (2Y)
CA - CIV 1798.27 - (3Y)
Page 20
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
086 Application, System Management
Technical documentation related to management of City technology processes,
applications, or systems, as well as conversions, changes or modifications to existing
applications or systems including Police dispatch system.
Business, Functional Requirements
Change Requests
Data Element Attribute Reports
Data Migration Documentation
Database Dictionary / Schema
End User Documentation, User Manuals
Equipment Inventories
Hardware Configurations
Network Diagrams
Network/Equipment Control Support Documentation
Police Dispatch
Source Code
System Documentation (codebooks, record layouts, reference guides,
schematics, specifications )
System, Application Maintenance Documentation (hardware/operating
system requirements, monitoring logs, operating manuals )
Telecommunications System (telephones, voicemail )
Websites
Information Technology
Public Works
Life*CA - GOV 34090 - (2Y)
*Life of Application.
087 Business Continuity Records - Computing Equipment and Network Operations
All documentation for dealing with preparation for and responses to emergencies,
disasters and/or system failures for City computing resources.
Business Continuity Plans
Disaster Recovery Plan
Emergency Response
Information Technology
Public Works
Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
088 Security, Access Operations
Records and information regarding physical access controls and protection for City
buildings and facilities.
Access Controls, Reports
Badge Lists
Daily Activity Logs
Facility Key Logs
Key Cards
Surveillance Videos
Transaction Logs
Information Technology
Public Works
2Y CA - GOV 34090 - (2Y)
CA - GOV 34090.6 - (1Y)
089 Planning Services - Permanent
Records and information pertaining to permanent programs and activities of the planning
division, including reviews and approvals of land use permits and zoning that are to be
retained permanently.
CEQA Documents
Design Reviews
Development Agreements
Development Regulations
Entitlements (administrative, planning )
General Plan--Approved Amendments
Master Plans and Specific Plans
Master Sign Programs and Permits
Planned Developments (PD )
Zoning Administrator Actions
Planning Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12981 - (FR+1Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
Page 21
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
090 Planning Services - Short-term
Records and information pertaining to short-term programs and activities of the planning
division, including working documents, temporary permits, and/or plans not approved.
Design Review Project File
General Plan Amendment Applications
General Plan Working Papers
Planning Project Files--Incomplete or Withdrawn
Preliminary Review File (no final application)
Temporary Use Permits
Signs (Temporary)
Planning 5Y CA - CCP 337.1 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12981 - (FR+1Y)
CA - GOV 34090 - (2Y)
091 Arson Investigations
Records and information associated with arson investigations, unless associated with a
criminal offense that can be prosecuted within the timeframes specified in PC 799.
*Also see the Sonoma County Public Safety Consortium Records Retention Schedule for
retention of Public Safety Records
Evidence Files
Investigations
Public Safety 10Y CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
CA - PEN 800 - (LA6Y)
CA - PEN 801 - (LA3Y)
092 Concealed Weapons Licenses
Records associated with the licensing to carry a concealed weapon.
*Also see the Sonoma County Public Safety Consortium Records Retention Schedule for
retention of Public Safety Records
Application
License
Public Safety Permanent CA - PEN 26225
093 Criminal Registrations - Gangs
Records for those required to register as gang violence offenders.
*Also see the Sonoma County Public Safety Consortium Records Retention Schedule for
retention of Public Safety Records
Gang Registrations Public Safety Permanent CA - GOV 34090 - (2Y)
CA - HSC 11594(a) - (5Y)
CA - PEN 186.32 - (5Y)
094 Fire Equipment
Records and information associated with fire protection and emergency response
equipment.
Apparatus and Maintenance Records
Certification Binder
Equipment Checks
Inventories (apparatus, equipment, fixture )
Sprinklers
Public Safety Life*+2Y CA - 8 CCR 3203(b)(1) - (1Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1910.157 (Life of
extinguisher)
* Life of Equipment
095 Fire Prevention Inspections
Records and information associated with inspections of commercial and residential
facilities.
Commercial Facility Files
Construction Projects
Residential Files
SB-1205 Inspections and Reports
Weed Abatement
Public Safety Life*+5Y CA - California Fire Code, 104.6 - (5Y or
Life of Structure or Activity, whichever is
longer)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Structure or Activity
Page 22
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
096 Fire Prevention Occupancy Records
Records and information retained for fire prevention purposes for both commercial and
residential facilities.
Facility Locations
Fire Alarms
Security/Entry Codes
Public Safety Life*+5Y CA - California Fire Code, 104.6 - (5Y or
Life of Structure or Activity, whichever is
longer)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Building
097 Fire Prevention Programs
Records and information associated with department programs to protect the City from
fires and emergency incidents.
Fire Education
ISO Insurance Ratings
Lien and cost recovery information
Weed Abatement and Related Property Liens
Public Safety 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
098 Fire Station Activity Records
Records and information created and maintained by the department for activities at the
fire station.
Station Logs
Equipment and station maintenance logs
Fire Incident Logs
Public Safety 5Y CA - California Fire Code, 104.6 - (5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
099 Incident Reports
Records and information associated with department responses to fires and emergency
incidents.
*Also see the Sonoma County Public Safety Consortium Records Retention Schedule for
retention of Public Safety Records
Emergency Services
False Alarm Reports
Hazardous Waste Spills
Incident Reports
National Fire Incident Reports (NFIRs )
Public Safety 5Y CA - California Fire Code, 104.6 - (5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
100 Police - Complaints, Internal Investigations
Documentation of complaints received, formal inquiries, and investigations, including
those by Internal Affairs, involving Police department employees (excludes officer
involved shootings).
Civilian Complaints
Departmental Actions
Public Safety While Active+5Y (not
sustained)
While active + 15Y
(sustained)
CA - EVID 1045 - (AC+5Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
CA - PEN 801.5 - (LA4Y)
CA - PEN 832.5(b) - (5Y, not sustained)
CA - PEN 832.5(b) - (15Y, sustained)
CA - PEN 13300(l) - (5Y)
CA - VEH 2547 - (LA3Y)
101 Police Routine Video Records
Recordings of routine video monitoring, to include time and date of video, location of
video and other related information.
Auto License Plate Reader Data
Body Cam
In-Car Video
Jail Observation/Monitoring
Building Security Recordings
Public Safety 2Y*CA - GOV 34090.6 - (Routine Video: 1Y)
CA - GOV 26202.6 - (1Y)
CA - GOV 60201 - (MAINT)
CA - PEN 832.18 - (60D)
City of Rohnert Park policy
* Exception: If recordings are evidence in
any criminal prosecution, claims filed,
potential claims or any pending litigation,
they shall be preserved for 100 days after
the conclusion of the court action.
Page 23
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
102 City Asset Repair, Maintenance
Records related to the management, maintenance and repair of City assets, including
equipment, facilities and infrastructure, parks, public pools, vehicles, streets, and trees.
Air Sample Records
Air Quality Compliance Records (BAQMD)
Calibration Records
DMV Titles, Registrations
Equipment Certifications
Equipment Warranties
Inspections
Irrigation (parks, public green space )
Landscaping
Maintenance and Repair (work orders, logs, reports )
Manuals
Pesticide (treatments, applications )
Repair Shop, Machine Shop Records
Public Safety
Public Works
Life*+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Asset
103 Hazardous Waste, Monitoring and Remediation
Planning, monitoring and contingency/emergency action plans for hazardous waste,
emergency and spill response, natural and exposure emergencies, notifications and
response; environmental action plans and supporting documentation; hazardous
communications plans, including labeling, MSDS controls, training programs and
procedures.
Emergency Response Programs
Employee Hazardous Chemical Exposure
Hazardous Material Incident Reports
Hazardous Substances Shipping Manifests
Hazardous Waste
Material Safety Data Sheets (MSDS )
Pesticide Use Reports
Proposition 65 Monitoring
Site Mitigation
Toxic Substance Inventory
Public Safety
Public Works
While Active+5Y CA - 22 CCR 66262.40 - (3Y)
CA - 22 CCR 66263.22 - (3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
104 Operational Maps
Informal maps and geographical information pertaining to City operations and services.
Flushing Plans
Sewer TV Surveys
Stop Sign Map
Street Light Map
Street Sweeping
Tree Trimming
Trash Pick-up
Public Works While Active+2Y CA - GOV 34090 - (2Y)
105 Recycled Water, Backflow
Records and information associated with the management of the City's recycled water
and backflow activities, as well as compliance with regulatory requirements.
Backflow Inspections and Testing
Compliance Records
Cross Connection Permits
Inventories (equipment, materials, meters, pipes )
Recycled Water Usage, Tracking
Recycling (campaigns, e-waste, events, reports )
Site Records
User Agreements
Public Works 5Y CA - 17 CCR 7584 - (MAINT)
CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - WAT 13553 - (4Y)
106 Storm Water Drainage Management
Records and information documenting the operations and maintenance of the City's storm
drains, and drainage ditches.
Drainage Ditches
Flood Control (plans, SB5 )
Irrigation (management, plans, SSJID )
MS4 Stormwater Permits
NPDES Permits
Storm Drains
Storm Water Monitoring
Public Works 4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 122.44 - (3Y)
Page 24
City of Rohnert Park - Records Retention Schedule
Record No.Record Name and Description Example Records Department/Office of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year D = Days
107 Water and Sewer
Records and information associated with planning, collection and distribution of water and
solid waste infrastructure and related equipment, as well as compliance with regulatory
requirements.
Compliance Records
Flow Reports
Inventories (equipment, materials, meters, pipes )
Pump Stations
Sanitary Sewer Overflows (field reports, etc.)
Sewer System Maintenance Plan (SSMP)
State Water Regional Control Board (SWRCB)
Underground Service Alerts (USA )
Waste Water (lab groups, reports to state )
Water Conservation
Water Production
Water Quality Records
Public Works 12Y CA - 22 CCR 64418.7 - (10Y)
CA - 22 CCR 64470(a) - (5Y)
CA - 22 CCR 64470(b)(2) - (3Y)
CA - 22 CCR 64470(b)(3) - (10Y)
CA - 22 CCR 64470(b)(4) - (5Y)
CA - 22 CCR 64470(b)(5) - (3Y)
CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 122.21 - (3Y)
US - 40 CFR 122.41 - (3Y)
US - 40 CFR 122.44 - (3Y)
US - 40 CFR 141.33(a) - (5Y; 10Y)
US - 40 CFR 141.33(c) - (10Y)
US - 40 CFR 141.91 - (12Y)
US - 40 CFR 141.155 - (3Y)
US - 40 CFR 261.32 - (3Y)
108 Maintenance/Inspection Reports - City Facilities and Infrastructure
Reports of inspections performed on City facilities and infrastructure such as buildings,
equipment, storm drains, streets, sidewalks, and sewers.
Air Quality Inspections
Elevator Certificates
Equipment Inspections
Equipment Inventories (e.g. firearms, range weapons, tools )
Facility Inspections
Fire Inspections
Irrigation (management, plans, SSJID )
Inspection Logs
Inventory of City Trees
Playground Inspections
Reports
Public Works
Public Safety
4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
Page 25
SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION
Record No.Record Name and Description Example Records Department/Office of
Record Retention Legal Citations and Comments
PCS01
ARRESTS: Reports involving felony arrests for: offenses punishable by death; offenses
punishable by life imprisonment; embezzlement of public funds.RMS Indefinite PC 799
PCS02
ARRESTS: Reports involving arrests for all other felonies. If there is an active warrant
associated with this case, D.A. needs to be advised. Dismissal of case from D.A.,
dismissal of warrant needs to be complete. Any unrecovered property needs to be
removed from CLETS, any evidence needs to be disposed of. Provided case does not
relate to unserved warrants, identifiable items have all been recovered, and there is no
pending litigation. Any report falling under 799 P.C. (no limit for commencement) or
800 P.C. (crime punishable by 8 years or more in prison).
RMS 10Y
PC 799
Case must be resolved if there is a named
suspect or outstanding property.
PCS03
ARRESTS: Reports involving arrests for misdemeanors. If there is an active warrant
associated with this case, D.A. needs to be advised. Dismissal of case from D.A.,
dismissal of warrant needs to be complete. Any unrecovered property needs to be
removed from CLETS, any evidence needs to be disposed of.
RMS 5Y
PC 802
Case must be resolved if there is a named
suspect or outstanding property.
PCS04
ARRESTS: 11357(b) Arrests
RMS 2Y
H&S 11361.5, 11357(e)
Note: 11357(e) destroy when offender turns
18.
PCS05 ASSET SEIZURES RMS 10Y
PCS06 REPORTS: Homicides RMS Indefinite
PCS07 REPORTS: Suicides RMS Indefinite
PCS08
REPORTS: Felony Crime Reports
Reports for all other felonies. Provided case does not relate to unserved warrants,
identifiable items have all been recovered, and there is no pending litigation. Any report
falling under 799 P.C. (no limit for commencement) or 800 P.C. (crime punishable by 8
years or more in prison).
RMS 10Y
PCS09 REPORTS: Domestic Violence RMS 10Y
PCS10 REPORTS: Traffic Fatalities RMS 10Y
PCS11
REPORTS: Misdemeanor Crime Reports
Reports for misdemeanors. If there is an active warrant associated with this case, D.A.
needs to be advised. Dismissal of case from D.A., dismissal of warrant needs to be
complete. Any unrecovered property needs to be removed from CLETS, any evidence
needs to be disposed.
RMS 5Y
PCS12 REPORTS: Death Investigations--Natural Causes RMS 2Y
PCS13 REPORTS: Attempted Suicides / 5150 RMS 5Y
PCS14 REPORTS: HazMats (complaint / no complaint)RMS 5Y
Page 26
SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION
Record No.Record Name and Description Example Records Department/Office of
Record Retention Legal Citations and Comments
PCS16 REPORTS: Child abuse RMS Indefinite
PCS17 REPORTS: "Information Report" as Only Charge RMS 5Y
PCS18 REPORTS: 871 W&I Escapees RMS 5Y
PCS19
REPORTS: Non-Fatal traffic reports Includes counter reports, 20002 reports RMS 5Y
PCS20 REPORTS: PDO Accident Reports RMS 5Y
PCS21 REPORTS: City Ordinance Violations RMS 2Y PC 802(a)
PCS22
REPORTS: Reports of Lost and Found Property
RMS 2Y
GC 34090
Provided such items are lawfully disposed.
PCS23
Factually innocent sealing orders
RMS 3Y from date of
expungement
PC 851.8
Upon determination by Police Department or
judicial determination of factual innocence;
records sealed for period of 3 years from date
of arrest and then destroyed.
PCS24 Juvenile sealing records RMS 5Y from date of sealing W&I 781(a)
PCS25 REPORTS: Abandoned/Stored/Impounded/towed vehicle reports RMS 5Y
PCS26 Citations RMS 5Y
PCS27
Arson registrants - Adults
RMS Indefinite
PC 457.1
Registration is required Indefinitely or until a
certificate of rehab is obtained per Chapter
3.5, Section 4852.01 of Title 6 of Part 3.
PCS28
Arson registrants - Juveniles
RMS 10Y
PC 457.1
Registration is required for 10 years, until
reach age of 25 or until record is sealed per
871(a) W&I.
PCS29
Narcotic registrants
RMS 5Y
H&S 11590
Section 11590 H&S does not have a limit to
registration requirement.
PCS30 Expired permits (CCW)RMS 2Y from date of
expiration
Page 27
SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION
Record No.Record Name and Description Example Records Department/Office of
Record Retention Legal Citations and Comments
PCS32 Bicycle Registration RMS 10Y
PCS33 Rotational Tow Log CAD 90Days
PCS34 Calls for Service (ILEADS)RMS 5Y
PCS35 Calls for Service (Dispatch)CAD 5Y
PCS36 CLETS Log CAD 3Y
PCS37 CLETS log on CAD 1Y
PCS38 APB (Daily Bulletin - Be on the lookout)CAD 1Y
PCS39 Field Contacts RMS 10Y
PCS40 Tracker Records CAD 1Y
PCS41 Terminal to Terminal Messaging CAD 1Y
PCS42 Officers Activity Log CAD 3Y
Page 28
RESOLUTION NO. 2023-011
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
APPROVING AN UPDATE RECORDS MANAGEMENT POLICY AND SUPERSEDING
RESOLUTION 2020-080
WHEREAS, the City of Rohnert Park’s Records Management Policy Resolution was
adopted on September 8, 2020, by Resolution 2020-080; and
WHEREAS, staff has identified an additional example record to add to a term definition;
and
WHEREAS, due to the recodification of the Public Records Act, staff updated
Government Codes referenced in the Records Management Policy; and
WHEREAS, the Records Management Policy will be augmented by several
Administrative Regulations, which provide discrete detailed procedures to comply with the rules,
regulations, and statutory requirements as applicable; and
WHEREAS, the Administrative Regulations, as approved by the City Manager, will
provide procedural guidelines for subjects such as roles and responsibilities, key terms and
definitions, inventories, preparing records for storage, shredding and destruction, preservation of
records, managing vital, historical and confidential records, legal hold procedures, and other
procedures as required by law; and
WHEREAS, it is recommended that the City-Wide Records Management Policy be
updated and adopted as set forth in Exhibit A.
NOW, THEREFORE, BE IT RESOLVED:
Section 1. Resolutions No. 2020-080 is hereby superseded.
Section 2. The Records Management Policy, attached hereto and incorporated herein
Exhibit A by reference, is hereby adopted.
Section 3. The City Clerk shall certify the passage and adoption of this resolution and
enter it into the book of original resolutions.
Section 4. The resolution shall become effective immediately upon its passage and
adoption.
DULY AND REGULARLY ADOPTED this 28th day of February, 2023.
CITY OF ROHNERT PARK
______________________________
Samantha Rodriguez, Mayor
ATTEST:
_____________________________
Sylvia Lopez Cuevas, City Clerk
Attachment: Exhibit A
ELWARD: _________ GIUDICE: _________SANBORN: _________ HOLLINGSWORTH ADAMS: _________ RODRIGUEZ: _________
AYES: ( ) NOES: ( ) ABSENT: ( ) ABSTAIN: ( )
Exhibit A
City Clerk’s Office
130 Avram Avenue
Rohnert Park, CA 94928
February 28, 2023
Adopted: Resolution 2023-010
Records Management Policy
i
Table of Contents
1. Purpose .................................................................................................................................................... 1
2. Scope ........................................................................................................................................................ 1
3. Authorities ............................................................................................................................................... 1
3.1 General Rule for Records Retention ................................................................................................... 1
3.2 Public Records Act .............................................................................................................................. 2
3.3 Professional Standards and Retention Guidelines ............................................................................... 2
3.4 Penalties for Destruction of Public Records ....................................................................................... 2
4. Definitions ................................................................................................................................................ 2
4.1 Administrative Regulations ................................................................................................................. 2
4.2 City Employee..................................................................................................................................... 2
4.3 Duplicate Copy ................................................................................................................................... 2
4.4 Legal Hold........................................................................................................................................... 3
4.5 Non-record Writing ............................................................................................................................. 3
4.6 Record ................................................................................................................................................. 3
4.7 Retention Period .................................................................................................................................. 3
4.8 Retention Schedule ............................................................................................................................. 3
4.9 Transitory Writing ............................................................................................................................... 3
4.10 Trusted Copy ..................................................................................................................................... 3
4.11 Trusted System .................................................................................................................................. 3
4.12 Writing .............................................................................................................................................. 4
5. Policy ........................................................................................................................................................ 4
1
1. PURPOSE
The Purpose of this Policy is to define the requirements that staff and officials of the City
of Rohnert Park (the “City”) will follow for managing the retention, protection and
disclosure of records and information in accordance with the City’s operational needs
and to comply with federal, state, and local laws.
2. SCOPE
2.1 This Policy is established by the City in accordance with all relevant federal, state, and
local laws, as summarized in Section 3, below.
2.2 Every writing (which includes records), as defined in Section 4, created or received by
a City employee in the course of executing any of the City's business, is subject to
compliance with this Policy.
2.3 The City Manager is hereby authorized to establish and maintain written administrative
regulations which implement this Policy. The administrative regulations shall be
subject to the recommendation of the City Clerk, approval as to form by the City
Attorney, and approval by the City Manager. A copy of the administrative regulations
shall be maintained by the Office of the City Clerk. The administrative regulations shall
include:
2.3.1 Standard procedures and guidelines to implement this Policy, provided that the
procedures and guidelines are consistent with the purposes, goals, and
requirements of this Policy. This shall include procedures for the effective
creation, use, maintenance, security, retention, storage, preservation, and
destruction of records by all City employees; including procedures for
complying with the "Trusted System" requirements of California Government
Code section 34090.5.
2.3.2 Identification of any delegation of duties, responsibilities, or authority from the
City Manager to other qualified City employees. This shall include a delegation
of duties, responsibilities, and authority for the maintenance and lawful
destruction of records.
2.3.3 Standard forms, and procedures for their use. This Policy applies to elected and
appointed officials, full-time, part-time and temporary employees and
volunteers, as well as contractors of the City who are acting on behalf of the
City and who have access to, use of, or are involved in the creation, maintenance
or storage of the City’s records and information.
3. AUTHORITIES
The legal authorities and professional guidelines applicable to the management of
City records include the following:
3.1 General Rule for Records Retention. As a general rule, the City is required to
retain public records for at least two years (California Government Code sections
34090, et seq.). There are limited exceptions to this general rule that authorize
2
the City to destroy records earlier than two years; however, there are many more
exceptions to this general rule (based on legal requirements and considerations
of public policy) that require a longer period of retention. This Policy and the
Retention Schedule document the required periods of retention.
3.2 Public Records Act. The California Public Records Act (Government Code
sections 7920, et seq.) provides definitions for "writings" and "public records," for
the purpose of determining which records are required to be disclosed to the public
upon request. It also identifies which records are confidential or otherwise exempt
from disclosure to the public. The definitions of the Public Records Act are used
as a basis for the definitions set forth in this Policy.
3.3 Professional Standards and Retention Guidelines. Selected professional
associations and other governmental agencies, such as the California Secretary of
State, the Department of Justice, and the City Clerk's Association, have published
standards, model retention guidelines, and/or articles recommending retention
periods for different types of records. Although these standards and guidelines are
not binding on the City, the City has taken these documents into consideration in
establishing the City's Retention Schedule.
3.4 Penalties for Destruction of Public Records. There are serious penalties for
unlawful destruction of public records. California Government Code section 6200
provides for punishment by imprisonment up to four years for any City employee
who is found guilty of willfully destroying (including altering, falsifying,
mutilating, defacing, or stealing, in whole or in part) a public record without
complying with the requirements of law, including this Policy.
4. DEFINITIONS
For the purpose of this policy, the following terms are defined below.
4.1 "Administrative Regulations" means the administrative regulations and procedures
approved by the City Manager, in accordance with the provisions of Section 2.3
of this Policy, in order to implement the requirements of this Policy.
4.2 "City Employee" means any person hired or contracted to perform services for the
City in a position approved by the City Council as a part of the Budget Staffing
Plan, including any full-time, part-time, or limited term employee.
4.3 "Duplicate Copy" means a writing that is a copy of an original record, if the copy
is not within the definition of "Trusted Copy." Duplicate Copy also includes any
original record that has been replaced by a "Trusted Copy."
4.4 "Legal Hold" means a written notice from the City Manager, City Attorney, or the
City Clerk that precludes the destruction of any record or writing, typically based
on pending litigation or a claim filed against the city, until released.
3
4.5 "Non-record Writing" means any writing which is not within the definition of
"Record." Examples of non-record writings include writings that do not contain
information relating to the conduct of the City's business (such as brochures,
catalogs, seminar announcements, magazines, and newspapers).
4.6 "Record" means a "Public Record" as defined by Government Code section
7920.530. "Record" means any writing containing information relating to the
conduct of the City's business prepared, owned, used, or retained by the City
regardless of physical form or characteristics. Thus, "Record" or "Public Record"
includes the subsets of all "Trusted Copies."
4.7 "Retention Period" means the minimum length of time that a particular record shall
be retained by the City before it is destroyed in accordance with this Policy. The
Retention Period shall be identified on the Retention Schedule.
4.8 "Retention Schedule" means the schedule which identifies a minimum retention
period for each category of record. The Retention Schedule is subject to the
approval of the City Council by resolution, and may be amended periodically by
City Council resolution.
4.9 "Transitory Writing" means writings that are not retained in the ordinary course of
business, in accordance with the requirements of this Policy and the
Administrative Regulations, and generally includes writings that have only
transitory value for use by an individual City employee (e.g., Microsoft Teams
Chats, personal notes, or drafts that are not provided to another person).
4.10 "Trusted Copy" means a copy of an original record that is generated in a manner
by which the copy accurately and legibly reproduces the original record in all
details and that does not permit additions, deletions, or changes to the original
record images. The Trusted Copy must be generated by a "Trusted System" in
accordance with the requirements of Government Code section 34090.5, and the
Administrative Regulations. Once a "Trusted Copy" is created, it shall replace the
original record; and the original record may be lawfully destroyed as a "Duplicate
Copy." The "Trusted Copy" must be retained as a record in accordance with the
requirements of this Policy and the Retention Schedule.
4.11 "Trusted System" means a combination of techniques, policies, and procedures
for which there is no plausible scenario in which a document retrieved from or
reproduced by the system could differ substantially from the document that was
originally stored or created as more particularly defined in Government Code
section 12168.7.
4.12 "Writing" means any recording of any communication or representation
(including letters, words, symbols, pictures, visual images, sounds, or
combinations thereof), including any handwriting, typewriting, printing,
photographing, photo-stating, photocopying, video recording, voice recording,
transmitting by electronic mail or facsimile, and every other means of recording
4
upon any tangible thing (including papers, maps, magnetic or paper tapes,
photographic films and prints, magnetic or punched cards, discs, drums, and other
documents). Thus, "writing" is an all-inclusive definition that includes the subsets
of all records, public records, trusted copies, duplicate copies, non-record
writings, and transitory writings (See California Government Code section
7920.545).
5. POLICY
5.1 Each City employee shall create, use, maintain, store, preserve, secure, and retain
all records in accordance with this Policy, the Retention Schedule, and the
Administrative Regulations. Records shall be retained for the Retention Period
identified on the Retention Schedule, unless modified by this Policy and the
Administrative Regulations. Records may be lawfully destroyed only in
compliance with the requirements of this Policy and the Administrative
Regulations.
5.2 The City Manager is authorized to include, as a part of the Administrative
Regulations, procedures by which City employees are authorized to destroy
writings that are less than two years old if the writing is within any one of the
following categories:
5.2.1 Any original record that is replaced by a trusted copy, as defined by Section
4.10.
5.2.2 Any duplicate copy of a record, as defined by Section 4.3. The
Administrative Regulations shall require the City Employee who
authorizes the destruction of the duplicate copy to ensure that the writing
is not needed for the conduct of the City's business, that it is a duplicate
copy, and that there is an original record (from which the duplicate copy
was made) being retained in accordance with the Retention Schedule
consistent with the provisions of California Government Code section
34090.7.
5.2.3 Any non-record writing, as defined by Section 4.5
5.2.4 Any transitory writing, as defined by Section 4.9. The Administrative
Regulations shall require the City employee who authorizes destruction of
the transitory writing to ensure that the writing is not needed for the
conduct of the City's business, that it was prepared by a City employee as
a personal note for that City employee's personal use, that it was not
provided to any other person, and that the public interest in destroying the
writing (for purposes of maintaining effective and accessible public
records) clearly outweighs the public interest in retaining the writing.
5.2.5 Any writing for which there is an independent legal basis for destruction,
as set forth in the Retention Schedule, including any federal or state statute
or regulation. This shall include procedures for the destruction of routine
5
video monitoring, and recordings of telephone and radio communications,
in accordance with California Government Code section 34090.6.
5.3 The City Manager shall include, as a part of the Administrative Regulations,
procedures that ensure that no record or writing shall be destroyed (whether
pursuant to the Retention Schedule, or any provision of Policy Section 5.2) if the
record or writing is the subject of a pending request for disclosure or inspection
of a public record (pursuant to the requirements of (Government Code sections
7920, et seq.), or (b) the record or writing is the subject of a legal hold. A "legal
hold" is a written notice from the City Manager, City Attorney, or the City Clerk
that precludes the destruction of any record or writing, typically based on pending
litigation or a claim filed against the City, until the legal hold is released.
ITEM NO. 6.E.
1
Meeting Date: February 28, 2023
Department Public Works
Submitted By: Vanessa Garrett, Director of Public Works
Prepared By: Dustin DeMatteo, Sustainability Manager
Agenda Title: Adopt a Resolution Authorizing the City Manager or her Designee to Apply for
Charge! Program Grant for Electric Vehicle Charging Stations and Electrical
Infrastructure (CEQA Status: Exempt)
RECOMMENDED ACTION:
Adopt a resolution authorizing the City Manager or her Designee to apply for Charge! Program Grant
for Electric Vehicle Charging Stations (EVCS) and Electrical Infrastructure.
BACKGROUND:
The City of Rohnert Park Draft 2040 General Plan was released on July 20, 2022 for public review.
The Draft General Plan outlines the goals, policies, and programs the city will pursue looking forward
to 2040 on a wide range of topics, such as Climate Change and Environmental Justice. Within the
General Plan, it identifies a need to “Facilitate Adoption of Electric Vehicle Technologies”, and
“Municipal Fleet Electrification Program”. Expanding public electric vehicle charging stations and
transitioning City-owned fleet to zero-emission vehicles over time will result in immense
environmental and air quality benefits with reduced greenhouse gas emissions.
The Bay Area Air Quality Management District (BAAQMD) has solicited a grant, called the Charge!
program, which the goal is to expand access to Electric Vehicles (EV) Charging Stations to help
achieve the Bay Area’s EV-adoption goals of 90 percent of the overall vehicle fleet by 2050. At the
end of 2021, there were more than 266,000 EVs registered to Bay Area drivers. The City of Rohnert
Park aligns with the regional EV adoption goal by applying for this funding and implementing the
project.
ANALYSIS:
Staff is writing a grant for submission for an EVCS and EVSE (Electric Vehicle Supply Equipment)
opportunity that will help the City progress toward its Climate Change goals and programs. The City is
applying for $3,000,000 (three million) in funding offered by the BAAQMD: Charge! program to
supplement the electrical servicing and distribution at selected facilities, which would otherwise be
complete using other funds. The deadline for submitting a complete application is 5:00 p.m. on March
3, 2023. Staff expects to be notified if the City is awarded the Grant on or about August 31, 2023.
If awarded, the funds will be used to ensure adequate power supplies from the grid are reliable, due to
the added energy demand from EVCS. Staff will also use the funds to make City facility upgrades and
install new EVCS no longer than 12 months from a successful award announcement.
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
ITEM NO. 6.E.
2
Staff has conducted a thorough review of eligible City-owned facilities and high traffic locations where
EVCS can be effectively installed and operable by the public. Based on final awarded amount, the
following sites were selected as qualifying locations with a proposed range of EVCS to be awarded
and installed:
1. Rohnert Park Benicia Pool:
• 1 x Dual port Level 2 EVCS
2. Rohnert Park Magnolia Pool & Tennis Courts:
• 1 x Dual port Level 2 EVCS
3. Rohnert Park City Center:
• 2-3 x Dual Port Level 2 EVCS
4. Rohnert Park Animal Shelter:
• 1 x Dual port Level 2 EVCS
5. Rohnert Park Community Center:
• 2-3 x Level 2 Dual Port EVCS
• 1 x Level 3 Dual Port EVCS
6. Rohnert Park Public Works Corporation Yard
• 1-2 x Level 2 Dual Port EVCS
• 1 x Level 3 Dual Port EVCS
7. Rohnert Park City Hall
• 1-2 x Level 2 Dual Port EVCS
8. Rohnert Park Sunrise Park
• 1-2 x Level 2 Dual Port EVCS
9. Rohnert Park SMART Station
• 3 x Level 2 Dual Port EVCS
TOTAL SITES: 9
TOTAL DUAL PORT EVCS REQUESTED: 15-20
Staff recommends approving the resolution supporting the grant application so the City can have the
best possible chance of being competitive.
ENVIRONMENTAL REVIEW:
The scope of work is exempt from the California Environmental Quality Act (CEQA) Guidelines
Section 15301 – Existing Facilities and 15303 – New Construction of Small Structures. The project
would upgrade electrical service and distribution systems that currently need upgrades, and installing
EVCS, which involves the construction of limited numbers of new small facilities/structures. None of
the exceptions to the use of a categorical exception as set forth in CEQA Guidelines section 15300.2
apply to this project.
STRATEGIC PLAN AND COUNCIL PRIORITY ALIGNMENT:
This item is consistent with the city council strategic priority of climate resiliency.
OPTIONS CONSIDERED:
1) Staff recommends adopting a resolution authorizing the City Manager or her Designee to
apply for Charge! Program Grant by the deadline of March 3rd, 2023 for Electric Vehicle
Charging Stations and Electrical Infrastructure.
ITEM NO. 6.E.
3
2) Council can choose to not adopt the resolution and therefore not pursue the proposed
BAAQMD grant, which would need further Council discussion and direction on identifying
funds to execute this project. This option is not recommended.
FISCAL IMPACT/FUNDING SOURCE:
If the City is awarded the grant, upon being notified on or about August 31st, 2023, the City would be
expected to provide a $450,000 in matching funds (15% of awarded amount), the sources of which
may include the General Fund, Infrastructure Reserve Fund, and the Facility Reserve Fund.
The required grant match would be need to be incorporated in the upcoming Capital Improvement
Program (CIP) Budget, or amended into the adopted CIP Budget at the time of the execution of Grant
Agreement. The City has prepared a grant application request of $3,000,000 (three million), which is
the maximum award amount for the Charge! Program and the City would be expected to pay for 100%
of the upfront costs of EVCS within the 12-month “Implementation Period” of the grant program.
Once all funded equipment has been installed and is available for public use, the City would submit
proof of completion documentation as an “Initial Reimbursement Request” to the Air District for up to
85% reimbursement of the awarded project costs. BAAQMD may allow limited partial
reimbursement at its discretion for completed sites. BAAQMD may also consider larger Initial
Reimbursement Requests (>85%) on a case-by-case basis. However, the City will not be reimbursed
for the $450,000 in matching funds.
Department Head Approval Date: 02/14/2023
Finance Approval Date: 02/17/2023
City Attorney Approval Date: 02/17/2023
City Manager Approval Date: 02/23/2023
Attachments:
1. Resolution.
RESOLUTION NO. 2023-012
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO APPLY FOR
CHARGE! PROGRAM GRANT FOR ELECTRIC VEHICLE CHARGING
STATIONS AND ELECTRICAL INFRASTRUCTURE
WHEREAS, the City of Rohnert Park Draft 2040 General Plan was released on July 20,
2022 for public review; and
WHEREAS, the draft General Plan outlines the goals, policies, and programs the city
will pursue looking forward to 2040 on a wide range of topics, such as Climate Change; and
WHEREAS, within the Climate Change Element, it identifies a need to “Facilitate
Adoption of Electric Vehicle Technologies”, and initiate a “Municipal Fleet Electrification
Program”; and
WHEREAS, increasing public electric vehicle infrastructure and transitioning City-
owned fleet to zero-emission vehicles over time will result in immense environmental and air
quality benefits with reduced greenhouse gas emissions; and
WHEREAS, the City seeks to apply for grant funding from the BAAQMD Charge!
Grant Program for Electric Vehicle Charging Stations and Electrical Infrastructure; and
WHEREAS, the City of Rohnert Park is a duly recognized municipality within the State
of California and is vested with the legal authority to apply for said grant funds and enter into an
agreement with the Bay Area Air Quality Management District (BAAQMD); and
WHEREAS, the City is requesting $3,000,000 in grant funds through the Charge! Grant
Program; and
WHEREAS, the City of Rohnert Park is providing up to $450,000 as a local match
through the Capital Improvement Program (CIP); and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that the City Manager or designated staff is authorized to apply for special district grant
funding for Electrical Vehicle Supply Equipment (EVSE) and Electric Vehicle Charging Stations
(EVCS).
BE IT FURTHER RESOLVED the City Council of the City of Rohnert Park that the
City Manager or designated staff is authorized to submit the letter of commitment, attached
hereto and incorporated herein as Exhibit A.
BE IT FURTHER RESOLVED the City Council determines that submitting a grant
application for Electric Vehicle Charging Stations and Electrical Infrastructure is categorically
exempt from CEQA under CEQA Guidelines section 15301, in that the project involves
placement of EV charging infrastructure on existing City facilities, and is therefore repair and/or
Resolution 2023-011
Page 2 of 2
minor alteration of existing structures and mechanical equipment, involving negligible expansion
of existing use, and also exempt under CEQA Guidelines section 15303, as a project involving
the installation of small new equipment and facilities. Furthermore, none of the exceptions to the
use of a categorical exception as set forth in CEQA Guidelines section 15300.2 apply to this
project.
DULY AND REGULARLY ADOPTED this 28th day of February 2023.
CITY OF ROHNERT PARK
____________________________________
Samantha Rodriguez, Mayor
ATTEST:
______________________________
Sylvia Lopez Cuevas, City Clerk
Attachments: Exhibit A
ELWARD: _________ GIUDICE: _________SANBORN: _________ HOLLINGSWORTH ADAMS: _________ RODRIGUEZ: _________
AYES: ( ) NOES: ( ) ABSENT: ( ) ABSTAIN: ( )
Charge! Program Sample Letter of Commitment
February 28, 2023
ATTN: Anthony Fournier, Technology Implementation Officer
Technology Implementation Office
Bay Area Air Quality Management District
375 Beale Street, Suite 600, San Francisco, CA 94105
Dear Anthony Fournier,
As the City Manager of the City of Rohnert Park, I authorize the enclosed
submittal of the Charge! Program grant application to fund electric vehicle
supply equipment upgrades and electric vehicle charging station, in order to
reduce greenhouse gas emissions. The City’s Sustainability Manager’s contact
information, who will be the day-to-day point of contact on this grant program is
listed directly below:
Dustin De Matteo
Sustainability Manager
Public Works
City of Rohnert Park
600 Enterprise Drive, Rohnert Park, CA 94928
Office: 707.588.3325
The City of Rohnert Park agrees to comply with all of the funding program and
eligibility requirements contained in the Charge! Program application guidance.
Through the enclosed Charge! Program grant application, we are applying for
$3,000,000 and have secured matching funds in the amount of $450,000 from the
City’s Capital Improvement Projects division for balance of costs for the project
to be completed. We also agree to acquire and place the EV charging station(s)
into service within nine months from the date a funding agreement is executed
and operate the station(s) until usage requirements are met for a minimum of
three years.
Thank you for considering our project for funding. Should you have any
questions regarding the application, please contact Dustin DeMatteo,
Sustainability Manager by email at ddematteo@rpcity.org or by phone at
707.588.3325.
Sincerely,
Marcela Piedra
City Manager
130 Avram Avenue ♦ Rohnert Park CA ♦ 94928 ♦ (707) 588-2226 ♦ Fax (707) 794-9248
www.rpcity.org
City Council
Samantha Rodriguez
Mayor
Susan Hollingsworth Adams
Vice Mayor
Jackie Elward
Gerard Giudice
Emily Sanborn
Councilmembers
________________
Marcela Piedra
City Manager
Don Schwartz
Assistant City Manager
Michelle Marchetta Kenyon
City Attorney
Sergio Rudin
Assistant City Attorney
Cindy Bagley
Director of Community Services
Jamie Cannon
Director of Human Resources
Vanessa Garrett
Director of Public Works
Sylvia Lopez Cuevas
City Clerk
Tim Mattos
Public Safety Director
Mary Grace Pawson
Director of
Development Services
Leo Tacata
Finance Director
ITEM NO. 6.F.
1
Meeting Date: February 28, 2023
Department: Public Safety
Submitted By: Tim Mattos, Director of Public Safety
Prepared By: Aaron Johnson, Deputy Chief Public Safety Officer
Agenda Title: Authorize the Finance Director or his Designee to increase appropriations
in the FY 2022-23 budget by $88,000 from the General Fund and Special
Revenue Casino Mitigation Funds for the Purchase of a Fully-Equipped
Special Assistance for Everyone (SAFE) Van
RECOMMENDED ACTION:
By minute order, authorize the Finance Director or his Designee to increase appropriations in the
FY 2022-23 budget by $88,000 from the General Fund and Special Revenue Casino Mitigation
Funds for the purchase of a fully-equipped Special Assistance for Everyone (SAFE) Van.
BACKGROUND:
The Public Safety Department has utilized the SAFE team for alternative responses to mental
health as well as homeless related issues in the community. This team is a shared resource by the
City of Cotati and the Sonoma State University. The team is now operating 24 hours a day,
which encompasses two shifts. Based on their increased hours, the maintenance schedule for the
vehicle has increased from every three months to every month. An additional van to be used in
the jurisdictions will help with the longevity of the vehicle as well as the overlap in shifts if they
are on a transport and not available in the community.
The costs for the new van are described below:
1) $57,000 Ford Transit passenger van
2) $26,000 Upfitting with equipment and retrofit
3) $ 5,000 Radios
$88,000 Total
ANALYSIS:
There is currently a national shortage of vehicles as well as materials to upfit vehicles. A local
dealership in Sonoma County has received delivery of a Ford Transit Van, the exact model
previously purchased by the City for a SAFE Team. The next available window to order a van is
2024 at the earliest. It is recommended to make this purchase now to secure a second vehicle for
this valuable community program.
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
ITEM NO. 6.F.
2
STRATEGIC PLAN / COUNCIL PRIORITIES ALIGNMENT:
This action is consistent with Strategic Plan Goal C “Ensure the effective delivery of public
services” and City Council Strategic Priority C “Police/community relations and accountability”
OPTIONS CONSIDERED:
1. Recommended Option: Staff recommends the City Council authorize by minute order
the Finance Director or his Designee to increase appropriations in the General Fund and
Casino Mitigation Special Revenue Funds for the purchase of a SAFE van and all
upfitting.
2. Alternative: Staff also considered not authorizing the appropriations, however, this
option is not recommended because the current van is accruing milage and maintenance
rapidly.
FISCAL IMPACT/FUNDING SOURCE:
The total cost of the aforementioned project is estimated to be $88,000. Last year, the City
received a $213,000 Crisis Care Mobile Units (CCMU) grant from the County to support startup
and program service costs for the SAFE Team. Sufficient fund balance exists to commit $31,000
from the CCMU grant toward this cost.
The remaining $57,000 expense is proposed to be paid from supportive regional contracts of the
SAFE program and by Casino Mitigation special revenue funds. By contract, the City of Cotati
will be responsible for 16% ($14,080) and Sonoma State University will be responsible for 3%
($2,640) of the SAFE program costs toward this van. The remaining cost of $40,280 will be
expensed from Casino Mitigation Special Revenue Funds. The City currently commits Casino
Mitigation Special Revenue Funds to the SAFE Program as an appropriate expense of the special
revenue funds. Sufficient fund balance exists in the Casino Mitigation Special Revenue Funds to
complete the purchase and outfitting of the proposed SAFE Van.
Department Head Approval Date: 02/09/2023
Finance Director Approval Date: 02/13/2023
City Attorney Approval Date: N/A
City Manager Approval Date: 02/14/2023
Attachments: None
ITEM NO. 7.A.
1
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
Meeting Date: February 28, 2023
Department: Administration
Submitted By: Marcela Piedra, City Manager
Prepared By: Jeff Beiswenger and Mary Grace Pawson, Development Services; Paul Carey, Senior
Analyst, City Manager’s Office
Agenda Title: Discussion and Update on the Downtown Site (6400 State Farm Drive)
RECOMMENDED ACTION:
Discussion and update to the downtown site (6400 State Farm Drive).
BACKGROUND:
In March 2016, the City Council adopted its Central Rohnert Park Priority Development Area Plan and
Program EIR. This grant-funded planning effort that covers 300 acres generally bounded by Highway
101 to the west, the SMART right-of-way to the east, Commerce Boulevard to the north and Avram
Avenue/Santa Alicia Drive to the South has at its heart the concept of developing a downtown district
for Rohnert Park, centered on the area around Rohnert Park Expressway and State Farm Drive. The
common theme of a downtown Rohnert Park is a walkable, mixed use district comprised of food, art,
and beverage destinations; with a rich and interesting public realm consisting of walkable streets,
pockets parks, and a central green space, all while providing downtown residential unit living,
supporting a diversity of incomes and lifestyle options
In April 2022, after several unsuccessful development attempts by private interests, the City purchased
the 30-acre property at the southeast corner of Rohnert Park Expressway and State Farm Drive (6400
State Farm Drive) to make greater progress on developing a “downtown” district in Rohnert Park. On
May 17, 2022, at a special meeting of the City Council, Council provided direction consistent with
staff’s recommendation to pursue:
1. Early implementation timing for construction of the downtown;
2. A fiscally neutral City cost approach balancing operating and debt service costs with
anticipated revenues;
3. Making at least 15% of the downtown housing units affordable to families earning 80% of area
median income or less;
4. Including housing densities similar to those in the previously approved entitlements for the site
(400-500 units); and
ITEM NO. 7.A.
2
5. Providing a significant number of high-quality amenities, similar to those included in the
approved entitlements for the site.
In June 2022, the City formed a cross-functional team to manage the downtown project with the
following members: City Manager, City Attorney, Public Works Director, Development Services
Director, Finance Director, Planning Manager, and Senior Analyst assigned to the downtown project.
The team has met at least weekly and often more frequently to move the project forward.
Since the City’s purchase of the property, we have had multiple inquiries from the development
community. We have maintained an open-door policy and have been willing to meet with development
interests on various site development ideas. We have made it clear that the ultimate development of the
property would have to follow an open and transparent public process. Through these meetings we
have learned that:
• Residential development remains the most profitable development type in the region
• Retail development is difficult to build due to current construction costs
• A mixed-use project would work, since the new residential could support the retail
development.
• Providing a unique downtown environment could be attractive to both residential and retail
developers.
While staff is committed to leading the City’s efforts in developing a downtown district, staff also
recognizes that selection of one or more a private partner(s) will likely be necessary and that it will
also be necessary to update existing entitlements for the site, analysis of existing Municipal Code
provisions (Downtown Form Based Code), and comply with the state Surplus Land Act (SLA) in
connection with any disposition of the site. This staff report provides an update regarding development
of the downtown site. It is organized to present:
1) Existing entitlements that impact the site and its development potential
2) Municipal Code provisions that ensure quality downtown development (Downtown Form
Based Code)
3) Downtown design origins
4) Recommended Next Steps
ANALYSIS:
Recommendations on Existing Entitlements:
In late 2018, the City adopted a series of entitlements for the “Station Avenue Project” previously
proposed on this site. Staff is recommending that these entitlements be rescinded in order to provide a
“clean slate” for future work on the downtown. A brief summary of these entitlements and the
rationale for rescission is presented below. As part of the approval Laulima downtown plan, the City
adopted several entitlements. All of these entitlements should be rescinded to avoid clouding future
approvals and agreements with potential developers. These include
• Planned Development Zoning Designation (PD). This zoning district, sets up a two-step design
review process for Planning Commission and City Council. With the adoption of the form-
based code, the PD designation is duplicative. Removing the PD zoning designation will
streamline the design approval process and reduce the cost of development.
ITEM NO. 7.A.
3
• Station Avenue, Final Development Plan. This document establishes the detailed design and
development standards for the project, consistent with the PD designation. With the FBC, this
entitlement is no longer needed.
• Conditional Use Permit (CUP). Each phase within a PD district requires the adoption of the
CUP. A single CUP was adopted to cover all phases of the Laulima project. The CUP is no
longer needed.
• Tentative map. This map was intended to divide the 30-acre parcel into smaller parcel that
could be used for various project components (parks, hotel, commercial area, residential blocks,
etc.). It is like that a different tentative map will be need in the future, but this map should be
rescinded.
• Project Development Agreement (DA). The DA was originally between Laulima and the City.
Since Laulima is no longer the owner of the property, the DA is no longer needed and should
be rescinded. It is possible that the City would enter into new DAs with future developers.
Downtown Form Based Code:
In 2018, the City Council adopted a Form-Based Code (RPMC Chapter 17.06 Land Use Regulations,
Article XIII Downtown District Amenity Zone (DDAZ))” to set specific, defined, measurable elements
of the downtown. A Form-Based Code (FBC) differs from a standard zoning code in that urban design
elements (street locations and widths, sidewalk locations and widths, building setbacks etc.) are
included in the code in a prescriptive manner so that the City has more certainty about the final look of
any development project built within the downtown area. The FBC provides certainty that the future
downtown will contain the following components:
1. Strong commercial focus in the Downtown Core. Ground floor commercial uses are required in
the Downtown Core district, with optional housing or office the second floor and above.
2. Walkable blocks and streets. Downtown areas tend to have smaller blocks and do not have
parking lots between public sidewalks and building front doors. The FBC limits the size of
blocks and requires the buildings have entrances directly from public sidewalks (or plazas).
3. Building height and “enclosure”. In downtown areas, streets and plazas become “outdoor
rooms” and the buildings along the sidewalk form the “walls” to these outdoor rooms. A certain
amount of building height is desired to create “enclosure” along public streets to help create
inviting outdoor sidewalks and plaza environments. The FBC also include regulations related to
the design of buildings to avoid long blank wall and to minimize private parking lots along the
sidewalk edge.
4. Residential development with a “downtown feel” The FBC has development standards related
to residential development that will prevent “walled off” or internally focused apartments.
Residential units will have a direct relationship to the public sidewalk through porches, stoops,
balconies and other features.
5. Street standards. The FBC includes street cross-section and design standards, which include
details and dimensions for vehicle lanes, medians (if any), bicycle lanes widths, parking, and
sidewalks. The street standards are intended to create safe environments for pedestrians with an
emphasis of street crossings and streets designed for low speed automobile travel.
6. Urban Parks (Figure 1). The FBC specifically requires parks and plazas that create spaces for
informal gatherings, small scale music performance and other activities. The code includes
ITEM NO. 7.A.
4
detail design standards to ensure that the parks and plazas will complement the urban,
pedestrian oriented downtown environment.
Figure 1: DDAZ Regulating Plan
Since the adoption of the Central Rohnert Park Priority Development Plan, the City has seen many
examples of how that plan and the FBC work to create the block pattern, building designs, civic space
and other elements of a downtown environment.
A series of urban design schemes have been developed for the downtown, which are included at
Attachment 2. While we are not requesting that the City Council decide on a preferred plan this
evening, the range of illustrations included in Attachment 2 demonstrate that the FBC consistently
produces design solutions that incorporate a downtown retail core, urban plazas, walkable block
lengths and opportunities for multi-modal transportation. The consistent themes of these various plans
provide strong assurance that the City’s vision for downtown can be developed, particularly in light of
the City Council’s willingness to invest in the infrastructure and affordable housing components that
have proven to be barriers to previous project proposals.
Surplus Land Act Compliance Strategy: The FBC gives the City strong control of its downtown site
and the City’s investments provides the catalyst for the development of a fully realized downtown
district. However, in order to accomplish complete development of the downtown, the City will need
to identify private party developers to receive a conveyance of land, or a ground leasehold interest in
land, and then develop that property with the desired residential and commercial mixed-use
components. In addition, the proceeds generated from the sale or long-term ground lease of land to
these private partners will help support the City’s ongoing investments in the downtown district.
Any public agency seeking to sell its property must comply with the California Surplus Land Act
(Surplus Land Act). In its most simplified form, the Surplus Land Act, which is found in Government
Code sections 54220-54234, requires local agencies, prior to disposing of surplus land, to send a
ITEM NO. 7.A.
5
written offer to sell or lease the property for the purpose of developing affordable housing. Every sale
or lease of land that takes place under the SLA requires that an affordability covenant be recorded
against the land. The Surplus Land Act distinguishes between lands declared to be surplus land
(“Surplus Land Sale”) and lands declared to be exempt surplus land (“Exempt Surplus Land Sales”).
Additional information regarding the SLA will be presented at the following council meeting.
Adjacent City Owned Properties
The Downtown parcel is approximately 30 acres and is next to the Sonoma Marin Area Rapid Transit
(SMART) station as well as the City’s Public Works Corporation Yard. The Corporation Yard
currently manages the functions of the following divisions that make up 60 city employees:
a. Parks maintenance and arborist
b. Street maintenance and streetscape
c. Building maintenance
d. Fleet maintenance
e. Water (part of the division staff)
f. Sewer (part of the division’s staff)
g. Public Works Administration
h. Capital Improvement Program (CIP) Staff
The existing corporation yard parcel is 2.06 acres and has offices for administrative staff, a warehouse,
and a fleet shop. It also has parking spaces for approximately 40 vehicles and some space for
equipment and city vehicles. In 2019, a previous downtown site developer expressed interest in
utilizing that parcel as part of the development and we explored the relocation options that were
available on other city-owned parcels. Options included:
• 1455 Golf Course Drive (Goldridge Facility)
• 6020 Labath Avenue (Labath Landing/ Fire Station)
A relocation feasibility study was completed for these two locations and had a cost estimate of between
$18 and $20 million for relocating the department, an estimate which has likely gone up in the last 4
years. Since 2019, the parcels above have either been developed (6020 Labath Avenue) or the City
Council gave direction not to move forward due to noise and other concerns (Goldridge). There are
currently no other feasible locations on city property that the Corporation Yard could relocate to
without substantially impacting another department, or being financially burdensome to the city.
The department has been growing, and recently has had a substantial growth spurt when the CIP staff
relocated to the corporation yard and additional maintenance workers were hired last year.
Currently, Public Works staff use the downtown property to park city maintenance vehicles and
heavier equipment because it can no longer fit in the corporation yard gated area. We have also been
given permission to park at the SMART parking lot on a temporary basis for overflow personal
vehicles because there are too few staff spaces on the property. Presently, there is a need for more
secured area parking and potentially more office space as the department grows and as has been
occurring in almost all of the city departments. Because of the unique opportunity of owning the
adjacent property, we recommend keeping an additional 1.5-2 acres of downtown property land for the
city to use in the future as city staffing continues to grow. Below is a diagram of the existing property
lines with a rendering of what approximately 1.5 acres of space looks like next to the corporation yard.
ITEM NO. 7.A.
6
Onsite Tree Health
In 2018, Laulima was approved to remove 504 trees as part of their demolition permit in 2018 and
2019, which included 75 dead trees. This left approximately 75 trees on the property, including 40
coastal redwoods. Since 2018, certain trees still on the property are showing signs of decline and/or are
dead and will need to be removed as well. The City’s arborist assessed the remaining trees onsite this
winter and concluded the following:
i. 33 trees have declined beyond recovery or are dead and removal is recommended for
liability purposes:
i. 20 Coast Redwoods
ii. 4 American Sweetgum
iii. 9 Other miscellaneous trees
Next Steps
The first step in making progress on the downtown development is to comply with the SLA. Should
Council concur with staff’s direction with respect to disposing of the downtown site as Exempt Surplus
ITEM NO. 7.A.
7
land, staff will prepare a resolution for consideration by the City Council which would request that
HCD determine that the 30 acre is exempt from the surplus land act. The City intends to build more
than 300 units of which at least 25 percent are affordable to low income households. This qualifies the
site for an exemption to the SLA. This resolution will be brought back to the City Council for
consideration at an upcoming meeting.
Staff will work with the City Attorney’s office to terminate the development agreement between the
City and Laulima. We are also requesting direction on adjusting the lot lines to add approximately 1.5
acres of property to the existing City-owned parcel.
Staff will continue working internally to develop names for the future downtown Rohnert Park,
ensuring these names reflect the rich and unique history of the area. Staff will present options to
Council in the future, with the intent of polling the public to name the downtown.
Finally, staff will begin preparing an RFQ/RFP for development partners to develop the downtown
site, including appropriate affordable housing and ensuring that City and resident land needs are
paramount. Land needs include increased acreage for the Public Works site, open spaces and parks
usage, and the affordable housing footprint. These will be brought back to the Council for
consideration in the coming months.
ENVIRONMENTAL ANALYSIS:
Providing direction to staff on the recommended actions to declare the property to be exempt surplus
land and to rescind the prior land use entitlements is not subject to the California Environmental
Quality Act ("CEQA") because they are activities that are excluded from the definition of a “project”
by Section 21065 of the Public Resources Code and section 15378(b) of the State CEQA Guidelines.
These actions are administrative activities which will not result in direct or indirect physical changes to
the environment. No commitment to any project is being made at this time. Future specific
development proposals will undergo environmental review..
STRATEGIC PLAN AND COUNCIL PRIORITIES ALIGNMENT:
One of the City Council’s strategic priorities is “make progress on the downtown”. Providing direction
on council priorities for future downtown development as well as clearing the SLA aligns with that
strategic priority.
FISCAL IMPACT/FUNDING SOURCE:
The discussion and direction of downtown development does not have any direct fiscal impact to the
City’s General Fund or any other funding sources.
Department Head Approval Date: Not applicable
City Attorney Approval Date: 02/22/2023
City Manager Approval Date: 02/21/2023
Attachments:
1. Presentation - Form Based Code and Downtown Design Origins
From:
To:Public Comment
Subject:Public Comment on 2/28/23 agenda Item 7A
Date:Tuesday, February 28, 2023 2:28:12 PM
EXTERNAL EMAIL
Dear Mayor Rodriguez and Honorable Councilmembers,
My name is Natalie Higley, I work for IBEW Local 551, and I am one of the thousands of building
trades members who work in Sonoma County. I appreciate and applaud your efforts in reviving the
downtown plan for Rohnert Park. Transforming this lot into a bustling mixed-use development
providing housing and commercial space can transform our community and local economy.
Opportunities for affordable housing and sustainable employment are precisely what our community
needs to continue to thrive.
However, the current discussion taking place does not center on the workers trying to survive in this
area and build a life for their families. With a rapidly escalating cost of living, rampant inflation, and
skyrocketing housing costs, it's becoming unsustainable for families to grow and thrive in our
community. With our middle-class currently evaporating, we must look back at what creates and
fuels that middle class. Politicians on both sides of the aisle and historians agree that Unions built
our middle class. As union jobs decline, so does the stability of our communities and local families
that rely upon them.
We at IBEW 551 and other building trades unions offer local community members a career with a
thriving wage, healthcare for their families, and the security of a pension when they retire.
Apprenticeship programs like ours offer opportunities for individuals of all backgrounds, genders,
and ethnicities. The opportunity to build a lifelong career without college debt and with a clear
stepped pathway to homeownership in our community. It is local elected officials who enable us to
offer this opportunity. Your choice to require union labor, which guarantees you the highest-trained
construction workers for your project, allows us the ability to bring in new apprentices. That is what
will enable us to continue to grow the middle class and grow our local economy. Union members
who work where they live also give back where they live. They shop at local markets, volunteer in
local elections, and support our community's children. Choosing to support union labor is choosing
to invest in the community.
A Project Labor Agreement on this project would allow a legitimate opportunity for young
apprentices to gain a foothold in Rohnert Park. It would allow experienced local journeymen the
ability to pay their next mortgage payment without sacrificing their children's higher education
goals. The oversight provided by a PLA ensures that the individual on the job site who may not know
how to stand up to a boss when they are sent to do work they aren't trained for has someone to
stand up for them and keep them safe on the job site. If, as does commonly occur on non-union
worksites, a worker is misclassified and forced to work on an inaccurate pay scale, they have
representation ready to defend them. That worker does not need to question their path towards
homeownership because they have a clearly stepped payscale through the apprenticeship program.
Their quality of life is improved by the transparency of expected working conditions and
compensation.
Academic studies from UCLA, UC Berkley, and Cornell University have shown that a PLA does not
raise costs or create unnecessary delays in development. Even non-union workers can work under
and benefit from a PLA. PLAs are often shown to save money by hiring skilled and trained
professionals who complete the project on time and on budget. Multiple bodies within our county
have chosen to utilize PLAs to benefit their organization, the workers on their projects, and the
communities they represent. Just up the street, Graton Casino was built under a project labor
agreement. Santa Rosa Junior college has both active and prior projects under PLAs. Santa Rosa City
Schools and the City of Santa Rosa have PLA policies in place right now.
For workers and families in this community, I urge you to require a PLA or Union Labor on this
development to reinvest local dollars back into our community.
Sincerely,
Natalie Higley
IBEW Local 551
Jeffrey Beiswenger -Planning Manager
Paul Carey -Senior Analyst
February 28, 2023
1
Designs for a
“Downtown” Rohnert
Park date back to 2014
Common theme
Land use consistent
throughout designs
◦Retail (mixed-use)
◦Housing (mixed-use)
◦Park/open space
2
APPROVED –SunCal (Rohnert Crossings) -2014
4
Central Rohnert Park Priority
Development Area (PDA) EIR
–POLICY LEVEL
Form Based Code
–ZONING LEVEL
Project Plan –
(e.g. Station Ave)
5
Central Rohnert
Park PDA + EIR –
POLICY LEVEL
Form Based Code
–ZONING LEVEL
Project Plan –
(e.g. Station Ave)
6
7
Central Rohnert Park PDA EIR
Planning Development (Zoning)
“Station Avenue” Entitlements
◦Final Development Plan, CUP and Map
Development Agreement
◦Agreement between property owner and City
8
Rescind existing Station
Avenue entitlements
Bring back at future meeting
This action will avoid clouding
future development efforts
Entitlement not needed -
Form-based Code provides
"recipe" for a Downtown
9
Block Size
Building Dimensions
Civic Space
"Ingredients"
10
Building
Design
Unique
Restaurants
Commercial
focus
Downtown
Residential
Walkable
Blocks
Urban
Parks
Street
Grid
Building –
Sidewalk
Interface
Downtown Core transect requires ground
floor commercial
Frontage typologies
◦Shopfront
◦Galleries
◦Arcades
11
12
13
14
Important interface between building and
sidewalk
Create "outdoor rooms"
Building create "walls" to create pleasant
outdoor environments
15
Width of buildings
Frontage types
Ground floor entries
Parking location
Frontage types important (e.g. porches,
balconies, courtyards)
Avoid internalized / walled-off complexes
16
17
Commercial Streets
Residential Streets
Redesign of Perimeter Streets
◦RPX / Slip Street
◦Enterprise
◦State Farm
18
19
1.Central Rohnert Park PDA EIR –Consistent?
2.Design Approvals
Staff reviews project (FBC and other regs)
Decision by Downtown Design Review Board (DDRB)
DDRB = Planning Commission
Appeal to Council
3.After DDRB approval
Grading permits
Building permits
20
Preliminary Steps with new developer(s)
i.Development Agreement
ii.Changes to street grid / transects
iii.Public hearings required to adopt
2 –3 months
4 –6 months
21
APPROVED -Central Rohnert Park PDA Plan –2016
Rohnert Park
SMART Station
APPROVED -Form Based Code Regulating Plan -2018
Rohnert Park
SMART Station
24
APPROVED -Laulima Final Development Plan (Station Ave) -2019
Rohnert Park
SMART Station
DRAFT –Moule & Polyzoides -2022
State Farm PropertyRohnert Park
SMART Station
DRAFT –Slavik Designs, LLC -2022
Rohnert Park
SMART Station
DRAFT –Slavik Designs, LLC -2022
Rohnert Park
SMART Station
28
455
405
388
379
386
322
259
210
123
115
84
0 50 100 150 200 250 300 350 400 450 500
New Restaurants
Places to sit/socialize
Greenery
Walkability
Outdoor events/festivals
New retail
Ample parking
Attractive facades
Shop - basic necessities
Bike/scooter lanes
Unique arts/history
Downtown –What is Important to You?
New Restaurants Places to sit/socialize Greenery Walkability
Outdoor events/festivals New retail Ample parking Attractive facades
Shop - basic necessities Bike/scooter lanes Unique arts/history
29
557
344
341
321
291
193
189
175
119
112
67
33
0 100 200 300 400 500 600
Casual Restaurants
Entertainment Venues
Gift & clothing shops
Fine dining
Brewpubs
Kids stores & activities
Art/history
Wine tasting rooms
Other
Grocery Stores
Professional services
Fast food
Downtown –What Do You Want to See?
Casual Restaurants Entertainment Venues Gift & clothing shops Fine dining
Brewpubs Kids stores & activities Art/history Wine tasting rooms
Other Grocery Stores Professional services Fast food
City Corporation Yard
Public Works growth
requires additional
space
◦CIP staff relocation
◦Additional maintenance
workers hired
Recommend additional
1.5-2 acres for Public
Works use
30
Rohnert Park
SMART Station
Currently ≈75 trees on 6400
State Farm Drive
◦40 Coastal Redwoods
Tree health in decline
33 trees declined beyond
recovery
◦20 Coast Redwoods
◦4 American Sweetgum
◦9 other trees
Recommend removal of those trees
due to liability purposes
31
Coast Redwood
American Sweetgum
The Seed Farm
◦Seed Farm Station
◦Seed Farm Commons
The Station
◦Station District
◦Station Commons
The Depot
The Friendly Square
Hillside Center
The Roh (pronounced Row)
32
Compliance with Surplus Land Act
◦Presentation next meeting
Rescind all entitlements (e.g. Development
Agreement)
Request for Qualifications/Proposals for
development partners.
◦Focus on affordable housing, open spaces/parks, retail
core
33
34
Jeffrey Beiswenger -Planning Manager
Paul Carey -Senior Analyst
February 28, 2023
1
Designs for a
“Downtown” Rohnert
Park date back to 2014
Common theme
Land use consistent
throughout designs
◦Retail (mixed-use)
◦Housing (mixed-use)
◦Park/open space
2
APPROVED –SunCal (Rohnert Crossings) -2014
4
Central Rohnert Park Priority
Development Area (PDA) EIR
–POLICY LEVEL
Form Based Code
–ZONING LEVEL
Project Plan –
(e.g. Station Ave)
Central Rohnert Park PDA EIR
Planning Development (Zoning)
“Station Avenue” Entitlements
◦Final Development Plan, CUP and Map
Development Agreement
◦Agreement between property owner and City
5
Rescind existing Station
Avenue entitlements
Bring back at future meeting
This action will avoid clouding
future development efforts
Entitlement not needed -
Form-based Code provides
"recipe" for a Downtown
6
Block Size
Building Dimensions
Civic Space
"Ingredients"
7
Building
Design
Unique
Restaurants
Commercial
focus
Downtown
Residential
Walkable
Blocks
Urban
Parks
Street
Grid
Building –
Sidewalk
Interface
Downtown Core transect requires ground
floor commercial
Frontage typologies
◦Shopfront
◦Galleries
◦Arcades
8
9
10
11
Important interface between building and
sidewalk
Create "outdoor rooms"
Building create "walls" to create pleasant
outdoor environments
12
Width of buildings
Frontage types
Ground floor entries
Parking location
Frontage types important (e.g. porches,
balconies, courtyards)
Avoid internalized / walled-off complexes
13
14
Commercial Streets
Residential Streets
Redesign of Perimeter Streets
◦RPX / Slip Street
◦Enterprise
◦State Farm
15
16
Consistent with Central Rohnert Park PDA EIR
Design Approvals
◦Staff reviews project according to FBC and other city regulations
◦Decision by Downtown Design Review Board (DDRB)
After DDRB approval
◦Grading permits
◦Building permits
Changes to zones (transects) or street grid
◦Planning Commission recommends
◦City Council approves
New Development Agreements may be needed
17
18
APPROVED -Central Rohnert Park PDA Plan –2016
Rohnert Park
SMART Station
APPROVED -Form Based Code Regulating Plan -2018
Rohnert Park
SMART Station
21
APPROVED -Laulima Final Development Plan (Station Ave) -2019
Rohnert Park
SMART Station
DRAFT –Moule & Polyzoides -2022
State Farm PropertyRohnert Park
SMART Station
DRAFT –Slavik Designs, LLC -2022
Rohnert Park
SMART Station
DRAFT –Slavik Designs, LLC -2022
Rohnert Park
SMART Station
25
455
405
388
379
386
322
259
210
123
115
84
0 50 100 150 200 250 300 350 400 450 500
New Restaurants
Places to sit/socialize
Greenery
Walkability
Outdoor events/festivals
New retail
Ample parking
Attractive facades
Shop - basic necessities
Bike/scooter lanes
Unique arts/history
Downtown –What is Important to You?
New Restaurants Places to sit/socialize Greenery Walkability
Outdoor events/festivals New retail Ample parking Attractive facades
Shop - basic necessities Bike/scooter lanes Unique arts/history
26
557
344
341
321
291
193
189
175
119
112
67
33
0 100 200 300 400 500 600
Casual Restaurants
Entertainment Venues
Gift & clothing shops
Fine dining
Brewpubs
Kids stores & activities
Art/history
Wine tasting rooms
Other
Grocery Stores
Professional services
Fast food
Downtown –What Do You Want to See?
Casual Restaurants Entertainment Venues Gift & clothing shops Fine dining
Brewpubs Kids stores & activities Art/history Wine tasting rooms
Other Grocery Stores Professional services Fast food
City Corporation Yard
Public Works growth
requires additional
space
◦CIP staff relocation
◦Additional maintenance
workers hired
Recommend additional
1.5-2 acres for Public
Works use
27
Rohnert Park
SMART Station
Currently ≈75 trees on 6400
State Farm Drive
◦40 Coastal Redwoods
Tree health in decline
33 trees declined beyond
recovery
◦20 Coast Redwoods
◦4 American Sweetgum
◦9 other trees
Recommend removal of those trees
due to liability purposes
28
Coast Redwood
American Sweetgum
The Seed Farm
◦Seed Farm Station
◦Seed Farm Commons
The Station
◦Station District
◦Station Commons
The Depot
The Friendly Square
Hillside Center
The Roh (pronounced Row)
29
Compliance with Surplus Land Act
◦Presentation next meeting
Rescind all entitlements (e.g. Development
Agreement)
Request for Qualifications/Proposals for
development partners.
◦Focus on affordable housing, open spaces/parks, retail
core
30
31
Their quality of life is improved by the transparency of expected working conditions and
compensation.
Academic studies from UCLA, UC Berkley, and Cornell University have shown that a PLA does not
raise costs or create unnecessary delays in development. Even non-union workers can work under
and benefit from a PLA. PLAs are often shown to save money by hiring skilled and trained
professionals who complete the project on time and on budget. Multiple bodies within our county
have chosen to utilize PLAs to benefit their organization, the workers on their projects, and the
communities they represent. Just up the street, Graton Casino was built under a project labor
agreement. Santa Rosa Junior college has both active and prior projects under PLAs. Santa Rosa City
Schools and the City of Santa Rosa have PLA policies in place right now.
For workers and families in this community, I urge you to require a PLA or Union Labor on this
development to reinvest local dollars back into our community.
Sincerely,
Natalie Higley
IBEW Local 551
IMPORTANT NOTICE:
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the intended recipient and may contain privileged and confidential information or otherwise
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From: Emari McClellan
Sent: Tuesday, February 28, 2023 6:00 PM
To: 'srodriguez@rpcity.org' <srodriguez@rpcity.org>; 'shollingsworthadams@rpcity.org'
<shollingsworthadams@rpcity.org>; 'jelward@rpcity.org' <jelward@rpcity.org>;
'ggiudice@rpcity.org' <ggiudice@rpcity.org>; 'esanborn@rpcity.org' <esanborn@rpcity.org>
Subject: AFL-CIO Housing Investment Trust Public Comment
Good Afternoon Councilmembers,
My name is Emari McClellan. I work for the AFL-CIO Housing Investment Trust as a Real Estate
Analyst based out of Los Angeles, CA. I would like to submit this public comment regarding the
redevelopment of the Central Rohnert Park project. Thank You!
Regards,
Emari McClellan
Real Estate/ Marketing Analyst
Direct
| aflcio-hit.com
Sincerely,
Emari McClellan
Real Estate/ Marketing Analyst
ITEM NO. 7.B.
1
Meeting Date: February 28, 2023
Department Development Services
Submitted By: Mary Grace Pawson, Development Services Director
Prepared By: Jenna Garcia, Housing Manager
Agenda Title: Adopt a Resolution Authorizing the Application to and Participation in the
California Department of Housing and Community Development (HCD)
Prohousing Designation Program and a Resolution Authorizing the Application
for and Receipt of Prohousing Incentive Pilot Program (PIP) Funds (Not a
Project Under CEQA, per CEQA Guidelines 15378(b)(4))
RECOMMENDED ACTION:
In order to secure funding for the City’s various housing programs, Staff recommends Council adopt:
1. A Resolution authorizing the application to and participation in the Prohousing Designation
Program; and
2. A Resolution authorizing the application for, and receipt of, Prohousing Incentive Pilot
Program Funds.
BACKGROUND:
In 2019, AB 101 established the Prohousing Designation Program administered by the California
Department of Housing and Community Development (HCD). This program created incentives for
jurisdictions that are compliant with state housing laws (including housing element laws,) and have
enacted prohousing local policies that go beyond state law. HCD began receiving Prohousing
Designation applications on July 1, 2021. Applications are reviewed on a rolling basis.
On January 24, 2023, the City Council adopted its 2023-2031 Housing Element which, among other
things, included direction to explore participation in the Prohousing Designation Program (Program
HO-3.G). This designation both demonstrates the City’s commitment to the development of affordable
housing and provides a competitive advantage on some large state affordable housing and
infrastructure grant programs, including the Affordable Housing Sustainable Communities Program,
Transformative Climate Communities, and the Infill Incentive Grant Program. These grant programs
could help support development throughout the City, especially in the downtown.
HCD is currently accepting applications for its Prohousing Incentive Program (PIP), a direct pool of
$25.7 million available to local jurisdictions with an application deadline of March 15, 2023. The
program is open to jurisdictions that have either already obtained Prohousing Designation through
HCD or are submitting their Prohousing Designation application at the same time as the PIP funding
application.
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
ITEM NO. 7.B.
2
Through the PIP program, the City of Rohnert Park is eligible to apply for a base amount of $250,000
and a bonus of up to $500,000, for a potential total funding ask of $750,000. These one-time funds can
be used for variety of activities that help promote affordable housing, including housing for people
experiencing homelessness. Funds must be expended by June 30, 2025. Staff is recommending that the
City apply to both programs now, because it is consistent with the adopted Housing Element and
provides an opportunity to secure outside funding to support the City’s efforts on housing and
homelessness.
Both the Prohousing Designation Program and PIP Program require City Council resolutions
authorizing the applications. Staff is recommending that the City Council adopt the required
resolutions (Attachments 1 and 2) to apply for and participate in these two programs.
ANALYSIS:
The Prohousing Designation Program application assigns points within four scoring categories plus an
“enhancement factor” category. Applicants must demonstrate that they have implemented, or have a
near-term plan to implement, at least one policy in each of the four categories, and receive an overall
score of at least 30 points. While not required, scores in the “enhancement factor” category add to the
City’s overall Prohousing score.
Each of the scoring categories are described below:
1. Favorable Zoning and Land Use (18 possible points). Policies in this category include
having sufficient sites in the City’s Housing Element sites inventory to accommodate 150
percent or more of its overall Regional Housing Needs Allocation (RHNA), streamlined
permitting of missing middle housing uses (e.g., duplexes, triplexes, and fourplexes) in single-
family residential zones and going beyond state law for Accessory Dwelling Units (ADUs).
2. Acceleration of Housing Production Timeframes (19 possible points). Policies in this
category include ministerial approval processes for a variety of housing types, streamlined
environmental review processes, streamlined permitting processes, and reduced plan check
times.
3. Reduction of Construction and Development Costs (11 possible points). Policies in this
category include adoption of pre-approved plans for ADUs, promoting innovative housing
types (such as mobile homes) and measures that reduce costs for transportation infrastructure.
4. Providing Financial Subsidies (21 possible points). Prohousing policies in this category
include participating in a regional housing trust fund, offering surplus City-owned land for
affordable housing development, and prioritization of local general funds for affordable
housing.
Enhancement Factors (9 possible points) provide bonus points for additional strong housing
Thanks to Rohnert Park’s long history of pro-housing development policies and practices, along with
the robust programs in its newly adopted Housing Element, staff believe that the City’s application will
score well above the minimum 30 points required to qualify for the Program.
The Prohousing Incentive Pilot Program is a competitive funding program, and the City is not
guaranteed to receive funding. Rohnert Park is within the Bay Area region, for which HCD has
allocated an estimated $3.8 million of the total state-wide funding. Applications within each
ITEM NO. 7.B.
3
geographic category are ranked in order of Prohousing Designation Program score – with higher
scoring jurisdictions receiving first consideration for funds.
At this time, staff is asking the City Council to adopt the resolutions required by the state (Attachments
1 and 2) to apply for and participate in these two programs. Staff is prepared to submit the applications
by the March 15 deadline.
ENVIRONMENTAL ANALYSIS:
Participation in the Prohousing Designation and PIP programs is not a “project” under CEQA, as
participation is a “governmental fiscal activity” which does not “involve any commitment to any
specific project” pursuant to CEQA Guidelines 15378(b)(4). Any project funded by the PIP program
will be subject to CEQA at the time of its approval.
STRATEGIC PLAN and COUNCIL PRIORITY ALIGNMENT:
Participation in the Prohousing Designation Program and Prohousing Incentive Program supports
Strategic Plan Goal D – Continue to Develop a Vibrant Community and City Council Strategic Priority
“Attract housing at all levels.” The action is also consistent with the adopted Housing Element.
OPTIONS CONSIDERED:
1. Adopt resolutions authorizing the application to and participation in the Prohousing
Designation and Prohousing Incentive Pilot Programs (Recommended.) This is consistent with
Council’s prior direction. Obtaining a Prohousing Designation will result in the City being
more competitive on state grants for affordable housing and infrastructure funding.
Additionally, the City is eligible for one-time funds of up to $750,000 to support affordable
housing and homeless services through the Prohousing Incentive Pilot Program.
2. Do not adopt resolutions authorizing the application to and participation in the Prohousing
Designation and Prohousing Incentive Pilot Programs (Not Recommended.) This is
inconsistent with Council’s prior direction and would result in the City not having a
competitive edge on state housing and infrastructure grants. The City would also be ineligible
to access up to $750,000 in state PIP funds to support affordable housing and homeless
services.
FISCAL IMPACT/FUNDING SOURCE:
There are no fiscal impacts resulting from the proposed action. Staff is utilizing grant-funded technical
support from the Napa Sonoma Collaborative and Generation Housing to complete the applications.
The Prohousing Designation Program will provide the City with a competitive edge in certain state
grant funding programs, which may result in additional funding for affordable housing and
infrastructure in the future. Through the Prohousing Incentive Pilot Program, the City is eligible for up
to $750,000 in funding for affordable housing and homelessness.
Code Enforcement Approval Date: NA
Department Head Approval Date: 02/10/2023
Finance Director Approval Date: NA
City Attorney Approval Date: 02/13/2023
City Manager Approval Date: 2/23/2023
ITEM NO. 7.B.
4
Attachments:
1. A Resolution of the City Council of Rohnert Park Authorizing Application to and Participation
in the Prohousing Designation Program
2. A Resolution of the City Council of Rohnert Park Authorizing Application for, and Receipt of,
Prohousing Incentive Pilot Program Funds
RESOLUTION NO. 2023-013
A RESOLUTION OF THE CITY COUNCIL OF ROHNERT PARK AUTHORIZING
APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION
PROGRAM
WHEREAS, Government Code section 65589.9 established the Prohousing Designation
Program (“PDP” or “Program”), which creates incentives for jurisdictions that are compliant
with state housing element requirements and that have enacted Prohousing local policies; and
WHEREAS, such jurisdictions will be designated Prohousing, and, as such, will receive
additional points or other preference during the scoring of their competitive applications for
specified housing and infrastructure funding; and
WHEREAS, the Department of Housing and Community Development (“Department”)
has adopted emergency regulations (Cal. Code Regs., tit. 25, § 6600 et seq.) to implement the
Program (“Program Regulations”), as authorized by Government Code section 65589.9,
subdivision (d); and
WHEREAS, the City Council of Rohnert Park desires to submit an application for the
Prohousing Designation (“Application”)
Now, therefore, the City Council of Rohnert Park (“Applicant”) resolves as follows:
Section 1. Applicant is hereby authorized and directed to submit an Application to
the Department; and
Section 2. Applicant acknowledges and confirms that it is currently in compliance
with applicable state housing law; and
Section 3. Applicant acknowledges and confirms that it will continue to comply with
applicable housing laws and to refrain from enacting laws, developing
policies, or taking other local governmental actions that may or do inhibit
or constrain housing production. Examples of such local laws, policies,
and action include moratoriums on development; local voter approval
requirements related to housing production; downzoning; and unduly
restrictive or onerous zoning regulations, development standards, or
permit procedures. Applicant further acknowledges and confirms that it
commits itself to affirmatively furthering fair housing pursuant to
Government Code section 8899.50; and
Section 4. If the Application is approved, Applicant is hereby authorized and directed
to enter into, execute, and deliver all documents required or deemed
necessary or appropriate to participate in the Program, and all amendments
thereto (the “Program Documents”); and
Section 5. Applicant acknowledges and agrees that it shall be subject to the
Application; the terms and conditions specified in the Program
Documents; the Program Regulations; and any and all other applicable
law; and
Section 6. The City Manager is authorized to execute and deliver the Application and
the Program Documents on behalf of the Applicant for participation in the
Resolution 2023-013
Page 2 of 2
Program and take any other actions necessary to effectuate the terms and
conditions of the Program.
DULY AND REGULARLY ADOPTED on this 28th day of February, 2023.
CITY OF ROHNERT PARK
____________________________________
Samantha Rodriguez, Mayor
ATTEST:
______________________________
Sylvia Lopez Cuevas, City Clerk
ELWARD: _________ GIUDICE: _________SANBORN: _________ HOLLINGSWORTH ADAMS: _________ RODRIGUEZ: _________
AYES: ( ) NOES: ( ) ABSENT: ( ) ABSTAIN: ( )
RESOLUTION NO. 2023-014
A RESOLUTION OF THE CITY COUNCIL OF ROHNERT PARK AUTHORIZING
APPLICATION FOR, AND RECEIPT OF, PROHOUSING INCENTIVE PILOT
PROGRAM FUNDS
WHEREAS, pursuant to Health and Safety Code 50470 et. Seq, the Department of
Housing and
Community Development (Department) is authorized to issue Guidelines as part of an
incentive program (hereinafter referred to by the Department as the Prohousing Incentive Pilot
Program or “PIP”); and
WHEREAS, the City Council of Rohnert Park desires to submit a PIP grant
application package (“Application”), on the forms provided by the Department, for approval of
grant funding for eligible activities toward planning and implementation activities related to
housing and community development as a result of meeting eligibility criteria including but not
limited to Prohousing Designation; and
WHEREAS, the Department has issued Guidelines and Application on December 15,
2022 in the amount of $25,705,545.65 for PIP.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ROHNERT
PARK (“APPLICANT”) RESOLVES AS FOLLOWS:
Section 1. The City Manager or his/her designee is hereby authorized and directed
to submit an Application to the Department in response to the NOFA,
and to apply for the PIP grant funds in a total amount not to exceed
$750,000;
Section 2. In connection with the PIP grant, if the Application is approved by the
Department, the City Manager is authorized and directed to enter into,
execute, and deliver on behalf of the Applicant, a State of California
Agreement (Standard Agreement) for an amount up to $750,000 and any
and all other documents required or deemed necessary or appropriate to
evidence and secure the PIP grant, the Applicant’s obligations related
thereto, and all amendments thereto; and
Section 3. The Applicant shall be subject to the terms and conditions as specified in
the Guidelines, and the Standard Agreement provided by the Department
after approval. The Application and any and all accompanying
documents are incorporated in full as part of the Standard Agreement.
Any and all activities funded, information provided, and timelines
represented in the Application will be enforceable through the fully
executed Standard Agreement. Pursuant to the Guidelines and in
conjunction with the terms of the Standard Agreement, the Applicant
hereby agrees to use the funds for eligible uses and allowable
expenditures in the manner presented and specifically identified in the
approved Application.
Resolution 2023-014
Page 2 of 2
DULY AND REGULARLY ADOPTED on this 28th day of February, 2023.
CITY OF ROHNERT PARK
_______________________________
Samantha Rodriguez, Mayor
ATTEST:
______________________________
Sylvia Lopez Cuevas, City Clerk
ELWARD: _________ GIUDICE: _________SANBORN: _________ HOLLINGSWORTH ADAMS: _________ RODRIGUEZ: _________
AYES: ( ) NOES: ( ) ABSENT: ( ) ABSTAIN: ( )
ITEM NO. 7.C.
1
Meeting Date: February 28, 2023
Department Finance
Submitted By: Leo Tacata, Finance Director
Prepared By: Leo Tacata, Finance Director
Agenda Title: Discussion and Direction to Implement Monthly Utility Billing in the City of
Rohnert Park
RECOMMENDED ACTION:
Provide direction to implement monthly billing in the City of Rohnert Park.
BACKGROUND:
California legislature has recognized the importance of metering and has passed several bills requiring
meters in California. In 1991, the legislature passed SB 229, requiring meters on new connections after
1992. The legislation, however, did not require utilities to actually read the meters or to use that data to
bill customers by volume. In 2003, AB 514 required Central Valley Project water users to be fully
metered by 2013 and start charging metered users volumetrically by 2010. Then in 2004, AB 2572
(Kehoe) closed the loophole in SB 229 by requiring urban water utilities to meter all municipal and
industrial users by 2025 and charge metered customers based on the actual volume of water delivered.
The City of Rohnert Park bills customers for sewer and water services on a bi-monthly basis, per
Rohnert Park Municipal Code §13.44.090 (Attachment 1). Prior to 2003, the City had previously
charged a flat rate on water and sewer service. Metered reading was implemented in 2003 to coincide
with the changing legislation and the implementation of the City’s new (at the time) enterprise
financial system (“Springbrook”).
Since flat rate billing in the City ended, it is reported that customers have expressed growing
preference to have a monthly billing option. In 2015, the City began considering a new financial
enterprise system (“Munis”). The City’s Munis Implementation Team agreed to study the feasibility
and consequences of changing to monthly billing as the overall enterprise financial system was being
overhauled. The City has implemented the Munis Enterprise Resource System for its Finance and
Human Capital management functions. However, utility billing remains administered in the
Springbrook financial system as the Munis Implementation Team is analyzing options without
disruption to account management and customer service.
In 2015, the City had approximately 9,000 meters. At present, the count of meters in the City is over
10,500. During the pandemic shutdown period, calls for the change to monthly billing subsided, likely
because COVID relief programs were enacted. In August 2022, those COVID relief programs ended
and staff report an uptick in calls for monthly billing options.
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
ITEM NO. 7.C.
2
ANALYSIS:
The Munis Implementation Team and the City’s Revenue Collection Division have researched and
analyzed the feasibility and consequences of implementing monthly billing in the City. Staff believe
the change can bring these benefits to both the City and its utility service customers.
Benefits:
• Increased Customer Satisfaction: Monthly billing will provide customers with up-to-date
information about their usage and billing, reducing confusion and disputes. More impactfully,
customers will receive a regular monthly bill which is likely more in line with traditional
personal budgeting. For example, a typical bi-monthly bill for a single household of four
residents is about $335. A monthly bill to that same household would be about $168. That
household would be able to budget that $168 cost every month rather than save up the $335
cost every other month. This regularity can lead to increased customer satisfaction, as well as
reduced complaints.
• Improved Payment Compliance: Monthly billing will provide customers with more frequent
reminders about their due date, reducing the amount of time between billing cycles. This will
result in improved payment compliance, reducing the need for collections and improving the
utility's cash flow.
• Decreased Water Loss: Monthly up-to-date billing informs customers and City staff of potential
pipe leaks and breaks in a much shorter window, allowing us to catch these expensive instances
much sooner.
• Improved Data Management: Monthly billing will provide more detailed billing data, which
will be used to improve the accuracy and effectiveness of the City’s billing and usage
management processes.
The implementation of monthly billing will require a strategic implementation plan, including the
adjustment to new billing systems and processes, the training of staff, and the communication of the
change to customers. Following are the steps that will be taken to implement monthly billing.
Implementation:
• Amendment to the Municipal Code. City Council would be presented a recommendation and
staff report on March 28, 2023, to consider amending the Municipal Code to change to monthly
utility billing.
• Customer Communication: The City-wide change will impact all account holders in the city.
The City will communicate the change to monthly billing to all customers, including
information on the new billing cycle, the new billing format, and any changes to payment
options. The city will also provide customers with information on the benefits of monthly
billing.
ITEM NO. 7.C.
3
• Systems and Processes: The city will develop and implement new billing processes to support
monthly billing. This will include the creation of a new billing cycle, the development of a new
billing format, and the integration of the billing systems with the city's customer information
systems.
• Staff Training: The city will provide training for all staff on the new billing systems and
processes, including customer service representatives, billing and collections staff, and
management.
Other Considerations:
• Timing of Implementation. The Finance Department and the MUNIS Implementation Team
recommend that the change to monthly billing coincide with the new fiscal year because the
current Utility Billing system is administered in Springbrook yet the City’s Financial System
has now implemented MUNIS. Implementation of monthly billing would allow the City to take
advantage of the MUNIS Utility Billing Module which will transition the billing system to
Munis and allow the City to utilize a single financial system. The parallel Springbrook/Munis
systems in place now are complicated and much more labor intensive to administer and audit.
• Staffing Capacity. The current roster of staff who administer utility billing is 3.0 FTE (full-time
equivalent) plus a limited-term staff person who is performing back-fill duties while the City
continues its multi-year Munis Implementation Project. The permanent staffing of 3.0 FTE is
roughly the same staffing level that existed when metered billing was first implemented. As the
City has grown, a significant amount of accounts has been added to the system. If the City
changes to a monthly cycle, it conceivably doubles the amount of work (mailing, phone calls,
bill processing) for the unit. Under a new monthly billing cycle, it is recommended that the City
consider adding staff to the billing unit to accommodate the increased workload. A discussion
will be brought back to Council on March 28, 2023 to address this recommendation, pending
Council direction on this item.
STRATEGIC PLAN AND COUNCIL PRIORITIES ALIGNMENT:
The proposed action aligns with the Council’s strategic priority to maintain financial health. We
believe that regular, lower monthly utility bills will decrease the number of accounts that fall to
delinquency, which will not only improve the City’s cash flows and decrease bad debt, but benefit the
customers by providing a more familiar billing structure that helps them stay current on their
obligations. This change is likely to catch pipe leaks in a more timely way, reducing the City’s (and the
customer’s) expensive wasted water liabilities.
OPTIONS CONSIDERED:
1. Recommended Option. It is recommended that Council direct staff to amend the Municipal
Code to accommodate the change to monthly utility billing in the City of Rohnert Park. Staff
will return to Council with a report seeking the amendment.
ITEM NO. 7.C.
4
a. It is also recommended that Council direct staff to present an implementation plan that
considers a July 1, 2023, implementation date of the monthly utility billing change, the
customer outreach plan, and recommendations to amend the Authorized Positions List if
an increased staffing complement is recommended.
2. Alternative Option (Not Recommended). Council can decline the recommendation to change
to a monthly utility billing cycle. The bi-monthly billing cycle in the Municipal code would not
be changed. Staff would subsequently seek direction on alternatives, which include the time
and cost of custom programming of the Munis Utility Billing Module to accommodate bi-
monthly billing or the consideration for the City to maintain its two-system operation. This
option is not recommended because staff believe the benefits to the City and the customers
outweigh the inconvenience and expense of remaining on the current bi-monthly schedule.
FISCAL IMPACT/FUNDING SOURCE:
If monthly utility billing is implemented, the effective date of the change would be July 1, 2023, in the
next fiscal year. Consequently, adjustments to increased operational costs will be proposed in the
upcoming Annual Budget recommendation for Fiscal Year 2023-24. Activities in the current fiscal
year, including programming changes, training, and increased administrative costs have been budgeted
in the current year Munis Implementation Program. Additional costs for outreach, however, have not
yet been requested or appropriated. It is expected that these additional costs which will involve social
media outreach, content development, additional printing and postage may require an additional
$5,000-$7,000 budget. These costs would be borne by utility enterprise funds and would not be a cost
of the General Fund. Staff will return to Council with a request, justification and recommendation for
additional outreach costs pending Council direction on this item.
Code Compliance Approval Date: N/A
Department Head Approval Date: 02/13/23
City Attorney Approval Date: N/A
City Manager Approval Date: 2/23/2023
Attachments:
1. Rohnert Park Municipal Code §13.44.090
Attachment 1
Created: 2023-02-09 15:56:48 [EST]
(Supp. No. 47)
Page 1 of 1
Rohnert Park Municipal Code
13.44.090 Bills—Generally.
A. Bills for water and sewer service to residential, commercial, institutional and industrial accounts will be
rendered bi-monthly in arrears unless otherwise provided by agreement.
B. Bills for recycled water service will be rendered in accordance with the recycled water agreement.
C. If the total period of service is less than the billing period, the period of service will be prorated and the
service charge adjusted accordingly.
D. Bills for service to all accounts are due and payable upon presentation. Payments may be made in any
manner designated and approved by the city.
E. Bills become delinquent twenty-one days after they have been presented to the customer.
F. A fee of twenty-five dollars will be charged to customers for bill payments returned, from any method of
payment.
( Ord. No. 910 , § 4(Exh. A), 9-26-2017; Ord. No. 939, § 4, 12-10-2019 )