Sie sind auf Seite 1von 105

CITY OF CLEARLAKE

www.clearlake.ca.us

REGULAR MEETING OF
CLEARLAKE CITY COUNCIL
& REDEVELOPMENT SUCCESSOR AGENCY
CLEARLAKE CITY HALL COUNCIL CHAMBERS
14050 OLYMPIC DRIVE
CLEARLAKE, CA 95422

THURSDAY SEPTEMBER 26, 2019 6:00 P.M.


Written material introduced into the record: Citizens wishing to introduce written material into the record
at the public meeting on any item are requested to provide a copy of the written material to the City Clerk
prior to the meeting date so that the material may be distributed to the City Council prior to the meeting.

ROLL CALL:
_____ Mayor Russ Cremer
_____ Vice Mayor Dirk Slooten
_____ Councilmember Phil Harris
_____ Councilmember Joyce Overton
_____ Councilmember Russell Perdock

PLEDGE OF ALLEGIANCE
INVOCATION/MOMENT OF SILENCE: The City Council invites members of the clergy, as well as
interested members of the public in the City of Clearlake, to voluntarily offer an invocation before the
beginning of its meetings for the benefit and blessing of the City Council. This opportunity is voluntary,
and invocations are to be less than three minutes, offered in a solemn and respectful tone, and directed
at the City Council. Invocational speakers who do not abide by these simple rules of respect and brevity
shall be given a warning and/or not invited back to provide a subsequent invocation for a reasonable
period of time, as determined appropriate by the City. This policy is not intended and shall not be
implemented or construed in any way, to affiliate the City Council with, nor express the City Council's
preference for, any faith or religious denomination. Rather, this policy is intended to acknowledge and
express the City Council's respect for the diversity of religious denominations and faiths represented and
practiced among the citizens of Clearlake. If a scheduled invocational speaker does not appear at the
scheduled meeting, the Mayor will ask that the City Council observe a moment of silence in lieu of the
invocation. More information about the City’s invocation policy is available upon request by contacting
the City Clerk at (707) 994-8201x106 or via email at mswanson@clearlake.ca.us.

MEETING PROCEDURES:
All items on the agenda will be open for public comment before final action is taken.
Citizens wishing to introduce written material into the record at the public meeting on
any item are requested to provide a copy of the written material to the City Clerk prior

Page 1 of 4
to the meeting date so that the material may be distributed to the City Council prior to
the meeting. Speakers must restrict comments to the item as it appears on the agenda
and stay within a three-minute time limit. The Mayor has the discretion of limiting the
total discussion time for an item. As a courtesy to others, please turn off cell phones and
any other distracting devices.

ADOPTION OF THE AGENDA (This is the time for agenda modifications.)


PRESENTATIONS:
1. Presentation by Clearlake Animal Control of September’s Adoptable Dogs

PUBLIC COMMENT: This is the time for any member of the public to address the City Council on any
matter not on the agenda that is within the subject matter jurisdiction of the city. Please complete a
“Speaker Information Card” and present it to the City Clerk prior to the start of the meeting. The Brown
Act, with limited exceptions, does not allow the Council or staff to discuss issues brought forth under
Public Comment. The Council cannot take action on non-agenda items. Concerns may be referred to staff
or placed on the next available agenda. Please note that comments from the public will also be taken on
each agenda item. Comments shall be limited to three minutes per person.

CONSENT AGENDA: All items listed under the Consent Agenda are considered to be routine in nature
and will be approved by one motion. There will be no separate discussion of these items unless a member
of the Council or audience requests otherwise, or if staff has requested a change under Adoption of the
Agenda, in which case the item will be removed for separate consideration. Any item so removed will be
taken up following the motion to approve the Consent Agenda.

Consent Items Recommended Action


2. Warrant Registers Receive and file
3. Consideration of Disposal of Surplus Vehicles, Adopt resolution
Resolution No. 2019-39
4. Award of contract for the City of Clearlake’sAuthorize the City Manager to execute a
Community Development Block Grant contract with Adams Ashby Group for
(CDBG) Grant Administration Services Grant Writing, Administration, & Labor
Compliance Services for a not to exceed
amount of $34,884.00
5. Adoption of Updated Records Retention Adopt resolution
Policies; Resolution No. 2019-43
6. 2018-2019 Lake County Civil Grand Jury Final Authorize response and concurrence
Report Response letters
7. Approval of Resolution No. 2019-44 to use Adopt by Resolution No. 2019-44 and
Informal Bidding Procedures Under the submit to the State Controller’s Office
Uniform Public Construction Cost Accounting
Act and submit to the State Controller’s
Office

PUBLIC HEARING:
Notice to the Public
The City Council, when considering the matter scheduled for hearing, will take the following actions:
Page 2 of 4
1. Open the Public Hearing
2. Presentations by Staff
3. Presentation by Applicant or Appellant (if applicable)
4. Accept Public Testimony
5. Applicant or Appellant Rebuttal Period (if applicable)
6. Close the Public Hearing
7. Council Comments and Questions
8. Council Action
Once the hearing is closed, no further public comment will be taken. If you wish to challenge in court
any of the matters on this agenda for which a public hearing is to be conducted, you may be limited to
raising only those issues, which you, or someone else, raised orally at the public hearing or in written
correspondence received by the city at or before the public hearing.

Public hearings listed for continuance will be continued as noted and posting of this agenda serves as
notice of continuance. Any matter not noted for continuance will be posted separately.

BUSINESS:
8. Consideration of Appeals of Abatement Orders, in Accordance with Clearlake Municipal Code
Chapter 18, Articles 9 and 10; Adopt Resolution No. 2019-40, Resolution No. 2019-41 and
Resolution No. 2019-42
Recommended Action: Hear testimony regarding abatement orders and make determinations for
each property by resolution based on the evidence presented at the hearing

9. Consideration of a Memorandum of Understanding between the City of Clearlake and the


Clearlake Police Officers Association for the period July 1, 2019 to June 30, 2021
Recommended Action: Adopt Memorandum of Understanding between the City of Clearlake and
Clearlake Police Officers Association and authorize the City Manager to sign

10. Discussion and Direction Regarding Rental Housing Unit Inspection Ordinance
Recommended Action: Provide direction to staff

CITY MANAGER AND COUNCILMEMBER REPORTS


FUTURE AGENDA ITEMS
CLOSED SESSION:
(1) CONFERENCE WITH LABOR NEGOTIATORS: Pursuant to Government Code Section 54957.6: Agency
Designated Representative: City Manager Alan Flora; Employee Organizations: Clearlake
Management/Confidential Employees, Clearlake Police Officer Association, Clearlake Municipal
Employees Association and Clearlake Middle Management Association.

(2) CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION: (Government Code 54956.9) – City of
Clearlake v. PG&E Corporation, et al., Case No. CV 1:17-CV-419398, Lake County Superior Court

(3) CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION: (Government Code 54956.9) – Wang v.
City of Clearlake, et al., Case No. CV 418902, Lake County Superior Court

Page 3 of 4
(4) LIABILITY CLAIMS: (Government Code 54956.9) – Claimant: Becerra; Agency Claimed Against: City of
Clearlake

(5) PUBLIC EMPLOYEE PERFORMANCE EVALUATION: Government Code Section 54957 (b) (1) Title: City
Manager

ANNOUNCEMENT OF ACTION(S) FROM CLOSED SESSION


ADJOURNMENT
AMERICANS WITH DISABILITY ACT (ADA) REQUESTS
If you need disability-related modification or accommodation, including auxiliary aids or services, to
participate in this meeting, please contact Melissa Swanson, City Clerk, at the Clearlake City Hall, 14050
Olympic Drive, Clearlake, California 95422, phone (707) 994-8201, ext. 106, or via email at
mswanson@clearlake.ca.us at least 72 hours prior to the meeting, to allow time to provide for special
accommodations.
AGENDA REPORTS
Staff reports for each agenda item are available for review at City Hall located at 14050 Olympic Drive
during normal business hours and on the City’s website at www.clearlake.ca.us. Members of the public
are invited to come and comment on any item under discussion.
Any writings or documents pertaining to an open session item provided to a majority of the City Council
less than 72 hours prior to the meeting, shall be made available for public inspection at the front counter
at City Hall located at 14050 Olympic Drive during normal business hours.

POSTED: September 20, 2019


BY:
_____________________________
Melissa Swanson, Administrative Services Director/City Clerk

Page 4 of 4
Item 2
CITY OF CLEARLAKE

CITY COUNCIL STAFF REPORT


MEETING OF: September 26, 2019

Agenda Item No. 3

Subject: Consideration of Disposal of Surplus Vehicles, Date: September 18, 2019


Resolution No. 2019-39.

Reviewed & Approved:

From: Chief Andrew White

Recommended Action: Adopt resolution.

ISSUE STATEMENT AND DISCUSSION:

The Police Department has 6 worn out and broken-down vehicles that are no longer used. The
vehicles have numerous mechanical failures and/or safety issues and are not feasible to repair.

The Clearlake Municipal Code authorizes the City Council to declare obsolete equipment as
surplus and further direct the disposal of said property. Given the issues with these vehicles,
including safety issues, it is impractical and not recommended to try and sell the vehicles to the
public.

Staff recommends the City Council adopt the proposed resolution.

FINANCIAL AND/OR POLICY IMPLICATIONS:


There is no cost for the disposal through an agreement with Kelseyville Auto Wreckers.
RESOLUTION NO. 2019-39

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLEARLAKE


AUTHORIZING THE DISPOSAL OF SURPLUS POLICE VEHICLES

WHEREAS, the Police Department owns multiple vehicles, identified in “Exhibit A”, that are no
longer used due to mechanical issues and component failures that make the vehicles
inoperable, unsafe to operate or economically infeasible to repair; and

WHEREAS, Clearlake Municipal Code Section 3-4.10 permits the disposal of obsolete or worn
out equipment and to dispose of said equipment.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Clearlake hereby
declares the vehicles listed in “Exhibit A” as surplus and authorizes the Chief of Police to take
necessary steps to dispose of the vehicles.

PASSED AND ADOPTED by the City Council of the City of Clearlake, County of Lake, State of
California, on this 26th day of September 2019, by the following vote:

AYES:
NOES:
ABSTAIN:
ABSENT:

ATTEST:______________________________ ________________________________
City Clerk Mayor
EXHIBIT A

Ford Crown Victoria

E1 VIN: 2FAFP71V48X106141 Marked Patrol Unit


E2 VIN: 2FAHP71V99X143678 Marked Patrol Unit
C3 VIN: 2FABP7BV7BX168721 Marked Patrol Unit
C5 VIN: 2FAFP71V28X106140 Marked Patrol Unit
C7 VIN: 2FABP7BV3AX106800 Marked Patrol Unit
K1 VIN: 2FABP7BVXBX182600 Marked Patrol Unit
CITY OF CLEARLAKE
CITY COUNCIL STAFF REPORT
MEETING OF: September 26, 2019
Agenda Item No. 4
Subject: Award of contract for the City of Clearlake’s September 19, 2019
Community Development Block Grant (CDBG)
Grant Administration Services
Reviewed & Approved:

From: Adeline Brown, Engineer Tech


Recommended Action: Authorize the City Manager to execute a contract with Adams Ashby
Group for Grant Writing, Administration, & Labor Compliance
Services for a not to exceed amount of $34,884.00

ISSUE STATEMENT AND DISCUSSION:

The City of Clearlake was successful in obtaining a grant from the Department of Housing and
Community Development for the Community Development Block Grant (CDBG). The grant award
is $500,000 for both Code Enforcement and General Program Administration.

The City solicited proposals for grant writing, administration, and labor compliance services.
Proposals were received from Adams Ashby Group. Staff submitted and received approval of a
Single Bid Response package from HCD as there was only one response after advertising in the
newspaper, solicitation by mail and website posting. Adams Ashby has done administration
services for the City on a previous grant and has extensive experience with grant administration
services. Services will include:

1) Grant Writing – Consultant will write applications in response to NOFAs released for CDBG,
Home Investment Partnership (HOME), and other possible program funding sources as they
become available at the direction of the City of Clearlake

2) Administration – Provide City with necessary technical assistance necessary to implement


programs such as:

a) Ensure proper completion and timely submission of all financial and performance reports
and other periodic reporting requirements required.
b) Prepare and maintain public information binder.
c) Provide labor compliance services as needed.
POLICY AND/OR FINANCIAL IMPLICATIONS:

There are no policy implications with this recommendation. Administration services will be paid
out of the grant funds.
CITY OF CLEARLAKE
CITY COUNCIL STAFF REPORT
MEETING OF: September 26, 2019

Agenda Item No. 5


Subject: Adoption of Updated Records Retention Policies; Date: September 19, 2019
Resolution No. 2019-43

Reviewed & Approved:

From: Melissa Swanson, Administrative Services


Director/City Clerk
Recommended Action: Adopt resolution

ISSUE STATEMENT AND DISCUSSION:

The City is upgrading its records management program, including its records retention policies.
The adoption of this retention schedule will result in efficiency gains and cost savings.

Gladwell Governmental Services, Inc., an expert in local government records, was contracted to
upgrade the City’s records management program. An upgrade in the existing program was
necessary to reduce current and future records storage costs, eliminate duplication of effort,
increase efficiency and take advantage of current technology and changes in law.

The upgrade of the current records management systems is driven by many factors, including:
• Very limited space in City facilities
• Many departments are filing and storing copies of the same records
• Clearlake produces and manages many permanent records
• Escalating records storage expenses
• Technology advancements
• Changes in law

The purpose of the program is to apply efficient and economical methods to the creation,
utilization, maintenance, retention, preservation and disposal of all records managed by the
City.

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

1
The new retention schedules were written interactively with representatives from all
departments participating in the project. They provide clear, specific records descriptions and
retention periods, and apply current law and technology to the management of Clearlake’s
records. By identifying which department is responsible for maintaining the original record,
and by establishing clear retention periods for different categories of records, Clearlake will
realize significant savings in labor costs, storage costs, free filing cabinet and office space, and
realize operational efficiencies.

It is standard business practice for California cities to authorize the routine destruction of
records that have exceeded their adopted retention period, upon the request of the
Department Head and with the consent in writing of the City Clerk and City Attorney, which is
provided in Section 2 of the resolution.

It is also standard business practice for California cities to authorize updates to the schedule
without further action of the City Council, which is provided in Section 3.

FISCAL IMPACT/STRATEGIC GOAL IMPLEMENTATION

There will be significant savings both in labor and storage expenses; including the avoidance of
future storage and/or construction costs. Adoption of the updated Records Retention policy
will assist in achieving Strategic Goal #6, Update Policies, Procedures and Technology to Current
Government Standards.

ATTACHMENTS:

How to Use Records Retention Schedule


Retention Legend
City-wide Schedule
Department Schedules
Resolution No. 2019-43

2
HOW TO USE RETENTION SCHEDULES
©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission

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

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

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

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

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

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

BENEFITS

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

• Reduce administrative expenses, expedite procedures


• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records

For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an original record that has exceeded its retention period must be authorized according to
City Policies & Procedures prior to destroying it.
• If there is a minimum retention (“Minimum 2 years"), destruction of the document must be
authorized before it is destroyed, as it is an original record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No
Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be
authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.

On every page of the schedules (near the top, just under the column headings) are important instructions,
including instructions regarding holds on destroying records. “Litigation, complaints, claims, public
records act requests, audits and/or investigations suspend normal retention periods (retention
resumes after settlement or completion).”
RECORDS RETENTION SCHEDULE LEGEND
©1995 - 2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission

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

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

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

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

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline)
Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline)
Total Retention: The total number of years the record will be retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.

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

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

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

Destroy Paper after Imaged & QC’d: “Yes” indicates the paper version may be destroyed IF the document has been imaged (electronically
generated, scanned or imported, and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all
significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes
all electronic records which are to serve as the Official Record.

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

GC§34090 is a base minimum retention; the “Total Retention” column is what has been adopted by the City Council.
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY WIDE (Records Common to All Departments)

Brown Act challenges must be


filed within 30 or 90 days of
Affidavits of Publications /
Mag, action; Statute of Limitations
Public Hearing Notices / Legal
Lead Dept. CW-001 2 years 2 years Mfr, OD, on Municipal Government
Advertising / Affidavits of
Ppr actions is 3 - 6 months; CCP
Posting
§§337 et seq, 349.4; GC
§§34090, 54960.1(c)(1)

Covers E&O Statute of


Limitations (insurance
Agreements & Contracts: certificates are filed with
ADMINISTRATIVE FILES agreement); Published Audit
Standards=4-7 years; Statute
Mag, Yes: Upon
(Correspondence, Project Completion + Yes: Before of Limitations: Contracts &
Lead Dept. CW-002 Completion 10 years Mfr, OD, S/I Completio
Administration, Project 10 years Completion Spec's=4 years, Wrongful
Ppr n
Schedules, Certified Payrolls, Death=comp. + 5 years,
Insurance Certificates, Developers=comp. + 10 years;
Invoices, Logs, RFP, etc.) Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §34090

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved


Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Meets auditing standards;


Grants covered by a
Consolidated Action Plan are
Agreements & Contracts: required for 5 years; Uniform
10 years or
ADMINISTRATIVE FILES Completion + Admin. Requirements for
After
(with Grant Funding) 10 years or Grants to Local Governments
Funding
After Funding Mag, Yes: Upon is 3 years from expenditure
Agency Yes: Before
Lead Dept. CW-003 (Correspondence, Project Completion Agency Audit, Mfr, OD, S/I Completio report or final payment of
Audit, if Completion
Administration, Project if required, Ppr n grantee or subgrantee;
required,
Schedules, Certified Payrolls, whichever is statewide guidelines propose 4
whichever is
Insurance Certificates, longer years; 2 CFR 200.333; 24 CFR
longer
Invoices, Logs, RFP, etc.) 91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133;
GC §34090

Agreements & Contracts:


UNSUCCESSFUL BIDS,
The RFP / RFQ and the
UNSUCCESSFUL
successful proposal becomes
PROPOSALS or RESPONSES Mag,
Lead Dept. CW-004 2 years 2 years part of the agreement or
to RFPs (Request for Ppr
contract (City Clerk is OFR);
Proposals) and/or RFQs GC §34090
(Request for Qualifications)
that don't result in a contract

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved


Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Mag,
Minimum 2 Minimum 2 Department Preference; GC
Lead Dept. CW-005 City Attorney Opinions Yes Mfr, OD, S
years years §34090
Ppr

City preference; Statute of


Limitations for personal
Lead Complaints / Concerns from
Minimum 2 Minimum 2 Mag, property, fraud, etc. is 3 years;
(Responding) CW-006 Citizens Computer Tracking
years years Ppr Claims must be filed in 6
Dept. Software or Correspondence
months; CCP §§338 et seq.,
340 et seq., 342, GC §34090

Copies - Copies -
Copies or duplicates of any When No When No
CW-007 Mag Ppr GC §34090.7
record Longer Longer
Required Required

Correspondence - ROUTINE
Dept. that (Content relates in a
Authors substantive way to the
Document conduct of the public's
business) Mag,
or CW-008 2 years 2 years GC §34090
Ppr
Receives the
City's Original (e.g. Administrative, Chronological,
General Files, Letters,
Document
Memorandums, Reading File,
Working Files, etc.)

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved


Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Correspondence - Electronic and paper records


TRANSITORY / are filed and retained based
PRELIMINARY DRAFTS, upon their CONTENT.
Interagency and Intraagency Records, e-mails, electronic
Memoranda NOT retained in records, or social media
the ordinary course of business postings where the Content
relates in a substantive way
Content NOT Substantive, or to the conduct of the public's
NOT made or retained for the business, or that ARE made
purpose of preserving the or retained for the purpose
Dept. that informational content for of preserving the
Authors future reference informational content for
Document When No When No future reference are saved by
Mag,
or CW-009 (e.g. calendars, checklists, e- Longer Longer printing them out and placing
Ppr
Receives the mail, social media posting, Required Required in a file folder, or saving them
City's Original employee directories, flyers, electronically in a folder
Document invitations, instant messaging, outside the e-mail system; If
inventories, logs, mailing lists, not mentioned here, consult
meeting room registrations, the City Attorney to determine
speaker cards, supply if a record is considered
inventories, telephone transitory / preliminary drafts.
messages, text messages, GC §34090, GC §6252; 64
transmittal letters, thank yous, Ops. Cal. Atty. Gen. 317
requests from other cities, (1981)); City of San Jose v.
undeliverable envelopes, Superior Court (Smith).
visitors logs, voice mails, S218066. Supreme Court of
webpages, etc.) California, 2017

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved


Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
As long as the drafts and notes
are not retained in the "Regular
When No When No Course of Business". Consult
Drafts & Notes: Drafts that are Mag,
Lead Dept. CW-010 Longer Longer the City Attorney to determine
revised (retain final version) Ppr
Required Required if a record is considered a
draft. GC §§34090, 6252,
6254(a)
Facility Use Applications / Mag,
Lead Dept. CW-011 2 years 2 years GC §34090
Facility Use Permits Ppr

The Lead Department should


print out historical documents
(or save source data) prior to
GIS Database / Data / Layers When No When No replacing the data, if they
Lead Dept. CW-012 (both City-wide and Longer Longer Yes Mag require the data or output for
Specialized) Required Required historical purposes;
Department Preference
(Preliminary documents); GC
§34090 et seq.

Grants (UNSUCCESSFUL Mag,


Lead Dept. CW-013 2 years 2 years GC §34090
Applications, Correspondence) Ppr

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved


Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Grants / CDBG / Reimbursable


Claims / FEMA Claims or OES Meets auditing standards;
Grants covered by a
Claims (SUCCESSFUL
Consolidated Action Plan are
Reports, other records required
required for 5 years; Uniform
to pass the funding agency's
After Admin. Requirements for
audit, if required)
Funding After Funding Grants to Local Governments
Agency Agency Audit, is 3 years from expenditure
Applications (successful), grant Mag,
Lead Dept. CW-014 agreement, program rules, 2 years Audit, if if required - report or final payment of
Ppr
regulations & procedures, reports Required - Minimum 5 grantee or subgrantee;
to grant funding agencies, Minimum 5 years statewide guidelines propose 4
correspondence, audit records, years years; 2 CFR 200.333; 24 CFR
completion records 91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42;
Excludes State Prop 1B (2006 OMB Circular A-110 & A-133;
Transportation Projects), which the GC §34090
State requires for 35 years

Longest Statute of Limitations


Insurance Certificates - is 10 years; Conforms with
Miscellaneous (from outside Mag, Agreement Retention (usually
Yes: Before Yes - After
Lead Dept. CW-015 companies, that cannot be 11 years 11 years Mfr, OD, S filed with agreement);
Completion QC & OD
matched with a contract or Ppr statewide guidelines propose
agreement) permanent; CCP §337 et seq.;
GC §34090

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved


Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

When No When No Non-records - may be obtained


Lead Dept. CW-016 Newspaper Clippings Longer Longer Ppr from the newspaper company;
Required Required GC §34090

Statute of Limitations on
Notices: Public Hearing
Mag, Municipal Government actions
Staffing Dept. CW-017 Notices and Proofs of 2 years 2 years
Ppr is 3 - 6 months; CCP§337 et
Publications
seq; GC §34090

Send to Send to
Ensure records kept in
Human Human
Department files comply with
AS / Human Resources Resources Before Mag,
CW-018 Personnel Files City policy (all originals are
Resources Upon Upon Separation Ppr
sent to Human Resources);
Separation or Separation or
GC §34090.7
Transfer Transfer

Preliminary Drafts; Notes


After After
maintained in a separate folder
Incorporation Incorporation Before
Personnel Files (Supervisor's Mag, to be incorporated into
Lead Dept. CW-019 into into Annual
Notes) Ppr performance evaluation, or to
Performance Performance Evaluation
document progressive
Evaluation Evaluation
discipline; GC §34090 et seq.

Prop. 218 Fees & Charges:


Lead Dept. CW-020 Ballots and/or protest letters, 2 years 2 years Ppr GC §53753(e)(2)
Mailing List

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved


Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Transitory records not retained


Prop. 218 Fees & Charges:
Lead Dept. CW-021 3 months 3 months Ppr in the ordinary course of
Undeliverable Mail
business; GC §34090

Public Relations / Press Mag,


Lead Dept. CW-022 2 years 2 years GC §34090
Releases Ppr

Lead Dept. Real Estate Appraisal Reports: Not accessible to the public;
Mag,
(Who Ordered CW-023 Property NOT purchased, 2 years 2 years Statewide Guidelines show 2
Ppr
the Appraisal) Loans not funded, etc. years; GC §§34090, 6254(h)

Not accessible to the public


When No When No until purchase has been
Lead Dept. Real Estate Appraisal Reports: Longer Longer Mag, completed; meets grant
Yes: Before Yes: After
(Who Ordered CW-024 Purchased Property, Funded 2 years Required - Required - Mfr, OD, S auditing requirements; 2 CFR
Purchase Inactive
the Appraisal) Loans Minimum 3 Minimum 5 Ppr 200.333; 24 CFR 85.42 &
years years 91.105(h), & 570.502(b); 29
CFR 97.42, GC §34090

Reference Materials: Policies,


Procedures, Brochures, Flyers,
Manuals, Newsletters, etc: When No When No
Mag,
CW-025 Produced by OUTSIDE Longer Longer Non-Records
Ppr
ORGANIZATIONS (League of Required Required
California Cities, Chamber of
Commerce, etc.)

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved


Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Reference Materials: Policies,
Procedures, Brochures, Flyers, Statewide guidelines propose
Minimum 2 Minimum 2 Mag,
Lead Dept. CW-026 Manuals, Newsletters, etc: superseded + 2 or 5 years; GC
years years Ppr
Produced by YOUR §34090
Department
Administratively and
Reports and Studies Mag,
Yes: After Historically significant,
Lead Dept. CW-027 (Historically significant - e.g., 10 years P P Mfr, OD, S/I
10 years therefore retained
Zoning Studies) Ppr
permanently; GC §34090

Information is outdated after 10


Reports and Studies (Other years; statewide guidelines
Mag,
Lead Dept. CW-028 than Historically significant 10 years 10 years propose 2 years; If historically
Ppr
reports - e.g. Annual Reports) significant, retain permanently;
GC §34090

Special Projects / Subject Files Minimum 2 Minimum 2 Mag, Department Preference; GC


Lead Dept. CW-029
/ Issue Files years years Ppr §34090 et seq.
Subject / Reference Files:
Subjects other than Specifically Minimum 2 Minimum 2 Mag, Department Preference; GC
Lead Dept. CW-030
Mentioned in Retention years years Ppr §34090 et seq.
Schedules

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved


Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Surveys / Questionnaires (that


the City issues).

If a summary of the data is


Mag,
Lead Dept. CW-031 compiled, the survey forms are 2 years 2 years GC §34090
Ppr
considered a draft or transitory
record, and can be destroyed
as drafts (When No Longer
Required)

Department preference; Ethics


Training - ALL COURSE
Training is 5 years;
RECORDS
EEOC/FLSA/ADEA (Age)
Mag, requires 3 years for promotion,
(Attendance Rosters, Outlines Yes: When
Lead Dept. CW-032 2 years 3 years 5 years Mfr, OD, S demotion, transfer, selection,
and Materials; includes Inactive
Ppr or discharge; State Law
Harassment Prevention,
requires 2 -3 years for
Ethics & Safety training &
personnel actions; 8 CCR
Tailgates)
§3203 et seq., 29 CFR
1602.31, LC §6429(c); GC
§§12946, 34090, 53235.2(b)

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved


Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-1

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK

Brown Act challenges must be


filed within 30 or 90 days of
Affidavits of Publications /
Mag, Mfr, action; Statute of Limitations on
Lead Dept. CC-001 Legal Advertising / Affidavits of 2 years 2 years
OD, Ppr Municipal Government actions
Posting
is 3 - 6 months; GC §§34090,
54960.1(c)(1)

Agenda Packets / Staff


Reports - City Council,
Redevelopment, Successor
Admin.
Agency, Oversight Board, Yes: Until Mag, Mfr, Yes: After Department Preference; GC
Services / CC-002 P 10 years S/I
Public Financing Authority, After Meeting OD, Ppr QC & OD §34090 et seq.
City Clerk
Clearlake Marking Committee,
Measure V Oversight
Committee

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-2

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Agreements / Contracts - ALL -


Approved If Imaged,
Infrastructure, CIPs, DDAs,
OPAs, MOUs, MOAs
Other contracts are maintained
by the Lead Department
Agreement or Contract managing the contract;
includes all contractual Department Preference; All
obligations (e.g. infrastructure, JPAs, & Mutual
Amendments, Scope of Aid contracts should be
Admin. Work or Successful permanent for emergency
Yes: Before Mag, Mfr, Yes: Upon
Services / CC-003 Proposal) & Insurance Completion P P S preparedness; Statute of
Completion OD, Ppr Completion
City Clerk Certificates Limitations is 4 years; 10 years
for Errors & Omissions; land
records are permanent by law;
Examples of Infrastructure:
Architects, CIPs (Capital
CCP §337 et. seq., GC
Improvement Projects,) City §34090; Contractor has
Manager employment contracts, retention requirements in 48
franchise agreements, subdivision CFR 4.703
improvement agreements,
development, Joint Powers,
MOUs, retirement, water rights,
etc.

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-3

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Agreements / Contracts - ALL -


Approved Non-Infrastructure
that are NOT Imaged
Other contracts are maintained
by the Lead Department
managing the contract; Covers
Agreement or Contract
E&O Statute of Limitations;
includes all contractual Published Audit Standards=4-7
Admin. obligations (e.g. Completion + Yes: Before Mag, Mfr, Yes: Upon years; Statute of Limitations:
Services / CC-004 Amendments, Scope of Completion 10 years S/I
10 years Completion OD, Ppr Completion Contracts & Spec's=4 years,
City Clerk
Work or Successful Wrongful Death=comp. + 5
Proposal) & Insurance years, Developers=comp. + 10
Certificates years; Statewide guidelines
propose termination + 5 years;
Examples of NON-Infrastructure: CCP §337 et. seq., GC §34090
Consulting, disposal, leases, loans,
mutual aid, professional services,
settlement, services, etc.

Admin. Applications for Boards,


Services / CC-005 Commissions or Committees - 2 years 2 years Mag, Ppr GC §34090
City Clerk ALL

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-4

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Securities (Performance
Bonds, Letters of Credit, CD's,
etc.) are released after the
Admin. Release of Release of
Bonds: Subdivision Bonds/ Mag, Mfr, Notice of Completion is issued
Services / CC-006 Bond / Letter Bond / Letter S No
Letters of Credit OD, Ppr and replaced with the Warranty
City Clerk of Credit of Credit
Bond, which is released 1 year
after the Notice of Completion
date. GC §34090

Admin. Committee Rosters / Boards,


Services / CC-007 Commissions and Committees 2 years 2 years Mag, Ppr GC §34090
City Clerk (Maddy Act)

Economic Interest Filings City maintains original


Admin.
(FPPC 700 Series Forms - Mag, Mfr, Yes: After 2 statements; GC §81009(e)&(g);
Services / CC-008 2 years 5 years 7 years S/I
Statement of Economic OD, Ppr years GC §81009(f)&(g); 2 CCR
City Clerk
Interests): ALL 18615(d)

Admin. Ethics Training Certificates


Mag, Mfr, Yes: After 1 GC §§34090, 53235.2(b),
Services / CC-009 Harassment Prevention 5 years 5 years S/I
OD, Ppr year 53237.2(b)
City Clerk Training Certificates
Admin.
FPPC Form 801 (Gift to Yes: After 2 Must post on website; GC
Services / CC-010 7 years 7 years Mag, Ppr S/I
Agency Report) years §81009(e)
City Clerk
Admin.
FPPC Form 802 (Event Ticket
Services / Yes: After 2 Should post on website for 4
CC-011 / Pass Distributions Agency 7 years 7 years Mag, Ppr S/I
City years years; GC §81009(e)
Report)
Manager

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-5

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
FPPC Form 803 (Behested Yes: After 2
Services / CC-012 7 years 7 years Mag, Ppr S/I GC §81009(e)
Payment Report) years
City Clerk
Admin.
FPPC Form 804 (Agency Mag, Mfr, Yes: After 2 FPPC Regulation 18734(c); GC
Services / CC-013 P P S/I
Report of New Positions) OD, Ppr years §81009e
City Clerk
Admin.
FPPC Form 805 (Agency Mag, Mfr, Yes: After 2 FPPC Regulation 18734(c); GC
Services / CC-014 P P S/I
Report of Consultants) OD, Ppr years §81009e
City Clerk

Admin. FPPC Form 806 (Agency Must post on website; 2 CCR


Yes: After 2
Services / CC-015 Report of Public Official 7 years 7 years Mag, Ppr S/I 18705.5; 2 CCR 18702.5(b)(3);
years
City Clerk Appointments) GC §34090; GC §81009(e)

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-6

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ELECTIONS - CONSOLIDATED

Campaign Filings (FPPC 400


Admin.
Series Forms & Form 501): Mag, Mfr, Yes: After 2 Paper must be retained for at
Services / CC-016 2 years P P S
SUCCESSFUL CANDIDATES OD, Ppr years least 2 years; GC §81009(b)(g)
City Clerk
(Elected Officials)

Campaign Filings (FPPC 400


Admin.
Series Forms & Form 501): Mag, Mfr, Yes: After 2 Paper must be retained for at
Services / CC-017 5 years 5 years S
UNSUCCESSFUL OD, Ppr years least 2 years; GC §81009(b)(g)
City Clerk
CANDIDATES
Campaign Filings (FPPC 400
Admin. Series Forms): THOSE NOT
Paper must be retained for at
Services / CC-018 REQUIRED TO FILE 4 years 4 years Mag, Ppr
least 2 years; GC §81009(b)(g)
City Clerk ORIGINAL WITH CITY CLERK
(copies)
Campaign Filings (FPPC 400
Admin.
Series Forms): OTHER Paper must be retained for at
Services / CC-019 7 years 7 years Mag, Ppr
COMMITTEES (PACS - not least 2 years; GC §81009(c)(g)
City Clerk
candidate-controlled)

Elections - GENERAL,
WORKING or
ADMINISTRATION Files
Admin. (Correspondence, Applications
Services / CC-020 for vacancies on the Council, 2 years 2 years Mag, Ppr GC §34090
City Clerk Precinct Maps, County Election
Services, Candidate
Statements to be printed in the
Sample Ballot, etc.)

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-7

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Elections - HISTORY Files Mag, Mfr, Department preference; GC
Services / CC-021 P P S No
(Sample Ballot, Results) OD, Ppr §34090
City Clerk

Not accessible to the public;


Results + 8 Results + 8
The 8 month retention applies
months, or months, or
Admin. after election results, or final
Elections - Petitions (Initiative, Final Final
Services / CC-022 Ppr examination if no election,
Recall or Referendum) Examination Examination
City Clerk unless there is a legal or FPPC
if No Election if No Election
proceeding. EC §§17200(b)(3),
+ 1 year + 1 year
17400

(End of Elections Section)


Admin.
Enterprise System Catalogue Minimum 2 Minimum 2
Services / CC-023 Mag GC §34090
(posted on line) years years
City Clerk
Facility Use Applications &
Admin.
Permits (includes associated Mag, Mfr,
Services / CC-024 2 years 2 years GC §§34090
ABC Permits and Insurance OD, Ppr
City Clerk
Certificates)

City Clerk determines historical


significance; records can
Historical Records & Historical
Admin. address a variety of subjects
Projects (e.g. Incorporation, Mag, Mfr,
Services / CC-025 P P S No and media. Some media (e.g.
City Seal, Awards of significant OD, Ppr
City Clerk audio and video tape) may be
historical interest, etc.)
limited because of the media's
life expectancy; GC §34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-8

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Minutes - City Council,
Redevelopment, Successor
Admin. Agency, Oversight Board,
Mag, Mfr,
Services / CC-026 Public Financing Authority, P P Yes (all) S No GC §34090
OD, Ppr
City Clerk Clearlake Marking Committee,
Measure V Oversight
Committee

Admin. When No When No Preliminary drafts not retained


Municipal Code Administration,
Services / CC-027 Longer Longer Mag, Ppr in the ordinary course of
Distribution, etc.
City Clerk Required Required business; GC §34090

Admin.
Mag, Mfr,
Services / CC-028 Ordinances (City Council) P P Yes (all) S No GC §34090 et. seq.
OD, Ppr
City Clerk

Proof of Publication / Public Statute of Limitations on


Hearing Notices / Certificate of Municipal Government actions
Lead Dept. CC-029 2 years 2 years Mag, Ppr
Posting / Legal Advertising is 3 - 6 months; CCP§337 et
(Usually kept with Project Files) seq; GC §34090

Real Property / Recorded


Admin. Documents (Deeds,
Mag, Mfr,
Services / CC-030 Easements, Rights of Way, 2 years P P S/I No GC §34090
OD, Ppr
City Clerk Development Agreements,
Regulatory Agreements, etc.)

Admin. Recordings / Tapes of City Department Preference; State


Services / CC-031 Council Meetings - Audio 5 years 5 years Mag, OD law only requires for 30 days;
City Clerk Recordings GC §54953.5(b)

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-9

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Department preference; Video
Admin. Recordings / Tapes of City
recording of meetings are only
Services / CC-032 Council Meetings - Video 5 years 5 years Mag, OD
required for 90 days; GC
City Clerk Recordings / DVD-R
§§34090.7, 34090
Admin. Records Destruction Lists /
Mag, Mfr, Yes: After Department Preference; GC
Services / CC-033 Certificates of Records P P S
OD, Ppr QC & OD §34090 et. seq.
City Clerk Destruction

Admin. Records Retention Schedules /


Mag, Mfr,
Services / CC-034 Amendments to Records 10 years P P I GC §34090 et. seq.
OD, Ppr
City Clerk Retention Schedules

Admin.
Services / CC-035 Request for Public Records 2 years 2 years Mag, Ppr GC §34090
City Clerk
Resolutions - City Council,
Redevelopment, Successor
Admin. Agency, Oversight Board,
Mag, Mfr,
Services / CC-036 Public Financing Authority, P P Yes (all) S No GC §34090 et. seq.
OD, Ppr
City Clerk Clearlake Marking Committee,
Measure V Oversight
Committee
Admin.
Secretary of State Statement
Services / CC-037 2 years 2 years Mag, Ppr GC §34090 et seq.
of Facts
City Clerk

Admin. Special Event Permits Yes: While


Services / CC-038 (includes insurance certificates 2 years 2 years Before Mag, Ppr GC §34090
City Clerk and ABC Permit, if applicable) Expiration

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HOUSING Page HOU-1

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
HOUSING

Admin. When No When No Preliminary drafts not retained


Bankruptcies - Housing Loans -
Services / HOU-001 Longer Longer Mag, Ppr in the ordinary course of
NOT pursued
Housing Required Required business; GC §34090

Department Preference
Admin.
Bankruptcies - Housing Loans - (negative information remains
Services / HOU-002 7 years 7 years Mag, Ppr
Where a claim is filed on credit ratings for 7 years);
Housing
GC §34090

HUD requires 5 years after the


project completion; documents
After the 5 years after
Housing Programs: Affordable imposing recapture / resale
Affordability the
Housing Projects, First-Time Home- restrictions are 5 years after the
Period Affordability
Buyer, Rehabilitation, CDBG- affordability period terminates;
Terminates, Period
Admin. funded Housing Projects, etc. Mag, Yes: Uniform Admin. Requirements
or the Terminates,
Services / HOU-003 5 years Mfr, OD, S/I When for Grants to Local
Written or the Written
Housing WITH a Recapture / Resale Ppr Inactive Governments is 3 years from
Agreement Agreement
Restriction expenditure report; statewide
Terminates, Terminates,
guidelines propose 4 years; 24
Whichever Whichever is
Deeds are sent to City Clerk CFR 85.42, 92.508(a)&(c) &
is Longer Longer
570.502(a)(16), 29 CFR 97.42,
GC §34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HOUSING Page HOU-2

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Housing Programs: Affordable


HUD requires 5 years after the
Housing Projects, First-Time Home-
agreement terminates;
Buyer, Rehabilitation, CDBG-
Consistent with Consolidated
funded Housing Projects, etc. Loan Pay-off Loan Pay-off
Admin. Mag, Plan Requirements; Required
OR OR Yes: After
Services / HOU-004 Mfr, OD, S/I for 3-4 years from expenditure
WITHOUT a Recapture / Resale Forgiveness Forgiveness QC & OD
Housing Ppr or performance report; 24 CFR
Restriction + 5 years + 5 years
85.42, 92.508(a)&(c) &
570.502(a)(16), 29 CFR 97.42,
Deeds and Insurance are sent to
GC §34090
City Clerk

Admin. Loan Applications Rejected (First


Services / HOU-005 Time Home Buyers, Life/Safety, 2 years 2 years Mag, Ppr GC §34090
Housing Rehabilitation, HOME, etc.)

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-1
& RISK MANAGEMENT
Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
HUMAN RESOURCES
Bureau of National Affairs
recommends 2 years for all
Admin. Classification / Reorganization
supplementary Personnel
Services / Studies (for employee Minimum 3 Minimum 3
HR-001 Mag, Ppr records; Wage rate tables are 1
Human classifications and department years years
or 2 years; State requires 2
Resources structures)
years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 34090
Bureau of National Affairs
recommends 2 years for all
Admin.
supplementary Personnel
Services / Minimum 3 Minimum 3
HR-002 Compensation Surveys & Studies Mag, Ppr records; Wage rate tables are 1
Human years years
or 2 years; State requires 2
Resources
years; 29 CFR 516.6(2), 29 CFR
1602.14, GC §§12946, 34090
All State and Federal laws
Admin. require retention until final
Department of Fair Employment Final Final
Services / disposition of formal complaint;
HR-003 & Housing (DFEH or EEOC) Disposition Disposition Mag, Ppr
Human State requires 2 years after "fully
Claims + 3 years + 3 years
Resources and finally disposed"; 2 CCR
11013©; GC §§12946, 34090
Transitory or source records not
retained in the ordinary course
Admin. When When
of business; CHP audits every 2
Services / Superseded Superseded
HR-004 DMV Pull Notices (ALL) Mag Ppr years; Bureau of National Affairs
Human or or
recommends 2 years for all
Resources Separated Separated
supplementary Personnel
records; GC §34090

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-2
& RISK MANAGEMENT
Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
D.O.T. Requires 5 years for
positive tests, refusals, annual
summaries, etc, 1 year for
negative tests; EEOC / FLSA /
Admin.
ADEA (Age) requires 3 years
Services / Drug & Alcohol Test Results (All -
HR-005 2 years 3 years 5 years Mag Ppr physical examinations; State
Human Positives and Negatives)
Law requires 2 years; 29 CFR
Resources
1627.3(b)(1)(v), GC §§12946,
34090; 49 CFR 655.71 et seq.;
49 CFR 382.401 et seq. 49
CFR 653.71
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
Admin. demotion, transfer, selection, or
Services / Superseded Superseded Mag, Mfr, Yes: After 1 discharge; State Law requires 2 -
HR-006 Job Specifications S/I
Human + 3 years + 3 years OD, Ppr year 3 years; retirement benefits is 6
Resources years from last action; 29 CFR
1602.31 & 1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 34090
Labor Relations Files
Admin.
Services / (Negotiation Notes, Department Preference; GC
HR-007 5 years 5 years 10 years Mag, Ppr
Human Correspondence, Interpretation of §34090
Resources MOU Provisions, Documentation,
etc.)

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-3
& RISK MANAGEMENT
Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Department Preference; statute
of limitations for retirement
benefits is 6 years from last
Personnel Files - Employees action; EEOC/FLSA/ADEA (Age)
Admin.
(Excluding Police) Yes: After requires 3 years for promotion,
Services / Separation + Separation + Mag, Mfr,
HR-008 S Separation + demotion, transfer, selection, or
Human 6 years 6 years OD, Ppr
Includes Oaths of Office, and 1 year discharge; State Law requires 2 -
Resources
Disaster Service Workers Oaths 3 years; 29 CFR 1602.14,
1602.31 & 1627.3(b)(ii), GC
§§12946, 34090; 29 USC 1113,
GC §3105; LC §1198.5
Personnel Files - Medical File Department preference; Files
(Excluding Police) maintained separately; Claims
Admin. can be made for 30 years for
Yes: After
Services / Pre-employment Clearances, Separation + Separation + Separation + Yes: Until Mag, Mfr, toxic substance exposure; 8
HR-009 S Separation +
Human ADA Accommodations, Hearing 7 years 20 years 30 years Separation OD, Ppr CCR §3204(d)(1) et seq., 8 CCR
1 year
Resources Tests, Incidents / Accidents 5144, 8 CCR 15400.2; 29 CFR
where no medical services were 1910.1020(d)(1)(i), GC §§12946,
provided, etc. 34090
Recruitment and Testing File

(Includes Advertisements,
Department preference; EEOC /
Applications for Unsuccessful
Admin. FLSA / ADEA (Age) requires 1-3
Candidates, Job Brochures, Test
Services / years; State Law requires 2 - 3
HR-010 Data, Testing Analysis & 3 years 3 years Mag, Ppr
Human years; 29 CFR 1627.3(b)(i), 29
statistical Metric, Interview Notes,
Resources CFR 1602.14 et seq. 2 CCR
Job Analysis, Rating Sheets,
11013©; GC §§12946, 34090
Scantrons, Rater's Profile &
Confidentiality Agreement,
Flowchart, Eligible Lists, etc.)

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-4
& RISK MANAGEMENT
Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin. Pursuant to NeoGov Policy; 29
Services / CFR 1627.3(b)(i), 29 CFR
HR-011 Recruitment Database (NeoGov) 5 years 5 years Mag, Ppr
Human 1602.14 et seq. 2 CCR 11013©;
Resources GC §§12946, 34090
Admin.
Studies & Surveys Conducted on
Services / Minimum 3 Minimum 3 Department preference; GC
HR-012 Behalf of the City (Sick Leave, Mag, Ppr
Human years years §34090
Attrition, Benefits, etc.)
Resources
Admin.
Services / Workers Compensation Claim Meets auditing standards; GC
HR-013 5 years 5 years Mag Ppr
Human Runs §34090
Resources
Department preference; Files
maintained separately; Claims
Admin. can be made for 30 years for
Yes: After
Services / Separation + Separation + Separation + Yes: Until Mag, Mfr, toxic substance exposure; 8
HR-014 Workers Compensation Claims S Separation +
Human 10 years 20 years 30 years Separation OD, Ppr CCR §3204(d)(1) et seq., 8 CCR
1 year
Resources 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946,
34090
RISK MANAGEMENT
Admin.
Services /
Human Accident, Incident, Injury Reports Department Preference; GC
HR-015 2 years 2 years Mag, Ppr
Resources That do NOT Result in a Claim §34090
/ Risk
Manage.

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-5
& RISK MANAGEMENT
Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Services /
Human Department preference; GC
HR-016 Actuarials 10 years 10 years Ppr
Resources §34090
/ Risk
Manage.
Admin.
Services /
Human Department preference; GC
HR-017 City Attorney Advice Files 5 years 5 years Ppr
Resources §34090
/ Risk
Manage.
Admin.
Department Preference; Covers
Services /
Final Final various statute of limitations;
Human Yes: Until Mag, Mfr, Yes: After
HR-018 Claims (Liability Claims) Resolution + Resolution + S CCP §§ 337 et seq.; GC §§
Resources Resolution OD, Ppr QC & OD
5 years 5 years 911.2, 34090, 34090.6; PC
/ Risk
§832.5
Manage.
Admin.
Services /
Human Insurance Policy Applications / Yes: Until Mag, Mfr, Yes: After Department preference; GC
HR-019 P P S/I
Resources Policies (City-owned Policies) Separation OD, Ppr QC & OD §34090
/ Risk
Manage.
Admin.
Department Preference; Covers
Services /
Final Final various statute of limitations;
Human Yes: Until Mag, Mfr, Yes: After
HR-020 Litigation / Lawsuits Resolution + Resolution + S CCP §§ 337 et seq.; GC §§
Resources Resolution OD, Ppr QC & OD
5 years 5 years 911.2, 34090, 34090.6; PC
/ Risk
§832.5
Manage.

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-6
& RISK MANAGEMENT
Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Services /
When No When No Department Preference (the
Human
HR-021 Loss Runs Longer Longer Mag Ppr Claims Management System is
Resources
Required Required the original); GC §34090
/ Risk
Manage.
Calif. Labor Division is required
Admin. to keep their records 7 years;
Services / OSHA requires 5 years; State
Human OSHA Inspections & Citations, law requires 2 years; 8 CCR
HR-022 5 years 5 years Ppr
Resources Log 200 and Log 300, 301, 301A §3203(b)(1), 29 CFR 1904.33,
/ Risk OMB 1220-0029, 8 CCR
Manage. 14300.33; GC §34090.7; LC
§6429c

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY MANAGER
City Manager Correspondence
City Minimum 2 Minimum 2
CM-001 (Interoffice, Citizens, Legislative Mag, Ppr GC §34090
Manager years years
Positions, Organizations, etc.)
City Minimum 2 Minimum 2 Department Preference; GC
CM-002 Department Files Mag, Ppr
Manager years years §34090

City Grand Jury Reports & Responses Department Preference; GC


CM-003 5 years 5 years Mag, Ppr
Manager regarding City Operations §34090

Projects, Programs, Events,


Economic Development, Subject Yes: While
City Minimum 2 Minimum 2
CM-004 & Issues (Issues and/or projects Active Mag, Ppr GC §34090
Manager years years
will vary over time - e.g. Hotels, Issues
Developments, etc.)
When No When No
Speech Notes / PowerPoint Notes, drafts, or preliminary
Lead Dept. CM-005 Longer Longer Mag, Ppr
Presentations documents; GC §34090 et seq.
Required Required

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: COMM. DEV. / BUILDING Page BLD-1

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
BUILDING & SAFETY
Comm. Department Preference - Data
Building Permit Database (Smart
Develop. / BL-001 Indefinite Indefinite Yes (all) Mag is interrelated; GC §34090, H&S
Gov)
Building §19850
Comm. Mag, Statewide guidelines propose
Yes: After
Develop. / BL-002 Building Permits / Address Files P P Yes (all) Mfr, OD, S permanent; GC §34090, H&S
QC & OD
Building Ppr §19850

Department preference;
Comm. Mag, Preliminary drafts not retained
Building Plans - Expired or Yes: After
Develop. / BL-003 P P Mfr, OD, S in the ordinary course of
Withdrawn QC & OD
Building Ppr business; CBC §104.7;
H&S§19850, GC §34090

Law does not require plans to


be filed for dwellings less than 2
stories, garages &
Building Plans and Construction
Comm. Mag, appurtenances, farms/ranches,
Documents - Finalled - SINGLE Yes: After
Develop. / BL-004 180 days 180 days Yes Mfr, OD, S 1-story with bearing walls less
FAMILY RESIDENTIAL - SFR and QC & OD
Building Ppr than 25'; CBC requires 180
APPURTENANCES
days from completion date;
CBC 104.7 & 107.5,
H&S§19850, GC §34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: COMM. DEV. / BUILDING Page BLD-2

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Building Plans and Construction
Documents - Finalled -
Department Preference; Law
INDUSTRIAL, COMMERCIAL,
requires for the life of the
MULTI-FAMILY DWELLINGS,
building for commercial and
Comm. PLACES OF PUBLIC Mag,
Yes: After common interest dwellings only;
Develop. / BL-005 ACCOMMODATION, TENANT P P Yes (all) Mfr, OD, S
QC & OD Statewide guidelines propose 2
Building IMPROVEMENTS Ppr
years for blueprints &
specifications; CBC 104.7 &
(includes commercial structural 107.5, H&S§19850, GC §34090
plans, Hazardous Materials
Questionnaire, etc.)
Comm. Mag,
Yes: After Department Preference; GC
Develop. / BL-006 Certificates of Occupancy P P Yes (all) Mfr, OD, S
QC & OD §34090
Building Ppr
Construction Notices / Inspection
Comm. Until Cleared Until Cleared
Notices
Develop. / BL-007 or Project or Project Mag, Ppr Preliminary Drafts; GC §34090
(correction notices, compliance
Building Completion Completion
orders, stop work notices, etc.)

Comm. When No When No Preliminary drafts not retained


Develop. / BL-008 Reports: Building Activity Longer Longer Mag, Ppr in the ordinary course of
Building Required Required business; GC §34090 et seq.

Comm. Requests & Permissions to Receive


Develop. / BL-009 Copies of Plans (to and from 2 years 2 years Mag, Ppr GC §34090 et seq.
Building Architects)

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: COMM. DEV. / BUILDING Page BLD-3

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Minimum Minimum
Comm.
Uniform Building Codes / California While While
Develop. / BL-010 Mag, Ppr GC §50022.6
Building Codes Ordinance is Ordinance is
Building
in Force in Force

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING & ZONING Page PL-1

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PLANNING & ZONING

Brown Act challenges must be


filed within 30 or 90 days of
Comm. action; Statute of Limitations on
Affidavits of Publications / Public
Develop. / PL-001 2 years 2 years Mag, Ppr Municipal Government actions
Hearing Notices / Legal Advertising
Planning is 3 - 6 months; CCP §§337 et
seq, 349.4; GC §§34090,
54960.1(c)(1)

Comm. Mag,
Annexations / Boundaries / Yes: After
Develop. / PL-002 5 years P P Mfr, OD, S/I Land Records; GC §34090
Consolidations / LAFCO QC & OD
Planning Ppr
Comm. When No When No
(Non-Records - Census Bureau
Develop. / PL-003 Census, Demographics Longer Longer Mag, Ppr
is OFR)
Planning Required Required
Usually filed in the project file;
Environmental Determinations:
Final environmental
Comm. Environmental Impact Reports Mag,
Yes: After determinations are required to
Develop. / PL-004 (EIRs), Negative Declarations, etc. ) P P Mfr, OD, S
QC & OD be kept a "reasonable period of
Planning Ppr
time"; 14 CCR §15095(c); GC
Inside City boundaries
§34090

Environmental Determinations:
Non-records; EIRs and
Comm. Environmental Impact Reports When No When No
Negative Declarations within the
Develop. / PL-005 (EIRs), Negative Declarations, etc. ) Longer Longer Ppr
City Boundaries are with the
Planning Required Required
project file
Outside City boundaries

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING & ZONING Page PL-2

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm. Mag,
General Plan, Elements and Yes: After Department Preference; GC
Develop. / PL-006 P P Yes (all) Mfr, OD, S/I
Amendments QC & OD §34090
Planning Ppr
Comm. Master Plans, Specific Plans, Mag,
Yes: After Department Preference; GC
Develop. / PL-007 Bikeway Plans, Landscaping Plans, P P Mfr, OD, S/I
QC & OD §34090
Planning Street Master Plans, etc. Ppr

Original Staff Reports are filed


Comm. Planning Commission in the project file; Brown Act
Develop. / PL-008 P P Mag, Ppr challenges must be filed within
Planning AGENDA PACKETS & AGENDAS 30 or 90 days of action; GC
§§34090, 54960.1(c)(1)

Planning Commission
Comm. City preference; State law only
Tape
Develop. / PL-009 5 years 5 years requires for 30 days; GC
AUDIO RECORDINGS of Meetings (Mag)
Planning §54953.5(b)
/ Audio Tapes
Planning Commission
Comm. Mag,
Yes: After
Develop. / PL-010 P P Yes Mfr, OD, S GC §34090
MINUTES RESOLUTIONS & 10 years
Planning Ppr
BYLAWS

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING & ZONING Page PL-3

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning Project Files - Approved


Permanent Entitlements,
including Not Exercised / Expired

(Includes Associated CEQA


Noticing, Conditions of Approval, Department preferences; Final
Public Noticing, Environmental environmental determinations
Comm. Mag,
Determinations, Staff Reports, Yes: After are required to be kept a
Develop. / PL-011 5 years P P Yes Mfr, OD, S
Plans & Maps) QC & OD "reasonable period of time"; 14
Planning Ppr
CCR §15095(c); GC§§34090,
Examples: Conditional Use Permits 34090.7
(CUPs), Design Review, Lot Line
Adjustments, Parcel Maps, Planned Unit
Developments (PUD), Site Plans,
Tentative Subdivisions, Variances, Zone
Changes, etc.

Department preference;
Comm. When No When No
Preliminary Documents (no
Develop. / PL-012 Pre-Application Review Longer Longer Mag, Ppr
application submitted); GC
Planning Required Required
§34090
Comm. Mag,
Project Log Index / Spreadsheet / Yes: After Department Preference; GC
Develop. / PL-013 P P Yes Mfr, OD, S/I
Binders of Historic Actions 1 year §34090
Planning Ppr
Comm.
Minimum 2 Minimum 2 Department Preference; GC
Develop. / PL-014 Special Studies Mag, Ppr
years years §34090
Planning

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING & ZONING Page PL-4

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Department Preference; City


Comm. Mag,
Zoning Maps (Historically Clerk Maintains originals of all
Develop. / PL-015 P P Yes (all) Mfr, OD, S No
Significant) documents that were presented
Planning Ppr
to Council; GC §34090.7

Comm. Mag,
Zoning Ordinance Amendments, Yes: After Department Preference
Develop. / PL-016 P P Yes Mfr, OD, S/I
Reclassifications / Zone Change 1 year (copies); GC §34090.7
Planning Ppr

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-1

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ENGINEERING

Department preference; Finals


Mag, are maintained by City Clerk;
Abandonments / Vacations Yes: After
Engineering ENG-001 P P Yes (all) Mfr, OD, S Department file may include
(Streets) / Survey File QC & OD
Ppr correspondence; GC §34090
et seq.

Mag,
Aerial Maps / Photographs - Analog Yes: After Department Preference; GC
Engineering ENG-002 P P Mfr, OD, S/I
or Digital & Index to Aerials QC & OD §34090
Ppr
Mag,
Yes: After Department Preference; GC
Engineering ENG-003 Benchmarks P P Mfr, OD, S/I
QC & OD §34090
Ppr

Some grant funding agencies


Capital Improvement Projects (CIP): require audits; Statute of
Administration File 1 years or Completion + Limitations for Errors &
After 10 years or Omissions is 10 years;
Project Administration, Certified Funding After Funding Published Audit Standards=4-7
Payrolls, Construction Manager's Logs, Upon Agency Agency Yes: Until years; Statute of Limitations:
Engineering ENG-004 Mag, Ppr
Daily Inspections, Insurance Completion Audit, if Audit, if Completed Contracts & Spec's=4 years,
Certificates, Project Schedules, required, required, Wrongful Death=comp. + 5
Progress meetings, Punch Lists, Real whichever is whichever is years, Developers=comp. + 10
Estate Appraisals, RFIs & Responses, longer longer years; Statewide guidelines
etc. propose termination + 5 years;
CCP §337 et. seq., GC §34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-2

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Capital Improvement Projects (CIP):


Permanent File

Plans, Specifications & Addenda, Department preference;


Agreement / Contract, Successful Yes: retained for disaster
Proposal, Change Orders, EIRs, Mag,
Upon Yes: Until Complet. preparedness purposes;
Engineering ENG-005 Negative Declarations, Categorical P P Mfr, OD, S/I
Completion Completed + 10 Statewide guidelines propose
Exemptions, Operations & Maintenance Ppr
years Permanent for Infrastructure
Manuals (O&M Manuals,) Materials
Testing Reports, Grading Permits,
plans; GC §34090
Hazardous Materials Plans, Notice of
Completion, Photos, Soils Reports,
Studies, Submittals, Surveys, etc.

Department preference; Some


Yes: While Mag, correspondence from
Correspondence - Regulatory Minimum 2 Minimum 2 Yes: After
Lead Dept. ENG-006 Active Mfr, OD, S Regulatory Agencies need to
Agencies years years QC
Issues Ppr be retained for long periods of
time; GC §34090

Department preference; Finals


Mag, are maintained by City Clerk;
Yes: After
City Clerk ENG-007 Deeds, Easements, Liens P P Yes (all) Mfr, OD, S Department file may include
QC & OD
Ppr correspondence; GC §34090
et seq.

Mag,
Design & Construction Standards Yes: After Department Preference; GC
Engineering ENG-008 P P Mfr, OD, S/I
(Authored by the City) QC & OD §34090
Ppr

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-3

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Drafts should be destroyed;


Drawings, Maps, Plans and Record Some maps are also retained
Mag,
Drawings, Large-Format Drawings, Yes: After by Planning; Selected maps
Engineering ENG-009 P P Yes (all) Mfr, OD, S
Survey Record Maps, Capital QC & OD are retained in Public Works
Ppr
Improvement Project "As-Builts" for administrative purposes;
GC §34090, 34090.7

Encroachment Permits:
Temporary (Street Permits,
Expiration + 2 Expiration + Yes: Until
Engineering ENG-010 Temporary Construction, Sidewalk Mag, Ppr GC § 34090
years 2 years Completion
Repairs, Traffic Control, Utility Cuts
etc.)
Encroachments - Permanent Mag,
Yes: After Department Preference; GC
Engineering ENG-011 (Permanent structures in the City's P P Mfr, OD, S
QC & OD §34090
Right of Way) Ppr
Engineering Studies / Surveys -
Mag,
Preliminary Studies / Project Minimum 10 Minimum 10 Yes: After Department Preference; GC
Engineering ENG-012 Mfr, OD, S/I
Assessments (Not Acquired or years years QC & OD §34090
Ppr
Developed)
Mag,
Engineering Studies / Surveys (City Yes: After Department Preference; GC
Engineering ENG-013 P P Mfr, OD, S/I
Built Projects) QC & OD §34090
Ppr

Geotechnical and Soils Reports; Mag,


Yes: After Department Preference; GC
Engineering ENG-014 Hydrology Reports (Authored by the P P Mfr, OD, S
QC & OD §34090
City or their contractors) Ppr

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-4

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Mag,
Yes: After Department Preference; GC
Engineering ENG-015 Grading Plans P P Mfr, OD, S
QC & OD §34090
Ppr
When No When No
Preliminary drafts; GC §34090
Building ENG-016 Plan Checks for Building Permits Longer Longer Mag, Ppr
et seq.
Required Required

Private Land Development Projects Statute of Limitations for Errors


/ Job Files: Administration File & Omissions is 10 years;
Published Audit Standards=4-7
Construction Inspections, Photos, years; Statute of Limitations:
Private Lab Verifications, Testing Lab Upon Completion + Yes: Until Contracts & Spec's=4 years,
Engineering ENG-017 Final Reports 10 years Mag, Ppr
Completion 10 years Completed Wrongful Death=comp. + 5
years, Developers=comp. + 10
Examples: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
years; Statewide guidelines
Alignment, Specific Plans, Split Lots, propose termination + 5 years;
Subdivisions, Tracts,. TPMs, TSMs CCP §337 et. seq., GC §34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-5

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Private Land Development Projects


/ Job Files: Permanent Files

Drainage, Driveway, Encroachments,


Grading Plans, Rights of Way, Department preference;
Stormwater, etc. retained for disaster
Mag,
Upon Yes: Until Yes: After preparedness purposes;
Engineering ENG-018 P P Mfr, OD, S/I
Dedications, Easements, Completion Completed QC & OD Statewide guidelines propose
Ppr
Abandonments (City Clerk is OFR) Permanent for Infrastructure
plans; GC §34090
Examples: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots,
Subdivisions, Tracts, TPMs, TSMs

Reports: Geotechnical Reports, Mag,


Yes: After Department Preference; GC
Engineering ENG-019 Soils Reports, Drainage, Special P P Yes (all) Mfr, OD, S
QC & OD §34090
Studies Ppr
Mag,
Yes: After Department preference; GC
Engineering ENG-020 Rights of Entry P P Yes (all) Mfr, OD, S
QC & OD §34090 et seq.
Ppr
When No When No
State of SWITRS - Statewide Integrated
ENG-021 Longer Longer Mag Ppr Non-Records (Sheriff)
California Traffic Records System
Required Required
Department preference; GC
Engineering ENG-022 Traffic Complaints 2 years 2 years Mag, Ppr
§34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-6

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Mag, Department preference; Drafts
Yes: After
Engineering ENG-023 Traffic Signal Locations P P Yes Mfr, OD, S should be destroyed; GC
QC & OD
Ppr §34090
Mag, Department preference; Drafts
Replaced + 5 Replaced + 5 Yes: After
Engineering ENG-024 Traffic Signal Timing Yes Mfr, OD, S should be destroyed; GC
years years QC & OD
Ppr §34090
Traffic Studies / Traffic Counts / Mag,
Minimum 10 Minimum 10 Yes: After Department preference; GC
Engineering ENG-025 Transportation Studies / Pavement Mfr, OD, S
years years QC & OD §34090
Management Ppr
Mag, Department preference; Drafts
Transportation Master Plans / Yes: After
Engineering ENG-026 P P Yes Mfr, OD, S should be destroyed; GC
Traffic Master Plans QC & OD
Ppr §34090
Department Preference
(required for 3 years); GC
Lead Dept. ENG-027 Underground Service Alerts (USA's) 3 years 3 years Mag, Ppr
§§4216.2(d) & 4216.3(d),
34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / ADMINISTRATION
Audit Reports / CAFR - Department Preference
Comprehensive Annual Financial Mag, Mfr, Yes: After 1 (Originals are in the Agenda
City Clerk FN-001 2 years P P S/I
Reports and related Audit OD, Ppr year Packet; these are copies); GC
Opinions §34090.7
Department Preference (meets
municipal government auditing
Finance / Yes: Until Mag, Mfr, Yes: After 1 standards); Statewide guidelines
FN-002 Audit Work Papers 2 years 3 years 5 years S/I
Admin. Paid OD, Ppr year propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
Yes: Department preference
Finance /
FN-003 Budgets - Adjustments 5 years 5 years Current Mag, Ppr (Approved by the City Council);
Admin.
Fiscal Year GC §34090 et seq.
Yes: Department Preference; Must be
Finance / Mag, Mfr, Yes: After 1
FN-004 Budgets - Adopted / Final 2 years P P Current S/I filed with County Auditor; GC
Admin. OD, Ppr year
Fiscal Year §34090.7, 40802, 53901
When No When No Yes:
Finance / Budgets - Preliminary, Backup
FN-005 Longer Longer Current Mag, Ppr Preliminary drafts; GC §34090
Admin. Documents
Required Required Fiscal Year
Department Preference (meets
Finance / Single Audits / Transportation Mag, Mfr, Yes: After 1
FN-006 5 years 5 years S/I municipal government auditing
Admin. Audits / PERS Audit, etc. OD, Ppr year
standards); GC §34090
Department Preference; (meets
Finance / Trust Accounts / Deposits from Close + 5 Close + 5
FN-007 Mag, Ppr municipal government auditing
Admin. Private Developers, etc. years years
standards); GC §34090
FINANCE / BUSINESS LICENSE
Finance / Department preference; Meets
Business License Applications
Business FN-008 2 years 3 years 5 years Mag, Ppr auditing standards; GC §34090
and Renewals
License et seq.

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Data Fields / Records are
Business FN-009 Business License Database Indefinite Indefinite Yes Mag
interrelated; GC §34090
License
FINANCE / GENERAL ACCOUNTING
Department Preference; IRS: 4
years after tax is due or paid
Finance / (longer for auditing & contractor
General FN-010 1099's / 1096's / W-9s 5 years 5 years Mag, Ppr delinquency); Ca. FTB: 3 years;
Accounting IRS Reg §31.6001-1(e)(2), R&T
§19530, GC §34090, 29 USC
436
Accounts Payable / Invoices and Department Preference (meets
Backup municipal government auditing
Finance /
Yes: Until Mag, Mfr, Yes: After 1 standards); Statewide guidelines
General FN-011 2 years 3 years 5 years S/I
(Includes Invoices, Travel Paid OD, Ppr year propose audit + 4 years;
Accounting
Expense Reimbursements, Published articles show 3 - 7
Payment Authorizations, etc.) years; GC §34090
Finance /
Department Preference; GC
General FN-012 Actuarial Valuation Reports 10 years 10 years Mag, Ppr
§34090
Accounting
Bank Statements and Trustee
Statements, Fiscal Agent Department Preference;
Finance /
Statements, Investment Account Published articles show 3 - 4
General FN-013 2 years 3 years 5 years Mag, Ppr
Statements, Bank years; GC §34090, 26 CFR
Accounting
Reconciliations, Bank Deposits, 31.6001-1
Bank Transmittal Advice

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Department Preference; Statute
of Limitations for bonds,
Bond Official Statements /
mortgages, trust deeds, notes or
Transcripts / Certificates of
debentures is 6 years; Bonds
Finance / Participations (COPs) - Includes Fully Fully
Yes: Until issued by local governments are
General FN-014 Continuing Disclosure Reports Defeased + Defeased + Mag, Ppr
Maturity 10 years; There are specific
Accounting 10 years 10 years
requirements for disposal of
See Bank Statements for
unused bonds; CCP §§336a(1)
statement retention.
337.5(a); 26 CFR 1.6001-1(e):
GC §43900 et seq.
Department Preference;
Finance / Cash Receipts / Daily Cash
Published articles show 3 - 4
General FN-015 Summaries / Cashiers Reports / 2 years 3 years 5 years Mag, Ppr
years; GC §34090, 26 CFR
Accounting Cash Reports
31.6001-1
Finance /
Checks / Warrant Register Mag, Mfr, Yes: After Department Preference; GC
General FN-016 2 years 3 years 5 years S
Report (issued) OD, Ppr QC & OD §34090
Accounting
Department Preference; meets
Finance /
Mag, Mfr, Yes: After municipal government auditing
General FN-017 Checks / Warrants (Cashed) 2 years 3 years 5 years S
OD, Ppr QC & OD standards; GC §34090, CCP §
Accounting
337
Department preference; All
tangible property held by
Finance / government agencies escheats
Escheat (Unclaimed money /
General FN-018 5 years 5 years Mag, Ppr after 3 years; Statute of
uncashed checks)
Accounting Limitations is 1 year for seized
property; CCP §§340(d), 1519;
GC §34090
Finance /
Data Fields / Records are
General FN-019 Financial Services Database Indefinite Indefinite Yes Mag
interrelated; GC §34090
Accounting

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Investment Reports / Treasurer's Department Preference; Meets
General FN-020 5 years 5 years Mag, Ppr
Reports auditing standards; GC §34090
Accounting
Department Preference; Meets
Investments / Arbitrage / auditing standards; Published
Certificate of Deposit / articles show disposal + 7 years
Finance /
Investment Bonds (Receipts / Yes: Until for security brokerage slips;
General FN-021 5 years 5 years Mag, Ppr
Advisor Reports / Trade Tickets / Paid statewide guidelines propose
Accounting
LAIF (Local Agency Investment permanent; FTC Reg's rely on
Fund) "self-enforcement";
GC§§ 34090, 43900

Department Preference; meets


municipal government auditing
Finance /
Journal Entries / Journal Mag, Mfr, standards; Statute of Limitations
General FN-022 2 years 3 years 5 years S/I No
Vouchers OD, Ppr is 4 years; statewide guidelines
Accounting
propose Audit + 5 years; GC
§34090, CCP § 337
Reports, Subsidiary Ledgers,
Reconciliations, Registers,
Finance / When No When No Department preference
Transaction Histories, Balance
General FN-023 Longer Longer Mag, Ppr (Financial System qualifies as a
Sheets, Revenue & Expenditure
Accounting Required Required trusted system); GC §34090
Reports, etc. (MONTHLY OR
PERIODIC)

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas Tax,
Finance /
MOE (Maintenance of Effort) Department Preference; Meets
General FN-024 5 years 5 years Mag, Ppr
Report, Fixed Charge Special auditing standards; GC §34090
Accounting
Assessment Report, Public Self
Insurer Report (SIP Report),
Street Report, Jet Fuel Tax,
Smog / Green Fee, etc.
Finance /
Sale or Sale or Department Preference; GC
General FN-025 Vehicle Titles ("Pink Slips") Mag, Ppr
Disposal Disposal §34090
Accounting
PAYROLL
Department Preference; IRS: 4
1095-C (Employer-Provided
Finance / years after tax is due or paid; 6
FN-026 Health Insurance Offer and 2 years 3 years 5 years Mag, Ppr
Payroll CFR 31.6001-1(e)(2), GC
Coverage)
§34090
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; Federal law requires
Duration of Duration of Yes: For
Finance / Benefit Plan Documents 6 years after filing date for
FN-027 the Contract the Contract Duration of Mag, Ppr
Payroll (CalPERS, Optical, Dental, etc.) retirement; State Law requires 2
+ 6 years + 6 years Contract
years after action; 29 CFR
1627.3(b)(2); 29 USC 1027; GC
§§12946, 3409

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CalPERS Benefit Administration
Department Preference; 6 years
for retirement benefits; State
Finance / (Includes contract amendment,
FN-028 6 years 6 years Mag, Ppr Law requires 2 years after
Payroll actuarial reports, service credit
action; 29 CFR 1627.3(b)(2); 29
reports, annual employee listing,
USC 1027; GC §§12946, 3409
etc.)
Department Preference;
Finance / CalPERS Reports - Annual
FN-029 2 years 3 years 5 years Mag, Ppr Retained to match other auditing
Payroll Employer Statements
periods; GC §34090
CalPERS Reports - Annual Department Preference;
Finance /
FN-030 Valuation Reports, Actuarial 2 years 3 years 5 years Mag, Ppr Retained to match other auditing
Payroll
Valuation Reports periods; GC §34090
DE-6, DE-7, DE-9, DE-43, W-3, &
Department Preference; IRS: 4
DE-166, 941 Forms, IRS 5500
yrs after tax is due or paid; Ca.
Forms (Employee Benefit Plans),
Finance / FTB: 3 years; Articles show 7
FN-031 PERS / FICA & Medicare 2 years 3 years 5 years Mag, Ppr
Payroll years; 26 CFR §31.6001-1(e)(2),
Adjustments - Quarterly Payroll
R&T §19530; 29 CFR 516.5 -
Tax Returns / OASDI, Federal
516.6, 29 USC 436, GC §34090
Tax Deposits, Adjustments, etc.

Produced by Deferred Comp.


Provider; consistent with
Finance / Deferred Compensation (City proposed statewide guidelines;
FN-032 2 years 3 years 5 years Mag, Ppr
Payroll Statements) published articles for bank
statements show 4 -7 years; GC
§304090, 26 CFR 31.6001.1

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Required for 1 year from
termination or 3 years from
hiring, whichever is later; EEOC
/ FLSA / ADEA (Age) requires 3
Finance / Separation + Separation +
FN-033 I-9s Mag, Ppr years for "any other forms of
Payroll 3 years 3 years
employment inquiry"; State Law
requires 2 -3 years; 8 CFR
274a.2; 29 CFR 1627.3(b)(i); GC
§§12946, 34090
Payroll Reports - Periodic
Finance / (includes Deduction Registers, Department preference; GC
FN-034 2 years 3 years 5 years Mag, Ppr
Payroll Leave Registers, Time §34090
Transaction Reports, etc.)
Originals are signed by the
employee, and not forwarded to
Finance; Department
preference; Meets auditing
standards (audit + 4 years); IRS
Time Sheets / Time Cards /
Finance / requires 4 years; Ca. requires 2
FN-035 Overtime Sheets / Overtime 5 years 5 years Mag, Ppr
Payroll yr min.; FTB keeps 3 years;
Cards / Leave Slips
Published articles show 4 -10
years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5 &
516.6(c); GC §34090

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Department Preference; IRS: 4
yrs after tax is due or paid; Ca.
FTB: 3 years; Articles show 7
Finance /
FN-036 W-2's 5 years 5 years Mag, Ppr years; IRS Reg §31.6001-
Payroll
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
IRS Regulation 31-6001-1 four
years after the due date of such
No Longer in No Longer in tax for the return period to which
Finance /
FN-037 W-4's Effect + 4 Effect + 4 Mag, Ppr the records relate, or the date
Payroll
years years such tax is paid, whichever is
the later. GC §34090; 26 CFR
31.6001-1; GC §34090
PURCHASING
Department preference; Meets
Finance /
FN-038 Purchase Orders & Backup 2 years 3 years 5 years Mag, Ppr auditing standards; GC §34090
Purchasing
et seq.

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
INFORMATION TECHNOLOGY
Used for Disaster Recovery
Purposes Only; Considered a
When No When No copy and can be destroyed
Information
IT-001 Backups - Daily Longer Longer Yes Mag. when no longer required; store
Technology
Required Required off-site in a commercial facility
for disaster recovery purposes;
GC §34090 et seq.
Used for Disaster Recovery
Purposes Only; Considered a
When No When No copy and can be destroyed
Information
IT-002 Backups - Weekly / Monthly Longer Longer Yes Mag. when no longer required; store
Technology
Required Required off-site in a commercial facility
for disaster recovery purposes;
GC §34090 et seq.
When No When No Preliminary documents not
Information
IT-003 Inventory, Information Systems Longer Longer Yes Mag. retained in the ordinary course
Technology
Required Required of business; GC §34090 et seq.
When No When No Preliminary documents not
Information Network Configuration Maps &
IT-004 Longer Longer Yes Mag. retained in the ordinary course
Technology Plans
Required Required of business; GC §34090 et seq.

CLEARLAKE, CA ©1995-2019 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
POLICE / ANIMAL CONTROL
Police / Indefinite Indefinite
Animal License / Animal Department preference; Data is
Animal AN-001 (Minimum 3 (Minimum 3 Mag
Inventory Database interrelated; GC §§12946, 34090
Control years) years)
Police / Investigations / Problem Files
Mag, Mfr, Yes: After Department Preference; GC
Animal AN-002 (barking, loose dogs, dangerous 3 years 3 years S/I
OD, Ppr QC & OD §34090 et seq.
Control dog reports, etc.)
Police /
Nuisance Complaints, Animal Mag, Mfr, Yes: After Department Preference; GC
Animal AN-003 3 years 3 years Yes S/I
Bite Reports OD, Ppr QC & OD §34090 et seq.
Control
3 years is required; FA
Police /
Veterinary Medical Treatment Mag, Mfr, Yes: After §32003(e), PC §597.1(d); CCP
Animal AN-004 3 years 3 years Yes S/I
Records / Controlled Substance OD, Ppr QC & OD §§336(a), 337 et. seq., B&P
Control
4081; GC §34090
POLICE / CODE ENFORCEMENT
Police /
Administrative Citations / Notices Mag, Mfr, Yes: After
Code CE-001 2 years 2 years S/I GC §34090
of Violation OD, Ppr QC & OD
Enforce.
Police /
CHP 180 Forms (Towed / Mag, Mfr, Yes: After
Code CE-002 2 years 2 years S/I GC §34090
Impounded Vehicles) OD, Ppr QC & OD
Enforce.
Police /
Mag, Mfr, Yes: After
Code CE-003 Citations / Notice of Violations 2 years 2 years S/I GC §34090
OD, Ppr QC & OD
Enforce.
Code Enforcement / Abatement Department preference; Case is
Police /
Case Files (Includes appeals and Minimum 2 Minimum 2 Yes: Until Mag, Mfr, Yes: After open until satisfactorily resolved
Code CE-004 S/I
Code Enforcement Complaint years years Resolution OD, Ppr QC & OD (some cases are not resolved);
Enforce.
Letters) CFC §104.3.4, GC §34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Yes: Until Mag, Mfr, Yes: After
Code CE-005 Liens & Releases P P S/I GC §34090(a)
Resolution OD, Ppr QC & OD
Enforce.
DISPATCH
Department Preference;
Audio Recordings or Tapes - Statewide guidelines propose
(CAD/RMS) Recordings of 180 days (legally mandated for
Police /
PD-001 Telephone & Radio 1 year 1 year Mag 100 days); (may be discoverable
Dispatch
Communications Dispatch Tapes or made public in some
(CAD) circumstances), GC §§34090,
34090.6
When No When No
Police / Vehicle Repossession Mag, Mfr, Yes: After Preliminary Drafts; GC§ 34090 et
PD-002 Longer Longer S/I
Dispatch Notifications (Call for Service) OD, Ppr QC & OD seq.
Required Required
INVESTIGATION BUREAU
Informant information; Does not
contain criminal intelligence
Police / Mag, Mfr, Yes: After
PD-003 Informant Files 5 years 5 years S/I information concerning
Investigat. OD, Ppr QC & OD
individuals; Department
preference GC §34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Files contain criminal intelligence
information concerning an
individual only if there is
reasonable suspicion that the
individual is involved in criminal
conduct or activity and the
Police / Intelligence Files (Criminal No Longer No Longer Mag, Mfr, Yes: After information is relevant to that
PD-004 S/I
Investigat. Intelligence Files) than 5 years than 5 years OD, Ppr QC & OD criminal conduct or activity.
Misleading, obsolete or
unreliable information is required
to be destroyed; remaining
records must not be retained
longer than 5 years; 28 CFR
23.20(h); GC §34090

Department preference; Final


Police / Mag, Mfr, Yes: After reports and records are
PD-005 Murder Books (Quick Reference) P P S/I
Investigat. OD, Ppr QC & OD transferred to the case file stored
in Records; GC §34090 et seq.

Department Preference to
provide information to other
agencies; Non-records used for
Police / Mag, Mfr, Yes: After
PD-006 Pawn Slips 2 years 2 years S/I investigations; Originals entered
Investigat. OD, Ppr QC & OD
into the State Automated
Property System; most agencies
retain for 2 years; GC §34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Department preference; EEOC /
FLSA / ADEA (Age) requires 3
Inactive / Inactive /
Police / Yes: Until Mag, Mfr, Yes: After years; State Law requires 2 - 3
PD-007 Volunteer Background Packet Separation + Separation + S/I
Investigat. Separation OD, Ppr QC & OD years; 29 CFR 1672.3(b)(i), 29
3 years 3 years
CFR 1602.14 et seq GC
§§12946, 34090
Department preference; EEOC /
FLSA / ADEA (Age) requires 3
Inactive / Inactive /
Police / Volunteer Personnel Files Yes: Until Mag, Mfr, Yes: After years; State Law requires 2 - 3
PD-008 Separation + Separation + S/I
Investigat. (CERT, Etc.) Separation OD, Ppr QC & OD years; 29 CFR 1672.3(b)(i), 29
3 years 3 years
CFR 1602.14 et seq GC
§§12946, 34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PATROL
3 years is required for animal
Canine (Police Dogs) Program
Police / Separation + Separation + Mag, Mfr, Yes: After care / treatment records; FA
PD-009 Files / Training Files: Animal S/I
Patrol 3 years 3 years OD, Ppr QC & OD §32003(e), PC §597.1(d); GC
Files
§34090 et seq.
Canine (Police Dogs) Program
Police / Mag, Mfr, Yes: After
PD-010 Files: Action Reports, Monthly 2 years 2 years S/I GC §34090 et seq.
Patrol OD, Ppr QC & OD
Reports
Police / Mag, Mfr, Yes: After Department preference; GC
PD-011 PAS Device Calibration Logs 5 years 5 years S/I
Patrol OD, Ppr QC & OD §34090 et seq.
Police / Mag, Mfr, Yes: After
PD-012 Patrol Ride-A-Long Waiver Form 2 years 2 years S/I GC §34090 et seq.
Patrol OD, Ppr QC & OD
When No When No
Longer Longer
Police / Mag, Mfr, Yes: After Department preference; GC
PD-013 Special Events / Ops Plan Required - Required - S/I
Patrol OD, Ppr QC & OD §34090 et seq.
Minimum 2 Minimum 2
years years
Life of the Life of the
Police / Traffic Control: Radar Mag, Mfr, Yes: After Department preference; GC
PD-014 Equipment + Equipment + S/I
Patrol Calibration Records OD, Ppr QC & OD §34090 et seq.
2 years 2 years

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PROPERTY & EVIDENCE
Follows the Follows the
Police /
Retention Retention of Mag, Mfr, Yes: After Department Preference; GC
Property & PD-015 Crime Report Photos S/I
Period of the the OD, Ppr QC & OD §34090
Evidence
Evidence Evidence
Police /
Gun and Narcotics Destruction Mag, Mfr, Yes: After Department Preference; GC
Property & PD-016 10 years 10 years S/I
Log (Documents related to) OD, Ppr QC & OD §34090
Evidence
Follows the Follows the
Police /
Retention Retention of Mag, Mfr, Yes: After Department Preference; GC
Property & PD-017 Latent Print File S/I
Period of the the OD, Ppr QC & OD §34090
Evidence
Evidence Evidence
Police /
Lost & Found Property Mag, Mfr, Yes: After
Property & PD-018 2 years 2 years S/I GC §34090
(Documents related to) OD, Ppr QC & OD
Evidence

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
RECORDS
Backgrounds (Excludes
Police / Mag, Mfr, Yes: After
PD-019 Employees) - Local Criminal 2 years 2 years S/I GC §34090
Records OD, Ppr QC & OD
History Review
Department preference (the
Statute of Limitation for
Police / Citations - Moving Violations, Mag, Mfr, Yes: After
PD-020 2 years 2 years S/I collections is 5 years from the
Records Marijuana / Cannabis, Parking OD, Ppr QC & OD
date of the last violation); CVC
40222(b); GC §34090
Crime Statistics / Uniform Crime
Police / Mag, Mfr, Yes: After
PD-021 Reports (UCR) - Summaries 2 years 2 years S/I GC §34090
Records OD, Ppr QC & OD
(BCS)
When No When No
Police / Field Investigation Cards (FI's) - Mag, Mfr, Yes: After Preliminary Drafts; GC§ 34090 et
PD-022 Longer Longer S/I
Records After Entry into to RMS OD, Ppr QC & OD seq.
Required Required
Police / Mag, Mfr, Yes: After
PD-023 NCIC Validation 2 years 2 years S/I GC §34090
Records OD, Ppr QC & OD
POLICE REPORTS / INCIDENT
REPORTS:
Firearm Firearm
Police / Mag, Mfr, Yes: After
PD-024 Found or Found or Yes S/I PC§ 11108(b); GC§ 34090
Records Firearms entered into CLETS OD, Ppr QC & OD
Recovered Recovered
(if not Permanent Retention) -
Found / Recovered Firearms

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
POLICE REPORTS / INCIDENT
REPORTS:

Misdemeanor or Infraction -
Adult Marijuana / Cannabis - Yes:
Police / Mag, Mfr, Yes: After ("Shall" Destroy); H&S §11361.5;
PD-025 H&S §11357(b)(c)(d)(e) or H&S 2 years 2 years Before S/I
Records OD, Ppr QC & OD GC §34090
§11360(b) (with procedure in Disposition
H&S §11361.5) - Except those
with outstanding stolen property,
including firearms, or lost
firearms
Provided there are no
outstanding warrants,
POLICE REPORTS / INCIDENT
unrecovered identifiable items,
REPORTS:
criminal deaths, they are not
historically significant, and it is
Police / ALL, Except Those Specifically Mag, Mfr, Yes: After
PD-026 5 years 5 years Yes S/I not classified under PC §800 &
Records Mentioned in the Schedule OD, Ppr QC & OD
290; Stat. of Limit. is 2 yrs;
Destroy juvenile marijuana after
e.g., 5150, Detention Reports,
age18; H&S §11361.5, GC
etc.
§34090, PC §802, PC §§187,
800 et seq.

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
POLICE REPORTS / INCIDENT
REPORTS:
Department Preference; DOJ
retains CACI (Child Abuse
Capital Crimes / Homicides /
Central Index) information for
Major Crimes / Serious
adults 100 years; No limitations
Police / Felonies / Sex Crimes / Child Mag, Mfr, Yes: After
PD-027 P P Yes S/I on commencement of action;
Records Abuse / Felony DNA (Crimes OD, Ppr QC & OD
Courts keep permanently PC §§
Subject to the Death Penalty), 261, 286, 288, 288a, 288.5, 289,
Sex Crimes, Substantiated Child 289.5, 290, 799, 803(h), 11169 et
Abuse or Severe Neglect (Adults seq.; 11170(a); WIC 707(b)
Only) (PC §288, 290, WIC
707(b)), PC 803(h)
POLICE REPORTS / INCIDENT
REPORTS:
Individual petitions District
Factually Innocent Petition Date of Date of Yes: Attorney; Sheriff concurs that
Police / Mag, Mfr, Yes: After
PD-028 Accepted Records Sealed Arrest + 3 Arrest + 3 Before S/I person is factually innocent, then
Records OD, Ppr QC & OD
Pending Destruction - Except years years Disposition seals record ("Shall" Destroy);
those with outstanding stolen GC §34090; PC §851.8(a)
property, including firearms, or
lost firearms
POLICE REPORTS / INCIDENT Date of Date of
REPORTS: Incident + Incident +
10 years, 10 years,
Police / Mag, Mfr, Yes: After PC §§11169(i); 11170(a); GC
PD-029 If No If No Yes S/I
Records Juvenile Child Abuse or OD, Ppr QC & OD §34090
Subsequent Subsequent
Severe Neglect
Reports Reports

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
POLICE REPORTS / INCIDENT
REPORTS:
Conviction Conviction
Misdemeanor or Infraction - or Arrest (if or Arrest (if Yes: (Courts and other Agencies
Police / Mag, Mfr, Yes: After
PD-030 Juvenile Marijuana / Cannabis - No No Before S/I "Shall" Destroy); H&S §11361.5;
Records OD, Ppr QC & OD
H&S §11357 - Except those with Conviction) Conviction) Disposition GC §34090
outstanding stolen property, + 2 years + 2 years
including firearms, or lost
firearms
POLICE REPORTS / INCIDENT
REPORTS:
Offender is Offender is (Courts and other Agencies
Police / Misdemeanor or Infraction Mag, Mfr, Yes: After
PD-031 18 Years 18 Years Yes S/I "Shall" destroy); H&S§ 11361.5
Records Marijuana / Cannabis §11357(d) - OD, Ppr QC & OD
Old Old et seq., 11357(d)
Juvenile on School Grounds
during School Hours (with
procedure in H&S §11361.5)
Until CLETS Until CLETS
POLICE REPORTS / INCIDENT Entry No Entry No
Yes:
Police / REPORTS: Longer Longer Mag, Mfr, Yes: After Department Preference; GC
PD-032 Before S/I
Records Exists - Exists - OD, Ppr QC & OD §34090
Disposition
Missing Persons (Returned) Minimum 2 Minimum 2
years years

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE REPORTS / INCIDENT


REPORTS: Statute of Limitations runs up to
age of majority + 8 years; sealed
Sealing Date
Sealed Juvenile and Ward Sealing Date Yes: records for juveniles and wards
Police / + 5 years Mag, Mfr, Yes: After
PD-033 Cases - Except Child Abuse or + 5 years (or Before S/I of the Court must be destroyed 5
Records (Or Court OD, Ppr QC & OD
Severe Neglect, (Substantiated),, Court Order) Disposition years after sealing date; CCP
Order)
those with outstanding stolen §§340.1, GC §34090; W&I
property, including firearms, or §§389(a), 781(d)
lost firearms
Police / Mag, Mfr, Yes: After
PD-034 Public Information Requests 2 years 2 years S/I GC §34090
Records OD, Ppr QC & OD

Department preference; Pursuant


to PC §457.1 et seq.; required to
Police / Mag, Mfr, Yes: After register for life; If released from
PD-035 Registrants: Arson - Adults 5 years P P S/I
Records OD, Ppr QC & OD CYA, records are destroyed after
age 25 or sealing pursuant to
W&I §781; GC §34090.7

Pursuant to PC §457.1 et seq.; If


Registrants: Arson - Juveniles Age 25 or Age 25 or released from CYA, records are
Police / Mag, Mfr, Yes: After
PD-036 released from California Youth Sealing Date Sealing Date S/I destroyed after age 25 or sealing
Records OD, Ppr QC & OD
Authority + 5 years + 5 years pursuant to W&I §781; GC
§34090.7
Department Preference;
Police / Mag, Mfr, Yes: After Registration is required for 5
PD-037 Registrants: Narcotic 5 years 5 years S/I
Records OD, Ppr QC & OD years; GC §34090, H&S §11590
et seq., H&S §11594(a)

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Department Preference; After
2021, Offenders can petition
Police / Registrants: Sex Offenders - Mag, Mfr, Yes: After Court for removal 10 or 20 years
PD-038 P P S/I
Records Adults OD, Ppr QC & OD after offense, provided there are
no subsequent offenses;
Pursuant to PC §290 et seq.
After 2021, Offenders can
P P
petition Court for removal 10 or
or Sealing or Sealing
Police / Registrants: Sex Offenders - Mag, Mfr, Yes: After 20 years after offense, provided
PD-039 Date + 5 Date + 5 S/I
Records Juveniles OD, Ppr QC & OD there are no subsequent
years (or years (or
offenses; Pursuant to PC §290
Court Order) Court Order)
et seq.; W&I §781;
Police / Mag, Mfr, Yes: After
PD-040 Ride-Along Waivers 2 years 2 years S/I GC §34090
Records OD, Ppr QC & OD
Police / Data Fields / Records are
PD-041 RMS Database Indefinite Indefinite Yes Mag
Records interrelated; GC §34090
TEMPORARY HOLDING FACILITY
Police /
Temp. Mag, Mfr, Yes: After Department preference; GC
PD-042 Booking Log 2 years 2 years S/I
Holding OD, Ppr QC & OD §34090 et seq.
Facility
Police /
Temp. Mag, Mfr, Yes: After Department preference; GC
PD-043 Cell Check Log 2 years 2 years S/I
Holding OD, Ppr QC & OD §34090 et seq.
Facility
TRAINING / PROFESSIONAL STANDARDS
Police /
Training / CCW (Carry Concealed Expiration + Expiration + Mag, Mfr, Yes: After Department Preference; GC §
PD-044 Yes S/I
Profess. Weapon) Permits 2 years 2 years OD, Ppr QC & OD 34090 et seq.
Standards

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Department Policies & When No When No
Police /
Procedures / Operation Longer Longer
Training / Mag, Mfr, Yes: After Department Preference; GC §
PD-045 Directives / General Orders / Required - Required - S/I
Profess. OD, Ppr QC & OD 34090 et seq.
Lexipol (Department Policies and Minimum 5 Minimum 5
Standards
Procedures) years years
Follows the
Follows
Retention of
retention for
Police / Officer Recordings: Body-Worn the Mag, Mfr, Yes: After PC§ 832.18(b)(5)(B)&(C); GC
PD-046 Evidence, S/I
Operations Cameras Evidence, OD, Ppr QC & OD §34090.6 et seq.
Minimum 2
Minimum 2
years
years
Department preference; EEOC /
Police / Personnel Background Packet - FLSA / ADEA (Age) requires 3
Training / POLICE & OTHER Separation + Separation + Mag, Mfr, Yes: After years; State Law requires 2 - 3
PD-047 S/I
Profess. EMPLOYEES - SUCCESSFUL 3 years 3 years OD, Ppr QC & OD years; 29 CFR 1672.3(b)(i), 29
Standards Employees (Hired) CFR 1602.14 et seq., GC
§§12946, 34090
Department preference; EEOC /
Police / Personnel Background Packet - FLSA / ADEA (Age) requires 3
Training / POLICE EMPLOYEES or Yes: Until Mag, Mfr, Yes: After years; State Law requires 2 - 3
PD-048 3 years 3 years S/I
Profess. CADETS Unsuccessful (NOT Separation OD, Ppr QC & OD years; 29 CFR 1672.3(b)(i), 29
Standards hired) CFR 1602.14 et seq GC
§§12946, 34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
State requires for at least 5 years
Personnel Discipline File - for Civilian's complaints; other
Internal Affairs Investigations / State & Federal laws require
Police / Complaints: CIVILIAN - retention until final disposition of
Final Final
Training / GENERATED COMPLAINTS Mag, Mfr, Yes: After formal complaint; State requires
PD-049 Disposition Disposition S/I
Profess. OD, Ppr QC & OD 2 years after action is taken;
+ 5 years + 5 years
Standards (May include criminal acts, moral Statute of Limitations is 4 years
turpitude, complaints generated for misconduct; EVC §
from a citizen) 1045(b)(1), GC §§12946, 34090;
VC §2547
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
Police / Personnel Discipline File -
Final Final years; State Law requires 2 - 3
Training / Internal Affairs Investigations / Mag, Mfr, Yes: After
PD-050 Disposition Disposition S/I years; 29 CFR 1627.3(b)(i), 29
Profess. Complaints: INTERNAL OD, Ppr QC & OD
+ 3 years + 3 years CFR 1602.14 et seq. 2 CCR
Standards COMPLAINTS
7287.0(c)(2), GC §§12946,
34090
Personnel Files - Medical File
Department preference; Files
(Police Only)
maintained separately; Claims
Police / can be made for 30 years for
Pre-employment Clearances,
Training / Separation + Separation + Separation + Yes: Until Mag, Mfr, Yes: After toxic substance exposure; 8 CCR
PD-051 ADA Accommodations, S/I
Profess. 7 years 20 years 30 years Separation OD, Ppr QC & OD §3204(d)(1) et seq., 8 CCR 5144,
Respiratory Fit Tests, Hearing
Standards 8 CCR 15400.2; 29 CFR
Tests, Incidents / Accidents
1910.1020(d)(1)(i), GC §§12946,
where no medical services were
34090
provided, etc.

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Department Preference; statute
of limitations for retirement
benefits is 6 years from last
Personnel Files - Police
action; EEOC/FLSA/ADEA (Age)
Police / Department Employees or
requires 3 years for promotion,
Training / Cadets Separation + Separation + Mag, Mfr, Yes: After
PD-052 S/I demotion, transfer, selection, or
Profess. 6 years 6 years OD, Ppr QC & OD
discharge; State Law requires 2 -
Standards Includes Evaluations, 3 years; 29 CFR 1602.14,
Commendations, etc. 1602.31 & 1627.3(b)(ii), GC
§§12946, 34090; 29 USC 1113,
GC §3105; LC §1198.5
Department preference;
Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their records 7
years; OSHA requires safety
Police / Personnel Files - Training File
training 5 years;
Training / Separation + Separation + Yes: Until Mag, Mfr, Yes: After
PD-053 S/I EEOC/FLSA/ADEA (Age)
Profess. Includes Training Certificates, 6 years 6 years Separation OD, Ppr QC & OD
requires 3 years for promotion,
Standards etc.
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 29 CFR 1627.3(b)(ii), 8
CCR §3204(d)(1) et seq., GC
§§12946, 34090
Police /
Training / Mag, Mfr, Yes: After
PD-054 Pursuit Critiques 2 years 2 years S/I GC § 34090 et seq.
Profess. OD, Ppr QC & OD
Standards

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Report of data regarding the
Training / number, type, or disposition of Mag, Mfr, Yes: After
PD-055 2 years 2 years S/I GC §34090 et seq.
Profess. complaints made against its OD, Ppr QC & OD
Standards officers (optional)
When No When No
Police /
Reports and Studies regarding Longer Longer
Training / Mag, Mfr, Yes: After Department Preference; GC §
PD-056 Police operations (not historical - Required - Required - S/I
Profess. OD, Ppr QC & OD 34090 et seq.
staffing, overtime, etc.) Minimum 2 Minimum 2
Standards
years years
Department preference; Rosters
are sent to POST; Statewide
guidelines propose 7 years; Calif.
Labor Division is required to keep
Training - COURSE RECORDS
their records 7 years; OSHA
Police /
requires safety training 5 years;
Training / (Attendance Rosters, Outlines Mag, Mfr, Yes: After
PD-057 5 years 5 years S/I EEOC/FLSA/ADEA (Age)
Profess. and Materials; includes Use of OD, Ppr QC & OD
requires 3 years for promotion,
Standards Force training, safety training,
demotion, transfer, selection, or
etc.)
discharge; State Law requires 2 -
3 years; 29 CFR 1627.3(b)(ii), 8
CCR §3204(d)(1) et seq., GC
§§12946, 34090
Police /
Training / Use of Force Review (Involving Incident + 5 Incident + 5 Mag, Mfr, Yes: After Department preference; GC
PD-058 S/I
Profess. Employees) years years OD, Ppr QC & OD §§12946, 34090
Standards

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS
Department Preference; GC
Public Works PW-001 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr
§34090; 40 CFR 70.6

Generator Operation Logs (for fixed Department Preference AQMD


Public Works PW-002 / stationary generators) / 5 years 5 years Mag, Ppr Rule 1470; Form 400–E–13a
Inspections (ALL Generators) instructions, GC §34090

Previous MSDS may be


obtained from a service; MSDS
may be destroyed as long as
a record of the chemical /
substance / agent, where &
Material Safety Data Sheet (MSDS)
when it was used is
/ Safety Data Sheet (SDS) While Mag, Yes -
Public Works PW-003 Chemical Use Report Form (or Chemical In 30 years 30 years Mfr, OD, S After QC maintained for 30 years;
records of the chemical / substance Use Ppr & OD Applies to qualified employers;
/ agent, where & when it was used) Claims can be made for 30
years for toxic substance
exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29
CFR 1910.1020(d)(1)(i), GC
§34090

Department Preference;
NPDES Monitoring records
NPDES Monitoring, Storm Drain
Public Works PW-004 3 years 3 years Mag, Ppr required for 3 years; 40 CFR
Maintenance, Inspection
§§122.21, 122.41; CCP §337
et seq.

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Life of
Operations & Maintenance Manuals Life of Facility Department Preference; GC
Public Works PW-005 Facility or Mag, Ppr
(O&M Manuals) or Equipment §34090 et. seq.
Equipment

Public Works PW-006 Playground Inspections 2 years 2 years Ppr GC §34090

Pre-Trip Inspections / DOT Program


/ CHP Inspections / Vehicle Safety
Public Works PW-007 2 years 2 years Ppr GC §34090; 13 CCR 1234(3)
Checks / Daily Vehicle Inspections /
Daily Equipment Checks

Department Preference
Underground Service Alerts (USA's) (required for 3 years); GC
Public Works PW-008 3 years 3 years Mag, Ppr
- Our Locate and Marks Only §§4216.2(d) & 4216.3(d),
34090
22 CCR 66266.130(c)(5), H&S
Public Works PW-009 Used Oil Disposal 3 years 3 years Mag, Ppr §25250.18(b), 25250.19(a)(3)
et seq.

Department Preference; If a
motor carrier, required for 18
months after vehicle is sold;
Vehicle & Equipment History Files Disposal of Disposal of
CHP requires life of vehicle;
Vehicle or Vehicle or
Public Works PW-010 Mag, Ppr OSHA requires 1 year; 8 CCR
Maintenance, Smog Certificates, Equipment + Equipment +
§ 3203(b)(1); 49 CFR
Registrations 2 years 2 years
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. seq., 13 CCR
1234(f); GC §34090

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3

Office of
Retention No. Records Description Retention / Disposition Comments / Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Work Orders / Service Requests


City Preference; CCP §§338 et
(Division providing service retains
Public Works PW-011 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC
originals; Division requesting
§34090
service is considered a copy)

CLEARLAKE, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
1 RESOLUTION NO. 2019-43

3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF


CLEARLAKE, CALIFORNIA, ADOPTING A RECORDS RETENTION
4 SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS
AND RESCINDING PRIOR RESOLUTION No. 2009-26
5

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

7 and is not necessary after a certain period of time for the effective and efficient operation of the

8 government of the City of Clearlake; and

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

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

11 destroyed; and

12 WHEREAS, the State of California has adopted guidelines for retention period for various

13 government records; and

14 WHEREAS, the City of Clearlake adopted a previous Records Retention Schedule in 2009

15 via Resolution 2009-26;

16 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CLEARLAKE DOES

17 RESOLVE AS FOLLOWS:

18 Section 1. Resolution No. 2009-26 is hereby rescinded.

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

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

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

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

23 Head and with the consent in writing of the City Clerk and City Attorney, without further action by the

24 City Council of the City of Clearlake.

25 Section 3: Updates are hereby authorized to be made to the Records Retention


Schedule, without any further action by the City Council, with the consent of the City Clerk, City
26
Attorney and City Manager.
27
Section 4. The term “records” as used herein shall include documents, instructions, books,
28
1
1 microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California

2 Public Records Act.

3 Section 5. The City Clerk shall certify to the passage and adoption of this resolution and

4 enter it into the book of original resolutions.

5 Section 6. This resolution shall become effective immediately upon its passage and

6 adoption.

7 PASSED AND ADOPTED by the City Council of the City of Clearlake on September 26,

8 2019, by the following vote:

9 AYES: Councilmembers-

10 NOES: Councilmembers-

11 ABSTAIN: Councilmembers-

12 ABSENT: Councilmembers-

13 I HEREBY CERTIFY that the foregoing Resolution No. 2019-43 was duly and regularly

14 adopted at a regular meeting of the City Council of the City of Clearlake on September 26, 2019.

15

16
Mayor
17

18

19

20 ATTEST:

21

22
Deputy City Clerk
23

24

25

26

27

28
2
CITY OF CLEARLAKE
CITY COUNCIL STAFF REPORT
MEETING OF: September 26, 2019

Agenda Item No. 6


Subject: Receipt of and Response to the 2018/19 Grand Date: September 19, 2019
Jury Report

Reviewed & Approved:

From: Melissa Swanson, City Clerk

Recommended Action: Authorize Chief White’s response to the report and authorize the
Mayor and City Manager to sign letters of concurrence

ISSUE STATEMENT AND DISCUSSION:

Attached are the pages from the 2018-19 Lake County Civil Grand Jury Report that ask for
response from the City of Clearlake. The full report is not reproduced here but is on file in the
City Clerk’s office should you wish to review the entire document.

The report discusses recommendations related to Animal Control. While a response by the City
is not required by the Grand Jury, Chief White and City Manager Flora have been requested to
respond.

Attached are the draft response letters from Chief White, City Manager Flora and Mayor
Cremer that will be finalized if Council approves the responses.

FINANCIAL AND/OR POLICY IMPLICATIONS:

None

ATTACHMENTS

• 2018-19 Lake County Civil Grand Jury Report (sections pertaining to the City of
Clearlake)
• Draft response letters
September 19, 2019

Honorable Andrew S. Blum


Presiding Judge
Superior Court of California, County of Lake
255 N. Forbes Street, 4th Floor
Lakeport, CA 95453

SUBJECT: Response to 2018-2019 Grand Jury Final Report Entitled: “It’s Raining Cats and Dogs”

Dear Judge Blum:

Pursuant to California Penal Code Section 933.05(a), (b), and (c), the following are my responses as Chief of
Police of the Clearlake Police Department, which manages animal control and sheltering, to the findings and
recommendations in the above-entitled Grand Jury Report:

RECOMMENDATIONS

R7 Has been implemented.

In the current calendar year, we held meetings on April 30, 2019 and June 11, 2019 with the Animal Control Ad
Hoc Committee. Our regular participants include city staff, Council members, our district Supervisor, community
members, volunteers, a veterinarian and members of the Lake County Animal Coalition. They have collaborated
to provide valuable feedback and direction regarding the shelter construction and policies/procedures. The
frequency of meetings was reduced based on efforts put towards the shelter project on the staff side as well as a
lack of agenda items.

I would like to thank the Grand Jury for their efforts in completing this report and their recommendations. We
especially appreciate the members who took time to visit our facility and to learn about our challenges, as well as
our successes, in improving our animal care and control services in the City of Clearlake. We look forward to the
completion of our shelter project soon.

Best Regards,

ANDREW WHITE
Chief of Police
City of Clearlake
14050 Olympic Drive, Clearlake, California 95422
(707) 994-8201 Fax (707) 995-2653

September 26, 2019

Honorable Andrew S. Blum


Presiding Judge
Lake County Superior Court
255 N. Forbes Street, 4th Floor
Lakeport, CA 95453

Re: Response to 2018-19 Grand Jury Final Report Entitled: “It’s Raining Cats and Dogs”

Dear Judge Blum:

The City of Clearlake wishes to thank the members of the Lake County Grand Jury for their
report and their service to the citizens of Lake County. I have reviewed the recommendations
which are applicable to the City of Clearlake and concur with Chief Andrew White’s response to
the recommendations.

Regards,

Alan Flora
City Manager
City of Clearlake
14050 Olympic Drive, Clearlake, California 95422
(707) 994-8201 Fax (707) 995-2653

September 26, 2019

Honorable Andrew S. Blum


Presiding Judge
Lake County Superior Court
255 N. Forbes Street, 4th Floor
Lakeport, CA 95453

Re: Response to 2018-19 Grand Jury Final Report Entitled: “It’s Raining Cats and Dogs”

Dear Judge Blum:

The City of Clearlake wishes to thank the members of the Lake County Grand Jury for their
report and their service to the citizens of Lake County. The City Council has reviewed the
recommendations which are applicable to the City of Clearlake and concurs with Chief Andrew
White’s response to the recommendations.

Regards,

Russell Cremer
Mayor
CITY OF CLEARLAKE

CITY COUNCIL STAFF REPORT


MEETING OF: September 26, 2019
Agenda Item No. 7

Subject: Approval of Resolution No. 2019-44 to use Date: September 20, 2019
Informal Bidding Procedures Under the Uniform
Public Construction Cost Accounting Act and
submit to the State Controller’s Office Reviewed & Approved:

From: Adeline Brown, Engineering Tech

Recommended Action: Adopt by Resolution No. 2019-44 and submit to the State
Controller’s Office

ISSUE STATEMENT AND DISCUSSION:

On October 25, 2018, Council adopted Ordinance No. 214-2018 adding Section 3-4.16 to the
Clearlake Municipal Code to Provide Informal Bidding Procedures Under the Uniform Public
Construction Cost Accounting Act.

AB2249 adjusted the limits of the informal bidding process beginning in 2019. The limit of
$45,000 for public projects allowed to be performed by agency staff was raised to $60,000 and
projects that can utilize informal bidding procedures was raised from $175,000 to $200,000.

The City would like to be able to streamline and expedite projects using the Act. In order to
move forward using this procedure, a resolution must be adopted and submitted to the State
Controller’s Office.

FINANCIAL AND/OR POLICY IMPLICATIONS:

The City will be able to move projects to completion faster and reduce staff time required to do
so and will achieve Strategic Plan #6: Update Policies and Procedures to Current Government
Standards.

ATTACHMENTS:

1. Resolution 2019-44
RESOLUTION NO. 2019-44

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLEARLAKE,


CALIFORNIA, ELECTING TO BECOME SUBJECT TO THE UNIFORM
PUBLIC CONSTRUCTION COST ACCOUNTING PROCEDURES

WHEREAS, prior to the passage of Assembly Bill No. 1666, Chap. 1054, Statutes 1983,
which added Chapter 2, commencing with Section 22000 to Part 3 of Division 2 of the Public
Contract Code, existing law did not provide a uniform cost accounting standard for
construction work performed or contracted by local public agencies; and

WHEREAS, Public Contract Code Section 22000 et seq., the Uniform Public Construction
Cost Accounting Act (the “Act”), establishes such a uniform cost accounting standard; and

WHEREAS, the Commission established under the Act has developed uniform public
construction cost accounting procedures for implementation by local public agencies in the
performance of or in the contracting for construction of public projects.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Clearlake,
California, hereby elects, under Public Contract Code Section 22030 to become subject to the
uniform public construction cost accounting procedures set forth in the Act and to the
Commission’s policies and procedures manual and cost accounting review procedures, as they
may each, from time to time be amended, and directs that the City Clerk notify the State
Controller forthwith of this election.

PASSED AND ADOPTED this ____ day of _______, 2019 by the following vote:

AYES:
NOES:
ABSENT: :

_____________________________
RUSS CREMER, MAYOR

ATTEST:

_______________________________________
MELISSA SWANSON, CITY CLERK

APPROVED AS TO FORM:

___________________________________________
STATE OF CALIFORNIA )
COUNTY OF LAKE ) ss
CITY OF CLEARLAKE )

I, Melissa Swanson, City Clerk of the City Council of the City of Clearlake, hereby certify
that the above and foregoing Resolution No.__________ was duly and regularly passed and
adopted by the said City Council at a regular meeting thereof held on the ___ day of _______,
2019, by the following roll call vote:

AYES:

NOES:

ABSENT:

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the City of
Clearlake this ____ day of _________, 2019.

__________________________________
Melissa Swanson, City Clerk

2
CITY OF CLEARLAKE
CITY COUNCIL STAFF REPORT
MEETING OF: September 26, 2019

Agenda Item No. 8

Subject: To hear and act upon appeals of Abatement Date: September 19, 2019
Orders, in accordance with Clearlake Municipal
Code Chapter 18, Articles 9 and 10; Adopt
Reviewed & Approved:
Resolution No. 2019-40, Resolution No. 2019-41
and Resolution No. 2019-42

From: Lee Lambert, Code Enforcement Supervisor

Recommended Action: 1. Hear testimony regarding abatement orders.


2. Make determinations for each property by resolution based
on the evidence presented at the hearing.

ISSUE STATEMENT AND DISCUSSION:

The purpose of this hearing is to consider and act upon appeals of Abatement Orders related to
the cultivation of marijuana in violation of the Clearlake Municipal Code.

The following is a summary identifying subject properties, property owner(s) and appellant(s):

1. Resolution No. 2019-40


Location: 5539 Vallejo Avenue Clearlake, CA 95422 A.P.N. 042-063-010
Owner(s): Martinez, Sergio Miguel Pena
Appellant(s): Martinez, Sergio Miguel Pena

2. Resolution No. 2019-41


Location: 6056 Armijo Avenue Clearlake, CA 95422 A.P.N. 042-111-300
Owner(s): Aguallo, Lillian
Appellant(s): Aguallo, Lillian

3. Resolution No. 2019-42


Location: 3539 Madrone Street Clearlake, CA 95422 A.P.N. 039-163-240
Owner(s): Santamaria, Samuel
Appellant(s): Santamaria, Samuel
In each case, the illegal outdoor cultivation of marijuana was observed by a code enforcement
officer. As a result of their observations and documented evidence, and in accordance with
Clearlake Municipal Code Chapter 18, Articles 9 and 10, a Notice of Abatement Order was sent
to the property owner(s) via U.S. Mail, as well as posted on the property in violation.

In a timely manner, the property owner(s) and / or appellant(s), submitted a request for an
Abatement Order Appeal hearing and paid the associated hearing fees.

Pursuant to the Municipal Code, the City Council shall hear testimony from any interested person
regarding the specified condition or use deemed to be a public nuisance. Upon conclusion of the
hearing for each property, the City Council shall make a determination by resolution based on
the evidence presented at the hearing.

An abatement order hearing is limited to consideration of the abatement order only. Any
administrative citation must be appealed as per the instructions on the citation.

Staff recommends the City Council deny said protests. Attached are the proposed Resolutions
that may be modified by the City Council based on the evidence presented. All evidentiary
documents will be provided to Council at the place where it governs, at the time of said hearing.

FINANCIAL AND/OR POLICY IMPLICATIONS:

No negative monetary impact to the City’s budget.

The proposed action will support the following Council adopted goals: Make Clearlake a Visibly
Cleaner City and Make Clearlake a Statistically Safer City.
RESOLUTION NO. 2019-40

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLEARLAKE GRANTING THE


APPEAL OF AN ABATEMENT ORDER AT REAL PROPERTY LOCATED AT 5539 VALLEJO
AVENUE IN ACCORDANCE WITH CHAPTER XVIII, ARTICLE 9 AND 10, OF THE CLEARLAKE
MUNICIPAL CODE

WHEREAS, the City of Clearlake has adopted Chapter XVIII, Article 9 and 10, of the Clearlake
Municipal Code establishing procedures for issuing an Abatement Order and hearing
Abatement Order appeals for the cultivation of marijuana from property located within the City
of Clearlake and for personal use; and

WHEREAS, the City of Clearlake has complied with the procedure as set forth in said code(s);
and

WHEREAS, the City Council has heard and acted on all protests at a hearing held on September
26, 2019, and all testimony provided is incorporated herein by reference; and

WHEREAS, any petition for judicial review of a decision of the City Council regarding this matter
shall be filed within the time required by, and controlled by, Sections 1094.5 and 1094.6 of the
California Code of Civil Procedure.

NOW THEREFORE BE IT RESOLVED by the City Council of the City of Clearlake that the appeal of
an Abatement Order at real property located at 5539 Vallejo Avenue, also known as Assessor’s
Parcel Number 042-063-010, has been denied and a public nuisance exists at said real property.

BE IT FURTHER RESOLVED that the City Council of the City of Clearlake has denied the
applicant’s appeal and direction has been given to the applicant(s) to abate said public
nuisance.

PASSED AND ADOPTED by the City Council of the City of Clearlake, County of Lake, State of
California, on this 26th day of September 2019, by the following vote:

AYES:
NOES:
ABSTAIN:
ABSENT:

ATTEST:

________________________ ____________________________
City Clerk Russell Cremer- Mayor
RESOLUTION NO. 2019-41

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLEARLAKE GRANTING THE


APPEAL OF AN ABATEMENT ORDER AT REAL PROPERTY LOCATED AT 6056 ARMIJO
AVENUE IN ACCORDANCE WITH CHAPTER XVIII, ARTICLE 9 AND 10, OF THE CLEARLAKE
MUNICIPAL CODE

WHEREAS, the City of Clearlake has adopted Chapter XVIII, Article 9 and 10, of the Clearlake
Municipal Code establishing procedures for issuing an Abatement Order and hearing
Abatement Order appeals for the cultivation of marijuana from property located within the City
of Clearlake and for personal use; and

WHEREAS, the City of Clearlake has complied with the procedure as set forth in said code(s);
and

WHEREAS, the City Council has heard and acted on all protests at a hearing held on September
26, 2019, and all testimony provided is incorporated herein by reference; and

WHEREAS, any petition for judicial review of a decision of the City Council regarding this matter
shall be filed within the time required by, and controlled by, Sections 1094.5 and 1094.6 of the
California Code of Civil Procedure.

NOW THEREFORE BE IT RESOLVED by the City Council of the City of Clearlake that the appeal of
an Abatement Order at real property located at 6056 Armijo Avenue, also known as Assessor’s
Parcel Number 042-111-300, has been denied and a public nuisance exists at said real property.

BE IT FURTHER RESOLVED that the City Council of the City of Clearlake has denied the
applicant’s appeal and direction has been given to the applicant(s) to abate said public
nuisance.

PASSED AND ADOPTED by the City Council of the City of Clearlake, County of Lake, State of
California, on this 26th day of September 2019, by the following vote:

AYES:
NOES:
ABSTAIN:
ABSENT:

ATTEST:

________________________ ____________________________
City Clerk Russell Cremer- Mayor
RESOLUTION NO. 2019-42

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLEARLAKE GRANTING THE


APPEAL OF AN ABATEMENT ORDER AT REAL PROPERTY LOCATED AT 3539 MADRONE
STREET IN ACCORDANCE WITH CHAPTER XVIII, ARTICLE 9 AND 10, OF THE CLEARLAKE
MUNICIPAL CODE

WHEREAS, the City of Clearlake has adopted Chapter XVIII, Article 9 and 10, of the Clearlake
Municipal Code establishing procedures for issuing an Abatement Order and hearing
Abatement Order appeals for the cultivation of marijuana from property located within the City
of Clearlake and for personal use; and

WHEREAS, the City of Clearlake has complied with the procedure as set forth in said code(s);
and

WHEREAS, the City Council has heard and acted on all protests at a hearing held on September
26, 2019, and all testimony provided is incorporated herein by reference; and

WHEREAS, any petition for judicial review of a decision of the City Council regarding this matter
shall be filed within the time required by, and controlled by, Sections 1094.5 and 1094.6 of the
California Code of Civil Procedure.

NOW THEREFORE BE IT RESOLVED by the City Council of the City of Clearlake that the appeal of
an Abatement Order at real property located at 3539 Madrone Street, also known as Assessor’s
Parcel Number 039-163-240, has been denied and a public nuisance exists at said real property.

BE IT FURTHER RESOLVED that the City Council of the City of Clearlake has denied the
applicant’s appeal and direction has been given to the applicant(s) to abate said public
nuisance.

PASSED AND ADOPTED by the City Council of the City of Clearlake, County of Lake, State of
California, on this 26th day of September 2019, by the following vote:

AYES:
NOES:
ABSTAIN:
ABSENT:

ATTEST:

________________________ ____________________________
City Clerk Russell Cremer- Mayor
CITY OF CLEARLAKE
CITY COUNCIL STAFF REPORT
MEETING OF: September 26, 2019

Agenda Item No. 10

Subject: Discussion and Direction Regarding Rental Date: September 20, 2019
Housing Unit Inspection Ordinance

Reviewed & Approved:

From: Andrew White, Chief of Police

Recommended Action: Provide direction to staff.

ISSUE STATEMENT AND DISCUSSION:

The City of Clearlake has a rental housing unit inspection and registration ordinance that is
codified in Section 9-4 of the Clearlake Municipal Code. The ordinance was enacted in 2001 in
response to dilapidated dwelling units throughout the city. It was intended to force landlords to
improve their housing stock to meet requirements of City codes along with uniform codes, such
as the Uniform Fire Code, State Housing Law and others.

The program requires all units offered for rent or lease to be inspected and registered. The
ordinance further provides a decreasing rate of inspections for compliant properties and an
increasing rate of inspections for non-compliant properties. The ordinance provides for an
opportunity to correct violations along with penalty provisions for non-compliance through
administrative citations, condemnation and other remedies.

The program was suspended in 2005 during a Budget Workshop by the City Council on
recommendation of the Interim City Administrator. Since that time, although the ordinance has
remained in the Municipal Code, the program has been unfunded and not enforced.

The purpose of this agenda item is to have discussion regarding the program and to consider
reimplementation. If the Council desires to re-implement the program, they are requested to
provide direction to staff regarding amendments to the ordinance.
FINANCIAL AND/OR POLICY IMPLICATIONS:

The cost to re-implement this program is unknown at this time and will be impacted by any
changes to the existing program that may be proposed during the discussion and direction.

Improving the rental housing stock would support the following Council adopted goals: Make
Clearlake a Visibly Cleaner City, Update Policies & Procedures to Current Government Standards
and City Policies Will Support Economic Development.