Lakeport City Council Agenda Packet

AGENDA
REGULAR MEETING OF THE LAKEPORT CITY COUNCIL

(ALSO MEETS AS THE CITY OF LAKEPORT MUNICIPAL SEWER DISTRICT, THE LAKEPORT INDUSTRIAL
DEVELOPMENT AUTHORITY, THE MUNICIPAL FINANCING AGENCY OF LAKEPORT and THE SUCCESSOR
AGENCY TO THE FORMER LAKEPORT REDEVELOPMENT AGENCY)
Tuesday, March 3, 2020
City Council Chambers, 225 Park Street, Lakeport, California 95453
Any person may speak for three (3) minutes on any agenda item; however, total public input per item is not to exceed 15 minutes, extended at the discretion of the
City Council. This rule does not apply to public hearings. Non-timed items may be taken up at any unspecified time.
I. CALL TO ORDER & ROLL CALL: 6:00 p.m.
II. PLEDGE OF ALLEGIANCE:
III. ACCEPTANCE OF AGENDA/ URGENCY ITEMS: Move to accept agenda as posted, or move to add or delete items.
To add item, Council is required to make a majority decision that an urgency
exists (as defined in the Brown Act) and a 2/3rds determination that the need to
take action arose subsequent to the Agenda being posted.
IV. CONSENT AGENDA: The following Consent Agenda items are expected to be routine and noncontroversial. They will be acted upon by
the Council at one time without any discussion. Any Council Member may request that any item be removed from
the Consent Agenda for discussion under the regular Agenda. Removed items will be considered following the
Consent Calendar portion of this agenda.
A. Ordinances: Waive reading except by title, of any ordinances under consideration at this
meeting for either introduction or passage per Government Code Section 36934.
B. Minutes: Approve minutes of the City Council of the regular meeting of February 18, 2020,
and the special meeting of February 24, 2020.
C. Renew Emergency Resolution: Confirm the continuing existence of a local emergency for the Mendocino
Mendocino Complex Fire Complex Fire.
D. Renew Emergency Resolution: February Confirm the continuing existence of a local emergency for the February 2019
2019 Storms Storms.
E. Renew Emergency Resolution: PG&E Confirm the continuing existence of a local emergency for the October 2019
Public Safety Power Shutoffs (PSPS) PSPS.
F. Application 2020-005: Approve Application 2020-005, with staff recommendations, for the 2020
Memorial Day Parade to be held on Main Street.
G. Application 2020-006: Approve application 2020-006, with staff recommendations, for the 2020 July
Fourth Arts & Crafts Fair event on Park Street and Library Park.
H. Application 2020-007: Approve application 2020-007, with staff recommendations, for the 2020 Taste
of Lake County event on Main Street.
I. Application 2020-008: Approve application 2020-008, with staff recommendations, for the 2020
Pumpkin and Dia de Los Muertos event on Main Street.
J. Application 2020-009: Approve application 2020-009, with staff recommendations, for the 2020 Trick or
Treat Main Street event.
K. Application 2020-010: Approve application 2020-010, with staff recommendations, for the 2020
Dickens Faire event on Main Street.
L. Conflict of Interest Code: Adopt a resolution amending and adopting an updated Conflict of Interest Code.
M. Retention Schedule: Adopt the proposed resolution adopting a records retention schedule, and
authorizing destruction of certain City records and rescinding Resolution No.
2712 (2019).
N. Out of State Travel: Authorize Out-of-State Travel for two (2) staff members from the Utilities
Division to attend the California Rural Water Association (CRWA) Expo in Lake
Tahoe, Nevada.
V. PUBLIC PRESENTATIONS/REQUESTS:
A. Public Input: Any person may speak for 3 minutes about any subject within the authority of the City Council, provided that the
subject is not already on tonight’s agenda. Persons wishing to address the City Council are required to complete a
Citizen’s Input form and submit it to the City Clerk prior to the meeting being called to order. While not required,
please state your name and address for the record. NOTE: Per Government Code §54954.3(a), the City Council
cannot take action or express a consensus of approval or disapproval on any public comments regarding matters
which do not appear on the printed agenda.
City Council Agenda of March 3, 2020 Page 2
VI. CITY COUNCIL COMMUNICATIONS:

A. Miscellaneous Reports, if any:
VII. ADJOURNMENT:
Materials related to an item on this Agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerk’s Office at 225
Park Street, Lakeport, California, during normal business hours. Such documents are also available on the City of Lakeport’s website, www.cityoflakeport.com, subject to
staff’s ability to post the documents before the meeting.
The City of Lakeport, in complying with the Americans with Disabilities Act (ADA), requests individuals who require special accommodations to access, attend and/or
participate in the City meeting due to disability, to please contact the City Clerk’s Office, (707) 263-5615, 72 hours prior to the scheduled meeting to ensure reasonable
accommodations are provided.
_______________________________________
Hilary Britton, Deputy City Clerk
MINUTES
REGULAR MEETING OF THE LAKEPORT CITY COUNCIL
(ALSO MEETS AS THE CITY OF LAKEPORT MUNICIPAL SEWER DISTRICT, THE LAKEPORT INDUSTRIAL DEVELOPMENT AUTHORITY, THE
MUNICIPAL FINANCING AGENCY OF LAKEPORT and THE SUCCESSOR AGENCY TO THE FORMER LAKEPORT REDEVELOPMENT AGENCY)
Tuesday, February 18, 2020
City Council Chambers, 225 Park Street, Lakeport, California 95453
Any person may speak for three (3) minutes on any agenda item; however, total public input per item is not to exceed 15 minutes, extended at the discretion of the
City Council. This rule does not apply to public hearings. Non-timed items may be taken up at any unspecified time.
I. CALL TO ORDER & ROLL CALL: Mayor Spurr called the meeting to order at 6:00 p.m. with Council Members
Barnes, Mattina, Parlet, and Turner present.
II. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Community Development Director Ingram
III. ACCEPTANCE OF AGENDA/ URGENCY ITEMS: A motion was made by Council Member Turner, seconded by Council Member
Mattina, and unanimously carried by voice vote, to accept the agenda as posted.
IV. CONSENT AGENDA: The following Consent Agenda items are expected to be routine and noncontroversial. They will be acted upon by
the Council at one time without any discussion. Any Council Member may request that any item be removed from
the Consent Agenda for discussion under the regular Agenda. Removed items will be considered following the
Consent Calendar portion of this agenda.
A. Ordinances: Waive reading except by title, of any ordinances under consideration at this
meeting for either introduction or passage per Government Code Section 36934.
B. Minutes: Approve minutes of the City Council of the regular meeting of February 4, 2020.
C. Warrants: Approve the warrant register of January 30, 2020.
D. Renew Emergency Resolution: Confirm the continuing existence of a local emergency for the Mendocino
Mendocino Complex Fire Complex Fire.
E. Renew Emergency Resolution: February Confirm the continuing existence of a local emergency for the February 2019
2019 Storms Storms.
F. Renew Emergency Resolution: PG&E Confirm the continuing existence of a local emergency for the October 2019
Public Safety Power Shutoffs (PSPS) PSPS.
G. Application 2020-003: Approve Application 2020-003, with staff recommendations, for the 2020 Cinco
de Mayo event to be held in Library Park.
H. Application 2020-004: Approve application 2020-004, with staff recommendations, for the 2020 Saint
Patrick’s Day Pub Crawl event on Main Street.
I. Library Park Seawall Replacement Approve Contract Change Order 1 to West Coast Contractors, Inc. DBA Oregon
Project: West Coast Contractors for the Library Park Seawall Replacement Project.
Vote on Consent Agenda: A motion was made by Council Member Barnes, seconded by Council Member
Parlet, and unanimously carried by voice vote, to accept the agenda as posted.
V. PUBLIC PRESENTATIONS/REQUESTS:
A. Public Input: Sean Shephard from Park Nation, owners of the Clearlake Marina Mobile Home
Park, relayed that they would be working with residents of the park on an
individual basis, and assured the Council that they do not want anyone to lose
their homes.
B. Presentation: Brian Fisher, hotel owner and Lake County Tourist Improvement District (TID)
Board member, gave a progress report from the TID.
C. Presentation: Karl Parker, Mobility Programs Manager of Lake Links, gave a presentation on
Lake Links, a program that coordinates resources to meet the mobility needs of
Lake County's most vulnerable people.
VI. COUNCIL BUSINESS
A. Police Chief
1. Police Fees: The staff report was presented by Chief Rasmussen and Lieutenant Gonzalez was
available for questions.
City Council Agenda of February 18, 2020 Page 2
A motion was made by Council Member Mattina, seconded by Council Member

Parlet, and unanimously carried by voice vote, to adopt the proposed resolution
increasing parking fines, fees, penalties and surcharges and establishing a new
schedule of fines, fees, penalties and surcharges and rescinding Resolution No.
2345 (2009).
2. Quarterly Police Statistics: The staff report was presented by Chief Rasmussen.
The City Council received and filed the report on the Police Statistics for 2019.
B. Finance Director:
1. Quarterly Financial Statement The staff report was presented by Finance Director Walker.
and Mid-Year Report:
A motion was made by Council Member Mattina, seconded by Council Member
Parlet, and unanimously carried by voice vote, to approve the amendment to the
fiscal year 2019-20 City budget as recommended by staff.
VII. CITY COUNCIL COMMUNICATIONS:
A. Miscellaneous Reports, if any: City Manager Silveira will send out a poll for dates for the goals and
accomplishments meeting.
City Attorney Ruderman gave no report.
Public Works Director Grider gave no report.
Finance Director Walker gave no report.
Community Development Director Ingram announced that all of the solar
projects are now operational and gave an update on the Parks grant.
Chief Rasmussen gave no report.
Administrative Services Director/City Clerk Buendia gave no report.
Council Member Barnes gave no report.
Council Member Parlet commented on the sea wall construction at Library Park.
Council Member Mattina gave no report.
Council Member Turner invited the public to a PSPS ad hoc committee meeting
at the Board of Supervisors Chambers on Friday, February 21 at 1:00 p.m.
Mayor Spurr gave no report.
VIII. ADJOURNMENT: Mayor Spurr adjourned the meeting at 7:20 p.m.
_______________________________________
George Spurr, Mayor
Attest:
____________________________
Kelly Buendia
Administrative Services Director/City Clerk
MINUTES
SPECIAL MEETING
OF THE LAKEPORT CITY COUNCIL
Call to Order: Mayor Spurr opened the meeting at 5:35 p.m. and called for a recess.
Mayor Spurr re-opened the meeting at 5:49 p.m.
Mayor Spurr and Council Members Barnes, Mattina, and Turner were
present. Council Member Parlet was absent.
Bid Award: Public Works Director Grider presented the staff report.
A motion was made by Council Member Turner, seconded by Council
Member Mattina, and unanimously carried by voice vote, with
Council Member Parlet absent, to award a construction contract to
Granite Construction for the Library Park Sidewalk Replacement
Project and authorize the City Manager to sign the contract
documents.
Adjournment: Mayor Spurr adjourned the meeting at 5:55 p.m.
____________________________________
George Spurr, Mayor
Attest:
__________________________________
Kelly Buendia, City Clerk
CITY OF LAKEPORT
City Council
City of Lakeport Municipal Sewer District
Lakeport Redevelopment Successor Agency
Lakeport Industrial Development Authority
Municipal Financing Agency of Lakeport
STAFF REPORT
RE: Continuation of Local Emergency Declaration – Mendocino MEETING DATE: 03/03/2020
Complex Fires
SUBMITTED BY: Margaret Silveira, City Manager
PURPOSE OF REPORT: Information only Discussion Action Item
WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

The City Council is being asked to review the need to continue the proclamation declaring a Local State
of Emergency due to conditions of extreme peril as a result of the River Fire, re-named along with the
Ranch Fire, the Mendocino Complex fire and provide direction.
BACKGROUND/DISCUSSION:
On July 28, 2018, the Director of Emergency Services for the City of Lakeport declared a local State of
Emergency in connection with the conditions of extreme peril to the safety of persons and property
within the city as a result of the River Fire, re-named the Mendocino Complex fire in combination with
the Ranch Fire. In accordance with the Emergency Services Act Section 8630(b) and Lakeport Municipal
Code section 2.28.130, the City Council ratified the declared emergency on July 30, 2018 under
Resolution 2679 (2018). Under Lakeport Municipal Code section 2.28.150, the City Council shall review,
at least every 14 days, the need for continuing the emergency declaration until the local emergency is
terminated.
The City Council, at a Special Meeting on August 13, 2018, continued the emergency declaration via
Resolution 2680 (2018). The City Council subsequently continued the emergency declaration on
August 21, 2018, September 18, 2018, October 2, 2018, October 16, 2018, November 6, 2018,
November 20, 2018, December 4, 2018, December 18, 2018, January 15, 2019, February 5, 2019,
February 19, 2019, March 5, 2019, March 19, 2019, April 2, 2019, April 16, 2019, May 7, 2019 May 21,
2019, June 4, 2019, June 18, 2019, July 16, 2019, August 6, 2019, September 3, 2019, September 17,
2019, October 1, 2019, October 22, 2019, November 5, 2019, November 19, 2019, December 3, 2019,
December 17, 2019, January 7, 2020, January 21, 2020, February 4, 2020, and February 18, 2020. Since
a need still exists for the declaration, Council is asked to review and continue the declaration. Should
the need continue, staff will return this item at the next regularly scheduled City Council meeting.
OPTIONS:
Approve the need for the continuation of the proclamation declaring a Local State of Emergency due to
Mendocino Complex fire; or proclaim the termination of the Local State of Emergency
Meeting Date: 03/03/2020 Page 1 Agenda Item #IV.C.

FISCAL IMPACT:
None $ Budgeted Item? Yes No
Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $
Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other:
Comments:
SUGGESTED MOTIONS: Move to confirm the continuing existence of a local emergency in the City of
Lakeport.
Attachments: 1. Resolution No. 2679 (2018)
Meeting Date: 03/03/2020 Page 2 Agenda Item #IV.C.

ATTACHMENT 1
RESOLUTION NO. 2679 (2018)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT RATIFYING THE

DIRECTOR OF EMERGENCY SERVICES’ PROCLAMATION OF A LOCAL EMERGENCY
IN THE CITY OF LAKEPORT
WHEREAS, Chapter 2.28 of the Lakeport Municipal Code, adopted as Ordinance

Number 832 of the City of Lakeport empowers the Director of Emergency Services to proclaim
the existence or threatened existence of a local emergency when the City of Lakeport is
affected or likely to be affected by a public calamity and the City Council is not in session,
subject to ratification by the City Council within seven (7) days; and
WHEREAS, conditions of extreme peril to the safety of persons and property have arisen
within this City as a result of a fire commencing on or about 1:01 p.m. on the 27th day of
JuneJuly, 2018, called the River Fire and later re-named the Mendocino Complex along with the
Ranch Fire, which commenced on or about 12:05 p.m. on the 27th day of July, 2018, at which
time the City Council of the City of Lakeport was not in session; and
WHEREAS, the City Manager, acting as the Director of Emergency Services of the City of
Lakeport, did proclaim the existence of a local emergency within the City on the 28th day of
July, 2018; and
WHEREAS, the Governor of the State of California proclaimed a state of emergency in

the Lake County as a result of the Mendocino Complex on the 28th day of July, 2018; and
WHEREAS, the City Council does hereby find that aforesaid conditions of extreme peril
did warrant and necessitate the proclamation of existence of a local emergency.
NOW, THEREFORE, IT IS HEREBY RESOLVED AND ORDERED that the City Council hereby
proclaims a local emergency due to the existence or threatened existence of conditions of
disaster or of extreme peril to the safety of persons and property within the City of Lakeport;
and
IT IS FURTHER RESOLVED AND ORDERED that the Director of Emergency Services’

Proclamation of Existence of a Local Emergency is hereby ratified and confirmed; and
IT IS FURTHER RESOLVED AND ORDERED that the local emergency shall be deemed to
continue to exist until its termination is proclaimed by the City Council of the City of Lakeport;
and
IT IS FURTHER RESOLVED AND ORDERED that during the existence of this local
emergency the powers, functions and duties of the Disaster Council of the City of Lakeport and
its Director of Emergency Services shall be those prescribed by state law, and by the ordinances
and resolutions of this City; and
1
ATTACHMENT 1
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Continuation of Local Emergency Declaration – February MEETING DATE: 03/03/2020
Storms

of Emergency due to conditions of extreme peril as a result of the February 2019 Storms and provide
direction.
On February 28, 2019, the Director of Emergency Services for the City of Lakeport declared a local State
of Emergency in connection with the conditions of extreme peril to the safety of persons and property
within the city as a result of the February 2019 storms. In accordance with the Emergency Services Act
Section 8630(b) and Lakeport Municipal Code section 2.28.130, the City Council ratified the declared
emergency on March 5, 2019, March 19, 2019, April 2, 2019, April 16, 2019, May 7, 2019, May 21, 2019,
June 4, 2019, June 18, 2019, July 16, 2019, August 6, 2019, September 3, September 17, 2019, October
1, 2019, October 22, 2019, November 5, 2019, November 19, 2019, December 3, 2019, December 17,
2019, January 7, 2020, January 21, 2020, February 4, 2020, and February 18, 2020, under Resolution
2704 (2019). Under Lakeport Municipal Code section 2.28.150, the City Council shall review, at least
every 14 days, the need for continuing the emergency declaration until the local emergency is
terminated.
Since a need still exists for the declaration, Council is asked to review and continue the declaration.
Should the need continue, staff will return this item at the next regularly scheduled City Council
meeting.
OPTIONS:
the February 2019 storms; or proclaim the termination of the Local State of Emergency
FISCAL IMPACT:
Meeting Date: 03/03/2020 Page 1 Agenda Item #IV.D.

Comments:
Lakeport.
Meeting Date: 03/03/2020 Page 2 Agenda Item #IV.D.

ATTACHMENT 1
ATTACHMENT 1
CITY OF LAKEPORT
City Council
STAFF REPORT
RE: Continuation of Local Emergency Declaration – Public Safety MEETING DATE: 03/03/2020
Power Shutoff (PSPS)

of Emergency due to electrical outages as a result of extreme fire weather conditions commencing on or
about 6:00 p.m. on the 26th day of October 2019, called the Public Safety Power Shutoff (PSPS) of October
2019
On October 26, 2019, the Director of Emergency Services for the City of Lakeport declared a local State
of Emergency in connection with the conditions of extreme peril to the safety of persons and property
within the city as a result of the October 2019 Public Safety Power Shutoffs (PSPS. In accordance with
the Emergency Services Act Section 8630(b) and Lakeport Municipal Code section 2.28.130, the City
Council ratified the declared emergency on October 31, 2019, under Resolution 2734 (2019). Under
Lakeport Municipal Code section 2.28.150, the City Council shall review, at least every 14 days, the need
for continuing the emergency declaration until the local emergency is terminated.
The City Council, at an emergency meeting on October 31, 2019, ratified the emergency declaration via
Resolution 2734 (2019). The City Council subsequently continued the emergency declaration on
November 5, 2019, November 19, 2019, December 3, 2019, December 17, 2019, January 7, 2020, January
21, 2020, February 4, 2020, and February 18, 2020.
Since a need still exists for the declaration, Council is asked to review and continue the declaration.
Should the need continue, staff will return this item at the next regularly scheduled City Council
meeting.
OPTIONS:
the October Public Safety Power Shutoff; or proclaim the termination of the Local State of Emergency.
FISCAL IMPACT:
Meeting Date: 03/03/2020 Page 1 Agenda Item #IV.E.

Comments:
Lakeport.
2. Emergency Proclamation
Meeting Date: 03/03/2020 Page 2 Agenda Item #IV.E.

2020-005
x 03/03/2020
2020-02-12 Sent for Comments
From: Wanda Gray
To: Hilary Britton
Cc: Lisa Davey-Bates
Subject: Re: Application 2020-010 - Dickens Faire
Date: Thursday, February 13, 2020 10:35:07 AM
Hilary
No concerns from Transit on the 4 applications submitted yesterday.
Thank you,
Wanda Gray
Director Regional Operations

Paratransit Services
Operators of Lake Transit
"Providing Quality Coordinated Transportation and community services since 1980"
Direct: (707) 994-3384 ext 5

Cell: (707)951-6403
Fax: (707) 994-3387
Email: WLG@paratransit.net
https://urldefense.proofpoint.com/v2/url?u=http-
3A__www.paratransit.net&d=DwIFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=-
SIUPJ1f77PB9b9OKMFTYkEe1bpwLfQNWFAi_lfWrY8&m=xAwfYZUYvpcJ-
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>>> Hilary Britton <hbritton@cityoflakeport.com> 2/12/2020 5:34 PM >>>

Hi all,
Please find attached application 2020-010 for the 2020 Dickens Faire sponsored by the Lakeport Main Street
Association, for your review and comments.
From: Dale Stoebe
To: Hilary Britton
Subject: Re: Application 2020-005 - Public Memorial Day Parade
Date: Thursday, February 13, 2020 1:36:11 PM
Attachments: image002.png
No issues
Dale
On Wed, Feb 12, 2020 at 4:40 PM Hilary Britton <hbritton@cityoflakeport.com> wrote:
Hi all,
Please find attached application 2020-005 for the 2020 Memorial Day parade for your
review and comments.
We would like to submit this application for City Council approval at the meeting of March
3, 2020, so please have your comments back to me by Monday, February 24, 2020.
Thank you, as always, for your input.
Hilary Britton
Deputy City Clerk/Records Supervisor
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102
hbritton@cityoflakeport.com
E-mail correspondence and attachments with the City of Lakeport may be subject to the California
Public Records Act, and as such may therefore be subject to public disclosure unless otherwise
exempt under the Act.

2020-006
x 03/03/2020
From: Dale Stoebe
To: Hilary Britton
Subject: Re: Application 2020-006
No issues
Dale
Hi all,
Please find attached application 2020-006 for the 2020 4th of July Arts & Crafts Fair
sponsored by the Lakeport Main Street Association, for your review and comments.
We would like to submit this for Council approval at the 03/03/2020 Council meeting, so
please have your comments back to me by 02/24/2020.
As always, thank you for your input.
Hilary Britton
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102

From: Wanda Gray
To: Hilary Britton
Hilary
Thank you,
Wanda Gray

Direct: (707) 994-3384 ext 5

Cell: (707)951-6403
Fax: (707) 994-3387

Hi all,
From: Dale Stoebe
To: Hilary Britton
Subject: Re: Application 2020-007 - Taste of Lake County
No issues
Dale
Hi all,
Please find attached application 2020-007 for the 2020 Taste of Lake County event
Hilary Britton
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102

From: Wanda Gray
To: Hilary Britton
Hilary
Thank you,
Wanda Gray

Direct: (707) 994-3384 ext 5

Cell: (707)951-6403
Fax: (707) 994-3387

Hi all,
2020-008
x 03-03-2020
2020-02-12 Sent for comments
From: Dale Stoebe
To: Hilary Britton
Subject: Re: Application 2020-008 - Pumpkin and Dia De Los Muertos Festival
No issues
Dale
Hi all,
Please find attached application 2020-008 for the 2020 Pumpkin and Dia De Los Muertos
Festival in October for your review and comments.
Thank you for your input!
Hilary Britton
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102

From: Wanda Gray
To: Hilary Britton
Hilary
Thank you,
Wanda Gray

Direct: (707) 994-3384 ext 5

Cell: (707)951-6403
Fax: (707) 994-3387

Hi all,
2020-009
03/03/2020
From: Dale Stoebe
To: Hilary Britton
Subject: Re: Application 2020-009 - Trick or Treat on Main Street
No issues.
Dale
Hi all,
Please find attached application 2020-009 for the 2020 Trick or Treat Main Street event
Hilary Britton
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102

From: Wanda Gray
To: Hilary Britton
Hilary
Thank you,
Wanda Gray

Direct: (707) 994-3384 ext 5

Cell: (707)951-6403
Fax: (707) 994-3387

Hi all,
2020-010
x 03/03/2020
From: Dale Stoebe
To: Hilary Britton
No issues
dale
Hi all,
Please find attached application 2020-010 for the 2020 Dickens Faire sponsored by the
Lakeport Main Street Association, for your review and comments.
Hilary Britton
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102

From: Wanda Gray
To: Hilary Britton
Hilary
Thank you,
Wanda Gray

Direct: (707) 994-3384 ext 5

Cell: (707)951-6403
Fax: (707) 994-3387

Hi all,
CITY OF LAKEPORT
City Council
Lakeport Industrial Development Agency
STAFF REPORT
RE: Review of Conflict of Interest Code MEETING DATE: 03/03/2020
SUBMITTED BY: Kelly Buendia, City Clerk

The City Council is being asked to adopt a resolution amending the Conflict of Interest Code as recommended by
staff.
The Political Reform Act requires every local government agency to review its Conflict of Interest Code biennially
(even years), or when there are changes to job descriptions/responsibilities. The Conflict of Interest Code tells
public officials, governmental employees, and consultants what financial interests they must disclose on their
Statement of Economic Interests (Form 700). It is the basis for the transparency that California's Political Reform
Act requires of public officials.
Conflict of interest codes should be changed if there are substantial changes to the city's organizational
structure or if there have been positions that have been eliminated or added. The City of Lakeport's Conflict of
Interest Code was last revised in March of 2019, and changes were made at that time.
Upon review of the duties of the newly created Assistant City Manager classification, staff recommends that the
Conflict of Interest Code be amended to add this position as a Category 1 designated employee. A “designated
employee” is an officer, employee, member or consultant of an agency whose position is designated in the code
because the position entails the making or participation in the making of governmental decisions which may
foreseeably have a material effect on any financial interest.
The Council can amend the Code as recommended by resolution.
OPTIONS:
The Council could reject the change or request additional changes to the Conflict of Interest Code.
FISCAL IMPACT:
Comments:
SUGGESTED MOTIONS:
Move to adopt a resolution amending and adopting an updated Conflict of Interest Code.
Meeting Date: 03/03/2020 Page 1 Agenda Item #IV.L.
Attachments: 1. Resolution
2. Conflict of Interest Code in Strikethrough Format
3. 2020 Biennial Notice
Meeting Date: 03/03/2020 Page 2 Agenda Item #IV.L.

RESOLUTION NO. (2019)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF LAKEPORT, THE SUCCESSOR AGENCY TO THE LAKEPORT
REDEVELOPMENT AGENCY, THE BOARD OF THE CITY OF
LAKEPORT MUNICIPAL SEWER DISTRICT, THE LAKEPORT
INDUSTRIAL DEVELOPMENT AUTHORITY AND THE MUNICIPAL
FINANCING AGENCY OF LAKEPORT
AMENDING AND ADOPTING AN UPDATED CONFLICT OF
INTEREST CODE
WHEREAS, Government Code section 87300 of the Political Reform Act, requires state
and local government agencies to adopt and promulgate Conflict of Interest Codes; and
WHEREAS, the Fair Political Practices Commission has adopted a regulation, title 2,
section 18730 of the California Code of Regulations, which contains the terms of a standard Conflict
of Interest Code that can be incorporated by reference and will be amended to conform to
amendments of the Political Reform Act;
WHEREAS, the Conflict of Interest Code designates positions required to file a Statement
of Economic Interests, Form 700, and assigns disclosure categories specifying the types of interests
to be reported; and
WHEREAS, the Political Reform Act also requires every government agency to amend its
Conflict of Interest Code when changed circumstances necessitate an amendment and review its
Conflict of Interest Code biennially to determine if changed circumstances require an amendment to
the Conflict of Interest Code; and
WHEREAS, staff has recommended amendments to the Conflict of Interest Code adopted
March 5, 2019 based on changed circumstances; and
WHEREAS, under Assembly Bill 1484, as modified ABx1 26, the Successor Agency to the
City of Lakeport Redevelopment Agency is a separate legal entity from the City that formed the
former Redevelopment Agency; and
WHEREAS, the City of Lakeport Municipal Sewer District, the Lakeport Industrial
Development Authority and the Municipal Financing Agency of Lakeport are also each separate
legal entities from the City.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of

Lakeport, the Successor Agency to the Lakeport Redevelopment Agency, the Board of the City
of Lakeport Municipal Sewer District, the Board of the Lakeport Industrial Development Authority
and the Board of the Municipal Financing Agency of Lakeport hereby adopt the Conflict of Interest
Code attached as Exhibit A, and;
158064.1
THIS RESOLUTION was passed by the City Council of the City of Lakeport in its
capacity as such and as the Board of the Successor Agency to the Lakeport Redevelopment Agency,
and the Board of the City of Lakeport Municipal Sewer District, and the Board of the Lakeport
Industrial Development Authority, and the Board of the Municipal Financing Agency of Lakeport at
a regular meeting thereof on the 3rd day of March, 2020, by the following vote:
AYES:
NOES:
ABSTAINING:
ABSENT:
_________________________________
GEORGE SPURR, Mayor
ATTEST:
_______________________________
KELLY BUENDIA, City Clerk
158064.1
Conflict of Interest Code
City of Lakeport, City of Lakeport Municipal Sewer District,
City of Lakeport Redevelopment Successor Agency, Lakeport
Industrial Development Authority, and Municipal Financing
Agency of Lakeport
Purpose
The Political Reform Act (Government Code Section 81000, et seq.) requires state and local
agencies to adopt and promulgate conflict of interest codes.
Incorporation of Section 18730 of the California Code of Regulations

The Fair Political Practices Commission has adopted a regulation (2 Cal. Code of Regs.,
Section 18730) that contains the terms of a standard conflict of interest code and may be incorporated
by reference in an agency’s code. After public notice and hearing, the standard code may be amended
by the Fair Political Practices Commission to conform to amendments in the Political Reform Act.
Therefore, the terms of 2 California Code of Regulations Section 18730 and any amendments to it duly
adopted by the Fair Political Practices Commission are hereby incorporated by reference. This
regulation and the attached appendices designating positions and establishing disclosure requirements
shall constitute the conflict of interest code of the City of Lakeport.
Filing
Individuals holding designated positions shall file their statements with the City Clerk, who shall
be the filing officer for the City of Lakeport, the City of Lakeport Municipal Sewer District, the City of
Lakeport Redevelopment Successor Agency, the Lakeport Industrial Development Authority, and the
Municipal Financing Agency of Lakeport and who shall retain the statements and make the statements
available for public inspection and reproduction pursuant to Government Code Section 81008.
Government Code Section 87200 Filers

The following positions are not covered by this code because they must file under Government
Code Section 87200 and, therefore, are listed for informational purposes only:
City Council Members

Planning Commissioners
City Manager
City Attorney
City Treasurer
Officials who manage public investments
Individuals holding the above-listed positions may contact the Fair Political Practices
Commission for assistance or written advice regarding their filing obligations if they believe that their
1 Conflict of Interest Code revised 03/05/2019

position has been categorized incorrectly. The Fair Political Practices Commission makes the final
determination whether a position is covered by Government Code Section 87200.

Exhibit A
Designated Employees
A “designated employee” is an officer, employee, member or consultant of an agency whose

position is designated in the code because the position entails the making or participation in the making
of governmental decisions which may foreseeably have a material effect on any financial interest.
Making a governmental decision means the person (1) votes on a matter; (2) appoints a person;
(3) obligates or commits his or her agency to any course of action; or (4) enters into any contractual
agreement on behalf of his or her agency.
Participating in making of a decision means the person (1) negotiates, without significant
substantive review, with a governmental entity or private person regarding the decision; or (2) advises
or makes recommendations to the decision-maker by conducting research or an investigation, preparing
or presenting a report, analysis or opinion which requires the exercise of judgment on the part of the
employee and the employee is attempting to influence the decision.
Designated Employee Disclosure Categories

Administrative Services Director/City Clerk 1
Assistant City Manager 1
Building Official 1
City Engineer 1
Community Development Director 1
Finance Director 1
Associate Planner 1
Police Chief 1
Public Works Director 1
Utilities Superintendent 1
City of Lakeport Municipal Sewer District (CLMSD) Board Members 1
Lakeport Industrial Development Authority Board Members 1
Municipal Financing Agency of Lakeport Board Members 1
Consultants who making (not just recommend) governmental decisions, such as whether to 1
approve a rate, rule, or regulation, whether to issue, deny, suspend, or revoke any permit,
license, application, certificate or similar authorization, adopt or grant City approval to plan,
design, report, study, or adopt or grant City approval of policies, standards, or guidelines for
the City or any subdivision thereof. 1
Consultants who act in a staff capacity with the City and in that capacity perform the same or Same level as the comparable
substantially the same or substantially all the same duties for the City that would otherwise be designated position identified
performed by an individual holding a designated position in the City’s Conflict of Interest Code elsewhere in the Code
1Consultants are included in the list of designated positions and shall disclose pursuant to the broadest disclosure category in the code, subject
to the following limitation:
The City Manager may determine in writing that a particular consultant, although a “designated position,” is hired to perform a range of duties
that is limited in scope and thus is not required to fully comply with the disclosure requirements in this section. Such written determination
shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements.
The City Manager’s determination is a public record and shall be retained for public inspection in the same manner and location as this conflict
of interest code (Government Code Section 81008).
Exhibit B
Disclosure Categories
Individuals holding designated positions must report their interests according to their assigned
disclosure category(ies).
Category 1
Designated employees in Category 1 must report all interests in real property located within the
jurisdiction of the City of Lakeport or within two miles of the boundaries of the City of Lakeport or within
two miles of any land owned or used by the City of Lakeport. For the purposes of disclosure only, an
interest in real property does not include the principal residence of the filer. Category A filers must also
report all interests in investments, business positions in business entities and sources of income,
including gifts, loans, and travel payments from all sources.
Category 2
Designated employees in Category 2 must report all interests in real property located within the
jurisdiction of the City of Lakeport or within two miles of the boundaries of the City of Lakeport or within
two miles of any land owned or used by the City of Lakeport.
Category 3
Designated employees in Category 3 must report all interests in business positions in business
entities and sources of income, including gifts, loans, and travel payments from sources that provide
services, supplies, materials, machinery, or equipment of the type utilized by the City of Lakeport.
Category 4
Designated employees in Category 4 must report all investments in business entities and all
sources of personal and business entity income, including loans, gifts, and travel payments from sources
that provide services, supplies, materials, machinery, or equipment of the type utilized by the
designated position’s division or department.
Category 5
sources of personal and business entity income, including loans, gifts, and travel payments, from sources
that filed a claim against the agency during the previous two years or have a claim pending.
Category 6
sources of personal and business entity income, including loans, gifts, and travel payments from sources
of the type to request an entitlement to use agency property or facilities, including, but not limited to a
license, utility permit, or station vendor permit.

2020 Local Agency Biennial Notice
Name of Agency:
Mailing Address:
Contact Person: Phone No.
Email: Alternate Email:
Accurate disclosure is essential to monitor whether officials have conflicts of interest and to
help ensure public trust in government. The biennial review examines current programs to
ensure that the agency’s code includes disclosure by those agency officials who make or
participate in making governmental decisions.
This agency has reviewed its conflict of interest code and has determined that (check one BOX):

✔ An amendment is required. The following amendments are necessary:
(Check all that apply.)

● Include new positions
 Revise disclosure categories
 Revise the titles of existing positions
 Delete titles of positions that have been abolished and/or positions that no longer make or
participate in making governmental decisions
 Other (describe)
 The code is currently under review by the code reviewing body.
 No amendment is required. (If your code is over five years old, amendments may be
necessary.)
Verification (to be completed if no amendment is required)
This agency’s code accurately designates all positions that make or participate in the making of governmental
decisions. The disclosure assigned to those positions accurately requires that all investments, business
positions, interests in real property, and sources of income that may foreseeably be affected materially by the
decisions made by those holding designated positions are reported. The code includes all other provisions
required by Government Code Section 87302.
__________________________________________ _________________________
Signature of Chief Executive Officer Date
All agencies must complete and return this notice regardless of how recently your code was approved or
amended. Please return this notice no later than October 1, 2020, or by the date specified by your agency, if
earlier, to:
Lakeport City Council, 225 Park St., Lakeport CA 95453
PLEASE DO NOT RETURN THIS FORM TO THE FPPC.
www.fppc.ca.gov
FPPC Advice: advice@fppc.ca.gov (866.275.3772)
Page 1 of 1
CITY OF LAKEPORT
City Council
Lakeport Industrial Development Agency
STAFF REPORT
RE: Records Retention Schedule Update: Version 8.0 MEETING DATE: 03/03/2020
SUBMITTED BY: Kelly Buendia, Administrative Services Director

The City Council is being asked to adopt a resolution modifying its current Records Retention Schedule.
The Administrative Services Director/City Clerk administers the City’s Records Management Program, including
its records retention policies. A consultant, Gladwell Governmental Services, Inc., was brought in as an expert in
local government records to assist with the Records Management Program.
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 schedule is
not intended to be a static document, but instead, should be updated periodically to reflect current laws and
best practices.
The City adopted a retention schedule created by Gladwell Governmental Services for the records retention
policy in 2015, and has subsequently amended the retention schedule annually to reflect changes in statutes
that affect recommended retention periods. This is the legal update for 2019-20, version 8.0.
Ms. Gladwell recommended the City modify the retention period for several records series in order to be in
alignment with current statutes (as of 2020), best practices of other cities, and in full compliance with law.
These changes are incorporated as Exhibit A of the proposed resolution, and highlighted in strike-through
format as Attachment 1 to this staff report.
Notable among the proposed changes are as follows:
1. City Wide: Changes to references.
2. City Clerk: CC-010- Addition of Harassment Prevention Training Certificates to Record Series; Achanges
to references.
3. Human Resources: HR-027 – Changes to references
4. Police: PD-029 – Citations – Change retention to 5 years; PD-069 – Changes to references; PD-071 –
Changes to references.
5. Building & Code Enforcement: Change to references.
6. Housing: Change to references
7. Water: WTR-018 – Add Emergency Response Plan / Risk & Resiliency Assessment / Hazard Mitigation
Plan; Changes to references
The adoption of this revised retention schedule will result in efficiency gains and cost savings.
OPTIONS:
Meeting Date: 03/03/2020 Page 1 Agenda Item #IV.M.
Adopt revised retention schedule or provide direction to staff.
FISCAL IMPACT:
Comments: The City will realize significant savings both in labor and storage expenses; including the avoidance
of future storage and/or construction costs.
SUGGESTED MOTIONS:
Move to adopt the proposed resolution adopting a records retention schedule, and authorizing destruction of
certain City records and rescinding Resolution No. 2712 (2019).
Attachments: 1. Proposed Resolution

2. Proposed Changes to Retention Schedule in Strike-Through Format
Meeting Date: 03/03/2020 Page 2 Agenda Item #IV.M.

RESOLUTION NO. XXXX (2020)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT

ADOPTING A RECORDS RETENTION SCHEDULE, AND
AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING
RESOLUTION NO. 2712 (2019)
WHEREAS, the maintenance of numerous records is expensive, slows document

retrieval, and is not necessary after a certain period of time for the effective and efficient
operation of the government of the City of Lakeport; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a
procedure whereby any City record which has served its purpose and is no longer required may
be destroyed; and
WHEREAS, the City of Lakeport has adopted guidelines for retention period for various
government records, which the City previously adopted pursuant to Resolution No. 2698
(2019);
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKEPORT DOES RESOLVE AS
FOLLOWS:
Section 1. Resolution 2712 (2019) is hereby rescinded.
Section 2. The records of the City of Lakeport, as set forth in the Records Retention
Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby
authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of
the State of California and in accordance with the provision of said schedule upon the request
of the Department Head and with the consent in writing of the City Clerk and City Attorney,
without further action by the City Council of the City of Lakeport.
Section 3. The City Clerk shall certify to the passage and adoption of this resolution and
enter it into the book of original resolutions.
Section 4. This resolution shall become effective immediately upon its passage and
adoption.
The foregoing Resolution was passed and adopted at a regular meeting of the City
Council on the 3rd day of March, 2020, by the following vote:
AYES:
NOES:
ABSTAINING:
ABSENT:
___________________________________
GEORGE SPURR, Mayor
ATTEST:
_______________________________
KELLY BUENDIA, City Clerk
Ver. 8.0 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.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Accident, Incident, Injury Copies - Copies -
AS / Human reports: EMPLOYEES, with When No When No Mag, Copies retained for reference;
CW-001
Resources associated MSDS, if a Longer Longer Ppr GC §34090.7
chemical was involved Required Required
Copies - Copies -
AS / Human Accident, Incident, Injury When No When No Mag, Copies retained for reference;
CW-002
Resources reports: PUBLIC Longer Longer Ppr GC §34090.7
Required Required
Accounts Payable, Invoices,
Petty Cash, Travel
Copies - Copies -
Reimbursement, Warrant All originals go to Finance
When No When No Yes: Before Mag,
Finance CW-003 Requests, etc. (these are copies); GC
Longer Longer Payment Ppr
§34090.7
Required Required
ALL backup is forwarded to
Finance
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-004 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)
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2019
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Agenda Packets / Staff Copies - Copies -

Mag,
Reports: City Council / When No When No Yes: After
AS / City Clerk CW-005 Mfr, OD, S GC §34090.7
Redevelopment / Successor Longer Longer QC &OD
Ppr
Agency / Oversight Board Required Required
Agreements & Contracts ALL

Copies - Copies - All agreements that are
Mag, Yes: Upon
When No When No approved by the City Council
AS / City Clerk CW-006 (Specifications / Scope of Mfr, OD, S Completio
Longer Longer are sent to the City Clerk; GC
Work, Notices of Completion, Ppr n
Required Required §34090.7
etc.)
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-007 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

Office of
Record
Destroy
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Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Some grant funding agencies

require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Agreements & Contracts: Published Audit Standards=4-7
10 years or
ADMINISTRATIVE FILES Completion + years; Statute of Limitations:
After
(with Grant Funding) 10 years or Contracts & Spec's=4 years,
Funding
After Funding Mag, Yes: Upon Wrongful Death=comp. + 5
Agency Yes: Before
Lead Dept. CW-008 (Correspondence, Project Completion Agency Audit, Mfr, OD, S/I Completio years, Developers=comp. + 10
Audit, if Completion
Administration, Project if required, Ppr n years; Statewide guidelines
required,
Schedules, Certified Payrolls, whichever is propose termination + 5 years;
whichever is
Insurance Certificates, longer CCP §337 et. seq., 2 CFR
longer
Invoices, Logs, RFP, etc.) 200.333; 21 CFR 1403.36 &
1403.42(b); 24 CFR 91.105(h),
92.505, & 570.502(a), 29 CFR
97.42; OMB Circular A-133;
GC §34090
Agreements & Contracts:

UNSUCCESSFUL BIDS,
The RFP / RFQ and the
UNSUCCESSFUL
successful proposal becomes
PROPOSALS or RESPONSES Mag,
Lead Dept. CW-009 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

Office of
Record
Destroy
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Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Copies - Copies -
Audits / Audit Reports / CAFR -
When No When No Mag,
Finance CW-010 Comprehensive Annual Copies; GC §34090.7
Longer Longer Ppr
Financial Reports
Required Required
Bids: See Agreements &
CW-011
Contracts
When No When No
Boards and Committees: Longer Longer City preference; State law only
Tape
Staffing Dept. CW-012 AUDIO RECORDINGS of Required - Required - requires for 30 days; GC
(Mag)
Meetings / Audio Tapes Minimum 2 Minimum 2 §54953.5(b)
years years
Boards, Commissions, &

Committees: City Council
All recommendations are
Subcommittees Mag,
Staffing Dept. CW-013 2 years 2 years presented to the City Council;
Ppr
GC §34090 et seq.
(Composed solely of less than
a quorum of the City Council)

Committees: External
When No When No
Organizations Mag,
CW-014 Longer Longer Non-records
Ppr
Required Required
(e.g. County Board of
Supervisors)

Office of
Record
Destroy
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Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Committees: Residents When No When No
Advisory Bodies Formed by Longer Longer
Mag, filed within 30 or 90 days of
Staffing Dept. CW-015 CITY COUNCIL Required - Required -
Ppr action; GC §§34090,
Minimum 2 Minimum 2
54960.1(c)(1)
AGENDAS, AGENDA years years
PACKETS
Committees: Residents Notes taken to facilitate the
Advisory Bodies Formed by Mag, writing of the minutes can be
Staffing Dept. CW-016 CITY COUNCIL P P Yes Mfr, OD, S No destroyed after minutes have
Ppr been adopted; GC §34090 et
MINUTES, RESOLUTIONS & seq.
BYLAWS
Brochures: See Reference
CW-017
Materials
Copies - Copies -
Mag, Final must be filed with County
When No When No Yes: Current Yes: After
Finance CW-018 Budgets - Finals Mfr, OD, S/I Auditor; GC §34090.7, 40802,
Longer Longer Fiscal Year 5 years
Ppr 53901
Required Required
Cash Receipts Detail / Backup

Lead Dept. & Mag, City preference (not all detail is
CW-019 / Accounts Receivable Detail / 2 years 2 years
Finance Ppr sent to Finance); GC §34090
Refund Detail

Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
When No When No
Longer Longer Mag,
Department Preference; GC
Lead Dept. CW-020 City Attorney Opinions Required - Required - Yes Mfr, OD, S
§34090
Minimum 2 Minimum 2 Ppr
years years
Copies - Copies -
When No When No
AS / City Clerk Mag,
Longer Longer Yes: Before Yes: After
AND Finance / CW-021 Claims Mfr, OD, S/I GC §§34090.7, 34090.6
Required Required Settlement Settlement
Risk Manage. Ppr
(Upon (Upon
Settlement) Settlement)
Committees Internal -
Attended by employees: All
Records
Mag,
Lead Dept. CW-022 2 years 2 years GC §34090
Ppr
(e.g. Records Management
Committee, In-House Task
Forces, etc.)
City preference; Statute of

When No When No
Limitations for personal
Lead Complaints / Concerns from Longer Longer
Mag, property, fraud, etc. is 3 years;
(Responding) CW-023 Citizens Computer Tracking Required - Required -
Ppr Claims must be filed in 6
Dept. Software or Correspondence Minimum 2 Minimum 2
months; CCP §§338 et seq.,
years years
340 et seq., 342, GC §34090
CW-024 Contracts: See Agreements

Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Copies - Copies -
Copies or duplicates of any When No When No
CW-025 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-026 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.)

Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Electronic and paper records

are filed and retained based
Correspondence -
upon their content. E-mails,
TRANSITORY /
electronic records, or social
PRELIMINARY DRAFTS,
media postings where either
Interagency and Intraagency
the Content relates in a
Memoranda not retained in the
substantive way to the
ordinary course of business
conduct of the public's
Content NOT Substantive, or business, or ARE made or
Dept. that NOT made or retained for the retained for the purpose of
Authors purpose of preserving the preserving the informational
Document informational content for When No When No content for future reference
Mag, are saved outside the e-mail
or CW-027 future reference Longer Longer
Ppr system by printing them out
Receives the Required Required
City's Original (e.g. calendars, checklists, e-mail and placing them in a file
Document or social media posting, invitations, folder, or saving them
instant messaging, inventories, electronically; If not mentioned
logs, mailing lists, meeting room here, consult the City Attorney
registrations, supply inventories, to determine if a record is
telephone messages, text considered transitory /
messages, transmittal letters, preliminary drafts. GC §34090,
thank yous, requests from other GC §6252; 64 Ops. Cal. Atty.
cities, undeliverable envelopes, Gen. 317 (1981)); City of San
visitors logs, voice mails,
Jose v. Superior Court (Smith).
webpages, etc.)
S218066. Supreme Court of
California, 2017

Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Copies - Copies -
Deeds, Easements, Final When No When No Mag, Send all originals to the City
AS / City Clerk CW-028
Orders of Condemnations (All) Longer Longer Ppr Clerk; GC §34090.7
Required Required
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-029 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,
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-031 (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,

Applications, Correspondence) Ppr

Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Grants / CDBG / Reimbursable Meets auditing standards;

Claims / FEMA Claims or OES 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 Admin. Requirements for
After
audit, if required) Grants to Local Governments
Funding After Funding
is 3 years from expenditure
Agency Agency Audit,
Applications (successful), grant Mag, report or final payment of
Lead Dept. CW-033 agreement, program rules, 2 years Audit, if if required -
Ppr grantee or subgrantee;
regulations & procedures, reports Required - Minimum 5
statewide guidelines propose 4
to grant funding agencies, Minimum 5 years
years; 2 CFR 200.333; 21 CFR
correspondence, audit records, years
1403.36 & 1403.42(b); 24 CFR
completion records
91.105(h), 92.505, 570.490, &
Excludes State Prop 1B (2006 570.502(a&b), 29 CFR 97.42;
Transportation Projects), which the OMB Circular A-110 & A-133;
State requires for 35 years GC §34090
Send all grievances to Human

Resources; All State and
Copies - Copies -
Personnel / AS Federal laws require retention
Grievances and Informal When No When No Yes: Before Mag,
/ Human CW-034 until final disposition of formal
Complaints (Employees) Longer Longer Disposition Ppr
Resources complaint; State requires 2
Required Required
years after action is taken; GC
§§12946, 34090

Office of
Record
Destroy
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Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Longest Statute of
Limitations is 10 years;
Insurance Certificates -
Mag, Conforms with Agreement
Miscellaneous (from outside Yes:
Mfr, Yes - After Retention (usually filed with
Lead Dept. CW-035 companies, that cannot be 11 years 11 years Before S
OD, QC & OD agreement); statewide
matched with a contract or Completion
Ppr guidelines propose
agreement)
permanent; CCP §337 et
seq.; GC §34090
Copies - Copies -
When No When No
Mag, Risk Management
Lawsuits, Litigation, Pending Longer Longer Yes: Before Yes: After
City Attorney CW-036 Mfr, OD, S/I administrates claim; GC
Litigation Required Required Settlement Settlement
Ppr §§34090.7, 34090.6
(Upon (Upon
Settlement) Settlement)
Originals are signed by the

Mag,
Lead Dept. CW-037 Leave Slips 5 years 5 years employee, and not forwarded
Ppr
to Finance; GC §34090

Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Previous MSDS may be

obtained from a service; MSDS
may be destroyed as long as
a record of the chemical /
Material Safety Data Sheet substance / agent, where &
(MSDS) / Safety Data Sheet when it was used is
While Mag,
(SDS) Chemical Use Report Yes - After maintained for 30 years;
Lead Dept. CW-038 Chemical In 30 years 30 years Mfr, OD, S
Form (or records of the QC & OD Applies to qualified employers;
Use Ppr
chemical / substance / agent, Claims can be made for 30
where & when it was used) years for toxic substance
exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29
CFR 1910.1020(d)(1)(i), GC
§34090
Copies - Copies -
Mag, Originals maintained by City
When No When No
AS / City Clerk CW-039 Minutes - City Council Yes (all) Mfr, OD, S No Clerk Permanently; GC
Longer Longer
Ppr §34090.7
Required Required
Copies - Copies - Return any whole unused

Mag,
Municipal Code (these are When No When No Yes: Current codes to the City Clerk;
AS / City Clerk CW-040 Mfr, OD, I No
copies) Longer Longer Original Originals maintained by City
Ppr
Required Required Clerk Permanently; GC §34090
When No When No Non-records - may be obtained

Lead Dept. CW-041 Newspaper Clippings Longer Longer Ppr from the newspaper company;
Required Required GC §34090

Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Statute of Limitations on
Notices: Public Hearing
Mag, Municipal Government actions
Staffing Dept. CW-042 Notices and Proofs of 2 years 2 years
Ppr is 3 - 6 months; CCP§337 et
Publications
seq; GC §34090
Copies - Copies -
Mag,
When No When No Originals maintained by City
AS / City Clerk CW-043 Ordinances - City Council Yes (all) Mfr, OD, S No
Longer Longer Clerk Permanently; GC §34090
Ppr
Required Required

Overtime Sheets / Overtime Mag,
Lead Dept. CW-044 5 years 5 years employee, and not forwarded
Cards Ppr
to Finance; GC §34090
Send to Send to
Ensure records kept in
Human Human
Department files comply with
AS / Human Resources Resources Before Mag,
CW-045 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-046 into into Annual
Notes) Ppr performance evaluation, or to
Performance Performance Evaluation
document progressive
Evaluation Evaluation
discipline; GC §34090 et seq.
Mag,
Lead Dept. CW-047 Personnel Work Schedules 2 years 2 years GC §34090
Ppr

Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Prop. 218 Fees & Charges:
Lead Dept. CW-048 Ballots and/or protest letters, 2 years 2 years Ppr GC §53753(e)(2)
Mailing List
Transitory records not retained

Prop. 218 Fees & Charges:
Lead Dept. CW-049 3 months 3 months Ppr in the ordinary course of
Undeliverable Mail
business; GC §34090
Public Relations / Press Mag,

Releases Ppr
Lead Dept. Real Estate Appraisal Reports: Not accessible to the public;
Mag,
(Who Ordered CW-051 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-052 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 91.105(h), &
years years 570.502(b); 29 CFR 97.42, GC
§34090
Copies - Copies -
Records Destruction Lists /
When No When No Mag,
AS / City Clerk CW-053 Certificate of Records GC §34090.7
Longer Longer Ppr
Destruction
Required Required

Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Reference Materials: Policies,

Procedures, Brochures, Flyers,
Manuals, Newsletters, etc: When No When No
Mag,
CW-054 Produced by OUTSIDE Longer Longer Non-Records
Ppr
ORGANIZATIONS (League of Required Required
California Cities, Chamber of
Commerce, etc.)
Reference Materials: Policies, When No When No

Procedures, Brochures, Flyers, Longer Longer Statewide guidelines propose
Mag,
Lead Dept. CW-055 Manuals, Newsletters, etc: Required - Required - superseded + 2 or 5 years; GC
Ppr
Produced by YOUR Minimum 2 Minimum 2 §34090
Department years years
Reference Materials: Policies,
Procedures, Brochures, Flyers,
When When Mag,
Lead Dept. CW-056 Manuals, Newsletters, etc: Copies; GC §34090.7
Superseded Superseded Ppr
Produced by OTHER
Departments
Reference or Working Files:
CW-057
See Correspondence
Administratively and
Reports and Studies Mag,
Yes: After Historically significant,
Lead Dept. CW-058 (Historically significant - e.g., 10 years P P Mfr, OD, S/I
10 years therefore retained
Zoning Studies) Ppr
permanently; GC §34090

Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Information is outdated after 10

Reports and Studies (Other years; statewide guidelines
Mag,
Lead Dept. CW-059 than Historically significant 10 years 10 years propose 2 years; If historically
Ppr
reports - e.g. Annual Reports) significant, retain permanently;
GC §34090
Copies - Copies -
Mag, Originals maintained by City
When No When No
AS / City Clerk CW-060 Resolutions - City Council Yes (all) Mfr, OD, S No Clerk Permanently; GC
Longer Longer
Ppr §34090.7
Required Required
When No When No
Longer Longer
Special Projects / Subject Files Mag, Department Preference; GC
Lead Dept. CW-061 Required - Required -
/ Issue Files Ppr §34090 et seq.
Minimum 2 Minimum 2
years years
When No When No
Subject / Reference Files:
Longer Longer
Subjects other than Specifically Mag, Department Preference; GC
Lead Dept. CW-062 Required - Required -
Mentioned in Retention Ppr §34090 et seq.
Minimum 2 Minimum 2
Schedules
years years

Office of
Record
Destroy
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Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Surveys / Questionnaires (that

the City issues).
If a summary of the data is

Mag,
Lead Dept. CW-063 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)
Tapes / DVD Recordings: See

CW-064
Boards & Commissions

employee, and not forwarded
to Finance; Department
preference; Meets auditing
standards (audit + 4 years);
Time Sheets / Time Cards /
Mag, IRS requires 4 years; Ca.
Lead Dept. CW-065 Overtime Sheets / Overtime 5 years 5 years
Ppr requires 2 yr min.; FTB keeps
Cards / Leave Slips
3 years; 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

Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Department preference; Ethics

Training is 5 years; Statewide
Training - ALL COURSE guidelines propose 7 years;
RECORDS Calif. Labor Division is required
to keep their OSHA records 7
Mag,
(Attendance Rosters, Outlines Yes: When years; EEOC/FLSA/ADEA
Lead Dept. CW-066 2 years 5 years 7 years Mfr, OD, S
and Materials; includes Inactive (Age) requires 3 years for
Ppr promotion, demotion, transfer,
Harassment Prevention,
Ethics & Safety training & selection, or discharge; State
Tailgates) Law requires 2 -3 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1602.31, LC §6429(c); GC
§§12946, 34090, 53235.2(b);
53237.2(b)
Department preference (Courts

treat volunteers as
employees);
Volunteer / Unpaid Intern Inactive / Inactive / EEOC/FLSA/ADEA (Age)
Lead Dept. CW-067 Applications & Agreements - Separation + 3 Separation + Ppr requires 3 years for promotion,
Successful years 3 years demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC
§§12946, 34090

Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Department preference (Courts

treat volunteers as
employees);
Volunteer / Unpaid Intern
EEOC/FLSA/ADEA (Age)
Applications & Agreements -
Lead Dept. CW-068 3 years 3 years Ppr requires 3 years for promotion,
Unsuccessful or Pending
demotion, transfer, selection,
Applicants
or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC
§§12946, 34090

Ver. 8.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-1
Office of
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
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATIVE SERVICES / CITY CLERK

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

Council, Redevelopment,
Successor Agency, Oversight
Admin.
Board, Public Financing Yes: Until Mag, Mfr, Department Preference; GC
Services / CC-002 2 years 2 years S No
Authority, Housing Authority, After Meeting OD, Ppr §34090 et seq.
City Clerk
Municipal Finance Authority,
Industrial Development
Authority
Agenda Packets / Staff

Reports - City Council,
Redevelopment, Successor
Admin.
Agency, Oversight Board, Yes: Until Mag, Mfr, Department Preference; GC
Services / CC-003 10 years 10 years S No
Public Financing Authority, After Meeting OD, Ppr §34090 et seq.
City Clerk
Housing Authority, Municipal
Finance Authority, Industrial
Development Authority
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved
Office of
Record
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Center)
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Agreements - 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-004 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.
Office of
Record
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Center)
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Agreements - 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-005 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, Term of Term of

Department preference; GC
Services / CC-006 Commissions or Committees - Office + 2 Office + 2 Mag, Ppr
§34090
City Clerk Successful years years
Admin. Applications for Boards,

Services / CC-007 Commissions or Committees - 2 years 2 years Mag, Ppr GC §34090
City Clerk Unsuccessful
Admin. Committee Rosters / Boards,

Services / CC-008 Commissions and Committees 2 years 2 years Mag, Ppr GC §34090
City Clerk (Maddy Act)
Office of
Record
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Inactive
Center)
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Economic Interest Filings City maintains original

Admin.
(FPPC 700 Series Forms - Mag, Mfr, Yes: After 2 statements; GC §81009(e)&(g);
Services / CC-009 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
Services / CC-010 Harassment Prevention 5 years 5 years S/I GC § §53235.2(b); 53237.2(b)
OD, Ppr year
City Clerk Training Certificates
Admin.
FPPC Form 801 (Gift to Must post on website; GC
Services / CC-011 7 years 7 years Mag, Ppr
Agency Report) §81009e; GC §34090;
City Clerk
Admin.
FPPC Form 802 (Event Ticket Must post on website for 4
Services /
CC-012 / Pass Distributions Agency 7 years 7 years Mag, Ppr years; GC §81009€; GC
City
Report) §34090
Manager
Admin.
FPPC Form 803 (Behested
Services / CC-013 7 years 7 years Mag, Ppr GC §81009e; GC §34090
Payment Report)
City Clerk
Admin.
FPPC Form 804 (Agenda FPPC Regulation 18734(c); GC
Services / CC-014 P P Mag, Ppr
Report of New Positions) §81009e; GC §34090
City Clerk
Admin.
FPPC Form 805 (Agency FPPC Regulation 18734(c); GC
Services / CC-015 P P Mag, Ppr
Report of Consultants) §81009e; GC §34090
City Clerk
Admin. FPPC Form 806 (Agency Must post on website; 2 CCR
Services / CC-016 Report of Public Official 7 years 7 years Mag, Ppr 18702.5; GC §34090; GC
City Clerk Appointments) §81009(e)
Office of
Record
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ELECTIONS - CONSOLIDATED
Campaign Filings (FPPC 400

Admin.
Series Forms & Form 501): Mag, Mfr, Yes: After 2 Paper must be retained for at
Services / CC-017 2 years P P S
SUCCESSFUL CANDIDATES OD, Ppr years least 2 years; GC §81009(b)(g)
City Clerk
(Elected Officials)

Admin.
Series Forms & Form 501): Mag, Mfr, Yes: After 2 Paper must be retained for at
Services / CC-018 5 years 5 years S
UNSUCCESSFUL OD, Ppr years least 2 years; GC §81009(b)(g)
City Clerk
CANDIDATES
Admin. Series Forms): THOSE NOT
Paper must be retained for at
Services / CC-019 REQUIRED TO FILE 4 years 4 years Mag, Ppr
least 2 years; GC §81009(b)(g)
City Clerk ORIGINAL WITH CITY CLERK
(copies)
Admin.
Series Forms): OTHER Paper must be retained for at
Services / CC-020 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-021 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.)
Office of
Record
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Center)
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Admin.
Elections - HISTORY Files Mag, Mfr, Department preference; GC
Services / CC-022 P P S No
(Sample Ballot, Results) OD, Ppr §34090
City Clerk
Results + 8 Results + 8
months, or months, or
Not accessible to the public;
Final Final
The 8 month retention applies
Examination Examination
Admin. after election results, or final
Elections - Petitions (Initiative, if No Election if No Election
Services / CC-023 Ppr examination if no election,
Recall or Referendum) + 1 year after + 1 year
City Clerk unless there is a legal or FPPC
petition after petition
proceeding. EC §§17200(b)(3),
examination examination if
17400
if petition is petition is
insufficient insufficient
(End of Elections Section)

Admin.
Enterprise System Catalogue Minimum 2 Minimum 2
Services / CC-039 Mag GC §34090
(posted on line) years years
City Clerk
City Clerk determines historical

significance; records can
Historical Records & Historical
Admin. address a variety of subjects
Projects (e.g. Incorporation, Mag, Mfr,
Services / CC-024 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
Office of
Record
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Center)
S=Scan QC'd?
Admin. Minutes - City Council,

Mag, Mfr,
Services / CC-025 Redevelopment, Successor P P Yes (all) S No GC §34090
OD, Ppr
City Clerk Agency, Oversight Board, etc.
Admin. When No When No Preliminary drafts not retained

Municipal Code Administration,
Services / CC-026 Longer Longer Mag, Ppr in the ordinary course of
Distribution, etc.
City Clerk Required Required business; GC §34090
Admin. Municipal Code and History

Mag, Mfr,
Services / CC-027 File (always retain 1 2 years P P S No GC §34090
OD, Ppr
City Clerk supplement)
Admin.
Mag, Mfr,
Services / CC-028 Ordinances (City Council) P P Yes (all) S No GC §34090 et. seq.
OD, Ppr
City Clerk
Petitions (submitted to Council

on any subject - Dog Parks,
Admin.
Parking, Traffic Calming, etc.) Law requires 1 year for
Services / CC-029 1 year 1 year Ppr
petitions; GC §50115
City Clerk
See Elections for Initiative,
Recall or Referendum Petitions
Admin.
Services / CC-038 Proclamations 2 years 2 years Mag, Ppr GC §34090
City Clerk
Office of
Record
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Proof of Publication / Public Statute of Limitations on

Hearing Notices / Certificate of Municipal Government actions
Lead Dept. CC-030 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 - Records that

Admin.
Affect the Title to Real Property Mag, Mfr,
Services / CC-031 2 years P P S/I No GC §34090
(Deeds, Easements, Liens, OD, Ppr
City Clerk
Rights of Way, etc.)
Admin. Recordings / Tapes of City Department Preference; State

Services / CC-032 Council Meetings - Audio 2 years 2 years Mag, OD law only requires for 30 days;
City Clerk Recordings GC §54953.5(b)
Department preference; Video
Admin. Recordings / Tapes of City
recording of meetings are only
Services / CC-033 Council Meetings - Video 2 years 2 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-034 Certificates of Records P P S
OD, Ppr QC & OD §34090 et. seq.
City Clerk Destruction
Admin. Records Retention Schedules /

Mag, Mfr,
Services / CC-035 Amendments to Records 10 years P P I GC §34090 et. seq.
OD, Ppr
City Clerk Retention Schedules
Admin.
Services / CC-036 Request for Public Records 2 years 2 years Mag, Ppr GC §34090
City Clerk
Office of
Record
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Resolutions
Admin.
Mag, Mfr,
Services / CC-037 P P Yes (all) S No GC §34090 et. seq.
City Council, Redevelopment, OD, Ppr
City Clerk
Successor Agency, etc.
Admin.
Secretary of State Statement
Services / CC-040 2 years 2 years Mag, Ppr GC §34090 et seq.
of Facts
City Clerk
Ver. 8.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-1
Office of
Record
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ADMINISTRATIVE SERVICES / HUMAN RESOURCES
Department Preference;
Instructions state "Generally,
keep copies of information
Admin. 1095-C, 1094-C (Employer- returns you filed with the IRS or
Services / Provided Health Insurance Offer have the ability to reconstruct
HR-027 2 years 3 years 5 years Mag, Ppr
Human and Coverage & Transmittal the data for at least 3 years,
Resources Form) from the due date of the returns"
IRS: 4 years after tax is due or
paid; 6 CFR 31.6001-1(e)(2),
GC §34090
EEOC / ADEA (Age) requires 1
year after benefit plan
Admin. termination; Federal law requires
Duration of Duration of Yes: For
Services / Benefit Plan Documents 6 years after filing date for
HR-001 the Contract the Contract Duration of Mag, Ppr
Human (CalPERS, Optical, Dental, etc.) retirement; State Law requires 2
+ 6 years + 6 years Contract
Resources years after action; 29 CFR
1627.3(b)(2); 29 USC 1027; GC
§§12946, 3409
CalPERS Benefit Administration
Department Preference; 6 years
Admin.
for retirement benefits; State
Services / (Includes contract amendment,
HR-002 6 years 6 years Mag, Ppr Law requires 2 years after
Human actuarial reports, service credit
action; 29 CFR 1627.3(b)(2); 29
Resources reports, annual employee listing,
USC 1027; GC §§12946, 3409
etc.)
Admin.
Services / CalPERS Reports - Annual
HR-003 2 years 3 years 5 years Mag, Ppr Retained to match other auditing
Human Employer Statements
periods; GC §34090
Resources
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Approved: 5/7/2019
Office of
Record
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Bureau of National Affairs
When No When No recommends 2 years for all
Admin. Classification / Reorganization
Longer Longer supplementary Personnel
Services / Studies (for employee
HR-004 Required - Required - Mag, Ppr records; Wage rate tables are 1
Human classifications and department
Minimum 3 Minimum 3 or 2 years; State requires 2
Resources structures)
years years years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 34090
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
When No When No
Admin. demotion, transfer, selection, or
Longer Longer
Services / Mag, Mfr, Yes: After 1 discharge; State Law requires 2 -
HR-005 Classification Specifications Required - Required - S/I
Human OD, Ppr year 3 years; retirement benefits is 6
Minimum 3 Minimum 3
Resources years from last action; 29 CFR
years years
1602.31 & 1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 34090
Bureau of National Affairs
When No When No recommends 2 years for all
Admin.
Longer Longer supplementary Personnel
Services /
HR-006 Compensation Surveys & Studies Required - Required - Mag, Ppr records; Wage rate tables are 1
Human
Minimum 3 Minimum 3 or 2 years; State requires 2
Resources
years years 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-007 & 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
Office of
Record
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Transitory or source records not
retained in the ordinary course
Admin. When When
of business; CHP audits every 2
Services / Superseded Superseded
HR-008 DMV Pull Notices Mag Ppr years; Bureau of National Affairs
Human or or
recommends 2 years for all
Resources Separated Separated
supplementary Personnel
records; GC §34090
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-009 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
Admin. EEO-4 Reports and records
Services / required to generate EEO-4
HR-010 3 years 3 years Mag, Ppr 29 CFR 1602.30
Human report (Self-Identification Form,
Resources etc.)
Required for 1 year from
termination or 3 years from
hiring, whichever is later; EEOC
Admin.
/ FLSA / ADEA (Age) requires 3
Services / Separation + Separation +
HR-011 I-9s Mag, Ppr years for "any other forms of
Human 3 years 3 years
employment inquiry"; State Law
Resources
requires 2 -3 years; 8 CFR
274a.2; 29 CFR 1627.3(b)(1);
GC §§12946, 34090
Office of
Record
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Labor Relations Files
Admin.
Services / (Negotiation Notes, Department Preference; GC
HR-012 5 years 5 years 10 years Mag, Ppr
Human Correspondence, Interpretation of §34090
Resources MOU Provisions, Documentation,
etc.)
Department preference; EEOC /
FLSA / ADEA (Age) requires 3
Admin. Personnel Background Packet -
years; State Law requires 2 - 3
Services / POLICE & OTHER EMPLOYEES Separation + Separation +
HR-013 Mag, Ppr years; 29 CFR 1672.3(b)(i), 29
Human - SUCCESSFUL Employees 3 years 3 years
CFR 1602.14 et seq., 8 CCR
Resources (Hired)
§11040.7(7)©; GC §§12946,
34090
Admin.
Personnel Background Packet - years; State Law requires 2 - 3
Services /
HR-014 POLICE & OTHER EMPLOYEES 3 years 3 years Mag, Ppr years; 29 CFR 1672.3(b)(i), 29
Human
Unsuccessful (not hired) CFR 1602.14 et seq., 8 CCR
Resources
§11040.7(7)©; GC §§12946,
34090
Department Preference; statute
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age)
Admin. Personnel Files - Employees
Yes: After requires 3 years for promotion,
Services / Separation + Separation + Mag, Mfr,
HR-015 S Separation + demotion, transfer, selection, or
Human Includes Oaths of Office, and 7 years 7 years OD, Ppr
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
Office of
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Whichever Whichever
Personnel Files - Medical File (all is Longer: is Longer:
Department preference; Files
employees) Separation + Separation +
maintained separately; Claims
20 years; 30 years;
Admin. can be made for 30 years for
Pre-employment Clearances, OR OR Yes: After
Services / Separation + Yes: Until Mag, Mfr, toxic substance exposure; 8
HR-016 ADA Accommodations, Termination Termination S Separation +
Human 7 years Separation OD, Ppr CCR §3204(d)(1) et seq., 8 CCR
Respiratory Fit Tests, Hearing of Benefits + of Benefits + 1 year
Resources 5144, 8 CCR 15400.2; 29 CFR
Tests, Incidents / Accidents 5 years; OR 5 years; OR
1910.1020(d)(1)(i), GC §§12946,
where no medical services were Death of Death of
34090
provided, etc. Employee + Employee +
5 years 5 years
Recruitment and Testing File
(Includes Advertisements,
Applications for Unsuccessful
Admin. FLSA / ADEA (Age) requires 1-3
Candidates, Job Brochures, Test
Services / years; State Law requires 2 - 3
HR-017 Data, Testing Analysis & 3 years 3 years Mag, Ppr
Human years; 29 CFR 1627.3(b)(1), 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.)
When No When No
Admin.
Studies & Surveys Conducted on Longer Longer
Services / Department preference; GC
HR-018 Behalf of the City (Sick Leave, Required - Required - Mag, Ppr
Human §34090
Attrition, Benefits, etc.) Minimum 3 Minimum 3
Resources
years years
Admin.
Services / Workers Compensation Claim Meets auditing standards; GC
HR-019 5 years 5 years Mag Ppr
Human Runs §34090
Resources
Office of
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Whichever Whichever
is Longer: is Longer:
Department preference; Files
Separation + Separation +
maintained separately; Claims
20 years; 30 years;
Admin. can be made for 30 years for
OR OR Yes: After
Services / Separation + Yes: Until Mag, Mfr, toxic substance exposure; 8
HR-020 Workers Compensation Claims Termination Termination S Separation +
Human 10 years Separation OD, Ppr CCR §3204(d)(1) et seq., 8 CCR
of Benefits + of Benefits + 1 year
Resources 5144, 8 CCR 15400.2; 29 CFR
5 years; OR 5 years; OR
1910.1020(d)(1)(i), GC §§12946,
Death of Death of
34090
Employee + Employee +
5 years 5 years
RISK MANAGEMENT
Admin.
Services /
Human Accident, Incident, Injury Reports Department Preference; GC
HR-021 2 years 2 years Mag, Ppr
Resources That do NOT Result in a Claim §34090
/ Risk
Manage.
Admin.
Services /
Human Department preference; GC
HR-022 Actuarials 10 years 10 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-023 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.
Office of
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Admin.
Services /
Human Insurance Policy Applications / Yes: Until Mag, Mfr, Yes: After Department preference; GC
HR-024 P P S/I
Resources Policies (City-owned Policies) Separation OD, Ppr QC & OD §34090
/ Risk
Manage.
Admin.
Services /
When No When No Department Preference (the
Human
HR-025 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-026 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
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
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POLICE / DISPATCH
Audio Recordings or Tapes - Statewide guidelines propose
(CAD/RMS) Recordings of 180 days (legally mandated for
Police /
PD-001 Telephone & Radio 180 days 180 days 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 Preliminary Drafts; GC§ 34090 et
PD-002 Longer Longer Mag, Ppr
Dispatch Notifications (Call for Service) seq.
Required Required
DETECTIVES / INVESTIGATIONS
Detectives Investigation Files When No When No Final reports and records are
Police /
PD-003 and Arrest Files - Crimes Other Longer Longer Mag, Ppr transferred to the case file stored
Investigat.
Than Homicide Required Required in Records; GC §34090 et seq.
Final reports and records are

Police / Detectives Investigation Files Mag, Mfr, Yes: After
PD-004 P P S/M/I transferred to the case file stored
Investigat. and Arrest Files - Homicide OD, Ppr QC & OD
in Records; GC §34090 et seq.
Informant information; Does not

contain criminal intelligence
Police /
PD-005 Informant Files 5 years 5 years Mag, Ppr information concerning
Investigat.
individuals; Department
preference GC §34090
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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: When information is relevant to that
PD-006 S/I
Investigat. Intelligence Files) than 5 years than 5 years OD, Ppr Superseded 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
When No When No
Longer Longer
Police / Mag, Mfr, Yes: When Department preference (Not
PD-007 Investigation Files Required - Required - S/I
Investigat. OD, Ppr Superseded Intelligence files); GC §34090
Minimum 2 Minimum 2
years years
Department Preference to
provide information to other
agencies; Non-records used for
Police /
PD-008 Pawn Slips 2 years 2 years Mag, Ppr investigations; Originals entered
Investigat.
into the State Automated
Property System; most agencies
retain for 2 years; GC §34090
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Department preference; Pursuant

to PC §457.1 et seq.; required to
Police / Mag, Mfr, Yes: After 5 register for life; If released from
PD-009 Registrants: Arson - Adults 5 years P P S/M/I
Investigat. OD, Ppr years 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-010 released from California Youth Sealing Date Sealing Date S/M/I destroyed after age 25 or sealing
Investigat. OD, Ppr QC & OD
Authority + 5 years + 5 years pursuant to W&I §781; GC
§34090.7
Department Preference; After
2021, Offenders can petition
Police / Registrants: Sex Offenders - Mag, Mfr, Yes: After Court for removal 10 or 20 years
PD-011 P P S/M/I
Investigat. 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-012 Date + 5 Date + 5 S/M/I
Investigat. 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;
When No When No
Veterans Advisory Commission Brown Act challenges must be
Longer Longer
Police / filed within 30 or 90 days of
PD-013 Required - Required - Mag, Ppr
Investigat. AGENDA PACKETS & action; GC §§34090,
Minimum 2 Minimum 2
AGENDAS 54960.1(c)(1)
years years
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Copies - Copies -
Veterans Advisory Commission
When No When No Mag, Mfr, Yes: After Send originals to the City Clerk;
City Clerk PD-014 Yes S
Longer Longer OD, Ppr 10 years GC §34090.7
MINUTES
Required Required
PATROL
3 years is required for animal
Canine (Police Dogs) Program
Police / Separation + Separation + care / treatment records; FA
PD-015 Files / Training Files: Animal Mag, Ppr
Patrol 3 years 3 years §32003(e), PC §597.1(d); GC
Files
§34090 et seq.
Canine (Police Dogs) Program
Police / Department preference; GC
PD-016 Files: Action Reports, Monthly 5 years 5 years Mag, Ppr
Patrol §34090 et seq.
Reports
PD-017 PAS Device Calibration Logs 5 years 5 years Mag, Ppr
Police /
PD-018 Patrol Ride-A-Long Waiver Form 2 years 2 years Mag, Ppr GC §34090 et seq.
Patrol
Police /
PD-019 Pursuit Critiques 2 years 2 years Mag, Ppr GC § 34090 et seq.
Patrol
When No When No
Longer Longer
PD-020 Special Events / Ops Plan Required - Required - Mag, Ppr
Minimum 2 Minimum 2
years years
Life of the Life of the
Police / Traffic Control: Radar Department preference; GC
PD-021 Equipment + Equipment + Mag, Ppr
Patrol Calibration Records §34090 et seq.
2 years 2 years
Police / Use of Force Review (Involving Incident + 5 Incident + 5 Department preference; GC
PD-022 Mag, Ppr
Patrol Employees) years years §§12946, 34090
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PROPERTY & EVIDENCE / LABORATORY
Follows the Follows the
Police /
Retention Retention of Mag, Mfr, Yes: After 1 Department Preference; GC
Property & PD-023 Crime Report Photos S/I
Period of the the OD, Ppr year §34090
Evidence
Evidence Evidence
Police /
Property & PD-024 Forfeiture Notification 2 years 2 years Mag, Ppr GC §34090
Evidence
Police /
Gun and Narcotics Destruction Department Preference; GC
Property & PD-025 10 years 10 years Mag, Ppr
Log (Documents related to) §34090
Evidence
Follows the Follows the
Police /
Retention Retention of Mag, Mfr, Yes: After 1 Department Preference; GC
Property & PD-026 Latent Print File S/I
Period of the the OD, Ppr year §34090
Evidence
Evidence Evidence
Police /
Lost & Found Property
Property & PD-027 2 years 2 years Mag, Ppr GC §34090
(Documents related to)
Evidence
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RECORDS
Backgrounds (Excludes
Police /
PD-028 Employees) - Local Criminal 2 years 2 years Mag, Ppr GC §34090
Records
History Review
Department preference (the
Statute of Limitation for
Police / Citations - Moving Violations,
PD-029 5 years 5 years Mag, Ppr collections is 5 years from the
Records Marijuana / Cannabis, Parking
date of the last violation); CVC
40222(b); GC §34090
Department preference (the
Fully Paid, Fully Paid,
Citations - Payment Plans for Statute of Limitation for
Police / Written off, Written off,
PD-070 outstanding parking citations Mag, Ppr collections is 5 years from the
Records or Forgiven or Forgiven
received by indigent persons date of the last violation); CVC
+ 5 years + 5 years
40222(b); GC §34090
Crime Statistics / Uniform Crime
Police /
PD-030 Reports (UCR) - Summaries 2 years 2 years Mag, Ppr GC §34090
Records
(BCS)
When No When No
Police / Field Investigation Cards (FI's) - Preliminary Drafts; GC§ 34090 et
PD-031 Longer Longer Mag, Ppr
Records After Entry into to RMS seq.
Required Required
Police / Field Investigation Cards (FI's) -
PD-032 2 years 2 years Mag, Ppr GC §34090
Records NOT entered into to RMS
Police /
PD-033 NCIC Validation 2 years 2 years Mag, Ppr GC §34090
Records
Personnel Background Packet -
Yes: After years; State Law requires 2 - 3
Police / POLICE EMPLOYEES or Yes: Until Mag, Mfr,
PD-034 3 years 3 years S Separation years; 29 CFR 1672.3(b)(i), 29
Records CADETS Unsuccessful (NOT Separation OD, Ppr
+ 1 year CFR 1602.14 et seq.; 8 CCR
hired)
§11040.7(7)(C) ; GC §§12946,
34090
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Final Final
PD-035 Pitchess Motion Files Disposition Disposition Mag, Ppr
Records §34090
+ 5 years + 5 years
POLICE REPORTS / INCIDENT
REPORTS:
Firearm Firearm
PD-036 Found or Found or Yes S/M/I PC§ 11108.2(b); GC§ 34090
Records Firearms entered into CLETS OD, Ppr QC
Recovered Recovered
(if not Permanent Retention) -
Found / Recovered Firearms
REPORTS:
Misdemeanor or Infraction -
Adult Marijuana / Cannabis - Yes:
Police / Mag, Mfr, Yes: After ("Shall" Destroy); H&S §11361.5;
PD-037 H&S §11357(b)(c)(d)(e) or H&S 2 years 2 years Before S/M/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,
unrecovered identifiable items,
REPORTS:
criminal deaths, they are not
historically significant, and it is
Police / ALL, Except Those Specifically Mag, Mfr, Yes: After
PD-038 5 years 5 years Yes S/M/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.
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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-039 P P Yes S/M/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)
REPORTS:
Individual petitions District
Factually Innocent Petition Date of Date of Yes: Attorney; Sheriff concurs that
PD-040 Accepted Records Sealed Arrest + 3 Arrest + 3 Before S/M/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-065 If No If No Yes S/M/I
Records Juvenile Child Abuse or OD, Ppr QC §34090
Subsequent Subsequent
Severe Neglect
Reports Reports
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REPORTS:
Conviction Conviction
Misdemeanor or Infraction - or Arrest (if or Arrest (if Yes: (Courts and other Agencies
PD-041 Juvenile Marijuana / Cannabis - No No Before S/M/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
REPORTS:
Offender is Offender is (Courts and other Agencies
Police / Misdemeanor or Infraction
PD-042 18 Years 18 Years Yes Mag, Ppr "Shall" destroy); H&S§ 11361.5
Records Marijuana / Cannabis §11357(d) -
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-043 Before S/M/I
Records Exists - Exists - OD, Ppr QC & OD §34090
Disposition
Missing Persons (Returned) Minimum 2 Minimum 2
years years
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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-044 Cases - Except Child Abuse or + 5 years (or Before S/M/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 /
PD-045 Public Information Requests 2 years 2 years Mag, Ppr GC §34090
Records
Police / Registration is required for 5
PD-046 Registrants: Narcotic 5 years 5 years Mag, Ppr
Records years; GC §34090, H&S §11590
et seq., H&S §11594(a)
Police / Data Fields / Records are
PD-047 RMS Database Indefinite Indefinite Yes Mag
Records interrelated; GC §34090
Police / Subpoenas (Police Civil
PD-048 2 years 2 years Mag, Ppr GC §34090
Records Personal Appearance)
TEMPORARY HOLDING FACILITY
Police /
Temp. Booking Folders (Property, Department preference; GC
PD-049 2 years 2 years Mag, Ppr
Holding Medical, etc.) §34090 et seq.
Facility
Police /
Temp. Department preference; GC
PD-050 Booking Log 2 years 2 years Mag, Ppr
Holding §34090 et seq.
Facility
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Police /
Temp. Cell Checks / Cell Log / Department preference; GC
Holding Sergeant's Log §34090 et seq.
Facility
TRAINING / PROFESSIONAL STANDARDS
Police /
Training / CCW (Carry Concealed Expiration + Expiration + Department Preference; GC §
PD-052 Yes Mag, Ppr
Profess. Weapon) Permits - Approved 2 years 2 years 34090 et seq.
Standards
Police /
Training / CCW (Carry Concealed
PD-053 2 years 2 years Yes Mag, Ppr GC § 34090 et seq.
Profess. Weapon) Permits - Denied
Standards
Department Policies & When No When No
Police /
Procedures / Operation Longer Longer
Training / Mag, Mfr, Yes: After Department Preference; GC §
PD-054 Directives / General Orders / Required - Required - S/I
Profess. OD, Ppr superseded 34090 et seq.
Lexipol (Department Policies and Minimum 5 Minimum 5
Standards
Procedures) years years
Officer Recordings: Body-Worn
Police / PC§ 832.18(b)(5)(E); GC
PD-066 Cameras – LOGS of Access or P P Mag
Operations §34090.6 et seq.
Deletion of Data
Follows the
Officer Recordings: Body-Worn Follows
Retention of
Cameras - that ARE evidence, retention for
Police / the PC§ 832.18(b)(5)(B)&(C); GC
PD-067 Officer Involved Shootings / Evidence, Mag
Operations Evidence, §34090.6 et seq.
Detention or Arrest / Minimum 2
Minimum 2
Complaints years
years
Officer Recordings: Body-Worn
Police / PC§ 832.18(b)(5)(A); GC
PD-068 Cameras - that are NOT 60 days 60 days Mag
Operations §34090.6 et seq.
evidence
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Consistent with Lexipol Section
446.10.1 & LPD Policy 425.10;
Those segments of videos that are
Officer Recordings: Mobile
determined to be evidence are
Police / Audio Video (MAV) Recordings
PD-069 2 years 2 years Mag copied onto a different tape and
Records (Mobile in-Car Video) that are
retained for the same length of time
not evidence
as the crime report (see crime
reports for legal citations); GC
§34090.6 et seq.
State requires for at least 5 years
for Civilian's complaints; other
Personnel Discipline File - State & Federal laws require
Internal Affairs Investigations / retention until final disposition of
Police / Complaints: CIVILIAN - formal complaint; State requires
Final Final
Training / GENERATED COMPLAINTS 2 years after action is taken;
PD-056 Disposition Disposition Mag, Ppr
Profess. Statute of Limitations is 4 years
+ 5 years + 5 years
Standards (May include criminal acts, moral after the discovery of the offense
turpitude, complaints generated for misconduct in office; PC
from a citizen) 801.5, 803(c). for misconduct;
EVC § 1045(b)(1), GC §§12946,
34090; VC §2547
FLSA / ADEA (Age) requires 1-3
Police / Personnel Discipline File -
Final Final years; State Law requires 2 - 3
Training / Internal Affairs Investigations /
PD-057 Disposition Disposition Mag, Ppr years; 29 CFR 1627.3(b)(i), 29
Profess. Complaints: INTERNAL
+ 5 years + 5 years CFR 1602.14 et seq. 2 CCR
Standards COMPLAINTS
7287.0(c)(2), GC §§12946,
34090
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Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their records 7
Personnel Files - Police
Send to Send to years; OSHA requires safety
Police / Department Employees or
Human Human Yes: After training 5 years;
Training / Cadets Yes: Until Mag, Mfr,
PD-058 Resources Resources S Separation EEOC/FLSA/ADEA (Age)
Profess. Separation OD, Ppr
Upon Upon + 1 year requires 3 years for promotion,
Standards Includes Evaluations, Separation Separation demotion, transfer, selection, or
Commendations, etc. discharge; State Law requires 2 -
3 years; 29 CFR 1627.3(b)(ii), 8
CCR §3204(d)(1) et seq., GC
§§12946, 34090
Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their records 7
Send to Send to years; OSHA requires safety
Police / Personnel Files - Training File
Human Human Yes: After training 5 years;
Training / Yes: Until Mag, Mfr,
PD-059 Resources Resources S Separation EEOC/FLSA/ADEA (Age)
Profess. Includes Training Certificates, Separation OD, Ppr
Upon Upon + 1 year requires 3 years for promotion,
Standards etc.
Separation Separation demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 29 CFR 1627.3(b)(ii), 8
§§12946, 34090
Police / Report of data regarding the GC §34090 et seq.
Training / number, type, or disposition of Reports not otherwise falling under
Profess. complaints made against its another category, e.g., PD-056.
Standards officers (optional) Ex. DOJ annual statistics.
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When No When No
Police /
Reports and Studies regarding Longer Longer
Training / Department Preference; GC §
PD-060 Police operations (not historical - Required - Required - Mag, Ppr
Profess. 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
PD-061 5 years 5 years Mag, Ppr EEOC/FLSA/ADEA (Age)
Profess. and Materials; includes Use of
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
§§12946, 34090
Police / FLSA / ADEA (Age) requires 3
Inactive / Inactive / Yes: After
Training / Yes: Until Mag, Mfr, years; State Law requires 2 - 3
PD-062 Volunteer Background Packet Separation + Separation + S Separation
Profess. Separation OD, Ppr years; 29 CFR 1672.3(b)(i), 29
3 years 3 years + 1 year
Standards CFR 1602.14 et seq GC
§§12946, 34090
Police / FLSA / ADEA (Age) requires 3
Inactive / Inactive / Yes: After
Training / Volunteer Personnel Files Yes: Until Mag, Mfr, years; State Law requires 2 - 3
PD-063 Separation + Separation + S Separation
Profess. (CERT, Etc.) Separation OD, Ppr years; 29 CFR 1672.3(b)(i), 29
3 years 3 years + 1 year
Standards CFR 1602.14 et seq GC
§§12946, 34090
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Police /
Weapons Database /
Training / Data Fields / Records are
PD-064 Department Weapons Indefinite Indefinite Yes Mag
Profess. interrelated; GC §34090
(Department-issued Weapons)
Standards
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Center) Imaged &
S=Scan
QC'd?
COMMUNITY DEVELOPMENT / BUILDING & SAFETY
Comm. Department Preference - Data
Develop. / BL-001 Building Permit Database Indefinite Indefinite Yes (all) Mag is interrelated; GC §34090, H&S
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
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
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
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. Department Preference; (meets

Private Land Developer Trust Close + 5 Close + 5
Develop. / BL-008 Mag, Ppr municipal government auditing
Accounts / Deposits years years
Building standards); GC §34090
Comm. When No When No Preliminary drafts not retained

Develop. / BL-009 Reports: Building Activity Longer Longer Mag, Ppr in the ordinary course of
Building Required Required business; GC §34090 et seq.
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Comm. Requests & Permissions to Receive
Develop. / BL-010 Copies of Plans (to and from 2 years 2 years Mag, Ppr GC §34090 et seq.
Building Architects)
Comm.
Uniform Building Codes / California When When
Develop. / BL-011 Mag, Ppr GC §50022.6
Building Codes Superseded Superseded
Building
CODE ENFORCEMENT
Comm.
Mag, Yes:
Develop. /
CE-001 Citations / Notice of Violations 2 years 2 years Mfr, OD, S/I When GC §34090
Code
Ppr Inactive
Enforce.
When No When No
Comm. Code Enforcement / Abatement Department preference; Case is
Longer Longer
Develop. / Case Files (Includes appeals and Yes: Until open until satisfactorily resolved
CE-002 Required - Required - Mag, Ppr
Code Code Enforcement Complaint Resolution (some cases are not resolved);
Minimum 2 Minimum 2
Enforce. Letters) CFC §104.3.4, GC §34090
years years
Comm.
Develop. / Yes: Until
CE-003 Liens P P Mag, Ppr GC §34090(a)
Code Resolution
Enforce.
Ver. 8.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-1
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
HOUSING
When No When No Preliminary drafts not retained

Bankruptcies - Housing Loans -
Housing HOU-001 Longer Longer Mag, Ppr in the ordinary course of
NOT pursued
Required Required business; GC §34090
Department Preference
Bankruptcies - Housing Loans - (negative information remains
Housing HOU-002 7 years 7 years Mag, Ppr
Where a claim is filed on credit ratings for 7 years);
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, Rehabilitation, restrictions are 5 years after the
Period Affordability
CDBG-funded Housing Projects, affordability period terminates;
Terminates, Period
etc. Mag, Yes: Uniform Admin. Requirements
or the Terminates,
Housing HOU-003 5 years Mfr, OD, S/I When for Grants to Local
Written or the Written
WITH a Recapture / Resale Ppr Inactive Governments is 3 years from
Agreement Agreement
Restriction expenditure report; statewide
Terminates, Terminates,
guidelines propose 4 years; 2
Whichever Whichever is
Deeds are sent to City Clerk CFR 200.333; 24 CFR 85.42,
is Longer Longer
92.508(a)&(c) & 570.502(a)(16),
29 CFR 97.42, GC §34090
Ver. 8.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-2
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Housing Programs: Affordable

HUD requires 5 years after the
Housing Projects, Rehabilitation,
agreement terminates;
CDBG-funded Housing Projects,
Consistent with Consolidated
etc. Loan Pay-off Loan Pay-off
Mag, Plan Requirements; Required
OR OR Yes: After
Housing HOU-004 Mfr, OD, S/I for 3-4 years from expenditure
WITHOUT a Recapture / Resale Forgiveness Forgiveness QC & OD
Ppr or performance report; 2 CFR
Restriction + 5 years + 5 years
200.333; 24 CFR 85.42,
92.508(a)&(c) & 570.502(a)(16),
Deeds and Insurance are sent to
29 CFR 97.42, GC §34090
City Clerk
Loan Applications Rejected (First

Housing HOU-005 Time Home Buyers, Life/Safety, 2 years 2 years Mag, Ppr GC §34090
Rehabilitation, HOME, etc.)
Yes: Mag,
Site Clearance / Soils Remediation Yes: After Department preference; GC
Housing HOU-006 P P Before Mfr, OD, S
/ Mitigation QC & OD §34090
Completion Ppr
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WATER Page WTR-1
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
PUBLIC WORKS / WATER
Public Works Backflow Test Results / Backflow Department preference; 17

WTR-001 5 years 5 years Mag, Ppr
/ Water Assembly Test Reports CCR 7605(f); GC §34090
8 CCR 5157(d)(14) & (e)(6); 29

Lead Depart. WTR-002 Confined Space Entries 2 years 2 years Mag, Ppr CFR 1910.146(e)(6);GC
§34090
Department Preference (meets
Public Works Conservation Programs / Rebate
WTR-003 5 years 5 years Mag, Ppr auditing standards); GC
/ Water Programs / Check Requests
§34090
Customer Concerns / Customer 5 years is required in State and

Public Works Complaints: Odor / Taste / Visual Federal law for any complaints;
/ Water Complaints about Potable Water 40 CFR 122.41(j)(2) & 40 CFR
(Correspondence) 141.33(b); 22 CCR 64453(a)
Environmental Agencies /
Public Works Regulatory Agencies Minimum 10 Minimum 10 Department Preference; GC
WTR-005 Mag, Ppr
/ Water years years §34090
(EPA, DHS, etc.)
Fire Hydrant Flow Tests
Public Works Minimum 10 Minimum 10 Department Preference; GC
WTR-006 (Development or Maintenance) - Mag, Ppr
/ Water years years §34090
Paper
Mag, Yes -
Public Works Lab Reports & Chains of Custody: 40 CFR 141.33(a) and (b)(1);
WTR-007 5 years 5 years Mfr, OD, S/I After QC
/ Water Bacteriological and Organics 22 CCR §64470
Ppr & OD
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Lab Reports & Chains of Custody: Mag, Yes - State law requires 10 years,
Public Works
WTR-008 Chemical (Includes Chlorine 10 years 10 years Mfr, OD, S/I After QC Federal 10 years; 40 CFR
/ Water
Residuals) Ppr & OD 141.33(a)
Required for 12 years or 2

Mag, Yes - compliance cycles; ); 22 CCR
Public Works Lab Reports & Chains of Custody:
WTR-009 18 years 18 years Mfr, OD, S/I After QC 64400.25; 22 CCR §64470, 40
/ Water Lead & Copper
Ppr & OD CFR 141.33(a); 22 CCR
64690.80; 40 CFR 141.91
Public Works Department Preference; GC

WTR-010 Log Book (Pump Houses) 7 years 7 years Mag Ppr
/ Water §34090
Operations & Maintenance Manuals Disposal of Disposal of Department preference; GC

Lead Dept. WTR-011 Mag, Ppr
/ O & M Manuals Equipment Equipment §34090
Pre-Trip Inspections / DOT Program

/ Vehicle Safety Checks / Daily
Lead Dept. WTR-012 2 years 2 years Ppr 13 CCR 1234(e); GC§34090
Vehicle Inspections / Daily
Equipment Checks
SCADA Database (Water) Data is interrelated; system

Public Works
WTR-013 (Supervisory Control and Data Indefinite Indefinite Yes Mag qualifies as a "trusted system";
/ Water
Acquisition) GC §§34090, 12168.7
Public Works
WTR-014 Surveys of Water System 10 years 10 years Mag, Ppr 40 CFR 141.33(c)
/ Water
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Department Preference (the

Lead Dept. WTR-015 Underground Service Alerts (USA's) 5 years 5 years Mag, Ppr warrantee period for work done
is 5 years); GC §34090
Mag,
Public Works Urban Water Management Plans Yes: After Department Preference
WTR-016 P P Yes Mfr, OD, S
/ Water (UWMP) 10 years (copies) GC §34090.7
Ppr
Public Works Videos - Water Wells, Repairs, Department preference; GC

WTR-017 P P Mag
/ Water Reservoirs, Tanks, etc. §34090
Vulnerability Assessment / When When

Public Works Emergency Response Plan / Risk & Superseded Superseded - Confidential; 42 USC 300i-2(c);
WTR-018 Mag, Ppr
/ Water Resiliency Assessment / Hazard Minimum 2 Minimum 2 GC §34090 et seq.
Mitigation Plan years years
Water Forecasts / Urban Water

Public Works Department Preference
WTR-019 Management Forecast / Future 5 years 5 years Mag, Ppr
/ Water (copies) GC §34090.7
Developments, etc.
Department Preference; Meets

Public Works Water Production Reads / Reports California Department of
/ Water (to State DPH & DWR) Health requirements (3 years);
GC §34090
Mag, Yes - Department preference; State

Public Works Water Quality Reports / Consumer
WTR-021 12 years P P Mfr, OD, S/I After QC law requires 12 years, federal
/ Water Confidence Reports
Ppr & OD 10 years; 40 CFR 141.33(a)
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Water Resources Planning Mag, City Preference; CCP §§338 et
Public Works Yes: After
WTR-022 Historical Reports / Water P P Mfr, OD, S seq., 340 et seq., 342, GC
/ Water QC & OD
Assessments Ppr §34090
Copies - Copies -
Mag,
When No When No
City Clerk WTR-023 Water Supply Agreements Yes Mfr, OD, S No GC §34090.7
Longer Longer
Ppr
Required Required
Public Works Water Transactions - Annual Department Preference; GC

/ Water Summary §34090
Mag,
Public Works Well Records (includes Destroyed Yes: After Department preference; GC
WTR-025 P P Mfr, OD, S
/ Water or Abandoned Wells) QC & OD §34090
Ppr
Division
Work Orders / Service Requests
Providing Data is interrelated; GC
WTR-026 CMMS DATABASE (Computerized Indefinite Indefinite Mag
Service / §34090
Maintenance Management System)
Work
Work Orders / Service Requests -
Division
All Information Entered in CMMS When No When No Preliminary drafts (the
Providing
WTR-027 Database Longer Longer Mag Ppr database is the original); GC
Service /
Required Required §34090
Work
(Paper drafts)
Office of
Record
Destroy
Image:
Inactive Paper
Center) Imaged &
S=Scan
QC'd?
Work Orders / Service Requests -

NOT entered in CMMS Database
Division (or partial information entered into
City Preference; CCP §§338 et
Providing CMMS Database)
WTR-028 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC
Service /
§34090
Work (Division providing service retains
originals; Division requesting
service is considered a copy)
CITY OF LAKEPORT
City Council ☒
City of Lakeport Municipal Sewer District ☒
Lakeport Redevelopment Successor Agency ☐
Lakeport Industrial Development Agency ☐
Municipal Financing Agency of Lakeport ☐
STAFF REPORT
RE: Out-of-State Training MEETING DATE: 3/3/2020
SUBMITTED BY: Paul Harris, Utilities Superintendent
PURPOSE OF REPORT: ☐ Information only ☐ Discussion ☒ Action Item

The City Council is being asked to authorize the Public Works Department to send two (2) staff members from
Utilities to the California Rural Water Association’s Annual Expo in Lake Tahoe, Nevada. This event provides a
wide variety of training courses over the course of 3 days that pertains to water and sewer. It also hosts a large
tradeshow which provides an opportunity to see the latest in innovative products.
The CRWA Expo is being hosted at Harvey’s in Lake Tahoe, Nevada on April 27th – 30th, 2020. This program
provides the latest on regulatory compliance for utilities. It also provides access to several vendors available to
answer questions about many products relative to the water and wastewater industry.
OPTIONS:
The options before Council are to either authorize the attendance of this Out-of-State Travel to attend the
CRWA Expo in Lake Tahoe, Nevada or deny the attendance.
FISCAL IMPACT:
☐ None ☐ $ Budgeted Item? ☒ Yes ☐ No
Budget Adjustment Needed? Yes ☒ No If yes, amount of appropriation increase: $
☐
Affected fund(s): ☐ General Fund ☒ Water OM Fund ☒ Sewer OM Fund Other:
☐
SUGGESTED MOTIONS:
Move to authorize Out-of-State Travel for two (2) staff members from the Utilities Division to attend the
California Rural Water Association (CRWA) Expo in Lake Tahoe, Nevada.
☐ Attachments:
Meeting Date: 3/3/2020 Page 1 Agenda Item #IV.H.

Lakeport City Council Agenda Packet

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AGENDA

REGULAR MEETING OF THE LAKEPORT CITY COUNCIL

VI. CITY COUNCIL COMMUNICATIONS:

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

SUBMITTED BY: Margaret Silveira, City Manager

PURPOSE OF REPORT: Information only Discussion Action Item

WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

Meeting Date: 03/03/2020 Page 1 Agenda Item #IV.C.

Meeting Date: 03/03/2020 Page 2 Agenda Item #IV.C.

RESOLUTION NO. 2679 (2018)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT RATIFYING THE

WHEREAS, Chapter 2.28 of the Lakeport Municipal Code, adopted as Ordinance

WHEREAS, the Governor of the State of California proclaimed a state of emergency in

IT IS FURTHER RESOLVED AND ORDERED that the Director of Emergency Services’

SUBMITTED BY: Margaret Silveira, City Manager

PURPOSE OF REPORT: Information only Discussion Action Item

WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

Meeting Date: 03/03/2020 Page 1 Agenda Item #IV.D.

Meeting Date: 03/03/2020 Page 2 Agenda Item #IV.D.

SUBMITTED BY: Margaret Silveira, City Manager

PURPOSE OF REPORT: Information only Discussion Action Item

WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

Meeting Date: 03/03/2020 Page 1 Agenda Item #IV.E.

Meeting Date: 03/03/2020 Page 2 Agenda Item #IV.E.

No concerns from Transit on the 4 applications submitted yesterday.

Director Regional Operations

"Providing Quality Coordinated Transportation and community services since 1980"

Direct: (707) 994-3384 ext 5

Please consider the environment before printing this email.

>>> Hilary Britton <hbritton@cityoflakeport.com> 2/12/2020 5:34 PM >>>

On Wed, Feb 12, 2020 at 4:40 PM Hilary Britton <hbritton@cityoflakeport.com> wrote:

Thank you, as always, for your input.

Deputy City Clerk/Records Supervisor

225 Park Street

Lakeport, CA 95453

(707) 263-5615 x102

On Wed, Feb 12, 2020 at 4:51 PM Hilary Britton <hbritton@cityoflakeport.com> wrote:

As always, thank you for your input.

Deputy City Clerk/Records Supervisor

225 Park Street

Lakeport, CA 95453

(707) 263-5615 x102

No concerns from Transit on the 4 applications submitted yesterday.

Director Regional Operations

"Providing Quality Coordinated Transportation and community services since 1980"

Direct: (707) 994-3384 ext 5

Please consider the environment before printing this email.

>>> Hilary Britton <hbritton@cityoflakeport.com> 2/12/2020 5:34 PM >>>

On Wed, Feb 12, 2020 at 5:20 PM Hilary Britton <hbritton@cityoflakeport.com> wrote:

As always, thank you for your input.

Deputy City Clerk/Records Supervisor

225 Park Street

Lakeport, CA 95453

(707) 263-5615 x102

No concerns from Transit on the 4 applications submitted yesterday.

Director Regional Operations

"Providing Quality Coordinated Transportation and community services since 1980"

Direct: (707) 994-3384 ext 5

Please consider the environment before printing this email.

>>> Hilary Britton <hbritton@cityoflakeport.com> 2/12/2020 5:34 PM >>>

On Wed, Feb 12, 2020 at 5:27 PM Hilary Britton <hbritton@cityoflakeport.com> wrote:

Thank you for your input!

Deputy City Clerk/Records Supervisor