Agenda — Antioch City Council, January 27, 2026 (part 3 of 4)

I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof, held on 27th day of January 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

MICHAEL J. MANDY

CITY CLERK OF THE CITY OF ANTIOCH
EXHIBIT “1”
AMENDMENT NO. 1 TO AGREEMENT

FOR MAINTENANCE SERVICES FOR FENCING PARTS AND

INSTALLATION SERVICES
T

HIS FIRST AMENDMENT TO THE AGREEMENT FOR FENCING PARTS
AND INSTALLATION SERVICES is entered into this 27th day of January 2026, by and between the CITY OF ANTIOCH, a municipal corporation (“City”) and Alta Fence Co., (“AFC”) with its principal place of business at P.O. Box 1523, Martinez, CA 94553 (“Contractor”).

R E

C I T A L S
W
HEREAS, on May 14, 2024 City and Contractor entered into an Agreement for Maintenance Services for Fencing Parts and Installation Services (“Agreement”) in the amount of Six Hundred Thousand ($600,000) for a three (3) year term with an option to extend two (2) additional years for an amount of Four Hundred Thousand ($400,000) for a five (5) year grand total contract amount not to exceed One Million Dollars ($1,000,000) for the period of July 1, 2024 to June 30, 2027;
W
HEREAS, the City would like to include additional fencing installations for the Water Treatment Plant Main Gate for Twenty -Nine Thousand Seven Hundred Thirty -Three Dollars ($29,733.00), The Antioch Municipal Reservoir fencing for One Hundred Twenty-Four Thousand Eighty-Three Dollars ($124,083.00) and the Fulton Shipyard Facility Main Gate for Forty-Six Thousand Five Hundred Seventy -Six Dollars ($46,576.00) for a total amount of Two Hundred Thousand Three Hundred Ninety Two Dollars ($200,392.00); W
HEREAS, Fencing around trails, creeks, and open spaces require continuous repairs due to ongoing vandalism, vehicle accidents and aging of fences; and W
HEREAS, This amendment will leave adequate budget to provide important security improvements to critical facilities and allow existing fencing to be maintained for the remainder of the fiscal year.

N
OW, THEREFORE, THE PARTIES DO MUTUALLY AGREE AS FOLLOWS:

1. S
ection 3.1.1 “General Scope of Services” shall be amended to read as follows:

3.1.1 General Scope of Services . Contractor promises to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional fencing parts and installation maintenance services necessary for the Project (“Services”). The Services are more particularly described in Exhibit “A” attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.

Page 2 of 2 ends

2. Section 3.3.1 “Compensation” shall be amended to read as follows:

3.3.1 Compensation. Contractor shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit “C” attached hereto and incorporated herein by reference. The total compensation for a three (3) year term for the amount of Eight Hundred Thousand Three Hundred Ninety-Two Dollars ($800,392) with an option to extend two (2) additional years for an amount of Four Hundred Thousand Dollars ($400,000) for a five (5) year grand total contract amount not t o exceed One Million Two Hundred Thousand Three Hundred Ninety-Two Dollars ($1,200,392) without written approval of City’s Finance Director .

Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.

All other terms and conditions of the Agreement shall remain in full force and effect.

CITY OF ANTIOCH: Alta Fence, Co.

By: By:

Bessie M. Scott , Owner
City Manager

ATTEST:

Michael J. Mandy
City Clerk

APPROVED AS TO FORM:

__________________________________
Derek Cole
Interim City Attorney
Alta Fence Co., Inc.

P.O. Box 1523
Martinez, California
Federal ID # 94-2768404 License No. 448540
P: 925-777-9877 F: 925-777-9677 Email: [email protected] 12/31/2025
C
ity Antioch
Water Treatment Plant
401 P
utnam St
Antioch CA 94509
(
Reference)
Front Property Slide Gate Replacement
A
lta fence to demo (1) existing old 29’ wide x 6’ high slide gate with old top and bottom slide gate track Replace (1) damaged 2 7/8 terminal post with new. Alta Fence to trench and pour Rear slide gate pad 12” wide x 12” deep x 20’ long with ½ rebar. Dig and set (1) 2 7/8 safety post 3’ in the ground 9” diameter holes all spoils to remain on site. Flange to concrete foundation (1) 2 7/8 safety post with 6x6x1/4 flange plate and ½ x 3” Simpson Strong tie concrete anchors. Flange to slide gate concrete foundation approx 40’ of 4” x 1” x ¼” plated slide gate ground track bolted down to concrete with ½ x 3” Simpson Titan Strong Tie Concrete Anchors. Furnish and install (1) new 30’ wide x 6’ high slide gate made from 3” square 11ga outer frame 2” square 11ga inner horizontal and vertical rail (3) bays with x brace d with 3/8 truss rod + trust tightener 3/16 top and bottom steel cable with commercial grade turnbuckle, 6’ high 1” 9ga no climb chain link fabric inside gate frame with 3-strands of 4point barbwire. Gate will be installed with 6” v -grove wheel front and rear with 6” double overhead gate roller all gate frame to be galvanized material with heavy brace bands and tension bands.
(
Gate Operator)
Furnish and install (1) SL3000501UL- MC Commercial slide gate operator . Gate operator to include Required (2) LMRRUL Retro- Reflective Photo Eye as Required to Meet UL325 Requirements.

F
urnish and install (1) 5’ safety edge with #302210 edge transmitter and #109950 Receiver to be mounted on front of gate to reverse gate upon contact.

F
urnish and install (2) DETLM loop detectors and install within gate operator controller and connect to existing ground loop wires (1) to serve as interior free exit device and (1) to serve as safety device.

NO W

ARRANTY TO EXISTING IN GROUND VEHICLE LOOP
EXHIBIT "A"

***$29,733.00***

***If Bonds are required, add 3% to Job total as a Change Order***

Alta Fence Co., Inc.

P.O. Box 1523
Martinez, California
Federal ID # 94-2768404 License No. 448540
P: 925-777-9877 F: 925-777-9677 Email: [email protected] 10/16/2025

City Antioch
Water Treatment Plant

401 Putnam St
Antioch CA 94509

(Reference)
Antioch Municipal Reservoir
North and southeast fence perimeter fence line.

Prior to Alta Fence starting fence line project and trees bushes branches on or near fence line will need to be removed by city Antioch staff. Dry vegetation will need to be mowed down as well.

(Front perimeter fence line)
Demo approx 900’ of old 6’ high 2” 9ga galvanized chain link fence with 7ga top and bottom tension wire with (1) 16’ wide x 6’ high double swing gate and haul away. Existing 2 3/8-line post and existing 2 7/8 terminal post will be reused for new fence line and sleeved over for new 8’ high fence line 3 ½ sch 40 post over existing 2 7/8 and 2 7/8 over existing 2 3/8 -line post Alta Fence will replace damaged post as needed. Dig and set (2) new 4” sch 40 gate post 4’ in the ground 10” diameter holes all spoils to remain on site. Furnish and install approx 900’ of new 8’ high 1” no climb 9ga galvanized chain link fence with 1 5/8 galvanized top rail 7ga bottom tension wire + 3- strands of 4-point barb wire stretch and tie. Install (1) new 16’ wide x 8’ high double swing gate made from 1 7/8 frame with 8’ high 1” no climb fabric + 3-strands of 4-point barbwire. Install (1) new lockable drop rod for locking mechanism.

(Rear Fence Line
Demo approx 355’ old 6’ high 11ga chain link fence with top and bottom 7ga tension wire old fence post to be cut to ground level old fence material with (1) 12’ wide and (1) 16’ wide double swing gates to be hauled away. Dig and set (7) 2 7/8 terminal post (4) 4” sch 40 gate post and approx (35) 2 3/8 line post 3’ in ground 9” diameter holes all spoils to remain on site. Furnish and install approx 355’ of new 8’ high 1” no climb 9ga galvanized chain link fence with 1 5/8 galvanized top rail 7ga bottom tension wire + 3-strands of 4-point barbwire stretch and tie. Install (1) 16’ wide and (1) 12’ wide double swing gate made from 1 7/8 frame with 8’ high 1” no climb fabric + 3 -strands of 4- point barbwire. Install (1) per double gate lockable drop rod for locking mechanism.

***$124,083.00***
***If Bonds are required, add 3% to Job total as a Change Order***

Alta Fence Co., Inc.

P.O. Box 1523
Martinez, California
Federal ID # 94-2768404 License No. 448540
P: 925-777-9877 F: 925-777-9677 Email: [email protected] 10/31/2025

Location: Fulton Shipyard

City Of Antioch
1201 w 4
th St.

Antioch CA 94509

Alta Fence to demo (1) existing 21’ wide x 8’ high double swing gate and haul away.

Re-use (1) existing 6 5/8 gate post for new cantilever gate. Dig and set (1) new 6 5/8 gate post 6’ in the ground 18” diameter holes all spoils to remain on site. Form and Pour (1) new 24” x 24” cantilever slide gate pad (1) new 12”x 12” keypad pedestal pad. Furnish and install (1) new 30’ wide x 8’ high cantilever slide made from 2 3/8 sch40 outer frame with 1 7/8 sch 40 inner vertical and horizontal rails 1 3/8 sch 40 inner diagonal bracing with 3/16 inner top and bottom steel cable with galvanized heavy-duty turnbuckle. 8’ high 1” diamond 9ga galvanized fabric will sit inside gate frame leaving top and bottom rails flush. Cantilever slide gate will slide back and forth on (4) new Loadmaster #2 cantilever Gate rollers with gate roller Guards.

(Rear Cantilever rolling gate fence Guard)
Dig and set (3) 2 3/8 terminal post and approx (3) 1 7/8-line post 3’ in the ground 9” diameter holes all spoils to remain on site. Furnish and install approx 30’ of new 4’ high 2” diamond 9ga galvanized chain link fence with 1 5/8 top rail 7ga galvanized bottom tension wire stretch and tie.(NOTE) This Fence line will be installed to protect individuals standing near rear slide gate from impact with gate.

(Gate Operator)
Furnish and install (1) HY -SECURITY DRIVER 15 -1HP 115V/1HP Commercial Slide gate operator. Gate operator to include (2) retro - reflective photo eyes to cover front and rear of gate.

Install (1) fire department Knox switch.

(POWER TO SUPPLY TO BE RAN BY OTHERS)

***$46,576.00***

***If Bonds are required, add 3% to Job total as a Change Order***

ATTACHMENT "B"

L
Agenda Item #

STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of January 27, 2026

TO: Honorable Mayor and Members of the City Council

SUBMITTED BY: Desmond Bittner, Police Captain

APPROVED BY: Joe Vigil, Chief of Police

SUBJECT: Resolution Approving Amendment No. 1 to the Contract with Chaplin and Hill Investigative Services for an increase of $250,000

RECOMMENDED ACTION
It is recommended that the City Council adopt a resolution approving Amendment No. 1 to the contract with Chaplin and Hill Investigative Services , increasing the amount by $250,000 for continued investigative services and authorizing the City Manager to execute the amendment in a form approved by the City Attorney.

FISCAL IMPACT
This amendment will increase the existing $150,000 contract by $250,000 for a revised total not to exceed amount of $400,000. Funds for investigative services are included in the General Fund’s Police Department fiscal year 2025/2026 budget.

DISCUSSION
On June 24, 2025, the City Council passed Resolution 2025/117 approving a consulting services agreement with Chaplin and Hill Investigative Services for an amount not to exceed $150,000. Due to an unanticipated increase in investigative services, the $150,000 limit has been exceeded, and an additional amount of $250,000 is required to continue the services throughout the remainder of the fiscal year. Approval of this increase will revise the not to exceed contract amount to $400,000.

To maintain public confidence and uphold the integrity of internal investigations, the Antioch Police Department must ensure that its process for handling allegations of misconduct is unquestionably impartial. Engaging independent, external professional investigators is widely recognized as an optimal strategy to achieve transparency and fairness.

This approach is consistent with national law enforcement best practices and standards.

The International Association of Chiefs of Police (IACP), a global organization representing more than 31,000 police executives, recommends that agencies use Antioch City Council Report
January 27, 2026, Agenda Item # L 2
external investigators to reassure the community of fairness and impartiality, Building Trust Between the Police and the Citizens They Serve.
(https://www.theiacp.org/sites/default/files/2018-08/BuildingTrust_0.pdf) ). Similarly, the Police Executive Research Forum (PERF), in its 2023 report Managing Officer-Involved Critical Incidents, (https://www.policeforum.org/assets/ManagingOICIs.pdf)emphasizes that independent investigation is essential for maintaining legitimacy in the eyes of both the public and the department’s personnel.

Academic research further supports this model. A 2024 peer-reviewed study titled Police Officer Perceptions of Fundamental Fairness: The Impact of Investigator Independence on Officer and Public Trust, published in Police Practice and Research, (https://www.researchgate.net/publication/383143887_Police_Misconduct_Investigation _Processes_Police_Officer_Perceptions_of_Fundamental_Fairness, DOI:

10.1177/07340168241271213) found that internal investigations conducted by independent, external investigators led to significantly higher perceptions of fairness and legitimacy both among officers and the broader public.

By continuing our professional services agreement with Chaplin and Hill Investigative Services, the C ity ensures that investigations are conducted by experienced, impartial professionals, free from internal influence or association. This not only satisfies F ederal compliance requirements but also promotes public transparency and reinforces a culture of accountability within the department.

ATTACHMENTS

A. Resolution
B. Chaplin and Hill Investigative Services Executed Agreement ATTACHMENT “A”

RESOLUTION NO. 2026/XX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH APPROVING AMENDMENT NO. 1 TO THE CONTRACT WITH CHAPLIN AND HILL
INVESTIGATIVE SERVICES INCREASING THE AMOUNT BY $250,000 FOR INVESTIGATIVE SERVICES.

WHEREAS, the City of Antioch is committed to ensuring accountability and transparency in its police operations through impartial misconduct investigations;

WHEREAS, the City entered a consulting services agreement with Chaplin and Hill Investigative Services June 24, 2025, for professional investigative services on an as- needed basis;

WHEREAS, the existing $150,000 contract with Chaplin and Hill Investigative Services has been exceeded, and an amendment to the contract in an amount not to exceed $250,000 is needed to continue their services through the remainder of F iscal Year 2025/2026;

WHEREAS, it is in the best interest of the City of Antioch to amend the existing contract with Chaplin and Hill Investigative Services to increase the amount by $250,000 to maintain public confidence and uphold the integrity of internal investigations;

WHEREAS, this amendment will increase the total contract to an amount not to exceed $400,000.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch hereby approves Amendment No. 1 to the contract with Chaplin and Hill Investigative Services, increasing the amount of the contract by $250,000 for a total not to exceed amount of $400,000 for their continued investigative services , and authorizes the City Manager to execute the amendment in a form approved by the City Attorney.

* * * * * * *

I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof, held on the 27th day of January 2026, by the following vote:

RESOLUTION NO. 2025/**
January 27, 2026

Page 2 ends

AYES:

NOES:

ABSTAINED:

ABSENT:

__________________________________
MICHAEL J. MANDY

CITY CLERK OF THE CITY OF ANTIOCH

ATTACHMENT B

Agenda Item

STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of January 27, 2026

TO: Honorable Mayor and Members of the City Council

SUBMITTED BY: Monserrat Cabral, Public Safety and Community Resources Director

APPROVED BY: Bessie Marie Scott, City Manager

SUBJECT: Amendment No. 3 to the Consulting Services Agreement with One Day at a Time (ODAT), with fiscal sponsor Community Initiatives , extending the Agreement through December 31, 2026, for the 2022- 25 City of Antioch’s California Violence Intervention and Prevention (CALVIP) Program

RECOMMENDED ACTION
It is recommended that the City Council adopt a resolution approving the Third Amendment to the Consulting Services Agreement with One Day at a Time (ODAT), with fiscal sponsor Community Initiatives, for implementation of the City of Antioch’s 2022– 2025 Ca lifornia Violence Intervention and Prevention (CalVIP) grant, and authorizes the City Manager or designee to execute the amendment in a form approved by the City Attorney.

FISCAL IMPACT
There is no fiscal impact to the City’s General Fund associated with this action. The total not-to-exceed contract amount remains $910,234, funded entirely through CalVIP grant funds. This amendment authorizes a no- cost extension of the contract term through December 31, 2026, for continued program implementation and through June 30, 2027, for evaluation and close- out activities, with no increase to the total not -to-exceed contract amount of $910,234

As of December 31, 2025 ODAT has an estimated $170,802 remaining to support continued outreach, intervention services, program oversight, and required reporting through the extended implementation period ending December 31, 202 6. The remaining grant term through June 30, 202 7 will serve as a no-cost extension dedicated exclusively to evaluation, final reporting, fiscal reconciliation, and grant close- out activities, as approved by the Board of State and Community Corrections (BSCC).

DISCUSSION
The City of Antioch’s violence prevention initiative was launched following the successful submission of a proposal to the Board of State and Community Corrections (BSCC) under Cohort 4 of the California Violence Intervention and Prevention (CalVIP) grant. In February 2022, the City was awarded $1,794,116 to implement evidence-based violence intervention

Antioch City Council Report
January 27, 2026, Agenda Item M

strategies over a three -year grant cycle from July 1, 2022 through June 30, 2025, with a required 100 percent local match, doubling the overall investment in violence prevention infrastructure, staffing, and community-based partnerships.

The initial phase of the grant focused on building a strong and accountable program foundation, including the establishment of a new department, deliberate hiring of qualified staff, and the selection of partners through competitive procurement processes to ensure transparency, fiscal responsibility, and program effectiveness.

In June 2023, One Day at a Time (ODAT) was selected as the City’s lead community-based organization to implement direct street outreach along with the Peacemaker Fellowship, an intensive, evidence-informed intervention model targeting individuals at the highest risk of gun violence. ODAT’s original contract allocation was $340,806.

Additional CalVIP-funded partners include:
• Advance Peace, contracted for $435,000, to provide national technical assistance, training, and model fidelity support; and
• Evident Change, contracted for $89,705, to conduct third-party evaluation and ensure data-driven accountability throughout the grant lifecycle.

In early 2025 , BSCC approved a no- cost extension allowing the City to continue program implementation through December 31, 202 5, followed by an evaluation-only extension through June 30, 2026. BSCC has since approved an additional no- cost extension, extending program implementation through June 30, 2026, with a subsequent evaluation - only period through December 31, 2026.

GOALS

1. Establish and sustain a partnership-based program management framework.

2. Improve individual outcomes for people at highest risk of gun violence and strengthen police–community relationships.

3. Implement a comprehensive violence reduction strategy and position the City for sustained funding and long-term impact.

PROGRAM OUTCOMES
As of December 31, 2025, ODAT has:
• Conducted 4,648 hours of street-level outreach in priority neighborhoods including:

Sycamore, Cavallo, Downtown Antioch (10th Street, East 18th, Street, A Street) and G Street areas.
• Enrolled 16 participants in the Peacemaker Fellowship. • Maintained a program engagement/retention rate of 100% over a minimum participation period of 3 months.
• Successfully interrupted 29 potential violent incidents. • Achieved 95% of participants remaining free from new gun- related arrests or victimization.
• Supported 18 participants in accessing education, workforce training, behavioral health services, housing stabilization, or reentry supports.

Evident Change has been conducting a evaluations throughout the time period of this grant.

Findings to date indicate positive progress relative to baseline conditions, including Antioch City Council Report
January 27, 2026, Agenda Item M

improvements in participant recruitment and engagement, increased trust and sustained contact between participants and outreach staff, and early indicators of strengthened prosocial behaviors and access to supportive services. The evaluation has also documented enhanced implementation capacity and community -based engagement strategies that support long-term violence prevention efforts. Full evaluation results will be finalized during the evaluation-only extension period, with a final report expected at the conclusion of the CalVIP Cohort 4 evaluation period.

Since the City Council’s last discussion of this item, the Public Safety and Community Resources Department (PSCR), the Antioch Police Department (APD), and the City Manager’s Office have continued to meet regularly with One Day at a Time (ODAT) and Advance Peace to strengthen coordination, clarify roles, and align operational approaches.

These discussions have intentionally focused on improving information-sharing and collaboration without undermining ODAT’s community-based service model, which requires appropriate separation from law enforcement to maintain trust, credibility, and effectiveness with participants. This ongoing coordination supports both public safety objectives and the integrity of evidence-informed violence intervention practices.

FISCAL STATUS AND REMAINING GRANT FUNDS
As of December 31, 2025, ODAT has expended approximately $739,432 of its total CalVIP allocation, leaving an estimated $170,802 remaining.

The remaining funds will be used to support:
• Continued street-level outreach and violence interruption services; • Ongoing operation of the Peacemaker Fellowship;
• Program oversight, supervision, and coordination; and • Required CalVIP reporting, compliance, and performance monitoring.

All programmatic expenditures will conclude no later than December 31, 2026.

EVALUATION AND CLOSE-OUT PERIOD
The period from July 1, 2026 through December 31, 2026 will be dedicated exclusively to:
• Final third-party evaluation activities;
• Required reporting to BSCC;
• Fiscal reconciliation; and
• Grant close-out.

ATTACHMENTS
A. Resolution

RES
OLUTION NO. 2026/xx
RES

OLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH AUTHORIZING

THE THIRD AMENDMENT TO THE CONSULTING SERVICES AGREEMENT WITH

ONE DAY AT A TIME, WITH FISCAL SPONSOR, COMMUNITY INITIATIVES, FOR PROGRAM DELIVERY AND IMPLEMENTATION FOR THE CITY OF ANTIOCH’S

CALIFORNIA VIOLENCE INTERVENTION AND PREVENTION (CALVIP) PROGRAM,

AUTHORIZING A NO-COST EXTENSION OF THE AGREEMENT THROUGH JUNE 30, 2026 FOR PROGRAM IMPLEMENTATION AND THROUGH DECEMBER 31, 2026 FOR EVALUATION AND CLOSE-OUT, WITH NO INCREASE TO THE TOTAL

NOT-TO-EXCEED CONTRACT AMOUNT
WHE
REAS, the City of Antioch (“City”) was awarded $1,794,116 by the Board of State and Community Corrections (“BSCC”) under Cohort 4 of the California Violence Intervention and Prevention (“CalVIP”) grant program in February 2022 to implement evidence-based violence intervention strategies for the period July 1, 2022 through June 30, 2025, with a required 100 percent local match; and
WHE
REAS, One Day at a Time (ODAT) was awarded for the program delivery and implementation of the City of Antioch’s CalVIP initiative in May 2023; and WHE
REAS, the CalVIP grant supports community -based, trauma- informed strategies to reduce gun violence, improve outcomes for individuals at highest risk of violence involvement, and strengthen relationships between communities and public safety partners; and
WHE
REAS, additional CalVIP-funded partners include Advance Peace, providing technical assistance and model fidelity support, and Evident Change, providing independent third- party evaluation services to ensure accountability and data- driven outcomes; and
WHE
REAS, t he City Council has previously approved amendments to the Consulting Services Agreement to align program operations with community needs, grant requirements, and fiscal sustainability, without increasing the overall grant allocation; and WHE
REAS, in early 2025, the Board of State and Community Corrections granted a no- cost extension of the CalVIP grant allowing continued program implementation through December 31, 2025, and a subsequent evaluation-only extension through June 30, 2026; and
WHE
REAS, in late 2025, Board of State and Community Corrections granted second amendment for a no-cost extension of the CalVIP grant allowing continued program implementation through June 30, 2026 and a subsequent evaluation- only extension through December 31, 2026; and

ATTACHMENT A
WHEREAS, as of December 31, 2025, ODAT has expended approximately $739,432 of its total CalVIP allocation, with an estimated $170,802 remaining to support continued outreach, intervention services, program oversight, and required reporting during the extended implementation period; and

WHEREAS, Amendment No. 3 to the Consulting Services Agreement authorizes a no-cost extension of the agreement through December 31, 2026 for evaluation and close-out activities, with no increase to the total not -to-exceed contract amount of $910,234, all of which is funded entirely through CalVIP grant funds; and

WHEREAS, approval of this amendment ensures continuity of a proven, community-based violence intervention model, maintains compliance with CalVIP and BSCC requirements, and allows for responsible stewardship of state grant funds without any impact to the City’s General Fund.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch hereby approves Amendment No. 3 to the Consulting Services Agreement with One Day at a Time, with fiscal sponsor Community Initiatives, for the implementation of the City of Antioch’s 2022–2025 California Violence Intervention and Prevention (CalVIP) Program, and authoriz es the City Manager or designee to execute the amendment in a form approved by the City Attorney.

* * * * * * * *

AYES:

NOES:

ABSTAIN:

ABSENT:

_____________________________________
MICHAEL J. MANDY

CITY CLERK OF THE CITY OF ANTIOCH

ONE DAY AT A TIME
Executive Director
Johnny Rodriguez
Program Manager
Sarai Espinoza
Overview of Uplifting Peace
Population and Recruitment
• Serves highest-risk individuals of gun violence (ages 15–32).

Uplifting Peace Program *
• Builds fellows trust and accountability through engagement, daily contact, and personalized goal-setting.
• Utilizes Life Management Action Plans (LifeMAPs) to guide fellows through meeting basic needs, short/long-term goals, and stability milestones.
• Fellows receive case management, mentorship, and access to wraparound support across multiple services (e.g., housing, mental health, education, employment, and sobriety) by Neighborhood Change Agents (NCAs) with lived experience.

To reduce gun violence in the
City of Antioch by engaging
high-risk young adults,
providing resources and
encouraging positive
alternatives for healthier, non-
violent lifestyles.

GOAL
* Uplifting Peace Program follows Advance Peace Evidence based model. 16 Active Fellows
Uplifting Peace
Currently
100%
of fellows remain
Alive, with no gun
violence
engagement
29 Successful
interruptions
to potential violent
incidents
19 participants received
education, workforce
training, behavioral
health services,
housing stabilization,
& reentry supports
4,648
hours of
community
outreach and
community
engagement
2 Fellows have
Successfully
finished the
program
95%
of participants
remaining free
from new gun-
related arrests or
victimization
1 Fellow
Relocated
19 Total Fellows
Served
Who We Serve
84%
16%
GENDER
Male
Female
42%
27%
11%
10%
5%
5%

ETHNICITY
African American
Hispanic
Pacific Islander
White
Asian
Other/Mixed
67%33%

LOCATION
94509
94531
90%
Have
previously
been
Incarcerated
Fellow Spotlight
• 31-year-old
• 1 Felony
• Father of 4
• 10 months in the program
• Successfully supported the Fellow in transitioning off house arrest and re-entering the community
• Supported access to substance use treatment, leading to successful rehabilitation and sustained sobriety
• Assisted with legal navigation and documentation, contributing to the dismissal of criminal charges
• Provided employment readiness support, including completion of required documentation
• Secured stable employment, supporting long-term stability and self-sufficiency
• Remains alive and has had no involvement in gun violence since program engagement
Community Engagement & Violence Prevention
Respond to Shootings in Target Area
• Rapid response to shootings within the target area
• Outreach workers and violence interrupters respond as quick as possible • Victims and families receive support
• Retaliation is discouraged and prevented
Organize Community
• Engage local residents, community leaders, and business owners • Build relationships and neighborhood ownership
• Coordinate with faith leaders, schools, and local institutions • Create visible community opposition to violence
Spread Positive Norms
• Promote messages and activities that reinforce non-violence • Use outreach, events, and consistent messaging
• Help the community see that violence is not acceptable and not normal Example of Reinforcing Non-Violence During a Critical
Incident
Following a recent, high-impact incident involving multiple victims within the target area (currently under active investigation), the ODAT team mobilized immediately to provide coordinated, trauma-informed support.

Outreach staff worked alongside trusted community partners, schools, and local organizations to support affected families, attend community vigils, and connect individuals to critical resources.

At the same time, the team focused on preventing further harm by sharing consistent messages that reinforce non-violence, promote healing, and emphasize that violence is neither acceptable nor normal.

Through relationship-based outreach and community presence, staff helped de-escalate tensions, discourage retaliation, and support community members in processing grief without further violence.

This response reflects ODAT’s commitment to rapid intervention, community collaboration, and long-term violence prevention during moments of acute crisis.

Gun Violence Reduction
10 Murders
16 Murders
5 Murders
2023
2024
2025
Local city/regional studies in
California found each fatal
shooting cost taxpayers
roughly $2.5 million when
accounting for public safety,
including police investigation,
emergency services, medical
care, criminal justice and
long-term costs
Thank you
This program is achieving
what it was designed to
do save lives, reduce
violence, and stabilize
communities.

Agenda Item

STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of January 27, 2026

TO: Honorable Mayor and Members of the City Council

SUBMITTED BY: Monserrat Cabral, Public Safety & Community Resources Director

APPROVED BY: Bessie M. Scott, City Manager

SUBJECT: Approval of Funding in the Amount of $115,000 for the Bridge Builders to the New Generation (BBNG) 6-Week Summer
Exploration Camp

RECOMMENDED ACTION
It is recommended that the City Council adopt a resolution approving funding in the amount of $115,000 to support the Bridge Builders to the New Generation (BBNG) 6- Week Summer Exploration Camp and authorizing the City Manager to execute any necessary agreements related to program implementation.

FISCAL IMPACT
The Public Safety and Community Resources Department fiscal year 2025/26 General Fund budget includes funding for various youth programs and is sufficient to cover the $115,000 cost of the camp.

BACKGROUND
The City of Antioch continues to prioritize youth safety, prevention, and positive youth development, particularly during the summer months when school-based supports are not in session. Summer periods are widely recognized as a high- risk time for youth disengagement, learning loss, and exposure to unsafe environments—especially for youth from economically vulnerable households. In response, the City invests in structured, relationship-based programming that reduces risk, strengthens protective factors, and supports long-term educational and community outcomes.

For Fiscal Year 2025 –26, the City’s Youth Services Network (YSN) has an annual allocation of approximately $400,000 to support consultants and community -based organizations in carrying out the City’s youth development, prevention, and enrichment priorities. These funds are intended to support evidence- informed programming aligned with City Council goals related to public safety, equity, youth engagement, and community stability.

To ensure programs are responsive, inclusive, and grounded in lived experience, in

Antioch City Council Report
January 27, 2026, Agenda Item N
January 2025, the City issued a Request for Proposals (RFP) and utilized a youth- and young-adult-informed review process. Applications were evaluated with direct input from youth and young adults, who reviewed, scored, and prioritized proposals based on relevance, impact, accessibility, and alignment with community needs. Through this process, the Bridge Builders to the New Generation (BBNG) Summer Exploration Camp emerged as a top- rated proposal, reflecting strong youth support and alignment with City priorities.

W
hile funding is available within the YSN allocation, City Council approval is required for the proposed program amount to authorize the use of funds at this level.

T
he proposed BBNG Summer Exploration Camp is a six -week, Monday -through-Friday program designed to provide structured supervision, mentorship, social-emotional learning (SEL), restorative practices, and college and career exposure for Antioch youth. The program emphasizes prevention, enrichment, and future readiness through consistent daily engagement and high-impact experiential learning.

T
he program will serve approximately 60 youth and includes:
• Daily structured programming focused on SEL, leadership, and mentorship • Weekly enrichment and exposure activities, including college tours, museums, bowling, Sky Zone, cultural excursions, and park-based programming • College campus visits to San Francisco State University, Sacramento State University, and UC Davis
• Daily meals and snacks to support youth wellness and participation • Transportation to ensure equitable access for all participants T
he program is staffed by trained youth development professionals to ensure safety, consistency, and high-quality engagement.

B
BNG is an established, active partner within the Antioch Unified School District, currently providing services and support across multiple school sites, including Dallas Ranch Middle School, Antioch Middle School, and Antioch High School. In addition to its school -based presence, BBNG has successfully implemented the City of Antioch’s Teen Fall and Teen Spring Camps, demonstrating strong implementation capacity, effective youth engagement, and reliable coordination with City staff and school partners. This existing infrastructure and proven performance position BBNG to launch the proposed Summer Exploration Camp efficiently and responsibly.

T
he proposed investment is proactive and time- limited, focusing on upstream prevention during a critical seasonal window. Approval of this item will allow the City to provide a safe, structured, and developmentally rich summer experience for Antioch youth while advancing Council-adopted priorities related to public safety, youth development, equity, and community well-being.

TACHMENTS
A. Resolution
B. Scope
C. Budget
RE
SOLUTION NO. 2026/xx
RE

SOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH APPROVING FUNDING IN THE AMOUNT OF $115,000 FOR THE BRIDGE BUILDERS TO THE NEW GENERATION (BBNG) 6-WEEK SUMMER EXPLORATION CAMP
W
HEREAS, the City of Antioch is committed to advancing youth safety, positive development, and equitable access to enrichment opportunities; and W
HEREAS, summer months present an increased risk of youth disengagement, learning loss, and exposure to unsafe environments; and W
HEREAS, the City of Antioch’s Public Safety and Community Resources Youth Services Network (YSN) division has an annual allocation of approximately $400,000 for Fiscal Year 2025–26 to support consultant-led programs that advance the City’s youth development, prevention, equity, and public safety priorities; and W
HEREAS, the City utilized a Request for Proposals (RFP) process in January 2025 that included direct input from youth and young adults, who reviewed and rated submitted proposals to ensure programs are responsive to lived experience, community need, and youth-identified priorities for FY26, resulting in the Bridge Builders to the New Generation (BBNG) Summer Exploration Camp being identified as a top-rated proposal; and
W
HEREAS, although funding is available within the Youth Services Network allocation, City Council approval is required to authorize the proposed funding amount to implement the BBNG 6-Week Summer Exploration Camp in alignment with City policies and fiscal oversight responsibilities; and
W
HEREAS, the Bridge Builders to the New Generation (BBNG) 6-Week Summer Exploration Camp provides structured supervision, mentorship, social-emotional learning, and college and career exposure for Antioch youth; and W
HEREAS, the total cost of the program is $115,000 and represents a cost- effective, preventive investment in youth and community well-being; W
HEREAS, BBNG is currently operating in partnership with Antioch Unified School District and is actively engaged on multiple campuses, including Park Middle School, Antioch Middle School, and Antioch High School; and W
HEREAS, BBNG has demonstrated proven capacity and positive outcomes through its successful implementation of the City of Antioch’s Teen Fall Camp and Teen Spring Camp, establishing a strong foundation for expanding summer prevention and enrichment programming for Antioch youth; and

ATTACHMENT A
NO W, THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch hereby approves the funding in the amount of $115,000 for the BBNG 6-Week Summer Exploration Camp, and authorizes the City Manager or designee to execute and any related documents necessary to implement this program in a form approved by the City Attorney.
* * * * * * * * * * *
I
HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof, held on the 27 th day of January 2026, by the following vote:

A
YES:

N
OES:

ABS
TAIN:

ABS
ENT:
___
__________________________________
MICHAEL J. MANDY

CITY CLERK OF THE CITY OF ANTIOCH

2026 SUMMER EXPLORATION CAMP

Overview
Antioch continues to experience disproportionate impacts of youth disengagement, summer learning loss, and community safety challenges, particularly during the summer months when school -based supports are unavailable. Research consistently shows that juvenile crime and victimization peak between 3:00–7:00 PM during the summer, and youth who lack access to structured enrichment are signiﬁcantly more likely to experience academic regression, behavioral challenges, and exposure to unsafe environments.

For Antioch families —many of whom are working, cost -burdened, or navigating multiple stressors—safe, reliable summer programming is not a luxury; it is a necessity.

The BBNG 6- Week Summer Exploration Camp directly addresses these gaps by providing daily supervision, mentorship, social -emotional learning, and positive exposure opportunities for approximately 60 Antioch youth during the highest-risk period of the year.

Investment
This investment represents the full, all -inclusive cost of operating a six -week, Monday - through-Friday summer intervention that prioritizes safety, equity, and long -term youth outcomes. Speciﬁcally, Antioch’s investment supports:
• Over 180 hours of structured programming per youth across six weeks • Consistent daily supervision and mentoring by trained youth development professionals
• Transportation access to college campuses, cultural institutions, and enrichment sites—ensuring participation regardless of family income or mobility • Daily meals and snacks, reducing food insecurity and supporting youth focus and regulation
• Evidence-informed SEL and restorative practices that build emotional regulation, leadership, and conﬂict-resolution skills
At approximately $1,811 per youth for the full summer (or about $60 per youth per day), this program delivers high -impact prevention at a fraction of the cost of reactive interventions such as juvenile justice involvement, emergency response, or academic remediation.

ATTACHMENT B
Why This Matters for Antioch
Antioch has one of the largest youth populations in Contra Costa County, with a signiﬁcant percentage of students qualifying for free or reduced-price meals, indicating high levels of economic vulnerability. During summer months, when school -based supervi sion and services pause, Antioch families consistently report increased concerns related to youth safety, unsupervised time, and access to enrichment opportunities. Data and practice show that structured summer programming is one of the most effective tool s for reducing youth risk exposure, preventing learning loss, and supporting community stability, particularly in cities with rapidly growing and diverse youth populations like Antioch. • Prevention is more cost -effective than intervention - One juvenile justice referral or summer learning recovery effort can exceed the per-youth cost of this entire program. • Summer structure reduces risk exposure - Youth engaged in consistent programming are signiﬁcantly less likely to experience victimization, behavioral escalation, or academic decline.
• Early exposure changes trajectories - College and career exposure increases post - secondary aspirations, particularly for ﬁrst -generation students and youth from historically underserved communities.
• Community stability beneﬁts everyon e - When youth are engaged, families are supported, neighborhoods are safer, and community trust is strengthened.

A Strategic, Responsible Investment
This is not a one -t i m e ﬁ e l d t r i p o r r e c r e a t i o n a l p r o g r a m . I t i s a s t r a t e g i c , t i m e-limited investment in youth prevention, safety, and future readiness during a critical window.

Antioch’s $120,657 investment reﬂects a commitment to upstream solutions that reduce long-term costs while delivering immediate, tangible beneﬁts to youth and families.

By funding the BBNG Summer Exploration Camp, Antioch is making a measurable, values - aligned investment in the well-being of its young people—and in the long-term health, safety, and prosperity of the community as a whole.

Budget Narrative for the 6 – week Summer Exploration Camp Personnel
Chief Executive
Officer
Oversee direct wrap-around support service initiative at BBNG Summer Camp. Serve as ground level Bridge Builders Summer Camp in conducting outreach to create a camp that is safe, nurturing, and inclusive for all students in the city of Antioch. Engage students in college and career readiness, social emotional assistance, with the overall goal of personal improvement. $12,000.00
Program
Directors
Research, develop and plan outreach programs that promote Bridge Builders and contribute to its overall success. Subject to organizational deadlines and procedures. Empowered to hire staff to achieve success in each program and confirm said staff members possess current versions of all required professional credentials.
$50 an hour x 30 days x 6 hours a day x 3 directors = 31,320.00 $31,320.00
Camp Advisors Provide daily organization for their cohort of students, as well as individualized coaching and mentorship. Selected for compassion and ability to access and reshape the mindset of our youth.
$25 an hour x 30 days x 6 hours a day x 6 Camp Advisors = 27,000.00 $27,000.00
Personnel
Subtotal
$70,320.00
Program Operations
Transportation Monday – Bowling/SkyZone (Off-site)
• Transportation: 3 vans
• Cost: $1,500 per day
• Duration: 6 weeks
• Total: 3 vans × $1,500 × 6 weeks = $9,000
Tuesday – Museums (Off-site)
• Transportation: 3 vans
• Cost: $1,500 per day
• Duration: 6 weeks
• Total: 3 vans × $1,500 × 6 weeks = $9,000
Wednesday – On-Site Programming
• Transportation: None
• Total: $0
Thursday – Excursions / Park Visits
• Transportation: Parents drop youth off at park
• Bus usage: 3 buses (one-day cost)
• Cost: $1,500 total
• Total: $1,500
Friday* – College Tours
• Transportation:
o 3 buses for college tours (3 weeks)
o 3 vans for park visits (1 weeks)
• Costs:
o Buses: 3 buses × $1,500 × 3 weeks = $4,500
o Vans: 3 vans × $1,500 × 1 weeks = $1,500
• Total: $6,000
21,000.00

ATTACHMENT C
No Camp on June 19th or July 3rd
Activities Monday – Bowling
• Cost: $630 per day
• Duration: 6 weeks
• Total: $630 × 6 = $3,780
Tuesday – Sky Zone
• Cost: $34 per camper
• Number of campers: 60
• Duration: 2-month membership (covers full camp period) • Total: $34 × 60 × 2 months = $4,080
Wednesday – On-Site Programming
Thursday – Excursions / Park Visits
Planned rotating activities include:
• Exploratorium: $29.95 × 60 campers = $1,797
• San Francisco Botanical Garden
• African American Museum & Library at Oakland
• Black Diamond Minds
• Field Day at Prewettt Ranch Park (2 sessions)
Note: Some Thursday activities are low- or no-cost; total reflects only known admission fees.

Friday – College Tours
• Programming occurs on 4 Fridays (2 Fridays are
holidays)
• Planned college visits include:
o San Francisco State University
o Sacramento State University
o University of California, Davis
• Remaining Fridays include recreation at Buchanan Park • Transportation costs accounted for separately.
$9,657.00
Food Monday – Bowling
• $500 per day × 6 weeks
• Total: $3,000
Tuesday – Sky Zone
• $500 per day × 6 weeks
• Total: $3,000
Wednesday – On-Site Programming
• $500 per day × 6 weeks
• Total: $3,000
Thursday – Park Visits / Excursions
• $500 per day × 6 weeks
• Total: $3,000
Friday – College Tours / Buchanan Park
• Programming held on 4 Fridays (2 Fridays are holidays) • $500 per day × 4 days
• Total: $2,000
$14,000.00
Program Operations Subtotal $44,657.00
Budget Total $114,977.00
O
Agenda
Item

STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of January 27, 2026
TO: Honorable Mayor and Members of the City Council
SUBMITTED BY: Monserrat Cabral, Public Safety & Community Resources Director APPROVED BY: Bessie M. Scott, City Manager
SUBJECT: Amendment No. 3 to the Consulting Services Agreement with Felton Institute for the City of Antioch’s Angelo Quinto Community Response Team program (AQCRT)

RECOMMENDED ACTION
It is recommended that the City Council adopt a resolution to approve the Third Amendment to the Consulting Services Agreement with Felton Institute for the City of Antioch’s Angelo Quinto Community Response Team program (AQCRT) to extend through December 31, 2026 and reallocate $408,984.74 in unused American Rescue Plan Act (ARPA) funds originally contracted to Bay Area Community Services, increas ing the total not-to-exceed contract amount to $6,108,984.74 , and authoriz ing the City Manager or designee to execute the amendment in a form approved by the City Attorney.

SCAL IMPACT
There is no additional fiscal impact to the City’s General Fund. This t hird amendment reallocates existing ARPA funds that were previously awarded but unspent. The AQCRT contract total will increase from $5,700,000 to $6,108,984.74 , utilizing ARPA funds that must be fully expended by December 31, 2026.

The D
epartment of the Treasury’s ARPA spending guidelines allow agencies to reclassify excess funds that were obligated as of the December 31, 2024, deadline to another eligible project if the agency incurred the obligation by December 31, 2024. Therefore, the City of Antioch can use the remaining funds from the Bay Area Community Services contract, which ended in April 2025, to increase and extend the AQCRT contract, as this is an existing, approved ARPA obligation/contract entered into prior to December 31, 2024, as required by Treasury guidelines. If the funds are not re-directed to another project the City had previously entered into prior to December 31, 2024 , funds will have to be returned to the Department of Treasury.

BACKGRO
UND
The Angelo Quinto Community Response Team (AQCRT) is a cornerstone of Antioch’s public safety and crisis response infrastructure, providing trauma- informed, community -

Antioch City Council Report
January 27, 2026, Agenda Item O
centered intervention for non- violent, non -criminal, and non- life-threatening calls for service. The program responds to mental health crises, welfare checks, substance use concerns, and de-escalation needs, offering an alternative to traditional law enfor cement responses.

F
rom May 2023 through December 2025, AQCRT responded to 13,461 calls, representing approximately 75% of the City’s low-level, non-violent call volume. Through coordinated partnerships with the Antioch Police Department, County Fire, and EMS, AQCRT has reduced strain on first responders while improving outcomes for individuals experiencing crisis.

T
he City Council approved an initial Consulting Services Agreement with Felton Institute, utilizing $3.6 million in ARPA funds to establish and operate the AQCRT. In October 2024, the City Council approved a First Amendment allocating an additional $2.1 million in ARPA funds through a mid-cycle budget amendment, increasing the total contract amount to $5.7 million to support expanded staffing and service capacity. A Second Amendment approved operational adjustments based on call volume, fiscal projections, and program sustainability, extending services through August 31, 2026 or until ARPA funds were expended, whichever occurs first, without increasing the total contract amount. As of this amendment, $4,614,033 has been expended.

The proposed amendment reallocates $408,984.74 in unused ARPA funds originally contracted to Bay Area Community Services for supportive services that were not fully utilized, and applies those funds to continued AQCRT operations. The amendment extends the agreement term through December 31, 2026, aligning with the federal ARPA expenditure deadline, and increases the total not -to-exceed contract amount to $6,108,984.74. This action ensures continuity of services, preserves a proven community- based crisis response model, and reflects responsible stewardship of federal funding.

The
remaining ARPA funds could not be repurposed for new or unrelated activities, as federal requirements limit their use to eligible, already -established projects with executed agreements and defined scopes of work.

S
taff notes that AQCRT was the most viable and compliant option to absorb these funds, as it is an existing ARPA-eligible program with an active contract and clearly demonstrated capacity to fully expend the funds by the federal ARPA expenditure deadline of December 31, 2026.

NCLUSION
Approval of the Third Amendment ensures the City of Antioch:
• Fully utilizes remaining ARPA funds in compliance with federal deadlines. • Sustains a proven, high-impact crisis response program. • Avoids disruption to essential community services.
• Maximizes return on previously approved public investment.

T
his amendment represents a fiscally responsible and outcomes -driven extension of a program that has demonstrated meaningful benefits to Antioch residents.

TACHMENTS
A. Resolution
B. Impact Report
RES
OLUTION NO. 2026/xx
RES

OLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH AUTHORIZING

THE THIRD AMENDMENT TO THE CONSULTING SERVICES AGREEMENT WITH FELTON INSTITUTE FOR THE CITY’S ANGELO QUINTO COMMUNITY RESPONSE TEAM PROGRAM TO EXTEND THE CONTRACT TERM THROUGH DECEMBER 31, 2026
WHE
REAS, the City of Antioch is committed to public safety strategies that incorporate community-based, trauma-informed approaches for individuals experiencing behavioral health crises, substance use episodes, or other non-violent emergencies; and WHE
REAS, the City entered into a Consulting Services Agreement with Felton Institute to launch and operate the Angelo Quinto Community Response Team (AQCRT) using funding from the American Rescue Plan Act (ARPA); and WHE
REAS, the AQCRT has responded to over 13,461 low-level, non-violent, and non-life-threatening calls between May 2023 and December 2025, representing approximately 75% of eligible calls received by the City; and WHE
REAS, the program has successfully diverted 13,461 non- criminal emergencies away from traditional law enforcement and emergency services, improving outcomes for individuals in crisis and reducing strain on police and EMS; and WHE
REAS, the City Council approved amendments increasing the total allocation to $5.7 million and extending program operations; and
WHE
REAS, the City has identified $408,984.74 in unused ARPA funds originally awarded to Bay Area Community Services that may be reallocated; and WHE
REAS, ARPA funds must be fully expended by December 31, 2026, and extending AQCRT through that date ensures full utilization of federal funds; and WHE
REAS, the proposed Third Amendment increases the total not -to-exceed contract amount to $6,108,984.70 without impacting the City’s General Fund; NOW
, THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch hereby:

The C
ity Council hereby approves the Third Amendment to the Consulting Services Agreement with Felton Institute to continue the operation of the Angelo Quinto Community Response Team (AQCRT) through December 31 , 2026; and authorizes the City Manager or designee is hereby authorized to execute the Third Amendment and any related documents necessary to implement this resolution, in a form approved by the City Attorney.

ATTACHMENT A
* * * * * * * *
I HE
REBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof, held on the 27 th day of January 2026, by the following vote:

AYES:

NO
ES:

ABST
AIN:

ABSE
NT:
______
_______________________________
MICHAEL J. MANDY

CITY CLERK OF THE CITY OF ANTIOCH

AQCRT IMPACT REPORT
May 2023 - December 2025
Introduction
Officially launched on May 10, 2023, the Angelo Quinto Community Response Team (AQCRT) remained dedicated to delivering compassionate, non-police crisis intervention in Antioch, CA.

Staffed by crisis response specialists, along with a behavioral health specialist. AQCRT responds to mental health crises dispatched through 9-1-1. This report covers data from May 10, 2023 through December 31, 2025 highlighting the team's progress and upcoming initiatives. It tracks the number and nature of calls handled by AQCRT, assesses progress toward program goals, and provides insights into continuous improvement to ensure the team's ongoing success.

Organization Structure
• Division Director – oversees entire division
• Program Director – manages daily operations and supervises staff • Behavioral Health Specialist – focuses on mental health services • Data Administrative Assistant – handles data and administrative tasks • Crisis Response Specialists (CRS) – deliver on-site interventions and immediate support to individuals in crisis, addressing urgent needs and connecting them to appropriate resources

ATTACHMENT B

Page 2 ends

Report prepared by Charles Palmares and Alisea Wesley-Clark | Felton Institute AQCRT Program Date: January 20, 2026
Executive Summary
The Angelo Quinto Community Response Team (AQCRT) program launched in Antioch, California, in response to growing community needs for an effective and compassionate mental health crisis response system. This program is funded through local resources and aims to provide a proactive approach to mental and behavioral health crises. AQCRT serves as a vital component of the emergency response system, addressing behavioral health crises called into 9- 1-1. The AQCRT vision is for Antioch residents to receive the most appropriate and compassionate response during a crisis, ensuring a safer and healthier community. The program’s mission is to enhance the emergency response system in Antioch by offering an innovative, non- police approach to mental health crises, prioritizing dignity, respect, and care for every individual served.

AQCRT deploys highly trained, civilian-only teams to provide effective, compassionate crisis intervention. The program’s goals include offering rapid, in-person responses.

Initially when the program opened it operated (24) hours a day (7) days a week. Effective July 1, 2025, the hours of operation changed to (12) hours a day, (7) days a week, to individuals experiencing mental health or behavioral health crises in the community. AQCRT delivers assessments, supports, and ensures connections to necessary resources, focusing on resolving crises in the least restrictive settings possible. As with all services under the Angelo Quinto Community Response Team, AQCRT follows evidence-based practices to ensure the highest quality of care. The team also provides telephonic support for cases that do not require face-to- face intervention, ensuring comprehensive coverage for all crisis situations.

Integrated into the Antioch 911 emergency response system, AQCRT fills the critical gap in behavioral health crisis intervention, reducing the reliance on law enforcement and EMS personnel in situations outside their professional scope. Additionally, AQCRT follows up after interventions to ensure individuals are connected to the appropriate level of ongoing care and support.

Since its launch, the program has had a significant impact on the community. AQCRT staff have consistently reported feeling safe and well-supported during interventions, with a high level of confidence in their training and ability to address the needs of those in crisis. Feedback from community members and local partners has highlighted the positive influence AQCRT has had on the mental health landscape of Antioch.

AQCRT is proud to partner with the city of Antioch and local health agencies to provide this essential service. Through evidence-based practices, collaboration, and a commitment to compassionate care, AQCRT is making a meaningful difference in the lives of Antioch residents.

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Report prepared by Charles Palmares and Alisea Wesley-Clark | Felton Institute AQCRT Program Date: January 20, 2026
Table of Contents
Introduction ............................................................................................................................................................... 1 Organization Structure ......................................................................................................................................... 1 Executive Summary ................................................................................................................................................. 2 At A Glance ................................................................................................................................................................ 4 Data Analysis and Reporting ................................................................................................................................ 5 Dispatches Summary by Zip Code...................................................................................................................... 5 APD-Requested Dispatches ................................................................................................................................. 6 Follow-Ups .............................................................................................................................................................. 6 Demographics ........................................................................................................................................................... 6 Case Management Overview ............................................................................................................................... 7 Follow-Ups ................................................................................................................................................................. 8 Community and Engagement Activities ............................................................................................................ 8 Outreach.................................................................................................................................................................. 8 Team Training ......................................................................................................................................................... 9 Spending Budget ...................................................................................................................................................... 9 Cost Comparison: AQCRT vs. APD Response ............................................................................................. 10 Angelo Quinto Community Response Team (AQCRT .................................................................................. 10 Antioch Police Department (APD) ................................................................................................................... 10 What Is Being Compared .................................................................................................................................. 11 Benefits ................................................................................................................................................................. 11 Contact Information ............................................................................................................................................. 12

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Report prepared by Charles Palmares and Alisea Wesley-Clark | Felton Institute AQCRT Program Date: January 20, 2026
At A Glance
From May 10, 2023, to December 31, 2025, the AQCRT report indicates a total of 13,461 dispatch calls for service, with an average response time of 8.3 minutes for all 13,461 calls. Of those calls, 12,641 were completely diverted from the Antioch Police Department and Emergency Medical Services and 8,068 problems were resolved.

Breakdown of dispatched calls include:
• 5,583 calls – welfare checks
• 3,859 calls – relocations
• 2,065 calls – noise/party complaints
• 1,954 calls – other categories
Including domestic violence incidents, 5150 holds, and de-escalation of health and safety concerns.

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Report prepared by Charles Palmares and Alisea Wesley-Clark | Felton Institute AQCRT Program Date: January 20, 2026
Data Analysis and Reporting
Dispatches Summary by Zip Code
ZIP/Postal Code Record Count
94509 8,240
94531 3,704
Total 11,944
Note on Dispatch Summary by Zip Code:

While the actual number of dispatched calls for the reporting period is 13,461, this report presents only unique dispatches and does not include repeated calls to the same location or client. The Dispatch Summary by Zip Code reflects a total of 11,944 dispatches.

Additionally, some dispatches were handled by phone rather than through in-person field response, which may also contribute to the discrepancy in the total count.

Dispatched Calls | May 10, 2023 - December 11, 2025
Type of Call Dispatched Problem Resolved
Welfare checks 5,583 3,686
Relocated unwanted guest / loiterer 3,859 2,299
Successfully linked to transportation 365 353
Linked to mental health support 110 106
Linked to a shelter/housing 97 85
Linked to community services 94 85
Provided medical care 23 23
Family reunification/mediation 276 TBD
Domestic disputes 274 TBD
Noise/party complaints 2,065 TBD
Basic needs resources 598 TBD
Services involving minor 350 TBD
Initiated 5150 320 TBD
De-escalated, health & safety 286 TBD
AQCRT handed off to EMS 463 TBD
APD handed off to AQCRT (or vice versa) 357 TBD
Community partner present 84 TBD

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Report prepared by Charles Palmares and Alisea Wesley-Clark | Felton Institute AQCRT Program Date: January 20, 2026
APD-Requested Dispatches
During the reporting period, the Antioch Police Department requested and handed off to AQCRT on-site (or vice versa) in 357 calls. AQCRT requested and handed off 463 calls to EMS.

All calls are dispatched through 911 dispatch. These requests reflect the continued collaboration between APD and AQCRT in responding to non-violent, behavioral health, and community- based incidents requiring trauma-informed support.

Follow-Ups
As a follow-up to the Community Response Teams responding to calls, the Behavior Health Specialist conducted 224 referral intakes for 115 individuals in Antioch.

Demographics

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Report prepared by Charles Palmares and Alisea Wesley-Clark | Felton Institute AQCRT Program Date: January 20, 2026
Gathering data on the sexual orientation and gender identity (SO/GI) of Antioch-dispatched calls is essential for accurately determining the appropriate level of services. This is particularly crucial in cases involving family reunification, domestic violence, and minors. (SO/GI) data are collected voluntarily and stored in compliance with HIPAA confidentiality standards and agency privacy policies.

Male 57.3% (4,097of 7,147)
Female 37.6% (2,689 of 7,147)
Unknown/Not Provided 4.8% (342 of 7,147)
Transgender MtF 0.11% (8 of 7,147)
Non-Binary 0.07% (5 of 7,147)
Transgender FtM 0.06% (4 of 7,147)
Queer 0.03% (2 of 7,147)
Case Management Overview
Housing-related challenges remained prevalent, particularly in the form of unwanted guest removals and reports of individuals establishing encampments on private or public property.

These calls often involved individuals experiencing homelessness or severe housing insecurity.

While AQCRT provided resources such as hygiene supplies and referrals, when possible, many

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Report prepared by Charles Palmares and Alisea Wesley-Clark | Felton Institute AQCRT Program Date: January 20, 2026
unhoused individuals expressed reluctance to accept shelter placements located outside of Antioch, citing distance and disconnection from local resources as barriers. This further underscores the urgent need for accessible, local shelter options and strengthened partnerships with housing providers within the city.

Additionally, the community’s recognition and trust in AQCRT continues to grow. Team members are increasingly requested by name through 911 calls, partner referrals, demonstrating AQCRT’s expanding presence as a trusted and approachable resource for crisis response and ongoing support.

Follow -Ups
AQCRT’s Behavioral Health Specialist receives referrals from field staff and conducts follow-up with clients requiring ongoing behavioral health support, ensuring continuity of care and connection to appropriate services.

As a follow-up to the Community Response Teams responding to calls, the Behavior Health Specialist conducted 224 referral intakes for 115 individuals in Antioch.

Community and Engagement Activities
Outreach
During 2024 and 2025, AQCRT participated in the following community outreach and engagement activities
• May 2024: Delivered a presentation to junior and senior law classes at Deer Valley High School
• May 2024: Participated in the Community Resource Fair hosted by the Culture and Climate Committee at Marsh Elementary School
• June 2024: Participated in the Antioch Youth Block Party • July 2024: Participated in a professional networking mixer with the Tre Vista Senior Community
• August 2024: Participated in National Night Out at Sycamore Square • September 2024: Participated in the Youth Empowerment Festival at Los Medanos College • October 2024: Participated in a Fall Carnival event with the Tre Vista Senior Community • March 2025: Participated in the Opioid Community Forum at the Antioch Community Center • August 2025: Participated in National Night Out at Sycamore Square • October 2025: Participated in the Community Violence Forum at Genesis Church • October 2025: Participated in the Unhoused Community Alliance Think Tank • October 2025: Symposium at the Antioch Community Center • October 2025: Participated in the Trunk-or-Treat event at Antioch Water Park

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Report prepared by Charles Palmares and Alisea Wesley-Clark | Felton Institute AQCRT Program Date: January 20, 2026
Team Training
Throughout the year, the team will participate in scheduled training courses designed to enhance professional competencies, subject-matter knowledge, and overall effectiveness in their respective roles. These courses will address a range of topics relevant to community response and support, supporting ongoing professional development and continuous improvement in service delivery. All training activities will be overseen by Dr. Robin Ortiz, Ph.D., Director of Business Development at the Felton Institute.

Spending Budget
The AQCRT Budget covers the period from February 2023 – December 2025 Cost Description Amount
Auto Expense: CART 227,190.20
Cleaning: CART 47.80
Client Expenses: CART 3,870.31
Duplicating & Printing: CART 4,638.11
Equipment - non-IT: CART 18,796.25
Event Support: CART 201.60
Flex: Food & Groceries: CART 415.96
Flex: Housing Rents: CART 188.96
Flex: Other: CART 1,018.85
Flex: Transportation: CART 579.81
Food: CART 183.79
General Insurance: CART 116,139.89
Health Plan: CART 530,467.38
Indirect Cost Expense: CART 693,550.12
IT Development & Mai: CART 89,699.15
IT equip: CART 32,488.34
Kitchen Supplies: CART 586.50
Licenses: CART 61.00
Meeting Expense: CART 3,296.49
Miscellaneous Expense: CART 184.20
Moving Fees: CART 151.76
Occupancy - Maintenance of BLD: CART 3,525.89
Occupancy Cost: CART 90,464.00
Occupancy -Utilities: CART 24,550.44
Office Equipment Ren: CART 6,197.71
Office Supplies: CART 5,850.09
Payroll Taxes (FICA: CART) 272,656.79
Postage: CART 43.85
Program Related Expense: CART 121.78

Page 10 ends

Report prepared by Charles Palmares and Alisea Wesley-Clark | Felton Institute AQCRT Program Date: January 20, 2026
Promotion, outreach, marketing: CART 7,906.24
Property Tax: CART 424.88
Recruiting: CART 7,039.38
Salaries: CART 2,583,248.60
Salaries: CART 3,787.88
Staff Recognition Ex: CART 71.77
Staff Transportation: CART 43,727.76
Telephone Lines: CART 33,033.07
Training Expenses: CART 1,135.43
Travel & Conferences: CART 718.95
Workers Comp Ins.: CART 59,169.35
TOTAL 4,867,430.33
Cost Comparison: AQCRT vs. APD Response
Basic Costs / Budget Comparisons
Angelo Quinto Community Response Team (AQCRT)
• AQCRT was established to respond to non-violent, non-life-threatening 911 calls involving mental health crisis, welfare checks, quality-of-life issues, and lower-acuity situations typically handled by police/fire services. The focus is on de-escalation, mediation, and linking residents to services rather than enforcement. • The annual cost of operating AQCRT has been estimated at approximately $1.8 million per year.
• ARPA (American Rescue Plan Act) funds were initially used to support the program, and coverage of operating costs has influenced service levels (e.g., reduction from 24/7 to 12-hour coverage to stretch available funding).

Antioch Police Department (APD)
• Police services constitute a substantial part of the city’s general fund personnel costs.

According to city budget data, police personnel costs represent most public safety expenses — with the police department alone accounting for around two-thirds of personnel costs in a recent fiscal projection.
• While there isn’t a published line-by-line cost per behavioral health call for APD national and comparative research indicates that a police response to a behavioral health 911 call typically costs more than a civilian crisis response team, in part because of officer salaries, overtime, training, vehicle and equipment costs, and the potential for longer on- scene times.

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Report prepared by Charles Palmares and Alisea Wesley-Clark | Felton Institute AQCRT Program Date: January 20, 2026
What Is Being Compared
Aspect AQCRT APD Response
Cost per year ~$1.8–2.2M (initial funded level) ** Not itemized per specific call but embedded in larger police budget;
personnel costs overall are high
and rising.

Type of responders Civilian crisis specialists trained in mental health, de-escalation, social
services links.

Sworn peace officers trained in
law enforcement, not primarily in
mental health.

Appropriate calls Low-acuity behavioral health,
welfare checks, social support
needs.

All calls including those requiring
enforcement or where safety
threats exist.

Goal of service Reduce harm, connect to services,
avoid criminalization.

Public safety, enforce laws,
protect life/property.

Funding source ARPA and city funds; short-term
grants affecting longevity.

Ongoing city general fund.

Impact on police workload Diverted hundreds of calls typically handled by police.

Responds to all calls, including
those that may be more costly and
less suited to enforcement.

Benefits (Not Strictly Dollar) Seen or Expected
AQCRT Benefits:
• Reduces police involvement in non-violent mental health situations, which potentially lowers liability and risk of escalation.
• Frees up sworn officers to focus on urgent or violent crimes by handling a sizable volume of calls (e.g., ~500 calls/month in early service).
• Reduces the likelihood of force or arrest in cases where clinical support is more appropriate.
• Potentially improves community trust and connection to services.

Police Response Benefits:
• Police are equipped to handle situations with immediate safety threats or criminal elements.
• APD validity and response infrastructure is ongoing and funded through the city’s general fund, ensuring broad coverage.

Academic and National Research Context:
• Studies generally find that alternative crisis response teams can improve outcomes and reduce costs in certain call types (e.g., lowered involuntary detentions, fewer adverse events) and are often cheaper on a per-incident basis than police response, though results vary by model and community.

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Report prepared by Charles Palmares and Alisea Wesley-Clark | Felton Institute AQCRT Program Date: January 20, 2026
• However, some research suggests that in certain jurisdictions police responses may cost less per call than alternative co-response models, especially if officers can absorb calls without added team infrastructure — though this doesn’t capture broader social outcomes.

Limitations & Gaps in the Antioch Comparison
• No formal public cost-benefit analysis specifically comparing AQCRT costs vs APD costs on a per-call or per-year basis appears to be published by the City of Antioch or in open news sources. The available material describes budgets and service aims but does not quantify net monetary savings or reduction in police expenditures directly attributable to AQCRT.
• APD costs per 911 call are typically embedded in overall departmental budgets and not broken out by call type publicly.
• While city council and oversight reports provide dispatch counts and operational scale, they do not include a detailed economic evaluation (e.g., cost per call, avoided hospital/jail costs, longer-term benefits).
• Economic studies of other cities offer useful context but may not be directly transferable to Antioch’s specific budget and service environment.

High-Level Conclusion (Based on Available Data)
• Cost: The AQCRT operates at roughly $1.8–$2.2 million annually, which is a dedicated line item that exists outside the police general fund and reflects a new public investment in alternative crisis response.
• Benefit: It diverts non-emergency behavioral health calls from APD, potentially reducing the time and resources sworn officers would otherwise spend on these calls and focusing them on higher-priority safety needs.
• Comparative value: While direct per-call cost comparisons are not published for Antioch, broader studies suggest community crisis response teams often result in lower marginal costs per relevant call and potentially better social outcomes than traditional police responses, especially for mental health and welfare checks. • The city continues to adjust funding levels and hours of service for AQCRT as part of budget balancing, indicating ongoing evaluation of its cost relative to city priorities and resources.

Contact Information
• General Program Email: [email protected]
• Office Phone (M-F, 9AM - 5PM): 415-474-7310 Ask for AQCRT • Web Address: felton.org/aqcrt

P
Agenda Item #

STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of January 27, 2026

TO: Honorable Mayor and Members of the City Council

SUBMITTED BY: Bessie Marie Scott, City Manager

SUBJECT: Resolution Approving Amendment No. 3 to the Consulting Services Agreement between the City of Antioch and TM Consulting, Inc. to Amend the Not-to-Exceed Amount

RECOMMENDED ACTION
It is recommended that the City Council adopt a resolution approving a Third Amendment to the Consulting Services Agreement with Tracy Miller Consulting, Inc. , correcting the cumulative not -to-exceed contract amount to $273,000, increasing the agreement by $100,000 for facilitation services, for a revised total not-to-exceed amount of $373,000, and authorizing the City Manager to execute the amendment.

FISCAL IMPACT
Approval of the Third Amendment corrects the agreement history to accurately reflect a previously authorized cumulative not -to-exceed amount of $273,000 and authorizes an additional $100,000 increase for facilitation services, resulting in a revised not-to-exceed amount of $373,000. Funding for the additional amount will be absorbed within the Fiscal Year 2025 –26 operating budget through anticipated salary savings.

DISCUSSION
On February 13, 2025, the City of Antioch entered into a Consulting Services Agreement with Tracy Miller Consulting, Inc., with a not -to-exceed amount of $75,000. On May 27, 2025, the City Council approved the First Amendment, increasing the agreement by $38,000 to a revised not-to-exceed amount of $113,000. On July 8, 2025, the City Council authorized an additional amendment to the agreement, increasing the contract amount by $60,000, bringing the authorized cumulative not-to-exceed total to $173,000.

On December 9, 2025, the City Council approved an amendment to increase the agreement by $100,000. However, the December 9th staff report and resolution inadvertently labeled the action the “Second Amendment” and listed a revised not -to- exceed amount of $213,000, rather than accounting for the previously authorized July 8, 2025 amendment. As a result, the City Council’s cumulative contract authority was not accurately reflected.

Antioch City Council Report
January 27, 2026, Agenda Item #P

This item corrects the record to accurately reflect prior City Council actions. When the original agreement, the First Amendment ($38,000), the July 8, 2025 amendment ($60,000), and the December 9, 2025 amendment ($100,000) are properly combined, the correct cumulative not -to-exceed contract amount is $273,000. The proposed Third Amendment does not authorize any new or additional funding related to these prior actions; rather, it corrects a clerical sequencing error and ensures consistency among the agreement history, Council approvals, and the contract’s compensation provision.

Separately, in response to a request from the newly selected City Attorney, staff proposes increasing the agreement’s not -to-exceed amount to support facilitation services for the City Attorney’s onboarding and initial coordination with the City Council. T his facilitation would occur within the first sixty (60) days of employment and is intended to align goals, expectations, and priorities between the Office of the City Attorney and the City Council.

The proposed increase would also provide capacity for any additional City Council meeting facilitation requests that may arise during the term of the agreement. This approach allows the City to address both planned onboarding facilitation and future facilitation needs without requiring subsequent amendments.

ATTACHMENTS
A. Resolution
B. Initial Consulting Services Agreement
C. Amendment 1 to the Consulting Services Agreement
D. Amendment 2 to the Consulting Services Agreement

ATTACHMENT A

RESOLUTION NO. 2026/XXX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH APPROVING A

THIRD AMENDMENT TO THE CONSULTING SERVICES AGREEMENT WITH TRACY MILLER CONSULTING, INC. CORRECTING THE AGREEMENT HISTORY,

INCREASING THE NOT-TO-EXCEED AMOUNT, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE THE AMENDMENT

WHEREAS, on February 13, 2025, the City Council approved a Consulting Services Agreement with Tracy Miller Consulting, Inc. for an amount not to exceed $75,000; and

WHEREAS, on May 27, 2025, the City Council approved the First Amendment, increasing the agreement amount by $38,000 for a revised not-to-exceed total of $113,000; and

WHEREAS, on July 8, 2025, the City Council authorized an additional amendment increasing the agreement amount by $60,000, bringing the cumulative authorized total to $173,000; and

WHEREAS, on December 9, 2025, the City Council approved an amendment increasing the agreement amount by an additional $100,000, but the amendment was inadvertently designated as the Second Amendment and reflected an incorrect cumulative not -to- exceed total; and

WHEREAS, the City Council desires to correct the agreement history to accurately reflect its prior approvals, which, when properly combined, result in a cumulative not-to-exceed amount of $273,000; and

WHEREAS, the newly appointed City Attorney has requested facilitation services to support onboarding and initial coordination between the Office of the City Attorney and the City Council, as well as potential additional City Council meeting facilitation during the term of the agreement; and

WHEREAS, the City Council desires to authorize an additional increase of $100,000 to the agreement to support such facilitation services, resulting in a revised total not -to- exceed amount of $373,000.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Antioch as follows:

1. The City Council approves a Third Amendment to the Consulting Services Agreement with Tracy Miller Consulting, Inc., which:
a. Corrects the agreement’s history to accurately reflect prior City Council actions

RESOLUTION NO. 2026/**
January 27, 2026

Page 2 ends

and a cumulative not -to-exceed amount of $273,000; and

2. b. Increases the agreement by an additional $100,000 for facilitation services, resulting in a revised total not-to-exceed amount of $373,000.

3. The City Manager is authorized to execute the Third Amendment in a form approved by the City Attorney.

* * * * * * *

AYES:

NOES:

ABSTAINED:

ABSENT:

__________________________________
MICHAEL J. MANDY

CITY CLERK OF THE CITY OF ANTIOCH

Page 1 of 14 ends

CONSULTING SERVICES AGREEMENT BETWEEN

THE CITY OF ANTIOCH AND

TRACY MILLER CONSULTING INC
(MONTHLY SUPPORT)
THIS AGREEMENT ( “Agreement”) is made and entered into this _____ day of _________________, 2025 (“Effective Date”) by and between the City of Antioch, a municipal Corporation with its principle place of business at 200 H Street, Antioch, CA 94509 (“City”) and Tracy Miller Consulting Inc., with its principle place of business at 20300 Channing Lane, Yorba Linda, CA 92887 (“Consultant”) as of January 15, 2025. City and Consultant individually are sometimes referred to herein as “Party” and collectively as “Parties.”
SECTION 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall furnish all technical and professional services including labor, material, equipment, transportation, supervision and expertise to provide to City the services described in the Scope of Work attached as Exhibit A attached hereto and incorporated herein at the time and place and in the manner specified therein (“Services”). In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail.

1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on June 30, 2025, the date of completion specified in Exhibit A, and Consultant shall complete the Services described in Exhibit A prior to that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the Services required by this Agreement shall not affect the City’s right to terminate the Agreement, under Section 8.

1.2 Standard of Performance. Consultant represents that it is experienced in providing these services to public clients and is familiar with the plans and needs of City. Consultant shall perform all Services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession.

1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform Services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons.

1.4 Time. Consultant shall devote such time to the performance of Services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant’s obligations hereunder.

SECTION 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed Seventy- Five Thousand Dollars ($75,000), n o t w i t h s t a n d i n g a n y c o n t r a r y i n d ications that may be contained in Consultant’s proposal, for Services to be performed and reimbursable costs incurred under this Agreement.

In the event of a conflict between this Agreement and Consultant’s proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for Services rendered pursuant to this Agreement at the time and in the manner set forth below. The payments specified below

$WWDFKPHQW&

ATTACHMENT B

Page 2 of 14 ends

shall be the only payments from City to Consultant for Services rendered pursuant to this Agreement. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person.

Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant’s estimated costs of providing the Services required hereunder, including salaries and benefits of employees and subc ontractors of Consultant. Consequently, the Parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement.

2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for Services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information:
Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.;
The beginning and ending dates of the billing period; A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion;
At City’s option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense;
The total number of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services; and,
The Consultant’s signature.

2.2 Payment Schedule.

2.2.1 City shall make incremental payments, based on invoices received, for Services satisfactorily performed, in accordance with the requirements of this Agreement, and for authorized reimbursable costs incurred. City shall have thirty (30) days from the receipt of an invoice that complies with all of the requirements of Section 2.1 to pay Consultant.

2.2.2 City shall pay the last 10% of the total sum due pursuant to this Agreement within sixty (60) days after completion of the services and submi ttal to City a final invoice, if all services required have been satisfactorily performed.]

Page 3 of 14 ends

2.3 Total Payment. City shall pay for the Services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering Services pursuant to this Agreement, unless expressly provided for in Section 2.5.

In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment.

2.4 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on the fee schedule in Exhibit B.

2.5 Reimbursable Expenses. R e i m b u r s a b l e e x p e n s e s a r e s p e c i f i e d b e l o w , a n d s h a l l n o t exceed). Expenses not listed below are not chargeable to City. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded.

Reimbursable Expenses are:

2.6 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes.

2.7 Authorization to Perform Services. The Consultant is not authorized to perform any Services or incur any costs whatsoever under the terms of this Agreement until Consultant receives authorization to proceed from the Contract Administrator.

SECTION 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the Services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein.

City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant’s use while consulting with City employees and reviewing records and the information in possession of the Ci ty. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities.

SECTION 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, shall procure insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work by the Consultant and its agents, representatives, employees, and subcontractors. Consultant shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's proposal.

Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s) and provided evidence thereof to City.

Verification of the required insurance shall be submitted and made part of this Agreement prior to execution.

Insurers shall have an AM Best rating of no less than A:VII unless otherwise accepted by the City in writing:

Page 4 of 14 ends

4.1 Commercial General Liability (CGL). Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. The required insurance limits may be met if an umbrella insurance provision explicitly supplements both the CGL and general aggregate limits to reach the required threshold. If Consultant’s services include work within 50 feet of a railroad right of way, the Consultant shall have removed any exclusion on their liability policy limiting coverage for work near a railroad, or shall provide a Railroad Protective Liability policy in favor of the City. Limits for such coverage shall be no less than $5,000,000.

4.2 Automobile Liability Insurance. ISO Form Number CA 00 01 covering any auto (Code 1), or if Consultant has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.

4.3 Workers' Compensation Insurance. Workers’ Compensation Insurance as required by the State of California, with Statut ory Limits, and Employer ’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

4.4 Professional Liability (Errors and Omissions). Insurance appropriate to the Consultant’s profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.

4.5 Other Insurance Provisions. Unless otherwise specified below, all insurance policies are to contain, or be endorsed to contain, the following provisions:

4.5.1 Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations. CGL coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 and CG 20 37 if a later edition is used). This requirement shall only apply to the CGL and Automobile Liability Insurance policies specified above.

4.5.2 Primary Coverage. For any claims related to this contract, the Consultant’s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it. This requirement shall only apply to the CGL and Automobile Liability Insurance policies specified above.

4.5.3 Notice of Cancellation. Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City.

4.5.4 Waiver of Subrogation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applie s regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. This requirement shall only apply to the CGL, Automobile Liability and Workers’ Compensation/Employer’s Liability Insurance policies specified above.

Page 5 of 14 ends

4.5.5 Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

4.5.6 Claims made policies. If any of the required policies provide claims-made coverage:

4.5.6.1 The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work.

4.5.6.2 Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.

4.5.6.3 If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work.

4.6 Certificate of Insurance and Endorsements. Consultant shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

4.7 Subcontractors. Consultant shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated in this Agreement, including but not limited to naming additional insureds.

4.8 Higher Limits. If the Consultant maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage fo r the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

4.9 Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage or other special circumstances.

4.10 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise, any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant’s breach:
Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due to Consultant under the Agreement;

Page 6 of 14 ends

Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or, Terminate this Agreement.

SECTION 5. INDEMNIFICATION AND CONSULTANT’S RESPONSIBILITIES.

5.1 To the fullest extent permitted by law, Consultant shall defend (with counsel reasonably acceptable to City), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subc ontractors, consultants or agents in connection with the performance of the Consultant’s services or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, re ceived by Consultant, the Ci ty, its officials, officers, employees, agents, or volunteers.

5.1.1 Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause.

This indemnification and hold harmle ss clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply.

5.2 By execution of this Agreement, Consultant a cknowledges and agrees to the provisions of this Section and that it is a material element of consideration, and that these provisions survive the termination of this Agreement.

SECTION 6. STATUS OF CONSULTANT.

6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant 's services rendered pursuant to this Agreement and assignment of personnel pursuant to Section 1.3; however, otherwise City shall not have the right to control the manner or means by which Consultant accomplishes services rendered pursuant to this Agreement.

Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including, but not limited to, eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits.

6.2 Consultant Not Agent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever.

SECTION 7. LEGAL REQUIREMENTS.

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7.1 Governing Law. The laws of the State of California shall govern this Agreement.

7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the Services.

7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program.

7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their re spective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid business licenses from City.

7.5 Nondiscrimination and Equal Opportunity. C o n s u l t a n t s h a l l n o t d i s c r i m i n a t e , o n t h e basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, sexual orientation or any other legally protected status, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the prov ision of any Services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby.

Consultant shall include the provisions of this Se ction in any subcontract approved by the Contract Administrator or this Agreement.

7.6 California Labor Code Requirements. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4.

Page 8 of 14 ends

If the services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of I n d u s t r i a l R e l a t i o n s . C o n s u l t a n t s h a l l m a i n t a i n registration for the full term of this Agreement and require the same of any subconsultants, as applicable.

Notwithstanding the foregoing, the contractor regist ration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1.

This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant ’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor.

SECTION 8. TERMINATION AND MODIFICATION.

8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant.

Consultant may cancel this Agreement only for cause upon thirty (30) days’ written notice to City and shall include in such notice the reasons for cancellation.

In the event of termination, Consultant shall be entitled to compensation for Services performed satisfactorily to the effective date of termination; City, however, m a y c o n d i t i o n p a y m e n t o f s u c h c o m p e n s a t i o n u p o n Consultant delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement.

8.2 Extension. City may, in their sole and exclusive discretion, extend the end date of the term of this Agreement beyond that provided for in Section 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if City grants such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period.

8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the Parties.

8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant’s unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the

Page 9 of 14 ends

prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator.

8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement.

8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City’s remedies shall include, but not be limited to, the following:

8.6.1 Immediately terminate the Agreement;

8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; and/or

8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant in which case the City may charge Consultant the difference between the cost to have a different consultant complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work.

SECTION 9. KEEPING AND STATUS OF RECORDS.

9.1 Records Created as Part of Consultant’s Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, drawings, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City.

Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use.

9.2 Confidentiality. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be kept confidential by Consultant. Such materials shall not, without the prior written permission of City, be used by Consultant for any purpose other than the performance of this Agreement nor shall such materials be disclosed publicly. Nothing furnished to Consultant which is generally known, shall be deemed confidential. Consultant shall not use the City’s name or logo or photographs pertaining to the Services under this Agreement in any publication without the prior written consent of the City.

9.3 Consultant’s Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for Services or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant.

Page 10 of 14 ends

9.4 Inspection and Audit of Records. A n y r e c o r d s o r d o c u m e n t s t h a t S e c t i o n 9 . 2 o f t h i s Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds Ten Thousand Dollars ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under the Agreement.

9.5 Intellectual Property. The City shall have and retain all right, title and interest, including copyright, patent, trade secret or other proprietary rights in all plans, specifications, studies, drawings, estimates, materials, data, computer programs or software and source code, enhancements, documents and any other works of authorship fixed in any tangible medium or expression, including but not limited to physical drawings or other data magnetically or otherwise recorded on computer media (“Intellectual Property”) prepared or developed by or on behalf of Consultant under this Agreement. Consultant further grants to City a non-exclusive and perpetual license to copy, use, modify or sub-license any and all Intellectual Property otherwise owned by Consultant which is the basis or foundation for any derivative, collective, insurrectional or supplemental work created under this Agreement.

SECTION 10. MISCELLANEOUS PROVISIONS.

10.1 Venue. In the event either party brings any action against the other under this Agreement, the Parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Contra Costa or in the United States District Court for the Northern District of California.

10.2 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in pa rt of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement.

10.3 No Implied Waiver of Breach . The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement.

10.4 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the Parties.

10.5 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper.

10.6 Conflict of Interest. Consultant may serve other client s, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consultant in a “conflict of interest,” as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq.

Consultant shall not employ any official of City in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest i n t h i s A g r e e m e n t t h a t w o u l d v i o l a t e C a l i f o r n i a Government Code Section 1090 et seq.

Page 11 of 14 ends

Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code § 1090 et. seq., the entire Agreement is void and Consultant will not be entitled to any compensation for Services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it ma y be subject to criminal prosecution for a violation of Government Code Section 1090 and, if applicable, will be disqualified from holding public office in the State of California.

10.7 Inconsistent Terms. If the terms or provisions of this Agreement conflict with or are inconsistent with any term or provision of any Exhibit attached hereto, then the terms and provisions of this Agreement shall prevail.

10.8 Solicitation. C o n s u l t a n t a g r e e s n o t t o s o l i c i t b u s i n e s s a t a n y m e e t i n g , f o c u s g r o u p , o r interview related to this Agreement, either orally or through any written materials.

10.9 Contract Administration. This Agreement shall be administered by Kwame P. Reed, Assistant City Manager, [email protected], (925) 779-7011 ( " C o n t r a c t A d m i n i s t r a t o r " ) . A l l correspondence shall be directed to or through the Contract Administrator or his or her designee.

10.10 Notices. Any written notice to Consultant shall be sent to:

Tracy Miller Consulting
20300 Channing Lane
Yorba Linda, CA 92887
Any written notice to City shall be sent to:

City Managers Office
City of Antioch
P. O. Box 5007
Antioch, CA 94531-5007
Attn: Bessie Marie Scott
City of Antioch
P. O. Box 5007
Antioch, CA 94531-5007
Attn: City Attorney

10.11 Integration. This Agreement, including all exhibits and other attachments, represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral.

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CITY: CONSULTANT:

CITY OF ANTIOCH TRACY MILLER CONSULTING INC.
____________________________________ By:______________________________ Bessie Marie Scott Tracy Miller
City Manager CEO
Attest:
____________________________________
Melissa Rhodes
City Clerk
Approved as to Form:
____________________________
Derek Cole
Interim City Attorney
>Two signatures are required for a corporation or one signature with the corporate bylaws indicating that one person can sign on behalf of the corporation@

Page 13 of 14 ends

EXHIBIT A

SCOPE OF WORK

COMMUNICATIONS COACHING AND STRATEGIC PLANNING FOR CITY

LEADERS AND CITY COUNCIL (MONTHLY SUPPORT)
DESCRIPTION:

City Council members and City Leaders who strengthen their communication skills ŕĺŜĖťĖŽôīƅϙĖıŕÍèťϙťēôĖŘϙÍæĖīĖťƅϙťĺϙĖĲƲŪôĲèôϙŕŪæīĖèϙŕôŘèôŕťĖĺĲϠϙ ôĲČÍČôϙĖĲϙēôÍīťēƅϙèĺĲċīĖèťϠϙŜôťϙ ôƄŕôèťÍťĖĺĲŜϠϙŘôıÍĖĲϙŕŘĺċôŜŜĖĺĲÍīϙîŪŘĖĲČϙèĺŪĲèĖīϙıôôťĖĲČŜϠϙÍĲîϙôŜťÍæīĖŜēϙèīôÍŘϙČĺÍīŜϙÍĲîϙÍϙ strategic plan to achieve positive results. Participants will improve their communication skills and participate in a strategic plan to set goals. They will receive coaching and guidance as they practice implementing these techniques and will apply the concepts learned.

Attendees will enhance the way they communicate and their leadership skills.

Leaders will learn to:
1: Engage in a strategic plan and goal setting
2: Increase community trust
͒ϡϙŘĺıĺťôϙſôīīĲôŜŜϙÍĲîϙıĺŘÍīôϙĺċϙèĖťƅϙôıŕīĺƅôôŜ
͓ϡϙ(ċċôèťĖŽôīƅϙÍĲîϙŕŘĺċôŜŜĖĺĲÍīīƅϙèĺııŪĲĖèÍťôϙÍťϙèĺŪĲèĖīϙıôôťĖĲČŜ ͔ϡϙ(ĲČÍČôϙĖĲϙēôÍīťēƅϙèĺĲċīĖèť
͕ϡϙ(ŜťÍæīĖŜēϙÍϙŕŘĺċôŜŜĖĺĲÍīϙèĺîôϙĺċϙèĺĲîŪèťϙ
7: Prioritize special projects equally across district lines ͗ϡϙŪèèôŜŜċŪīϙèĺııŪĲĖèÍťĖĺĲϙſĖťēϙîôŕÍŘťıôĲťϙēôÍîŜϙÍĲîϙèĖťƅϙīôÍîôŘŜ Suggested Program Package:
ēĖŜϙŕŘĺŕĺŜÍīϙŜôťŜϙċĺŘťēϙťēôϙťôŘıŜϙċĺŘϙŘÍèƅϙaĖīīôŘϙϼaϙ ĺĲŜŪīť ĖĲČϙIĲèϟϽϙťĺϙŕŘĺŽĖîôϙťēôϙ
Ėťƅϙĺċϙ
Antioch with monthly communication and leadership consulting services.

This agreement shall commence on February 1ϠϙÍĲîϙťēôϙťôŘıŜϙĺċϙťēôϙÍČŘôôıôĲťϙſĖīīϙæôϙċĺŘϙ ͐͑ϙıĺĲťēŜϙċŘĺıϙťēôϙîÍťôϙĺċϙèĺııôĲèôıôĲťϟϙēĖŜϙŕŘĖèôϙĖŜϙÍīī -ĖĲèīŪŜĖŽôϠϙÍĲîϙťēôŘôϙſĖīīϙæôϙĲĺϙ ôƄťŘÍϙèĺŜťŜϙċĺŘϙťŘÍŽôīϙĺŘϙĺťēôŘϙôƄŕôĲŜôŜϟϙ
aϙ
ĺĲŜŪīťĖĲČϙIĲèϟϙſĖīīϙŕŘĺŽĖîôϙÍϙŜťÍťôıôĲťϙċĺŘϙŜôŘŽĖèôŜϙŘôĲîôŘ ôîϙŪĲîôŘϙťēĖŜϙÍČŘôôıôĲťϙÍťϙ ťēôϙôĲîϙĺċϙôÍèēϙıĺĲťēϟϙēôϙċĺŘôČĺĖĲČϙÍŘôϙťēôϙťôŘıŜϙĺċϙťēôϙÍČŘôôıôĲťϟ bôĖťēôŘϙŕÍŘťƅϙŜēÍīīϙēÍŽôϙÍĲƅϙīĖÍæĖīĖťƅϙťĺϙťēôϙĺťēôŘϙċĺŘϙÍĲƅϙīĺŜ ťϙŕŘĺċĖťŜϙĺŘϙŜŕôèĖÍīϠϙĖĲèĖîôĲťÍīϠϙ ĖĲîĖŘôèťϠϙĺŘϙèĺĲŜôŗŪôĲťĖÍīϙîÍıÍČôŜϠϙôŽôĲϙĖċϙÍîŽĖŜôîϙĺċϙťēôϙŕĺŜŜ ĖæĖīĖťƅϙĺċϙŜŪèēϙîÍıÍČôŜϟ In ÍîîĖťĖĺĲϠϙ aϙ
ĺĲŜŪīťĖĲČϙ IĲèϟϙ ŜēÍīīϙ Ĳĺťϙ æôϙ īĖÍæīôϙ ċĺŘϙ ÍĲƅϙ īĖÍæĖīĖťĖôŜϠϙ èĺŜťŜϠϙ ÍĲîϙ ôƄŕôĲŜôŜϙ ĖĲèŪŘŘôîϙ ĺŘϙ ŜŪċċôŘôîϙ æôèÍŪŜôϙ ĺċϠϙ ĺŘϙ ĖĲϙ ÍĲƅϙ ſÍƅϙ ŘôīÍťĖĲČϙ ťĺϠϙ ťēĖŜϙôĲČÍČôıôĲťϙĺťēôŘϙťēÍĲϙ ÍŜϙ ĤŪîĖèĖÍīīƅϙîôťôŘıĖĲôîϙťĺϙæôϙèÍŪŜôîϙæƅϙaϙ
ĺĲŜŪīťĖĲČϙIĲèϟЍŜϙæÍîϙ ċÍĖťēϙſĖīīċŪīϙıĖŜèĺĲîŪèťϙĺŘϙ
negligence. This agreement may be amended only by an instrument executed by the signed parties. This agreement does not establish an attorney- èīĖôĲťϙŘôīÍťĖĺĲŜēĖŕϟϙIĲϙôƄèēÍĲČôϙċĺŘϙ

Page 14 of 14 ends

the agreed- ŪŕĺĲϙ èĺıŕôĲŜÍťĖĺĲϠϙ ŘÍèƅϙ aĖīīôŘϙ ϼaϙ
ĺĲŜŪīťĖĲČϙ IĲèϟϽϙ ſĖīīϙ ŕŘĺŽĖ îôϙ

ĺııŪĲĖèÍťĖĺĲϙÍĲîϙ[ôÍîôŘŜēĖŕϙ
ĺÍèēĖĲČϙÍŜϙîĖŘôèťôîϙæƅϙťēôϙ
ĖťƅϙaÍĲÍČôŘϟϙ
IĲèīŪîôîϙæŪťϙĲĺťϙīĖıĖťôîϙťĺϙèĺĲŜŪīťĖĲČϙĺĲϙťēôϙċĺīīĺſĖĲČϙťĺŕĖèŜϡ ŘĺċôŜŜĖĺĲÍīĖŜı
Leadership
>ĺŘıÍīϙÍĲîϙIĲċĺŘıÍīϙŕŘôŜôĲťÍťĖĺĲŜϙťĺϙťēôϙŘĖÍīϙ
ĺŪŘťϙîıĖĲĖŜťŘÍťĺŘϙÍĲîϙťēôϙŪŕôŘĖĺŘϙ
ĺŪŘť
ŘôŜôĲťÍťĖĺĲŜϙťĺϙťÍċċ
Presentations to the Community
Delegating
Ownership
Accountability
"ôèŘôÍŜĖĲČϙ
ĺĲċīĖèť
Increasing Wellness
Building Trust
IĲèŘôÍŜĖĲČϙaĺŘÍīô
[ôÍîĖĲČϙaôôťĖĲČŜ
Technology
Building Strong Teams
Increasing Productivity
Decreasing Liability
Written Communication
ēôϙıĺĲťēīƅϙŜôŘŽĖèôϙċôôϙċĺŘϙŪŕϙťĺϙ͔͐ϙēĺŪŘŜϙÍϙıĺĲťēϙĖŜϙщ͔͐Ϡ͏͏͏ ēôϙèĖťƅϙıÍĲÍČôŘϙſĖīīϙŜôťϙťēôϙèĺĲŜŪīťĖĲČϙŜèēôîŪīôϙôÍèēϙıĺĲťēϟϙ ēôϙaÍĲÍČôŘϙſĖīīϙîĖŘôèťϙaϙ

ĺĲŜŪīťĖĲČϙ ťĺϙ ſēĺıϙ ťĺϙ èĺÍèēϙ ôÍèēϙ ıĺĲťēϙ ÍĲîϙ Ŝôťϙ ČĺÍīŜϙ ċĺŘϙ ťēôϙ èĺ ĲŜŪīťĖĲČϙ ēĺŪŘŜϟϙ aϙ

ĺĲŜŪīťĖĲČϙſĖīīϙŜŪæıĖťϙÍϙıĺĲťēīƅϙŘôŕĺŘťϙťĺϙťēôϙ
ĖťƅϙaÍĲÍČôŘϙťēÍ ťϙîĺèŪıôĲťŜϙťēôϙèĺÍèēĖ ng
hours and progress.

AMENDMENTNO. 1TOAGREEMENTFORCONSULTANTSERVICES

FORCOMMUNICATIONSCOACHINGANDSTRATEGICPLANNINGSERVICES

THISFIRSTAMENDMENTTOTHEAGREEMENTFORCOMMUNICATIONS
COACHINGANDSTRATEGICPLANNINGSERVICESisenteredintothis10thdayofJune 2025, by and between the CITY OF ANTIOCH, a municipal corporation (" City")and TRACY MILLER CONSULTING, INC., theiraddressis 20300ChanningLane,Yorba Linda, CA 92887 (" Consultant").

WHEREAS, theCityhasdeterminedthatadditionalfundingisnecessaryto enhancethelevelofserviceprovidedundertheagreementandprovidea transformativeexperiencefortheAntiochCityCouncilandLeadershipteamthatalignswith Antioch' s unique needs.

WHEREAS, thePartiesdesiretoamendtheagreementtoexpEmdservicesto includein-personworkshopstoenhancecriticalcommunicaVanskillsandstrategic planningfortheCityCouncilandLeadershipTeam.

WHEREAS, onMay27, 2025, theCityCouncilauthorizedtheCityManagerto executetheFirstAmendmenttotheAgreement, whichwouldincreasecompensationto the Consultant an additional sum up to $ 38,000. 00 for a total not to exceed 113, 000. 00.

NOW, THEREFORE, THEPARTIESDOMUTUALLYAGREEASFOLLOWS:

1. Section 1 " SERVICES" shall be amended to read as follows:

SubjecttothetermssetforthinthisAgreement, Consultantshallfurnishalltechnicaland professional services including labor, material, equipment, transportation, supervision andexpertisetoprovidetoCitytheservicesdescribedintheScopeofWorkattachedas ExhibitAandExhibitAtoAmendmentNo. 1attachedheretoandincorporatedhereinatthe time and place and in the manner specified therein (" Services"). In the event of a conflictinorinconsistencybetweenthetermsofthisAgreementandExhibitAandExhibit AtoAmendmentNo. 1, thisAgreementshallprevail."

2. Section 2 " COMPENSATION" the first sentence shall be amended to read as follows:

CITYherebyagreestopayConsultanttotalcompensationupto, but nottoexceed113, 000. 00."

ATTACHMENT C
AMENDMENTNO. 1TOAGREEMENTFORCONSULTANTSERVICES

FORCOMMUNICATIONSCOACHINGANDSTRATEGICPLANNING

SERVICES
AllothertermsandconditionsoftheAgreementshallremaininfullforceandeffect.

CITY OF ANTIOCH: TRACY MILLER CONSULTING, INC
By: By:

BE IE MARIE SCOTT Tracy Miller, Owner
C. y Manager
R
ATTEST:
4 ^`
2gii0.'41//4.

MELISSA RHODES
City Cleric
APPR AS TO FORM:

DER O
Interim ' Attorney
2 T
m /

EXPERTMILLER COMMUNICATIONS COACH
1 _ L

ERITICAL COMMUNICATION SKILLS &

STRATEGICPLANNINGFORCITYCOUNCILANDLEADERSHIPTEAM/
DESCRIPTION:

ThisScopeofWorkoutlinestheconsultingservicesthatTMConsultingwillprovidetoAntioch, tailoredtodeveloptheleadershipandcommunicationskillsofthecouncilandtheCityManager'sleadership team.

Drawinginspirationfromtheengagingandimpactfulapproachshowcasedon Tracymotivates.com, ourgoalistodeliveratransformativeexperiencethatalignswithAntioch's unique needs.

1. Needs Assessment & Workshop Development

1. CollaboratewithAntiochCityManagerandCounciltounderstandcommunityprioritiesand challenges.

2. Design a customized,
interactiveworkshopseriesspecificallytailoredto thegroup's needs, fosteringmotivation, engagement, andgrowth.

3. Reviewrelevantdata, budgets, andbackgroundinformationtoinformworkshopcontentand activities.

4. Developcomprehensivehandoutsandmaterialstosupportworkshopobjectives.2. Pre- Meeting Preparation

1. Conductpre-meetingswiththeMayorandCityManagerinadditiontomonthlyconsultinghoursto alignon workshopgoals, expectations, and logisticaldetails.

2. PreparePowerPoints, agendas, presentationmaterials, anddiscussionpointsforthese strategic sessions.

3. Reviewcouncilmeetingsto ensureworkshopsare impactfuland relevant.

3. Workshop Delivery

1. Facilitate in- person workshops in Antioch, utilizing interactive and motivational techniquesdesignedto inspireactionandcommunitycohesion.

2. Ensureeachsessionis custom-designedto meetthespecificgroupdynamicsand objectives.

4. Post-Workshop Follow- Up

1. MeetwiththeCityManagerand/orMayortodebrief, gatherfeedback, andidentifynext steps.

2. Developand assist in implementingafter-actionplans to sustainmomentumand progress.

5. Logistics & Expenses

1. All travel costs— including transportation, lodging, and meals— are included in the cost.

2. TMConsulting's ExecutiveAssistantwillmanagescheduling, coordinatemeetings, and handlelogisticalarrangementsseamlesslyand includedin the cost.

TMConsultingiscommittedtoprovidinganengaging, impactfulexperiencesthatmotivatesAntioch's leadershipandcommunitymemberstoachievesharedgoals. Welookforwardtopartneringwithyouto create meaningful, lasting change.

Tracy Miller Consulting Inc.

Tracy@tracvmotivates. com I 714. 797. 5681 I Courses. tracvmotivates. com 9- 111i

TRACY MILLER

EXPERT COMMUNICATIONS COACH
1 LV JL
Tracy Miller Bio:

Tracy Miller, J. D., theCEOofTMConsulting, anddedicatedtoenhancingorganizationaland individualcommunicationthroughteambuildingworkshops, individualleadershipandpresentation coaching, keynotespeeches, andinterviewpreparation. Witharobustbackground, havingservedasthehighest-rankingwomanintheOrangeCountyDistrictAttorney'sOffice, Tracybringsawealthof experienceandexpertisetoempowerclientsacrossvarioussectors, includinglawenforcement, city leadersandelectedofficials, firefighters, attorneys, judges, andcorporateexecutives. She specializesinimprovingorganizationalcommunication, strengtheningteams, andimprovingpublic speakingandinterviewskillstohelpclientsachievetoprankingsinpromotionalprocesses.Hertransformativecommunicationskillsaredesignedtodecreaseconflictandboostorganizational morale. Tracy'simpressiverosterofclientsincludesnotableentitieslikeDisney, theAnaheimDucks, andBoeingAerospace. Shealsosignificantlyimpactscommunitysafetythroughinitiativeslikethe OrangeCountyGangPreventionPartnership (OCGRIP) shefoundedandled. Tracyisanexpert communicatorandacommunityinfluencer, havingtriedover80casestoverdict, supervisingover 150attorneysandinvestigators, servingontheBoardofDirectorsfortheOrangeCountyBar Association, andbeingtheChairpersonofthejudiciarycommitteetoreviewjudicialapplicantsforthe Governor.

Tracyholdsabachelor'sdegreeinpoliticalsciencefromLoyolaMarymountUniversityandaJurisDoctoratefromSouthwesternUniversitySchoolofLaw, beginningherillustriouscareerontheO.J.

Simpsoncase. Today, shecontinuestoshareherknowledgeandpassionthroughTMConsulting, inspiringandtrainingindividualsandorganizationstocommunicateeffectively, leadauthentically, becomeexcellentpublicspeakers, andgivecompellingmediainterviews.

Total Costs- All Inclusive $ 38,000, plus travel costs
Tracy Miller Consulting Inc.
2 Tracy@tracymotivates. com I 714. 797. 5681 I Courses. tracymotivates. com RD® CERTIFICATE OF LIABILITY INSURANCE

DATE( MM/ DD/ YYYY)
THISCERTIFICATEISISSUEDASAMATTEROFINFORMATIONONLYANDCONFERSNORIGHTSUPONTHECERTIFICATEHO0DER.THISCERTIFICATEDOESNOTAFFIRMATIVELYORNEGATIVELYAMEND, EXTENDORALTERTHECOVERAGEAFFORDEDBYTHEPOLICIESBELOW. THISCERTIFICATEOFINSURANCEDOESNOTCONSTITUTEACONTRACTBETWEENTHEISSUINGINSURER(S), AUTHORIZEDREPRESENTATIVEORPRODUCER,ANDTHECERTIFICATEHOLDER.

IMPORTANT:

If thecertificateholderisanADDITIONALINSURED, thepolicy(ies) musthaveADDITIONALINSUREDprovisionsorbeendorsed.

IfSUBROGATIONISWAIVED, subjecttothetermsandconditionsofthepolicy, certainpoliciesmayrequireanendorsement. Astatementonthiscertificatedoesnotconferrightstothecertificateholderin lieuofsuchendorsement(s).

PRODUCER CONTACT
Hiscox Inc. d/ b/ a/ Hiscox Insurance Agency in CA PHONE 202- 3007 FAX
5 Concourse Parkway A/ C. No. Ext): ( 888)
A/ C, No):

Suite 2150
E-
MAILDRSS: contact@hiscox. com
Atlanta GA, 30328 INSURER( S) AFFORDING COVERAGE NAIL#
INSURER A: Hiscox Insurance Company Inc 10200INSURED
TM Consulting
INSURERS:
20300 Channing Lane INSURER C:

Yorba Linda, CA 92887 INSURER D:

INSURER E:

INSURER F:

COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

THISISTOCERTIFYTHATTHEPOLICIESOFINSURANCELISTEDBELOWHAVEBEENISSUEDTOTHEINSUREDNAMEDABOVEFORTHEPOLICYPERIODINDICATED. NOTWITHSTANDINGANYREQUIREMENT, TERMORCONDITIONOFANYCONTRACTOROTHERDOCUMENTWITHRESPECTTOWHICHTHISCERTIFICATEMAYBEISSUEDORMAYPERTAIN, THEINSURANCEAFFORDEDBYTHEPOLICIESDESCRIBEDHEREINISSUBJECTTOALLTHETERMS,EXCLUSIONSANDCONDITIONSOFSUCHPOLICIES.LIMITSSHOWNMAYHAVEBEENREDUCEDBYPAIDCLAIMS.

INSR ADDL SUER
LTR TYPE OF INSURANCE POLICY EFF POLICY EXPINSD WVD POLICY NUMBER MMIDD/ YYYI) ( MMIDD/ Yl' Yl1 LIMITS

X COMMERCIAL GENERAL LIABILITY
EACH OCCURRENCE 1, 000, 000

CLAIMS- MADE X OCCUR DAMAGE TO RENTED
PREMISES( Ea occurrence) $ 100, 000
MED EXP( Any one person) $ 5, 000A Y P100. 792. 921. 4 12/ 14/ 2024 12/ 14/ 2025 PERSONAL& ADVINJURY $ 1, 000, 000
GEN' L AGGREGATE LIMIT APPLIES PER:

GENERAL AGGREGATE $ 2, 000, 000

X POLICY PRO-JECT LOC
PRODUCTS- COMP/ OP AGG $ S/T Gen. Agg.

OTHER:

AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $
Ea accident)

ANY AUTO
BODILYINJURY(Per person) $ALL OWNED SCHEDULED P100. 792. 921. 4 12/ 14/ 2024 12/ 14/ 2025 A _
AUTOS AUTOS BODILY INJURY( Per accident) $

A HIRED AUTOS X

NON- OWNED

PROPERTY DAMAGEAUTOS
Per accident)
oar o
CGL HrreNOA
Lincme)
it
1, 000, 000ccu

UMBRELLA LIAB OCCUR

EACH OCCURRENCE

EXCESS LIAB CLAIMS- MADE AGGREGATE
DED RETENTION$

WORKERS COMPENSATION PER OTH-AND EMPLOYERS' LIABILITY Y/ N STATUTE ER

ANYPROPRIETOR/ PARTNER/ EXECUTIVE
E. L. EACH ACCIDENT $OFFICER/ MEMBEREXCLUDED9 N/ A Mandatory In NH)
E.L. DISEASE- EA EMPLOYEE $If yes, describe under
DESCRIPTION OF OPERATIONS below
E. L. DISEASE- POLICY LIMIT $
DESCRIPTIONOFOPERATIONS/LOCATIONS/VEHICLES(ACORD101,AdditionalRemarksSchedule,maybeattachedifmorespaceisrequired)

CERTIFICATE HOLDER CANCELLATION
City of Antioch
200 H St SHOULDANY OF THE ABOVE DESCRIBEDPOLICIES BE CANCELLED BEFORE Antioch, CA 94509- 1285 THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

AUTHORIZED REPRESENTATIVE
1988- 2015 ACORD CORPORATION. All rights reserved.

ACORD 25( 2016/ 03) The ACORD name and logo are registered marks of ACORD

ANTIQCH
DECLARATION RI- kRDING CERTIFICATE OFEXEMPTION FROM WORl. RS' COMPENSATION INSURANCE Youarerequiredtocompletethisformbecauseyouhavenotfiledacertificateofworkers' compensation insiliance with the City of Antioch( the"( ity"). California law requires all employers to cali>
x%ofkers' compensationinsurance, eveniftheyhaveonlyoneemployee. If youarethesoletmliefandyouhavenoemployees, orif yourbusinessisanout-of-state corporationwithnoemployeesworkinginCalifornia, youmaynotherequiredtocarryworkers' compensation insurance.

Itisyourresponsibilitytocomplywiththelaw. Ifyoudonotknowwhetheryouarerequiredto earr: workers" compensationinsurance, findoutbycontactingtheCaliforniaDepartmentof Industrial Relations (" DRE"). Information is alsoavailableon theDRE's wcbsitcat hup://www.dir.ca.gov. IfyouaresubjecttotheWorkers' CompensationLawsofCalifornia, you mustpromptlyfileacertificateofWorkers' CompensationInsurancewiththeCity.

Alternatively, if youhaveacertificateofself-insurancefromtheDRE, youmustfilethat certificatewith theCity. Whencompletingthisform, rememberthattheterm "employee" includesclericalpersonsaswellasanyotherpersonsemployedbyyourcompanyincluding drivers.

If, after making a Certificate of Exemption, I shouldbecomesubjectto the Workers' CompensationprovisionsoftheCaliforniaLaborCode, I agreetoforthwithcomplywithsuch provisions andto provide the City with aCertificateof InsuranceandEndorsementasrequired by the Agreement or the Agreement shall be deemed to be terminated. r
Business Legal Name:
4a CPc .2-c6r6Address: ' 2-Q2ADO 6
Legal Form [ j Sole Proprietor [ ] Limited Partnership General Partnership Business Trust [— f- Limited Liability Company [ ] Corporation Other:

T:\ 2019 Contract Templates\ Workers Comp Certificate of Exemption Form. docx A.., a coromon „ r timing business lx ttt, thr ( MOkt an nftreernetat I. Y (., 0 rat\ kt 1r'
ao mdi4 a tni' a1. 3ts'as'1st arckann. k sla3e :*teat Ir=i ne sty fi, ltr ta.rw 1,?,Nt) 1' I 1) t. F: th`. N f°
t laittall I understand that f forma I ahor{' tle 1700 et qeq. requires employerstarprovideworkers` compensationinsurancecoveragefor any ennpinvec:sof my businesst herebywarrantthatthis business1sexempt from the California I,aboi Circle provisions regarding workers" compensation insurance because it has no employees.

I certrINunderthe penaltyof perjury underthelawsof theStateof California that the t
tied , sx. . tt '._' . x}t'. n is,trueandaccurateto thebestof my k 2? / to) 2-S
Signature Date
Fo e cat C a
2039 Contract fernplate5\ Workers Comp Certificate of Exemption Form. docx

NOW, THE
REFORE, THE PARTIES DO MUTUALLY AGREE AS FOLLOWS:

1. Section 1 “SERVICES” shall be amended to read as follows:
“Subject
to the terms set forth in this Agreement, Consultant shall furnish all technical and professional services including labor, material, equipment, transportation, supervision and expertise to provide to City the services described in the Scope of Work attached as Exhibit A, Exhibit A to Amendment No 1, and Exhibit A to Amendment No. 2 attached hereto and incorporated herein at the time and place and in the manner specified therein (“Services”). In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, Exhibit A to Amendment No. 1, and Exhibit A to Amendment No. 2, this Agreement shall prevail.”

2. Section

1.1 “Term of Services” shall be amended to include the
following provision:
“The term
of this Agreement shall begin on the Effective Date and shall end on December 31, 2025.”
Docusign Envelope ID: EBDAB808-893E-482C-9D4C-ABAA18A9D704

ATTACHMENT D
AMENDMENT NO. 2 TO AGREEMENT FOR CONSULTANT SERVICES

FOR COMMUNICATIONS COACHING AND STRATEGIC PLANNING SERVICES

THIS SECOND AMENDMENT TO THE AGREEMENT FOR
COMMUNICATIONS COACHING AND STRATEGIC PLANNING SERVICES is entered into this 10th day of July 2025, by and between the CITY OF ANTIOCH, a municipal corporation (“City”) and TRACY MILLER CONSULTING, INC., their address is 20300 Channing Lane, Yorba Linda, CA 92887 (“Consultant”).

R E C I T A L S
WHEREAS, on February 13, 2025, the CITY OF ANTIOCH and TRACY MILLER CONSULTING, INC., entered into an Agreement for Professional Consultant Services for Private Security Services (“Agreement”) not to exceed $75,000.00; WHEREAS, on June 10, 2025, the City and Consultant executed an Amendment No. 1 to expand the scope of services to include in-person workshops, increasing the total compensation under the Agreement to $113,000.00;
WHEREAS, the City has determined that additional funds are required to continue the services provided under the Agreement, specifically for ongoing monthly coaching services, and that the contract term should be extended to accommodate this additional funding and services; and
WHEREAS, on July 8, 2025, the City Council authorized the City Manager to execute the Second Amendment to the Agreement, which would increase compensation to the Consultant an additional sum up to $60,000.00 for a total not to exceed $173,000.00 and extend the date of services to December 31, 2025. 2 3. Secti
on 2 "COMPENSATION" the first sentence shall be amended to read as follows:
"CITY hereby agrees to pay Consultant total compensation up to, but not to exceed $173,000.00."
All ot
her terms and conditions of the Agreement shall remain in full force and effect.

CITY O
F ANTIOCH: TRACY MILLER CONSULTING, INC
By: B
y:

BESSIE MARIE SCOTT Tracy Miller, Owner
City Manager
ATTEST:

MELISSA RHODES
City Clerk

APPROVED
AS TO FORM:
___________
_______________________

DEREK COLE
Interim City Attorney
Docusign Envelope ID: EBDAB808-893E-482C-9D4C-ABAA18A9D704

ATTACHMENT C

COMMUNI

CATIONS COACHING AND STRATEGIC PLANNING FOR CITY LEADERS AND CITY

COUNCIL
DESCRIPTION:

City Council members and City Leaders who strengthen their communication skills positively impact their ability to inﬂuence public perception, engage in healthy conflict, set expectations, remain professional during council meetings, and establish clear goals and a strategic plan to achieve positive results. Participants will improve their communication skills and participate in a strategic plan to set goals. They will receive coaching and guidance as they practice implementing these techniques and will apply the concepts learned. Attendees will enhance the way they communicate and their leadership skills.

Leaders will le
arn to:
1: Enga
ge in a strategic plan and goal setting
2: Increase community trust
3: Promote wellness and morale of city employees
4: Effectively and professionally communicate at council meetings 5: Engage in healthy conflict
6: Establish a professional code of conduct
7: Prioritize special projects equally across district lines 8: Successful communication with department heads and city leaders Sugg
ested Program Package:

This pr
oposal sets forth the terms for Tracy Miller (TM Consulting Inc.) to provide the City of Antioch with monthly communication and leadership consulting services.

This agr
eement shall commence on July 1, and the terms of the agreement will be for 6 months from the date of commencement. This price is all-inclusive, and there will be no other expenses.

TM Cons
ulting Inc. will provide a statement for services rendered under this agreement at the end of each month. The foregoing are the terms of the agreement.

Neither
party shall have any liability to the other for any lost profits or special, incidental, indirect, or consequential damages, even if advised of the possibility of such damages.

In addit
ion, TM Consulting Inc. shall not be liable for any liabilities, costs, and expenses incurred or suffered because of, or in any way relating to, this engagement other than as judicially determined to be caused by TM Consulting Inc.’s bad faith willful misconduct or negligence. This agreement may be amended only by an instrument executed by the signed parties.

This agreement does not establish an attorney -client relationship. In exchange for the agreed- upon compensation, Tracy Miller (TM Consulting Inc.) will provide Communication and Leadership Coaching as directed by the City Manager.

Exhibit A to Amendment No. 2
Docusign Envelope ID: EBDAB808-893E-482C-9D4C-ABAA18A9D704

ATTACHMENT C
2 Included but not limited to consulting on the following topics:

Professionalism
Leadership
Formal and Informal presentations to the Trial Court Administrator and the Superior Court Presentations to Staff
Presentations to the Community
Delegating
Ownership
Accountability
Decreasing Conflict
Increasing Wellness
Building Trust
Increasing Morale
Leading Meetings
Technology
Building Strong Teams
Increasing Productivity
Decreasing Liability
Written Communication
The m
onthly retainer packages included, in addition to the meeting hours that are listed above, up to 5 hours a month of TM Consulting’s project manager’s time, all communications, and scheduling and organizing meetings with the City Manager, Department Heads, and City Council.

The consulting hours also include, in addition to the meeting hours, the review and editing of documentation, the reviewing and responding to emails and text messages, and the reviewing and coaching on presentations of council meetings and community meetings, all travel expenses, and any additional miscellaneous tasks and costs.

The monthly service fee for up to 10 hours a month is $10,000.

If th
e consulting hours go over 10 hours a month, and only with the prior approval of the City Manager TM Consulting will charge the City $550 per hour
The city manager will set the consulting schedule each month. The Manager will direct TM Consulting to whom to coach each month and set goals for the consulting hours. TM Consulting will submit a monthly report to the City Manager that documents the coaching hours and progress.

Docusign Envelope ID: EBDAB808-893E-482C-9D4C-ABAA18A9D704

ATTACHMENT C
Docusign Envelope ID: EBDAB808-893E-482C-9D4C-ABAA18A9D704

ATTACHMENT C
Agenda Item #
S

TAFF REPORT TO THE CITY COUNCIL
DAT
E: Regular Meeting of January 27, 2026
T
O: Honorable Mayor and Members of the City Council
S
UBMITTED BY: Shahad Wright, Parks and Recreation Director A
PPROVED BY: Bessie Marie Scott, City Manager
SUBJ
ECT: Approval of Awards for the 2025-2026 Civic Enhancement Grant Program

RECOMMENDED ACTION
I
t is recommended that the City Council a dopt a resolution awarding and codifying the City Council’s approval of the 2025-2026 Civic Enhancement Grants:
• $1
,500 grant to the Antioch Historical Society for School educational programming
• $2,000 grant to the Antioch Police Activities League for Youth Sports programs;
• $2,500 grant plus approximately $2, 300 of in-kind City facility services to the Antioch Rotary Club for the King’s Conference for Underserved Male Youth; • $1,500 grant to Be Exceptional for Funds to Expand Youth Programs for people with disabilities;
• $1,000 grant to Cancer Support Community SF Bay Area supporting programs assisting Antioch families affected by cancer; • $2,000 grant to Celebrate Antioch Foundation for organizing and supporting family safe community events;
• $4,500 grant to Delta Learning Center for enhancing educational outcomes for underserved students
• $5,000 grant to Delta Veterans Group for the Veterans Day/ Memorial Day Ceremonies and the Veterans Banner Program;
• $2,000 grant to Downtown Antioch Assoc. & Foundation for small Business Saturday to market downtown businesses
City Council Staff Report
January 27, 2026 Agenda Item 2
• $1,500 grant to East Bay Forward Economic Development Association for a free community music festival;
• $5,000 grant to Grassroots Poetry to Open mic events for both youth and adults for creative expression;
• $5,000 grant to Loaves and Fishes of Contra Costa for a hot meal program for unhoused and low-income residents;
• $1,500 grant to NAMI Contra Costa for Crisis Intervention; • $2,500 grant plus approximately $5,350 of in-kind City facility services to New Generation Equity/STEM4Realfor a STEM community Event;
• $2,500 grant to Rotary Club of the Delta for Support Antioch's senior community with home repairs;
• $10,000 grant to Three Thirty-Three Arts for design and lead two crosswalk murals on 2nd street.

FIS

CAL IMPACT
The budget allocation for the Civic Enhancement Grant Program is $50,000 for Fiscal Year 2025-2026.

SCUSSION
The FY2 5-26 Budget includes continued funding for the Civic Enhancement Grants Program to support community events and improvement projects that originate with Non-Profit organizations in Antioch. It is the City’s goal to assist Non- Profit organizations by creating and implementing a grant program to fund civic events and enhancement projects in an objective manner. A committee comprised of Mayor Pro Tem Freitas, City PIO Baird, and three Park and Recreation Commissioner, Chair Ellis, Williams and Hunt all reviewed, scored and made the final recommendations for grant approval to the City Council, which ultimately authorizes the grant allocations.

The program also includes an option to request City facilities/ services as part of the application to allow organizations access without having to use awarded funds for this purpose. These in- kind requests are noted on the attached Exhibit A to the Resolution in the “Appx. Value of City Facilities/ Services” column. The value of these services are in addition to the recommended funding amount.

Applications for the Civic Enhancement Grant Program were published on October 10, 2025, and due November 7, 2025. The City received 29 applications for grant funding to support projects and/or programs in 2025. The City Council authorized $50,000 in FY25-26 to fund the civic enhancement grant program. The total amount of funding requested is $285,730.

On January 20, 202 5, the Grant review committee voted to recommend funding as detailed in the table on Exhibit A of the Resolution. Following the approval of grant awards, staff will proceed with executing grant agreements and disbursement of grant funding.

TACHMENTS
City Council Staff Report
January 27, 2026 Agenda Item 3
A. Resolution
Exhibit A: 2025-26 Civic Enhancement Grant Awards Recommended by grant review committee.

Name of Applicant
Requested
Amount
Recommended
Awar d

Kind City Space Use/
Permit Fee Waivers Project Summary
1 Antioch Historical S ociety $5,000 1,500.00$ S chool educational programming 2 Antioch Police Activities L eague (PAL ) $5,000 2,000.00$ S upporting AUS D sports programs 3 Antioch R otary $10,000 2,500.00$ $2,300.00 We E mpower Y outh programs 4 Back on Track C ommunity S ervices $8,000 -$ S pring J ob Fair and R esources for Y outh 5 Be E xceptional $10,000 1,500.00$ E xpansion of programming for Antioch's community 6 Bridge Builders New G eneration (BBNG ) $10,000 -$ Founders Dinner Fundraiser to support underserved youth 7 C ancer S upport C ommunity S F Bay Area $4,160 1,000.00$ S upport for programs assisting Antioch families affected by cancer 8 C elebrate Antioch Foundation $5,000 2,000.00$ Organizing and supporting family safe community events 9 C hosen S ports L eagues, Inc. $10,000 -$ S ports and afterschool program for Antioch Y outh 10 Del ta Learni ng Center $4,500 4,500.00$ E nhancing educational outcomes for underserved students 11 Delta Veterans G roup $10,000 5,000.00$ Veterans and Memorial Day C eremonies and banners 12 Downtown Antioch Assoc. & Foundation $15,000 2,000.00$ S mall Business S aturday to market downtown businesses 13 E l C ampanil Theater Preservation Foundation $4,000 -$ L obby Upgrades for E l C ampanil Theatre 14 Facing Homelessness $5,000 -$ Providing basic needs for Unhoused 15 Forward E conomic Development Assoc. $19,000 1,500.00$ Free C ommunity Music Festival 16 Foundation ME G A $12,000 -$ Providing personal development for underserved youth 17 G rassroots Poetry $7,500 5,000.00$ Open mic events for both youth and adults for creative expression 18 L oaves And Fishes Of C ontra C osta $5,000 5,000.00$ Feeding community and unhoused 19 Misson Possible (MPC DC A) $5,000 -$ Operation Impact youth program 20 NAMI C ontra C osta $6,500 1,500.00$ C risis Intervention 21 New G eneration E quity/S TE M4R eal $25,000 2,500.00$ $5,350.00 S TE M community E vent 22 Prison From- TheInside_ Out.com $10,000 -$ S trengthening relationship of APD and residents 23 R otary C lub of the Delta $2,500 2,500.00$ S upport Antioch's senior community with home repairs 24 R R Transitional Ministries $6,130 -$ J ob readiness training for youth 25 R R M inistrie s F ie rce & F lourishing $4,600 -$ Ignite Y outh E mpowerment G roup seminar 26 S HAR E C ommunity $10,000 -$ E ssental services for Unhoused R esidence 27 Team Jesus $50,000 -$ S olar panels on refrigerator and freezer for outreach 27 T hree T hirty-T hree A rts $10,000 10,000.00$ Design and lead 2 crosswalk murals on 2nd S treet 28 Woman C lub $30,000 -$ C ommunity G arden
Tot al 308,890.00 50,000.00 7,650.00

ATTACHMENT A
RESOLUTION NO. 2026/**

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH

APPROVING CIVIC ENHANCEMENT GRANTS AS RECOMMENDED BY THE PARKS AND RECREATION COMMISSION FOR FISCAL YEAR 2025-26 WHEREAS, it is the City’s goal to assist nonprofit organizations by creating and implementing a grant program to fund civic events and enhancement projects in an objective and efficient manner;
WHEREAS, the Fiscal Year 2025-26 Budget authorized funding for a community grant program;
WHEREAS, the Civic Enhancement Grant program includes the option to request City facilities and services;
WHEREAS, the City conducted an open process to accept grant applications and encouraged all community organizations to submit applications; and WHEREAS, the grant committee reviewed all applications and recommends approval and funding for 16 programs and projects that support the community.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch hereby approves the 2025-26 Civic Enhancement Grants as follows:
• $1,500 grant to the Antioch Historical Society for School educational programming
• $2,000 grant to the Antioch Police Activities League for Youth Sports programs;
• $2,500 grant plus approximately $2,300 of in-kind City facility services to the Antioch Rotary Club for the King’s Conference for Underserved Male Youth; • $1,500 grant to Be Exceptional for Funds to Expand Youth Programs for people with disabilities;
• $1,000 grant to Cancer Support Community SF Bay Area supporting programs assisting Antioch families affected by cancer; • $2,000 grant to Celebrate Antioch Foundation for organizing and supporting family safe community events;
• $4,500 grant to Delta Learning Center for enhancing educational outcomes for underserved students
• $5,000 grant to Delta Veterans Group for the Veterans Day/ Memorial Day Ceremonies and the Veterans Banner Program;
• $2,000 grant to Downtown Antioch Assoc. & Foundation for small Business Saturday to market downtown businesses
• $1,500 grant to East Bay Forward Economic Development Association for a free community music festival;
• $5,000 grant to Grassroots Poetry to Open mic events for both youth and adults for creative expression;
• $5,000 grant to Loaves and Fishes of Contra Costa for a hot meal program for unhoused and low-income residents;
• $1,500 grant to NAMI Contra Costa for Crisis Intervention; • $2,500 grant plus approximately $5,350 of in-kind City facility services to New Generation Equity/STEM4Realfor a STEM community Event;
• $2,500 grant to Rotary Club of the Delta for Support Antioch's senior community with home repairs;
• $10,000 grant to Three Thirty-Three Arts for design and lead two crosswalk murals on 2nd street.

BE IT FURTHER RESOLVED that Exhibit A is hereby attached to this resolution and incorporated by reference.
* * * * * * * * * * *
I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof, held on the 27th day of January 2026, by the following vote:

AYES:

ABSENT:

ABSTAIN:

NOES:
____________________________________
Michael J. Mandy

CITY CLERK OF THE CITY OF ANTIOCH
Name of Applicant
Requested
Amount
Recommended
Award
City Space Use/ Permit
Fee Waivers (non- Project Summary
1 Antioch Historical Society $5,000 1,500.00$ S chool educational programming 2 Antioch Police Activities League (PAL) $5,000 2,000.00$ S upporting AUSD sports programs 3 Antioch Rotary $10,000 2,500.00$ $2, 300.00 We Empower Youth programs 4 Back on Track Community Services $8,000 -$ S pring Job Fair and Resources for Youth 5 Be Exceptional $10,000 1,500.00$ E xpansion of programming for Antioch's community 6 Bridge Builders New Generation (BBNG) $10,000 -$ F ounders Dinner Fundraiser to support underserved youth 7 Cancer Support Community SF Bay Area $4,160 1,000.00$ S upport for programs assisting Antioch families affected by cancer 8 Celebrate Antioch Foundation $5,000 2,000.00$ O rganizing and supporting family safe community events 9 Chosen Sports Leagues, Inc. $10,000 -$ S ports and afterschool program for Antioch Youth 10 Delta Learning Center $4,500 4,500.00$ E nhancing educational outcomes for underserved students 11 Delta Veterans Group $10,000 5,000.00$ V eterans and Memorial Day Ceremonies and banners 12 Downtown Antioch Assoc. & Foundation $15,000 2,000.00$ S mall Business Saturday to market downtown businesses 13 El Campanil Theater Preservation Foundation $4,000 -$ L obby Upgrades for El Campanil Theatre 14 Facing Homelessness $5,000 -$ P roviding basic needs for Unhoused 15 Forward Economic Development Assoc. $19,000 1,500.00$ F ree Community Music Festival 16 Foundation MEGA $12,000 -$ P roviding personal development for underserved youth 17 Grassroots Poetry $7,500 5,000.00$ O pen mic events for both youth and adults for creative expression 18 Loaves And Fishes Of Contra Costa $5,000 5,000.00$ F eeding community and unhoused 19 Misson Possible (MPCDCA) $5,000 -$ O peration Impact youth program 20 NAMI Contra Costa $6,500 1,500.00$ C risis Intervention 21 New Generation Equity/STEM4Real $25,000 2,500.00$ $5, 350.00 STEM community Event 22 Prison From- TheInside_Out.com $10,000 -$ S trengthening relationship of APD and residents 23 Rotary Club of the Delta $2,500 2,500.00$ S upport Antioch's senior community with home repairs 24 RR Transitional Ministries $6,130 -$ J ob readiness training for youth 25 RR Ministries Fierce & Flourishing $4,600 -$ I gnite Youth Empowerment Group seminar 26 SHARE Community $10,000 -$ E ssental services for Unhoused Residence 27 Team Jesus $50,000 -$ S olar panels on refrigerator and freezer for outreach 27 Three Thirty-Three Arts $10,000 10,000.00$ D esign and lead 2 crosswalk murals on 2nd Street 28 Woman Club $30,000 -$ C ommunity Garden
Total 308,890.00 50,000.00 7,650.00
Exhibit A

Agenda Item #
6 STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of January 27, 2026

TO: Honorable Mayor and Members of the City Council

SUBMITTED BY: Derek P. Cole, Interim City Attorney DC

SUBJECT: Resolution of the City Council Authorizing the Mayor to Execute an Employment Agreement with Lori Asuncion for City Attorney Services

RECOMMENDED ACTION
It is recommended that the City Council approve the resolution authorizing the Mayor to execute an employment agreement with Lori Asuncion for City Attorney Services.

FISCAL IMPACT
The proposed employment agreement with Ms. Asuncion would pay an annual salary of $288,000 ($24,000 per month). She would accrue 12 sick days per year and receive 30 days of vacation per year, with 15 of those days “frontloaded” at the start of her employment. Ms. Asuncion’s agreement would entitle her to six months of severance pay in the event of a not-for-cause separation of employment. The City would further pay for Ms. Asuncion’s dues for the California State Bar Association and Contra Costa County Bar Association and would pay for her attendance of professional development conferences and events (e.g., Cal Cities-City Attorneys Spring Conference).

Ms. Asuncion is a “classic” PERS employee and would receive full cafeteria benefits.

Combining the value of her salary and total benefits, the total annualized cost of her compensation would be $513,028 ($225,028 of which would be for benefits).

DISCUSSION
The City’s previous City Attorney separated from employment with the City in January 2025. The City Council engaged Recruiter Joe Gorton, from the Bob Hall & Associates recruiting firm, to conduct a search for a new City Attorney. After a thorough recruitment process, the City Council has indicated its desire to appoint Lori Asuncion as its new City Attorney.

Ms. Asuncion has considerable experience in municipal law. She has served as the City Attorney in Stockton, with a population of nearly 325,000, since 2022. Ms. Asuncion began employment with Stockton in 2007 as a Deputy City Attorney and was elevated to Assistant City Attorney in 2018. She worked in private civil practice between 2005 and 2007.

Antioch City Council Report
January 27, 2026 Agenda Item #6 2

Ms. Asuncion, who has practiced law for more than two decades, brings considerable legal experience to Antioch. She has served as the chief legal officer for a city nearly three times Antioch’s population. She manages a large, full department that includes an assistant and deputy city attorneys. Throughout her 18- year career with Stockton, she has advised several city departments and managed litigation involving her city. She is also well experienced in drafting municipal ordinances and agreements and in matters involving public records management. All of this experience gives her ample qualifications to continue her legal career with Antioch.

Ms. Asuncion has been active in professional development. She has served on the California League of Cities/City Attorneys Departments’ Nominating and Legal Advocacy Committee and as an editor of its Municipal Law Handbook.

Ms. Asuncion received her law degree from the University of the Pacific -McGeorge Law School in 2005 and a Bachelor of Arts from California State University-Stanislaus in 2002.

ATTACHMENT
A. Resolution Authorizing Execution of Employment Agreement B. Employment Agreement

ATTACHMENT A

RESOLUTION NO. 2026/___

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH APPROVING

AN EMPLOYMENT AGREEMENT WITH LORI ASUNCION TO SERVE AS CITY

ATTORNEY
WHEREAS, Government Code section 36505 authorizes the city council of a California city to appoint a city attorney;
WHEREAS, after a thorough recruitment process, the City Council has identified Lori Asuncion as amply qualified to serve as the City Attorney for the City of Antioch; and
WHEREAS, the City Council and Ms. Asuncion mutually desire to enter into an agreement reflecting the terms and conditions of her employment as City Attorney.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch appoints Lori Asuncion to serve as City Attorney, effective upon her taking of the oath of office;
BE IT FURTHER RESOLVED that the City Council of the City of Antioch authorizes the Mayor to execute an employment agreement with Ms. Asuncion substantially in the form as attached as Exhibit A to this Resolution.

* * * * * * *

I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Antioch at a regular meeting thereof , held on the 27 th day of January, 2026 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

___________________________________
MICHAEL J. MANDY

CITY CLERK OF THE CITY OF ANTIOCH
Asuncion Employment Agreement
January XX, 2026 Page 1 of 10

ATTACHMENT B

CITY OF ANTIOCH
AGREEMENT WITH LORI M. ASUNCION FOR

CITY ATTORNEY SERVICES

The Agreement (“Agreement”), dated for reference purposes only the __ day of February, 2026, is made and entered into at Antioch, California by and between the City of Antioch, California (“ City”) and Lori M. Asuncion (“Asuncion”). This Agreement (the “Agreement”) shall be effective on the date the Agreement is signed by Asuncion and the City (“Effective Date”)

RECITALS
WHEREAS, the City requires the services of a person with proven qualifications to fill the position of City Attorney; and
WHEREAS, the City, acting by and through its City Council, desires to employ the services of Asuncion as City Attorney and to appropriately compensate her for such services; and
WHEREAS, Asuncion desires to be employed by the City as City Attorney for appropriate compensation and conditions of employment.

NOW, THEREFORE, in consideration of the mutual promises, terms and conditions contained in this Agreement, the City and Asuncion agree as follows:

Section 1 – Appointment. The City agrees to employ and appoint Asuncion to the position of City Attorney for the City of Antioch, California upon the commencement of the Term defined below and does hereby confer upon and delegate to Asuncion all of the duties, powers, and responsibilities of City Attorney as the same are set forth in State law, the City of Antioch Municipal Code, the ordinances, resolutions, policies, rules and regulations existing thereunder, and the provisions of this Agreement (“the Services”).

Asuncion accepts employment as City Attorney and agrees to serve as such. Asuncion serves at the pleasure of a majority of the City Council, and nothing in this Agreement shall prevent, limit, or otherwise interfere with the right of the City Council to terminate the services of Asuncion at any time, subject only to the provisions of this Agreement.

Section 2 – Term. The initial term of this Agreement shall be for a period of twenty-four (24) months beginning on the Effective Date or until terminated pursuant to this Agreement.

Section 3 – Duties. As City Attorney, Asuncion shall perform the duties and the responsibilities commonly assigned to a ci ty attorney of a city in California, and as may further be set forth in Antioch Municipal Code, the ordinances, resolutions, policies, rules and regulations existing thereunder . Asuncion shall perform such other legally permissible and proper duties and functions consistent with the Office of City Attorney, as the City Council shall from time-to-time assign. Asuncion accepts employment subject to the terms and conditions of this Agreement and agrees: (1) to perform all such duties and functions in a professional and ethical manner to the best of her skill and ability; (2) and Asuncion Employment Agreement
January XX, 2026 Page 2 of 10

to use her best efforts to promote and advance the interests and the City Council’s goals and objectives.

Asuncion also acknowledges that the position of City Attorney is a position of high visibility before the public and agrees that she shall conduct herself before the public and City staff, both during and outside of regular working hours, in a manner that reflects favorably on the City.

The parties acknowledge that Antioch is a general law city that operates under a Council- Manager form of government and that the City Attorney has authority over the City’s Department of Legal Services , which is responsible for providing general legal services to the City, which shall include, but not be limited to, drafting ordinances and resolutions, providing advice and legal opinions to the Council and city staff, representing the city in court, and assuming other duties assigned by the City Council.

Section 4 – Hours of Work. Asuncion’s employment shall be Full Time. Asuncion understands and agrees that the City Attorney devotes a great deal of time outside the normal office hours schedule. To that end, Asuncion shall maintain an appropriate work schedule and require staff in the Department of Legal Services to maintain an appropriate work schedules, recognizing City Hall’s work hours and community meetings. Asuncion shall also work on such evenings, weekends and other times as are necessary.

Section 5 – Devotion to City Business . Asuncion shall not undertake any other employment during the term of this Agreement, except as may be specifically authorized by the City Council . Asuncion further agrees not to engage in any business, education, professional, charitable, or other activities that would conflict or materially interfere with her City Attorney duties.

Section 6 – Termination by Asuncion. Asuncion may terminate this Agreement and resign as City Attorney at any time, for any reason, upon 45 days prior written notice to the City. Upon receipt of written notice from Asuncion, the City may elect to immediately remove Asuncion from her position as City Attorney or to allow Asuncion to remain as City Attorney for all or any part of the notice period. If the City removes Asuncion from her position as City Attorney prior to the expiration of notice period, the City will pay Asuncion an amount equal to the salary and benefits that Asuncion would have received if she had remained in the City Attorney position until the expiration of notice period, less legally required withholdings. If the City advises Asuncion that she should continue to perform her duties and functions as City Attorney during the notice period, and Asuncion fails to do so, Asuncion will receive no salary or benefits after the last date on which she actually performs her City Attorney duties and functions.

Section 7 – Termination by City.

A. Termination for Good Cause. The City Attorney may be discharged for Good Cause. Good Cause includes, without limitation, and as determined in the reasonable discretions of the City, any of the following: (1) willful misconduct, material or willful gross neglect, fraud, misappropriation, embezzlement, theft, dishonesty, “abuse of office or position” as defined by Asuncion Employment Agreement
January XX, 2026 Page 3 of 10

Cal. Gov't Code § 53243.4; (2) disclosing confidential information of the City without prior written consent of the City Council ; (3) violation of Federal, State or local requirements pertaining to conflict of interest ; (4) conviction of or a plea of nolo contendere to a felony or a misdemeanor involving moral turpitude; (5) involvement in any act involving moral turpitude that would compromise Asuncion’s effective performance as City Attorney ; (6) taking a position adverse to the interests of the City without the City Council’s prior written consent ; (7) violation of any fiduciary duty owed to the City ; (8) failure to abide by the employment restrictions under this Agreement; (9) failure to observe or perform any of her duties and obligations under this Agreement, if that failure continues for a period of thirty (30) days after Asuncion receives written notice from the City Council specifying the acts or omissions deemed to constitute that failure; (10 ) a sustained finding of harassment, discrimination, or retaliation in an administrative investigation conducted by or on behalf of the City ; and (11) failure to cooperate or participate in a n administrative investigation conducted by or on behalf of the City.

If the City elects to terminate this Agreement for Good Cause, it will pay Asuncion for all earned pay and accrued, unused vacation leave at the time it notifies Asuncion of the termination decision, less legally required withholdings. Asuncion will be entitled to no pay or benefits after the date that the City notifies h er that this Agreement and her employment by the City are being terminated for Good Cause. If the City Council intends to terminate this Agreement for Good Cause, it will provide notice of its intention to Asuncion with a written explanation of the basis for that decision, sent to Asuncion ’s last known home address at least 10 days prior to the City Council meeting in which the termination will be considered. Asuncion will have the right to meet with the City Council for the purposes of discussing the basis for her proposed termination for Good Cause prior to a final vote on her termination, which will take place in closed session unless Asuncion timely exercises any right she possesses under Government Code section 54957(b)(1)-(2), if applicable. In order to exercise her right to meet with the Council, Asuncion must provide a written request to meet to the Mayor of the City and the City Manager within five (5) calendar days of the date of the meeting in which termination of employment will be considered. Failure to timely provide such written notice shall constitute a waiver of the right to be heard. Unless she timely exercises her right under Government Code section 54957(b)(1) -(2), to the ex tent those provisions are applicable, Asuncion shall have no right to be heard publicly by the City Council prior or subsequent to a final vote on her termination and hereby waives any right to be heard publicly under the Antioch Municipal Code; provided however that no provision of this Agreement shall constitute a waiver of Asuncion’s rights in law or equity to recover damages caused by an abuse of this provision by the City.

B. Termination without Good Cause. If the City elects to terminate this agreement and Asuncion’s employment without Good Cause as defined in this Agreement, it shall not be required to provide any reasons for that Asuncion Employment Agreement
January XX, 2026 Page 4 of 10

decision to Asuncion or anyone else. Notice of Termination Without Cause shall be provided in writing.

The City will pay Asuncion for all earned pay and accrued, unused vacation benefits up to but not including the effective date of termination, less legally required withholdings. Additionally, the City will pay Asuncion her monthly salary and health benefits amount (meaning just what is known as the flexible benefits or cafeteria plan amount) at the rate she is earning on the date she is given notice that this Agreement and her employment are being terminated, less legally required withholdings (“severance payment”) for six (6) months following such notice or until she receives comparable employment within such time, at which point the severance payments shall be discontinued. “Comparable employment” shall mean employment paying seventy-five (75%) or more of her then current city Attorney salary.

Asuncion agrees to produce proof of earnings within fifteen (15) days of any written demand of the City Council under this provision. Any payment of severance is specifically conditioned on Asuncion’s execution of a waiver and release of all claims against the City accrued during the duration of Asuncion’s employment with the City.

C. Disability or Inability to Perform. If, as the result of long-term or permanent disability, sickness, accident, injury, mental incapacity or other personal health-related reason, Asuncion is unable to perform the essential duties and functions of the City Attorney role, either with or without reasonable accommodation, for a period of more than 120 consecutive calendar days, the City may terminate this Agreement. If the City elects to terminate this Agreement based on Asuncion’s inability to perform the essential duties and functions of the City Attorney position, either with or without a reasonable accommodation, it will so advise Asuncion in a writing sent to Asuncion’s last known home address. At the time the City provides such notice, it will pay Asuncion for all earned pay and accrued, unused vacation benefits, less legally required deductions. However, Asuncion will not be entitled to any severance payments described above pursuant to Section 7 .B. of this Agreement. In exercising this option, the City will comply with its obligations under applicable state and federal disability and public retirement laws.

D. Death. If during the term of this Agreement, the City Attorney dies, the City Attorney’s estate shall receive then accrued salary and benefits but shall not be entitled to any additional compensation or payment, including severance pay ments described above pursuant to Section 7.B. of this Agreement.

E. Conviction. Pursuant to Government Code section 53243 et seq. , if Asuncion is convicted of a crime involving abuse of her position or involving moral turpitude, all of the following apply: (1) If Asuncion is provided with paid administrative leave pending an investigation, then Asuncion shall be required to fully reimburse City such amounts paid; (2) If City pays for the legal defense of Asuncion , then Asuncion shall be required to fully reimburse City such amounts paid to the extent permitted by law; (3) If the City paid a cash settlement to Asuncion related to the termination of Asuncion Employment Agreement
January XX, 2026 Page 5 of 10

Asuncion, then Asuncion shall be required to fully reimburse City such amounts paid; and (4) any severance benefits not yet paid to Asuncion shall be forfeited.

Section 8 – Workplace Investigations. The City Council has authority, acting as a majority, to place the City Attorney on paid administrative leave during the pendency of a workplace investigation in which the City Attorney is an actual or potential subject, target or respondent. During such leave of absence, the Council shall designate an Acting City Attorney to exercise the responsibilities of the City Attorney or as otherwise dictated by the City’s Municipal Code.

Section 9 – Compensation.

A. Salary. The City agrees to pay Asuncion for the performance of her duties and functions an annual salary as follows: $288,000. The City Council shall determine annually whether Asuncion shall be granted a cost -of-living adjustment (COLA) provided other Executive Management employees and whether Asuncion shall be granted any additional salary increase.

Salary will be paid in installments at the same time that other employees of the City are paid. Asuncion shall not be entitled to receive payment or credit for, and City shall not pay or credit Asuncion for, overtime, compensated time off in lieu of overtime or other compensation except as expressly provided in this Agreement. Asuncion acknowledges that the position of City Attorney is exempt from the provision of the Fair Labor Standards Act (FLSA).

B. Benefits. During the term of this Agreement and her employment hereunder, Asuncion shall be entitled to receive benefits on the same terms and conditions as other Executive Management employees of the City as set forth in the current City of Antioch Management Benefit Document (the current City of Antioch Management Benefit Document dat ed October 1, 2016 through September 30, 2021 is attached as Exhibit 1), unless otherwise set forth in this Agreement.
• Retirement benefits available on the same terms and
conditions as other Executive Management employees hired prior to January 1, 2013, and PEPRA legacy/classic
members, and shall be provided coverage in the Public
Employees' Retirement System (PERS) with the benefit
formula of 2. 7% @ 55 and Single Highest Year Final
Compensation Period. Asuncion shall pay eight percent
(8%) of the PERS Employer Contribution. The City shall pay the remainder of the PERS Employer Contribution, and all eight percent (8%) of the Employee Contribution (EPMC). The City shall report the EPMC to PERS as reportable
compensation for retirement calculation purposes, or as may be amended through the Management Benefit Document for
Executive Management employees.

Asuncion Employment Agreement
January XX, 2026 Page 6 of 10

• Asuncion shall not be entitled to the City of Antioch's Medical- After Retirement benefit, but shall be entitled to a contribution to a Medical After -Retirement Account (MARA) if offered to other Executive Management employees.
• Upon her first day of employment under this Agreement, Asuncion shall be credited with 239.98 hours of vacation, which amount shall be available for her use anytime during the first 365 days of her employment with the City. Beginning on the 366th day of employment, and thereafter, Asuncion shall accrue vacation leave at the rate of 9.230 hours per pay period.
• During the first calendar year of this Agreement, Asuncion shall receive 96 hours of administrative leave.
• Understanding the need for Asuncion to remain current regarding principles of municipal law, the City agrees to pay for her attendance at professional conferences and training opportunities, and appropriate continuing education
materials, subject to budget ary constraints that may occur from time to time. The City will also pay Asuncion’s annual dues to the California state Bar, including membership in the Public Law Section but no other optional sections or
enhancements, and basic membership in the Contra C osta County Bar Association.

Except as expressly set forth in this Agreement, Asuncion shall not be entitled to nor be paid for any other benefits available to non-Executive Management employees of the City.

Section 10 – Performance Evaluations.
• The City Council recognizes that for the City Attorney to respond to its needs and to grow in the performance of the City Attorney ’s job, the City Attorney needs to know how the City Council members evaluate the City Attorney’s performance. To assure that the City Attorney gets this feedback, the City Council shall conduct an evaluation of the City Attorney ’s performance on or about the six (6) month anniversary of the initial term of this agreement stated in Section 2 – Term. The City Council and the City Attorney shall jointly define goals and performance objectives which they deem necessary for the proper operation of the City in the attainment of the City Council’s policy objectives and shall establish the relative priority among the various goals and objectives. The City Council shall review and provide the City Attorney with a written evaluation of her performance based on criteria established by the City Council with the City Attorney ’s assistance. The City Council and the City Attorney shall jointly establish written performance goals and objectives within the first 30 days of the initial term of this agreement stated in Section 2.- Term for the balance of the first year of the City Attorney’s service.

Asuncion Employment Agreement
January XX, 2026 Page 7 of 10

• The City Council shall review and consider Asuncion’s performance as City Attorney at least once annually. Asuncion shall remind the City Council of its obligations under this Section each year and shall work with the City Council to in finding an appropriate time to place her annual evaluation on the agenda. The City Council shall notify Asuncion in writing and in accordance with criteria established by the City Council in consultation with Asuncion, develop annual goals and performance objectives and shall further establish a relative priority among those goals and objectives. The annual performance evaluation shall be based, in whole or in part, on the goals and performance objectives developed by the City Co uncil in consultation with Asuncion. Asuncion shall be provided a reasonable opportunity to discuss the evaluation with the City Council. • To ensure an effective introduction and onboarding process, the City will within the first 60 days of Asuncion’s employment provide facilitation between the Office of the City Attorney and City Council to ensure a mutual coordination of the Office’s goals and objectives and the Office’s integration with City Council priorities. Asuncion and the City shall mutually agree on a facilitator who will coordinate the introduction and onboarding process.

Section 11 - Confidential Information. As City Attorney, Asuncion will have access to privileged and/or confidential information relating to the City (or any City affiliate) , its officials, employees, clients, consultants, and/or business associates . Privileged information shall include, without limitation, attorney -client privileged communications, attorney work product, closed session discussions and/or deliberations, and any information acquired by Asuncion in confidence by a public employee in the course of Asuncion performing her duties as City Attorney duty that is not generally known outside of the City’s organization and/ or has not been officially disclosed to the public.

Confidential information shall include, without limitation, privileged information, trade secrets, personnel information, copyrightable material, financial reports, banking information, audit reports, forecasts, electronic logins, usernames, passwords, and any other information not generally known outside of the City’s organization. Asuncion understands and agrees that any privileged and/or confidential information acquired in the course of performing her duties as City Attorney is the property of the City and shall only be used for the benefit of the City and as is, or may be, necessary to perform the job responsibilities under this Agreement. Asuncion further agrees that she will not reveal any privileged and/or confidential information she that she learns or acquires while performing the duties and functions of City Attorney to any person not authorized to receive the information, except with express writing consent of the City. Asuncion’s obligations under this Section shall survive the termination of employment and the expiration of this Agreement. Asuncion further understands that attempting to use any such information against the City in any future subsequent proceeding against the City can be deemed “self-help” discovery and the City would be permitted to petition for the return of any unauthorized use and for appropriate sanctions to be issued.

Section 12 – City Property. Asuncion agrees that all materials, regardless of their form, that she receives, creates or produces in connection with this Agreement and/or her employment as City Attorney are and will remain the exclusive property of the City.

Asuncion will immediately deliver all originals of such materials to the City that are in her possession or control upon termination of this Agreement.

Asuncion Employment Agreement
January XX, 2026 Page 8 of 10

Section 13 – Assistance in Litigation. Asuncion agrees that she will furnish information and proper assistance to the City Council and the City Administration as the City may reasonably require with any litigation in which it is or may become involved, either during or after the termination of this Agreement. Asuncion further agrees that she will not discuss, reveal or convey any information or documents pertaining to the City to any person or entity, or to any attorney for or representative of any person or entity, with actual or potential claims adverse to the City except pursuant to duly issued legal process or as otherwise authorized by the City. Asuncion agrees to notify the City immediately upon receipt of any legal process pertaining to the City. This provision shall not apply to any criminal investigation targeting any City official or employee.

Section 14 – Governing Law. This Agreement will be construed and enforced in accordance with the laws of the State of California.

Section 15 – Headings. The headings used in this Agreement are provided for convenience only and may not be used to construe meaning or intent.

Section 16 – Assignment. Neither this Agreement nor any interest in this Agreement may be assigned.

Section 17 – Severability. If any provision or portion of this Agreement is held to be invalid or unenforceable, this Agreement, including all of the remaining terms, will remain in full force and effect as if such invalid or unenforceable provision(s) or portion(s) had never been included.

Section 18 – Notices. Notices pursuant to this Agreement will be deposited with the United States Postal Service, postage prepaid and addressed as follows:

City:

Mayor’s Office
City of Antioch
P.O. Box 5007
Antioch, CA 94531- 5007
With a copy to: City Manager
City of Antioch
P.O. Box 5007
Antioch, CA 94531 – 5007
Asuncion:

Lori M. Asuncion
at current address in the
City of Antioch payroll system
Section 19 – Modification. This Agreement may only be modified by a writing executed by the parties, the City Council having approved the modification on behalf of the City.

Section 20 – Entire Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, and contains all agreements between Asuncion and the City regarding her employment as City Attorney. Asuncion and the City agree that no representations, inducements, promises or agreements, oral or otherwise, have been Asuncion Employment Agreement
January XX, 2026 Page 9 of 10

made to either party, or anyone acting on behalf of either party, which are not stated herein, and that no agreement, statement, or promise not contained in this Agreement will be valid or binding on either party.

(Signatures on following page)

Asuncion Employment Agreement
January XX, 2026 Page 10 of 10

City of Antioch

By:

Rowland Bernal, Mayor

Approved as to form:

Derek Cole, Interim City Attorney

Attest

Michael J. Mandy
City Clerk of the City of Antioch

Accepted by:

Lori M. Asuncion

7 Agenda Item #

STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of January 27, 2026

TO: Honorable Mayor and Members of the City Council

SUBMITTED BY: Stephanie Cabrera-Brown, Administrative Analyst I

APPROVED BY: Bessie Marie Scott, City Manager

SUBJECT: Resolution Adopting the Updated Records Retention and Destruction Policy

RECOMMENDED ACTION
It is recommended that the City Council adopt a resolution adopting the updated Records Retention Policy for Citywide and Antioch Police Department records.

FISCAL IMPACT
The fiscal impact for the records update is not to exceed $10,000. This amount was included in the FY25/2026 City Clerk’s General Fund adopted budget as an anticipated cost. Antioch will realize significant savings both in labor and storage expenses; including the avoidance of future storage.

DISCUSSION
A City’s records retention policy establishes how long public records are kept, how they are stored, and when they may be lawfully destroyed. When this policy is not regularly updated, the City is exposed to increased legal liability, audit findings, operational inefficiencies, and reputational risk. Changes in state law, technology, litigation standards, and public expectations require periodic review and modernization of records retention practices.

Antioch’s records retention policy has not been updated since 2008, which has placed the City at considerable risk of being out of compliance with numerous sta te laws, which change often. The City provides many highly regulated services to its residents, such as Police Services and drinking water, which are subject to frequent changes in law and advancements in technology that directly impact how records must be retained. Too, outdated retention rules increase the likelihood of delays or incomplete responses to public records requests, inconsistent record availability across departments, and public or media perceptions of non- transparency or disorganization. The City Manager notes that these issues can erode public trust and increase staff workload during high- profile requests. To that end , t he City Manage r has requested that the City Clerk’s Office

Antioch City Council Report
January 27, 2026 Agenda Item # 7 2
prioritize updating the records retention policy expedit iously in order to bring the city current with compliance in this area.

To address these challenges, Antioch selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program. This upgrade was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current technology and changes in law. The City has contracted with Gladwell for annual updates and ongoing support to ensure compliance moving forward.

Updating the records retention policy is critical for several reasons:
• Antioch produces and manages many permanent records
• The existing state of unclear roles and responsibilities may result in the loss of important records
• There is very limited space in City facilities , as all records must be kept until the policy is updated, which also results in escalating records storage expenses • Multiple departments are filing and storing duplicate copies of the same records • There are changing organizational structures
• Technology advancements impact records storage and retrieval mechanisms • There are changes in laws and continuing legal compliance requirements

The purpose of the program will be to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation, and disposal of all records managed by the City. The new retention policies comply with all applicable laws and reflect standard business practices for California cities. They were developed collaboratively with representatives from all departments and provide clear, specific record descriptions and retention periods.

By identifying which department is responsible for maintaining the original record and establishing clear retention periods for different categories of records, the City will realize significant savings in labor and storage costs and improve operational efficiency.

It is standard practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with written consent from the Department Head, City Clerk, and City Attorney, as outlined in Section 2 of the resolution. Additionally, Section 3 authorizes the City Manager, through their staff, to make updates to the retention policy without further City Council action, which is also standard practice.

Maintaining a current records retention policy is a proactive risk-management and good- governance practice. Updating the City’s policy will strengthen legal compliance, improve operational efficiency, and support transparency and public trust.

ATTACHMENTS
A. Resolution to adopt Records Retention Policy
B. Antioch Records Retention Policy (attached as Exhibit “A” to the Resolution) C. City-Wide Records Retention Policy Resolution 2008/93 adopted in October of 2008 D. Antioch Police Records Retention Policy Resolution 2001/151 adopted in May of 2001

ATTACHMENT A

RESOLUTION NO. 2026/***

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ANTIOCH ADOPTING RECORDS RETENTION

SCHEDULES, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING RESOLUTIONS 2008/93 AND 2001/51

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 Antioch; 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 Antioch previously adopted Resolution No. 2008/ 93 and Resolution No. 2001/51, approving Records Retention Schedules;

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Antioch, hereby:

Section 1. Resolution No. 2008/93 and Resolution No. 2001/51 is hereby repealed.

Section 2. The records of the City of Antioch, 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 Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Antioch.

Section 3. Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.

Section 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

Section 5. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

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

* * * * * * *

RESOLUTION NO. 2025/***
January 27, 2026

Page 2 ends

AYES:

NOES:

ABSTAIN:

ABSENT:

__________________________________
MICHAEL J. MANDY

CITY CLERK OF THE CITY OF ANTIOCH

HOW TO USE RETENTION SCHEDULES
©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive ), all electronic and paper records should be destroyed (or deleted / erased ) after the specified period of time has elapsed and authorization to destroy has been obtained.

Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.

The term “records” shall include all records as defined by the California Public Records Act.

STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS

The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)

BENEFITS

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

• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records

AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) must be authorized prior to destruction or deletion.

• If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records (or originals that do NOT have SUBSTANTIVE CONTENT) do NOT require authorization, and can be destroyed “When No Longer Required.”

If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”

ATTACHMENT B
(EXHIBIT A TO RESOLUTION)

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.

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

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

Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained

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

P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated and certain data may require minimum retention.

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

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, “Hard Copy”
OD = Optical Disk or other Unalterable Media which does not allow changes

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

Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.

Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver.4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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).

Lead Dept. CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs
of Publications / Public Hearing Notices
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-002
Agreements / Contracts, Amendments - NOT
COUNCIL-APPROVED BEFORE Docusign
Implementation: AFTER SCANNING /
IMAGING, / INFRASTRUCTURE, JPAs,
MOUs (Send all original contracts to the City
Clerk's Office)
Agreement / Contract includes all contractual
obligations (e.g. Scope of Work / all
attachments / exhibits)
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property / property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street / alley improvements, settlement,
subdivisions, utilities, water, etc.

P Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-003
Agreements / Contracts, Amendments - NOT
COUNCIL-APPROVED BEFORE Docusign
Implementation: NOT SCANNED / NON-
INFRASTRUCTURE / Professional Services
Agreements (Send all original contracts to the
City Clerk's Office)
Agreement / Contract includes all contractual
obligations (e.g. Scope of Work / all
attachments / exhibits)
Examples of Non-Infrastructure: Consultants,
Landscaping, Painting, Slurry Seals (Paving),
Tree Trimming, Leases, Personnel,
Professional Services, etc.

Completion +
10 years
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After

91.105(h), 92.505, & 570.502(b), GC
§34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-004
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding) (Send all original
contracts to the City Clerk's Office)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After

91.105(h), 92.505, & 570.502(b), GC
§34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-005
Agreements / Contracts: ADMINISTRATION
(WITHOUT Grant Funding) (Send all original
contracts to the City Clerk's Office)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-006
Agreements / Contracts:

UNSUCCESSFUL BIDS, PROPOSALS /
RESPONSES to RFPs (Request for
Proposals) / RFQs (Request for Qualifications)
that don't result in a contract
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Finance / Purchasing retains the originals
of Formal procurements; Includes
unopened bids; GC §34090
Lead Dept. CW-007
Boards, Commissions, / Committees: External
Organizations / Regional Boards /
Commissions - Agendas, Minutes,
Resolutions, / other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Non-records
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
Staffing Dept. CW-010
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
Department maintains originals
P
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090(e)
Staffing Dept. CW-011
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - VIDEO RECORDINGS of
Meetings / Video Recordings
Minimum 2
years Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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)
Staffing Dept. CW-012
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS / MINUTES (if agendas or minutes
were created)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Staffing Dept. CW-013
Committees: Subcommittees of the City
Council (Ad-Hoc / Standing Committees)

AGENDAS / MINUTES
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.

CW-014
Complaints / Concerns Database / CRM
Database / Neighborhood Connections
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-015 Copies / duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-016
Correspondence - ROUTINE
(IF CONTENT relates in a SUBSTANTIVE
way to the conduct of the public's business)
(e.g. e-mail / email with SUBSTANTIVE
content, Letters, Memorandums, Administrative
Files, Press Releases, Media Releases, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose vs.

Superior Court, 5 Cal. 5th 608 (2017). GC
§34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-017
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
social media posting, employee directories,
flyers, invitations, instant messaging,
inventories, logs, mailing lists, meeting room
registrations, PowerPoint presentations,
speaker cards, speech notes, Teams staff
videoconference chats, notes / recordings,
supply inventories, telephone messages, text
messages, transmittal letters, thank yous,
requests from other cities, preliminary notices
for construction projects, undeliverable
envelopes / returned mail, visitors logs, voice
mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

Records where either the CONTENT
relates in a SUBSTANTIVE way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are SAVED by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC
§§34090, 7927.500, 7928.705.; 64 Ops.

Cal. Atty. Gen. 317 (1981)); City of San
Jose vs. Superior Court, 5 Cal. 5th 608
(2017).

Lead Dept. CW-018 Drafts / Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a
draft. GC §§34090, 7927.500, 7928.705
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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)
Lead Dept. CW-019 GIS Database / Data / Layers (both City-wide / Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source
data) prior to replacing the data, if they
require the data or output for historical
purposes; Department Preference
(Preliminary documents); GC §34090 et
seq.

Lead Dept.
(Managing the
grant)
CW-020 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
grant)
CW-021
Grants Administration / CDBG Administration
(Community Development Block Grant) /
Reimbursable Claims / FEMA Reimbursements
/ OES Reimbursements (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, program rules,
regulations / procedures, reports to grant
funding agencies, correspondence, audit
records, completion records
After Funding
Agency Audit,
if required -
Minimum 5
years

Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), GC §34090
Lead Dept. CW-022 Newspaper Clippings
When No
Longer
Required

Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Human
Resources CW-023
Personnel Files (Department Copies)
Send all originals to Human Resources; may
exclude some Peace Officer records
Copies -
When No
Longer
Required
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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)
Lead Dept. CW-024 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §34090 et seq.

Lead Dept. CW-025 Photographs
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-026
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-027
Prop. 218 (Property-based fees - Improvement
Districts: Notices / Mailing List
(Protest Letters / Ballots are tabulated by the
City Clerk)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
Lead Dept.
(Who Ordered
the Appraisal)
CW-028 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC
§§34090, 7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-029 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Not accessible to the public until
purchase has been completed; meets
grant auditing requirements; 2 CFR
200.334; 24 CFR 91.105(h), &
570.502(b), GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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)
Lead Dept. CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Plans / Strategic Plans,
Plans (if not provided in the schedule),
Standard Operating Procedures (SOPs),
Studies, Reports (if not provided in the
schedule.): etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-031
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals / O&M Manuals, Newsletters, Plans /
Strategic Plans, Plans (if not provided in the
schedule), Standard Operating Procedures
(SOPs), Studies, Reports (if not provided in the
schedule.): etc.: Produced by YOUR
Department
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-032
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Administrative Policies,
Plans / Strategic Plans, Plans (if not provided
in the schedule), Standard Operating
Procedures (SOPs), Studies, Reports (if not
provided in the schedule.): etc.: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-033 Reports, Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-034 Reports, Studies (other than Historically significant - e.g. Annual Reports) 10 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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)
Lead Dept.
(using the
chemical)
CW-035
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
records of the chemical / substance / agent,
where / when it was used
30 years
Mag,
Mfr,
OD, Ppr
S Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC §34090
Lead Dept. CW-036 Special Event Permits Expiration + 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-037 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-038 Subpoenas (appearance / duces tecum) 2 years Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-039
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the
survey forms are considered a draft / transitory
record, / can be destroyed as drafts (When No
Longer Required)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-040 Training Database (Vector Solutions / Target Solutions, Keenan)
Indefinite -
Minimum
Separation +
5 years
Mag
Data is interrelated; LC §§1198.5,
6401.9(f), 6429(c); 8 CCR §3203 et seq.,
29 CFR 1627.3(b)(ii), GC §§12946,
12960, 34090, 53235.2(b), 53237.2(b);
53238.3(b)
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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)
Lead Dept. CW-041
Training EMPLOYEE RECORDS (If Records
are Created - filed by Employee Name)
Required Information by Employee for all
Employee Training for Separation + 5 years:

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualification Documents
Separation +
5 years Mag
LC §§1198.5, 6401.9(f), 6429(c); 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b)
Lead Dept. CW-042
Training Presented by Staff - COURSE

RECORDS
Attendance Rosters / Sign-in Sheets, Outlines /
Materials
Includes Ethics, Fiscal & Financial,
Harassment, Workplace Violence, Safety
Training, Tailgates
5 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics, Fiscal & Financial,
Harassment & Workplace Violence
Training is 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4 years for
personnel actions; 8 CCR §3203 et seq.,
29 CFR 1627.3(b)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b), LC §6401.9(f)
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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)
Lead Dept. CW-043
Volunteer / Unpaid Intern Applications /
Agreements - Unsuccessful / Pending
Applicants
3 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Lead Dept. CW-044
Volunteer / Unpaid Intern Applications /
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; retirement benefits is
6 years from last action; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090; 29
USC 1113
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.2.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(City Attorney, Risk Management)
Page CAO-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CITY ATTORNEY
City Attorney CAO-001 Accident / Incident Reports that do not result in a claim 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
City Attorney CAO-002
Accounts Payable / Invoices / Backup -
Attorney invoices only (not accessible to the
public, therefore only the summary is sent
to Finance)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; meets municipal
government auditing standards; GC §34090
City Attorney CAO-003 Amicus Briefs Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CAO-004 City Attorney Opinions 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CAO-005 Claim for Damages / Claims Against the City
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
City Attorney CAO-006 Criminal Prosecutions (Municipal Code Violations)
Final
Decision + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CAO-007 Insurance Policies -
General Liability, Workers Compensation P Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Covers longest possible
statute of limitations; CCP §337 et seq.; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§
911.2, 34090
City Attorney CAO-008 Insurance Policies -
Property, Fire, Theft, etc. P Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et seq.; GC
§34090
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.2.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(City Attorney, Risk Management)
Page CAO-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

City Attorney CAO-009
Lawsuits / Litigation - May include
correspondence, pleadings, transcripts,
appeals, Settlement Agreements, Court
Decisions, etc.

Minimum
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
City Attorney CAO-010 Legal Advice Files Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CAO-011 Pitchess Motions 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
City Attorney CAO-012 Subject / Departmental Files / Advice Files Minimum 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

City Clerk CC-001
Agenda Packets - Legislative Bodies: City
Council, Redevelopment Agency, Successor
Agency, Oversight Board, Public Financing
Authority
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; 2 years is mandated;
GC §34090
City Clerk CC-002
Agenda Packets - Advisory Bodies: Board of
Administrative Appeals, Economic
Development Commission, Police Crime
Prevention Commission , Police Oversight
Commission, Sales Tax Citizens’ Oversight
Committee
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; 2 years is mandated;
GC §34090
City Clerk CC-003
Agreements / Contracts, Amendments - ALL
AFTER Docusign Implementation: AFTER

SCANNING / IMAGING, /
INFRASTRUCTURE, JPAs, MOUs
Agreement / Contract includes all contractual
obligations (e.g. Scope of Work / all
attachments / exhibits)
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property / property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street / alley improvements, settlement,
subdivisions, utilities, water, etc.

P
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

CITY CLERK
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-004
Agreements / Contracts, Amendments -
COUNCIL-APPROVED BEFORE Docusign
Implementation: AFTER SCANNING /
IMAGING, / INFRASTRUCTURE, JPAs,
MOUs
Agreement / Contract includes all contractual
obligations (e.g. Scope of Work / all
attachments / exhibits)
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property / property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street / alley improvements, settlement,
subdivisions, utilities, water, etc.

P
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
response; Statute of Limitations is 10 years
for Errors & Omissions; 4 years for all
contracts; CCP §§337. 337.1(a), 337.15, 343;
GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
Lead Dept.
(Managing
the
Agreement /
Contract)
CC-005
Agreements / Contracts, Amendments -
COUNCIL-APPROVED BEFORE Docusign
Implementation: NOT SCANNED / NON-
INFRASTRUCTURE / Professional Services
Agreements
Agreement / Contract includes all contractual
obligations (e.g. Scope of Work / all
attachments / exhibits)
Examples of Non-Infrastructure: Consultants,
Landscaping, Painting, Slurry Seals (Paving),
Tree Trimming, Leases, Personnel,
Professional Services, etc.

Completion
+ 10 years
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions
is 10 years; Statute of Limitations: Contracts &
Spec's=4 years, Developers=comp. + 10
years; CCP §337 et. seq., 2 CFR 200.334; 24
CFR 91.105(h), 92.505, & 570.502(b), GC
§34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-006 Board / Commission / Committee Recruitment / Applications (All, whether appointed / not)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City Clerk CC-007 Board / Commission / Committee Maddy Act Lists / Vacancy Notices 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City Clerk CC-008
Bonds: Labor / Materials, Performance Bonds,
Letters of Credit, Encroachment Permits,
Monitoring Bonds
Release of
Bond /
Letter of
Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
City Clerk CC-009 City Articles of Incorporation P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-010 Claim for Damages / Claims Against the City Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-011
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES /
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
City maintains original statements; GC
§81009(e)&(g)
City Clerk CC-012
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ELECTRONICALLY FILED /

DATABASE
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Department preference; Only Campaign
Statements filed electronically are required
for 10 years; GC §81009(f)(g); GC §84615
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-013
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected / not elected. Includes City Council
Members, Public Financing Authority
Members, City Manager, City Treasurer / City
Attorney)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Standard municipal government practice; City
maintains copies only; original statements are
filed with FPPC; GC §81009(f)&(g)
City Clerk CC-014 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After QC Must post on website; GC §81009(e)
City Clerk CC-015 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After QC
Should post on website for 4 years; GC
§81009(e)
City Clerk CC-016 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After QC GC §81009(e)
City Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After QC
Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
City Clerk /
Elections CC-018
Campaign Filings (FPPC 400 Series Forms /
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC GC §81009(b)&(g)
City Clerk /
Elections CC-019
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; Paper must be
retained for at least 2 years; GC
§81009(b)&(g)
City Clerk /
Elections CC-020
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH / WITHOUT Committees
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615

CITY CLERK / ELECTIONS
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERKCity Clerk /
Elections CC-021
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years GC §81009(f)&(g)
City Clerk /
Elections CC-022
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not
candidate-controlled)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years GC §81009(c)&(g)
City Clerk /
Elections CC-023
Candidate File: Nomination Papers,
Candidate Statement Forms, Ballot
Designation Forms, etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk /
Elections CC-024
Candidate File: Nomination Papers,
Candidate Statement Forms, Ballot
Designation Forms, etc. - UNSUCCESSFUL

CANDIDATES
Election + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
City Clerk /
Elections CC-025
Elections - GENERAL, WORKING /
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations /
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City Clerk /
Elections CC-026
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination
+ 1 year
after
petition
examination
Ppr
Not accessible to the public;1 year after
examination if the proponents choose to
examine the petitions, unless there is a legal
or FPPC proceeding. EC §§17200(b)(3),
17400
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk /
Elections CC-027
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes
the determination of insufficiency / examines
the petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
City Clerk /
Elections CC-028 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk /
Elections CC-029
Elections - Prop. 218 (Property-based fees -
Improvement Districts: Protest Letters /
Ballots, Tabulation
(Notices / Mailing lists are retained in the Lead
Dept.)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
(End of Elections Section)
City Clerk CC-030 Ethics Training Certificates for City Council, Board / Commission Members 5 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
City Clerk CC-031
Historical Records / Archives, Photographs, /
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Clerk CC-032
Minutes - Legislative Bodies: City Council,
Redevelopment Agency, Successor Agency,
Oversight Board, Public Financing Authority
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-033
Minutes - Advisory Bodies: Board of
Administrative Appeals, Economic
Development Commission, Police Crime
Prevention Commission , Police Oversight
Commission, Sales Tax Citizens’ Oversight
Committee
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-034 Ordinances P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-035
Petitions (submitted to Council on any subject
- Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk CC-036 Proclamations / Certificates 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City Clerk CC-037 Public Records Requests / Subpoenas Duces Tecum / Summons (Next Request) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City Clerk CC-038
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion,
Rights of Way, etc.

P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
City Clerk CC-039
Recordings: Audio Recordings -
Legislative Bodies: City Council,
Redevelopment Agency, Successor Agency,
Oversight Board, Public Financing Authority
P Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-040
Recordings: Audio Recordings - Advisory
Bodies: Economic Development Commission,
Police Crime Prevention Commission , Police
Oversight Commission, Sales Tax Citizens’
Oversight Committee
P Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City Clerk CC-041
Recordings: Video Recordings - Legislative
Bodies: City Council, Redevelopment
Agency, Successor Agency, Oversight Board,
Public Financing Authority
P Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City Clerk CC-042
Recordings: Video Recordings - Advisory
Bodies: Economic Development Commission,
Police Crime Prevention Commission , Police
Oversight Commission, Sales Tax Citizens’
Oversight Committee
P Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City Clerk CC-043 Records Retention Amendment Authorization Forms 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
City Clerk CC-044
Redistricting Web Page / Council District
Boundary Web Page (Map, Redistricting
Process, Agendas, Calendars, Notice, etc.)
10 years Mag, Ppr EC §21160(i); GC §34090
City Clerk CC-045
Resolutions: City Council, Redevelopment
Agency, Successor Agency, Oversight Board,
Public Financing Authority, Planning
Commission
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page HR-1 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY MANAGER
City Manager CM-001 Legislative Advocacies, Support or Opposition to proposed Federal or State Legislation
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC and
OD
Department preference; GC §34090
City Manager CM-002 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC and
OD
Department Preference; GC §34090 et
seq.

Finance CM-003 Travel Records / Expense Reports
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC and
OD
GC §34090.7
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Planning) Page CED-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

COMMUNITY and ECONOMIC DEVELOPMENT / BUILDING
Lead Dept. CED-001 Permit Database (Tyler Enterprise
Permitting & Licensing / Tyler EPL)
Indefinite
(Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; CBC §§ 1.8.4.3.1, 104.7,
and 107.5 Building Permits are required
to be retained Permanently, or Life of the
Structure; GC §34090, H&S §19850
Community &
Econ. Dev. /
Building
CED-002 Address Files / Building Permits /
Applications
Life of
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, CBC §104.7, H&S §19850
Community &
Econ. Dev. /
Building
CED-003
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY

DWELLINGS, PLACES OF PUBLIC

ACCOMMODATION
Life of
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Law requires for the life of the building
for commercial and common interest
dwellings only; CBC §§ 1.8.4.3.1, 104.7
& 107.5, H&S§19850, GC §34090
Community &
Econ. Dev. /
Building
CED-004 Building Plans - Cancelled / Withdrawn
AFTER to Building Permit Issuance
Life of
Structure
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §§ 1.8.4.3.1, 104.7
and 107.5; H&S§19850, GC §34090
Community &
Econ. Dev. /
Building
CED-005 Building Plans - Cancelled / Withdrawn
PRIOR to Building Permit Issuance
Upon
Cancellation
or
Withdrawal

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §§ 1.8.4.3.1, 104.7
and 107.5; H&S§19850, GC §34090
Community &
Econ. Dev. /
Building
CED-006 Building Plans - Expired Life of
Structure
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §§

1.8.4.3.1, 104.7 and 107.5; H&S§19850,
GC §34090
Community &
Econ. Dev. /
Building
CED-007 Building Plans - Finalled - TENANT

IMPROVEMENTS
Life of
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC §§

1.8.4.3.1, 104.7 & 107.5, H&S§19850,
GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Planning) Page CED-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Community &
Econ. Dev. /
Building
CED-008 Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL (All Finalled)
Life of
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State law requires plans need not be
filed for dwellings less than 2 stories,
garages & appurtenances,
farms/ranches, 1-story with bearing walls
less than 25'; CBC requires 180 days
from completion date; CBC §§ 1.8.4.3.1,
104.7 & 107.5, H&S§19850, GC §34090
Community &
Econ. Dev. /
Building
CED-009 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
Community &
Econ. Dev. /
Building
CED-010 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community &
Econ. Dev. /
Building
CED-011
Copyright Release Forms / Requests /
Permissions to Receive Copies of Plans (to /
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community &
Econ. Dev. /
Building
CED-012 Correction Notices - Building
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community &
Econ. Dev. /
Building
CED-013 Energy Calculations
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community &
Econ. Dev. /
Building
CED-014 Geotechnical / Soils Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Planning) Page CED-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Community &
Econ. Dev. /
Building
CED-015 Plan Check Comments
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community &
Econ. Dev. /
Building
CED-016 Stop Work Notices
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community &
Econ. Dev. /
Building
CED-017 Structural Calculations
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
COMMUNITY and ECONOMIC DEVELOPMENT / CODE ENFORCEMENT
Lead Dept. CED-018
Case Management Database (Tyler
Enterprise Permitting & Licensing / Tyler
EPL)
Indefinite
Minimum 2
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference - Data is
interrelated and contains Building
Permits and other Permanent Records;
GC §34090, H&S §19850
Community &
Econ. Dev. /
Code
Enforcement
CED-019
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations,
Photos, / Code Enforcement Complaint
Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Community &
Econ. Dev. /
Code
Enforcement
CED-020
Hearing Officer Determinations / Appeals of
Code Enforcement Actions - Includes Audio
Recordings
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Community &
Econ. Dev. /
Code
Enforcement
CED-021 Liens / Releases P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090(a)
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Planning) Page CED-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Community &
Econ. Dev. /
Code
Enforcement
CED-022 Notice of Violations ./ Code Enforcement
Citations / Reminder Notices
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
COMMUNITY and ECONOMIC DEVELOPMENT / ECONOMIC DEVELOPMENT Community &
Econ. Dev. /
Economic
Development
CED-023 Economic Development Projects (Records
related to Business Recruitment or Retention)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
COMMUNITY and ECONOMIC DEVELOPMENT / PLANNING (includes Former Redevelopment) Lead Dept. CED-024 Permit Database (Tyler Enterprise
Permitting & Licensing / Tyler EPL)
Indefinite
(Permanent Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated and contains Building
Permits and other Permanent Records;
GC §34090, H&S §19850
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Planning) Page CED-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Community &
Econ. Dev. /
Planning
CED-025
Planning Projects - Discretionary /
Ministerial - Approved Permanent
Entitlements / Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans,
Soils Reports, Uniform Development
Application, etc.)
Examples:

Conditional Use Permits (CUPs)
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Rezones
Sign Permits
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090,
34090.7
Community
Develop. /
Planning
CED-026 Planning Project Files - Cancelled /
Expired / Withdrawn
Minimum
Cancellation,
Expiration or
withdrawal +
2 years

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (project was not
pursued by applicant); GC §34090
Community &
Econ. Dev. /
Planning
CED-027
Advanced Planning / Long Range Planning /
Project Implementation (Final Documents
only)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Planning) Page CED-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Community &
Econ. Dev. /
Planning
CED-028 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Census Bureau CED-029 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
Community &
Econ. Dev. /
Planning
CED-030
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc.) / CEQA -
Where Planning is the Lead
Correspondence / staff notes that provide
insight into the project / the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the
project or the agency’s CEQA
compliance with respect to the project —
are not within the scope of section
21167.6, subdivision (e) and need not be
retained." Golden Door Properties, LLC
v. Superior Court of San Diego County
(2020) 53 Cal.App.5th 733; PRC
21167,6; GC §34090
Community &
Econ. Dev. /
Planning
CED-031
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, Notice of Exemption
(NOE), etc.) / CEQA
Inside City boundaries - Where Planning
is the Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community &
Econ. Dev. /
Planning
CED-032
General Plan, Elements / Amendments /
Master Plans, Specific Plans, Land Use
Plans / Amendments; General Plan
Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community &
Econ. Dev. /
Planning
CED-033 Historical Designations / Historical
Landmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Planning) Page CED-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Community &
Econ. Dev. /
Planning
CED-034 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community &
Econ. Dev. /
Planning
CED-035 Planning Commission - AGENDAS / STAFF

REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Community &
Econ. Dev. /
Planning
CED-036 Planning Commission - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community &
Econ. Dev. /
Planning
CED-037 Planning Commission - Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
Minimum 4
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community &
Econ. Dev. /
Planning
CED-038
Temporary Use Permits issued by Planning
(Approved / Unapproved) - Christmas Tree
Lots, Pumpkin Lots, Tent Sales, etc.

Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community &
Econ. Dev. /
Planning
CED-039 Zoning Clearance Forms / Zoning
Verification Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community &
Econ. Dev. /
Planning
CED-040 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community &
Econ. Dev. /
Planning
CED-041 Zoning Ordinance Amendments / Zone
Changes P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE
(Administration, Budget, Business License, Accounting, Payroll, Utility Billing) Page FIN-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

FINANCE / ADMINISTRATION
Lead Depart. FIN-001 Financial Services Database / ERP Database ( CentralSquare Finance Enterprise
Indefinite -
Minimum 7
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
Contains original Personnel Action
Entries; 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 53237.2(b), LC
1198.5
Finance /
Admin. FIN-002
Audit Reports / Annual Comprehensive
Financial Report (ACFR) / related Audit
Opinions
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Finance /
Admin. FIN-003 Audit Work Papers
Drafts -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (preliminary
drafts); GC §34090
Finance /
Admin. FIN-004 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA / OES Audits, etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
Admin. FIN-005
Bonds / Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) / General Obligation Bonds / Revenue
Bonds / Assessment District Bonds / CFD
Bonds - Includes Continuing Disclosure
Reports
See Bank Statements for statement retention.

Fully
Defeased +
10 years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Statute of
Limitations for Bonds issued by local
governments are 10 years; IRS bond
auditing regulations state, "…material
records should generally be kept for
as long as the bonds are outstanding,
plus 3 years after the final redemption
date of the bonds; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a);
26 CFR 1.6001-1(e): 26 CFR § 1.148-
5(d)(6)(iii)(E); GC §43900 et seq.

City Clerk FIN-006 Investment Reports
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies - presented to the Council and
maintained in the Council Agenda
Packet; GC §34090.7
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE
(Administration, Budget, Business License, Accounting, Payroll, Utility Billing) Page FIN-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Finance /
Admin. FIN-007
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900

FINANCE / BUDGET
Finance /
Budget FIN-008 Budgets - Adopted / Final P
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Finance /
Budget FIN-009 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

FINANCE / BUSINESS LICENSE
Finance /
Business
License
FIN-010 Business License Database (Progressive
Solutions)
Indefinite -
Minimum 5
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090, H&S §19850
Finance /
Business
License
FIN-011 Permits: Solicitors Permits, Solicitors License 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; meets
auditing standards; GC §34090 et seq.

Finance /
Business
License
FIN-012 Business License Applications 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; meets
auditing standards; GC §34090 et seq.

Finance /
Business
License
FIN-013 Business License Renewals 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC §34090 et seq.

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-014 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE
(Administration, Budget, Business License, Accounting, Payroll, Utility Billing) Page FIN-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Finance /
General
Accounting
FIN-015
Accounts Payable / Invoices / Backup
(Includes Invoices, Purchase Orders, Travel
Expense Reimbursements, Warrant Request,
Vouchers, etc.)
Excludes Confidential invoices retained by City
Attorney, Human Resources, Police
5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090
Finance /
General
Accounting
FIN-016
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Tax Return /
Application for Transient Occupancy Tax
(TOT), Auctions of Surplus Property, Credit
Card Payment Receipts, Tenant Billing / Rent,
etc.
5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FIN-017
Bank Statements / Trustee Statements, Fiscal
Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
City Clerk FIN-018 Checks / Warrant Register Report (issued) Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Included in City Council Agenda
Packet; GC §34090.7
Finance /
General
Accounting
FIN-019 Checks / Warrants (Cashed / Returned / NSF) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
General
Accounting
FIN-020 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE
(Administration, Budget, Business License, Accounting, Payroll, Utility Billing) Page FIN-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Finance /
General
Accounting
FIN-021 Escheat (Unclaimed money / uncashed
checks) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
General
Accounting
FIN-022 Fixed Assets - Annual Listing (Source
Documents) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
General
Accounting
FIN-023 Journal Entries / Journal Vouchers / Budget
Adjustments 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference to match
Accounts Payable; meets municipal
government auditing standards;
Statute of Limitations is 4 years; GC
§34090, CCP § 337
Finance /
General
Accounting
FIN-024
Reports, Financial Reports Created by Cetral
Square Financial Software) General Ledgers
Subsidiary Ledgers, Reconciliations,
Registers, Transaction Histories, Balance
Sheets, etc.

When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-025
Reports: Annual State / Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self
Insurer Report (SIP Report), Street Report, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
General
Accounting
FIN-026 W-9s
Vendor
Inactive + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Meets IRS auditing standards; GC
§34090

FINANCE / PAYROLL
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE
(Administration, Budget, Business License, Accounting, Payroll, Utility Billing) Page FIN-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Finance /
Payroll FIN-026 Financial Services Database / ERP
Database ( CentralSquare Finance Enterprise
Indefinite -
Minimum 7
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
Contains original Personnel Action
Entries; 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 53237.2(b), LC
1198.5
Finance /
Payroll FIN-027
CalPERS Reports, PARS Reports, Annual
Valuation Reports, Actuarial Valuation
Reports, Annual Employer Statements
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Payroll FIN-028 Checks / Warrant Register Report - Payroll Only 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-029 Checks / Warrants - Cancelled - Payroll Only 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090,
26 CFR 31.6001-1
Finance /
Payroll FIN-030
DE-6, DE-7, DE-9 DE-43, W-3, / DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA / Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI,
Federal Tax Deposits, Adjustments, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2),
R&T §19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
Finance /
Payroll FIN-032 Garnishments, Child Support, Court Orders regarding Employee Wages
Completion
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Finance /
Payroll FIN-033 Payroll Reports (includes Leave Registers, time Transaction Reports, etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; (meets
municipal government auditing
standards); GC §34090
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE
(Administration, Budget, Business License, Accounting, Payroll, Utility Billing) Page FIN-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Finance /
Payroll FIN-034 PERS Statements 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-035 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards / Time Keeping Database 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
Finance /
Payroll FIN-036 W-2's 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
IRS Regulation 31-6001-1 four years
after the due date of such tax for the
return period to which the records
relate, or the date such tax is paid,
whichever is the later. GC §34090; 26
CFR 31.6001-1

FINANCE / UTILITY BILLING
Finance /
Utility Billing FIN-038 Water Billing Database (Tyler
Technologies/ERP)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §§34090, 60201
Finance /
Utility Billing FIN-039 Bankruptcies - NOT pursued
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC
§§34090, 60201
Finance /
Utility Billing FIN-040 Bankruptcies - Where a claim is filed 5 years Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Department Preference (negative
information remains on credit ratings
for 7 years); GC §§34090, 60201
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE
(Administration, Budget, Business License, Accounting, Payroll, Utility Billing) Page FIN-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). (Bank) FIN-041
Checks deposited to Bank (City scans them
for the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
These are bank instruments, and not
City records; per bank agreement.

Finance /
Utility Billing FIN-042 Collection Agency Assignments / Unpaid Accounts 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§§34090, 60201
Finance /
Utility Billing FIN-043 Construction Meters / Temporary Meters Service
Completed
+ 2 years

Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Department preference; GC §34090,
60201
Finance /
Utility Billing FIN-044 Meter Change Orders / On / Off Orders When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (Copies); GC
§§34090, 60201.7
Finance /
Utility Billing FIN-045 Payment Stubs / Water Receipts / Water Receipts (when payment is submitted)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary Documents - payments
can be made without including the
stub; GC §§34090, 60201 et seq.

Finance /
Utility Billing FIN-046 New Meter Set Up / Meter Exchange Cards P Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Department preference; GC §§34090,
60201
Finance /
Utility Billing FIN-047 Senior Recertification Application 2 years Mag,
Ppr, Mfr,
OD
S / I Yes: After
QC & OD GC §§34090, 60201
Finance /
Utility Billing FIN-048 Water Billing: Appeals - Payment Delinquency / Impending Discontinuation
Final
Decision +
2 years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §§34090,
60201; H&S §116908
Finance /
Utility Billing FIN-049
Water Billing: Non-payment Notices / Notice
of Payment Delinquency / Impending
Discontinuation
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §§34090,
60201; H&S §116908
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE
(Administration, Budget, Business License, Accounting, Payroll, Utility Billing) Page FIN-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Finance /
Utility Billing FIN-050 Water Billing: NSF Checks / Adjustments to Customer accounts
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §§34090,
60201; H&S §116908
Finance /
Utility Billing FIN-051 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.

Expiration
or
Completion
of Payment
Plan
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §§34090,
60201; H&S §116910
Finance /
Utility Billing FIN-052 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116906;
GC §§34090, 60201
Finance /
Utility Billing FIN-053 Water Billing: Report of Annual Discontinuations of Residential Service
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §§34090, 60201
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

HUMAN RESOURCES
Human
Resources FIN-029
1095-C, 1094-C (Employer-Provided Health
Insurance Offer / Coverage) / Transmittal
Form)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Human
Resources ?
Accounts Payable / Invoices / Backup -
Confidential Investigatory / Other Invoices
that are not accessible to the public)
5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
Human
Resources HR-003 Benefit Plan Documents (CalPERS, Dental, Vision, etc.)
Duration of
the Contract +
6 years
Yes: For
Duration of
Contract
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 4 years
after personnel actions; 29 CFR
1627.3(b)(2); 29 USC 1027; 28 CCR
1300.85.1; GC §34090
Human
Resources HR-004
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment Claims
Final
Resolution +
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final
disposition of formal complaint; State
requires 4 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
12960, 34090
Human
Resources HR-005
Classification / Reorganization Studies (for
employee classifications / department
structures)
Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Human
Resources HR-006 Compensation Surveys / Studies Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 12960,
34090
Human
Resources HR-007 Contracts for Investigators (Employees Only) Excludes Police
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-008 DE-34 (California EDD Report of New
Employees) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Human
Resources HR-009 Deferred Compensation (City Statements) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Human
Resources HR-010 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC
§34090
Human
Resources HR-011
EDD Claims / Forms (Employment
Development Department) / Unemployment
Claims
Close + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Human
Resources HR-012 Employee Investigations Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations
for EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Human
Resources HR-015 Grievances Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations
for retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC 1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Human
Resources HR-016 I-9s Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
Human
Resources HR-017 Job Descriptions / Job Classification / Job Specifications
Minimum
Superseded +
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State Law
requires 4 years from any Personnel
Action; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
Human
Resources HR-018 Labor Relations / Negotiation Notes 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Human
Resources HR-019
Litigation - Employee Related
(Final Settlement, Records with Significant
Historical Value)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Human
Resources HR-020 OSHA Citations / Inspections 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
OMB 1220-0029; GC §34090; LC §6429c
Human
Resources HR-021 OSHA Logs - 200, 300, 301, 301A 7 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR 14300.33(a), 8
CCR §3203(b)(1), GC §34090.7; LC
§6429c
Human
Resources HR-022
Personnel Files - Employee Background
File (excluding Police)
Background Files may include LiveScan
Responses / CORIs (Criminal Offender
Record Information)
Separation +
6 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; consistent with
Personnel Files; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4 years; W-
4s are required four years after the due
date of such tax for the return period to
which the records relate, or the date such
tax is paid, whichever is the later. 26 CFR
31-6001-1; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; 53237.2(b), LC §1198.5
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Human
Resources HR-023
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline,
Evaluations, Policy Acknowledgements,
Oath of Office / Disaster Worker Oaths, PAF
/ Personnel Action Forms, Training
Certificates, etc.)
Separation +
6 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; State Law requires
4 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; W-4s
are required four years after the due date
of such tax for the return period to which
the records relate, or the date such tax is
paid, whichever is the later. 26 CFR 31-
6001-1; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090;
53237.2(b), LC 1198.5
Human
Resources HR-024
Personnel Files - Medical File / Long Term
/ Short Term Disability Claims
Medical Records, Pre-Employment Medical
Clearance; ADA Accommodations, Fit for
Duty, Respiratory Fit Tests, etc.

Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately;
Claims can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
Human
Resources HR-025 Recruitment / NeoGov Database 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State Law
requires 4 years for employment actions;
EEOC / FLSA / ADEA (Age) requires 1-3
years; 29 CFR 1627.3(b)(1), 29 CFR
1602.14 et seq.2 CCR 11013(c); GC
§§12946, 12960, 34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Human
Resources HR-026
Recruitment / Testing File
Includes Advertisements, Applications for
Unsuccessful Candidates, Backgrounds for
unsuccessful candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
/ statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Expiration of
Eligibility List
+ 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State Law requires 4 years for
employment actions; EEOC / FLSA /
ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources HR-027
Verification of Employment from outside
companies / Employment Verifications from
outside companies (for employee car
purchases, etc.)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Content Not Substantive; does not pertain
to the conduct of City business; City of
San Jose vs. Superior Court, 5 Cal. 5th
608 (2017); GC §34090
Human
Resources HR-028
Workers Compensation Claims (Includes all
Accident, Incident, / Injury Reports from
Employees)
Separation +
30 years OR
Termination
of Benefits +
30 years,
Whichever is
Longer
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq., 8
CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946, 12960,
34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: INFORMATION SYSTEMS Page IS-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Information
Systems IT-001 Backups / Computer Disaster Recovery
Backups
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes
Only; Considered a copy and can be
destroyed when no longer required; GC
§34090 et seq.

Information
Systems IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.

Information
Systems IT-003 Network Configuration Maps / Plans
When No
Longer
Required
Mag.

Preliminary documents not retained in the
ordinary course of business; GC §34090
et seq.

Information
Systems IT-004

UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup) /
(WORM / DVD-r / CD-r / Blue Ray-R /
Optical Disk) / other unalterable media that
does not permit additions, deletions, /
changes
Follows
Retention of
Official
Electronic
Record
OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); must
be stored in a "safe and separate
location"; GC 34090, 12168.7, EVC 1550,
2 CCR 22620 et seq.

Information
Systems IT-005
Recordings - Video Recordings - Regular
and Ongoing Operations / Building
Security
See City Clerk's schedule for City Council
Video Recordings
1 year Mag Records regular and ongoing operations
or Building Security; GC §34090.6 et seq,
Information
Systems IT-006
Recordings - Video Recordings - Public
Areas / Public Activity (Does not record
regular /j ongoing operations)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,

Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS and RECREATION Page REC-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

PARKS & RECREATION
Parks &
Recreation REC-001 Registration Database - Recreation
Applications, Waivers, Registration (ActiveNet)
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Parks &
Recreation REC-002 Activity Guide / Class Guide / Program Guide / Art Exhibit Brochures, etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Parks &
Recreation REC-003
Applications / Participants' Registration /
Liability Forms / Release of Liability Forms /
Photo Releases / Waivers of Liability /
Permissions: Camps, Field Trips, Authorization
to give Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Parks &
Recreation REC-004 Contracts for Performances / Instructors Completion + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Parks &
Recreation REC-005 Evaluations / Surveys (Program Evaluations) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Parks &
Recreation REC-006
Facility Use Requests / Field Rentals / Facility
Use Applications / Permits / Requests (Includes
Insurance Certificates / ABC Permits where
appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Parks &
Recreation REC-007 Incident Reports / Disruptive Patrons Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Parks &
Recreation REC-008 Liability Waivers (if separate from another record) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS and RECREATION Page REC-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Parks &
Recreation REC-009
Parks and Recreation Commission -
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio
Required for 30 days; GC
§54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
Parks &
Recreation REC-010 Parks and Recreation Commission - AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Parks &
Recreation REC-011 Parks and Recreation Commission - MINUTES P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Parks &
Recreation REC-012
Program Manager's Files: Activity / Special
Programs / Event Files: After-School,
Children's Programs, Gardening, Health
Programs, Sports Programs, etc.

IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Parks &
Recreation REC-013 Reports generated from Registration Database When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content Not Substantive / Preliminary
drafts (The database is the original
record); GC §34090
Parks &
Recreation REC-014 Rosters / Sign-in / Sign-Out Sheets for classes / programs 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Parks &
Recreation REC-015 Schedules / Hours (classes / staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Operations, Support Services / Evidence And Property, Investigations, Records) Page PD-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

POLICE / ADMINISTRATION / OFFICE OF THE CHIEF OF POLICE Police /
Support /
Investigations
?
Accounts Payable / Invoices / Backup -
Confidential Invesigatory / Undercover /
Prison Transports / Sexual Assault Kits,
other Invoices that are not accessible to the
public)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets municipal
government auditing standards; GC §34090
Police /
Admin. / Chief PD-001
Background Files - Successful Employee
Applicants / Volunteers (Employees,
Chaplain, Reserves)
Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; State Law & POST
requires 4 years; EEOC / FLSA / ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; ; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC §§12946,
12960, 34090; 29 USC 1113
Police /
Admin. / Chief PD-002
Background Files - Unsuccessful
Employee Applicants / Volunteers
(Employees, Chaplain, Reserves)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Admin. / Chief PD-003
Background Files - Massage Permits /
City's Permits / Regulatory Permits / Permits
required by the Municipal Code -
Expiration of
Permit + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Police /
Admin. / Chief PD-004
CCW Applications / Renewals (Carry
Concealed Weapon Applications / Permits) -

UNSUCCESSFUL / DENIED
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-005
CCW Applications / Renewals (Carry
Concealed Weapon Applications / Permits) -

SUCCESSFUL / APPROVED
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-006
Complaints against Peace Officers - Internal
Affairs Investigations WITH Sustained
Finding of Misconduct
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD PC §§832.5(b), 832.7; GC§ 34090
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Operations, Support Services / Evidence And Property, Investigations, Records) Page PD-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Police /
Admin. / Chief PD-007
Complaints against Peace Officers - Internal
Affairs Investigations WITHOUT Sustained
Finding of Misconduct
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by
members of the public; other State & Federal
laws require retention until final disposition of
formal complaint; State requires 4 years after
action is taken; Statute of Limitations is 4
years for misconduct after the discovery of
the offense for misconduct in office; EVC
§1045, GC §§12946,12960, 34090, PC
§§801.5, 803(c), 832.5, 832.7, VC §2547
Police /
Admin. / Chief PD-008
Complaints from Members of the Public -
Internal Affairs Investigations WITH
Sustained Finding of Misconduct
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD PC §§832.5(b), 832.7; GC§ 34090
Police /
Admin. / Chief PD-009
Crime Prevention / Community Relations
Programs / Community Outreach / Youth /
School Programs / Citizen Patrol / Events,
etc.

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Admin. / Chief PD-010
Emergency Operations Plan (includes
Office of Emergency Management /
Homeland Security)
When
Superseded Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Admin. / Chief PD-011
Policies / Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies / Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-012 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Admin. / Chief PD-013 Recordings: Automated License Plate Readers (ALPR)
When No
Longer
Required
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq, CC
§1798.90.53(b)(2)(G);
Police /
Admin. / Chief PD-014 Recordings: Body-Worn Cameras – LOGS of Access / Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Operations, Support Services / Evidence And Property, Investigations, Records) Page PD-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Police /
Admin. / Chief PD-015
Recordings: Body-Worn Cameras - that
ARE evidence, Officer Involved
Shootings / Detention / Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
seq.

Police /
Admin. / Chief PD-016 Recordings: Body-Worn Cameras - that are NOT evidence 1 year Mag,
Department preference (law recommends 60
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Admin. / Chief PD-017
Recordings: Body-Worn Cameras –
Accidental Recordings Reviewed and
Approved for Deletion (Non-evidentiary)l
After
Approval Mag
Department preference; consistent with
Lexipol policies (review, supervisory
authorization, and documentation required);
PC§ 832.18 et seq. GC §34090.6 et seq.

Police /
Admin. / Chief PD-018 Recordings: Drone (Unmanned Aerial Vehicle)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Admin. / Chief PD-019 Recordings: Video Recordings - Evidence Room 1 year Mag GC §34090.6 et seq,
Police /
Admin. / Chief PD-020 Recordings: Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Admin. / Chief PD-021 Recordings: Video Recordings - Temporary Holding Cell (Juveniles / Adults) 1 year Mag Records regular and ongoing operations; GC §34090.6 et seq,
Police /
Admin. / Chief PD-022
Recordings: Video Recordings -
Temporary Holding Cell (Juveniles /
Adults)
1 year Mag Records regular and ongoing operations; GC
§34090.6 et seq,
Police /
Admin. / Chief PD-023 Reports / Studies - Historical (e.g.

Department Annual Reports) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Operations, Support Services / Evidence And Property, Investigations, Records) Page PD-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Police /
Admin. / Chief PD-024
Reports to State / Federal Agencies: Report
to POST Commission of peace officer
employment, compliant, finding, disposition,
/ judgement pursuant to §PC 13510.9, etc.

Report of data regarding the number, type, /
disposition of complaints made against its
officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Admin. / Chief PD-025
Reviews: On-Duty Traffic Accidents, Use of
Force, Vehicle Pursuits - Not as a result of
a complaint from a member of the public
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §§12946, 12960,
34090
Police /
Admin. / Chief PD-026
Training - Department Training Records -

EMPLOYEE FILE
Required Information by Employee for all
Employee Training:

Employee Name
Training Provider’s Name
Date and Duration (length)
Core Competencies / Skills
Any resulting certification or qualification
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
LC §§1198.5, 6401.9(f), 6429(c); 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b)
Police /
Admin. / Chief PD-027
Training - Presented by Staff - Department
Training Records - COURSE RECORDS
(Attendance Rosters, Sign-in Sheets,
Outlines / Materials; includes Ethics,
Harassment, Workplace Violence, Safety
Training, Tailgates)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Rosters are sent to POST; OSHA requires
safety, Ethics, Harassment & Workplace
Violence training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 8 CCR §3203 et
seq., 29 CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b),
53237.2(b); LC §6401.9(f)
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Operations, Support Services / Evidence And Property, Investigations, Records) Page PD-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Police /
Admin. / Chief PD-028
Weapons Inventory: Department-owned
weapons, personal weapons, alternate
weapons, secondary handguns, etc.

P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
POLICE / OPERATIONS (Patrol, Traffic, School Resource Officers, etc.) Police /
Operations PD-029 Canine (Police Service Dogs) Program
Files: Service Animal Files
Separation +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-030 Ops Plans (Fourth of July, etc.) Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-031 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Operations PD-032 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.

Police /
Operations PD-033 Ride-A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Operations PD-034 Speedometer Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Operations PD-035 Traffic Control: Radar Calibration Records Life of the Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-036 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

POLICE / SUPPORT / EVIDENCE AND PROPERTY
Police /
Support /
Evidence &
Property
PD-037 Property / Evidence Database
Indefinite -
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (data is interrelated);
GC §34090
Police /
Support /
Evidence &
Property
PD-038 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Operations, Support Services / Evidence And Property, Investigations, Records) Page PD-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Police /
Support /
Evidence &
Property
PD-039 Gun / Narcotics Destruction Log
(Documents related to) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support /
Evidence &
Property
PD-040 Property / Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support /
Evidence &
Property
PD-041 Safekeeping: Lost / Found Property
(Documents related to) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

POLICE / SUPPORT / INVESTIGATIONS
State of
California /
ABC
PD-042 Alcoholic Beverage Control Licenses /
Permits / ABC Permit Applications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Not a City record
Police /
Support /
Investigations
PD-043 Criminal Intelligence Files Last Entry +
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
information is relevant to that 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
Police /
Support /
Investigations
PD-044 Detectives Investigation Files / Arrest Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Operations, Support Services / Evidence And Property, Investigations, Records) Page PD-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Police /
Support /
Investigations
PD-045 Informant Files Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
Police /
Support /
Investigations
PD-046 Neighborhood Security Camera
Registrations
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Support /
Investigations
PD-047 Registrants: Arson Registrations: Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Pursuant to PC
§457.1 et seq.; required to register for life; If
released from DOJJ, records are destroyed
after age 25 or sealing pursuant to W&I §781;
GC §34090.7
Police /
Support /
Investigations
PD-048
Registrants: Arson Registrations:

Juveniles released from Division of
Juvenile Justice
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Pursuant to PC §457.1 et seq.; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC
§34090.7
Police /
Support /
Investigations
PD-049 Registrants: Gang Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.30(a)); GC §34090
Police /
Support /
Investigations
PD-050 Registrants: Gang Adults- Shared Gang
Databases / CalGang / Written Attestations
5 years After
Last Reset
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 11 CCR 773.8; 11 CCR 774.7; GC §34090
Police /
Support /
Investigations
PD-051 Registrants: Gang Juveniles
3 years, or
Sealing Date
+ 5 years, or
Court Order
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (registration pursuant
to PC 186.30(a)); Records are destroyed
pursuant to W&I §781;GC §34090
Police /
Support /
Investigations
PD-052
Registrants: Gang Juveniles - Shared
Gang Databases / CalGang / Written
Attestations
3 years After
Last Reset
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 11 CCR 774; 11 CCR 774.7; GC §34090
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Operations, Support Services / Evidence And Property, Investigations, Records) Page PD-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Police /
Support /
Investigations
PD-053 Registrants: Sex Offender Registrations:

Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10 or
20 years after offense, provided there are no
subsequent offenses; Pursuant to PC §290
et seq.

Police /
Support /
Investigations
PD-054 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10 or
20 years after offense, provided there are no
subsequent offenses; Pursuant to PC §290
et seq.

POLICE / SUPPORT / RECORDS
Police /
Support /
Records
PD-055 RMS Database (RMS)
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are interrelated; GC
§34090
Police /
Support /
Records
PD-056 Traffic Collision Database (Crossroads)
Indefinite -
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are interrelated; GC
§34090
State of
California /
CHP
PD-057
CHP Forms: Pursuit Report (CHP 187A),
Vehicle Report (CHP 180), etc. that are not
filed with Crime Report
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Entered Directly into CHP’s portal (a State
record)
Police /
Support /
Records
PD-058
Citations / Notice of Violations / Citation
Database (Parking, Traffic, Marijuana /
Cannabis), Animal, Code Enforcement,
Administrative Citations (Includes requests
for dismissals, cancellations, / appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090 et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Operations, Support Services / Evidence And Property, Investigations, Records) Page PD-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Police /
Support /
Records
PD-059
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault After January 1, 2024
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support /
Records
PD-060
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault Before January 1, 2024
Age of
Majority + 22
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support /
Records
PD-061
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing Date
+ 5 years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD W&I §§389(a), 781(d), GC §34090;
Police /
Support /
Records
PD-062
CRIME REPORTS:

Lost / Stolen Firearms entered into CLETS
(if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Support /
Records
PD-063
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), / Sexual Assault (Rape),
Arson (Suspected / Undetermined), Fatal
Traffic Collisions
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799;
803(h), 11169 et seq.; 11170(a); WIC 707(b)
Police /
Support /
Records
PD-064
CRIME REPORTS:

Child Abuse / Neglect Investigation Reports -
Unsubstantiated / Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD PC §§11169(c),11170(a)(3)
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Operations, Support Services / Evidence And Property, Investigations, Records) Page PD-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Police /
Support /
Records
PD-065
CRIME REPORTS:

Except those specifically mentioned in
the schedule (ALL Others, Including
Felonies / Misdemeanors)
Minimum 10
years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; Provided there are
no outstanding warrants, unrecovered
identifiable items, criminal deaths, they are
not historically significant, and it is not
classified under PC §800 & 290; Stat. of
Limit. is 2 yrs; Destroy juvenile marijuana
after age18; H&S §11361.5, GC §34090, PC
§802, PC §§187, 800 et seq.

Police /
Support /
Records
PD-066
CRIME REPORTS:

Misdemeanor / Infraction - Adult
Marijuana / Cannabis - HS
§11357(b)(c)(d)(e) / HS §11360(b) (with
procedure in HS §11361.5) - Except those
with outstanding stolen property, including
firearms, / lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
("Shall" Destroy); GC §§68152(c)(8); H&S
§11361.5
Police /
Support /
Records
PD-067
CRIME REPORTS:

Misdemeanor / Infraction - Juvenile
Marijuana / Cannabis - HS §11357(E) -
Except those with outstanding stolen
property, including firearms, / lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Support /
Records
PD-068
CRIME REPORTS:

Misdemeanor / Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in HS §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Operations, Support Services / Evidence And Property, Investigations, Records) Page PD-11
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Police /
Support /
Records
PD-069
CRIME REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Department Preference; GC §34090
Police /
Support /
Records
PD-070
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, / lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090;
PC §851.8(a)
Police /
Support /
Records
PD-071
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, / Victim of Intimate
Partner Violence / Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Individual petitions Court ("Shall" Destroy);
GC §34090; PC §§236.14(k); 236.15(k)
State of
California /
Department of
Justice
PD-072
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Entered Directly into DOJ’s portal (a State
record)
State of
California /
Department of
Justice
PD-073 Department of Justice Validation Lists
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Entered Directly into DOJ’s portal (a State
record)
Police /
Support /
Records
PD-074 Livescan Application Forms / Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support /
Records
PD-075 Local Criminal History Checks
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
These are copies / printouts from the RMS
database; GC §34090 et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Operations, Support Services / Evidence And Property, Investigations, Records) Page PD-12
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Police /
Support /
Records
PD-076 Public Records Act Requests - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Court or
District
Attorney
PD-077
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
Expiration of
the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Not a City record
Police /
Support /
Records
PD-078 STOP Source Data, Audit Log / Racial /
Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After

QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§34090
Court or
District
Attorney
PD-079 Subpoenas - Civil / Criminal / Subpoenas
Duces Tecum 2 years Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department preference; Court or District
Attorney records; GC §34090 et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC SAFETY and COMMUNITY RESOURCES (Housing, Violence Intervention and Prevention, Youth Services) Page PS-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

PUBLIC SAFETY & COMMUNITY RESOURCES / HOUSING
Public Safety &
Community
Resources /
Housing
PS-001
Homeless Services / Homeless Outreach /
Referrals
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; Grants covered by a
Consolidated Action Plan are required for 5
years; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from
expenditure report or final payment of grantee
or subgrantee; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, & 570.502(a), 29
CFR 97.42; OMB Circular A-110 & A-133; GC
§34090
Public Safety &
Community
Resources /
Housing
PS-002 Housing Applications Rejected (First Time
Home Buyers, Rehabilitation, HOME, etc.) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Public Safety &
Community
Resources /
Housing
PS-003
Housing Programs: Affordable Housing
Projects, HOME, Rehabilitation, CDBG-
funded Housing Projects, etc.

May include inclusionary housing
agreements, regulatory agreements,
promissory notes, deeds of trust, resale
restrictions, rights of first refusal / options to
purchase, etc.

WITHOUT a Recapture / Resale
Restriction
Loan Pay-off
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
HUD requires 5 years after the agreement
terminates; Consistent with Consolidated Plan
Requirements; Required for 3-4 years from
expenditure or performance report; 2 CFR
200.334; 24 CFR 92.508(a)&(c) &
570.502(a)(16), 982.158, 884.214; 29 CFR

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC SAFETY and COMMUNITY RESOURCES (Housing, Violence Intervention and Prevention, Youth Services) Page PS-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

Public Safety &
Community
Resources /
Housing
PS-004
Housing Programs: Affordable Housing
Projects, HOME, Rehabilitation, CDBG-
funded Housing Projects, etc.

May include inclusionary housing
agreements, regulatory agreements,
promissory notes, deeds of trust, resale
restrictions, rights of first refusal / options to
purchase, etc.

WITH a Recapture / Resale Restriction
5 years after
the
Affordability
Period
Terminates, or
the Written
Agreement
Terminates,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
HUD requires 5 years after the project
completion; documents imposing recapture /
resale restrictions are 5 years after the
affordability period terminates; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report; 2 CFR 200.334; 24 CFR

92.508(a)&(c) & 570.502(a)(16), 982.158,
884.214; 29 CFR 97.42, GC §34090
Public Safety &
Community
Resources /
Housing
PS-005 Arbitration / Housing Complaints / Housing
Investigations
Minimum 5
years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090

PUBLIC SAFETY & COMMUNITY RESOURCES / VIOLENCE INTERVENTION & PREVENTION Public Safety &
Community
Resources /
Violence
Intervention &
Prevention
PS-006 Community Responses / Outreach /
Referrals / incidents
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, & 570.502(a&b),
GC §34090
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC SAFETY and COMMUNITY RESOURCES (Housing, Violence Intervention and Prevention, Youth Services) Page PS-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

PUBLIC SAFETY & COMMUNITY RESOURCES / YOUTH SERVICES
Public Safety &
Community
Resources /
Youth Services
PS-007
Youth Client Files /- Placement Assistance
for Internships at other agencies (non-profit
or public agencies)
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

91.105(h), 92.505, 570.490, & 570.502(a&b),
GC §34090
Public Safety &
Community
Resources /
Youth Services
PS-008
Youth Client Files - Employee Training
Files / Applications etc.

Required Information by Employee for all
Employee Training for Separation + 5 years:

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualification Documents
Separation +
5 years Mag
LC §§1198.5, 6401.9(f), 6429(c); 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b)
ANTIOCH, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

PUBLIC WORKS / ENGINEERING
Lead Dept. PW-001 Permit Database (Tyler EnerGov) - Temporary Encroachment Permits / Street Cut Permits, etc.

Indefinite
(Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; Building Permits are required
to be retained Permanently, or Life of the
Structure; GC §34090, H&S §19850
Public Works /
Engineering PW-002 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept.
(Managing the
Project)
PW-003
Capital Improvement Projects (CIP):

MAINTENANCE-ONLY PROJECTS - No
Change in Infrastructure
All Final Records (Plans, RFP / Specifications /
Addenda, Successful Proposal, Change
Orders, Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference - meets municipal
government auditing standards; Statute
of Limitations for Errors & Omissions not
applicable; Some grant funding agencies
require audits; Statute of Limitations:

Contracts & Spec's=4 years, CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
PW-004
Capital Improvement Projects (CIP):

Administration File / Construction
Management
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Permits for Construction,
Preliminary Notices, Project Schedules, Public
Relations, Meeting Agendas / Minutes, Monthly
Reports, Notices, Real Estate Appraisals, RFIs /
RFQs , Safety. SWPPP / WPCP, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept.
(Managing the
Project)
PW-005
Capital Improvement Projects (CIP):

Permanent File
Plans, RFP / Specifications / Addenda,
Successful Proposal, Change Orders, EIRs,
Negative Declarations, Categorical Exemptions,
Materials Testing Reports, Grading Permits,
Hazardous Materials, Notice of Completion,
Photos, Record Drawings Soils Reports,
Studies, Submittals, Surveys, etc.

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
PW-006
Drawings, Maps Record Drawings, Large-
Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Lead Dept.
(Managing the
Project)
PW-007
Capital Improvement Projects (CIP):

Design / Construction Standards - Authored
by the City for Construction of City Infrastructure
(CIP / Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-008
Encroachment Permits: Temporary Permits
(Excavation, Street Permits, Temporary
Construction, Sidewalk Repairs, Special Event
Permits, Street Cuts, Tree Removal Traffic
Control, Transportation Permits, Utility Cuts
(Installation / Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Engineering PW-009
Encroachment Permits: Permanent (Structures
in the City's Right of Way, Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-010 Grading Permits P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
Engineering PW-011
Private Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Public Works /
Engineering PW-012
Private Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical / Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Public Works /
Engineering PW-014 Subdivision Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-015 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-016 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police or State
of California PW-017 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD copies; GC §34090.7
Public Works /
Engineering PW-018 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
Engineering PW-019 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-020 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-021 Transportation Plans / Master Plans P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-022 Wide Load Permits / Oversize Load Permits Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090

PUBLIC WORKS / MAINTENANCE - PARKS & LANDSCAPE
Division
Providing
Service / Work
PW-023
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Division
Providing
Service / Work
PW-024
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-025
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (/ partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, GC §34090
Public Works /
Lead Div. PW-026 APCD / AQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
Lead Div. PW-027 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Maintenance PW-028 Graffiti Abatement Work Sheets 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Maintenance PW-029 Herbicide / Pesticide Application Forms (Excludes Parks) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3 CCR
6623, 40 CFR 110.3(d)
Public Works /
Lead Div. PW-030 Operations / Maintenance Manuals (O&M
Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Public Works /
Maintenance PW-031 Playground Inspections, Sidewalk Maintenance (grinding / ramping), etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference, GC §34090
Public Works /
Lead Div. PW-032 Pressure Vessel Certifications / Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-033
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
records of the chemical / substance / agent,
where / when it was used
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
Maintenance PW-034 Weed Abatement Work Sheets / Pesticide Applications (Excludes Parks) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3 CCR
6623, 40 CFR 110.3(d)

PUBLIC WORKS / MAINTENANCE - FLEET
Division
Providing
Service / Work
PW-035
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Division
Providing
Service / Work
PW-036
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-037
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, GC §34090
Public Works /
Lead Div. PW-038 APCD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Lead Div. PW-039
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
13 CCR 1234(e),VC 34505.5(c); 49 CFR
396.11; GC §34090
Public Works
Fleet Maint. PW-040 Fleet - Tire Disposal / Waste Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works
Fleet Maint. PW-041 Fleet - Used Oil Disposal Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

Public Works
Fleet Maint. PW-042
Fleet - Vehicle & Equipment History Files
Maintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works
Fleet Maint. PW-043 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Lead Div. PW-044 Hazardous Waste Manifests P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference (City has "cradle
to grave" liability); only 3 years is
mandated; 40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR 66262.40; GC
§34090
Public Works
Fleet Maint. PW-045 Inspections or Audits by the CHP (Fleet) 5 years Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC § 34090
Public Works /
Lead Div. PW-046 Operations & Maintenance Manuals (O&M
Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-047 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
Lead Div. PW-048
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Given to Auction House / New Owner; GC
§34090

PUBLIC WORKS / MAINTENANCE - STREETS
Division
Providing
Service / Work
PW-050
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Division
Providing
Service / Work
PW-051
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-052
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (/ partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
Lead Div. PW-053 Air Pollution Control District (APCD Permits - for Generators, etc.

Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Lead Div. PW-054 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Lead Div. PW-055 Operations / Maintenance Manuals (O&M
Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Public Works /
Streets Maint. PW-056 Pothole Repairs (Excel Logs) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-057 Pressure Vessel Certifications / Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Public Works /
Streets Maint. PW-058
Property Damage Claims / Subrogation /
Restitution / Insurance Company
Reimbursements
Final
Resolution +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
Public Works /
Lead Div. PW-059
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
records of the chemical / substance / agent,
where / when it was used
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Maintenance PW-060
Sidewalks / Trees: Correspondence (Notice) to
Property Owner to repair privately-owned
sidewalks / maintain privately-owned trees
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
Streets Maint. PW-061 Storm Drain System Maintenance (Slip Lining, etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Streets Maint. PW-062 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs / Forms) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets Maint. PW-063 Tree DATABASE (Excludes Parks)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works /
Streets Maint. PW-064 Tree Maintenance, Trimming, Arborists Reports (Excludes Parks) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets Maint. PW-065 Tree Removal / Tree Trimming Permits / Applications
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Lead Div. PW-066 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; entered into
DigAlert Software the Excavator,
Operator and the Regional Notification
Center all have an obligation to retain the
notice for 3 years; GC §§4216.2(f) GC
§34090
Marina PW-067 Berthing Permits / Dock Use Permits Expiration + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC and OD Department Preference; GC §60201
Marina PW-068 Incident Reports (Marina) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC and OD Department Preference; GC §60201
Marina PW-069 Lease Agreements - Marina Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC and OD Department Preference; GC §60201

PUBLIC WORKS / MARINA
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-11
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Marina PW-070 Logs: Daily Logs / Dock Inspections / Slip Checks, Weekly Inspections, etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC and OD GC §60201 et seq.

Marina PW-071 Marina Business Permits (Charters, Kayaks, etc.)
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC and OD GC §60201 et seq.

PUBLIC WORKS / STORMWATER
Public Works /
Lead Div. PW-072 Dailies / Daily Work Diaries / Work Performed 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, GC §34090
Public Works /
Stormwater PW-073 Stormwater Illicit Discharges 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 3 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
Stormwater PW-074 Stormwater: NPDES Annual Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Stormwater PW-075 Stormwater: NPDES Permits / MS-4 Permits Expiration + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090

PUBLIC WORKS / WATER (POTABLE WATER)
Public Works /
Water Billing PW-076 Water Meter Reading Database
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §§34090, 60201
Division
Providing
Service / Work
PW-077
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-12
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Division
Providing
Service / Work
PW-078
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-079
Work Orders / Service Requests / "Dailies"-
NOT entered in CRM / CMMS Database (or
partial information entered into CMMS
Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, GC §34090
Public Works /
Water PW-080
Backflow Test Results / Backflow Assembly
Test Reports (from Customers - City-owned
Backflows are entered in CMMS Database)
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; exceeds
SWRCB Cross-Connection Control Policy
Handbook Section 3.5.1 requires records
be retained for the previous three
calendar years; GC §34090
Public Works /
Lead Div. PW-081
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
Public Works /
Lead Div. PW-082 Dailies / Daily Work Diaries / Work Performed 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, GC §34090
Public Works /
Lead Div. PW-083
Environmental Agencies / Regulatory Agencies
Correspondence
(EPA, DHS, etc.)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Water PW-084 Fire Hydrant Pressure Tests Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (in Excel); GC
§34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-13
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
Lead Div. PW-085 Hazardous Waste Manifests P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference (City has "cradle
to grave" liability); only 3 years is
mandated; 40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR 66262.40; GC
§34090
Public Works /
Water PW-086 Lab Reports & Chains of Custody:

Bacteriological and Organics
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Public Works /
Water PW-087
Lab Reports & Chains of Custody: Chemical
(Includes Chlorine Residuals, Disinfectant
Residuals, Disinfection Byproducts, and
Disinfection Byproduct Precursors)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference (10 years is
required); 40 CFR 141.33(a); 22 CCR
§§64470, 64537, 64692
Public Works /
Water PW-088 Lab Reports & Chains of Custody: Lead &
Copper
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470; 22 CCR 64690.80; 40 CFR
141.33(a); 40 CFR 141.91
Public Works /
Lead Div. PW-089 Operations & Maintenance Manuals / O & M Manuals
Disposal of
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-090
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
13 CCR 1234(e),VC 34505.5(c); 49 CFR
396.11; GC §34090
Public Works /
Water PW-091 Public Notices - Potable Water (Tier 1, 2, or 3) 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
Public Works /
Lead Div. PW-092 Regulatory Reports Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water PW-093 Reservoir Maintenance, Inspections P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, federal 10 years; 40
CFR 141.33(a); 22 CCR §64692
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-14
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
Water PW-094 Reservoir Videos & Photos 10 years Mag Department preference; GC §34090 Public Works /
Water PW-095 Reservoirs: Flushing, Disinfection and
Cleaning
Minimum 3
years
Mag,
Mfr, OD,
Ppr
S Yes - After

QC & OD
Flushing, Disinfection, Inspection and
Cleaning is required for 3 years; 22 CCR
§64604(c); GC §34090
Public Works /
Water PW-096 SCADA Database (Water)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
(data is inter-related); Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; GC §34090, 12168.7
Public Works /
Lead Div. PW-097
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; entered into
DigAlert Software the Excavator,
Operator and the Regional Notification
Center all have an obligation to retain the
notice for 3 years; GC §§4216.2(f) GC
§34090
Public Works /
Water PW-099
Vulnerability Assessment / Emergency
Response Plan / Risk & Resiliency Assessment
/ Hazard Mitigation Plan
When
Superseded -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Confidential; 42 USC 300i-2(c); GC
§34090 et seq.

Public Works /
Water PW-100 Water Production Reads / Reports (to State DPH & DWR) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets California
Department of Health requirements (3
years); GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-15
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
Water PW-101 Water Quality Reports / Consumer Confidence Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; Required for 12
years or 2 compliance cycles; 22 CCR §§
64400.25; 64470, 64483(g), 40 CFR
141.33(a); 40 CFR 141.91

PUBLIC WORKS / WASTEWATER (SEWER) COLLECTIONS
Division
Providing
Service / Work
PW-102
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Division
Providing
Service / Work
PW-103
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-104
Work Orders / Service Requests / "Dailies"-
NOT entered in CRM / CMMS Database (or
partial information entered into CMMS
Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, GC §34090
Public Works /
Wastewater
Collections &
Treatment
PW-105 CCTV Collection Line Inspection Tapes / Video
Inspections / Video Tapes or Digital Recordings 10 years Mag Department Preference; GC §34090 et seq.

Public Works /
Lead Div. PW-106
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-16
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
Lead Div. PW-107 Correspondence - Regulatory Agencies Minimum 10 years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Some
correspondence from Regulatory
Agencies need to be retained for long
periods of time; GC §34090
Public Works /
Lead Div. PW-108 Dailies / Daily Work Diaries / Work Performed 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, GC §34090
Public Works /
Wastewater
Collections &
Treatment
PW-109 FOG (Fats, Oil & Grease) Inspections /
Pretreatment Annual & Quarterly Reports 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Wastewater
Collections &
Treatment
PW-110 Lab Reports & Chains of Custody: Wastewater Minimum 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Public Works /
Lead Div. PW-111 Operations & Maintenance Manuals / O & M Manuals
Disposal of
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-112
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
13 CCR 1234(e),VC 34505.5(c); 49 CFR
396.11; GC §34090
Public Works /
Lead Div. PW-113 Regulatory Reports Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections &
Treatment
PW-114 Sanitary Spills and Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2022-0103-DWQ; ; 40
CFR 122.41(j)(2); GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Marina, Sewer, Water)
Page PW-17
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
Lead Div. PW-115
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
(data is inter-related); Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; GC §34090, 12168.7
Public Works /
Wastewater
Collections &
Treatment
PW-117 Sewer Odor Complaints / Gas Detection
Results / Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections &
Treatment
PW-118
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be updated every 6 years;
SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB
General Order 2022-0103-DWQ; GC
§34090
Public Works /
Lead Div. PW-119 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference: entered into
DigAlert the Excavator, Operator and the
Regional Notification Center has the
obligation to retain the notice for 3 years;
GC §§4216.2(f) GC §34090
ANTIOCH, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

D
D
D
RESOLUTION NO. 2008/93

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH ADOPTING A

NEW CITY RECORDS RETENTION SCHEDULE AND DESTRUCTION OF CERTAIN

CITY DEPARTMENT RECORDS
WHEREAS, Section 34090 of the Government Code of the State of California authorizes the legislative body of a city to authorize the destruction of records, with certain exceptions, by resqlutiori'with,thj': consent of the City Attorney; and ' ,•'., <"' -�--��- �- /---:---::_
_.,--·-��:>�WHE¥Ji1'�)l� City Council approved the prior record retention schedule by Resolution .-' .No"S-S/310 dated_:Ncw'e111ber 8, 1988; and
:/ .:· { _;
--:
·r, --� .. � � �
1 :_, � :;_ WHERE£{ tlle:,'current records retention schedule has become outdated since 1988 and ' � - �-- - .,_ : -- :-. -� r.:lo'es"not reflect_tS.;,·curreht departmental arrangement within the current City government; and \� -� ,,,.··--::.:::: \::�---�7 ,/'0
'·--/",,-�if�F:AS;'the new Antioch Records Retention Policy is based on the California Secretary,,qf&ate;'s "Local Government Records Management Guidelines" to the extent that the Guidelines apply to City Departments or City records; and WHEREAS, adoption of the new Antioch Records Retention Policy fulfills the purpose of Section 34090 of the California Government Code; and
WHEREAS, it has been recommended that a new records retention policy be adopted providing for the retention and destruction of records from all City of Antioch Departments with the exception of the Police Department, which has a separate, current policy, The new Antioch Records Retention Schedule is attached and incorporated into this resolution as Exhibit "A"; and NOW, THEREFORE, BE IT RESOLVED that City Council hereby rescinds Resolution No, 88/310 dated November 8, 1988; and
BE IT FURTHER RESOLVED after reviewing the staff report and considering testimony offered, and in accordance with California Government Code Section 34090, that the City Council hereby approves and adopts the new Antioch Records Retention Schedule and authorizes the destruction of the records listed in Exhibit "A" after the elapse of the stated retention period; and BE IT FURTHER RESOLVED that records specified in Exhibit "A" (incorporated herein by reference) shall only be destroyed after receiving written approval from the specific Department Head and the City Attorney authorizing the records destruction, * * * * * * * * * *

ATTACHMENT C

10/15/08

CITY OF ANTIOCH

RECORDS RETENTION SCHEDULE

Government Code Section 34090. Destruction of city records; excepted records; construction.

Unless otherwise provided by law, with the approval of the legislative body by resolution and the written consent of the city attorney the head of a city department may destroy any city record, document, instrument, book or paper, under his charge, without making a copy thereof, after the same is no longer required.

This section does not authorize the destruction of:
(a) Records affecting the title to real property or liens thereon. (b) Court records.
(c) Records required to be kept by statute.
(d) Records less than two years old.
(e) The minutes, ordinances, or resolutions of the legislative body or of a city board or commission.

This section shall not be construed as limiting or qualifying in any manner the authority provided in Section 34090.5 for the destruction of records, documents, instruments, books and papers in accordance with the procedure therein prescribed.

If not governed by sections (a)-(e) above, or any other specific statute, or as outlined in this Schedule, the minimum retention period is 2 years for all City records.

Scanning City Records:

As long as city records are scanned in a legible manner, made accessible for public viewing/copying upon request, stored on a secure database, and one copy of the scanned document is maintained in a separate and safe/secure location, any public record may be destroyed without approval from the City Attorney. Government Code Section 34090.5 However, these scanned records should still be maintained for the time periods outlined in this Schedule should scanned records need to be deleted from the data system maintaining them.

Litigation Hold: Immediately Cease All Pending And Planned Destruction Efforts If staff receives an explicit directive from his or her department head or from the City Attorney to preserve documents, or receives a “litigation hold” notice or memo, or receives a specific request from a citizen or his or her representative to preserve documents or otherwise has reason to believe that a claim or litigation may occur, then staff shall immediately cease any ongoing or planned document destruction efforts, and shall make all necessary efforts to retain, store and preserve the documents at issue indefinitely until instructed otherwise. Staff should immediately contact the City Attorney’s Office to notify it of a litigation hold request and to seek further direction.

Electronic Mail (“E-mail”)
E-mail generates correspondence and other documentation in connection with City business which can be considered public records in need of protection/retention in accordance with the California Public Records Act (Government Code Sections 6250- 6277).

Electronically Stored Information (“ESI”)
ESI is digitally stored information, or “footprints” of data, that can be created by use of computers, networks, e-mail, cell phones, Blackberries, PDAs and other similar devices used for City business. ESI can be discoverable information that must not be destroyed when a Federal lawsuit is filed, a plaintiff places the City on notice that a Federal lawsuit will be filed, or litigation hold is requested.

Disclaimer: The document categories listed are intended to mirror the 2006 California Secretary of State “Local Government Records Management Guidelines” where they apply to City records and Departments. Categories are over-inclusive in nature and should not to be understood as an indication that the City possesses the documents listed in the each specific category.

CITY OF ANTIOCH

RECORDS RETENTION SCHEDULE
AU - Audit
CU - current year
E - Election
L - Life
P - Permanent
S - Until Superseded
CL - Closed/Completed
T - Terminated
GC - Government Code
H&S - Health & Safety
OSHA - Occupational Safety & Health Act
USC - United States Code

OFFICE OF

RECORD RECORD SERIES TITLE RETENTION

PERIOD CITATION DESCRIPTION
Building Building Permits P GC 34090 Approved, expired or issued permits maintained permanently, scanning permissible also
Building Building Plans P
GC 34090 (a), 4003, 4004;
H&S 19850, 19853
All plans filed for new commercial and residential structures, including subdivisions and common interest developments as defined by Cal Civ Code section 1351, except for: (a) Single or multiple dwellings not more than two stories and basement in height [such as those built in in-fill lots, or single lots]. (b) Garages and other structures appurtenant to buildings described under subdivision (a). (c) Farm or ranch buildings. (d) Any one-story building where the span between bearing walls does not exceed 25 feet. H&S 19850. However, if any of these exemptions are a steel frame or concrete building, plans must be filed. H&S 19850 (d).

Building Building Plans (additions, spas, remodels, etc.) 2 years from
date of
approval
GC 34090 (a), 4003, 4004;
H&S 19850, 19853
New commercial and residential construction additions appurtenant to structures not more than two stories and basement in height, tenant improvements, room additions, spa, block wall, or remodels Building Certificates, Building P GC 34090 (a) Compliance, occupancy which affects real property Building Code Books P GC 34090 National Electrical Code, Uniform Building, Mechanical, Plumbing & Supplements, Fire Code, keep all versions
Building Log Books Inspection Records (prepared for
construction inspected prior to 2001) CL + 10 years GC 34090 (d) Building
Information Transferred to System from Inspection
Records, Log Books (for construction inspected
after 2001)
P
GC 34090 Correspondence, fees, appeal requests, inspection reports or logs Building Plot Map Binders/Parcel Books P GC 34090 Binders containing plot maps showing original street names, lots, etc.

Building Project Files P
H & S 19850 & GC 34090 Address map, address list, plot plans as submitted, permits, approval slips, correspondence to Building from fire dept., health, Title 24s, energy reports, insulation reports, etc.

Building Project Routing Slips 2 years from
date of creation
GC 34090 Project routing slips with comments prepared for Planning and Engineering Capital Improvements
Bids, RFQ's, RFP's

Successful

Unsuccessful
AU+5
AU+5
CU+2
GC 34090; CCP 337 Requests for Qualifications; Requests for Proposals regarding goods and services, etc.

RETENTION LEGEND CITATIONS
B&P - Business & Professions
CAC - CA Administrative Code
CCP - Code of Civil Procedures
CCR - Code of CA Regulations
CEQA - CA Environmental Quality Act
CFR - Code of Federal Regulations
EC - Election Code
FMLA - Family & Medical Leave Act

Page 1 of 10 ends

Antioch City CouncilJanuary 27, 2026

Antioch City Council
January 27, 2026