CITY OF ANTIOCH
RECORDS RETENTION SCHEDULE
OFFICE OF
RECORD RECORD SERIES TITLE RETENTION
PERIOD CITATION DESCRIPTION
Capital Improvements Capital Improvements, Construction P
2.083110; 4004;
H & S 19850; GC 34090 (a)
Contains records re: Planning, design, construction, conversion or modification of local government-owned facilities, structures & systems.
Including hazardous waste disposal, as-builts, specifications, contracts w/amendments, progress payments, and final acceptance documents.
Capital Improvements Daily reports (field books, job log) CL + 2 years GC 34090 Capital Improvements Insurance certificates/endorsements P GC 34090 Capital Improvements Maintenance/Operations CU + 2 years GC 34090 Includes work orders, repairs, cleaning, inspection, reports, complaints Capital Improvements Plans P GC 34090 Streets, curbs, gutters, sidewalks, storm drains Capital Improvements Purchase Orders AU + 4 years GC 34090; CCP 337 Original document City Attorney Chron files 2 years GC 34090
City Attorney Claims CL + 5 years GC 34090; GC 251105.5 Paid/Denied City Attorney Correspondence, General AU + 2 years GC 34090 City Attorney Development Agreements P CCP 337, 337.1(a), 337.15; GC 34090; 48 CFR 4.703
Infrastructure contracts and franchises
City Attorney Insurance certificates/endorsements P GC 34090 For contracts arising out of this department City Attorney Litigation Cases CL + 10 years
GC 34090; GC 6254; 24
U.S.C. 1983
Include logs, complaints, police reports, court orders, motions, notes, briefs, log of gov't tort claims, City Attorney to consider after 10 years whether to keep
City Attorney Opinions, Legal P GC 34090; GC 6250 Confidential City Clerk Agenda & Agenda Packets (City Council) CU + 2 years GC 34090 (d) Documentation received, created, and/or submitted to City Council meetings City Clerk Agenda & Agenda Packets (all other City
commissions or boards) CU + 2 years GC 34090 (d) Documentation received, created, and/or submitted to all other City boards and commissions
City Clerk Agreements, Affordable Housing P H&S Code sections 33334.3, 33413, 33418 (AB 987)
Any agreements to offer affordable housing as part of a development project must be maintained for life of structure
City Clerk Agreements, Contracts (excluding CIP contracts) T + 5 years CCP 337.2, 343; B&P 7042.5 All contracts and agreements unless otherwise indicated, contracts for equipment, services or supplies [but not leases - which have separate category]
City Clerk Agreements, CIP Contracts P GC 37090a; 4004; H&S 19850 Construction contracts.
City Clerk Agreements, Disposition and Development P CCP 337; CCP 337.1 (a); CCP 337.15; 48 CFR 4.703
City Clerk Agreements, Exclusive Right to Negotiate
CL + 2 years;
longer retention
will be spelled
out in
agreement
GC 34090 Keep file for 2 years from date of closed file, unless the agreement results in a disposition and development agreement or owner participation agreement, and if so the exclusive right to negotiate agreement should be maintained for life of development agreement or owner participation agreement City Clerk Agreements, Owner Participation CL + 5 years CCP 337; CCP 337.1 (a); CCP 337.15; 48 CFR 4.703
Closure of redevelopment plan + 5 years
City Clerk Agreements, Professional Services CL + 5 years GC 34090 City Clerk Agreements, Purchase CL + 5 years CCP 337; CCP 337.1 (a); CCP 337.15; 48 CFR 4.703
City Clerk Agreements, Reimbursement CL + 2 years GC 34090 City Clerk Agreements, Subdivision Improvement P
GC 34090 (a); CCP 337; CCP
337.1 (a); CCP 337.15; 48
CFR 4.703
City Clerk Annexations P GC 34090 (a) Reports, agreements, public notices
CITY OF ANTIOCH
RECORDS RETENTION SCHEDULE
OFFICE OF
RECORD RECORD SERIES TITLE RETENTION
PERIOD CITATION DESCRIPTION
City Clerk
Applications: Boards, Commissions, &
Committees
Individuals Selected
Individuals Not Selected
T + 5 years
CL + 2 years
GC 34090; GC 40801
GC 34090
City Clerk Articles of Incorporation P GC 34090; CCP 337.2 City Clerk Assessment Districts P GC 34090 Formation documentation only City Clerk Budget AU + 2 years GC 34090 Includes actual City budget and any corresponding work papers City Clerk City Council Video Recordings 90 days GC 34090.7 City Clerk City Council, Boards & Commissions Audio
Recordings 30 days GC 34090.7 When used for minute preparation City Clerk Claims CL + 5 years GC 34090; GC 251105.5 Paid/Denied City Clerk Deeds & Promissory Notes P GC 34090 (a); 24 CFR 570.502
City Clerk Easements, Dedications, Right-of-Way P GC 34090 (a) Recorded documents City Clerk Elections: Ballots E + .5 EC 17302 From date of election; ballots submitted to precincts/City Clerk that were not used - unless contested (EC 17302(c)) retention by court order City Clerk Elections: Ballots Prop 218 (Assessment Districts) P California Constitution Article XIII
Property related fees (Assessment Ballot proceedings)
City Clerk Elections: Candidate Statements E + 4 GC 81009 City Clerk Elections: Certificates of Election T + 4 GC 81009 (a), (d) Certificates of Election; Original reports and statements City Clerk
Elections: Nomination Papers
Successful Candidates
Unsuccessful Candidates
E + 4
E + 2
EC 17100
GC 81009 (b)
City Clerk Elections: Notifications and Publications E + 2 GC 34090 Proof of publication or posting, certification and listing of notice of posting; copy of newspaper notice and certification of offices to be voted for at forthcoming election.
City Clerk Elections: Oaths of Office T + 6 GC 34090; 29 USC 1113 Elected Officials City Clerk Elections: Petitions 1 year EC 17200,17400; GC 7253.5; EC 14700; GC 3756.8
From date of filing or election: initiative, referendum, recall City Clerk FPPC: Campaign Disclosure, Elected P
GC 91009(b), (g) FPPC Filings
City Clerk FPPC: Campaign Disclosure, Not Elected E + 5 GC 81009 (b) FPPC Filings
City Clerk FPPC: Campaign Statements CU + 5 years
FPPC Opinions
City Clerk FPPC: Statements of Economic Interest, Elected T + 7 GC 81009 (e) FPPC Filings
City Clerk FPPC: Statements of Economic Interest, Not
Elected E + 5
GC 81009 (b) FPPC Filings
City Clerk FPPC: Statements of Economic Interest,
Designated Employees T + 7
GC 81009 (e) FPPC Filings
City Clerk Franchises P
GC 65864, 65869.5,
GC 34090
Including subdivision agreements, contracts for sale or purchase of property, cable, grant of easements and/or involving construction or improvements
CITY OF ANTIOCH
RECORDS RETENTION SCHEDULE
OFFICE OF
RECORD RECORD SERIES TITLE RETENTION
PERIOD CITATION DESCRIPTION
City Clerk General Plan and General Plan Amendments P GC 34090, 65103, 50110 Whether denied or approved.
City Clerk Grants, Community/Urban Development (includes CDBG) CL + 4 years
24 CFR 570.502 (b) (3);
241 CFR 85.42 &
OMB Cir. A-110, Attach. C; *
Project files, contracts, proposals, statements, reports, sub-recipient dockets, Environmental review, grant documents, applications, inventory, consolidated plan, etc. *OMB Cir. A-102 & 128, HUD regulators City Clerk Inventory, Inactive Records
P (maintained
for lifetime of
record,
destroyed
when record is)
GC 34090 (d) Inventory of stored, inactive records. Tapes may be recycled. When record is destroyed, the destroyed record should be noted on the destroyed records inventory.
City Clerk Insurance certificates/endorsements P GC 34090 City Clerk Leases (Real Property) P GC 34090 (a)
City Clerk Legal Advertising 4 years CCP 343, 349 et seq.; GC 911.2; GC 34090
Includes public notices, legal publications
City Clerk Liens P GC 34090 (a)
City Clerk Minutes P
GC 34090 (e); GC 36804; GC
40801
Official minutes of the proceedings (City Council and all other boards and commissions) for regular and special meetings; staff liaison responsible for committee minutes.
City Clerk Municipal Code, Ordinances P
GC 34090 (e) City's ordinances, contained in code books or otherwise (all versions, not merely up-to-date version, or when ordinances superseded prior ordinances, etc.)
City Clerk Policies and Procedures, Departmental S + 5 years GC 34090 City Clerk Proclamations CU + 2 years GC 34090
City Clerk Property abandonments/vacations P GC 34090 Recorded documents regarding streets, buildings, condemnations, vacations City Clerk Property Acquisition/Disposition P GC 34090 (a); GC 6254 Supporting documents re: sale, purchase, exchange, lease or rental of property by City
City Clerk Property Appraisals CL + 2 years GC 34090 (a); GC 6254 Exempt until final acquisition or contract agreement obtained City Clerk Public Records Requests CL + 2 years GC 34090 Includes requests and responses.
City Clerk Records Destruction Certification P GC 34090 Documentation of final disposition of records City Clerk Records Retention Schedules P CCP 343 All versions, whether superseded or not City Clerk Resolutions P GC 34090 (e); 40801 Legislative actions City Manager Affordable Housing Agreements
5 years (City
Clerk to
maintain
Permanently)
H&S Code sections 33334.3,
33413, 33418 (AB 987)
Any agreements to offer affordable housing as part of a development project must be maintained for life of structure
City Manager Chron file - City Manager 5 years GC 34090 City Manager Chron file - Councilmembers except Mayor
2 years after
expiration of
office
GC 34090
City Manager Chron file - Mayor
2 years after
expiration of
office
GC 34090
City Manager Correspondence/Memos, General AU + 2 years GC 34090 City Manager Grants, Community/Urban Development (includes CDBG) CL + 4 years
24 CFR 570.502 (b) (3);
241 CFR 85.42 &
OMB Cir. A-110, Attach. C; *
Project files, contracts, proposals, statements, reports, sub-recipient dockets, Environmental review, grant documents, applications, inventory, consolidated plan, etc. *OMB Cir. A-102 & 128, HUD regulators Code Enforcement Abandoned Vehicles CL + 2 years GC 34090 (d)
CITY OF ANTIOCH
RECORDS RETENTION SCHEDULE
OFFICE OF
RECORD RECORD SERIES TITLE RETENTION
PERIOD CITATION DESCRIPTION
Code Enforcement Case Files CL+ 2
GC 34090 (d) Building, housing and rental inspection code violation records including inspections, public nuisance rubbish and weed abatement, vehicle abatement, citations, massage parlor permits, etc.
Code Enforcement Liens & Releases P GC 34090
Code Enforcement Policies S + 2 years GC 34090 (d) Handouts on ordinances, rules, any other documentation reflecting CE policies
Economic
Development Appraisal Case Files CL + 2 years GC 34090 (a) Confidential until final acquisition or contract agreement obtained Economic
Development Correspondence/Memos, General AU + 2 years GC 34090 All project correspondence Economic
Development Redevelopment files CL + 2 years GC 34090 Redevelopment files, relocation documents, etc.
Engineering Bonds (security, performance, maintenance, labor & materials) CL + 2 years GC 34090 (d) Documentation crated and/or received in connection with the performance of work/services for the city, or for parcel maps and subdivision work Engineering Correspondence/Memos, General 10 years GC 34090 Engineering Development Standards P GC 34090 Landscape medians, parkway landscape development, public works construction
Engineering Easements, Dedications, Right-of-Way P GC 34090 Engineering Encroachment agreements P GC 34090 Permanent improvements in public right of way Engineering Flood Control: Drainage Facilities P GC 34090 Includes drainage, basins, creeks; conveyance and collection; intake and outfall
Engineering Flood Control: Flood Zones P GC 34090 Includes flood maps Engineering Lot Split Cases P GC 34090
Engineering Maps P GC 34090 Fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, sidewalks, sewers, line location, easements
Engineering Maps, City Boundary P GC 34090 (d) Recorded maps, surveys, monuments Engineering Maps & Plats, Project P
GC 34090 (d) Engineering profiles; cross-section of roads, streets, right-of-way, bridges; may include parks, tracts, block, storm drains, water easements, bench marks, trees, grading, landfill, fire hydrants, base maps, etc.
Engineering Parking permits CU + 2 years GC 34090 High schools parking lots Engineering Permits (encroachment, improvement, temporary use)
P (encroach-
ment), all
others (CL + 2)
GC 34090 grading, encroachment
Engineering Permits, (NPDES) National Pollutant Discharge Elimination System P 40 CFR 122.28 Compliance with Clean Water Act re: pollutants Engineering Routes, School Bus & Truck S + 2 years GC 34090 Truck routes, access ramps, etc.
Engineering Soils Analysis and Reports P GC 34090
Engineering Street Closures P GC 34090 When streets are permanently closed for future use, no need to maintain records of temporary closure past 2-years catchall provision Engineering Traffic Control Device Inventory S + 2 years GC 34090 Signs, lights Engineering Traffic Engineering Files CU + 10 GC 34090
Engineering Traffic Signals P GC 34090 Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing and maintenance
Engineering Transportation Permits CU + 2 years GC 34090 Oversize loads Finance Accounts Payable/Receivable Files AU + 5 years GC 34090 Invoices, check copies, supporting documents, paid warrants Finance Assessment Districts P GC 34090 Collection information Finance Audit Reports P GC 34090 Annual treasurer audits
CITY OF ANTIOCH
RECORDS RETENTION SCHEDULE
OFFICE OF
RECORD RECORD SERIES TITLE RETENTION
PERIOD CITATION DESCRIPTION
Finance Bank Statements AU + 5 years GC 34090; 26 CFR 16001-1 Statements, summaries for receipts, disbursement and reconciliations Finance Bankruptcy documents
CL + 2 years
(from date of
discharge or
case closure)
GC 34090 Bankruptcy documents for water billing customers, also records associated with A/R
Finance Bond documents P GC 34090 Offering, sale, purchase, payments, pay-off, file on bond Finance Bond account information CL + 10 years GC 34090; CCP 337.5 Monthly statements of transactions Finance Budget Adjustments, Journal Entries AU + 5 years GC 34090 Account transfers Finance Budget, Adopted AU + 2 years GC 34090 Operating budgets Finance Business Licenses T + 4 years GC 34090; CCP 337 Applications, both renewal and new, paid & reports Finance Checks AU + 4 years GC 34090; CCP 337 Includes payroll, canceled & voided checks Finance Deferred Compensation T + 5 years GC34090; 26 CFR 16001-1 Records of employee contributions and city payments *29 CFR 1627.3 (2) Finance Deposits/Receipts AU + 4 years GC 34090; CCP 337 Checks, coins, currency Finance Employee Federal & State tax forms (W-4's, W-
2's) AU + 4 years GC 34090; 29 USC 436* Forms 1096, 1099, W-4's and W-2's *26 CFR 31.6001.1-4; IRS REG
31.6001-1 (e) (2); R&T 19530; 29 CFR 516.5-516.6
Finance
Fixed Assets
Auction
Disposal
Inventory
Vehicle Ownership & Title
AU + 2 years
AU + 4 years
AU + 10 years
L
GC 34090
GC 34090; CCP 337
GC 34090; 26 CFR 301
65-1 (f)
VC 9900 et seq.
Listing of property
Sealed bid sales of equipment
Reflects purchase date, cost, account number
Title transfers when vehicle sold
Finance Grants, Community Promotional CL + 5 years GC 34090 (d) Finance Grants, Federal and State CL + 5 years GC 34090 Financial records only Finance Insurance certificates/endorsements P GC 34090 For contracts arising out of this department Finance Ledger, General AU + 10 years GC 34090
Finance Payroll: Adjustments AU + 10 years GC 34090;
29 CFR 516.5 - 516.6
Audit purposes
Finance Payroll: Employee Time Sheets AU + 6 years GC 34090; 29 CFR 516.2 Signed by employee for audit & FEMA Reports *20 CFR 516.6 (1); IRS Reg.
31.6001-1 (e) (z); R&T 19530; LC 1174 (d)
Finance Payroll: PERS Employee Deduction Reports T + 10 years GC 34090; CAC 22-1085-2 Record of deductions (PERS Public Employee Retirement System) *26 CFR 31.6001-1; 29 CFR 516.5, 516.6, LC 1174 (d)
Finance Payroll: Register 10 years GC 34090; GC 37207 Labor costs by employee & program Finance Payroll: Salary Records T + 25 years GC 34090; 29 CFR 516.2 Deduction authorization, beneficiary designations, unemployment claims, garnishments
Finance Purchase Orders, Bid Documents,
Correspondence 10 years GC 34090; CCP 337 Original documents Finance Reports, Annual Financial AU + 7 years GC 34090.7 Finance Reports, Federal and State Tax AU + 4 years GC 34090; 29 USC 436* Forms 1096, 1099, W-4's and W-2's *26 CFR 31.6001.1-4; IRS REG
31.6001-1 (e) (2); R&T 19530; 29 CFR 516.5-516.6
Finance Reports, Investment Transaction P GC 34090; CCP 337; GC 53607
Summary of transactions, inventory & earnings report
Finance Reports, State Controller P GC 34090 Controller may destroy after 5 years Finance Revenue Bonds CL + 10 years CCP 337.5 E.g., housing, tax allocation, etc.
Finance Taxes, Receivable AU + 3 years CCP 338
Finance Treasurer's Report Packets AU + 5 years n/a
Finance Warrant Register AU + 2 years CCP 338
Finance Water Division Records
Meter reading CU + 2 years GC 34090 Digital records of meter reads
CITY OF ANTIOCH
RECORDS RETENTION SCHEDULE
OFFICE OF
RECORD RECORD SERIES TITLE RETENTION
PERIOD CITATION DESCRIPTION
New Meter Set Up/Meter Exchange Cards CU + 2 years GC 34090 Utility connections, disconnects, registers, service Rates CU + 2 years GC 34090
Service Orders CU + 2 years GC 34090 Service orders submitted for water service, maintenance, hook up, etc.
Water Billing/Customer Records CU + 2 years GC 34090 Billings, correspondence, complaints Human Resources Benefit Plan Claims T + 5 years GC 6250, et seq.; OMB A-129; 29 CFR 1602.30
May include dental, disability, education, health, life, and vision including dependent care and employee assistance
Human Resources Benefit Plan Enrollment - Denied CL + 4 years GC 34090; OMB A-128 Human Resources Bond, Personnel Fidelity T + 2 years GC 34090 Employee Fidelity Bonds Human Resources Chron Files 2 years GC 34090
Human Resources Classifications, Appointments & Eligibility Lists 5 years GC 34090; GC 12946;
29 CFR 516.6 (2);
29 CFR 1602.4
Human Resources Correspondence/Memos, General AU + 5 years GC 34090 If with regard to a specific employment matter, or involving an employee, maintain in general/emp file permanently.
Human Resources Employees, Hourly (employee file) T + 6 years GC 12946; GC 34090 Human Resources Employee Handbook, Admin Memos Re
Employment Rules, Policies & Procedures S + 5 years GC 34090 General employee information including benefit plans Human Resources Employment Applications
If made part of
employee file:
P
If not: CL + 3
years
GC 6250 et seq.;
29 CFR;
GC 12946;
GC 34090
Human Resources Grievance Files CL + 2 years GC 34090 Grievances filed by employees, supporting documentation Human Resources Insurance certificates/endorsements P GC 34090 For contracts arising out of this department Human Resources Medical Leave Records T + 5 years FMLA 1993 US OSHA; 29 CFR; 1910.20*
May include Family Leave; certifications; test; W-4's; *29 CFR 1602.30.32; 49 CFR 193-9;
Human Resources Motor Vehicle Pulls (DMV) 7 years GC 34090; GC 12946 Notices from DMV regarding employees not allowed to drive Human Resources Negotiation P 29 USC 211 (c), 203 (m), 207 (g)
Notes, notebooks, correspondence, contracts, and memorandum of agreements
Human Resources PERS, Social Security, SDI P 29 CFR 1627.3 (2); GC 12946; GC 34090
EEOC/ADEA
Human Resources Personnel Files P
GC 6250 et seq.;
29 CFR;
GC 12946;
GC 34090
Employee files may include: Release Authorizations; Certifications; Reassignments; Outside Employment; Commendations; Disciplinary Actions; Terminations; Evaluations/Pre-Employment Medicals; Fingerprints; Identification cards (ID's); Letter of Employment; Benefits Accepted *1607.4; 29 CFR 655.202; 29 CFR 516.6 et seq. 45 CFR 1068.6 (a); PERS, Social Security, SDI (if maintained in personnel file)
Human Resources Recruitment CL + 3 years
Reference:
GC 12946; GC 6250 et seq.;
29 CFR 1602 et seq.;
29 CFR 1607;
29 CFR 1627.3
Applications, resumes, alternate list/logs, indices; ethnicity disclosures; examination materials; examination answer sheets, job bulletins; eligibility; electronic database
Human Resources Recruitment tests Current n/a Maintain current versions of standard recruitment tests Human Resources Reports CU + 2 years GC 34090 Employee statistics, benefit activity, liability loss Human Resources Reports (accident, others) CL + 2 years GC 34090 Employees Human Resources Surveys & Studies CU + 2 years
CITY OF ANTIOCH
RECORDS RETENTION SCHEDULE
OFFICE OF
RECORD RECORD SERIES TITLE RETENTION
PERIOD CITATION DESCRIPTION
Human Resources Training Records, Non-Safety Employees 5 years GC 6250 et seq. Employee applications, volunteer program training, class training materials, internships (excluding police)
Human Resources Wage Rate Tables 2 years GC 34090
Human Resources Workers' Compensation Reports P CCR 15400.2; CA Labor Code 110-139.6
Claim files, reports, incident (working files) originals filed with Administrator; medical files
Parks & Recreation Agendas (Commission) CU + 2 years GC 34090 Parks & Recreation Aquatic-related staffing plans 5 years GC 34090 Parks & Recreation Facilities Rentals, Use CU + 2 years GC 34090 Permits, contracts, diagrams, schedules Parks & Recreation Grants/private funding CL + 5 years GC 34090 (d) Parks & Recreation Inventory, Equipment AU + 2 years GC 34090 Warranties, purchase orders Parks & Recreation Insurance certificates/endorsements P GC 34090 For contracts arising out of this department Parks & Recreation Maintenance/Operations CU + 2 years GC 34090 Includes work orders, repairs, cleaning, inspection, reports, complaints Parks & Recreation Minutes (Commission) P GC 34090
Parks & Recreation Participant waiver/release of liability 5 years CCP 342 Government Tort Claim cases, GC 810 et seq.
Parks & Recreation Policies & Procedures S + 2 years GC 34090 Includes rules and regulations Parks & Recreation Reports (accidents, others) CL + 2 years GC 34090 Patrons, employees Parks & Recreation Resolutions (Commission) P GC 34090
Parks & Recreation Schedules, Class & Events CU + 2 years GC 34090 Enrollment, evaluations, attendance, flyers Planning Administrative Use Permits P GC 34090
Planning Agenda Packets (Planning Commission & Design
Review Board) CU + 2 years GC 34090 (d) Documentation received, created, and/or submitted for Planning Commission meetings; agendas and special meeting notices Planning Agendas (Planning Commission & Design Review
Board) CU + 2 years GC 34090 Original agendas and special meeting notices Planning CA Environmental Quality Act (CEQA) Related P
CEQA Guidelines Exemptions, Environmental Impact Reports, mitigation monitoring, negative declaration, notices of completion and determination, comments, statements of overriding considerations
Planning Chron files 2 years GC 34090
Planning Correspondence/Memos, General 10 years GC 34090 Planning Deeds & Promissory Notes P GC 34090 (a); 24 CFR 570.502
Planning Development Agreements P CCP 337, 337.1(a), 337.15; GC 34090; 48 CFR 4.703
Planning General Plan & Elements P GC 34090; GC 65103 Adopted General Plan includes Sphere of Influence Planning General Plan Background Materials 5 years GC 34090 Planning Insurance certificates/endorsements P GC 34090 For contracts arising out of this department Planning Lot Split Cases P GC 34090
Planning Minutes (Planning Commission & Design Review
Board) P GC 34090 (e) Official minutes of the proceedings Planning Permits, Home Occupation P GC 34090
Planning Planned Development Applications P GC 34090 Planned Develop. Apps. are maintained permanently with the PD rezone packet
Planning Project Files, General Plan, Zoning, and
Development P
GC 4003, 4004, 34909 (a);
H&S 19850
Pertains to real property. May include drawings, maps, plans, reports, signs, sign approvals, evaluations, correspondence, uses, permits, variances, studies, appeals, compliance certificates, pictures, diagrams, and lot line adjustments or other planning-related matters brought before legislative body
Planning Projects, Not Completed or Denied CL + 2 years GC 34090 (d) Planning Reports & Studies 10 years GC 34090
CITY OF ANTIOCH
RECORDS RETENTION SCHEDULE
OFFICE OF
RECORD RECORD SERIES TITLE RETENTION
PERIOD CITATION DESCRIPTION
Planning Resolutions (Planning Commission & Design
Review Board) P GC 34090 (e)
Planning Tapes, Audio (Planning Commission & Design
Review Board) 2 years GC 34090.7
Planning Use Permits, Use Permit Applications, Variance Applications, Variances P GC 34090
Public Works Accident Reports CL + 7 29 CFR 1904.2 Reports and related records Public Works Assessment Districts P GC 34090 Plans re: improvement, lighting, underground utilities, formation of Police Services Districts
Public Works
Bids, RFQ's, RFP's
Successful
Unsuccessful
AU+4
AU+5
CU+2
GC34090; CCP 337 Requests for Qualifications; Requests for Proposals regarding goods and services, etc.
Public Works Claim Documentation P GC 34090 Any documentation provided by the public prior to filing a claim with the City Clerk's office
Public Works Construction P
2.083110; 4004;
H & S 19850; GC 34090 (a)
Contains records re: Planning, design, construction, conversion or modification of local government-owned facilities, structures & systems.
Including hazardous waste disposal, land fill, as-builts, specifications, contracts w/amendments, progress payments, and final acceptance documents.
Public Works Insurance certificates/endorsements P GC 34090 For contracts arising out of this department Public Works Landscaping CU + 2 years GC 34090 Plants, tree maintenance, work orders Public Works Landfill Reports - Tonnage of Sludge Delivered CU + 2 years GC 34090 Reports tracking total amount of sludge delivered to Keller Canyon Public Works Lighting CU + 2 years GC 34090 Maintenance, work orders Public Works Log Books: Permit, Inspection/Job Card CL + 2 years GC 34090 Public Works Maintenance/Operations CU + 2 years GC 34090 Includes work orders, repairs, cleaning, inspection, reports, complaints Public Works Maps P GC 34090 Line location; easements
Public Works Maps, City Boundary P GC 34090 (d) Recorded maps, surveys, monuments Public Works Maps, Septic Tank P GC 34090 Location maps Public Works Marina
Berth records 7 years GC 34090
Receipts and Fuel Records 5 years GC 34090
Public Works Policies & Procedures S + 2 years GC 34090 Includes rules and regulations Public Works Purchase Orders AU + 4 years GC34090; CCP 337 Original document Public Works Regulations S + 2 years GC 34090 Includes water/delta legislation or other relevant legislation Public Works Reports:
Bridges/Overpasses P
GC 34090 (d)
Keep for life of structure
Public Works Reports: Inspection P GC 34090
Public Works Reports, State Certification 12 years 40 CFR 141.91 Compliance documentation for corrosion control treatment, source water treatment, and lead service line replacement
Public Works Service Orders CL + 2 years GC 34090 Service orders submitted for water service, maintenance, hook up, etc.
Public Works Signage L + 2 GC 343090 Log books, index register cards, inventory lists, record of traffic signs Public Works Specifications P GC 34090
Public Works Surplus Property Auction AU + 2 years GC 34090 Listing of property Public Works Surplus Property Disposal AU + 4 years GC 34090; CCP 337 Sealed bid sales of property Public Works Underground utilities P GC 34090 GC 4003, GC 4004; H&S 19850 Public Works Water Facilities CU + 2 years GC 34090 Correspondence, maps, patron list
CITY OF ANTIOCH
RECORDS RETENTION SCHEDULE
OFFICE OF
RECORD RECORD SERIES TITLE RETENTION
PERIOD CITATION DESCRIPTION
Public Works Work Orders CU + 5 years GC 34090 Work order requests by public, internal work orders, supervisor notes, accompanying documentation certifying work completion, etc.
Public Works Water Treatment & Pumping Station Reports
Conservation CU + 2 years GC 34090
Consumption CU + 2 years GC 34090
Corrosion control CU + 12 years 40 CFR 141.91
Discharge Monitoring CU + 5 years 40 CFR 122.41 Average amount of pollution discharged into water of municipality Drinking Water Corrections CU + 10 years 40 CFR 141.33
Hydrograph P GC 34090 Daily flow of streams
Lead Service Line CU + 12 years 40 CFR 141.91 Compliance documentation Public Education CU + 12 years 40 CFR 141.91 Compliance documentation Quality Parameters CU + 10 years 40 CFR 141.91 Compliance documentation Sanitary Surveys CU + 10 years 40 CFR 141.33 Statistics, reports, summaries Sources CU + 2 years GC 34090 May include wells, rivers, lakes, districts Source Water CU + 12 years 40 CFR 141.91 Compliance documentation, e.g. lead & copper State Certification CU + 12 years 40 CFR 141.91 Compliance documentation Surveyor Field Notes P GC 34090 Notes preparatory to maps of water installations Surveys, Water System Sanitary CU + 10 years 40 CFR 141.33 Statistics, reports, summaries Valve Main Records P GC 34090
Variances, Water System CU + 5 years 40 CFR 141.33
Violations, Drinking Water CU + 3 years 40 CFR 141.33 Retention applies to each violation Well Level CU + 2 years GC 34090
Public Works Water Treatment & Pumping Station Tests
Bacteriological Analysis CU + 5 years 40 CFR 141.33 Compliance records include location, date, method and results; corrections, analysis of bacterial content
Chemical Analysis CU + 10 years 40 CFR 141.33 Compliance records include location, date, method and results; corrections, analysis of chemical content
Quality CU + 12 years 40 CFR 141.91 Compliance documentation including sampling data, analysis, reports, surveys, documents, evaluation, schedules, valves, etc.
RESOLUTION NO. 2001/51
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANTIOCH
ADDING POLICE DEPARTMENT TO RECORDS RETENTION SCHEDULE
AND AUTHORIZING DESTRUCTION OF CERTAIN RECORDS
WHEREAS this City Council adopted Resolution No. 88/31 O, establishing a records retention schedule for various departments and authorizing destruction of records pursuant to the time periods specified in state law; and WHEREAS the Police Department was not included among the departments to have this authorization;
NOW, THEREFORE, BE IT RESOLVED that the Police Department is added to the departments authorized under Resolution No. 88/31 O to destroy records pursuant to a retention schedule, with Exhibit "A" attached hereto listing the types of documents and their retention periods.
* * * * * * * * * *
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 22nd day of May, 2001, by the following vote:
AYES: Council Members Davis, Kalinowski, Conley, Simonsen, and Mayor Freitas.
NOES: None.
ABSENT: None.
ATTACHMENT D
EXHIBIT "A"
1. Unfounded Interna! lnvestigations -
2 years
2. Citizen Complaints and founded Interna! lnvestigations - 5 years
3. AII records pertaining to unsuccessful applicants
- sworn and non-sworn
positions, as well as volunteer positions -
2 years
4. Personnel files of retired/resigned/terminated employees with no significant issues
(discretion of the chief) - 5 years
5. Record checks/drivers
license abstracts, fingerprint cards for background info requested by Personnel -
2 years
6. Miscellaneous documents, i.e. shift
highlights, press releases, correspondence,
memos, purchase requisitions, purchase orders, warrant requests, field checks, - 2 years
7. Crime Prevention Commission Minutes -
5 years
8. Anything else not covered above -
2 years
8 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: City Council Requested Discussion Item – Warming Center Options for Cold Weather Activation in the City of Antioch
RECOMMENDED ACTION
It is recommended that the City Council discuss and provide direction to City staff.
FISCAL IMPACT
The total cost associated with the emergency motel voucher program and potential warming center partnerships is expected to not exceed $50,000. Funding for these expenditures is anticipated to be absorbed within the Fiscal Year 2025–26 General Fund operating budget and supported by projected salary savings. No additional appropriations are requested at this time.
DISCUSSION
This matter was discussed by the City Council at its January 13, 2026, meeting. Following that discussion, the City Council directed staff to pursue short -term, flexible warming center and emergency shelter options to address cold weather events and associated life-safety concerns.
Pursuant to that direction, staff entered negotiations with DJ Hospitality, LLC , the owner of the former Comfort Inn, and has reached a tentative agreement to secure up to 250 emergency room vouchers at a total cost not to exceed $20,000, including all applicable taxes. These vouchers may be used on an as -needed basis over the next six months.
Any unused vouchers will be refunded to the City at $80 per voucher. Staff is aware that DJ Hospitality , LLC is currently delinquent on Transient Occupancy Tax (TOT) payments for calendar years 2022 through 2024, as well as on outstanding water service obligations. As part of the tentative agreement, DJ Hospitality , LLC has committed to bringing all accounts current, including payment of all outstanding balances and applicable late fees, within ninety (90) days.
Staff also conducted outreach to Genesis Church and Antioch Methodist Church regarding potential partnerships to operate an overnight warming center. Neither organization can partner with the City at this time due to unrelated operational constraints.
Staff is engaged in ongoing discussions with Contra Costa County officials about potential coordination or support options; however, there are no specific deliverables or
Antioch City Council Report
January 27, 2026, Agenda Item #8
commitments to report at this time. Staff will continue outreach to other potential partners, but no additional viable warming center options have been identified to date.
Staff believes the City may need to rely on limited response options , depending on weather conditions, operational capacity, and community need. Based on current estimates, staff anticipates that the total cost of these efforts will remain under $50,000 and within the City Manager’s signing authority. Accordingly, no formal City Council action is requested at this time. Staff seeks any additional policy guidance the City Council may wish to provide regarding the Ci ty’s overall approach to cold- weather response, beyond the measures currently being implemented by staff.
ATTACHMENTS
None.