Arcata City Council
September 16, 2026

CITY OF ARCATA

CITY COUNCIL MEETING
AGENDA

Wednesday, September 16, 2026, 6:00 p.m.

Council Chamber
736 F Street, Arcata
Special accommodations for the disabled who attend City meetings can be made in advance by contacting the City Clerk at 822-5953. Assistive listening devices are available. _____________________________________________________________________________________ Pursuant to Government Code section 54957.5, all writings or documents relating to any item on this agenda which have been provided to a majority of the City Council, including those received less than 72 hours prior to the City Council meeting, will be made available for public inspection in the agenda binder located on the counter in the lobby at Arcata City Hall, 736 F Street, during normal business hours, and on the City's website at www.cityofarcata.org.

PLEASE NOTE: Speakers wishing to distribute materials to the City Council at the meeting are requested to provide 10 copies to the City Clerk.
_____________________________________________________________________________________ How to Observe and Participate in the Meeting:

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Members of the public can attend the meeting in person or observe the meeting on Zoom (see below), on Access Humboldt Channel 10, online by visiting www.cityofarcata.org and clicking on the See Live Meetings, Agendas, and Archives button on the home page, or on the City’s YouTube channel at https://www.youtube.com/c/CityofArcataCA
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Members of the public may attend the meeting in person and give public comment. Or, they may access the meeting via Zoom to provide public comment.

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1. LAND ACKNOWLEDGMENT

2. FLAG SALUTE

3. ROLL CALL

4. CEREMONIAL MATTERS
a. Proclamation Recognizing September 21, 2026, as the International Day of Peace. b. Proclamation in Recognition of National PACE Month, September 2026.

5. REPORT BY COMMISSION/COMMITTEE
a. Annual Report from the Forest Management Committee.

6. STAFF REPORTS
All reports shall be specifically limited to City business and shall not request or lead to action by the Council at this meeting.

7. ORAL AND WRITTEN COMMUNICATIONS [EARLY - TIME LIMITED] The City Council values your comments. The public comment period allows people to address the Council on matters not on the agenda. This early section of public comment is limited to 15-minutes and speakers are limited to 2 minutes each. If you prefer to have a full 3 minutes of time for your public comment, this item is continued at the end of the meeting under item 12 where speakers are granted 3 minutes. Please know that pursuant to the Brown Act, the Council cannot discuss or take action on items not listed on the agenda. The Council may respond to statements. There will also be a time to provide public comment specific to each item when that item is being reviewed by the Council.

8. N/A

9. CONSENT CALENDAR
All matters on the Consent Calendar are considered to be routine by the City Council and are enacted in one motion. There is no separate discussion of any of these items. If discussion is required, that item is removed from the Consent Calendar and considered separately. At the end of the reading of the Consent Calendar, Council members can request that an item be removed for separate discussion.

Members of the public may comment on any items remaining on the consent calendar in the comment period before the vote.
a. Approval to Waive Reading of the Text and Consent to Read by Title Only for Any Ordinance on this Agenda.
b. Approve the Minutes of the City Council Special Meeting of September 2, 2026. c. Approve the Minutes of the City Council Meeting of September 2, 2026. d. Bi-Weekly Report on Disbursements.
e. Adopt Resolution No. 267-17 Making Determination that Public Convenience or Necessity Would be Served by the Issuance of an Alcoholic Beverage Control Licenses for Alchemy Distillery LLC; and Authorize City Manager to Execute Applicable Documents.

September 16, 2026 - City Council Agenda

f. Adopt Resolution No. 267-19 Making Determination that Public Convenience or Necessity Would be Served by the Issuance of an Alcoholic Beverage Control License for Bhupinder Singh LLC; and Authorize the City Manager to Execute all Applicable Documents. g. Adopt Resolution No. 267-06 Adopting a Citywide Records Retention Schedule, Authorizing Destruction of Certain City Records; and Repealing Resolution No. 201-13. h. Approve the Memorandum of Understanding Regarding the Humboldt Weed Management Area; and Authorize the City Manager to Execute All Applicable Documents. i. Reappoint William Rich to the Historic Landmarks Committee for a Three-Year Term Expiring September 30, 2029.
j. Reappoint Robin Hashem to the Transactions and Use Tax Oversight Committee (TUTOC) for a Term Expiring September 30, 2030.
k. Reappoint Andrea Alstone, Patrick Buckwalter, and Dan Stockwell to the Energy Committee for Three-Year Terms Ending September 30, 2029.
l. Approve a Sponsorship in an Amount Equivalent to $1,128 for the Plaza Use Fee for the Same Old People's 52nd Annual North Country Fair to be Held on the Arcata Plaza on September 19 and 20, 2026.
m. Approve the Purchase of Three 2027 Chevy Silverado EV Trucks and Award Contract to Northwood Auto Plaza in the Amount of $200,964.45, Including Tax; and Authorize the City Manager to Execute All Applicable Documents.
n. Designate Vice Mayor Stacy Atkins-Salazar as Voting Delegate to the Cal Cities 2026 Annual Conference and Expo, September 23–25, 2026.

10. OLD BUSINESS
a. Adopt Project Action and Introduce Two Associated Ordinances for the Whaley House Proposed Rehabilitation and Lot Split at 1395 H Street, Arcata. b. Consider Adopting the 2026-2031 City of Arcata Economic Strategic Plan. c. Discussion and Possible Action on Ordinance No. 1594, An Interim Urgency Ordinance of the City Council of the City of Arcata Imposing a 45-Day Temporary Moratorium on the Processing and Approval of New Land Use Applications for Data Centers to Allow for the Evaluation of Potential Public Health Impacts and Additional Land Use Regulations; Waive Reading of the Text and Consent to Read by Title Only.

11. NEW BUSINESS
a. Public Hearing to Consider the City of Arcata’s Community Development Block Grant (CDBG) Grant Number 22-CDBG-ED-30042 Business Assistance and Microenterprise Accomplishments for Final Closeout; and Adopt Resolution No. 267-13 for Submission of Closeout Documentation.

12. ORAL AND WRITTEN COMMUNICATIONS [CONTINUED]
The City Council values your comments. The public comment period allows people to address the Council on matters not on the agenda. Speakers will be limited to 3 minutes each. Please know that pursuant to the Brown Act, the Council cannot discuss or take action on items not listed on the agenda. The Council may respond to statements.

13. CITY MANAGER'S REPORT
September 16, 2026 - City Council Agenda

14. COUNCIL REPORTS
All reports shall be specifically limited to items relating to City business and shall not request or lead to action by the Council at this meeting.

15. DATES OF FUTURE MEETINGS AND FUTURE AGENDA ITEMS
a. Schedule a Joint Study Session with the Planning Commission for October 28, 2026, at 5:30 p.m. at the D Street Neighborhood Center for the Purpose of Discussing the Housing Element Update and Affirmatively Furthering Fair Housing.

16. CLOSED SESSION

17. CLOSED SESSION REPORTS

18. ADJOURNMENT
Other than items continued or tabled to a date certain, the Council may, by majority vote, continue all matters not completed by 10:30 p.m.

September 16, 2026 - City Council Agenda

Proclamation
Recognizing September 21, 2026, as the
International day of peace
WHEREAS, the International Day of Peace was established by the United Nations in 1981 as an annual observance with September 21 set as a day of non-violence and cease fire in 2001. The theme for 2026 is “Invest in Peace For Everyone, Everywhere, Every Day”; and WHEREAS the US is currently investing much of the Federal Budget in weapons and war, proposing increases in those investments, and encouraging other countries to do likewise while reducing investments in health, in scientific research, and in infrastructure that could reduce the intensity of the climate crisis or provide some protection against its effects; and WHEREAS, we can all invest in peace by encouraging our governments at every level to do so, by investing our own and time and resources in groups and programs that reduce violence, hate, discrimination, and inequality, by practicing respect, embracing diversity, listening to voices different from our own and resisting simplistic judgments of people or groups, and by promoting the human rights of all people, social justice and development, economic justice, equity in health care and services, environmental justice and climate action, all critical parts of creating peace; and WHEREAS, The United Nations invites all governments, nations and communities to end conflicts and promote peace through actions supporting sustainable development, human rights for all, and peaceful solutions for conflicts, and by strengthening the culture of peace by seeking to understand ourselves and others, particularly people of different cultures, countries, and religions, to make the world a more interconnected, peaceful, and healthy place which history has shown can be done.

NOW, THEREFORE, BE IT PROCLAIMED that the City Council of the City of Arcata hereby recognizes September 21, 2026, as the INTERNATIONAL DAY OF PEACE, and encourages the community to work together to end racism, religious conflicts, and war and create lasting peace for all—locally and globally. We also express our commitment to the full exercise and enjoyment of rights for migrants and for people of all genders in this Sanctuary City, respecting diversity and promoting equity among all residents.

Dated: September 16, 2026
_____________________________
Kimberley White
Mayor

PROCLAMATION
in Recognition of
national pace month
September 2026
WHEREAS, the elderly population in Humboldt County is growing rapidly, with a significant impact on health care needs and costs; and
WHEREAS, the Program of All-Inclusive Care for the Elderly (PACE) is a fully integrated, comprehensive model of care that allows older adults who quality for a nursing home level of care to continue living safely and independently in their homes and communities; and WHEREAS, participants enrolled in PACE receive all Medicare- and Medicaid-covered services, along with additional supports such as rehabilitation, transportation, nutrition, social engagement, and family caregiver assistance that promote overall health and well-being; and WHEREAS, PACE programs assume full financial responsibility for participants’ medical care and related services—including transportation, hospitalization, and long-term care—through capitated payments from Medicare and Medicaid, thereby helping to control costs for the state while improving quality of care; and
WHEREAS, Redwood Coast PACE, a program of the Humboldt Senior Resource Center, has served more than 750 older adults in Humboldt County, with day centers located in Fortuna, Eureka, and Arcata, providing a trusted local resource for families and seniors alike; and WHEREAS, Redwood Coast PACE celebrates its 12th anniversary of serving the Humboldt Community; and
WHEREAS, the PACE model of care has consistently demonstrated improved health outcomes, greater participant satisfaction, and enhanced quality of life for older adults, while supporting families and strengthening communities.

NOW, THEREFORE, BE IT PROCLAIMED that the City Council of the City of Arcata recognizes the month of September 2026, as NATIONAL PACE MONTH, and encourages all its citizens to recognize the importance of Redwood Coast PACE in ensuring dignity, independence, and quality care for our community’s seniors.

Dated: September 16, 2026
________________________________
Kimberley White
Mayor

1 MEMORANDUM
To be presented at the September 16, 2026 City Council meeting Date: September 16, 2026
To: Arcata City Council
From: Forest Management Committee (FMC)
Re: Forest Management Committee Annual Report to the Arcata City Council for 2025 Activities (January 1, 2025 - December 31, 2025).

Forest Management Committee (FMC)
Chair: Yana Valachovic
Vice Chair: Dennis Halligan
Eamon Engber
Danny Hagans
Ken Hoffman
Erin Kelly
Jack Naylor
Staff Liaison: Mike McDowall
Introduction
The Forest Management Committee (FMC) advises the City Council (Council) and City Commissioners on topics relating to forestry, ecology, and wildlife on City-owned forestland. In addition to making recommendations to the City Council on potential amendments to the City's Forest Management Plan, Committee members also review the City's timber harvest operations before they are filed with the California Department of Forestry and conduct a post-harvest field review when operations have been completed.

The following information is a summary of the various projects and activities that involved the Forest Management Committee and the Environmental Services Department during the 2025 calendar year. The Committee meets every other month on the second Thursday at 7:00 am or at the call of the chair and also conducts public field trips and evening meetings or workshops on occasion.

Community-based forestry is a
participatory approach to forest
management that strengthens
communities’ capacity to build vibrant
local economies—while protecting and
enhancing their local forest ecosystems.

By integrating ecological, social, and
economic strategies into cohesive
approaches to forestry issues,
community- based approaches give local
residents both the opportunity and the
responsibility to manage their natural
resources effectively and to enjoy the
benefits of that responsibility. -Aspen
Institute

2 General
• The City with guidance from the Forest Management Committee manages the Arcata Community Forest System for the long-term goals of promoting a healthy, late-seral forest ecosystem for wildlife and ecological benefits as well as providing quality of life resources (e.g. trails, access to natural areas) for community members. Management priorities include watershed restoration, wildlife habitat, recreation, carbon sequestration, and timber harvest revenue. The City of Arcata manages three separate tracts of Arcata Community Forest System (ACFS) that together comprise approximately 2,449 acres and include the Arcata Community Forest Tract (ACF), Sunny Brae Forest Tract (SBF),the Jacoby Creek Forest Tract (JCF). • Timber harvests on City forestlands are developed to improve the health and ecological functioning of forest stands as well as to provide revenue for continued management of the forest and other priority projects such as land acquisition (both forestland and urban open space), road & trails upgrades, and new recreational opportunities. Approximately 25% of the Arcata Community Forest System's land base is held in no-harvest reserves which include riparian areas, and other sensitive habitats. Planned annual harvests are approximately less than one-half of the annual growth increment, therefore, the forests are accruing volume, structural complexity, and age over time at a significantly faster rate compared to non-managed forestland and most private timberlands in the western United States.

Key Highlights (2025):
• Completed inventories for three registered voluntary carbon sequestration projects:

Sunny Brae Forest, JCF Barnum & JCF Lucchesi
• Investment in forest infrastructure:

JCF Upgrades: Three culvert replacements, new bridge & two rock ford stream crossing upgrades
• Completed timber harvest:

Contributed revenue & implemented the above forest infrastructure improvements • Continued trail improvements:

Including Sunny Brae Forest’s Beith Creek Trail re-route & improved alignment Committee Meeting Dates (2025):
(6 total meetings held)
• January 9, 2025 -- Regular Meeting
• March 13, 2025 -- Regular Meeting
• May 8, 2025 -- Regular Meeting; Canceled
• June 6, 2025 -- Special Meeting
• July 10, 2025 -- Regular Meeting; Canceled
• July 31, 2025 -- Special Meeting
• September 11, 2025 -- Regular Meeting
• November 13, 2025 -- Regular Meeting

3 Committee Activities, Projects & Field Trips
• The Committee received a presentation from Green Diamond Resource Company on Barred Owl removal & management (Jan. ’25).
• The Committee received a staff report on the Open Space, Parks and Trails Special Tax 2023-2024 Priorities & Outcomes and provided recommendations for Fiscal Year 2025-2026 (Jan. ’25).
• The Committee selected two representatives for the Open Space Special Tax Ad Hoc Group. Committee members D. Halligan and E. Kelly volunteer as representatives for the 2025-2026 Ad Hoc group (Jan. ’25).
• The Committee received staff reports on City Carbon Projects (JCF-Barnum; CAR 935) and 2024 JCF timber harvest completion (Jan. ’25).
• The Committee reviewed CAL FIRE Fire Hazard Severity Zone Mapping for Arcata; no actions taken (Mar. ’25).
• The Committee received staff reports on the Forest Stewards Guild’s Pacific West Gathering, Northern Spotted Owl Surveys, and Notice of Timber Operations (NTO #24) and JCF culvert replacements (Mar. ’25).
• The Committee received report from E.Sinkhorn (Director of Environmental Services Dept.) and committee member D. Halligan on February’s meeting with the “Measure A” Open Space Special Tax Ad Hoc Group (Mar. ’25).
• The Committee conducted a pre-harvest inspection of proposed 2025 JCF timber operations; NTO #24 (June ’25).
• The Committee participated in a field trip to ACF to view & discuss Potential Elder Trees & the proposed ACF Bike Skills Park. Field trip co-hosted by Marie Antoine & Stephen Sillett (Cal Poly Humboldt: Dept. of Forestry, Research Associate & Professor respectively). (Sept. ’25)
• The Committee reviewed and provided input in the City’s Draft Spotted Owl Resource Plan (SORP). The Committee also formally recognized the biological significance of Barred Owl management as part of an overall regional strategy to help in the recovery of N. Spotted Owl and motioned support for City staff to work with adjacent landowners on Barred Owl management actions (Nov. ’25). • The Committee received staff reports on: Completed 2025 timber harvest (NTO #24), upcoming 2026 Climate Action Reserve Carbon Project Verification (CAR 575, CAR 694, & CAR 935), and Redwood Park boundary management (Nov. ’25). • The Committee approved past committee minutes from all applicable meetings.

Minutes approved as follows: 1/9/25, 3/13/25, 6/6/25, 7/31/25, 9/11/25, & 11/13/25 (November Minutes approved during the FMC January 2026 meeting)

4 “Measure A” Ad Hoc Committee & FMC Priority Projects:
• The Forest Management Committee provided input for the Open Space, Parks and Trails Special Tax (Measure A) priorities in conjunction with the Parks and Recreation Committee and Wetlands and Creeks Committee. The Committee accepted the offer by Committee members Dennis Halligan and Erin Kelly to be part of the Special Tax Ad Hoc Group for 2025- 2026. (June ’25)
• In February 2025 the Special Tax Ad Hoc Group discussed potential Open Space, Parks and Trails Special Tax (Measure A) priority projects for 2025-2026, and confirmed priorities related to FMC, Parks & Rec and Wetlands & Creeks. The Ad Hoc Group supported $45K towards Jacoby Creek Forest (Sec. 30) culvert improvements to be implemented under NTO #24.

During the adoption of the 2025/26 budget, the City Council adopted these Measure A budget recommendations.
o See photos on page 8--Forest Projects JCF road improvements Environmental Services Forest Related Activities & Projects Timber Harvest:
• City staff completed the 2025 Timber Harvest in JCF (NTO #24; JCF Section 30, Compartments J-1 & J-2). Areas harvested were all located in the Jacoby Creek Tract of the City’s existing NTMP; Non-Industrial Timber Management Plan 1-99-NTMP-033 HUM. The 2025 summarized harvest specifics were as follows:
2025 log buyer information:
o Willits Redwood Company: $850/MBF for <15” redwood, $975/MBF for 15-23” redwood, $1,150/MBF for >24” redwood
o CW Wood Products: $750/MBF for 8-15” redwood
o KP Custom Mill Works: $600/MBF for 8-15” redwood, $1,050/MBF for >16” redwood o North Fork Lumber Company: $600/MBF for Douglas-fir, $405/MBF for fir 2025 harvest summary:
o Notice of Timber Operations (NTO): NTO #24; Jacoby Creek, Section 30 o Licensed Timber Operator (LTO): Ford Logging/Pacific Earthscape; utilizing both cable yarding and ground-based tractor.
o Total harvest area: ~24 acres
o Total harvest volume: ~440 MBF
o Total sale of timber for 2025: $319,341.16
o Redwood: ~233 MBF net
o Douglas-fir: ~136 MBF net
o Grand Fir/White fir: ~34 MBF net
o Total contract with LTO: $291,963.56
• With the completed successful harvest, the City made a significant investment in forest road infrastructure in the Jacoby Creek Forest through NTO #24 which addressed deferred maintenance, enhanced water quality, and ensured access through Section 30 for decades to come. The NTO included the placement of a new bridge over Hoot Creek, replacement of four aging culverts, and installation of one rock ford. FMC members supported the purchase and design of the bridge and siting of bridge abutments. o See photos on page 8--Forest Projects JCF Hoot Cr. bridge replacement o See photos on page 9--Forest Projects 2025 Timber Operations

5 Carbon Projects with Climate Action Reserve:
• Climate Action Reserve Projects: The City maintains three voluntary registered carbon sequestration projects through Climate Action Reserve (CAR). All City forest carbon projects were initially registered with Climate Action Reserve (CAR) in 2012 as Improved Forest Management projects. Plots are re-measured approximately every 12 years. Adherence to the CAR’s standards ensures emission reductions associated with projects are real, permanent and additional.
o CAR 575: Sunny Brae Forest Tract (Sunny Brae parcel)
o CAR 694: Jacoby Creek Forest Tract (Lucchesi parcels) o CAR 935: Jacoby Creek Forest Tract (Barnum parcels)
While the City focused in 2025 on completing carbon project inventories to support reverification of carbon stocks through the Climate Action Reserve, the City did deliver 786 metric tonnes of forest carbon to several buyers contributing $27,234 of revenue to the Forest Fund. Cal Poly Humboldt University offset carbon emissions from their university-funded travel via the purchase of a significant number carbon offset credits from the Arcata Community Forest. A local business located in Arcata also purchased a significant number of credits to offset business travel emissions. Following reverification in 2026, City staff anticipate many more offsets to be available for purchase in late 2026.

Forest Roads/Trails/Watershed/Vegetation Projects
• In 2025, City staff completed a reroute of a section of the multi-use Beith Creek Loop Trail in the Sunny Brae Forest Tract. The southern portion of the Beith Creek Loop Trail was originally constructed along an old, very steep skid trail. Natural Resources staff rerouted the trail and decommissioned the old skid trail. The trail reroute provides a more sustainable grade, enhanced drainage and a more enjoyable trail experience. • In 2025, City staff, with support from youth with the Humboldt Composite Mountain Bike Team, designed and completed environmental compliance for the Landing Chaser Skills Park in the Arcata Community Forest for mountain bikers of all ages to progressively grow their technical biking skills. The proposal for such a skills park originated from a high school student who hoped for a local space to practice technical trail features found elsewhere in the state but not in the Humboldt Bay area – features such as skinnies, drops, berms and rocky climbs. Landing Chaser Skills Park was planned within an existing forest landing at the junction of Trails #9, #4 and Peanut Butter – further focusing mountain bike specific features in the ACF at this central location which has helped to alleviate trail user conflicts on multi-use trails elsewhere in the forest. (The skills park has recently been completed in summer 2026.)
• Over 18 miles of roads and trails continue to be maintained at a high standard. City staff continue to improve signage within the forest to encourage further use of cellular based maps for navigating the trail system and maintaining safe biking speeds. Continued outreach on shared recreational trail use occurs via hardcopy fliers and kiosk signage. • City Natural Resources (NR) staff annually maintain all safety upgrades on mountain bike specific trails, reapply trail surface rock where needed and maintain all road & trail drainage features and infrastructure. Additionally, NR staff responds and addresses all citizen reports/requests for fallen trees, vegetation growth and trail concerns.

6 Environmental Services Forest Research and Monitoring • City staff continued to monitor for various forest wildlife species. Staff completed annual surveys for Northern Spotted Owl, Barred Owl and other Species of Special Concern on all City owned forestland. Annual owl survey information is shared with applicable adjacent landowners in a cooperative manner to help facilitate ongoing efforts for spotted owl recovery.

Annual owl survey information is also provided to State and Federal agencies as well as the California Natural Diversity Database.
o See photos on page 7-- Forest Research and Monitoring 2026 Planned Committee and Forest Related Activities
(Some 2026 planned activities may have been completed at time of presenting this report) • FMC to continue to work with staff on finalization of Spotted Owl Resource Plan (SORP) • FMC to continue to provide recommendations in areas of specialized technical expertise. • FMC to continue to provide recommendations on recreational forest management policies. • FMC and City staff to conduct a field trip in fall to visit the completed 2025 timber harvest (NTO #24, JCF-Section 30). Committee members will complete a post-harvest inspection and provide recommendations to staff as needed.
• FMC to conduct a field trip to the proposed 2026 timber harvest area (NTO #26, JCF-Section 30).

This NTO is anticipated to be initiated in late August ’26 and will be reported on in in the 2026 Forest Committee Annual Report.
• FMC to provide technical expertise in forest road maintenance and culvert upgrades associated with the proposed 2026 timber harvest (NTO #26)
• FMC to continue involvement in the Non-Industrial Timber Management Plan (NTMP) amendments and finalizing the draft Forest Management Plan update • FMC to coordinate with other City advisory committees on matters of mutual interest such as the Redwood Park Master Plan and Open Space, Parks & Trails Special Tax expenditures oversight.
• City staff and FMC to continue to strengthen cooperative partnerships with State and Federal agencies, Cal Poly Humboldt, Indigenous Tribes, USFS Redwood Sciences Lab and College of the Redwoods to involve students, faculty and scientists in additional forest research projects. Additionally, ES staff to continue work with Cal Poly staff on longterm upper Jacoby Creek Forest data sharing and planning. • Continue to strengthen working relationships with the Wiyot Tribe through targeted outreach.
• Complete verification for all City carbon projects: Sunny Brae Forest (CAR 575), JCF Lucchesi (CAR 694) & JCF Barnum (CAR935). Pre-verification additional fieldwork to be performed by City staff.
• Seek cost share funding from the California Forest Improvement Program (CFIP) or other grant sources for habitat, road and timber stand improvement work. • Continued collaboration with adjacent landowners on cooperative road use agreement and road improvements for City forestlands.

7 2025 Forest Research and Monitoring Photos
Northern Spotted Owl, Roosevelt elk, mountain lions, black bear & black-tailed deer

8 2025 Forest Project Photos
Upgraded replacement of a 30” culvert with new 36” culvert in JCF (as part of NTO #24; Crossing X-B) JCF Hoot Creek Bridge upgraded replacement (Original bridge installed ~1987)

9 2025 Forest Project Photos Continued
Timber operations 2025 with cable yarding equipment (NTO #24) Completed 2025 timber harvest areas (NTO #24)

This map is for informational purposes only.

The City of Arcata, including any employees and sub-contractors, makes no warranties, express or implied, as to the accuracy of the information contained in this map. The City of Arcata, including any employees and sub-contractors, disclaims liability for any and all damages which may arise due to errors in the map and the user's reliance thereon.

Jacoby Creek Forest Tract
USGS 7.5 Minute Topographic Map: Arcata South & Korbel Quadrangles Sections 24 & 25, T5N, R1E
&
Sections 19, 30, 31, 32, & 33, T5N, R2E, HB&M
Sunny Brae Forest Tract
USGS 7.5 Minute Topographic Map: Arcata South Quadrangle Section 34 T6N, R1E, HB&M
City of Arcata Forests
Arcata Community Forest Tract
USGS 7.5 Minute Topographic Map: Arcata North & South Quadrangles Section 27 & 28, T6N, R1E, HB&M
Arcata Community Forest Tract - Sunny Brae Forest Tract - Jacoby Creek Forest Tract 1-99NTMP-033 HUM
Date Exported: Path: R:\Av_projects\Es\Forest_Maps\JCF\Owl Map\2026\JCFActivityCenterAndCallStations.aprx I
0 0.5 1 1.5 0.25
Miles
National Geographic, Esri, Garmin, HERE, UNEP-WCMC,

USGS, NASA, ESA, METI, NRCAN, GEBCO, NOAA,
increment P Corp.

1 CITY OF ARCATA

SPECIAL CITY COUNCIL MEETING

MINUTES
Date:

Location:

September 2, 2026, 5:45 p.m.

City Manager's Conference Room
736 F Street, Arcata

Present: Mayor White, Vice Mayor Atkins-Salazar, Councilmember Schaefer, Councilmember Stillman

Absent: Councilmember Matthews
Staff Present: Assistant City Manager Miller
A special meeting of the City Council of the City of Arcata was held on the above date at 5:45 p.m. with Mayor White presiding. Notice of this meeting was posted on August 28, 2026.
_____________________________________________________________________

1. CALL TO ORDER
Mayor White called the meeting to order at 5:45 p.m.

2. PUBLIC COMMENT
Mayor White invited public comment.

There being none, Mayor White closed the public comment period.

3. CLOSED SESSION
a. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, Pursuant to Government Code Section 54956.8. Property: Assessor's Parcel No. 021-072- 006. Agency Negotiator: Merritt Perry, City Manager, or City Manager Designee. Negotiating Party: Alison Sweet.

Under Negotiation: Price and Terms.

The Council met in closed session in the City Manager's Conference Room.

4. CLOSED SESSION REPORTS
a. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, Pursuant to Government Code Section 54956.8. Property: Assessor's Parcel No. 021-072-

2 006. Agency Negotiator: Merritt Perry, City Manager, or City Manager Designee. Negotiating Party: Alison Sweet.

Under Negotiation: Price and Terms.

The Council entered the Chamber at 5:55 p.m.

RECESS: The Council recessed from 5:55 p.m. to 6:00 p.m.

Mayor White stated that there was nothing to report out from this closed session item.

5. ADJOURNMENT
The meeting was adjourned at 6:00 p.m.

Respectfully submitted,
Rhea Varley
City Clerk

1 CITY OF ARCATA

CITY COUNCIL MEETING AND MEETING OF THE SUCCESSOR AGENCY TO THE

ARCATA COMMUNITY DEVELOPMENT AGENCY

MINUTES
September 2, 2026, 6:00 p.m.

Council Chamber
736 F Street, Arcata

Present: Mayor White, Vice Mayor Atkins-Salazar, Councilmember Schaefer, Councilmember Stillman

Absent: Councilmember Matthews
Staff Present: Assistant City Manager Miller, Director of Environmental Services Sinkhorn, Deputy Director of Environmental Services—Community Services Benvie, IT and Digital Media Specialist Carrillo, City Clerk Varley, Executive Assistant/Deputy City Clerk Redfern
A regular meeting of the City Council of the City of Arcata was held on the above date at 6:00 p.m. as a hybrid meeting, via teleconference utilizing Zoom Video Communications and in person, with Mayor White presiding. Notice of this meeting was posted on August 28, 2026.
_____________________________________________________________________

1. LAND ACKNOWLEDGMENT
Mayor White read a statement acknowledging that Arcata sat on ancestral Wiyot land.

2. FLAG SALUTE
Mayor White led the Pledge of Allegiance.

3. ROLL CALL
City Clerk Varley called roll.

4. CEREMONIAL MATTERS
a. Proclamation in Recognition of Coastal Cleanup Month, September 2026.

Councilmember Atkins-Salazar read the proclamation and presented it to Northcoast Environmental Center Operations Manager, Laurel McKay, and Coastal Programs Coordinator, Kennedy Vaillancourt.

5. REPORT BY COMMISSION/COMMITTEE

2 There were none.

6. STAFF REPORTS
There were none.

7. ORAL AND WRITTEN COMMUNICATIONS [EARLY - TIME LIMITED] Mayor White invited public comment.

Public comment: Anton Souza.

Mayor White closed the oral and written communications [early - time limited] period.

8. MEETING OF THE SUCCESSOR AGENCY TO THE ARCATA COMMUNITY

DEVELOPMENT AGENCY
A meeting of the Successor Agency to the Arcata Community Development Agency was held on September 2, 2026, at 6:10 p.m. as a hybrid meeting, via teleconference utilizing Zoom Video Communications and in person, with Board Chairperson White presiding.

Notice of this meeting was posted on August 28, 2026. PRESENT: White, AtkinsSalazar, Schaefer, Stillman. ABSENT: Matthews. STAFF PRESENT: Assistant City Manager Miller, Secretary/Clerk Varley.
a. SUCCESSOR AGENCY CONSENT CALENDAR
Board Chairperson White invited public comment.

Public comment: Joanne McGarry.

Board Chairperson White closed the public comment period.

ON MOTION BY SCHAEFER, SECONDED BY STILLMAN, AND WITH

A FOUR-TO-ZERO VOICE VOTE WITH ONE ABSENCE, THE BOARD
APPROVED THE SUCCESSOR AGENCY CONSENT CALENDAR [FOR
SEPTEMBER 2, 2026, AS PRESENTED). AYES: WHITE, ATKINSSALAZAR, SCHAEFER, STILLMAN. NOES: NONE. ABSENT:

MATTHEWS. ABSTENTIONS: NONE.

1. Approve the Secretary and Clerk of the Board's Filing of the 2026 Notice of Biennial Review, Conflict of Interest Code, with the City of Arcata; and Ratify the Determination that No Amendment is Required. b. OLD BUSINESS
There was none.
c. NEW BUSINESS
There was none.
d. ADJOURNMENT
The meeting was adjourned at 6:15 p.m. and the City Council meeting resumed.

3 9. CONSENT CALENDAR
Mayor White invited public comment.

Public comment: Joanne McGarry.

Mayor White closed the public comment period.

ON MOTION BY STILLMAN, SECONDED BY ATKINS-SALAZAR, AND WITH

A FOUR-TO-ZERO VOICE VOTE WITH ONE ABSENCE, THE COUNCIL ADOPTED THE CONSENT CALENDAR [FOR SEPTEMBER 2, 2026, AS PRESENTED], ITEMS A THROUGH I. AYES: WHITE, ATKINS-SALAZAR, SCHAEFER, STILLMAN. NOES: NONE. ABSENT: MATTHEWS.

ABSTENTIONS: NONE.
a. Approval to Waive Reading of the Text and Consent to Read by Title Only for Any Ordinance on this Agenda.
b. Approve the Minutes of the City Council Special Meeting of August 19, 2026. c. Approve the Minutes of the City Council Meeting of August 19, 2026. d. Bi-Weekly Report on Disbursements.
e. Approve the City Manager's Filing of the 2026 Local Agency Biennial Notice, Conflict of Interest Code, with the City of Arcata; and Ratify the Determination that No Amendment is Required.
f. Continue to find that Emergency Procurement to Repair Failed Culverts at 4700 West End Road is Necessary; and Authorize the City Manager to Execute All Applicable Documents.
g. Adopt Resolution No. 267-16 Revising the Fiscal Year (FY) 2026/2027 Budget for Measure G Renewal Flyer Printing and Mailing.
h. Ratify an Extension of the Employment Agreement with Merritt Perry for the Position of City Manager, for the term of August 19, 2024, to August 19, 2029.
i. Approve an Amendment to the Construction Contract with Synagro-WWT, Inc. for the 2026 Digester Cleaning Project in the Amount of $193,375.59; and Approve Necessary and Associated Related Actions.

10. OLD BUSINESS
There was none.

11. NEW BUSINESS
a. Approve an Application for Funding from the Great Redwood Trail Agency for the Arcata Gateway Trails Project.

Director of Environmental Services Sinkhorn provided a staff report.

4 Mayor White invited public comment.

Public comment: Carol Vander Meer, Colleen Clifford, Carla Osbourne, Joanne McGarry, Dan Shahin, and Nancy Inhara.

Mayor White closed the public comment period.

Director Sinkhorn responded to inquiries and comments from the Council.

ON MOTION BY SCHAEFER, SECONDED BY STILLMAN, AND WITH

A FOUR-TO-ZERO VOICE VOTE WITH ONE ABSENCE, THE

COUNCIL APPROVED AN APPLICATION FOR FUNDING FROM THE

GRTA FOR THE GATEWAY TRAILS PROJECT INCLUDING PHASES
A AND B. AYES: WHITE, ATKINS-SALAZAR, SCHAEFER, STILLMAN.

NOES: NONE. ABSENT: MATTHEWS. ABSTENTIONS: NONE.
b. Consider Approving Playhouse Arts’ Permit Application for the Sunny Brae Porchfest Special Event on October 4, 2026.

Deputy Director of Environmental Services Benvie provided a staff report.

Mayor White invited public comment.

Neroli Devaney and Jackie Dandeneau with Playhouse Arts (applicant) provided comments to the Council.

Public comment: Tia Nolan, Joanne McGarry, and Dan Shahin.

Mayor White closed the public comment period.

The Council provided comments and inquiries.

ON MOTION BY SCHAEFER, SECONDED BY ATKINS-SALAZAR, AND

WITH A FOUR-TO-ZERO VOICE VOTE WITH ONE ABSENCE, THE

COUNCIL APPROVED THE MAJOR SPECIAL EVENT PERMIT

APPLICATION FROM PLAYHOUSE ARTS FOR SUNNY BRAE
PORCHFEST OCTOBER 4, 2026. AYES: WHITE, ATKINS-SALAZAR, SCHAEFER, STILLMAN. NOES: NONE. ABSENT: MATTHEWS.

ABSTENTIONS: NONE.

12. ORAL AND WRITTEN COMMUNICATIONS [CONTINUED]
Mayor White invited public comment.

Public comment: Joanne McGarry, Oz, and Dan Shahin.

Mayor White closed the oral and written communications [continued] period.

13. CITY MANAGER'S REPORT
There was none.

14. COUNCIL REPORTS
Presenters: Schaefer, Atkins-Salazar, Stillman, and White.

5 15. DATES OF FUTURE MEETINGS AND FUTURE AGENDA ITEMS
There were none.

16. CLOSED SESSION
There was none.

17. CLOSED SESSION REPORTS
There were none.

18. ADJOURNMENT
The meeting was adjourned at 7:53 p.m.

Respectfully submitted,
Rhea Varley
City Clerk

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: Tabatha Miller, Assistant City Manager/Finance Director PREPARER: Matt Morgan, Finance Manager
DATE: September 16, 2026
TITLE: Bi-Weekly Report on Disbursements.

RECOMMENDATION:

It is recommended that the Council approve the report on disbursements listing for the period August 22, 2026, through September 4, 2026.

INTRODUCTION:

Pursuant to Section 37208 of the California Government Code, checks drawn in payment of demands certified by the City Finance Director as conforming to the authorized expenditures set forth in the City Council adopted budget need not be audited by the City Council prior to payment but may be presented to the City Council at the first meeting after delivery.

DISCUSSION:

The attached Disbursements Listing lists the checks and electronic payments that have been paid for the period identified above. The Finance Director certifies that the disbursements were drawn in payment of demands conforming to the adopted budget and that these demands are being presented to the City Council at its first meeting after the delivery of the checks and electronic payments BUDGET/FISCAL IMPACT:

The disbursements presented were drawn in payment of demands included within the adopted budget.

RECOMMENDED COUNCIL ACTION:

Approve the report on disbursements listing for the period of August 22, 2026, through September 4, 2026. Consent Calendar vote.

ATTACHMENTS:

A. Cash Disbursements 8.22.2026-9.4.2026

City of Arcata Bi-Weekly Report on Cash Distributions 8/22/2026-9/4/2026 Check # Vendor Name GL Account Amount Date Description
264148 HdL Software LLC 101-00-00-41600 $ 37.56 8/28/2026 PAYMENT SERVICES ENDING 3/31/26 264149 Redwood Community Action Agency 101-50-41-51770 $ 3,645.00 8/28/2026 Non-Infrastructure Work Plan Budget Budget Narrative
DHHS Sco
264150 Accurate Testing Services 101-10-15-51702 $ 110.00 8/28/2026 Accurate Testing Services - Physicals 264151 Recology Arcata 212-30-11-55400 $ 283.34 8/28/2026 Garbage Service (Foodworks) 264152 Arcata Stationers 101-20-07-53300 $ 152.12 8/28/2026 FY 26-27 OPO Office Supplies 264152 Arcata Stationers 101-50-81-53300 $ 72.82 8/28/2026 ES FY26/27 OPO - Parks Acct 264152 Arcata Stationers 101-20-07-53300 $ 20.24 8/28/2026 FY 26-27 OPO Office Supplies 264153 B & B Portable Toilets 101-50-81-55600 $ 487.39 8/28/2026 Parks OPO FY26/27 264153 B & B Portable Toilets 101-50-81-55600 $ 249.56 8/28/2026 Parks OPO FY26/27 264153 B & B Portable Toilets 662-60-67-55400 $ 127.56 8/28/2026 CORP YARD OPO FY26/27 264153 B & B Portable Toilets 101-50-81-55600 $ 244.33 8/28/2026 Parks OPO FY26/27 264153 B & B Portable Toilets 101-50-81-55600 $ 258.63 8/28/2026 Parks OPO FY26/27 264153 B & B Portable Toilets 661-50-63-51770 $ 55.13 8/28/2026 toilet tank rental fee for utility crew portable office 264153 B & B Portable Toilets 662-60-67-55400 $ 496.39 8/28/2026 CORP YARD OPO FY26/27 264153 B & B Portable Toilets 101-50-81-55600 $ 496.39 8/28/2026 Parks OPO FY26/27 264153 B & B Portable Toilets 101-50-81-55600 $ 352.75 8/28/2026 Parks OPO FY26/27 264153 B & B Portable Toilets 662-60-67-55400 $ 182.13 8/28/2026 CORP YARD OPO FY26/27 264153 B & B Portable Toilets 101-50-81-55600 $ 795.45 8/28/2026 Parks OPO FY26/27 264154 Carollo Engineers Inc. 662-70-67-57601 $ 20,630.86 8/28/2026 Engineering Services for Ph1 of WWTF Improvements
Project. Contr
264154 Carollo Engineers Inc. 662-70-67-57601 $ 28,365.16 8/28/2026 Engineering Services for Ph1 of WWTF Improvements
Project. Contr
264155 GHD Inc. 662-70-67-57601 $ 304.25 8/28/2026
Env. Permit Compliance & Monitoring services - AWTF
Phase 1
264156 Kernen Construction 666-50-52-51770 $ 14,285.00 8/28/2026 Drainage Improvements at McDowell and California 264157 Mad River Union 101-10-05-51300 $ 90.00 8/28/2026 Mad River Union - Legal Ads 264158 Maple Service Inc. 212-30-11-57300 $ 4,565.75 8/28/2026 Renovations for Units 105 & 130 264159 McCullough Construction Inc 661-70-63-57500 $ 756,537.76 8/28/2026 Steel Waterline Replacement Project 264160 Mendes Supply Co 101-50-85-55400 $ 2,279.82 8/28/2026 BUILDINGS OPO FY26/27 264160 Mendes Supply Co 212-30-11-55400 $ 179.28 8/28/2026 Cleaning Supplies and Services (Foodworks) 264160 Mendes Supply Co 212-30-11-55400 $ 309.26 8/28/2026 Cleaning Supplies and Services (Foodworks) 264160 Mendes Supply Co 101-50-85-53600 $ 3,000.00 8/28/2026 BUILDINGS OPO FY26/27 - Janitorial 264160 Mendes Supply Co 212-30-11-55400 $ 808.68 8/28/2026 Cleaning Supplies and Services (Foodworks) 264161 Miller Farms Nursery Inc 101-50-81-55300 $ 0.17 8/28/2026 Parks OPO FY26/27 - equipment 264161 Miller Farms Nursery Inc 101-50-81-55300 $ 103.44 8/28/2026 Parks OPO FY26/27 - equipment 264161 Miller Farms Nursery Inc 101-00-00-21090 $ (0.17) 8/28/2026 Parks OPO FY26/27 - equipment 264162 Mission Linen Ind.Inc. 212-30-11-55400 $ 104.54 8/28/2026 Mop/Rag Service (Foodworks) 264162 Mission Linen Ind.Inc. 212-30-11-55400 $ 104.54 8/28/2026 Mop/Rag Service (Foodworks) 264163 Mity-Lite Inc. 101-50-85-57800 $ 7,748.67 8/28/2026 Senior Room Tables + Chairs 264164 Munimetrix Inc 101-10-05-51770 $ 99.80 8/28/2026 Munimetrix Systems 264165 Wahlund Construction Inc. 662-70-67-57601 $ 257,814.85 8/28/2026 AWTF Improvements Phase I - Construction Contract 264165 Wahlund Construction Inc. 662-70-67-57601 $ 300,940.68 8/28/2026 AWTF Improvements Phase I - Construction Contract 264166 Division of the State Architect 550-00-00-24100 $ 59.60 8/28/2026 DSA Q1 PAYMENT FQE 3/31/2026 264166 Division of the State Architect 550-00-00-24100 $ 576.80 8/28/2026 DSA Q1 PAYMENT FQE 3/31/2026 264167 Employment Development Department 101-10-17-52060 $ 658.00 8/28/2026 2ND QUARTER EDD BALANCE 264168 Hideaway Storage Inc. 101-20-07-55710 $ 810.00 8/28/2026 STORAGE UNIT RENTAL THRU FEB27 264169 Hughes Rees 662-60-67-54200 $ 48.85 8/28/2026 VTS WORK DAY REIMBURSEMENT FOR 8/20/26 264170 Humboldt Sawmill Company LLC 101-50-81-55400 $ 2,036.96 8/28/2026 REDWOOD BARK FOR PARKS 264170 Humboldt Sawmill Company LLC 101-00-00-21090 $ (27.84) 8/28/2026 REDWOOD BARK FOR PARKS 264170 Humboldt Sawmill Company LLC 101-50-81-55400 $ 27.84 8/28/2026 REDWOOD BARK FOR PARKS 264171 Pence Christopher 101-50-81-53300 $ 99.23 8/28/2026 BUSINESS CARDS FOR GIS & ES 264171 Pence Christopher 775-10-71-54200 $ 99.22 8/28/2026 BUSINESS CARDS FOR GIS & ES 264172 Mac's Refrigeration Service 101-50-85-51770 $ 715.56 8/28/2026 ICE MAKER REPAIR AT ACC 264173 Pacific Gas & Electric Co 101-50-81-51100 $ 61.83 8/28/2026 ACCT: 6236826977-5; AUG26 264173 Pacific Gas & Electric Co 101-50-81-51100 $ 51.41 8/28/2026 COST OF OWNERSHIP @ARCATA SPORTS COMPLEX 264173 Pacific Gas & Electric Co 101-50-81-51100 $ 270.93 8/28/2026 ACCT: 4230642013-6; AUG26 264173 Pacific Gas & Electric Co 101-50-81-51100 $ 44.06 8/28/2026 ACCT: 9882435832-3; AUG26 264173 Pacific Gas & Electric Co 101-50-41-51100 $ 12.72 8/28/2026 ACCT: 8609465746-6; AUG26 264174 Redwood Region Audubon Society 662-60-67-51720 $ 170.00 8/28/2026 GUIDES AND BOOKS FOR AMIC MERCHANDISE 264174 Redwood Region Audubon Society 662-60-67-51720 $ 120.00 8/28/2026 GUIDES AND BOOKS FOR AMIC MERCHANDISE

City of Arcata Bi-Weekly Report on Cash Distributions 8/22/2026-9/4/2026 Check # Vendor Name GL Account Amount Date Description
264175 Standard Insurance Company 101-00-00-22206 $ 1,001.30 8/28/2026 LIFE INSURANCE PREMIUMS; SEP26 264175 Standard Insurance Company 101-40-21-50990 $ (7.75) 8/28/2026 LIFE INSURANCE PREMIUMS; SEP26 264176 Optimum 775-10-71-51210 $ 383.48 8/28/2026 COMMUNITY CENTER; AUG26 264176 Optimum 775-10-71-51210 $ 216.54 8/28/2026 REDWOOD PARK INTERNET; SEP26 264176 Optimum 775-10-71-51210 $ 245.93 8/28/2026 D STREET; SEP26 264176 Optimum 775-10-71-51210 $ 136.54 8/28/2026 FOODWORKS INTERNET; SEP26 264177 Wage Works 101-00-00-22110 $ 124.75 8/28/2026 FSA & HSA MONTHLY ADMIN FEE; AUG26 264178 Wipf Construction LLC 101-50-81-53800 $ 3,526.77 8/28/2026 PARKS INFIELD SOIL 264179 Cope Benjamin Levi 101-70-81-57600 $ 18,728.00 9/4/2026 2026 Redwood Park Basketball Court Tree Removal 264180 Almquist Lumber Company 101-50-81-55400 $ 2,083.73 9/4/2026 Parks OPO FY26/27 264181 Arcata Used Tire & Wheel 771-50-57-54600 $ 20.00 9/4/2026 open po for tires and repairs 264181 Arcata Used Tire & Wheel 771-50-57-54600 $ 20.00 9/4/2026 open po for tires and repairs 264181 Arcata Used Tire & Wheel 771-50-57-54600 $ 20.00 9/4/2026 open po for tires and repairs 264182 Belkorp AG LLC 771-50-57-57900 $ 47,602.36 9/4/2026 Smithco Sand Star Kubota 264183 Brant Electric 101-50-85-51770 $ 125.00 9/4/2026 BUILDINGS OPO FY26/27 264184 Caltest Analytical Lab 662-60-67-51742 $ 427.50 9/4/2026 WW Lab Testing and Analysis 264184 Caltest Analytical Lab 662-60-67-51742 $ 376.20 9/4/2026 WW Lab Testing and Analysis 264184 Caltest Analytical Lab 662-60-67-51742 $ 376.20 9/4/2026 WW Lab Testing and Analysis 264184 Caltest Analytical Lab 662-60-67-51742 $ 352.45 9/4/2026 WW Lab Testing and Analysis 264185 Carollo Engineers Inc. 662-70-67-57601 $ 20,630.86 9/4/2026 Engineering Services for Ph1 of WWTF Improvements
Project. Contr
264186 DBS Manufacturing Inc. 662-60-67-55300 $ 623.00 9/4/2026 Estimated tax for PC1 Drive 264186 DBS Manufacturing Inc. 662-60-67-55300 $ 2,631.89 9/4/2026 Estimated tax for PC1 Drive 264186 DBS Manufacturing Inc. 101-00-00-21090 $ (2,631.89) 9/4/2026 Estimated tax for PC1 Drive 264186 DBS Manufacturing Inc. 662-60-67-55300 $ 28,677.00 9/4/2026 PC1 Drive 264187 Emergency Vehicle Outfitting Company 771-50-57-57900 $ 20.16 9/4/2026 set uo 4 used apd vehicles 264187 Emergency Vehicle Outfitting Company 771-50-57-57900 $ 20.21 9/4/2026 set uo 4 used apd vehicles 264187 Emergency Vehicle Outfitting Company 101-00-00-21090 $ (20.16) 9/4/2026 set uo 4 used apd vehicles 264187 Emergency Vehicle Outfitting Company 771-50-57-57900 $ 25.45 9/4/2026 set uo 4 used apd vehicles 264187 Emergency Vehicle Outfitting Company 771-50-57-57900 $ 2,540.72 9/4/2026 set uo 4 used apd vehicles 264187 Emergency Vehicle Outfitting Company 101-00-00-21090 $ (20.21) 9/4/2026 set uo 4 used apd vehicles 264187 Emergency Vehicle Outfitting Company 101-00-00-21090 $ (25.45) 9/4/2026 set uo 4 used apd vehicles 264187 Emergency Vehicle Outfitting Company 101-00-00-21090 $ (25.65) 9/4/2026 set uo 4 used apd vehicles 264187 Emergency Vehicle Outfitting Company 771-50-57-57900 $ 2,736.99 9/4/2026 set uo 4 used apd vehicles 264187 Emergency Vehicle Outfitting Company 771-50-57-57900 $ 25.65 9/4/2026 set uo 4 used apd vehicles 264187 Emergency Vehicle Outfitting Company 771-50-57-57900 $ 2,729.75 9/4/2026 set up 4 used apd vehicles 264187 Emergency Vehicle Outfitting Company 771-50-57-57900 $ 2,542.60 9/4/2026 set uo 4 used apd vehicles 264188 Eureka Ready Mix Concrete Co Inc 661-50-63-53800 $ 1,372.86 9/4/2026 open po for aggregate 264189 Fedex 662-60-67-53100 $ 307.10 9/4/2026 OPO Shipping 264189 Fedex 662-60-67-53100 $ 345.20 9/4/2026 OPO Shipping 264189 Fedex 662-60-67-53100 $ 1,046.54 9/4/2026 OPO Shipping 264190 Onterris Inc 662-60-67-51742 $ 908.00 9/4/2026 Lab Testing and Analysis 264191 GHD Inc. 265-30-13-58211 $ 834.99 9/4/2026
Environmental Monitoring & Soil Testing Services - LLI
Site Clea
264191 GHD Inc. 210-70-45-51770 $ 112,622.81 9/4/2026
Phase 2 / PS&E for Sunset Ave. & US 101 Interchange
Improvements
264191 GHD Inc. 661-70-64-57600 $ 2,220.00 9/4/2026 Heindon Pump Well Review 264192 Genuine Parts Company Inc 771-50-57-54400 $ 6.28 9/4/2026 open po for parts 264192 Genuine Parts Company Inc 771-50-57-54400 $ 61.29 9/4/2026 open po for parts 264192 Genuine Parts Company Inc 101-00-00-21090 $ (6.28) 9/4/2026 open po for parts 264193 Harper Ford Country 771-50-57-54400 $ 176.42 9/4/2026 open po for parts 264194 HELIX Environmental Planning Inc. 101-30-11-51790 $ 6,663.75 9/4/2026 CEQA/NEPA Services for the Roger's Garage Affordable
Housing Pro
264195 Hensels Hardware 212-30-11-55400 $ 21.12 9/4/2026 Hardware and Supplies (Foodworks) 264195 Hensels Hardware 212-30-11-55400 $ 149.32 9/4/2026 Hardware and Supplies (Foodworks) 264195 Hensels Hardware 212-30-11-55400 $ 55.11 9/4/2026 Hardware and Supplies (Foodworks) 264195 Hensels Hardware 212-30-11-55400 $ 104.16 9/4/2026 Hardware and Supplies (Foodworks) 264196 Hideaway Storage Inc. 211-30-13-58222 $ 260.00 9/4/2026 Storage Costs for MORE Program - Pickle 264197 Cal Poly Sponsored Programs Foundation 662-60-67-51770 $ 10,280.68 9/4/2026 264197 Cal Poly Sponsored Programs Foundation 662-60-67-51728 $ 2,659.09 9/4/2026 AMRI Annual Contract FY 25/26 264197 Cal Poly Sponsored Programs Foundation 662-60-67-51728 $ 577.73 9/4/2026 AMRI Annual Contract FY26/27 264198 Humboldt Termite & Pest Control 662-60-67-51770 $ 122.00 9/4/2026 Pest Control - Control Room & AMRI 264198 Humboldt Termite & Pest Control 212-30-11-55400 $ 166.77 9/4/2026 Pest Control (Foodworks) 264198 Humboldt Termite & Pest Control 101-50-61-57300 $ 111.18 9/4/2026 open po for pest control 264199 Industrial Electric Arcata Inc 662-60-67-55300 $ 2,230.64 9/4/2026 OPO Equipment Maintenance

City of Arcata Bi-Weekly Report on Cash Distributions 8/22/2026-9/4/2026 Check # Vendor Name GL Account Amount Date Description
264199 Industrial Electric Arcata Inc 662-60-67-55300 $ 61.74 9/4/2026 OPO Equipment Maintenance 264199 Industrial Electric Arcata Inc 662-60-67-55300 $ 100.81 9/4/2026 OPO Equipment Maintenance 264200 Infosend Inc 662-60-67-53100 $ 2.39 9/4/2026 FY 26-27 OPO Infosend Postage 264200 Infosend Inc 662-60-67-51770 $ 542.54 9/4/2026 FY 26-27 OPO Infosend Printing 264200 Infosend Inc 661-60-64-51770 $ 542.54 9/4/2026 FY 26-27 OPO Infosend Printing 264200 Infosend Inc 662-60-67-53100 $ 995.09 9/4/2026 FY 26-27 OPO Infosend Postage 264200 Infosend Inc 101-00-00-21090 $ (4.78) 9/4/2026 FY 26-27 OPO Infosend Postage 264200 Infosend Inc 661-60-64-53100 $ 2.39 9/4/2026 FY 26-27 OPO Infosend Postage 264200 Infosend Inc 661-60-64-53100 $ 995.09 9/4/2026 FY 26-27 OPO Infosend Postage 264201 Mad River Union 101-30-11-51300 $ 200.00 9/4/2026 Notices for Passthrough Projects 264201 Mad River Union 101-30-11-51300 $ 240.00 9/4/2026 Notices for Passthrough Projects 264201 Mad River Union 255-30-14-58300 $ 110.00 9/4/2026 CDBG Grant Noticing 264202 McCullough Construction Inc 661-70-63-57500 $ 411,497.25 9/4/2026 Steel Waterline Replacement Project 264203 McMaster-Carr 662-60-67-55300 $ 328.23 9/4/2026 OPO Equipment Maintenance 264204 Mendes Supply Co 101-50-85-53600 $ 46.40 9/4/2026 BUILDINGS OPO FY26/27 - Janitorial 264204 Mendes Supply Co 101-50-85-53600 $ 165.57 9/4/2026 BUILDINGS OPO FY26/27 - Janitorial 264204 Mendes Supply Co 212-30-11-55400 $ 75.25 9/4/2026 Cleaning Supplies and Services (Foodworks) 264204 Mendes Supply Co 212-30-11-55400 $ 266.39 9/4/2026 Cleaning Supplies and Services (Foodworks) 264205 Microbac Laboratories Inc 662-60-67-51742 $ 676.00 9/4/2026 WW Lab Testing and Analysis 264205 Microbac Laboratories Inc 661-60-64-53500 $ 356.00 9/4/2026 W QAQC 264206 EMD Millipore Corporation 662-60-67-53500 $ 6,107.38 9/4/2026 Lab Equipment 264206 EMD Millipore Corporation 661-60-64-53500 $ 7,262.41 9/4/2026 Lab Equipment 264206 EMD Millipore Corporation 662-60-67-53500 $ 9.76 9/4/2026 Est. Shipping 264206 EMD Millipore Corporation 661-60-64-53500 $ 30.84 9/4/2026 Lab Equipment 264206 EMD Millipore Corporation 661-60-64-53500 $ 235.00 9/4/2026 Est. Tariff Surcharge 264206 EMD Millipore Corporation 662-60-67-53500 $ 240.24 9/4/2026 Est. Shipping 264207 Mission Linen Ind.Inc. 662-60-67-54200 $ 11.03 9/4/2026 OPO First Aid Service 264207 Mission Linen Ind.Inc. 771-50-57-51500 $ 92.65 9/4/2026 open po for linens 264207 Mission Linen Ind.Inc. 662-60-67-51500 $ 132.31 9/4/2026 OPO - Weekly linens 264207 Mission Linen Ind.Inc. 207-50-45-51770 $ 11.03 9/4/2026 first aid supply service 264207 Mission Linen Ind.Inc. 212-30-11-55400 $ 20.84 9/4/2026 Mop/Rag Service (Foodworks) 264207 Mission Linen Ind.Inc. 771-50-57-51500 $ 92.65 9/4/2026 open po for linens 264207 Mission Linen Ind.Inc. 661-60-64-53600 $ 105.20 9/4/2026 OPO Janitorial Supplies 264207 Mission Linen Ind.Inc. 207-50-45-51770 $ 11.03 9/4/2026 first aid supply service 264207 Mission Linen Ind.Inc. 212-30-11-55400 $ 104.54 9/4/2026 Mop/Rag Service (Foodworks) 264207 Mission Linen Ind.Inc. 661-60-64-51500 $ 132.31 9/4/2026 OPO - Weekly linens 264208 Municipal Maintenance Equipment Inc 662-50-65-55300 $ 2,294.43 9/4/2026 open po for vactor parts 264209 North Coast Awning Company Inc 211-30-13-58222 $ 27,190.00 9/4/2026 Mobilehome Repairs for MORE Program (North Coast
Awning)
264210 Northern Humboldt U.H.S.D 207-50-45-51770 $ 517.34 9/4/2026 FY26/27 Veg Maint. & Litter/Graffiti Removal 264210 Northern Humboldt U.H.S.D 662-60-67-51770 $ 517.35 9/4/2026 FY26/27 Veg Maint. & Litter/Graffiti Removal 264211 NorthPoint Consulting Group Inc. 662-70-67-57604 $ 1,463.46 9/4/2026 1st St. Lift Station On-Call Professional Services 264211 NorthPoint Consulting Group Inc. 662-70-67-57604 $ 3,864.05 9/4/2026 Construction Management and Design Support Services
for First St
264212 Pace Supply Corp 661-50-63-53900 $ 877.44 9/4/2026 open po for parts 264212 Pace Supply Corp 661-50-63-53900 $ 705.60 9/4/2026 open po for parts 264213 Pacific EcoRisk Inc. 662-60-67-51742 $ 3,403.58 9/4/2026 Lab Testing and Analysis 264214 The Pape Group Inc 101-50-85-57300 $ 26,086.63 9/4/2026 repair community center generator 264214 The Pape Group Inc 101-50-61-57300 $ 6,624.70 9/4/2026 repair community center generator 264215 safetybygeorge LLC 207-50-45-51400 $ 233.33 9/4/2026 OPO Safety Trainings and Consultation 264215 safetybygeorge LLC 661-60-64-51400 $ 233.33 9/4/2026 OPO Safety Trainings and Consultation 264215 safetybygeorge LLC 662-60-67-51400 $ 233.34 9/4/2026 OPO Safety Trainings and Consultation 264216 Sexton Construction 211-30-13-58222 $ 8,062.00 9/4/2026 Mobilehome Inspections and Repairs for MORE Program 264217 Shelter John 101-50-81-57614 $ 758.45 9/4/2026 Clean CA Grant Work 264217 Shelter John 101-50-81-57614 $ 540.61 9/4/2026 Clean CA Grant Work 264217 Shelter John 245-30-35-58500 $ 365.00 9/4/2026 Solid Waste Cleanup Services 264218 Synagro 662-60-67-57600 $ 401,290.17 9/4/2026 Digester Cleaning 264218 Synagro 662-60-67-57300 $ 185,702.25 9/4/2026 Digester Cleaning 264218 Synagro 662-60-67-55400 $ 69,268.97 9/4/2026 Digester Cleaning 264219 Tehama Tire 771-50-57-54600 $ 727.75 9/4/2026 open po for tires 264219 Tehama Tire 771-50-57-54600 $ 495.85 9/4/2026 open po for tires 264219 Tehama Tire 771-50-57-54600 $ 1,111.07 9/4/2026 open po for tires 264220 Trojan Technologies Corp. 662-60-67-51770 $ 2,317.99 9/4/2026 Trojan UV Routine Maintenance Agreement 264221 USA Blue Book 662-60-67-51728 $ 107.77 9/4/2026 OPO AMRI Lab Supplies 264221 USA Blue Book 662-60-67-53500 $ 107.87 9/4/2026 OPO Lab Supplies

City of Arcata Bi-Weekly Report on Cash Distributions 8/22/2026-9/4/2026 Check # Vendor Name GL Account Amount Date Description
264222 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 497.53 9/4/2026 open po for fuel 264222 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 1,975.78 9/4/2026 open po for fuel 264222 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 58.82 9/4/2026 open po for fuel 264222 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 348.06 9/4/2026 open po for fuel 264222 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 1,781.57 9/4/2026 open po for fuel 264223 State Water Resources Control Board 213-30-13-58007 $ 2,209.57 9/4/2026

SITE CLEANUP PROGRAM OVERSIGHT COSTS FOR

BUTCHER SLOUGH
264224 Aldinger Company 662-60-67-53500 $ 653.77 9/4/2026 THERMOMETER CALIBRATION 264225 Anthony Melissa Rose 101-60-89-51710 $ 254.40 9/4/2026 CREATIVE DANCE CLASSES; AUG26 (151270_H & Z) 264226 AT&T 101-40-21-51200 $ 81.81 9/4/2026 STANDARD PHONE CHARGES; AUG26 264226 AT&T 775-10-71-51200 $ 692.69 9/4/2026 STANDARD PHONE CHARGES; AUG26 264227 Benefit & Risk Management Services 101-00-00-22203 $ 79.34 9/4/2026 INVOICE FOR SELF-FUNDED PLAN (DENTAL); SEP26 264227 Benefit & Risk Management Services 101-00-00-22206 $ 149.45 9/4/2026 INVOICE FOR SELF-FUNDED PLAN (EAP); SEP26 264227 Benefit & Risk Management Services 101-00-00-22205 $ 13,622.66 9/4/2026 INVOICE FOR SELF-FUNDED PLAN (DENTAL); SEP26 264227 Benefit & Risk Management Services 101-00-00-22203 $ 9.10 9/4/2026 INVOICE FOR SELF-FUNDED PLAN (VISION); SEP26 264227 Benefit & Risk Management Services 559-00-00-24059 $ 172.71 9/4/2026 INVOICE FOR SELF-FUNDED PLAN (VISION); SEP26 264227 Benefit & Risk Management Services 559-00-00-24059 $ 848.34 9/4/2026 INVOICE FOR SELF-FUNDED PLAN (DENTAL); SEP26 264227 Benefit & Risk Management Services 101-00-00-22204 $ 737.29 9/4/2026 INVOICE FOR SELF-FUNDED PLAN (VISION); SEP26 264227 Benefit & Risk Management Services 101-00-00-22204 $ 2,126.20 9/4/2026 INVOICE FOR SELF-FUNDED PLAN (VISION); SEP26 264227 Benefit & Risk Management Services 101-00-00-22206 $ 45.75 9/4/2026 INVOICE FOR SELF-FUNDED PLAN (EAP); SEP26 264227 Benefit & Risk Management Services 101-00-00-22205 $ 3,666.26 9/4/2026 INVOICE FOR SELF-FUNDED PLAN (DENTAL); SEP26 264228 Brotman Jada 101-00-00-46318 $ 35.00 9/4/2026

REFUND DUE PAYMENT FROM CHANGING TIDES FOR
WINTER BREAK CAMP WK2
264229 Caltest Analytical Lab 661-60-64-51742 $ 1,029.80 9/4/2026 2026 DISTRIBUTION SAMPLING 264230 Estetter Olivia 101-00-00-43200 $ 7.00 9/4/2026 PAID $7 AFTER PAYING FOR CITATIONS THROUGH DMV 264231 Euan-Estrada Jose 661-50-63-51500 $ 15.00 9/4/2026 WORKED 12HR SHIFT 8/13/26 264232 Grainger Caribe Inc 662-60-67-51728 $ 114.84 9/4/2026 AMRI SUPPLIES - ELECTRODE 264233 Greene Drew 661-50-63-51500 $ 15.00 9/4/2026 WORKED 12HR SHIFT 8/12/26 264234 Guy Rents Inc 662-60-67-55600 $ 935.24 9/4/2026 EQUIPMENT RENTAL 264235 Humboldt IPA 101-00-00-23070 $ 50.00 9/4/2026 DEPOSIT REFUND PICNIC AREA RENTAL 8/18/26 264236 Infinite Consulting Services Inc. 775-10-71-51790 $ 10,000.00 9/4/2026

IT CONSULTING SERVICES CYBER SECURITY POLICY &

CONTINUITY PLAN
264237 Jacoby Creek Water Dist 661-00-00-46711 $ 1,996.47 9/4/2026 JACOBY CREEK BILLING; JUL26 264238 C&K Johnson Industries 205-60-87-54200 $ 2,662.54 9/4/2026 FOREST CULVERTS 264239 K & M International 662-60-67-51720 $ 220.19 9/4/2026 AMIC MERCH - PLUSHIES 264240 McCullough Construction Inc 350-00-00-23000 $ 1,000.00 9/4/2026 RELEASE OF $1 000 DEPOSIT FOLLOWING

TERMINATION OF LEASE AGREEMT
264241 McKinnon-Burns Melissa 101-00-00-23070 $ 50.00 9/4/2026 DEPOSIT REFUND PICNIC AREA RENTAL 8/29/26 264242 O'Shea Annie 101-00-00-23075 $ 50.00 9/4/2026
DEPOSIT REFUND HUM. BAY MYCOLOGICAL SOC.

PICNIC AREA RENTAL 8/22
264243 Pace Supply Corp 661-60-64-55300 $ (27.26) 9/4/2026 CREDIT FOR RECEIVING 5 OF 6 PARTS 264243 Pace Supply Corp 661-60-64-55300 $ 16.54 9/4/2026 BACKFLOW PARTS 264243 Pace Supply Corp 661-60-64-55300 $ 5,097.44 9/4/2026 BACKFLOW PARTS 264243 Pace Supply Corp 661-60-64-55300 $ 43.80 9/4/2026 BACKFLOW PARTS 264243 Pace Supply Corp 661-60-64-55300 $ 203.27 9/4/2026 BACKFLOW PARTS 264244 Pacific Gas & Electric Co 101-50-41-51100 $ 10.16 9/4/2026 ACCT: 3491172675-9; SEP26 264244 Pacific Gas & Electric Co 662-60-67-51100 $ 3,114.77 9/4/2026 ACCT: 2887200165-7; SEP26 264244 Pacific Gas & Electric Co 101-50-85-51100 $ 10,804.71 9/4/2026 ACCT: 2887200165-7; SEP26 264244 Pacific Gas & Electric Co 101-50-41-51100 $ 9,964.33 9/4/2026 ACCT: 2887200165-7; SEP26 264244 Pacific Gas & Electric Co 666-60-51-51100 $ 25.46 9/4/2026 ACCT: 2887200165-7; SEP26 264244 Pacific Gas & Electric Co 101-50-41-51100 $ 39.43 9/4/2026 ACCT: 7618650342-1; SEP26 264244 Pacific Gas & Electric Co 101-50-41-51100 $ 17.25 9/4/2026 ACCT: 2728803311-4; SEP26 264244 Pacific Gas & Electric Co 101-50-81-51100 $ 3,853.44 9/4/2026 ACCT: 2887200165-7; SEP26 264244 Pacific Gas & Electric Co 661-60-64-51100 $ 8,325.00 9/4/2026 ACCT: 2887200165-7; SEP26 264244 Pacific Gas & Electric Co 101-50-41-51100 $ 84.07 9/4/2026 ACCT: 1999785564-8; SEP26 264244 Pacific Gas & Electric Co 212-30-11-51100 $ 6,522.87 9/4/2026 ACCT: 9015588019-9; SEP26

City of Arcata Bi-Weekly Report on Cash Distributions 8/22/2026-9/4/2026 Check # Vendor Name GL Account Amount Date Description
264245 Parker Andrew Donald 666-70-51-57600 $ 350.00 9/4/2026 LAND VALUATION FOR 11 & B EMERGENCY REPAIR

PROJECT
264246 Ray Kalei 101-00-00-23070 $ 50.00 9/4/2026 DEPOSIT REFUND PICNIC AREA RENTAL 8/30/26 264247 Sauers Shane 661-50-63-51500 $ 15.00 9/4/2026 WORKED A 12HR SHIFT 8/12/26 264248 Siegfried Star 101-00-00-23070 $ 50.00 9/4/2026 DEPOSIT REFUND GAZEBO RENTAL 8/29/26 264249 Stoel Rives LLP 662-60-67-51771 $ 5,295.50 9/4/2026 CA RIVER WATCH MATTER FEES FOR JULY 2026 264250 Meserve Monica 661-00-00-21000 $ 374.87 9/4/2026 Refund Check 036276-000 1120 Spear Ave 264251 Mayfield Environmental Engineering 661-00-00-21000 $ 2,140.84 9/4/2026 Refund Check 037656-000 10th and I St 264252 ULINE INC. 662-60-67-54200 $ 1,338.65 9/4/2026 GLOVES 264253 USA Blue Book 662-60-67-55300 $ 227.37 9/4/2026 EQUIPMENT MAINTENANCE SUPPLIES 264253 USA Blue Book 661-60-64-55300 $ 282.16 9/4/2026 EQUIPMENT MAINTENANCE SUPPLIES 264254 Wren Phillip 101-40-21-52011 $ 109.00 9/4/2026
PAYMENT TO SETTLE CLAIM RECEIVED 8/3/26 FOR
7/25/26 INCIDENT
264255 Yang Laura 101-00-00-23070 $ 300.00 9/4/2026 DEPOSIT REFUND REDWOOD LODGE RENTAL 8/29/26 312467 Payroll Misc $ 619.30 9/4/2026
312468 Payroll Misc $ 2,151.08 9/4/2026
312469 Payroll Misc $ 890.74 9/4/2026
312470 Payroll Misc $ 65.59 9/4/2026
312471 Payroll Misc $ 65.59 9/4/2026
312472 Payroll Misc $ 259.88 9/4/2026
312473 Payroll Misc $ 21.13 9/4/2026
312474 Payroll Misc $ 44.01 9/4/2026
312475 Payroll Misc $ 62.43 9/4/2026
312476 Payroll Misc $ 72.85 9/4/2026
ACH PERS Misc $ 83,563.23 9/4/2026
ACH Payroll Deductions ACH Misc $ 166,782.77 9/4/2026
ACH California Intergovernmental Risk Authority Misc $2,547,131.76 8/25/2026 ACH CalPERS Misc $ 213,491.26 8/31/2026
ACH CalPERS 559-00-00-24059 $ 15,037.34 8/31/2026
Invoice for City portion of Retiree Medical Plan for Sept 2026
ACH CA State Disbursement Unit 101-00-00-22109 $ 119.07 9/4/2026 PR Batch 00029.08.2026 California Child Support Order ACH Operating Engineers No 3 101-00-00-22113 $ 1,260.09 9/4/2026 PR Batch 00029.08.2026 Union Dues ACH Payroll Misc $ 328,554.30 9/4/2026
Total $ 6,335,622.70

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: Merritt Perry, City Manager
PREPARER: Merritt Perry, City Manager
DATE: September 16, 2026
TITLE: Consider Adopting Resolution No. 267-17 Making Determination that Public Convenience or Necessity Would be Served by the Issuance of an Alcoholic Beverage Control Licenses for Alchemy Distillery LLC; and Authorize City Manager to Execute Applicable Documents.

RECOMMENDATION:

It is recommended that the Council:
1) Adopt of Resolution No. 267-17 Making Determination that Public Convenience or Necessity Would be Served by the Issuance of Alcoholic Beverage Control (ABC) Licenses for Alchemy Distillery LLC; and
2) Authorize the City Manager to Execute All Applicable Documents. Consent calendar vote.

INTRODUCTION:

Alchemy Distillery LLC, located at 324 South G Street, has applied for a Type 48 ABC license that authorizes the sale of beer, wine, and distilled spirits for consumption on the premises where sold; without food service required. The business is located within Census Tract 10.01, which has been identified as an area with a concentration of ABC licenses exceeding levels established by State law.

Alchemy Distillery is an existing business that currently holds an ABC Type 74 license, as a Craft Distiller. The applicant is seeking to expand its existing operation by obtaining a Type 48 license, which would allow the business to offer beer, wine, and distilled spirits for on-premises consumption without the full food service requirement.

BACKGROUND:

The City of Arcata previously had a practice of restricting the issuance of new alcoholic beverage licenses in certain areas of Arcata where the number or concentration of existing licenses exceeds levels established by State law. Under the City’s regulations, an applicant seeing to obtain a new alcoholic beverage license in an area identified as exceeding the levels must obtain a determination from the City Council that issuance would be in the public interest for convenience or necessity.

The issuance of a liquor license by the Department of Alcoholic Beverage Control (ABC) is governed by the Business and Professions Code (BPC). Under BPC Section 23958, the ABC is required to investigate and consider certain matters and deny a license if its issuance would result in or add to an undue concentration of licenses, except as provided in BPC Section 23958.4. BPC Section 23958.4(a)(3) identifies an "undue concentration" exists if the following occurs: As to offPage 30 of 350 sale retail license applications, the ratio of off-sale retail licenses to population in the census tract or census division in which the applicant premises are located exceeds the ratio of off-sale retail licenses to population in the county in which the applicant premises are located.

Because the subject property is located within a census tract that is identified by the ABC as an area of undue concentration of liquor licenses, the Applicant is requesting that the City Council make a determination that the addition of the new liquor licenses will serve the public convenience or necessity.

DISCUSSION:

Alchemy Distillery is an existing business that has operated Type 74 Craft Distiller's License since 2010 and has focused on sourcing their ingredients locally and placing their products in local stores, restaurants and bars, as well as selling direct to consumers. The change of their license type is expected to allow Alchemy to have events without having a full menu of food, host "meet the maker" events where customers can tour the distillery and then can have a flight and a cocktail.

Alchemy still plans to serve food as well as offering cooking classes and events. Alchemy Distillery is located on South G Street over 500 feet from the nearest residence and is not known to generate complaints. Community Development Staff have determined that the proposed change in license does not require a conditional use permit.

The applicant has provided information regarding the proposed license and operation, including the information contained in the attached ABC Form 245. Based on the existing operation of Alchemy Distillery, the proposed expansion of an established local business, the existing craft distillery and tasting room use at the premises, and the continued provision of food options for patrons, staff finds that issuance of the Type 48 license would serve the public convenience or necessity. Staff recommend Council adopt Resolution No. 267-17 making determination that public convenience or necessity would be served by the issuance of Alcoholic Beverage Control (ABC) Licenses for Alchemy Distillery LLC.

POLICY IMPLICATIONS:

Making a finding of public convenience or necessity is consistent with City Council Goals to promote business and tourism under Economic Development Strategies.

ENVIRONMENTAL REVIEW (CEQA):

The proposed action is exempt from environmental review pursuant to the California Environmental Quality Act (CEQA) Guidelines, Section 15301, Class 1 (Existing Facilities), as the action involves the licensing of an existing facility and will not result in physical changes or expansion of the existing use.

BUDGET/FISCAL IMPACT:

There is no direct cost to the City as a result of the proposed action.

RECOMMENDED COUNCIL ACTION:

Motion to Adopt Resolution No. 267-17 Making Determination that Public Convenience or Necessity Would be Served by the Issuance of Alcoholic Beverage Control Licenses for Alchemy Distillery LLC; and Authorize the City Manager to execute all applicable documents. Consent calendar vote.

ATTACHMENTS:

A. Resolution 267-17
B. Alcoholic Beverage Control Form 245 for Alchemy Distillery

RESOLUTION NO. 267-17

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCATA

MAKING A DETERMIATION OF EXEMPTION UNDER CEQA GUIDELINES SECTION 15301 AND FURTHER MAKING A DETERMINAITON THAT THE PUBLIC

CONVENIENCE OR NECESSITY WOULD BE SERVED BY THE ISSUANCE OF ALCOHOLIC BEVERAGE CONTROL LICENSE TYPE 48 FOR ALCHEMY
DISTILLERY LLC, LOCATED AT 324 SOUTH G STREET, WITHIN CENSUS TRACT

10.01. WHEREAS, Alchemy Distillery LLC (applicant) has applied for a California Department of Alcoholic Beverage Control (ABC) Type 48 (One Sale General-Public Premises) license to sell beer, wine, and distilled spirits for consumption on the premises where sold, without food service being required; and
WHEREAS, pursuant to California Business and Professional Code Section 23958.4(b)(2), the City Council may determine that the public convenience or necessity would be served by the issuance of the requested license; and
WHEREAS, Alchemy Distillery LLC is an existing craft distillery business located at 324 South G Street that has operated under an ABC Type 74 Craft Distiller license since 2010; and WHEREAS, the proposed Type 48 license would expand the alcoholic beverage service available through the existing distillery and tasting room operation and would not involve the establishment of a new, unrelated use at the premises; and WHEREAS, the Applicant intends to continue offering food options in connection with the tasting room operation; and
WHEREAS, the City Council finds that allowing the existing local business to expand its tasting room and alcoholic beverage service will provide an additional opportunity for the public to experience and purchase products produced by a local business and will support the continued operation of an established business within the City; and WHEREAS, the City Council's determination regarding public convenience or necessity is limited to the City's required finding under California Business and Professions Code Section 23958.4 and does not issue or authorize the requested alcoholic beverage license, which remains subject to approval and regulation by the California Department of Alcoholic Beverage Control.

NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARCATA AS FOLLOWS:

1. The City Council finds that the action authorized by this resolution is exempt from the California Environmental Quality Act pursuant to California Code of Regulations, Title 14, Section 15301 (Class 1-Existing Facilities), as the action involves the licensing of an existing facility and will not result in physical changes or expansion of the existing use.

2. The City Council hereby makes the following findings in support of a determination that the proposed Type 48 (One Sale General-Public Premises License) will serve the public

convenience or necessity at 324 South G Street:
a. Alchemy Distillery LLC is an existing craft distillery business that has operated under an ABC Type 74 Craft Distiller license at the premises since 2010. b. The proposed Type 48 license would expand the alcoholic beverage service associated with he existing distillery and tasting room operation and would not substantially change the existing use.
c. The proposed license would provide additional opportunities for the public to purchase products produced by the established local business. d. Based on the existing use of the premises, the established operation of the business, and the nature of the proposed expansion of alcoholic beverage service, the City Council finds that issuance of the Type 48 license would serve the public convenience or necessity.

DATED: September 16, 2026
ATTEST: APPROVED:
________________________________ __________________________________ City Clerk, City of Arcata Mayor, City of Arcata
Clerk's Certificate
I hereby certify that the foregoing is a true and correct copy of Resolution No. 267-17, passed and adopted at a regular meeting of the City Council of the City of Arcata, Humboldt County, California held on the 16th day of September 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTENTIONS:
__________________________________
City Clerk, City of Arcata

Department of Alcoholic Beverage Control

INFORMATION AND INSTRUCTIONS -
SECTION 23958.4 B&P
PART 1 - TO BE COMPLETED BY ABC

1. APPLICANT'S NAME

2. PREMISES ADDRESS (Street number and name, city, zip code) 3. LICENSE TYPE Type 48

4. TYPE OF BUSINESS
Full Service Restaurant Hofbrau/Cafeteria Cocktail Lounge Private Club Deli or Specialty Restaurant Comedy Club Night Club Veterans Club Cafe/Coffee Shop Brew Pub Tavern: Beer Fraternal Club
Bed & Breakfast: Theater Tavern: Beer & Wine Wine Tasting Room Wine only All
Supermarket Membership Store Service Station Swap Meet/Flea Market Liquor Store Department Store Convenience Market Drive-in Dairy Drug/Variety Store Florist/Gift Shop Convenience Market w/Gasoline X Other - describe:

5. COUNTY POPULATION 6. TOTAL NUMBER OF LICENSES IN COUNTY 7. RATIO OF LICENSES TO POPULATION IN COUNTY X On-Sale Off-Sale X On-Sale Off-Sale

8. CENSUS TRACT NUMBER 9. NO. OF LICENSES ALLOWED IN CENSUS TRACT 10. NO. OF LICENSES EXISTING IN CENSUS TRACT X On-Sale Off-Sale X On-Sale Off-Sale

11. IS THE ABOVE CENSUS TRACT OVERCONCENTRATED WITH LICENSES? (i.e., does the ratio of licenses to population in the census tract exceed the ratio of licenses to population for the entire county?) X Yes, the number of existing licenses exceeds the number allowed No, the number of existing licenses is lower than the number allowed

12. DOES LAW ENFORCEMENT AGENCY MAINTAIN CRIME STATISTICS? Yes (Go to Item #13) X No (Go to Item #20)

13. CRIME REPORTING DISTRICT NUMBER 14. TOTAL NUMBER OF REPORTING DISTRICTS 15. TOTAL NUMBER OF OFFENSES IN ALL REPORTING DISTRICTS

16. AVERAGE NO. OF OFFENSES PER DISTRICT 17. 120% OF AVERAGE NUMBER OF OFFENSES 18. TOTAL NUMBER OF OFFENSES IN REPORTING DISTRICT

19. IS THE PREMISES LOCATED IN A HIGH CRIME REPORTING DISTRICT? (i.e., has a 20% greater number of reported crimes than the average number of reported crimes as determined from all crime reporting districts within the jurisdiction of the local law enforcement agency) Yes, the total number of offenses in the reporting district equals or exceeds the total number in item #17 No, the total number of offenses in the reporting district is lower than the total number in item #17

20. CHECK THE BOX THAT APPLIES (check only one box)
X
Governing Body/Designated Subordinate Name:

FOR DEPARTMENT USE ONLY
PREPARED BY (Name of Department Employee)
ABC-245 (rev. 03-23)
Bryan Daley
Arcata City Council
Alchemy Distillery LLC
324 S G St, Arcata, CA 95521
Bar with tasting room and occasional food

10.01 303
6 1 per 442
47 133,817
State of California
Gavin Newsom, Governor
a. If "No" is checked in both item #11 and item #19, Section 23958.4 B&P does not apply to this application, and no additional information will be needed on this issue. Advise the applicant to bring this completed form to ABC when filing the application. b. If "Yes" is checked in either item #11 or item #19, and the applicant is applying for a non-retail license, a retail bona fide public eating place license, a retail license issued for a hotel, motel or other lodging establishment as defined in Section 25503.16(b) B&P, or a retail license issued in conjuction with a beer manufacturer's license, or winegrower's license, advise the applicant to complete Section 2 and bring the completed form to ABC when filing the application or as soon as possible thereafter.
c. If "Yes" is checked in either item #11 or item #19, and the applicant is applying for an off-sale beer and wine license, an off-sale general license, an onsale beer license, an on-sale beer and wine (public premises) license, an on-sale general (public premises) license, or an on-sale general music venue license, advise the applicant to take this form to the local governing body, or its designated subordinate officer or body to have them complete Section 3.

The completed form will need to be provided to ABC in order to process the application.

This form is to be used for all applications for original issuance or premises to premises transfer of licenses.

Part 1 is to be completed by an ABC employee, given to applicant with pre-application package, with copy retained in holding file or applicant's district file.

Part 2 is to be completed by the applicant, and returned to ABC.

Part 3 is to be completed by the local governing body or its designated subordinate officer or body, and returned to ABC.

Instructions
•
•
•

PART 2 - TO BE COMPLETED BY THE APPLICANT (If box #20b is checked)

22. APPLICANT SIGNATURE 23. DATE SIGNED
PART 3 - TO BE COMPLETED BY LOCAL OFFICIALS (If box #20c is checked)

24. WILL PUBLIC CONVENIENCE OR NECESSITY BE SERVED BY ISSUANCE OF THIS ALCOHOLIC BEVERAGE LICENSE? Yes No See Attached (i.e., letter, resolution, etc.)

25. ADDITIONAL COMMENTS, IF DESIRED (may include reasons for approval or denial of public convenience or necessity):

26. CITY/COUNTY OFFICIAL NAME 27. CITY/COUNTY OFFICIAL TITLE 28. CITY/COUNTY OFFICIAL PHONE NUMBER

29. CITY/COUNTY OFFICIAL SIGNATURE 30. DATE SIGNED
ABC-245 REVERSE (rev. 03-23)
The applicant named on the reverse is applying for a license to sell alcoholic beverages at a premises where undue concentration exists (i.e., an over-concentration of licenses and/or a higher than average crime rate as defined in Section 23958.4 of the Business and Professions Code). Sections 23958 and 23958.4 of the Business and Professions Code requires the Department to deny the application unless the local governing body of the area in which the applicant premises are located, or its designated subordinate officer or body, determines within 90 days of notification of a completed application that public convenience or necessity would be served by the issuance.

Please complete items #24 to #30 below and certify or affix an official seal, or attach a copy of the Council or Board resolution or a signed letter on official letterhead stating whether or not the issuance of the applied for license would serve as a public convenience or necessity.

21. Based on the information on the reverse, the Department may approve your application if you can show that public convenience or necessity would be served by the issuance of the license. Please describe below the reasons why issuance of another license is justified in this area. You may attach a separate sheet or additional documention, if desired. Do not proceed to Part 3.

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: Merritt Perry, City Manager
PREPARER: Merritt Perry, City Manager
DATE: September 16, 2026
TITLE: Consider Adopting Resolution No. 267-19 Making Determination that Public Convenience or Necessity Would be Served by the Issuance of an Alcoholic Beverage Control License for Bhupinder Singh LLC; and Authorize the City Manager to Execute all Applicable Documents.

RECOMMENDATION:

It is recommended that the Council:
1) Adopt of Resolution No. 267-19 Making Determination that Public Convenience or Necessity Would be Served by the Issuance of Alcoholic Beverage Control (ABC) Licenses for Bhupinder Singh LLC; and
2) Authorize the City Manager to Execute All Applicable Documents. Consent Calendar Vote.

INTRODUCTION:

Bhupinder Singh LLC has applied to the California Department of Alcoholic Beverage Control (ABC) for a Type 48 (On-Sale General – Public Premises) license for the reestablishment of the Alibi Bar at 754 9th Street. The Type 48 license authorizes the sale of beer, wine, and distilled spirits for consumption on the premises and does not require the sale of food.

The Alibi Bar was a longstanding bar and restaurant located on the Arcata Plaza prior to its closure in 2024. The applicant is proposing to reestablish the former bar use at 754 9th Street, with a restaurant component to follow. The Planning Commission approved a Use Permit for the reestablishment of the Alibi Bar at its July 28, 2026, meeting.

BACKGROUND:

The City of Arcata previously put in place a practice restricting the issuance of new alcoholic beverage licenses in certain areas of Arcata where the number or concentration of existing licenses exceeds levels established by State law. Under the City’s regulations, an applicant seeing to obtain a new alcoholic beverage license in an area identified as exceeding the levels must obtain a determination from the City Council that issuance would be in the public interest for convenience or necessity.

The issuance of a liquor license by the Department of Alcoholic Beverage Control (ABC) is governed by the Business and Professions Code (BPC). Under BPC Section 23958, the ABC is required to investigate and consider certain matters and deny a license if its issuance would result in or add to an undue concentration of licenses, except as provided in BPC Section 23958.4. BPC

Section 23958.4(a)(3) identifies an "undue concentration" exists if the following occurs: As to offsale retail license applications, the ratio of off-sale retail licenses to population in the census tract or census division in which the applicant premises are located exceeds the ratio of off-sale retail licenses to population in the county in which the applicant premises are located.

Because the subject property is located within a census tract that is identified by the ABC as an area of undue concentration of liquor licenses, the Applicant is requesting that the City Council make a determination that the addition of the new liquor licenses will serve the public convenience or necessity.

DISCUSSION:

Bhupinder Singh LLC is proposing to reestablish the former Alibi Bar at 754 9th Street. The Planning Commission approved a Use Permit for the reestablishment of the bar at its July 28, 2026, meeting, with a restaurant component to follow. The applicant has applied for a Type 48 (On-Sale General – Public Premises) license, which would allow the sale of beer, wine, and distilled spirits for consumption on the premises without requiring food service. The proposed use would reestablish alcoholic beverage service that was previously provided as part of the Alibi Bar and would not introduce a new or unrelated use at the premises.

The applicant has provided information regarding the proposed license and operation, including the information contained in the attached ABC Form 245. Based on the prior use of the premises, the Planning Commission’s approval of the Use Permit, the proposed reestablishment of the Alibi Bar, and the restaurant component planned for the site, staff finds that issuance of the Type 48 license would serve the public convenience or necessity. Staff recommends that Council adopt Resolution No. 267-19, making a determination that public convenience or necessity would be served by the issuance of an Alcoholic Beverage Control (ABC) Type 48 license for Bhupinder Singh LLC.

POLICY IMPLICATIONS:

Making a finding of public convenience or necessity is consistent with City Council Goals to promote business and tourism under Economic Development Strategies.

ENVIRONMENTAL REVIEW (CEQA):

The proposed action is exempt from environmental review pursuant to the California Environmental Quality Act (CEQA) Guidelines, Section 15301, Class 1 (Existing Facilities), as the action involves the licensing of an existing facility and will not result in physical changes or expansion of the existing use.

BUDGET/FISCAL IMPACT:

There is no direct cost to the City as a result of the proposed action.

RECOMMENDED COUNCIL ACTION:

Motion to Adopt Resolution No. 267-17 Making Determination that Public Convenience or Necessity Would be Served by the Issuance of Alcoholic Beverage Control Licenses for Bhupinder Singh LLC; and Authorize the City Manager to execute all applicable documents. Consent Calendar vote.

ATTACHMENTS:

A. Alcoholic Beverage Control Form 245 for Bhupinder Singh LLC.

B. Resolution 267-19

Department of Alcoholic Beverage Control

INFORMATION AND INSTRUCTIONS -
SECTION 23958.4 B&P
PART 1 - TO BE COMPLETED BY ABC

1. APPLICANT'S NAME

2. PREMISES ADDRESS (Street number and name, city, zip code) 3. LICENSE TYPE Type 48

4. TYPE OF BUSINESS
Full Service Restaurant Hofbrau/Cafeteria X Cocktail Lounge Private Club Deli or Specialty Restaurant Comedy Club Night Club Veterans Club Cafe/Coffee Shop Brew Pub Tavern: Beer Fraternal Club
Bed & Breakfast: Theater Tavern: Beer & Wine Wine Tasting Room Wine only All
Supermarket Membership Store Service Station Swap Meet/Flea Market Liquor Store Department Store Convenience Market Drive-in Dairy Drug/Variety Store Florist/Gift Shop Convenience Market w/Gasoline Other - describe:

5. COUNTY POPULATION 6. TOTAL NUMBER OF LICENSES IN COUNTY 7. RATIO OF LICENSES TO POPULATION IN COUNTY X On-Sale Off-Sale X On-Sale Off-Sale

8. CENSUS TRACT NUMBER 9. NO. OF LICENSES ALLOWED IN CENSUS TRACT 10. NO. OF LICENSES EXISTING IN CENSUS TRACT X On-Sale Off-Sale X On-Sale Off-Sale

11. IS THE ABOVE CENSUS TRACT OVERCONCENTRATED WITH LICENSES? (i.e., does the ratio of licenses to population in the census tract exceed the ratio of licenses to population for the entire county?) X Yes, the number of existing licenses exceeds the number allowed No, the number of existing licenses is lower than the number allowed

12. DOES LAW ENFORCEMENT AGENCY MAINTAIN CRIME STATISTICS? Yes (Go to Item #13) X No (Go to Item #20)

13. CRIME REPORTING DISTRICT NUMBER 14. TOTAL NUMBER OF REPORTING DISTRICTS 15. TOTAL NUMBER OF OFFENSES IN ALL REPORTING DISTRICTS

16. AVERAGE NO. OF OFFENSES PER DISTRICT 17. 120% OF AVERAGE NUMBER OF OFFENSES 18. TOTAL NUMBER OF OFFENSES IN REPORTING DISTRICT

19. IS THE PREMISES LOCATED IN A HIGH CRIME REPORTING DISTRICT? (i.e., has a 20% greater number of reported crimes than the average number of reported crimes as determined from all crime reporting districts within the jurisdiction of the local law enforcement agency) Yes, the total number of offenses in the reporting district equals or exceeds the total number in item #17 No, the total number of offenses in the reporting district is lower than the total number in item #17

20. CHECK THE BOX THAT APPLIES (check only one box)
X
Governing Body/Designated Subordinate Name:

FOR DEPARTMENT USE ONLY
PREPARED BY (Name of Department Employee)
ABC-245 (rev. 03-23)
Bhupinder Singh LLC
754 9th St, Arcata, CA 95521

10.01 303
6 1 per 442
48 133,817
Arcata City Council
Bryan Daley
State of California
Gavin Newsom, Governor
a. If "No" is checked in both item #11 and item #19, Section 23958.4 B&P does not apply to this application, and no additional information will be needed on this issue. Advise the applicant to bring this completed form to ABC when filing the application. b. If "Yes" is checked in either item #11 or item #19, and the applicant is applying for a non-retail license, a retail bona fide public eating place license, a retail license issued for a hotel, motel or other lodging establishment as defined in Section 25503.16(b) B&P, or a retail license issued in conjuction with a beer manufacturer's license, or winegrower's license, advise the applicant to complete Section 2 and bring the completed form to ABC when filing the application or as soon as possible thereafter.
c. If "Yes" is checked in either item #11 or item #19, and the applicant is applying for an off-sale beer and wine license, an off-sale general license, an onsale beer license, an on-sale beer and wine (public premises) license, an on-sale general (public premises) license, or an on-sale general music venue license, advise the applicant to take this form to the local governing body, or its designated subordinate officer or body to have them complete Section 3.

The completed form will need to be provided to ABC in order to process the application.

This form is to be used for all applications for original issuance or premises to premises transfer of licenses.

Part 1 is to be completed by an ABC employee, given to applicant with pre-application package, with copy retained in holding file or applicant's district file.

Part 2 is to be completed by the applicant, and returned to ABC.

Part 3 is to be completed by the local governing body or its designated subordinate officer or body, and returned to ABC.

Instructions
•
•
•

PART 2 - TO BE COMPLETED BY THE APPLICANT (If box #20b is checked)

22. APPLICANT SIGNATURE 23. DATE SIGNED
PART 3 - TO BE COMPLETED BY LOCAL OFFICIALS (If box #20c is checked)

24. WILL PUBLIC CONVENIENCE OR NECESSITY BE SERVED BY ISSUANCE OF THIS ALCOHOLIC BEVERAGE LICENSE? Yes No See Attached (i.e., letter, resolution, etc.)

25. ADDITIONAL COMMENTS, IF DESIRED (may include reasons for approval or denial of public convenience or necessity):

26. CITY/COUNTY OFFICIAL NAME 27. CITY/COUNTY OFFICIAL TITLE 28. CITY/COUNTY OFFICIAL PHONE NUMBER

29. CITY/COUNTY OFFICIAL SIGNATURE 30. DATE SIGNED
ABC-245 REVERSE (rev. 03-23)
The applicant named on the reverse is applying for a license to sell alcoholic beverages at a premises where undue concentration exists (i.e., an over-concentration of licenses and/or a higher than average crime rate as defined in Section 23958.4 of the Business and Professions Code). Sections 23958 and 23958.4 of the Business and Professions Code requires the Department to deny the application unless the local governing body of the area in which the applicant premises are located, or its designated subordinate officer or body, determines within 90 days of notification of a completed application that public convenience or necessity would be served by the issuance.

Please complete items #24 to #30 below and certify or affix an official seal, or attach a copy of the Council or Board resolution or a signed letter on official letterhead stating whether or not the issuance of the applied for license would serve as a public convenience or necessity.

21. Based on the information on the reverse, the Department may approve your application if you can show that public convenience or necessity would be served by the issuance of the license. Please describe below the reasons why issuance of another license is justified in this area. You may attach a separate sheet or additional documention, if desired. Do not proceed to Part 3.

RESOLUTION NO. 267-19

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCATA MAKING A DETERMINATION OF EXEMPTION UNDER CEQA GUIDELINES SECTION 15301 AND

FURTHER MAKING A DETERMINATION THAT THE PUBLIC CONVENIENCE OR

NECESSITY WOULD BE SERVED BY THE ISSUANCE OF ALCOHOLIC BEVERAGE CONTROL LICENSE TYPE 48 FOR BHUPINDER SINGGH LLC, LOCATED AT 754 9TH STREET, WITHIN CENSUS TRACT 10.01.

WHEREAS, Bhupinder Singh applied for a Use Permit to reestablish the Alibi Bar at 754 9th Street; and
WHEREAS, at its July 28, 2026, meeting, the Planning Commission approved a Use Permit to reestablish the former Alibi Bar at 754 9th Street, with a restaurant component to follow; and WHEREAS, Bhupinder Singh LLC (applicant) has applied for a California Department of Alcoholic Beverage Control (ABC) Type 48 (One Sale-General Public Premises) license to sell beer, wine, and distilled spirits for consumption on the premises where sold, without food service being required; and WHEREAS, pursuant to California Business and Professional Code Section 23958.4(b)(2), the City Council may determine that the public convenience or necessity would be served by the issuance of the requested license; and
WHEREAS, the proposed Type 48 license would allow alcoholic beverage service available at 754 9 th Street, and would not involve the establishment of a new, unrelated use at the premises; and WHEREAS, The City Council’s determination regarding public convenience or necessity is limited to the City’s required finding under California Business and Professions Code Section 23958.4 and does not issue or authorize the requested alcoholic beverage license, which remains subject to approval and regulation by the California Department of Alcoholic Beverage Control.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARCATA AS FOLLOWS:

1. The City Council finds that the action authorized by this resolution is exempt from the California Environmental Quality Act pursuant to California Code of Regulations, Title 14, Section 15301 (Class 1-Existing Facilities), because the action involves the licensing of an existing facility for a use that previously occurred at the premises and involves negligible or no expansion of the existing or former use. The action will not result in physical changes or expansion of the previous use.

2. The City Council hereby makes the following findings in support of a determination that the proposed Type 48 (One Sale General-Public Premises License) will serve the public convenience or necessity at 754 9th Street:
a) Bhupinder Singh LLC received a Use Permit from the Planning Commission on July 28, 2026, authorizing the reestablishment of the former Alibi Bar at 754 9th Street, with a restaurant component to follow.

b) The proposed Type 48 license would reestablish alcoholic beverage service associated with the former Alibi Bar at the same premises and would not introduce a new or unrelated use to the site.
c) The proposed alcoholic beverage service is subject to the Use Permit approved by the Planning Commission and applicable City regulations governing the use of the premises. d) Based on the prior use of the premises, the Planning Commission’s approval of the Use Permit, and the nature of the proposed reestablishment of alcoholic beverage service at the same location, the City Council finds that issuance of the Type 48 license would serve the public convenience or necessity.

DATED: August 5th, 2026
ATTEST: APPROVED:

City Clerk, City of Arcata Mayor, City of Arcata

CLERK'S CERTIFICATE
I hereby certify that the foregoing is a true and correct copy of Resolution No. 267-19, passed and adopted at a regular meeting of the City Council of the City of Arcata, County of Humboldt, California, held on the 16th day of September 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTENTIONS:

City Clerk, City of Arcata

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: Rhea Varley, City Clerk
PREPARER: Rhea Varley, City Clerk
DATE: September 16, 2026
TITLE: Adopt Resolution No. 267-06 Adopting a Citywide Records Retention Schedule, Authorizing Destruction of Certain City Records; and Repealing Resolution No. 201-13.

RECOMMENDATION:

It is recommended that the Council adopt Resolution No. 267-06 adopting a citywide Records Retention Schedule and updating the City of Arcata’s (“City’s”) records management program in accordance with the provisions of Government Code section 34090 et seq.

INTRODUCTION:

The City is upgrading its records management program, including its records retention policies. The adoption of the proposed Records Retention Schedule will result in efficiency gains and cost savings.

BACKGROUND:

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

Except for the Arcata Police Department, which has an established retention schedule that has been amended and included in the schedules brought for consideration today, the City has relied on the Secretary of State’s Local Government Records Management Guidelines (“SOS Records Management Guidelines”), which were last updated in 2006. Records management has been complex because technology and governing laws have changed since the SOS Records Management Guidelines were last updated. This often results in excessive administrative time spent determining the appropriate retention process for existing records and preparing records for destruction.

DISCUSSION:

The upgrade of the current records management systems are driven by many factors, including:
 Very limited space in City facilities
 Needing a retention schedule that will inform the implementation of document management software

 Many departments are filing and storing copies of the same records  Arcata produces and manages many permanent records
 Escalating records storage expenses
 Technology advancements
 Changes in law
Purpose:

The purpose of the records management program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City. The retention periods in the Records Retention Schedule comply with all laws and are standard business practice for California cities.

Retention and Disposition of Records:

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

It is standard business practice for California cities, and consistent with Government Code section 34090 et seq., to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk (or Police Business Manager for Arcata Police Department records) and City Attorney, which is provided in Section 3 of the proposed resolution. This will reduce costs and improve efficiency for the City.

Updates to Retention Schedule:

It is also standard business practice for California cities to authorize minor updates to the Records Retention Schedule that do not change the Total Retention timeframes or add a new record series without further action of the City Council, which is provided in Section 4 of the proposed resolution.

The approval forms for updates to the Records Retention Schedule will be retained by the City Clerk’s office and are accessible to the public or any Council Member that has an interest in what records retention policies were changed and the underlying law that necessitated the change.

Electronic Records:

Section 34090.5 of the Government Code allows destruction of records that have been reproduced on a “Trusted System,” as defined in California Government Code Section 12168.7, prior to destruction. While the City does not currently have a designated Trusted System that meets the requirements of Government Code section 12168.7, this records retention schedule proactively identifies record series for which the electronic record may serve as the official record if a Trusted System has been established. The location where this is identified is the “Destroy Paper after Imaged & QC’d” column.

Section 5 of the proposed resolution designates the Department Head as being responsible for ensuring that City employees only use the “Destroy Paper after Imaged & QC’d” column in the Records Retention Schedule if a Trusted System has been established for reposit of the associated

record series. Until a Trusted System is established for a record series (generally through a content management system), City employees are prohibited from using the “Destroy Paper after Imaged & QC’d” column. The general process for designating a Trusted System is outlined in Section 6 of the proposed resolution.

Repealing Resolution No. 201-13 for Police Department Records:

In addition, Section 2 of the proposed resolution repeals Resolution No. 201-13, which approved a Records Retention Schedule for the Arcata Police Department. A separate Records Retention Schedule is no longer needed for the Arcata Police Department because the Arcata Police Department’s records are included in the citywide Records Retention Schedule adopted by the proposed resolution.

BUDGET/FISCAL IMPACT:

Arcata will realize significant savings both in labor and storage expenses, including the avoidance of future storage and/or construction costs.

Records Management Project Cost:

The City entered into a Professional Services Agreement with Gladwell Governmental Services, Inc. for the development of a citywide records retention policy and schedule. The cost of this project includes the totals below:
 Phase 1 (Current Phase): Records Retention – e-Records, Legal Compliance, Best Practices: $6,250.
 Phase 2 (Implementation/Destruction Procedures): $725.  Subscription to Keep Retention Schedules Up to Date (Five Subsequent Years through 2031): $600 a year.

RECOMMENDED COUNCIL ACTION:

Motion to Adopt Resolution No. 267-06, A Resolution of the City Council of the City of Arcata, California, Adopting a Records Retention Schedule, Authorizing Destruction of Certain City Records, and Rescinding Resolution No. 201-13. Consent Calendar vote.

ATTACHMENTS:

A. Resolution No. 267-06
B. Exhibit A – All Records Retention Schedules.

RESOLUTION NO. 267-06

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ARCATA, CALIFORNIA, ADOPTING A RECORDS RETENTION

SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND REPEALING RESOLUTION NO. 201-13
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 Arcata (“City”); 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, Section 34090.5 of the Government Code allows destruction of records that have been reproduced on a “Trusted System,” as defied in California Government Code Section 12168.7, prior to destruction; and
WHEREAS, California Government Code Section 12168.7 directs the Secretary of State, in consultation with the Department of Technology, to approve and adopt uniform statewide standards for storing and recording public records in electronic media; and WHEREAS, the Secretary of State has adopted Trustworthy Electronic Document or Record Preservation regulations, located in Title 2, Division 7, Chapter 15 of the California Code of Regulations, which govern the recording, storing, and reproducing of Records in electronic media where the intent is to destroy the original hardcopy and maintain the electronic copy as the official Record; and
WHEREAS, the City does not currently have a designated Trusted System that meets the requirements of Government Code Section 12168.7;
WHEREAS, the City has been following the Secretary of State Local Government Records Management Guidelines, last updated in 2006, for retention of City records; and WHEREAS, the City of Arcata previously adopted Resolution No. 201-13, approving a Records Retention Schedule for the Arcata Police Department; and

WHEREAS, the City recognizes the benefit in creating a citywide Records Retention Schedule to aid all Departments in maintaining efficient and transparent processes relating to records retention and destruction; and
WHEREAS, the Records Retention Schedule attached as Exhibit A permits the destruction of records pursuant to Government Code Section 34090.5 under the “Destroy Paper after Imaged & QC’d” column, but records will not be destroyed pursuant to that column of the Records Retention Schedule until the City establishes a Trusted System meeting the requirements of Government Code Section 12168.7; and
WHEREAS, in the future, approved technologies may be designated as a Trusted System pursuant to Government Code Section 12168.7.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCATA, CALIFORNIA, DOES HEREBY RESOLVE, DECLARE, DETERMINE, AND ORDER AS FOLLOWS:

Section 1. The Records Retention Schedule attached as Exhibit A is hereby adopted.

Section 2. Resolution No. 201-13 for Police Department Records is hereby repealed; the amended Police Department Records Retention Schedule is included in the citywide Records Retention Schedule attached as Exhibit A.

Section 3. The records of the City of Arcata, as set forth in Exhibit A: Records Retention Schedule, 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 (or Police Business Manager for Arcata Police Department Records) and City Attorney, without further action by the City Council of the City of Arcata.

Section 4: Minor updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the written consent of the Department Head, City Clerk, City Attorney and City Manager. Amendments to the Total Retention timeframes or addition of a new record series to the Records Retention Schedule

require City Council authorization.

Section 5. With the adoption of this resolution, the City will begin designating Trusted Systems as defined in Government Code Section 12168.7. It is the responsibility of the Department Head to ensure that City employees only use the “Destroy Paper after Imaged & QC’d” column in the Records Retention Schedule, Exhibit A, if a Trusted System has been established for reposit of the associated record series. Until a Trusted System is established for a record series (generally through a content management system), City employees are prohibited from using the “Destroy Paper after Imaged & QC’d” column.

Section 6. The Department Head will work with the City Clerk and Information Technology to ensure the City's content management system(s), and Records stored within the system(s), are kept in accordance with the State's Trusted System requirements and the Trustworthy Electronic Document or Record Preservation regulations. Folder level permissions and restrictions are required to be established in the City’s content Management system(s) to ensure only appropriate personnel have access to certain Records.

Section 7. 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 8. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

Section 9. This resolution shall become effective immediately upon its passage and adoption.

DATED: _________, 2026
ATTEST: APPROVED:

City Clerk, City of Arcata Mayor, City of Arcata

CLERK’S CERTIFICATE
I hereby certify that the foregoing is a true and correct copy of Resolution No. 267-06 passed and adopted at a regular meeting of the City Council of the City of Arcata, County of Humboldt, State of California, on the __ day of _____, 2026, by the following vote:

AYES: CouncilmembersNOES: CouncilmembersABSTAIN: CouncilmembersABSENT: Councilmembers-

City Clerk, City of Arcata
APPROVED AS TO FORM:

City Attorney

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).”

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2026 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) Page 51 of 350
Ver. 5.0 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
Statute of Limitations for some Municipal
Government actions is 3 - 6 months;
CCP§335 et seq; GC §§34090,
65009(c)(1)
Lead Dept.
(IF Solicitation
NOT Managed
by
Procurement)
CW-002
Agreements & Contracts IF Solicitation is
NOT Managed by Procurement
NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT IMAGED
Agreement / Contract includes Amendments,
all contractual obligations (e.g. Scope of Work /
all attachments / exhibits)
Procurement retains originals if they exceed
the purchasing thresholds, or other
qualifications
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.

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

QC & OD
Department Preference; meets municipal
government auditing standards; Statute of
Limitations is 4 years; 10 years for Errors
& Omissions; CCP §§337. 337.1(a),
337.15, 343; GC §34090, Contractor has
retention requirements in 48 CFR 4.703(a)
CITY-WIDE (Used by ALL Departments)
ARCATA, CA ©1995-2026 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: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept.
(IF Solicitation
NOT Managed
by
Procurement)
CW-003
Agreements & Contracts IF Solicitation is NOT
Managed by Procurement
INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs (IMAGED / scanned into OnBase)
Agreement / Contract includes Amendments,
all contractual obligations (e.g. Scope of Work /
all attachments / exhibits)
Procurement retains originals if they exceed
the purchasing thresholds, or other
qualifications
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 preparedness; Statute of
Limitations is 4 years; 10 years for Errors
& Omissions; land records are permanent
by law; CCP §337 et. seq., GC §34090;
Contractor has retention requirements in
48 CFR 4.703
Lead Dept.
(Managing the
Agreement /
Contract)
CW-004
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always sent the
original to the City Clerk)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
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
ARCATA, CA ©1995-2026 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: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-005
Agreements / Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always sent the
original to the City Clerk)
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
Lead Dept.
(IF Solicitation
NOT Managed
by
Procurement)
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 GC §34090
External
Agency. CW-008
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-009
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
City Clerk CW-010
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Copies -
When No
Longer
Required
Mag City Clerk retains originals; GC §34090.7
ARCATA, CA ©1995-2026 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: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by ALL Departments)
City Clerk CW-011
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD City Clerk retains originals; GC §34090.7
City Clerk CW-012
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - VIDEO RECORDINGS of
Meetings / Video Recordings
Copies -
When No
Longer
Required
Mag City Clerk retains originals; GC §34090.7
Staffing Dept. CW-013
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS / MINUTES (if agendas or minutes
were created) (If agendas or minutes are
created)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Staffing Dept. CW-014
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-015
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-016 Copies / duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
ARCATA, CA ©1995-2026 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: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-017
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,
News Releases, 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;. GC §34090
ARCATA, CA ©1995-2026 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: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-018
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. TRANSITORY and NON-SUBSTANTIVE
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 v.

Superior Court (2017) 2 Cal.5th 608
Lead Dept. CW-019 Daily Cash Backup Records 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Summaries are sent to City Treasurer; GC
§§34090,
Lead Dept. CW-020 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
ARCATA, CA ©1995-2026 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: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-021 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-022 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
grant)
CW-023
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),
GC §34090
Lead Dept. CW-024 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-025
Personnel Files (Department Copies)
Send all originals to Human Resources; may
exclude some Peace Officer records
Upon
Separation or
Transfer,
Send to
Human
Resources
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
ARCATA, CA ©1995-2026 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: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-026 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-027 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-028
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept.
(Who Ordered
the Appraisal)
CW-029 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-030 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(a), GC §34090
Lead Dept. CW-031
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
ARCATA, CA ©1995-2026 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: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-032
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-033
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-034 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-035 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
ARCATA, CA ©1995-2026 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: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-036
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-037 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-038 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-039 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-040
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
ARCATA, CA ©1995-2026 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: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-041
Training Database (Vector Solutions) / Training
Certificates by Employee
Required Information for all Employee Training
(if records are created):

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Indefinite -
Minimum
Separation +
5 years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; GC §34090 et seq.;
LC §§1198.5
Lead Dept.
(Providing the
Training)
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 and Financial,
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)(1)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b), 53238.3(b) LC §6401.9(f), LC
§§1198.5
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
ARCATA, CA ©1995-2026 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: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by ALL Departments)
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
ARCATA, CA ©1995-2026 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: BUILDING and CODE ENFORCEMENT Page BL-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).

BUILDING and SAFETY
Lead Dept. BL-001 Permit Database (OpenGov) Indefinite
(Perm) Yes 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
Building &
Safety BL-002 Address Files / Building Permits /
Applications, Appeal Decisions P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD CBC §§ 104.7 and 107.5; GC §34090 Building &
Safety BL-003 Board of Permit Appeals - AGENDAS /

STAFF REPORTS
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

City Clerk BL-004
Board of Permit Appeals
AUDIO RECORDINGS of Meetings /
Audio Tapes
Copies -
When No
Longer
Required
Mag City Clerk retains Originals, GC §34090.7
City Clerk BL-005 Board of Permit Appeals - MINUTES
Send original Minutes to the City Clerk
Copies -
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD City Clerk retains originals; GC §34090.7 Building &
Safety BL-006
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY

DWELLINGS, PLACES OF PUBLIC

ACCOMMODATION
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Building &
Safety BL-007 Building Plans - Cancelled / Withdrawn
AFTER to Building Permit Issuance P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Building &
Safety BL-008 Building Plans - Expired P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
ARCATA, CA. ©1995-2026 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: BUILDING and CODE ENFORCEMENT Page BL-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).

Building &
Safety BL-009 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Building &
Safety BL-010 Building Plans - Finalled - SINGLE
FAMILY RESIDENTIAL (All Finalled)
Minimum 180
days Yes (all) 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
Building &
Safety BL-011
Building Plans & Permit Applications -
Cancelled / Withdrawn PRIOR to
Building Permit Issuance
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Building &
Safety BL-012 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
Building &
Safety BL-013 Certificate of Occupancy (CofO) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Building &
Safety BL-014
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
Building &
Safety BL-015 Correction Inspections and Notices - Building 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Residential
Inspections and Notices are required to be
retained for a Minimum of 5 years; industrial
and Commercial have no mandated retention;
California Residential Code §R104.7; GC
§34090
Building &
Safety BL-016 Energy Calculations
Minimum
When Permit
is Finalled
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Building &
Safety BL-017 Geotechnical / Soils Reports P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARCATA, CA. ©1995-2026 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: BUILDING and CODE ENFORCEMENT Page BL-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).

Building &
Safety BL-018 Grading Permits P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Building &
Safety BL-019 Plan Check Comments
Minimum
When Permit
is Finalled
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference (Preliminary Drafts);
GC §34090
Building &
Safety BL-020
Private Development: Administrative
Records
Construction Inspections, Photos,
Progress Meetings, Project Schedules,
etc.

Completion +
10 years
Yes: During
Project
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
Building &
Safety BL-021
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), Specifications,
Studies, Reports, etc.

P Yes 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
Building &
Safety BL-022 Stop Work Notices 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Residential
Inspections and Notices are required to be
retained for a Minimum of 5 years; industrial
and Commercial have no mandated retention;
California Residential Code §R104.7; GC
§34090
Building &
Safety BL-023 Structural Calculations P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARCATA, CA. ©1995-2026 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: BUILDING and CODE ENFORCEMENT Page BL-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).

CODE ENFORCEMENT
Lead Dept. BL-024 Case Management Database
(OpenGov)
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
Code
Enforcement BL-025
Code Enforcement / Abatement Case
Files (Includes Citations, Notice of
Violations, Photos, Recordings of noise,
Code Enforcement Complaint Letters,
Appeal Decisions
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 ARCATA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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 (Community
Development Agency), Successor Agency,
Oversight Board
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-004 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-005 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 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-009
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-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected / not elected. Includes City Council
Members , City Manager, City Treasurer / City
Attorney)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Department Preference; as of January 1,
2025, the FPPC is the Filing Officer for
87200 filers; City maintains copies only;
original statements are filed with FPPC; GC
§81009(f)&(g)
City Clerk CC-011 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-012 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
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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-013 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After QC GC §81009(e)
City Clerk CC-014 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-015
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-016
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; GC
§81009(b)&(g)
City Clerk /
Elections CC-017
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-018
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidatecontrolled)7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years GC §81009(c)&(g)
City Clerk /
Elections CC-019
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-020
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
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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 /
Elections CC-021
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-022
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination +
1 year after
petition
examination
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-023
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determination
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-024 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-025
Prop. 218 (Property-based fees - Sewer Rate
Increases): Protest Letters, Ballots,
Tabulation
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2)
(End of Elections Section)
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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
Lead Dept. CC-026
Ethics Training Certificates, Financial Training
Certificates (Council Members, Commission
members, Department Directors, and
Designated Employees)
Separation + 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. LC §1198.5 City Clerk CC-027
Historical Records / Archives, Photographs, /
Historical Projects (e.g. Annexations, 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-028 Minute Orders (Excerpts / copies of Minutes used before computer searching) 2 years Mag, Mfr, OD, Ppr S / I No GC §34090 City Clerk CC-029
Minutes: Advisory Bodies: Board of Permit
Appeals, Economic Development Committee,
Energy Committee, Forest Management
Committee, Historic Landmarks Committee,
Parks & Recreation Committee, Planning
Commission, Public Safety Committee,
Transactions & Use Tax Oversight Committee,
Transportation Safety Committee, Wetlands
and Creeks Committee
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-030
Minutes: Legislative Bodies - City Council,
Redevelopment Agency (Community
Development Agency), Successor Agency,
Oversight Board
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-031 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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 CLERK
City Clerk CC-032
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-033 Proclamations / Commendations / Memoriums 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-034 Proof of Life Affidavits / Certificate of Life Certificates 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; (not a City Record) City Clerk CC-035
Public Records Requests / Subpoenas Duces
Tecum / Summons / Department of Industrial
Relations--Notice of Investigation/Request for
Information
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-036
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion,
Rights of Way, Abandonments / Vacation, etc.
(may include Supporting Documents)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-037
Recordings: Audio Recordings - Advisory
Bodies: Board of Permit Appeals, Economic
Development Committee, Energy Committee,
Forest Management Committee, Historic
Landmarks Committee, Parks & Recreation
Committee, Planning Commission, Public
Safety Committee, Transactions & Use Tax
Oversight Committee, Transportation Safety
Committee, Wetlands and Creeks Committee
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
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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 CC-038
Recordings: Audio Recordings: Legislative
Bodies - City Council, Redevelopment Agency
(Community Development Agency), Successor
Agency, Oversight Board
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
City Clerk CC-039 Recordings: Video Recordings - Advisory Bodies: Planning Commission 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
City Clerk CC-040
Recordings: Video Recordings - Legislative
Bodies: City Council, Redevelopment Agency
(Community Development Agency), Successor
Agency, Oversight Board
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
City Clerk CC-041 Records Destruction Authorization Forms / Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-042 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-043 Resolutions - Advisory Bodies: Planning Commission P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-044
Resolutions - Legislative Bodies: City
Council, Redevelopment Agency, Successor
Agency, Oversight Board
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-045
Secretary of State Statement of Facts /
Registry of Public Agencies
(Required of all Public Agencies whenever the
Chair changes)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Emergency Management, Procurement, Risk Management)
Page CM-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 & COUNCIL SUPPORT
City Manager CM-001 Administrative Hearings - Employees or Members of the Public 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Final Determinations are sent to the
Department managing the subject matter;
GC §34090
City Manager CM-002 Grand Jury Responses (regarding City Operations) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (the same length of
time the Grand Jury is required to retain their
reports); GC §34090
City Manager CM-003
Legislative Advocacies, Support /
Opposition to proposed Federal / State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Manager CM-004
Projects, Programs, Subject & Issues
(Issues and/or projects will vary over time -
e.g. Sister City, Goals & Objectives, etc.)
Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090

CITY MANAGER / EMERGENCY SERVICES
Police / Admin. /
Chief CM-005 Emergency Preparedness Plans / Emergency Operations / SEMs Copies -
When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Police manages originals; GC §34090.7 City Manager /
Emergency
Manage.

CM-006 EOC Activations & Drills (Excludes FEMA
Claims or EOC Claims) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (may be eligible for
reimbursement); City Manager retains the
final / original / official records; GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Emergency Management, Procurement, Risk Management)
Page CM-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 MANAGER / PROCUREMENT
City Manager /
Procurement CC-007
Agreements / Contracts - IF Procurement
Manages Solicitation -

INFRASTRUCTURE, OR IF IMAGED,
JPAs, MOUs
Agreement / Contract includes
Amendments, 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)
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Emergency Management, Procurement, Risk Management)
Page CM-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 Manager /
Procurement CC-008
Agreements & Contracts - IF Procurement
Manages Solicitation - NOT IMAGED
Agreement / Contract includes
Amendments, all contractual obligations
(e.g. Scope of Work / all attachments /
exhibits)
Examples of Non-Infrastructure:

Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving), Tree
Trimming, Leases, Personnel, Professional
Services, Vehicles, etc.

Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions;; CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
City Manager /
Procurement CC-009
Procurements / Solicitations Managed by
Procurement: Notices, RFPs (Request for
Proposals), RFQs (Request for
Qualifications) Unsuccessful Proposals,
Unsuccessful Bids, etc.
5 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; may have
requirements in grant funding / outside
funders; GC §34090
City Manager /
Procure. CC-010 Vehicle Title ("Pink Slips")
Upon
Disposal of
Vehicle
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Provided to new owner; GC §34090

CITY MANAGER / RISK MANAGEMENT
City Manager /
Risk Manage. CM-011
Accident / Incident Reports (Accidents /
Incidents) - MEMBERS OF THE PUBLIC
That don't result in a Claim
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Manager /
Risk Manage. CM-012 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,
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Emergency Management, Procurement, Risk Management)
Page CM-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 Manager /
Risk Manage. CC-026 Lawsuits / Litigation / Civil Litigation - Final
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; CCP §§ 337 et
seq.; GC §§ 911.2, 34090, 34090.6; PC
§832.5(b)
City Manager /
Risk Manage. CM-013 OSHA Citations / Inspections 5 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
City Manager /
Risk Manage. CM-014 Safety Committee / Safety Steering Committee 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

City Manager /
Risk Manage. CM-015 Safety Investigations 5 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), 29 CFR 1904.33,
OMB 1220-0029, 8 CCR 14300.33; GC
§34090 et seq.; LC §6429c
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (CDBG, Economic Development, Foodworks, Planning, Former Redevelopment) Page CD-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 DEVELOPMENT / CDBG
Lead Dept.
(Managing the
grant)
CD-001 CDBG Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept.
(Managing the
grant)
CD-002
CDBG Grants Administration (Community
Development Block Grants)
(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

COMMUNITY DEVELOPMENT / ECONOMIC DEVELOPMENT
Community
Develop. /
Economic
Develop.

CD-003
Economic Development Projects,
Programs, Subjects / Issues / Economic
Development (Issues / projects will vary
over time - e.g. Hotels, Developments,
etc.)
Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Economic
Develop.

CD-004
Economic Development Grants
(UNSUCCESSFUL Applications,
Correspondence)
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
ARCATA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (CDBG, Economic Development, Foodworks, Planning, Former Redevelopment) Page CD-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
Develop. /
Economic
Develop.

CD-005
Economic Development Grants / CDBG
(SUCCESSFUL Reports, other records
required to pass the funding agency's
audit, if required)
Applications (successful), grant
agreement, program rules, regulations /
procedures, reports to grant funding
agencies, correspondence, audit records,
completion records
After Funding
Agency
Audit, if
required -
Minimum 6
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Through County / CDC - Per GMU Bulletin 16-
0020; 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, and
570.502(a)(7), GC §34090

COMMUNITY DEVELOPMENT / HOUSING
Community
Develop. /
Housing
CD-006
Housing Plans: Consolidated Annual
Performance and Evaluation Review
(CAPER) / Comprehensive Housing
Affordability Strategy (CHAS) /
Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices /
Citizen Participation Plan / Action Plans,
etc.

Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
24 CFR 91.105(h); 24 CFR 92.508(a); GC
§34090
Community
Develop. /
Housing
CD-007
Housing Programs: Affordable Housing
Projects, Properties with Affordability
Covenants, Rehabilitation, CDBG-funded
Housing Projects, etc.

WITH a Recapture / Resale Restriction
Deeds are sent to City Clerk
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)and(c), 570.502(a)(7) , 982.158, and
884.214; 24 CFR 570.506; 29 CFR 97.42, GC
§34090
ARCATA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (CDBG, Economic Development, Foodworks, Planning, Former Redevelopment) Page CD-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
Develop. /
Housing
CD-008
Housing Programs: Affordable Housing
Projects, Rehabilitation, CDBG-funded
Housing Projects, etc.

WITHOUT a Recapture / Resale
Restriction
Deeds, Insurance are sent to City Clerk
Loan Pay-off
OR
Forgiveness
+ 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)and(c) and
570.502(a)(7), 982.158, 884.214; 29 CFR

97.42, GC §34090
Community
Develop. /
Housing
CD-009
Loan Applications / Potential Buyers
Denied, Cancelled or Withdrawn (First
Time Home Buyers, Rehabilitation,
HOME, etc.)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Community
Develop. /
Housing
CD-010
Preliminary Application Form (required for
a housing development project that
includes residential units; form is
provided by California Department of
Housing and Community Development
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Various benchmarks are placed using the
number of residential dwelling units on the
project site within the last five years; GC
§§34090, 66300.

COMMUNITY DEVELOPMENT / FOODWORKS
Community
Develop. /
Foodworks
CD-011 Foodworks (Commercial kitchen Rentals) 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
COMMUNITY DEVELOPMENT / PLANNING (includes Former Redevelopment) ARCATA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (CDBG, Economic Development, Foodworks, Planning, Former Redevelopment) Page CD-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
Develop. /
Planning
CD-012 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
ARCATA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (CDBG, Economic Development, Foodworks, Planning, Former Redevelopment) Page CD-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
Develop. /
Planning
CD-013
Planning Projects - Discretionary /
Ministerial - Approved Permanent
Entitlements / Permits
(Includes Associated Application,
CEQA Noticing, Conditions of
Approval, Environmental
Determinations, Staff Reports, Plans,
Soils Reports, Appeal Decisions, etc.)
Examples:

Conditional Use Permits (CUPs)
Design Assistance
Design Review
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
CD-014
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 ARCATA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (CDBG, Economic Development, Foodworks, Planning, Former Redevelopment) Page CD-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
Develop. /
Planning
CD-015 Annexations / Boundaries /
Consolidations / LAFCO P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CD-016
Economic Development Committee -

MINUTES
Send original Minutes to the City Clerk
Copies -
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD City Clerk retains originals; GC §34090.7 Community
Develop. /
Planning
CD-017 Economic Development Committee -

AGENDAS / STAFF REPORTS
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

City Clerk CD-018
Economic Development Committee -
AUDIO RECORDINGS of Meetings /
Audio Tapes
Copies -
When No
Longer
Required
Mag City Clerk retains Originals, GC §34090.7
Community
Develop. /
Planning
CD-019 Economic Development Projects /
Business Recruitment / Retention
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Lead Division
(Managing
CEQA
Compliance
for a Project)
CD-020
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
ARCATA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (CDBG, Economic Development, Foodworks, Planning, Former Redevelopment) Page CD-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
Develop. /
Planning
CD-021
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, Notice of
Exemption (NOE), etc.) Non-industrial
Timber Management Plan and NTMP
Amendments / 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
Develop. /
Planning
CD-022
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 City Clerk CD-023
Historic Landmarks Committee -

MINUTES
Send original Minutes to the City Clerk
Copies -
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD City Clerk retains originals; GC §34090.7 Community
Develop. /
Planning
CD-024 Historic Landmarks Committee -

AGENDAS / STAFF REPORTS
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

City Clerk CD-025
Historic Landmarks Committee -
AUDIO RECORDINGS of Meetings /
Audio Tapes
Copies -
When No
Longer
Required
Mag City Clerk retains Originals, GC §34090.7
Community
Develop. /
Planning
CD-026 Historical Designations / Historical
Landmarks P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 ARCATA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (CDBG, Economic Development, Foodworks, Planning, Former Redevelopment) Page CD-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).

Community
Develop. /
Planning
CD-027
Housing Plans: Consolidated Annual
Performance and Evaluation Review
(CAPER) / Comprehensive Housing
Affordability Strategy (CHAS) /
Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices /
Citizen Participation Plan / Action Plans,
etc.

Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
24 CFR 91.105(h); 24 CFR 92.508(a); GC
§34090
Community
Develop. /
Planning
CD-028 Housing Reports: County Housing
Reports / HCD Reports / SCAG Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 24 CFR 92.508(a); GC §34090 Community
Develop. /
Planning
CD-029 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
City Clerk CD-030
Planning Commission - MINUTES,

RESOLUTIONS
Send original Minutes to the City Clerk
Copies -
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD City Clerk retains originals; GC §34090.7 City Clerk CD-032
Planning Commission -
AUDIO RECORDINGS of Meetings /
Audio Tapes
Copies -
When No
Longer
Required
Mag City Clerk retains Originals, GC §34090.7
City Clerk CD-031
Planning Commission -
VIDEO RECORDINGS of Meetings /
Audio Tapes
Copies -
When No
Longer
Required
Mag City Clerk retains Originals, GC §34090.7
Community
Develop. /
Planning
CD-033 Planning Commission: AGENDAS /

STAFF REPORTS P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

ARCATA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (CDBG, Economic Development, Foodworks, Planning, Former Redevelopment) Page CD-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).

Community
Develop. /
Planning
CD-034
Redevelopment Projects - Developer
Projects, Acquisition / Disposition of Real
Property
PERMANENT RECORDS:

CIP Projects built by Redevelopment
Agency, Environmental Documents /
CEQA Permits, EIRs, Categorical
Exemptions, Negative Declarations, Real
Property: Deeds, Easements, Rights of
Way
P
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; City Manager
Maintains originals of all documents that were
presented to Council or RDA; GC §34090.7
Community
Develop. /
Planning
CD-035 Redevelopment Projects -

OTHER THAN PERMANENT RECORDS
Completion +
10 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Planning
CD-036
Temporary Use Permits issued by
Planning (Approved / Unapproved) -
Carnival Permits, Christmas Tree Lots,
Fireworks Permits, Outdoor Dining,
Pumpkin Lots, Special Event Permits,
Tent Sales, Tree Removal, Yard Sales,
etc.

Expiration +
2 years
Yes:

During
Event
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Planning
CD-037 Zoning Clearance Forms / Zoning
Verification Letters P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Planning
CD-038 Zoning Maps (Historically Significant) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Planning
CD-039 Zoning Ordinance Amendments / Zone
Changes P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 ARCATA, CA. ©1995-2026 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: ENGINEERING Page ENG-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, & 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 &/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ENGINEERING
Lead Dept. ENG-001 Permit Database (OpenGov) Indefinite (Perm) Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference - Data is
interrelated & includes Building Permits;
GC §34090, H & S §19850
Engineering ENG-002 Benchmarks P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Division
(Managing
CEQA
Compliance
for a Project)
ENG-003
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc.) / CEQA -
Where Engineering 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
Engineering ENG-004
Bonds where Engineering where
Engineering is the Lead: Labor / Materials,
Performance Bonds, Letters of Credit,
Encroachment Permits, Monitoring Bonds
Release of
Bond / Letter
of Credit
Yes Mag, Mfr,
OD, Ppr S / I No Security; GC §34090
Engineering ENG-005
Capital Improvement Projects (CIP) - where
Engineering is the Lead: MAINTENANCEONLY PROJECTS (Painting, Re-Roof, etc. - No change in Infrastructure
Configuration)
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: During
Project
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
ARCATA, CA. ©1995-2026 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: ENGINEERING Page ENG-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, & 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 &/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering ENG-006
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Administration
File
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, 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: During
Project
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
Engineering ENG-007
Capital Improvement Projects (CIP) - where
Engineering is the Lead: 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 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
City Clerk ENG-008
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases - Supporting Documents
P Yes Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD City Clerk retains final; GC §34090(a) Engineering ENG-009
Design / Construction Standards - Authored
by the City for Construction of City
Infrastructure (CIP / Land Development)
P Yes Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 ARCATA, CA. ©1995-2026 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: ENGINEERING Page ENG-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, & 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 &/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering ENG-010
Drawings - where Engineering is the Lead:

Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Drafts should be destroyed; GC §34090 Engineering ENG-011 Flood Control P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-012
Permits / License Agreements: Permanent
Encroachment (Structures in the City's
Right of Way, Retaining Walls, etc.)
Includes Insurance Certificates
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-013
Permits: Temporary Encroachment
(Excavation Permits, Street Closure
Permits, Street Cuts, Street / Sidewalk
Repair, Streetlight Repair, Traffic Control,
Transportation Permits, Utility Cuts, Wide
Load / Heavy Load, etc.)
Includes Insurance Certificates
Minimum
Expiration +
2 years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-014 Sidewalk Inspections, Sidewalk Condition Assessments 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Engineering ENG-015 Street Light Maintenance 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Engineering ENG-016 Subdivision Maps / Parcel Maps P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-017 Surveys, Record of Survey P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-018 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Engineering ENG-019 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Copies or Not City Records; GC §34090.7 ARCATA, CA. ©1995-2026 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: ENGINEERING Page ENG-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, & 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 &/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering ENG-020 Traffic Counts / Traffic Studies 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Engineering ENG-021 Traffic Speed Surveys 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Engineering ENG-022 Traffic Stop Sign Warrants 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Engineering ENG-023 Transportation Permits / Wide Load
Permits, Heavy Load Permits, etc.

Expiration +
2 years
Yes: During
Project
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC § 34090
Engineering ENG-024 Transportation Plans / Master Plans P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 ARCATA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

ENVIRONMENTAL SERVICES / COMMUNITY SERVICES
ENVIRONMENTAL SERVICES / COMMUNITY SERVICES / PARKS. FACILITIES and NATURAL RESOURCES Lead Division
(Managing
CEQA
Compliance for a
Project)
CD-036
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; "Emails 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
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-001 Adopt-A-Park Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-002
Bonds where Parks, Facilities & Natural
Resources is the Lead: Labor / Materials,
Performance Bonds, Letters of Credit,
Encroachment Permits, Monitoring Bonds
Release of
Bond / Letter
of Credit
Yes
Mag,
Mfr, OD,
Ppr
S / I No Security; GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-003
Buildings & Facilities History / Creek History /
Open Space History / Park History / Trails
History / Wetlands History (Property History,
Regulatory History, etc.)
P
Mag,
Mfr, OD,
Ppr
S / M / I Yes: After
QC & OD Department Preference; GC §34090
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-004
Capital Improvement Projects (CIP) - where
Parks, Facilities & Natural Resources is the
Lead: MAINTENANCE-ONLY PROJECTS
(Painting, Re-Roof, etc. - No change in
Infrastructure Configuration)
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: During
Project
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-005
Capital Improvement Projects (CIP) - where
Parks, Facilities & Natural Resources is the
Lead: Administration File
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, 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: During
Project
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
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-006
Capital Improvement Projects (CIP) - where
Parks, Facilities & Natural Resources is the
Lead: 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
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
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-066.5 Tree Maintenance, Trimming, Arborists Reports
for City Street Trees / Median Trees 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Environmental
Services / Lead
Div.

ES-007 Correspondence - Regulatory Agencies Minimum 10
years
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
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-008 Daily Logs (work performed) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk ES-009
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases - Supporting Documents
P Yes
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD City Clerk retains final; GC §34090(a)
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-010 Energy Committee - AGENDAS / STAFF

REPORTS
Minimum 2
years

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

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

City Clerk ES-011 Energy Committee - MINUTES
Copies -
When No
Longer
Required

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

QC & OD
City Clerk retains Originals, GC
§34090.7
City Clerk ES-012
Energy Committee -
AUDIO RECORDINGS of Meetings / Audio
Tapes
Copies -
When No
Longer
Required
Mag City Clerk retains Originals, GC
§34090.7
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-008 Forest Carbon Monitoring Reports, Attestations,
Inventories 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 years
after tax is due or paid Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2),
R&T §19530, GC §34090
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-008 Forest Harvest / Timber Harvest: Log Scale
Ticket Logs, Reports, Timber Tax Filings 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 years
after tax is due or paid Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2),
R&T §19530, GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-013 Forest Management Committee - AGENDAS /

STAFF REPORTS
Minimum 2
years

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

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

City Clerk ES-014 Forest Management Committee - MINUTES Copies -
When No
Longer
Required

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

QC & OD
City Clerk retains Originals, GC
§34090.7
City Clerk ES-015
Forest Management Committee -
AUDIO RECORDINGS of Meetings / Audio
Tapes
Copies -
When No
Longer
Required
Mag City Clerk retains Originals, GC
§34090.7
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-016 Playground Inspections 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-020
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste
Collection / Recycling) . CalRecycle Annual
Waste Diversion Report / CalREcycle Report,
etc.

Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SB 1383
compliance is required for 5 years;
Low-Carbon Fuel Standard regulations
credits can be received for 10 years, &
are eligible for an extension; 14 CCR §
18995;.2 H & S §39730.7; GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-021
Solid Waste Reports to Regulatory Agencies
(California Integrated Waste Management
Board, etc.)
Minimum 10
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-022 Solid Waste Services / Hauler Quarterly
Reports
Minimum 10
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-023 Stormwater Illicit Discharges Minimum 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
2022-0103-DWQ; 40 CFR §§122.21,
122.41, 122.44; GC §34090
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-024
Stormwater Inspections (Business Inspections,
O&M related inspections, / Development
Inspections)
Minimum 5
years

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

QC & OD
Department Preference; Federal
mandate is 3 years; SWRCB Order
2022-0103-DWQ; 40 CFR §§122.21,
122.41, 122.44; GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-025 Stormwater: NPDES Permits / MS-4 Permits
Minimum
Expiration +
5 years

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

QC & OD
Department Preference; Federal
mandate is 3 years; SWRCB Order
2022-0103-DWQ; 40 CFR §§122.21,
122.41, 122.44; GC §34090
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-026 Tree History: Parks, Natural Areas Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Environmental
Services /
Community
Services / Parks,
Facilities &
Natural
Resources
ES-027 Wetlands & Creeks Committee - AGENDAS /

STAFF REPORTS
Minimum 2
years

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

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

City Clerk ES-028 Wetlands & Creeks Committee - MINUTES Copies -
When No
Longer
Required

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

QC & OD
City Clerk retains Originals, GC
§34090.7
City Clerk ES-029
Wetlands & Creeks Committee -
AUDIO RECORDINGS of Meetings / Audio
Tapes
Copies -
When No
Longer
Required
Mag City Clerk retains Originals, GC
§34090.7
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Division
Providing
Service / Work
ES-030
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Yes
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
ES-031
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
ES-032
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 Yes
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

ENVIRONMENTAL SERVICES / COMMUNITY SERVICES / RECREATION Environmental
Services /
Community
Services /
Recreation
ES-033 Registration Database - Recreation
Applications, Waivers, Registration (RecTrac)
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Environmental
Services /
Community
Services /
Recreation
ES-034 Activity Guide / Class Guide / Program Guide,,
etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Environmental
Services /
Community
Services /
Recreation
ES-035
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
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Community
Services /
Recreation
ES-036 Automatic Credit Card Billing Authorization 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference; meets
municipal government auditing
standards; GC §34090
Environmental
Services /
Community
Services /
Recreation
ES-037 Changing Tides Family Services Use
Agreement (Subsidy for Children's Programs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference; meets
municipal government auditing
standards; GC §34090
Environmental
Services /
Community
Services /
Recreation
ES-038 Contracts for Performances / Instructors Completion + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Environmental
Services /
Community
Services /
Recreation
ES-039 Evaluations / Surveys (Program Evaluations
Recreation Evaluations or Surveys) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Environmental
Services /
Community
Services /
Recreation
ES-040 Incident Reports / Disruptive Patrons Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Environmental
Services /
Community
Services /
Recreation
ES-041 Liability Waivers (if separate from another
record) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Community
Services /
Recreation
ES-042 Parks & Recreation Committee - AGENDAS /

STAFF REPORTS
Minimum 2
years

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

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

City Clerk ES-043 Parks & Recreation Committee - MINUTES Copies -
When No
Longer
Required

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

QC & OD
City Clerk retains Originals, GC
§34090.7
City Clerk ES-044
Parks & Recreation Committee -
AUDIO RECORDINGS of Meetings / Audio
Tapes
Copies -
When No
Longer
Required
Mag City Clerk retains Originals, GC
§34090.7
Environmental
Services /
Community
Services /
Recreation
ES-045
Permits / Film Permits / Nature Area Entrance
Permits / Sidewalk Vending Permits / Special
Event Permits, etc. (Includes Insurance
Certificates / ABC Permits where appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Environmental
Services /
Community
Services /
Recreation
ES-046
Program Manager's Files: Activity / Special
Programs / Special Event Files for CitySponsored events: 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
Environmental
Services /
Community
Services /
Recreation
ES-047
Rentals / Facility Use Requests / Field Rentals /
Facility Use Applications / Requests for Rentals
(Includes Insurance Certificates / ABC Permits
where appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Community
Services /
Recreation
ES-048 Reports generated from Registration Database
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Content Not Substantive / Preliminary
drafts / Transitory records (The
database is the original record); GC
§34090
Environmental
Services /
Community
Services /
Recreation
ES-049 Rosters / Sign-in / Sign-Out Sheets for classes / programs
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Environmental
Services /
Community
Services /
Recreation
ES-050 Schedules / Hours (classes / staff) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090

ENVIRONMENTAL SERVICES / STREETS AND UTILITIES

ENVIRONMENTAL SERVICES / STREETS AND UTILITIES / STREETS, FLEET, UNDERGROUND UTILITIES Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-049 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
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-050
Capital Improvement Projects (CIP) - where
Streets & Utilities is the Lead:

MAINTENANCE-ONLY PROJECTS (Painting,
Re-Roof, etc. - No change in Infrastructure
Configuration)
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: During
Project
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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
Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-051 CCTV Collection Line Inspection Tapes / Video
Inspections / Video Tapes / Digital Recordings
Minimum 5
years
Mag,
Mfr, OD,
Ppr
Department Preference; GC §34090 et
seq.

Environmental
Services / Lead
Div.

ES-052 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-053 Fire Hydrant Pressure Tests / Flushing Minimum 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (in Excel); GC
§34090
Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-054
Fleet - 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
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-055
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
Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-056 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
Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-057 Hazardous Waste Manifests P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (City has
"cradle to grave" liability); 40 CFR
262.40, 8 CCR 3204(d)(1)(A), 22 CCR
66262.40; GC §34090
Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-058 Meter Change-Outs / Tags (In CMMS
database)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-059 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.

Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-060 Pressure Vessel Certifications / Permits (Air
Compressors, Propane, etc.)
Expiration of
Certificate or
Permit + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Environmental
Services / Lead
Div.

ES-061
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 &
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-062 Sewer Odor Complaints / Gas Detection
Results / Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-063
Sewer Spills / Sanitary Sewer Overflows
(SSOs) Overflows (SSOs) - For Collections, Not
Treatment Plant
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required to be retained by the agency
for a minimum of 5 years (even though
it is entered into the CIWQS
database); SWRCB Order 2022-0103-
DWQ; 40 CFR 122.41(j)(2); GC
§34090
Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-064
Sewer System Management Plans (SSMP) /
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) / 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 retained 5 years &
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
Engineering ES-065 Sidewalk Grinding, Ramping for Public Sidewalks (may be in CMMS Database) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-065.5 Tree History: Streets Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Environmental
Services /
Streets &
Utilities / Fleet,
Streets,
Underground
Utilities
ES-067 Weekly Reports (work performed) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Division
Providing
Service / Work
ES-068
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Yes
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
ES-069
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
ES-070
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 Yes
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

ENVIRONMENTAL SERVICES / STREETS AND UTILITIES / LABORATORY Environmental
Services /
Laboratory
ES-071
Chains of Custody / Tabular Summaries, Noncompliance Chemistry / Bacteriological:

Groundwater Quality
P
Mag,
Mfr, OD,
Ppr
S / i Yes: After

QC & OD
Department Preference (No legal
mandate applies); GC §34090
Environmental
Services /
Laboratory
OR
Parks, Facilities
and Natural
Resources
ES-072 Chains of Custody / Water Sampling:

Bacteriological / Organics, Wastewater 12 years
Mag,
Mfr, OD,
Ppr
S / i Yes: After

QC & OD
Department preference (5 years is
required); 40 CFR 141.33(a); 22 CCR
§64470
Environmental
Services /
Laboratory
ES-073
Chains of Custody / Water Sampling:

Chemical, Disinfection By-Products,
Trihalomethanes
12 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
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-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).

Environmental
Services /
Laboratory
ES-074 Chains of Custody / Water Sampling: Lead /
Copper 12 years
Mag,
Mfr, OD,
Ppr
S / i Yes: After

QC & OD
Lead and Copper are required for 12
years or 2 compliance cycles (some
compliance cycles are nine years); 22
CCR 64400.25; 22 CCR §64470, 40
CFR 141.33(a); 40 CFR 141.91
Environmental
Services /
Laboratory
ES-075 Laboratory Certification, Inspections / Audits 10 years Mag,
Mfr, OD,
Ppr
S / i Yes: After

QC & OD
Agency preference (consistent with
EPA Good Laboratory Practices); GC
§34090, 40 CFR 792.195
Environmental
Services /
Laboratory
ES-076 Laboratory Chemical Hygiene Plans P
Mag,
Mfr, OD,
Ppr
S / i Yes: After

QC & OD
Unit preference; Claims can be made
for 30 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq.,
8 CCR 14300.33(a); GC §§12946,
34090
Environmental
Services /
Laboratory
ES-077 Laboratory Equipment Calibration / Proficiency
Test Results / Certifications 10 years
Mag,
Mfr, OD,
Ppr
S / i Yes: After

QC & OD
Agency preference (consistent with
EPA Good Laboratory Practices); GC
§34090, 40 CFR 792.195
Environmental
Services /
Laboratory
ES-078 Laboratory Log Books, Notebooks, Corrective
Action Logs, etc. 10 years
Mag,
Mfr, OD,
Ppr
S / i Yes: After
QC & OD 40 CFR 792.195
Environmental
Services /
Laboratory
ES-079 Laboratory Testing Procedures / SOPs
(Standard Operating Procedures)
Superseded
+ 10 years
Mag,
Mfr, OD,
Ppr
S / i Yes: After
QC & OD 40 CFR 792.195

ENVIRONMENTAL SERVICES / STREETS AND UTILITIES / WATER, WASTEWATER OPERATIONS Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-080 SCADA Database (Water Treatment Plant)
Indefinite -
Minimum 5
years
Yes
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; GC §34090,
12168.7
Environmental
Services / Lead
Div.

ES-081 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-18
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).

Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-082 Consumer Confidence Report - Annual Water
Quality Report 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
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-083 Corrective Actions (As a Result of a Violation) - Potable Water
Resolution +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD 40 CFR 141.33(b); 22 CCR §64470
Environmental
Services / Lead
Div.

ES-084 Correspondence - Regulatory Agencies Minimum 10
years
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
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-085 Cross-Connection / Backflow Test Reports 5 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
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-086 Daily Log Sheets - Water Treatment, Water
Disinfection) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-19
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).

Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-087 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
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-088
Potable Water Customer Concerns / Customer
Complaints: Odor / Taste / Visual Complaints
(May be stored in Work Order Database)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
5 years is required in State and
Federal law for any complaints; 40
CFR 122.41(j)(2) & 40 CFR 141.33(b);
22 CCR 64470(a); 22 CCR 64662(b)
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-089 Operations / Maintenance Manuals / O&M
Manuals
Disposal of
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-090 Plant Operator Log Books 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; Meets
Department of Public Heath
requirements; 22 CCR 64662(b); GC
§34090
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-091 Public Notices - Potable Water (Tier 1, 2, / 3) 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-20
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).

Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-092
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water),
DWR (Department of Water Resources), EPA,
MS-4, NPDES, RMP, SWRCB (State Water
Resources Control Board) ,etc.

Minimum 10
years

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

QC & OD
Department Preference; NPDES
Monitoring records required for 3
years; 40 CFR §§122.21, 122.41,
122.44; GC §34090 CCP §337 et seq.

Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-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)
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-094 Reservoir Videos / Photos 10 years
Mag,
Mfr, OD,
Ppr
Department preference; GC §34090
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-095 Reservoirs: Flushing, Disinfection / Cleaning Minimum 3 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Flushing, Disinfection, Inspection &
Cleaning is required for 3 years; 22
CCR §64604(c); GC §34090
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-096 Sanitary Spills / Overflows (SSOs) - Treatment
Plants 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
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-21
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).

Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-097 Sanitary Surveys of Drinking Water Systems 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-098
Sewer System Management Plans (SSMP) /
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) / 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 retained 5 years &
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
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-099
Vulnerability Assessment / Emergency
Response Plan / Risk / Resiliency Assessment
/ Hazard Mitigation Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Highly Confidential; 42 USC 300i-2 (c);
GC §34090
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-100
Water Monitoring Plans: Bacteriological
Monitoring Plans, Disinfection byproduct (DBP)
Monitoring Plan, Microbiological Monitoring
Plans, Source Monitoring Plans, TTHM / HAA5/
MRDL Monitoring Plans, Turbidity Monitoring
Plans, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; must be
retained for as long as the analytical
records for that plan (microbiological
and turbidity analyses 5 years,
chemical analyses 10 years, etc.) 2
CCR 64470(b)(6); GC §34090
Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-101
Water Production Reads / Reports (to State
DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; Meets
California Department of Health
requirements (3 years); 22 CCR
64662(b); GC §34090
ARCATA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL SERVICES (Community Services: Parks, Facilities Natural Resources, Recreation, Streets Utilities: Water and Wastewater) Page ES-22
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).

Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-102 Wastewater Treatment Plant NPDES Permits
for Wastewater Treatment Plant
Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is
3 years); 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Environmental
Services /
Streets &
Utilities / Water,
Wastewater
Operations
ES-103 Well Records (includes Destroyed / Abandoned
Wells) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Division
Providing
Service / Work
ES-104
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Yes
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
ES-105
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
ES-106
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 Yes
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
ARCATA, CA ©1995-2026 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: FINANCE
(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
Finance /
Lead Division FIN-001 Financial Services Database / ERP Database (Springbrook) Indefinite -
Minimum 7
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
26 CFR 31-6001-1; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12960,
34090
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 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 Budgets - Adopted / Final P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Admin. FIN-006 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

Finance /
Admin. FIN-007 Investment Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Admin. FIN-008
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 ARCATA, CA ©1995 - 2026 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: FINANCE
(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 / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-007 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
Finance /
General
Accounting
FIN-008
Accounts Payable / Invoices / Backup
(Includes Invoices, Purchase Orders, Travel
Expense Reimbursements, Warrant Request,
Vouchers, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to facilitate
grant audits; meets municipal
government auditing standards; GC
§34090
Finance /
General
Accounting
FIN-009
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-010
Bank Statements, Investment Account
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-011 Checks / Warrant Register Report (Adopted by Resolution)
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-012 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-013
Daily Cash Record (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
ARCATA, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: