Agenda packet — Arroyo Grande City Council, May 13, 2025 (part 1 of 4)

CITY COUNCIL MEETING

AGENDA SUMMARY

Tuesday, May 13, 2025, 6:00 p.m.

In person at:

Arroyo Grande City Council Chamber
215 E. Branch Street, Arroyo Grande, CA 93420
AND via Zoom at:
https://arroyogrande-org.zoom.us/webinar/register/WN_NRsyFrUIQ_6179_iBTyDVA Please click the link above to register to join the Zoom Meeting This City Council meeting is being conducted in a hybrid in-person/virtual format. Please be advised that while the City will endeavor to ensure these remote participation methods are available, the City does not guarantee that they will be technically feasible or work all the time. Further, the City reserves the right to terminate these remote participation methods (subject to Brown Act restrictions) at any time and for any reason. Members of the public may participate and provide public comment on agenda items during the meeting in person at the location identified above, by joining the Zoom meeting, or by submitting written public comments to the Clerk of the Council at [email protected]. Meetings will be broadcast live on Channel 20 and streamed on the City’s Website.

CLOSED SESSION:

None.

1. CALL TO ORDER

2. ROLL CALL

3. MOMENT OF REFLECTION

4. FLAG SALUTE

5. AGENDA REVIEW

5.a Closed Session Announcements
None.

5.b Ordinances read in title only
None.

6. SPECIAL PRESENTATIONS

6.a Honorary Proclamation - National Foster Care Month 2025

6.b Introduction and Oath of Office for New FCFA Engineers Steven Hensley, Jeff Lane, and John Penner
(HALLETT)

6.c City Manager Communications
(DOWNING)
Recommended Action:

Receive correspondence/comments as presented by the City Manager and Provide direction, as necessary.

7. CITY COUNCIL REPORTS
None.

Reports are made during the Second Council Meeting each month.

8. COMMUNITY COMMENTS AND SUGGESTIONS
This public comment period is an invitation to members of the community to present issues, thoughts, or suggestions on matters not scheduled on this agenda. Comments should be limited to those matters that are within the jurisdiction of the City Council. Members of the public may provide public comment in-person or remotely by registering and joining the Zoom meeting utilizing the link provided below. Once in the meeting, please use the “raise hand” feature to indicate your desire to provide public comment.

Click the link below to register to join the webinar: https://arroyograndeorg.zoom.us/webinar/register/WN_NRsyFrUIQ_6179_iBTyDVA •
After registering, you will receive a confirmation email containing information about joining the webinar.
•
Please be advised that while the City will endeavor to ensure these remote participation methods are available, the City does not guarantee that they will be technically feasible or work all the time.

Further, the City reserves the right to terminate these remote participation methods (subject to Brown Act restrictions) at any time and for any reason. Please attend in person or submit your comment via email to the City Clerk by 2:00 p.m. the day of the meeting to have it included as part of the record.

The Brown Act restricts the Council from taking formal action on matters not published on the agenda. In response to your comments, the Mayor or presiding Council Member may:
• Direct City staff to assist or coordinate with you.
• A Council Member may state a desire to meet with you.

It may be the desire of the Council to place your issue or matter on a future Council agenda.
•
Please adhere to the following procedures when addressing the Council:
• Comments should be limited to 1 minute or less.

Your comments should be directed to the Council as a whole and not directed to individual Council members.
•
Slanderous, profane or personal remarks against any Council Member or member of the audience shall not be permitted.
•

9. CONSENT AGENDA

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The following routine items listed below are scheduled for consideration as a group. The recommendations for each item are noted. Any member of the public who wishes to comment on any Consent Agenda item may do so at this time. Any Council Member may request that any item be withdrawn from the Consent Agenda to permit discussion or change the recommended course of action. The City Council may approve the remainder of the Consent Agenda on one motion.

9.a Cash Disbursement Ratification
(VALENTINE)
Recommended Action:

Review and ratify the attached listing of cash disbursements for the period of April 1 through April 15, 2025.

9.b Statement of Investment Deposits for March 2025
(VALENTINE)
Recommended Action:

Receive and file the attached report listing investment deposits of the City of Arroyo Grande as of March 31, 2025, as required by Government Code Section 53646(b).

9.c Approval of Minutes
(MATSON)
Recommended Action:

Approve the minutes of the Regular City Council Meeting of April 22, 2025, as submitted.

9.d Modifications to the Citywide Records Retention Schedule (MATSON)
Recommended Action:
1) Adopt a Resolution approving a modified Citywide Records Retention Schedule and authorizing the destruction of certain City records; and 2) Determine that adopting the Resolution is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060 (c)(2) and (3), 15378.)

9.e Resolutions Ordering the Preparation of Annual Engineer’s Reports for Assessment Districts for FY 2025-26
(ROBESON)
Recommended Action:
1) Adopt Resolutions ordering the preparation and filing of Annual Engineer's Reports for the Parkside Village Assessment District ("Parkside Village"), Grace Lane Assessment District ("Grace Lane"), and Landscaping and Lighting Assessment District No. 1, within Tract 1769 ("Tract 1769"), for FY 2025-26; and;
2) Determine that adopting the Resolutions ordering the Engineer's reports is not a project subject to the California Environmental Quality Act ("CEQA") because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines,§§ 15060, subd. (c)(2)-(3), 15378.)

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10. PUBLIC HEARINGS

10.a Tourism Business Improvement District Public Hearing to Levy Annual Assessment and FY 2025-26 Budget
(BOHLKEN)
Recommended Action:
1) Conduct a public hearing to receive public comment and protests regarding the City Council’s intention to continue the Arroyo Grande Tourism Business Improvement District (AGTBID), confirm the annual report (the “Annual Report”), and levy an annual assessment for FY 2025-26;
2) Determine if a majority protest has been received; if no majority protest has been received, adopt a Resolution confirming the Annual Report and assessment to be levied within the AGTBID for Fiscal Years 2025-26;
3) Adopt a Resolution approving the FY 2025-26 operating budget for the AGTBID ; and 4) Determine that conducting a public hearing to adopt a Resolution confirming the Annual Report and to levy and collect assessments, and adopting a Resolution to approve the AGTBID operating budget is not subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060 (c)(2) and (3), 15378.)

11. BUSINESS ITEMS

11.a Tourism Marketing Services Agreement Extension
(BOHLKEN)
Recommended Action:
1) Adopt a Resolution authorizing the City Manager to extend the agreement between the City and Commune Communication in the amount of $250,000 for Arroyo Grande Tourism Business Improvement District (AGTBID) Marketing Services for one year; and 2) Find that executing the contract extension is not a project subject to the California Environmental Quality Act (CEQA) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (c)(2)-(3), 15378.)

11.b Operational and Organizational Assessment
(DOWNING)
Recommended Action:
1) Receive the Report and Recommendations in the Operational and Organizational Assessment; and
2) Direct staff to move forward with incorporating specific priority recommendations as Service Level Requests into the FY 2025-27 Biennial Budget.

11.c Ten Year Capital Improvement Program, Measure E-24 Local Sales Tax Fund Expenditure Program, and Measure O-06 Local Sales Tax Fund Expenditure Program

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(DOWNING/VALENTINE)
Recommended Action:
1) Adopt a Resolution approving the City’s 10-Year Capital Improvement Program for Fiscal Year 2025-26 through Fiscal Year 2034-35; and
2) Find that the approval of the Resolution is statutorily exempt from the California Environmental Quality Act (CEQA) under State CEQA Guidelines, Section §15061(b)(3), as such approval does not have the potential to result in an effect on the environment. The approval does not commit the City to any of the identified projects in the CIP. Each individual project in the plan will be subject to CEQA review as required by law. Secondly, this action constitutes an organizational or administrative activity that will not result in a physical change in the environment and is therefore not subject to CEQA pursuant to Section §15378(b)(5).

12. COUNCIL COMMUNICATIONS
Any Council Member may ask a question for clarification, make an announcement, or report briefly on his or her activities. In addition, subject to Council policies and procedures, Council Members may request staff to report back to the Council at a subsequent meeting concerning any matter or request that staff place a matter of business on a future agenda. Any request to place a matter of business for original consideration on a future agenda requires the concurrence of at least two other Council Members.

13. ADJOURNMENT
All staff reports or other written documentation, including any supplemental material distributed to a majority of the City Council within 72 hours of a regular meeting, relating to each item of business on the agenda are available for public inspection during regular business hours in the City Clerk’s office, 300 E. Branch Street, Arroyo Grande. If requested, the agenda shall be made available in appropriate alternative formats to persons with a disability, as required by the Americans with Disabilities Act. To make a request for disability-related modification or accommodation, contact the Legislative and Information Services Department at 805-473-5400 as soon as possible and at least 48 hours prior to the meeting date.

This agenda was prepared and posted pursuant to Government Code Section 54954.2 Agenda reports can be accessed and downloaded from the City’s website at www.arroyogrande.org If you would like to subscribe to receive email or text message notifications when agendas are posted, you can sign up online through the “Notify Me” feature.

City Council Meetings are streamed live on the City’s Website and recorded for replay on Arroyo Grande’s Government Access Channel 20.

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Item 6.a.

Item 9.a.

MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Director of Administrative Services BY: Megan Schotborgh, Accounting Manager
SUBJECT: Cash Disbursement Ratification
DATE: May 13, 2025
RECOMMENDATION:

Review and ratify the attached listing of cash disbursements for the period of April 1 through April 15, 2025.

IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

There is a $2,742,496.54 fiscal impact for the period of April 1 through April 15, 2025, that includes the following items:
 Accounts Payable Checks $2,238,119.54
 Payroll & Benefit Checks $504,377.00
BACKGROUND:

Cash disbursements are made weekly based on the submission of all required documents supporting the invoices submitted for payment. Prior to payment, Administrative Services staff review all disbursement documents to ensure that they meet the approval requirements adopted in the Municipal Code and the City’s Purchasing Policies and Procedures Manual.

ANALYSIS OF ISSUES:

The attached listing represents the cash disbursements required of normal and usual operations during the period. The disbursements are accounted for in the FY 2024-25 budget.

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Approve staff’s recommendation;

2. Do not approve staff’s recommendation; or

3. Provide other direction to staff.

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Item 9.a.

City Council
Cash Disbursement Ratification
May 13, 2025

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ADVANTAGES:
 The Administrative Services Department monitors payments of invoices for accountability, accuracy, and completeness using standards approved by the City Council.
 Invoices are paid in a timely manner to establish goodwill with merchants.  Discounts are taken where applicable.

DISADVANTAGES:

There are no disadvantages identified in this recommendation.

ENVIRONMENTAL REVIEW:

Ratifying the cash disbursements is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (c)(2)-(3), 15378.)
PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

ATTACHMENTS:

1. April 1 through April 15, 2025 – Accounts Payable Check Register

2. April 4, 2025 – Payroll & Benefit Check Register

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City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 1 ends

INV GROUP:040325 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION 108367 ABALONE COAST ANALYTICAL INC
304241 P 04/03/25 10054301 5303 CONTRACTUAL SERVICES 3,708.00 115523 ADAMSKI MOROSKI MADDEN
304242 P 04/03/25 10014101 5303 CONTRACTUAL SERVICES 74.00 115935 ADT COMMERCIAL LLC
304243 P 04/03/25 10014140 5303 CONTRACTUAL SERVICES 5,424.12 114672 AMAZON CAPITAL SERVICES
304244 P 04/03/25 10024130 5201 SUPPLIES-OFFICE 84.26
304244 P 04/03/25 10034201 5255 SPECIAL DEPARTMENT SUPPLIE 187.47 304244 P 04/03/25 10034201 5303 CONTRACTUAL SERVICES 228.35 304244 P 04/03/25 10034201 5501 TRAVEL/CONFERENCE/TRAINING 152.90 304244 P 04/03/25 10034203 5272 PROTECTIVE/SAFETY CLOTHING 52.78 304244 P 04/03/25 10034204 5501 TRAVEL/CONFERENCE/TRAINING 322.92 304244 P 04/03/25 10044420 5255 SPECIAL DEPARTMENT SUPPLIE 57.10 304244 P 04/03/25 10044420 5273 SMALL TOOLS 32.31
304244 P 04/03/25 10044420 5605 MAINTENANCE-GROUNDS 60.76 304244 P 04/03/25 10054308 5604 MAINTENANCE-BUILDINGS 618.41 304244 P 04/03/25 22064303 5201 SUPPLIES-OFFICE 247.80
304244 P 04/03/25 64054710 5201 SUPPLIES-OFFI 39.77
106226 APPLIED TECHNOLOGY GROUP INC
304245 P 04/03/25 10034204 5606 MAINTENANCE-RADIO COMM. 167.92 106607 AT&T
304246 P 04/03/25 10014145 5403 TELECOMMUNICATIONS 30.09 304246 P 04/03/25 10034201 5403 TELECOMMUNICATIONS 306.20 116307 ATLAS PERFORMANCE INDUSTRIES INC
304247 P 04/03/25 10014145 5553 RENT-BUILDINGS & LAND 2,100.00 107492 BATTERY SYSTEMS
304248 P 04/03/25 22064303 5603 MAINTENANCE-MACH & EQUIP 75.63 304248 P 04/03/25 64054712 5603 MAINTENANCE-MACH & EQUIP 75.64 Attachment 1

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City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 2 ends

INV GROUP:040325 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION 113248 BEATTY, IRINA
304249 P 04/03/25 10044424 5351 SERVICES-CLASSES 1,020.00 113890 BOONE PRINTING & GRAPHICS INC
304250 P 04/03/25 10014102 5255 SPECIAL DEPARTMENT SUPPLIE 863.89 109909 BSN SPORTS, LLC
304251 P 04/03/25 10054330 5605 MAINTENANCE-GROUNDS 416.13 101577 BURDINE PRINTING
304252 P 04/03/25 10014102 5255 SPECIAL DEPARTMENT SUPPLIE 107.24 100095 BURKE AND PACE OF AG, INC
304253 P 04/03/25 22064303 5613 MAINTENANCE-STREETS & BRID 19.49 100122 CA DEPT OF TAX & FEE ADMIN
304254 P 04/03/25 100 2014 STATE USE TAX PAYABLE 3,764.00 100110 CA ST DEPT OF CORRECTIONS
304255 P 04/03/25 22064303 5303 CONTRACTUAL SERVICES 2,199.02 100134 CA ST DEPT OF JUSTICE
304256 P 04/03/25 10014110 5316 JOB RECRUITMENT EXPENSE 32.00 304256 P 04/03/25 10024130 5316 JOB RECRUITMENT EXPENSE 32.00 304256 P 04/03/25 10034201 5316 JOB RECRUITMENT EXPENSE 79.00 304256 P 04/03/25 10034204 5329 LIVE SCAN FINGERPRINTING E 186.00 304256 P 04/03/25 10044420 5316 JOB RECRUITMENT EXPENSE 32.00 304256 P 04/03/25 61254610 5316 JOB RECRUITMENT EXPENSE 32.00 107085 CALPORTLAND CONSTRUCTION
304257 P 04/03/25 22064303 5613 MAINTENANCE-STREETS & BRID 628.49 Attachment 1

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City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 3 ends

INV GROUP:040325 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION 113129 CHARTER COMMUNICATIONS
304258 P 04/03/25 10034201 5403 TELECOMMUNICATIONS 199.98 112059 CINOWALT, KATHLEEN J
304259 P 04/03/25 10044424 5351 SERVICES-CLASSES 29.60
100288 CITY OF GROVER BEACH
304260 P 04/03/25 61204000 4751 UTILITY BILLING 178.15
112118 CK CONSULTING
304261 P 04/03/25 12014118 5303 CONTRACTUAL SERVICES 1,812.50 112414 CLAIR, REBECCA
304262 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 100.00 115877 COX, ZABRINA
304263 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 112568 CSG CONSULTANTS INC
304264 P 04/03/25 10024160 5303 CONTRACTUAL SERVICES 33,149.78 109431 CUDDY, GAYLE
304265 P 04/03/25 10044424 5351 SERVICES-CLASSES 268.80 106653 DATAPROSE LLC
304266 P 04/03/25 61254610 5555 BANK CHARGES 131.67
304266 P 04/03/25 64054710 5208 POSTAGE/MAILING 1,852.23 304266 P 04/03/25 64054710 5303 CONTRACTUAL SERVICES 400.00 304266 P 04/03/25 64054710 5555 BANK CHARGES 526.68
Attachment 1

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City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 4 ends

INV GROUP:040325 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION 113154 DAVID, STACEY
304267 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 107743 FAMCON PIPE AND SUPPLY INC
304268 P 04/03/25 22064303 5613 MAINTENANCE-STREETS & BRID 1,131.00 100240 FARM SUPPLY CO
304269 P 04/03/25 21454550 5606 MAINTENANCE-RADIO COMM. 976.90 304269 P 04/03/25 22064303 5613 MAINTENANCE-STREETS & BRID 74.66 101884 FASTENAL COMPANY
304270 P 04/03/25 10044420 5605 MAINTENANCE-GROUNDS 300.88 109525 FIGUEROA'S TIRES
304271 P 04/03/25 10044420 5601 MAINTENANCE-VEHICLES 560.16 304271 P 04/03/25 22064303 5601 MAINTENANCE-VEHICLES 1,120.32 116290 FISSELL, MARLENE
304272 P 04/03/25 10044424 5351 SERVICES-CLASSES 280.00 113533 FIVE CITIES DUPLICATE BRIDGE
304273 P 04/03/25 10044424 5351 SERVICES-CLASSES 2,208.50 111625 GARCIA, MELISSA
304274 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 100499 GRAND AWARDS, INC
304275 P 04/03/25 10014001 5201 SUPPLIES-OFFICE 77.58
108351 HARVEY'S HONEY HUTS
304276 P 04/03/25 35055556 7001 CONSTRUCTION 965.39
Attachment 1

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City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

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INV GROUP:040325 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION

100208 JB DEWAR, INC
304277 P 04/03/25 10034203 5601 MAINTENANCE-VEHICLES 42.48 304277 P 04/03/25 10034203 5608 GAS & OIL 43.28

115070 JD ELECTRIC
304278 P 04/03/25 10054308 5303 CONTRACTUAL SERVICES 785.00

114838 LA PAZ, JHADE
304279 P 04/03/25 10044424 5352 SERVICES-LEAGUES 198.00

116053 LEE, AMELIA
304280 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 304280 P 04/03/25 10004000 4354 PARK USER FEES 65.00

116382 LOOMIS, KATHRYN
304281 P 04/03/25 10044424 5351 SERVICES-CLASSES 922.00

112493 LOPEZ, ANDREA
304282 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00

116276 LORENCZ, LARISSA
304283 P 04/03/25 10044424 5352 SERVICES-LEAGUES 66.00

100393 LUCIA MAR UNIFIED SCHOOL DIST
304284 P 04/03/25 10044424 5351 SERVICES-CLASSES 90.00

115140 MALHERBE, RIANNA
304285 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00

116323 MAULE, TAMMY L CROSS
Attachment 1

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City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 6 ends

INV GROUP:040325 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION 304286 P 04/03/25 10044424 5351 SERVICES-CLASSES 268.80

116375 MEJIA JR, ALEJANDRO
304287 P 04/03/25 10044424 5352 SERVICES-LEAGUES 181.50

100429 MINER'S ACE HARDWARE, INC
304288 P 04/03/25 10034203 5255 SPECIAL DEPARTMENT SUPPLIE 51.69 304288 P 04/03/25 10044420 5605 MAINTENANCE-GROUNDS 39.57 304288 P 04/03/25 10054301 5201 SUPPLIES-OFFICE 10.86
304288 P 04/03/25 10054308 5604 MAINTENANCE-BUILDINGS 181.29 304288 P 04/03/25 64054712 5255 SPECIAL DEPARTMENT SUPPLIE 16.14 304288 P 04/03/25 64054712 5610 MAINTENANCE-LINES & PUMPS 107.74

115783 MINTIER HARNISH LP
304289 P 04/03/25 10024130 5303 CONTRACTUAL SERVICES 33,627.46

114042 NELSON, NICCOLA
304290 P 04/03/25 10044424 5351 SERVICES-CLASSES 291.20

101265 NEW TIMES
304291 P 04/03/25 10014002 5301 ADVERTISING 354.00
304291 P 04/03/25 10024130 5301 ADVERTISING 237.00

113509 OFFICE1
304292 P 04/03/25 10034204 5602 MAINTENANCE-OFFICE EQUIPME 805.89

999999 ONE TIME PAY
304293 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 304294 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 304295 P 04/03/25 10004000 4605 SPEC.INT.CLASSES 25.00
304296 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 100.00 304297 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 304298 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 304299 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 304300 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 304300 P 04/03/25 10004000 4354 PARK USER FEES 95.00
TOTAL FOR 304300 145.00
Attachment 1

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City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 7 ends

INV GROUP:040325 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION 304301 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 304302 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 223.00 304302 P 04/03/25 10004000 4354 PARK USER FEES -173.00
TOTAL FOR 304302 50.00
304303 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 304304 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00 304305 P 04/03/25 10004000 4605 SPEC.INT.CLASSES 105.00 999997 ONE TIME PAY REFUND
304306 P 04/03/25 640 2301 DEPOSIT RENTERS 179.93
304307 P 04/03/25 640 2301 DEPOSIT RENTERS 1.77
304308 P 04/03/25 640 2301 DEPOSIT RENTERS 169.62
304309 P 04/03/25 640 2301 DEPOSIT RENTERS 140.13
304310 P 04/03/25 640 2301 DEPOSIT RENTERS 16.43
304311 P 04/03/25 640 2301 DEPOSIT RENTERS 15.41
100481 PACIFIC GAS & ELECTRIC CO
304312 P 04/03/25 10014145 5401 UTILITIES 12,718.03
304312 P 04/03/25 10054307 5402 POWER 2,389.54
304312 P 04/03/25 21754560 5355 PARKWAY MAINTENANCE-TR 176 14.54 304312 P 04/03/25 61254610 5402 POWER 3,460.90
304312 P 04/03/25 64054711 5402 POWER 3,615.44
304312 P 04/03/25 64054712 5402 POWER 7,766.36
107108 PARAMOUNT CLEANERS
304313 P 04/03/25 10034201 5303 CONTRACTUAL SERVICES 483.00 104158 PHOENIX GROUP
304314 P 04/03/25 10034204 5303 CONTRACTUAL SERVICES 201.09 115498 PITNEY BOWES BANK INC, PURCHASE POWER
304315 P 04/03/25 10034204 5602 MAINTENANCE-OFFICE EQUIPME 502.25 115459 PRUDENTIAL OVERALL SUPPLY
304316 P 04/03/25 10044420 5143 UNIFORM ALLOWANCE 104.05 304316 P 04/03/25 10054305 5143 UNIFORM ALLOWANCE 56.26 304316 P 04/03/25 10054308 5143 UNIFORM ALLOWANCE 51.06 304316 P 04/03/25 10054308 5303 CONTRACTUAL SERVICES 143.13 304316 P 04/03/25 10054330 5143 UNIFORM ALLOWANCE 33.70 Attachment 1

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City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

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INV GROUP:040325 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION 304316 P 04/03/25 22064303 5143 UNIFORM ALLOWANCE 80.06 304316 P 04/03/25 61254610 5143 UNIFORM ALLOWANCE 49.54 304316 P 04/03/25 64054712 5143 UNIFORM ALLOWANCE 84.02

116354 PULLEN, BRADLEY
304317 P 04/03/25 10034204 5501 TRAVEL/CONFERENCE/TRAINING 905.12

116325 RAFTELIS FINANCIAL CONSULTANTS INC
304318 P 04/03/25 10014120 5303 CONTRACTUAL SERVICES 10,900.00

108416 REED, JENNIE
304319 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00

113127 ROBERT HALF
304320 P 04/03/25 10014120 5303 CONTRACTUAL SERVICES 1,076.99

112113 ROCHA, ANNA
304321 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00

115472 RYAN, COLLEEN
304322 P 04/03/25 100 2206 DEPOSITS-COMMERCIAL BLDG. 50.00

113441 SCHMIDT, SHELLY LYNN
304323 P 04/03/25 10044424 5353 SERVICES-EVENTS 200.00
304324 P 04/03/25 10044424 5351 SERVICES-CLASSES 490.00

100605 SOCALGAS
304325 P 04/03/25 10014145 5401 UTILITIES 710.96

100620 STREATOR PIPE & SUPPLY
304326 P 04/03/25 10054308 5604 MAINTENANCE-BUILDINGS 58.19 Attachment 1

Page 16 of 504 ends

City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 9 ends

INV GROUP:040325 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION

116147 THE TEMPLE OF THE PEOPLE
304327 P 04/03/25 10044424 5251 SUPPLIES-RECREATION CLASSE 500.00

114090 THE UPS STORE
304328 P 04/03/25 61254610 5610 MAINTENANCE-LINES & PUMPS 43.69

108042 TOM'S AUTO SERVICE
304329 P 04/03/25 10034203 5601 MAINTENANCE-VEHICLES 124.11

116278 TOTAL COMMUNICATIONS SOLUTIONS
304330 P 04/03/25 10014140 5303 CONTRACTUAL SERVICES 250.78

104609 TROESH RECYCLING, INC
304331 P 04/03/25 64054712 5610 MAINTENANCE-LINES & PUMPS 168.73

100904 TYLER TECHNOLOGIES INC
304332 P 04/03/25 35055453 7301 CONTRACT ADMIN/INSPECTION 9,600.00

105252 ULTREX BUSINESS PRODUCTS
304333 P 04/03/25 10014102 5602 MAINTENANCE-OFFICE EQUIPME 61.96 304333 P 04/03/25 61254610 5201 SUPPLIES-OFFICE 614.73

100677 VALKO, PEGGY
304334 P 04/03/25 10044424 5351 SERVICES-CLASSES 249.60

100685 WALLACE GROUP A CALIF CORP
304335 P 04/03/25 61254610 5303 CONTRACTUAL SERVICES 6,118.68

102609 WATERBOYS PLUMBING
304336 P 04/03/25 22654306 5303 CONTRACTUAL SERVICES 380.00 Attachment 1

Page 17 of 504 ends

City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 10 ends

INV GROUP:040325 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION

113459 YOUTH EVOLUTION BASKETBALL
304337 P 04/03/25 10044424 5351 SERVICES-CLASSES 661.50

115850 ZEPEDA, MISTY
304338 P 04/03/25 10044424 5352 SERVICES-LEAGUES 132.00

REPORT TOTALS 174,985.67

COUNT AMOUNT
TOTAL PRINTED CHECKS 98 174,985.67
Attachment 1

Page 18 of 504 ends

City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 11 ends

INV GROUP:041025PY TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION 100723 CA ST EMPLOYMENT DEVEL DEPT
304448 M 04/18/25 110 2108 STATE WITHHOLDING 22,086.12
304448 M 04/18/25 110 2111 STATE DISABILITY INSURANCE 5,685.39

105981 CA STATE DISBURSEMENT UNIT
304450 M 04/18/25 110 2114 GARNISHMENTS 401.06

100039 CITY OF ARROYO GRANDE
304449 M 04/18/25 110 2104 FEDERAL WITHHOLDING 52,761.30 304449 M 04/18/25 110 2105 SOCIAL SECURITY 78,985.68

100729 PERS - RETIREMENT
304451 M 04/18/25 110 2106 PERS RETIREMENT 112,545.57

REPORT TOTALS 272,465.12

COUNT AMOUNT
TOTAL MANUAL CHECKS 4 272,465.12
Attachment 1

Page 19 of 504 ends

City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 12 ends

INV GROUP:041125 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION 101917 BOB'S EXPRESS WASH
304345 P 04/11/25 10034203 5601 MAINTENANCE-VEHICLES 143.00 304345 P 04/11/25 10034204 5601 MAINTENANCE-VEHICLES 94.00 304345 P 04/11/25 10044420 5601 MAINTENANCE-VEHICLES 13.00 304345 P 04/11/25 64054712 5601 MAINTENANCE-VEHICLES 42.00 111599 BOHLKEN, SHERIDAN
304346 P 04/11/25 10044421 5501 TRAVEL/CONFERENCE/TRAINING 293.46 304346 P 04/11/25 10044424 5252 SUPPLIES-RECREATION EVENTS 103.40 304346 P 04/11/25 10044424 5353 SERVICES-EVENTS 208.51
100095 BURKE AND PACE OF AG, INC
304347 P 04/11/25 22064303 5613 MAINTENANCE-STREETS & BRID 35.39 116386 CALLYO 2009 CORP
304348 P 04/11/25 10034204 5303 CONTRACTUAL SERVICES 3,120.00 108558 CAME SECURITY ALARMS
304349 P 04/11/25 10034201 5303 CONTRACTUAL SERVICES 1,014.00 116352 CITYDATA INC
304350 P 04/11/25 10044424 5353 SERVICES-EVENTS 795.00
108370 COMPLETE PAPERLESS SOLUTIONS
304351 P 04/11/25 10034204 5607 MAINTENANCE-COMPUTER SOFTW 1,799.36 112568 CSG CONSULTANTS INC
304352 P 04/11/25 35055475 7701 CONCEPT STUDIES 1,870.00 100722 DELTA DENTAL
304376 T 04/11/25 10014099 5132 DENTAL INSURANCE 2,440.01 304376 T 04/11/25 110 2110 DENTAL INSURANCE 8,500.68
Attachment 1

Page 20 of 504 ends

City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 13 ends

INV GROUP:041125 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION 114171 HEALTH AND HUMAN RESOURCE CTR
304353 P 04/11/25 100 1111 ACCOUNTS RECEIVABLE - FCFA 49.41 304353 P 04/11/25 10014145 5147 EMPLOYEE ASSISTANCE PROGRA 197.64

100726 ICMA RETIREMENT CORP, PLAN ID 302419
304377 T 04/11/25 110 2117 DEFERRED COMPENSATION 19,361.87

115804 KTUA
304354 P 04/11/25 35055695 7701 CONCEPT STUDIES 32,234.12

114838 LA PAZ, JHADE
304355 P 04/11/25 10044424 5352 SERVICES-LEAGUES 115.50

116387 LOS PADRES FIRE PROTECTION
304356 P 04/11/25 10054308 5303 CONTRACTUAL SERVICES 430.29

116375 MEJIA JR, ALEJANDRO
304357 P 04/11/25 10044424 5352 SERVICES-LEAGUES 115.50

115977 NATIONAL RECREATION & PARK
304358 P 04/11/25 10044421 5503 MEMBERSHIPS & SUBSCRIPTION 180.00

116339 PAPICH CONSTRUCTION COMPANY INC
304359 P 04/11/25 35055638 7001 CONSTRUCTION 1,190,699.16

113639 PEAKWIFI LLC
304360 P 04/11/25 10004000 4809 DONATIONS 500.00

100492 PETTY CASH
304361 P 04/11/25 100 1033 CHANGE CASH-SPECIAL RECREA 500.00

Attachment 1

Page 21 of 504 ends

City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 14 ends

INV GROUP:041125 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION 116003 SCHEIDT, TYLER JAMES
304362 P 04/11/25 35055621 7001 CONSTRUCTION 1,072.88

116392 SKYLINE CUSTOM OUTFITTERS INC
304363 P 04/11/25 10034206 6301 VEHICLES 10,505.80

100553 SLO COUNTY CLERK-RECORDER
304364 P 04/11/25 10014002 5506 ELECTIONS 56,913.46

100731 SLO COUNTY SHERIFF'S DEPT
304365 P 04/11/25 10034201 5303 CONTRACTUAL SERVICES 254,688.50

106096 SLO COUNTY SHERIFF-CORONER
304366 P 04/11/25 10034204 5324 FORENSIC MANDATE SERVICES 841.00

114978 SOUSA, GARRETT
304367 P 04/11/25 10034203 5501 TRAVEL/CONFERENCE/TRAINING 223.17 304367 P 04/11/25 10034204 5501 TRAVEL/CONFERENCE/TRAINING 38.91

100733 STANDARD INSURANCE CO
304368 P 04/11/25 110 2113 LIFE INSURANCE 3,207.31

116341 THE J.F. WILL COMPANY INC
304369 P 04/11/25 64055977 7001 CONSTRUCTION 128,616.64 304369 P 04/11/25 64055977 7201 CONSTRUCTION CONTINGENCY 2,596.35

109403 US BANK OF CALIFORNIA
304378 T 04/11/25 110 2107 PARS RETIREMENT 1,002.75

100822 US POSTMASTER
304370 P 04/11/25 10044421 5504 PUBLIC RELATIONS 5,751.62 Attachment 1

Page 22 of 504 ends

City of Arroyo Grande

PAID INVOICES REPORT
Report generated: 04/29/2025 0:58
User: mschotborgh
Program ID: appdwarr

Page 15 ends

INV GROUP:041125 TO FISCAL 2025/10 07/01/2024 TO 06/30/2025

VENDOR NAME CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION 109528 USDA
304379 T 04/11/25 47214101 5802 DEBT- INTEREST PAYMENT 14,981.25 100737 VISION SERVICE PLAN
304371 P 04/11/25 10014099 5133 VISION INSURANCE 577.47 304371 P 04/11/25 110 2119 VISION INSURANCE 2,251.26
100685 WALLACE GROUP A CALIF CORP
304372 P 04/11/25 61254610 5303 CONTRACTUAL SERVICES 693.75 107599 WATER SYSTEMS CONSULTING INC
304373 P 04/11/25 64054710 5303 CONTRACTUAL SERVICES 2,930.98 114673 WHITE BRENNER LLP
304374 P 04/11/25 64054710 5575 INSURANCE CLAIMS/SETTLEMEN 30,772.35 100699 WILSON ELECTRIC COMPANY INC, LEE
304375 P 04/11/25 35055638 7002 CONSTRUCTION-PUBLIC WORKS 8,148.00 REPORT TOTALS 1,790,668.75

COUNT AMOUNT
TOTAL PRINTED CHECKS 31 1,744,382.19
TOTAL EFT TRANSFERS 4 46,286.56
** END OF REPORT - Generated by Megan Schotborgh **
Attachment 1

Page 23 of 504 ends

General Fund 445,404.62 5101 Salaries Full time 295,509.14 Streets Fund 18,290.82 5101 Volunteer Employee Retirement - Sewer Fund 14,675.32 5102 Salaries Part-Time - PPT 6,811.99 Water Fund 26,006.24 5103 Salaries Part-Time - TPT 4,878.94 504,377.00 5105 Salaries OverTime 17,502.51
5106 Salaries Strike Team OT -
5107 Salaries Standby 2,003.30
5108 Holiday Pay 8,300.24
5109 Sick Pay 5,600.29
Administrative Services - 5110 Annual Leave Buyback -
Information Services - 5111 Vacation Buyback -
Community Development - 5112 Sick Leave Buyback -
Police 15,854.50 5113 Vacation Pay 7,292.77
Public Works - Maintenance 448.91 5114 Comp Pay 4,948.48 Public Works - Enterprise 1,199.10 5115 Annual Leave Pay 12,576.48 Recreation - Administration 5116 Salaries - Police FTO - Recreation - Special Events - 5121 PERS Retirement 42,395.61 17,502.51 5122 Social Security 27,392.30
5123 PARS Retirement 188.10
5126 State Disability Ins. 4,316.30
5127 Deferred Compensation 766.66
5131 Health Insurance 56,550.78
5132 Dental Insurance 3,070.07
5133 Vision Insurance 866.31
5134 Life Insurance 408.10
5135 Long Term Disability 524.80
5137 Leave Payouts -
5142 Unemployment Insurance -
5143 Uniform Allowance -
5144 Car Allowance 887.50
5146 Council Expense -
5147 Employee Assistance -
5148 Boot Allowance -
5149 Motor Pay 126.33
5150 Bi-Lingual Pay 150.00
5151 Cell Phone Allowance 1,310.00
504,377.00
OVERTIME BY DEPARTMENT:

CITY OF ARROYO GRANDE

DEPARTMENTAL LABOR DISTRIBUTION

PAY PERIOD
03/14/2025 - 03/27/2025
4/4/2025

BY FUND BY ACCOUNT

Page 24 of 504 ends

Item 9.b.

MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Director of Administrative Services BY: Megan Schotborgh, Accounting Manager
SUBJECT: Statement of Investment Deposits for March 2025 DATE: May 13, 2025
RECOMMENDATION:

Receive and file the attached report listing investment deposits of the City of Arroyo Grande as of March 31, 2025, as required by Government Code Section 53646(b).

IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

There is no funding impact on the City related to these reports. However, the City does receive interest revenue based on the interest rate of the investments. Little to no future staff time is projected.

BACKGROUND:

The Administrative Services department has historically submitted to the City Council a monthly report providing the following information:

1. Type of investment.

2. Financial institution (bank, savings and loan, broker, etc.).

3. Date of maturity.

4. Principal amount.

5. Rate of interest.

6. Current market value for all securities having a maturity of more than 12 months.

7. Relationship of the monthly report to the annual statement of investment policy.

ANALYSIS OF ISSUES:

This report represents the City’s investments as of March 31, 2025, and includes all investments managed by the City. As of March 31, 2025, the investment portfolio complied with all State laws and the City’s investment policy.

Page 25 of 504 ends

Item 9.b.

City Council
Statement of Investment Deposits for March 2025
May 13, 2025

Page 2 ends

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Approve staff’s recommendation to receive and file the attached report listing the investment deposits;

2. Do not approve staff’s recommendation; or

3. Provide other direction to staff.

ADVANTAGES:

Safety of principal is the foremost objective of the City. Investments are undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio.

DISADVANTAGES:

Some level of risk is present in any investment transaction. Losses could be incurred due to market price changes, technical cash flow complications such as the need to withdraw a non-negotiable Time Certificate of Deposit early, or even the default of an issuer. To minimize such risks, diversification of the investment portfolio by institution and by investment instruments are being used as much as is practical and prudent.

ENVIRONMENTAL REVIEW:

The Statement of Investment Deposits is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (c)(2)-(3), 15378).

PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

ATTACHMENTS:

1. Portfolio Summary: March 31, 2025

Page 26 of 504 ends

ATTACHMENT 1

CITY OF ARROYO GRANDE
Portfolio Summary
March 31, 2025
Investments Principal Value
Current Market
Value
Interest
Rate Date of Purchase Term Maturity Date
% of
Portfolio
Local Agency Investment Fund $ 13,228,867.70 $ 13,228,867.70 4.313% 45.338% Certificates of Deposit
Pacific Premier Bank 249,000.00 249,000.00 3.680% February 21, 2025 12 mos February 21, 2026 0.853% First Technology Federal 248,000.00 248,000.00 5.000% April 14, 2023 24 mos April 14, 2025 0.850% Flagstar Bank FSB 245,000.00 245,000.00 0.850% May 15, 2020 60 mos May 15, 2025 0.840% American Express National Bank 246,000.00 246,000.00 3.100% May 19, 2022 36 mos May 19, 2025 0.843% New York Community Bank 249,000.00 249,000.00 0.550% July 1, 2021 48 mos July 1, 2025 0.853% Chief Financial FCU 249,000.00 249,000.00 4.600% October 14, 2022 36 mos October 14, 2025 0.853% Live Oak Banking Company Inc 249,000.00 249,000.00 3.150% May 26, 2022 48 mos May 26, 2026 0.853% UBS Bank USA 249,000.00 249,000.00 0.900% July 21, 2021 60 mos July 21, 2026 0.853% Toyota Financial Savings Bank 248,000.00 248,000.00 0.950% July 22, 2021 60 mos July 22, 2026 0.850% Chartway Federal Credit Union 248,000.00 248,000.00 5.250% July 28, 2023 60 mos July 28, 2026 0.850% California Credit Union Glendale 243,000.00 243,000.00 5.450% October 26, 2023 36 mos October 26, 2026 0.833% Alliant Credit Union 248,000.00 248,000.00 5.500% November 15, 2023 36 mos November 16, 2026 0.850% Capital One Bank USA 248,000.00 248,000.00 1.250% December 8, 2021 60 mos December 8, 2026 0.850% Bank United NA 249,000.00 249,000.00 1.350% December 8, 2021 60 mos December 8, 2026 0.853% Paragon Bank TN 245,000.00 245,000.00 4.050% March 19, 2025 24 mos March 19, 2027 0.840% Discover Bank 246,000.00 246,000.00 3.200% May 18, 2022 60 mos May 19, 2027 0.843% United Teletech Financial Credit Union 248,000.00 248,000.00 5.100% November 8, 2023 48 mos November 8, 2027 0.850% Medallion Bank UT 249,000.00 249,000.00 4.000% March 14, 2025 36 mos March 14, 2028 0.853% Amerant Bank NA 245,000.00 245,000.00 4.050% March 28, 2025 36 mos March 28, 2028 0.840% Freedom Northwest Credit Union 249,000.00 249,000.00 4.000% March 28, 2025 36 mos March 28, 2028 0.853% Morgan Stanley Bank 244,000.00 244,000.00 4.650% April 6, 2023 60 mos April 6, 2028 0.836% Maine Savings Federal Credit Union 249,000.00 249,000.00 4.800% July 21, 2023 60 mos July 21, 2028 0.853% SkyOneFederal Credit Union 249,000.00 249,000.00 3.900% October 25, 2024 48 mos October 25, 2028 0.853% Merrick Bank UT 249,000.00 249,000.00 4.000% March 19, 2025 48 mos March 19, 2029 0.853% Bank Hapoalim BM New York 244,000.00 244,000.00 4.600% May 21, 2024 60 mos May 21, 2029 0.836% Morgan Stanley Private Bank 244,000.00 244,000.00 4.650% May 22, 2024 60 mos May 22, 2029 0.836% Goldman Sachs Bank USA 245,000.00 245,000.00 4.000% March 18, 2025 60 mos March 18, 2030 0.840% Total Certificates of Deposit 6,674,000.00 6,674,000.00 22.870% Agency Bonds
Federal Natl Mortgage Assn 1,000,000.00 979,143.67 0.500% October 20, 2020 60 mos October 20, 2025 3.427% Federal Home Loan Bank 999,500.00 968,953.73 0.800% March 17, 2021 60 mos March 10, 2026 3.425% Federal Home Loan Bank 994,396.00 969,970.55 2.400% March 17, 2021 72 mos March 29, 2027 3.408% Federal Home Loan Bank 500,000.00 492,633.08 3.375% May 17, 2022 60 mos May 17, 2027 1.714% Federal Agriculture Mortgage Corp 495,174.00 495,346.12 3.930% October 28, 2024 36 mos October 7, 2027 1.697% Federal Agriculture Mortgage Corp 2,029,036.00 2,044,841.92 Page 27 of 504 4.320% May 17, 2024 60 mos April 26, 2029 6.954% ATTACHMENT 1

CITY OF ARROYO GRANDE
Portfolio Summary
March 31, 2025
Investments Principal Value
Current Market
Value
Interest
Rate Date of Purchase Term Maturity Date
% of
Portfolio
Total Agency Bonds 6,018,106.00 5,950,889.07 20.625%
Municipal Bonds
California State GO Various Purp Bond $ 491,810.00 $ 492,510.00 2.500% May 12, 2022 47 mos April 1, 2026 1.685% California State Taxable GO Unlimited 1,256,116.00 1,313,736.00 3.500% November 1, 2023 53 mos April 1, 2028 4.305% California State Taxable GO Unlimited 525,935.25 532,852.50 2.500% December 19, 2024 57 mos October 1, 2029 1.802% Total Municipal Bonds 2,273,861.25 2,339,098.50 7.792%
Treasury Obligations
U.S. Treasury Z-2026 Series 984,728.00 962,656.25 1.100% December 6, 2021 53 mos May 31, 2026 3.375% Total Treasury Obligations 984,728.00 962,656.25 3.375% TOTAL INVESTMENTS $ 29,179,562.95 $ 29,155,511.52 100.000%

Page 28 of 504 ends

1 Item 9.c.

ACTION MINUTES

REGULAR MEETING OF THE CITY COUNCIL
April 22, 2025, 6:00 p.m.

Hybrid City Council Chamber/Virtual Zoom Meeting
215 East Branch Street, Arroyo Grande
Council Members Present: Mayor Caren Ray Russom, Council Member Jim Guthrie, Council Member Jamie
Maraviglia, Council Member Aileen Loe
Council Members Absent: Mayor Pro Tem Kate Secrest
Staff Present: Deputy City Clerk Julie Hawkins, City Attorney Isaac Rosen, Assistant City Manager/Public
Works Director Bill Robeson, Administrative
Services Director Nicole Valentine, Human
Resources Officer Ashley Garcia, City
Engineer Shannon Sweeney
This meeting was conducted in a hybrid in-person/virtual format. _____________________________________________________________________

1. CALL TO ORDER
Mayor Ray Russom called the Regular City Council Meeting to order at 6:00 p.m.

2. ROLL CALL
Deputy City Clerk Hawkins took roll call.

3. MOMENT OF REFLECTION

4. FLAG SALUTE
Mayor Ray Russom led the flag salute.

5. AGENDA REVIEW

5.a Closed Session Announcements
April 8, 2025

CONFERENCE WITH LABOR NEGOTIATORS PER GOVERNMENT CODE SECTION 54957.6

Page 29 of 504 ends

2 Item 9.c.

Meet with City-designated negotiators described below. Negotiation will include salary, compensation and benefits:

1. Unrepresented Management Employees
a. City-designated negotiators: Che Johnson, Special Labor Counsel City Attorney Rosen announced that there was no reportable action.

5.b Ordinances read in title only
Moved by Mayor Ray Russom
Seconded by Council Member Maraviglia
Move that all ordinances presented at the meeting shall be read by title only and all further readings be waived.

AYES (4): Mayor Ray Russom, Council Member Maraviglia, Council Member Guthrie, and Council Member Loe
ABSENT (1): Mayor Pro Tem Secrest
Passed (4 to 0)

6. SPECIAL PRESENTATIONS

6.a Honorary Proclamation Declaring May 2025 as "Asian American and Native Hawaiian/Pacific Islander Heritage Month"
Council Member Maraviglia read the Honorary Proclamation Declaring May 2025 as "Asian American and Native Hawaiian/Pacific Islander Heritage Month". Michael Boyer, Diversity Coalition, accepted the proclamation.

No action was taken on this item.

6.b Honorary Proclamation Declaring May 2025 as "National Bike Month" Council Member Loe read the Honorary Proclamation Declaring May 2025 as "National Bike Month". Rick Ellison, Executive Director of Bike SLO County, accepted the proclamation.

No action was taken on this item.

6.c Honorary Proclamation Declaring May 4-10, 2025 as "Public Service Recognition Week" Mayor Ray Russom read the Honorary Proclamation Declaring May 4-10, 2025 as "Public Service Recognition Week". Ashley Garcia, Arroyo Grande Human Resources Officer, accepted the proclamation.

No action was taken on this item.

Page 30 of 504 ends

3 Item 9.c.

6.d City Manager Communications
Bill Robeson, Assistant City Manager/Public Works Director provided City Manager Communications regarding: current job openings; Public Works summer intern program; Fair Oaks & Valley Rd. closure for installation of a traffic circle; and the Traffic Way Bridge Replacement Project.

No action was taken on this item.

7. CITY COUNCIL REPORTS
The City Council provided brief reports from the following committee, commission, board, or other subcommittee meetings that they attended as the City’s appointed representative.

7.a MAYOR RAY RUSSOM:

1. Audit Committee

2. California Joint Powers Insurance Authority (CJPIA)

3. Five Cities Fire Authority JPA Board

4. San Luis Obispo County Mayor's Meeting

5. South San Luis Obispo County Sanitation District (SSLOCSD)

6. Other

7.b COUNCIL MEMBER GUTHRIE:

1. Central Coast Community Energy (CCCE) Policy Board N/A No meetings held

2. Integrated Waste Management Authority Board (IWMA) Closed sessions

3. REACH Economic Development Roundtable

4. Other

5. SLOCOG projects starting Orcutt & Templeton Projects CalTrans reported that they are nearly done with a "flyover"

7.c COUNCIL MEMBER MARAVIGLIA:

1. Five Cities Fire Authority JPA Board Will meet next week

2. Visit SLO CAL Advisory Board Does

3. Other

7.d COUNCIL MEMBER LOE:

1. Council of Governments/Regional Transit Authority (SLOCOG/SLORTA)

2. County Water Resources Advisory Committee (WRAC)

Page 31 of 504 ends

4 Item 9.c.

3. Zone 3 Water Advisory Board

4. Other

8. COMMUNITY COMMENTS AND SUGGESTIONS
Mayor Ray Russom invited public comment. No public comments were received.

9. CONSENT AGENDA
Mayor Ray Russom asked the Council if there were any questions or any items to be pulled from the consent agenda for further discussion.

Mayor Ray Russom invited public comment. No public comments were received.

Moved by Council Member Maraviglia
Seconded by Council Member Loe
Approve Consent Agenda Items 9.a. through 9.f., with the recommended courses of action.

AYES (4): Council Member Maraviglia, Council Member Loe, Council Member Guthrie, and Mayor Ray Russom
ABSENT (1): Mayor Pro Tem Secrest
Passed (4 to 0)

9.a Cash Disbursement Ratification
Reviewed and ratified the listing of cash disbursements for the period of March 16 through March 31, 2025.

9.b Approval of Minutes
Approved the minutes of the Regular City Council Meeting of April 8, 2025, as submitted.

9.c Second Amendment to the Police Department Firearms Range License Agreement 1) Authorized the City Manager to execute the Second Amendment to the License Agreement with HIOJT Ranches to provide for the use of real property for a Police Department Firearms Range, subject to any minor, technical, or non-substantive changes as approved by the City Manager in consultation with the City Attorney; and
2) Found that entering into the proposed Second Amendment to the License Agreement (the “Second Amendment”), included as Attachment 1 and incorporated herein, is not a project subject to CEQA because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060 (c)(2) and (3), 15378.) Alternatively, the signing of the proposed amendment is exempt from CEQA on the basis that it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. (State CEQA Guidelines, § 15061, subd. (b)(3).).

9.d Monthly Water Supply and Demand Update

Page 32 of 504 ends

5 Item 9.c.

Received and filed the Monthly Water Supply and Demand Update.

9.e General Plan Update Progress Report – April 2025
Received and filed a progress report on the Comprehensive General Plan Update.

9.f Amendments to Titles 2 and 3 of the Arroyo Grande Municipal Code Regarding Bylaws for the City’s Advisory Bodies
1) Adopted an Ordinance entitled: "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AMENDING TITLES 2 AND 3 OF THE ARROYO GRANDE MUNICIPAL CODE RELATING TO BYLAWS FOR VARIOUS CITY BODIES; and 2) Found that the Ordinance is exempt from the California Environmental Quality Act (CEQA) because it will not result in a direct or reasonably foreseeable indirect physical change in the environment. (State CEQA Guidelines section 15060, subd. (c)(2); 15061(b)(3)).

10. PUBLIC HEARINGS

10.a City Workforce Vacancies, Recruitment and Retention Trends Presentation (Assembly Bill 2561)
Human Resources Officer Garcia presented the staff report and responded to questions from Council.

Nicole Bryant, SEIU Local 620 representative, provided comment on behalf of the SEIU.

Mayor Ray Russom opened the public hearing. Upon hearing no public comments, Mayor Ray Russom closed the public hearing.

No action was taken on this item. The report was received and filed.

11. BUSINESS ITEMS

11.a Review the Plan for Pavement Management
City Engineer Shannon Sweeney presented the Item and responded to questions from Council.

Mayor Ray Russom invited public comment. Speaking from the public were Judy Cecchetti, Michael Harris, and Alexandria Davis. No further public comments were received.

Council comments included adding the year of improvements to the street name, adding information to the City website, integrate information into GIS system for public use.

There was no action taken on this item.

12. COUNCIL COMMUNICATIONS
Council Member Maraviglia thanked staff for their efforts with the Egg Hunt.

Mayor Ray Russom thanked staff for their work on the Egg Hunt; and commented on a Free Community Folk Dance on Sunday, May 4th at 1 p.m. at the Portuguese Hall.

13. ADJOURNMENT

Page 33 of 504 ends

6 Item 9.c.

There being no further business to come before the City Council, Mayor Ray Russom adjourned the meeting at 7:17
_________________________
Caren Ray Russom, Mayor
_________________________
Jessica Matson, City Clerk

Page 34 of 504 ends

Item 9.d.

MEMORANDUM
TO: City Council
FROM: Jessica Matson, Director of Legislative & Information Services/ City Clerk
SUBJECT: Modifications to the Citywide Records Retention Schedule DATE: May 13, 2025
RECOMMENDATION:
1) Adopt a Resolution approving a modified Citywide Records Retention Schedule and authorizing the destruction of certain City records; and 2) Determine that adopting the Resolution is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060 (c)(2) and (3), 15378.)
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

There is no direct impact on financial and personnel resources as a result of the recommended action. The City will continue to realize significant savings both in reduced labor and storage expenses associated with ongoing records maintenance and appropriate records destruction established through the modified comprehensive Records Retention Schedule.

BACKGROUND:

In January 2009, a Citywide Records Management Program (“Program”) was developed, which included the creation of a comprehensive Citywide Records Retention Schedule.

The purpose of the Program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation, and disposal of all City records, consistent with all relevant legal requirements. At its January 27, 2009, meeting, the City Council adopted a Resolution approving the Citywide Records Retention Schedule and authorizing destruction of certain City records.

In 2011, staff conducted a comprehensive review and update of the Citywide Records Retention Schedule to reflect organizational changes that occurred as a result of a major restructuring of City departments that became effective with the adoption of the Fiscal Year 2009-10 Budget. On October 11, 2011, the Council adopted a Resolution approving

Page 35 of 504 ends

Item 9.d.

City Council
Modifications to the Citywide Records Retention Schedule May 13, 2025

Page 2 ends

a modified Citywide Records Retention Schedule to reflect the substantive organizational changes that occurred, as well as other updates reflective of changes in State law.

In November 2020, staff conducted a review and update of the Citywide Records Retention Schedule to reflect organizational changes that occurred as a result of the restructuring of City departments. On November 24, 2020, the Council adopted a Resolution approving a modified Citywide Records Retention Schedule to reflect the substantive organizational changes that occurred, as well as other updates reflective of changes in State law.

ANALYSIS OF ISSUES:

Since the update of the Citywide Records Retention Schedule in 2020, the City has experienced further restructuring of City departments, which has resulted in a need to again substantially modify the Citywide Records Retention Schedule to reflect the current organizational structure. The Council had authorized the City Clerk, in consultation with the City Manager and City Attorney, to review State and Federal regulations on an annual basis and to update the Schedule, as appropriate, based on changes in the law.

However, staff believes that the substantial modifications needed to the functional layout and organization of the Schedule, in combination with the length of time since the last legal review and update to reflect changes in State law, warrants Council review and consideration, and should be adopted again by Resolution.

There have been various updates in State law and technology regarding the management of records. Therefore, the Schedule was reviewed in depth to ensure that it provides clear, specific records descriptions and retention periods. The review and update process included individual meetings with staff from each department and several revisions of each retention schedule to ensure the records were identified and presented in an easyto-use, accurate and complete manner.

Substantive changes include the physical reorganization of retention schedules to correctly reflect the various Divisions under each Department. For example, the City’s engineering function was transferred from the Community Development Department to the Public Works Department. Consequently, records relating to engineering were relocated from the Community Development Department retention schedule to the Public Works Department retention schedule. Movement of other divisions among departments was also reflected in the update. Other changes, including the addition or deletion of specific records and legal updates to Code citations or retention periods, were made throughout each Department’s retention schedule.

The appropriate Department Records Representative, Department Director, City Clerk, City Manager, and City Attorney have reviewed and approved the proposed modifications to the Retention Schedules.

Page 36 of 504 ends

Item 9.d.

City Council
Modifications to the Citywide Records Retention Schedule May 13, 2025

Page 3 ends

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Adopt the Resolution approving the modified Records Retention Schedule;

2. Modify records retention periods and adopt the Resolution;

3. Do not adopt the Resolution and retain the existing Records Retention Schedule; or

4. Provide direction to staff.

ADVANTAGES:

By updating the Citywide Records Retention Schedule, it will reflect the current organizational structure and responsibility for the maintenance and disposition of City records, as well as provide legal updates that have occurred regarding the retention and disposition of City records.

DISADVANTAGES:

No disadvantages have been identified.

ENVIRONMENTAL REVIEW:

No environmental review is required for this item. Adopting the Resolution is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060 (c)(2) and (3), 15378.) PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

ATTACHMENTS:

1. Resolution

Page 37 of 504 ends

ATTACHMENT 1
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ARROYO GRANDE APPROVING A MODIFIED CITYWIDE

RECORDS RETENTION SCHEDULE AND AUTHORIZING

DESTRUCTION OF CERTAIN CITY RECORDS
WHEREAS, the State of California has adopted guidelines for retention periods for various government records; and
WHEREAS, on January 27, 2009, the City Council adopted a comprehensive Citywide Records Retention Schedule, which standardizes the length of time records are kept according to all applicable legal, fiscal, administrative and historic requirements; and WHEREAS, on October 11, 2011, the Council adopted a modified Citywide Records Retention Schedule as a result of a major restructuring of City departments that occurred effective July 1, 2009; and
WHEREAS, on November 24, 2020, the Council adopted a modified Citywide Records Retention Schedule as a result of further restructuring of City departments and WHEREAS, since 2020, there has been additional restructuring of City departments and there have also been updates in State and Federal laws regarding the retention and disposition of various government records; and
WHEREAS, the Citywide Records Retention Schedule has been reviewed and substantially modified to reflect the organizational changes and legal updates that have occurred since 2020; and
WHEREAS, Section 34090 of the Government Code of the State of California establishes a procedure whereby any City record which has served its purpose and is no longer required may be destroyed, subject to approval by the City Attorney and the City Council; and
WHEREAS, the City Council considered the adoption of a modified Citywide Records Retention Schedule at its May 13, 2025 meeting and a corresponding staff report relating to the same.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DOES RESOLVE AS FOLLOWS:

1. The modified Records Retention Schedule, dated May 13, 2025, a copy of which is permanently on file in the Legislative and Information Services Department and is incorporated herein as Exhibit A, is hereby approved and adopted.

Page 38 of 504 ends

RESOLUTION NO.

PAGE 2

2. The records set forth in the Records Retention Schedule are hereby authorized to be destroyed as provided by Government Code Sections 34090 et seq. and in accordance with the provisions of said retention schedule, upon the written request of the Department Director, review and approval by the City Attorney, and the written consent of the City Clerk, without further action by the City Council.

3. The City Council does hereby direct the City Clerk, in consultation with the City Manager and City Attorney, to review State and Federal regulations annually and to update the Records Retention Schedule, as determined to be necessary and appropriate.

4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act (Government Code Sections 6250 et seq.)

5. The City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original Resolutions.

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

On motion by Council Member _________, seconded by Council Member _________, and by the following roll call vote, to wit:

AYES:

NOES:

ABSTAIN:
the foregoing Resolution was adopted on this 13th day of May, 2025.

Page 39 of 504 ends

RESOLUTION NO.

PAGE 3

CAREN RAY RUSSOM, MAYOR
ATTEST:
______________________________________

JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
______________________________________

MATTHEW DOWNING, CITY MANAGER
APPROVED AS TO FORM:

ISAAC ROSEN, CITY ATTORNEY

Page 40 of 504 ends

RESOLUTION NO.

PAGE 4

EXHIBIT A

Page 41 of 504 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY WIDE
Admin.

Services /
Accounting
CW-001
Accounts Payable, Invoices, Petty Cash,
Warrant Requests, Travel
Reimbursements, etc.

ALL backup is forwarded to Finance
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All originals go to Finance (these are copies);
GC §34090.7
Lead Dept. CW-002
Affidavits of Publications / Public Hearing
Notices / Legal Advertising / Affidavits of
Posting
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Brown Act challenges must be filed within 30
or 90 days of action; Statute of Limitations on
Municipal Government actions is 3 - 6
months; GC §§34090, 54960.1(c)(1)
Legis. & Info.

Services / City
Clerk
CW-003 Agenda Packets / Staff Reports: City
Council
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
Legis. & Info.

Services / City
Clerk
CW-004
Agreements, Leases, MOUs, etc.
(Approved by the City Council)
Agreement includes all contractual
obligations
(Specifications / Scope of Work, Notices
of Completion, etc.)
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All agreements, service agreements, and
contracts approved by the City Council or City
Manager are sent to the City Clerk; GC
§34090.7
ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

EXHIBIT A

Page 42 of 504 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-005
Agreements & Contracts:

ADMINISTRATIVE FILES - NOT funded
by a grant
Includes Agreements or Contracts
approved by the Department Director
or City Manager
(Correspondence, Project Administration,
Project Schedules, Certified Payrolls,
Insurance Certificates, RFPs, Successful
Proposals, etc.)
Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Covers E&O Statute of Limitations (insurance
certificates are filed with agreement); Statute
of Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337 et.
seq., GC §34090
Lead Dept. CW-006
Agreements & Contracts:

ADMINISTRATIVE FILES - WITH grant
funding
Includes Agreements or Contracts
approved by the Department Director
(Copies of Invoices, Correspondence,
Project Administration, Project Schedules,
Certified Payrolls, Logs, Insurance
Certificates, RFPs, Successful Proposals,
etc.)
Completion
+ 10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Some Grant Funding Agencies require audits;
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, & 570.502(a), 29 CFR

97.42; OMB Circular A-133; GC §34090, GC
§8546.7
ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 43 of 504 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-007
Agreements & Contracts:

UNSUCCESSFUL BIDS,
UNSUCCESSFUL PROPOSALS or
RESPONSES to RFPs (Request for
Proposals) and/or RFQs (Request for
Qualifications) that don't result in a
contract
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
The RFP / RFQ and the successful proposal
becomes part of the project file in the lead
department and/or agreement or contract
(City Clerk is OFR); GC §34090
Lead Dept. CW-008 Appeals
The
Retention of
the Appealed
Subject
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Lead Dept. CW-008.2 Bid Summaries / Bid Logs / Proposal Summaries 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The RFP / RFQ and the successful proposal
becomes part of the project file in the lead
department and/or agreement or contract
(City Clerk is OFR); GC §34090
CW-009 Bids: See Agreements & Contracts
Staffing Dept. CW-010 Boards and Committees: AUDIO
RECORDINGS of Meetings / Audio Tapes 2 years (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b)
Staffing Dept. CW-011
Boards, Commissions, & Committees:

Citizens Advisory Bodies Formed by

CITY COUNCIL
AGENDAS, AGENDA PACKETS.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (only 2 years is
required); Brown Act challenges must be filed
within 30 or 90 days of action; GC §§34090,
54960.1(c)(1)
ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 44 of 504 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Staffing Dept. CW-012
Boards, Commissions, & Committees:

Citizens Advisory Bodies Formed by

CITY COUNCIL

MINUTES & BYLAWS
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Staffing Dept. CW-013
Boards, Commissions, & Committees:

City Council Subcommittees Agendas,
Minutes
(Composed solely of less than a quorum
of the City Council)
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All recommendations are presented to the
City Council; GC §34090 et seq.

CW-014
Boards, Commissions, & Committees:

External Organizations
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records
CW-015
Boards, Commissions, & Committees:

Internal Employee Committees
(Agendas, Minutes)
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Brochures: See Reference Materials
Admin.

Services /
Accounting
CW-016 Budgets - Finals
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Final must be filed with County Auditor; GC
§34090.7, 40802, 53901
ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 45 of 504 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Legis. & Info.

Services / City
Clerk
CW-017 Claims
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
City Clerk maintains originals; GC §§34090.7,
34090.6
Lead
(Responding)
Dept.

CW-018 Complaints / Concerns from Citizens
(operational) - Excludes Police
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP §340
et seq., 342; GC §34090
CW-019 Contracts: See Agreements
CW-020 Copies or duplicates of any record
Copies -
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-021
Correspondence - ROUTINE
(Content relates in a substantive way to
the conduct of the public's business)
(e.g. Administrative, Chronological Files,
e-mail, General Files, Letters,
Memorandums, Miscellaneous Reports,
Press Releases, Public Records
Requests, Text Messages etc.)
IF the Content relates in a SUBSTANTIVE
way to the conduct of the public's
business
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
ONLY IF the Content relates in a substantive
way to the conduct of the public's business;
City of San Jose v. Superior Court (2017) 2
Cal.5th 608 GC §34090;
ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 46 of 504 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-022
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency
and Intraagency Memoranda not retained
in the ordinary course of business
Content NOT Substantive, or NOT
made or retained for the purpose of
preserving the informational content
for future reference
(e.g. calendars, checklists, e-mail, ecomments, flyers invitations, instant messaging, logs, mailing lists, meeting
room registrations, supply inventories,
telephone messages, text messages,
transmittal letters, thank yous, requests
from other cities, social media, staff
videoconference chats, notes and
recordings, undeliverable envelopes /
returned mail, visitors logs, voice mails,
etc.)
When No
Longer
Required
Mag, Ppr
Refer to
the City's
Administra
tive
Policies.

Electronic and paper records are filed and
retained based upon their CONTENT Emails, electronic records, or social media postings 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 printing them out and placing
them in a file folder, or saving them
electronically. If not mentioned here,
consult the City Attorney to determine if a
record is considered transitory / preliminary
draft. GC §§34090, 7927.500, 64 Ops. Cal.

Atty. Gen. 317 (1981); City of San Jose v.

Superior Court (2017) 2 Cal.5th 608
Lead Dept. CW-022.1 Department Subject Files 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-023 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Lead Dept. CW-025 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 47 of 504 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-026
Grants / CDBG / Reimbursable Claims /
FEMA Claims / OES Claims Subventions
(SUCCESSFUL Reports, other records
required to pass the funding agency's
audit, if required)
Applications (successful), 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, & 570.502(a), OMB
Circular A-133; GC §34090, GC §8546.7
Admin.

Services /
Human
Resources
CW-027 Grievances and Informal Complaints
(Employees)
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Send all grievances to Human Resources; All
State and Federal laws require retention until
final disposition of formal complaint; State
requires 2 years after action is taken; GC
§§12946, 12960, 34090
City Attorney CW-028 Lawsuits, Litigation, Pending Litigation Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Risk Management administrates claim; GC
§§34090.7, 34090.6
Lead Dept. CW-029 Leave Slips
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary draft / transitory record; GC
§34090, GC §6252
ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 48 of 504 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-030
MSDS (Material Safety Data Sheets) /
Safety Data Sheets (SDS) / Chemical Use
Report Form (or records of the chemical /
substance / agent, where & when it was
used)
30 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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; 8 CCR 3204(d)(1)(B)(2 and 3), 29
CFR 1910.1020(d)(1)(ii)(B), GC §34090
Legis. & Info.

Services / City
Clerk
CW-031 Minutes - City Council or RDA
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Originals maintained by City Clerk
Permanently; GC §34090.7
Legis. & Info.

Services / City
Clerk
CW-032 Municipal Code (these are copies)
Copies -
When No
Longer
Required
Yes: Current
Original
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Return any whole unused codes to the City
Clerk; Originals maintained by City Clerk
Permanently; GC §34090
Lead Dept. CW-033 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
Staffing Dept. CW-034 Notices: Public Hearing Notices and Proofs of Publications 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations on Municipal
Government actions is 3 - 6 months;
CCP§337 et seq; GC §34090
Legis. & Info.

Services / City
Clerk
CW-035 Ordinances - City Council
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Originals maintained by City Clerk
Permanently; GC §34090
City Manager
Human
Resources
CW-036
Personnel Files
Send all Originals to Human Resources
Upon
Separation or
Transfer,
Shred
Before
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Ensure records kept in Department files
comply with City policy (all originals are sent
to Human Resources); GC §34090.7
ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 49 of 504 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-037 Personnel Files (Supervisor's Notes)
1 year
(After Incorp.

In Evaluation)
Before
Annual
Performance
Evaluation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts; Notes maintained in a
separate folder to be incorporated into
performance evaluation, or to document
progressive discipline; GC §34090 et seq.

Lead Dept. CW-038 Personnel Work Schedules 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-038.5 Photographs, Videos of Events
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts (retention is placed on the
record the photograph is used in - Brochure,
Report, etc.); destroy unnecessary
photographs. GC §34090
Lead Dept. CW-039 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-040
Real Estate Appraisal Reports
(Acquisition or Sale): 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-041
Real Estate Appraisal Reports
(Acquisition or Sale): Purchased or Sold
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 municipal
government auditing standards; GC §§34090
7928.705
Legis. & Info.

Services / City
Clerk
CW-042
Recorded Documents: Deeds,
Easements, Final Orders of
Condemnations (All)
Copies -
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Send all originals to the City Clerk; GC
§34090.7
Legis. & Info.

Services / City
Clerk
CW-043 Records Destruction Lists / Certificate of
Records Destruction
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Send all originals to the City Clerk; GC
§34090.7
ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 50 of 504 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-044
Reference Materials: Policies,
Procedures, Brochures, Manuals,
Newsletters & Reports: Produced by
YOUR DEPARTMENT (League of
California Cities, Chamber of Commerce,
etc.)
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statewide guidelines propose superseded + 2
or 5 years; GC §34090
Lead Dept. CW-045
Reference Materials: Policies,
Procedures, Brochures, Manuals,
Newsletters & Reports: Produced by
OTHER Departments
When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7
CW-046
Reference Materials: Policies,
Procedures, Brochures, Manuals,
Newsletters & Reports: Produced by
OUTSIDE ORGANIZATIONS (League of
California Cities, Chamber of Commerce,
etc.)
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-Records
CW-047 Reference or Working Files: See
Correspondence
Lead Dept. CW-048 Reports and 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-049
Reports and Studies (other than
Historically significant reports - e.g.

Annual Reports)
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Legis. & Info.

Services / City
Clerk
CW-050 Resolutions - City Council, RDA,
Successor Agency, Oversight Board
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Originals maintained by City Clerk
Permanently; GC §34090.7
ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 51 of 504 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-051 Safety: OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Calif. Labor Division is required to keep their
records 7 years; OSHA requires 5 years;
State law requires 2 years; 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Lead Dept. CW-052 Special Event Permits Expiration + 2
years
Yes: During
Class or
Program
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-053
Surveys / Questionnaires (that the City
issues).

If a summary of the data is compiled, the
survey forms are considered a draft or
transitory record, and can be destroyed as
drafts (When No Longer Required)
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Admin.

Services /
Payroll
CW-055 Time Sheets / Time Cards / Overtime
Sheets / Overtime Cards
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Originals maintained by Payroll; GC §34090.7 Lead Dept. CW-056
Training - ALL COURSE RECORDS
(Attendance Rosters, Outlines and
Materials; includes Ethics Training,
Harassment Prevention Training, & Safety
training, Tailgates)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Ethics & Harassment
Prevention Training are 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 2 -3 years for
personnel actions; 8 CCR §3203 et seq., 29
CFR 1602.31; LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b), LC §6401.9(f),
ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 52 of 504 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-057
Volunteer / Unpaid Intern / Recreation
Volunteer Program Applications &
Agreements - Successful
Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC §§ 12960, 34090
Lead Dept. CW-058
Volunteer / Unpaid Intern / Recreation
Volunteer Program Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC §§12960, 34090
ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 53 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing)
Page AS-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).

ACCOUNTING
Admin.

Services /
Accounting
FIN-001 1099's / 1096's - DE542 (California
Report of Independent Contractors) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD IRS: 4 years after tax is due or paid (longer for
auditing & contractor delinquency); Ca. FTB: 3
years; 26 CFR 31.6001-1, R&T §19530, GC
§34090; 29 USC 436
Admin.

Services /
Accounting
FIN-002
Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense
Reimbursements, 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
Admin.

Services /
Accounting
FIN-003
Accounts Receivable: Transient
Occupancy Tax (TOT), Property
Management, Damage to Public
Property, Invoices to Outside Entities,
Sales Tax, 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
Admin.

Services /
Accounting
FIN-004
CalPERS Reports / Retirement Reports /
Annual Valuation Reports, Actuarial
Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin.

Services /
Accounting
FIN-005 Assessment Districts - Financial
Documents 5 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets municipal
government auditing standards); GC §34090
Admin.

Services /
Accounting
FIN-006
Audit Reports / Annual Comprehensive
Financial Report (ACFR) / General
Ledger - and related Audit Opinions
(City & RDA)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets municipal
government auditing standards); GC §34090
Admin.

Services /
Accounting
FIN-007 Audit Work Papers
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (preliminary draft /
content not substantive); GC §34090
ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025

Page 54 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing)
Page AS-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Accounting
FIN-008
Bank Statements, Trustee Statements,
Fiscal Agent Statements, Investment
Account Statements, Pars Statements,
Bank Reconciliations, Outstanding Check
Lists, Daily Cash Summaries, Bank
Deposits, Bank Transmittal Advice,
Cashier's Reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090, 26 CFR

1.6001-1
Admin.

Services /
Accounting
FIN-009
Bond Official Statements / Revenue
Bonds / Certificates of Participations
(COPs) See Bank Statements for
statement retention.

Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations for bonds, mortgages,
trust deeds, notes or debentures is 6 years;
Bonds issued by local governments are 10
years; There are specific requirements for
disposal of unused bonds; CCP §§336 et seq.
337.5(a); 26 CFR 1.6001-1(e): GC §43900 et
seq.

Admin.

Services /
Accounting
FIN-010 Bonds: Employees & Officials
(Dishonesty, etc.) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years, retirement benefits is 6 years
from last action; GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113
Admin.

Services /
Accounting
FIN-011 Budgets - Adopted / Final 5 years
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090, 40802,
53901
Admin.

Services /
Accounting
FIN-013 Business License Applications, Licenses
and Renewals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 et seq.

Admin.

Services /
Accounting
FIN-014 Cash Disbursement Report 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin.

Services /
Accounting
FIN-015 Checks / Warrants (Cashed) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; GC §34090,
CCP § 337
ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025

Page 55 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing)
Page AS-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Accounting
FIN-016 Cost Allocation Plans 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets municipal
government auditing standards); GC §34090
Admin.

Services /
Accounting
FIN-016.2 Developer Trust Accounts / Deposit
Accounts
Close + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin.

Services /
Accounting
FIN-017
Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; All tangible property
held by government agencies escheats after 3
years; Statute of Limitations is 1 year for seized
property; Meets auditing requirements; CCP
§§340(d), 1519; GC §34090
Admin.

Services /
Accounting
FIN-018 Financial Services Database
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; meets
municipal government auditing standards; GC
§34090
Admin.

Services /
Accounting
FIN-019 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Includes permanent assets (for compliance with
GASB 34); GC §34090
Admin.

Services /
Accounting
FIN-022
Investments / Arbitrage / Certificates of
Deposit (CDs) / Advisor Reports and
Statements / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 Admin.

Services /
Accounting
FIN-023 Journal Entries / Journal Vouchers /
Budget Adjustments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal
government auditing standards; Statute of
Limitations is 4 years; GC §34090, CCP § 337
Admin.

Services /
Accounting
FIN-024
Reports, Finance Reports created from
Database: Subsidiary Ledgers,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, Proof & Merge
Reports, etc. (MONTHLY OR PERIODIC)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Transitory records not
retained in the ordinary course of business
Financial system can re-create reports
accurately; GC §34090
ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025

Page 56 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing)
Page AS-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Accounting
FIN-025
Reports: Annual State or Federal: State
Controller's Report, Statement of
Indebtedness, Street Report, Local
Government Compensation Report,
Property Management Plan, Obligation
Payment Schedules, Due Diligence
Reviews, Gas Tax, MOE (Maintenance of
Effort) Report, Fixed Charge Special
Assessment Report, Public Self Insurer
Report (SIP Report); Housing Successor
Agency Housing Assets Fund Report,
etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Admin.

Services /
Accounting
FIN-026
Revenue: Accounts Receivable: Daily
Envelopes / Cash Receipts / Petty Cash /
Revenue Daily Receipt Books, 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
Admin.

Services /
Accounting
FIN-027 Single Audits / Transportation Audits /
PERS Audit, et. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal
government auditing standards); GC §34090
Admin.

Services /
Accounting
FIN-028
Telecommunication Site Lease
Financials
(City Clerk has the original Lease)
5 years Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference; Published Audit
Standards=4-7 years; Statute of Limitations:

Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, Developers=comp. +
10 years; CCP §337 et. seq., GC §34090
Admin.

Services /
Accounting
FIN-031 W-9s
Vendor
Inactive + 3
years
Mag, Mfr,
OD, Ppr S/I Yes: Upon Completion Meets IRS auditing standards; GC §34090

INFORMATION TECHNOLOGY
Admin.

Services /
Info. Tech.

IT-001 Backups Server Backups (ALL Disaster
Recovery Computer Backups)
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes Only;
Considered a copy and can be destroyed when
no longer required; tapes are in autochangers
and are overwritten; store off-site in a
commercial facility for disaster recovery
purposes; GC §34090 et seq.

Page 57 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing)
Page AS-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Info. Tech.

IT-001.1 Enterprise System Catalogue (posted online)
When
Superseded Mag GC §34090
Admin.

Services /
Info. Tech.

IT-001.2 Help Desk Database / Ticket Request
Database 2 years Mag Data fields are inter-related; GC §34090 Admin.

Services /
Info. Tech.

IT-002 Network Configuration Maps & Plans
When No
Longer
Required
Yes Mag.

Preliminary documents not retained in the
ordinary course of business; GC §34090 et
seq.

Admin.

Services /
Info. Tech.

IT-003 Software Manuals / Installation Guides
When No
Longer
Required
Yes Mag.

Preliminary documents not retained in the
ordinary course of business; GC §34090 et
seq.

Admin.

Services /
Info. Tech.

IT-004

UNALTERABLE MEDIA / IMMUTABLE
CLOUD BACKUP / (WORM / DVD-r / CDr / Blue Ray-R) that does not permit additions, deletions, or changes
P OD
For legal compliance for Trustworthy Electronic
Records (when the electronic record serves as
the official record); must be stored in a "safe
and separate location"; GC 34090, 12168.7,
EVC 1550, 2 CCR 22620 et seq.

PAYROLL & EMPLOYEE FILES
Admin.

Services /
Human
Resources
FIN-030.1
1095-C, 1094-C (Employer-Provided
Health Insurance Offer and Coverage &
Transmittal Form)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Instructions state
"Generally, keep copies of information returns
you filed with the IRS or have the ability to
reconstruct the data for at least 3 years, from
the due date of the returns" GC §34090
Admin.

Services /
Payroll
FIN-031
DE-6 DE-9, DE-9C, DE-43, W-3, & 941
Forms - Quarterly Payroll Tax Returns /
OASDI / DE-166, IRS 5500 Forms
(Employee Benefit Plans)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after tax is
due or paid; Ca. FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR 516.5 -
516.6, 29USC 436, GC §34090
Admin.

Services /
Payroll
FIN-032 Deferred Compensation (City
Statements) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Produced by Deferred Comp. Provider; GC
§34090, 26 CFR 16001.1
ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025

Page 58 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing)
Page AS-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Payroll
FIN-033
Payroll Employee Files: Deduction
Authorizations, Beneficiary Designations,
Garnishments, etc.

Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Transitory records not
retained in the ordinary course of business; GC
§34090
Admin.

Services /
Payroll
FIN-033.1 Payroll Direct Deposit Authorizations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Admin.

Services /
Payroll
FIN-034 Payroll Reports / Payroll Registers - All 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Transitory records not
retained in the ordinary course of business
Financial system can re-create reports
accurately; GC §34090
Admin.

Services /
Payroll
FIN-035 Time Sheets / Time Cards / Overtime
Sheets / Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards (audit + 4 years); IRS requires 4
years; Ca. requires 2 yr min.; FTB keeps 3
years; IRS Reg §31.6001-1(e)(2), R&T §19530;
LC § 1174(d); 29 CFR 516.5 & 516.6(c); GC
§34090
Admin.

Services /
Payroll
FIN-036 W-2s 5 years Mag, OD,
Mfr, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after tax is
due or paid; Ca. FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR 516.5 -
516.6, 29USC 436, GC §34090
Admin.

Services /
Payroll
FIN-037.2 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; IRS Regulation 31-
6001-1 four years after the due date of such tax
for the return period to which the records relate,
or the date such tax is paid, whichever is the
later. GC §34090; 26 CFR 31.6001-1 GC
§60201

UTILITY BILLING
Admin.

Services /
Utility
Billing
FIN-038 Daily Receipts, Cash Receipts, Overs
and Shortages 5 years Mag, OD, Mfr, Ppr S / I Yes: After QC & OD Consistent with Cash Receipts & Accounts
Receivable; Copies are sent to Finance; GC
§34090
ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025

Page 59 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing)
Page AS-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Utility
Billing
FIN-038.1 Utility Billing Support Paperwork 5 years Mag, OD, Mfr, Ppr S / I Yes: After QC & OD
Consistent with Cash Receipts & Accounts
Receivable; Copies are sent to Finance; GC
§34090
Admin.

Services /
Utility
Billing
FIN-039 Utility Payment Stubs 4 months Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts used to post receivables to
correct account; GC §34090 .7
Admin.

Services /
Utility
Billing
FIN-040
Water Billing: Appeals - Payment
Delinquency & Impending
Discontinuation
Final
Decision + 2
years
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD
Documented or attached to Customer Record
in database GC §34090; H&S §116908
Admin.

Services /
Utility
Billing
FIN-041
Water Billing: Non-payment Notices /
Notice of Payment Delinquency &
Impending Discontinuation (Initial, Final)
When No
Longer
Required
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD
Documented or attached to Customer Record
in database GC §34090; H&S §116908
Admin.

Services /
Utility
Billing
FIN-042 Water Billing: NSF Checks / Adjustments
to Customer accounts
When No
Longer
Required
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD
Documented or attached to Customer Record
in database GC §34090; H&S §116908
Admin.

Services /
Utility
Billing
FIN-043
Water Billing: Payment Plans:

Amortization, Alternative Payment Plans,
Deferrals, etc.

Expiration or
Completion
of Payment
Plan
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD
Documented or attached to Customer Record
in database GC §34090; H&S §116910
Admin.

Services /
Utility
Billing
FIN-044 Water Billing: Policy on Discontinuation
of Residential Service for Nonpayment
When
Superseded;
Minimum 2
years
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD
Must post to Website; H&S §116906; GC
§34090
Admin.

Services /
Utility
Billing
FIN-045 Water Billing: Report of Annual
Discontinuations of Residential Service
Minimum 2
years
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD
Must post to Website; H&S §116918; GC
§34090
ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025

Page 60 of 504 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-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 ATTORNEY
City
Attorney CA-001 Amicus Briefs Minimum 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City
Attorney CA-001.5 Closed Session Memoranda (Confidential) Minimum 2 years Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
City
Attorney CA-002 Lawsuits / Litigation
Final
Resolution +
Minimum 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Covers various statute
of limitations; CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC §832.5
City
Attorney CA-003 Subject Files / Project Files / Department Files Minimum 2
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/5/2025

Page 61 of 504 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

CITY MANAGER
City
Manager CM-003 City Manager Correspondence (Interoffice, Citizens, Organizations, etc.) Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City
Manager CM-004 City Manager Reports / Memos to Council 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City
Manager CM-008 Department Files / Special Projects Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City
Manager CM-009 Grand Jury Reports, inquiries, responses (Pertaining to City Operations) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (matches the retention
of the Grand Jury); GC §34090
City
Manager /
Community
Develop.

CM-010
Projects, Programs, Subject & Issues -
Includes Economic Development &
Redevelopment
(Issues and/or projects will vary over time -
e.g. Hotels, Developments, etc.)
May include studies and real estate
appraisals
Minimum 5
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (real estate appraisals
should be retained for 5 years - see City-wide
schedule); If the project comes to fruition, the
Lead Department retains the appropriate
records; GC §34090
ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/5/2025

Page 62 of 504 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

HUMAN RESOURCES
City
Manager
/ Human
Resources
HR-001 Benefit Brochures & Forms
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records
City
Manager
/ Human
Resources
HR-002 Benefit Plan Documents (Dental, Vision,
etc.)
Duration of
the Contract
+ 2 years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; 29 CFR 1627.3(b)(2);
29 USC 1027; GC §§12946, 12960, 34090
City
Manager
/ Human
Resources
HR-003
CalPERS Contract Administration
(Includes annual employee listing, circular
letters, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC §34090
City
Manager
/ Human
Resources
HR-004 Claim Runs (Workers Compensation) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 City
Manager
/ Human
Resources
HR-005
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Bureau of National Affairs recommends 2 years
for all supplementary Personnel records; Wage
rate tables are 1 or 2 years; State requires 2
years; 29 CFR 516.6(2), 29 CFR 1602.14, GC
§§12946, 12960, 34090
City
Manager
/ Human
Resources
HR-006 Compensation Surveys & Studies 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; PERS requires 5 years
for Compensation Earnable (usually
compensation is adopted via Resolution of the
City Council); Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; Wage rate tables are 1 or 2
years; State requires 2 years; 29 CFR 516.6(2),
29 CFR 1602.14, 2 CCR 270.5; GC §§12946,
12960, 34090
ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/5/2025

Page 63 of 504 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

City
Manager
/ Human
Resources
HR-007
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Final
Disposition
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; All State and Federal
laws require retention until final disposition of
formal complaint; State requires 4 2 years after
"fully and finally disposed"; 2 CCR 11013(c);
GC §§12946, 12960, 34090
City
Manager
/ Human
Resources
HR-008 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transitory or source records not retained in the
ordinary course of business; CHP audits every
2 years; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; GC §34090
City
Manager
/ Human
Resources
HR-009 Drug & Alcohol Test Results (All - Positives
and Negatives) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD D.O.T. Requires 5 years for positive tests,
refusals, annual summaries, etc., 1 year for
negative tests; EEOC / FLSA / ADEA (Age)
requires 3 years physical examinations; State
Law requires 2 years; 29 CFR 1627.3(b)(1)(v),
GC §§12946, 12960, 34090; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq.; 49 CFR 653.71
City
Manager
/ Human
Resources
HR-010
EEO-4 Reports and records required to
generate EEO-4 report (Self-Identification
Form, etc.)
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
29 CFR 1602.30; 29 CFR 1602.31, 29 CFR
1602.32; GC §34090
City
Manager
/ Human
Resources
HR-010.2 Employment Contracts (other than the City
Manager)
Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Covers E&O Statute of Limitations; Published
Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337 et.
seq., GC §34090
City
Manager
/ Human
Resources
HR-012 Grievances and Informal Complaints (all) Separation + 4 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; All State and Federal
laws require retention until final disposition of
formal complaint; State requires 4 years after
action is taken; 29 CFR 1602.31 &
1627.3(b)(1); GC §§12946, 12960,34090; 29
USC 1113, LC 1174
ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/5/2025

Page 64 of 504 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

City
Manager
/ Human
Resources
HR-013 I-9s Separation +
3 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Required for 1 year from termination or 3 years
from hiring, whichever is later; EEOC / FLSA /
ADEA (Age) requires 3 years for "any other
forms of employment inquiry"; State Law
requires 2 -3 years; INA 274A(b)(3); INS Rule
274a.1(b)(2); 8 CFR 274a.2; 29 CFR
1627.3(b)(1); GC §§12946, 12960, 34090
City
Manager
/ Human
Resources
HR-014 Job Descriptions / Classification
Specifications
Superseded
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years after any employment action;
retirement benefits is 6 years from last action;
29 CFR 1602.31 & 1627.3(b)(2), GC §§12946,
12960, 34090
City
Manager
/ Human
Resources
HR-015
Labor Relations Files
(Negotiation Notes, Correspondence,
Interpretation of MOU Provisions,
Documentation, etc.)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; 29 CFR 405.9; GC
§34090
City
Manager
/ Human
Resources
HR-016 OSHA Logs (200, 300, 301A, etc.) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Calif. Labor Division is required to keep their
records 7 years; OSHA requires 5 years; State
law requires 2 years; 8; 8 CCR 14300.33, 8
CCR §3203(b)(1), GC §34090; LC §6429c
City
Manager
/ Human
Resources
HR-017
Personnel Files / Personnel Jackets -
Medical Files
Pre-employment Physical Reports,
Respiratory Fit Tests for Breathing
Apparatus, etc. (all employees)
Separation +
30 years,
OR
Termination
of Benefits +
5 years
(whichever
is longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30 years
for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090, 29 CFR 1627.3,
29 CFR 1602.14; LC §1198.5; 29 USC 1113
ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/5/2025

Page 65 of 504 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

City
Manager
/ Human
Resources
HR-018
Personnel Files / Personnel Jackets -
Employees
Includes Training Certificates (Ethics,
Sexual Harassment Prevention, Safety,
etc.)
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of limitations
for retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
years; 29 CFR 1602.14, 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090; 29
USC 1113, LC §1198.5, 6 CFR 31.6001-
1(e)(2); GC §3105
City
Manager
/ Human
Resources
HR-019
Recruitment and Testing File
(Includes Advertisements, Unsuccessful
Applications Interview Notes, Job
Brochures, Test Data, Testing Analysis &
statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Rater's Profile &
Confidentiality Agreement, Flowchart,
Eligible Lists, etc.)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; EEOC / FLSA / ADEA
(Age) requires 1-3 years; State Law requires 4
years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14
et seq.; 2 CCR 11013(c); GC §§12946, 12960,
34090
City
Manager
/ Human
Resources
HR-019.1 Recruitment Exam Plan Database
(NeoGov) 4 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; EEOC / FLSA / ADEA
(Age) requires 1-3 years; State Law requires 4
years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14
et seq.; 2 CCR 11013(c); GC §§12946, 12960,
34090
City
Manager
/ Human
Resources
HR-020 Safety Committee 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; OSHA requires 5
years for safety records; State law requires 2
years; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -3
years; 8 CCR §3203 et seq., 8 CCR
14300.33(a); 29 CFR 1627.3(b)(ii), 29 CFR
1904.33, 29 CFR 1904.44; GC §60201 et seq.;
LC §6429(c), GC §§12946, 12960, 34090,
53235.2(b)
ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/5/2025

Page 66 of 504 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

City
Manager
/ Human
Resources
HR-021
Studies & Surveys Conducted on Behalf of
the City (Sick Leave, Attrition, Benefits,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City
Manager /
Human
Resources
HR-021.5
Verifications of Employment, Child Support,
etc. (From lenders or other outside
companies)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not an Agency record / Content does NOT
relate in a substantive way to the conduct of the
public's business; GC §34090 et seq
City
Manager
/ Human
Resources
HR-022
Workers Compensation or Disability Claims
/ Employee Accident Reports
Includes all Accident, Incident, or Injury
Reports and associated MSDS
Separation +
30 years,
OR
Termination
of Benefits +
5 years
(whichever
is longer)
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30 years
for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 340900
City
Manager /
Human
Resources
HR-022.5
Workplace Violence – Hazard
identification, evaluation, correction,
incident logs, investigations, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/5/2025

Page 67 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning)
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).

BUILDING & LIFE SAFETY
Comm.

Develop. /
Building &
Life Safety
B&LS-001 Building Permit Applications where the
Plan Check Fees were Not Paid 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Preliminary drafts not
retained in the ordinary course of business;
GC §34090
Comm.

Develop. /
Building &
Life Safety
B&LS-002 Building Permit Database Indefinite -
Permanent Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Building Permits are
required for the Life of the Building ; GC
§34090; H&S §19850
Comm.

Develop. /
Building &
Life Safety
B&LS-003 Building Permits (All) / Street Files P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD CBC §106.4.2, GC §34090, H&S §19850 Comm.

Develop. /
Building &
Life Safety
B&LS-004
Building Plans, Specifications and
Construction Documents - Finalled -

SINGLE FAMILY RESIDENTIAL - SFR
and APPURTENANCES
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Law requires for the
life of the building for commercial only; CBC
and UAC require plans be retained 180 days
from completion date for residential and
appurtenances; CBC 104.7 & 107;
H&S§19850, GC §34090
Comm.

Develop. /
Building &
Life Safety
B&LS-005
Building Plans, Specifications and
Construction Documents - Finalled -
INDUSTRIAL, COMMERCIAL, MULTIFAMILY DWELLINGS, PLACES OF

PUBLIC ACCOMMODATION, TENANT

IMPROVEMENTS, PRODUCTION

HOMES, NON-RESIDENTIAL
(includes commercial structural plans,
Hazardous Materials Questionnaire, etc.)
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Law requires for the
life of the building for commercial only; CBC
104.7 & 107.5; H&S§19850, GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

Page 68 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning)
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).

Comm.

Develop. /
Building &
Life Safety
B&LS-005.1 Building Plans, Cancelled or Withdrawn
Upon
Cancellation
or Withdrawal
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary Drafts; GC §34090 Comm.

Develop. /
Building &
Life Safety
B&LS-006 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
Comm.

Develop. /
Building &
Life Safety
B&LS-007
Construction Notices / Inspection
Notices
(correction notices, compliance orders,
investigation forms, stop work notices,
etc.)
Until Cleared
or Project
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Comm.

Develop. /
Building &
Life Safety
B&LS-008 Reports: Building Activity (Monthly /
Annual)
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 et seq.

Comm.

Develop. /
Building &
Life Safety
B&LS-009 Requests & Permissions to Receive
Copies of Plans / Architect's Approval 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

HOUSING
Comm.

Develop. /
Housing
HOU-038
Housing Programs: Grants
(See Legislative & Information Services /
City Clerk for Affordable Housing
Recorded Documents)
After Funding
Agency Audit,
if required -
Minimum 5
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
HUD requires 5 years after the agreement
terminates; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from
expenditure report; 24 CFR 92.508(a)(c) &
570.502(a), 29 CFR 884.214, 982.158, GC
§34090; 2 CFR 200.334
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

Page 69 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning)
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).

Comm.

Develop. /
Housing
HOU-038.5
Preliminary Application Form (required for
a housing development project that
includes residential units; form is provided
by California Department of Housing &
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.

NEIGHBORHOOD SERVICES
Comm.

Develop. /
Neighbor.

Services
NS-010
Neighborhood Services Case Files
(Includes appeals and Code Enforcement
Complaint Letters)
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Case is open until
satisfactorily resolved (some cases are not
resolved); City Clerk maintains original staff
reports and resolutions that are presented to
Council; GC §34090
Comm.

Develop. /
Neighbor.

Services
NS-011 Neighborhood Services Database
(Citizen Serve, Request Tracker)
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090

PLANNING
Comm.

Develop. /
Planning
PL-002 Annexations / Boundaries /
Consolidations / LAFCO P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Comm.

Develop. /
Planning
PL-003 ARC - Architectural Review Committee -
Agendas and Agenda Packets 2 years Yes (before
meeting)
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference - copies (the Staff
Reports are filed in the Entitlement Folder);
GC §34090.7
Comm.

Develop. /
Planning
PL-004 ARC - Architectural Review Committee -
Audio Recordings
30 days, or
After Minutes
are Adopted,
whichever is
longer
(Mag) Department preference; State law only
requires for 30 days; GC §54953.5(b)
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

Page 70 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning)
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).

Comm.

Develop. /
Planning
PL-004 ARC - Architectural Review Committee -
Video Recordings 10 years (Mag)
Department preference; Video recording of
meetings are only required for 90 days; GC
§34090.7
Comm.

Develop. /
Planning
PL-005 ARC - Architectural Review Committee -
Minutes & Bylaws P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Notes taken to facilitate the writing of the
minutes can be destroyed after minutes have
been adopted; GC §34090 et seq.

Comm.

Develop. /
Planning
PL-007
CDBG Subrecipient Grants & Agreements
(Includes Community Services Grant
Program) and Other Grant Programs
Approved by the City Council.
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, & 570.502(a), OMB
Circular A-133; GC §34090, GC §8546.7
Comm.

Develop. /
Planning
PL-008.1
CEQA / Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
Correspondence and staff notes that
provide insight into the project or 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
Comm.

Develop. /
Planning
PL-009 Downtown Parking Advisory Board -
Agendas & Agenda Packets 2 years Yes (before
meeting)
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference - copies (the Staff
Reports are filed in the Entitlement Folder);
GC §34090.7
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

Page 71 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning)
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).

Comm.

Develop. /
Planning
PL-010 Downtown Parking Advisory Board -
Minutes & Bylaws P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Notes taken to facilitate the writing of the
minutes can be destroyed after minutes have
been adopted; GC §34090 et seq.

Comm.

Develop. /
Planning
PL-011
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, Categorical
Exemptions, Initial Studies, NOE / Notice
of Exemption, etc.)
Inside City boundaries
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
Comm.

Develop. /
Planning
PL-012
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, Categorical
Exemptions, Initial Studies, NOE / Notice
of Exemption, etc.)
Outside City boundaries
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records; EIRs and Negative Declarations
within the City Boundaries are with the project
file
Comm.

Develop. /
Planning
PL-013 General Plan Working Papers
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Comm.

Develop. /
Planning
PL-014 General Plan, Elements and
Amendments P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Comm.

Develop. /
Planning
PL-015 Home Occupation Permits P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Comm.

Develop. /
Planning
PL-017 HRC - Historic Resources Committee -
Minutes & Bylaws (Disbanded) P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Notes taken to facilitate the writing of the
minutes can be destroyed after minutes have
been adopted; GC §34090 et seq.

ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

Page 72 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning)
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).

Comm.

Develop. /
Planning
PL-018 Land Use Studies / Plans / Reports P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Comm.

Develop. /
Planning
PL-019 Master Plans, Specific Plans, Bikeway
Plans, etc. P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Comm.

Develop. /
Planning
PL-020 Planning Commission Agenda Packets &
Agendas P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (the Staff Reports are
filed in the Entitlement Folder); GC §34090 et
seq.

Comm.

Develop. /
Planning
PL-021 Planning Commission Minutes & Bylaws P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Notes taken to facilitate the writing of the
minutes can be destroyed after minutes have
been adopted; GC §34090 et seq.

Comm.

Develop. /
Planning
PL-022 Planning Commission Recordings -
Audio Recordings 2 years (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b)
Comm.

Develop. /
Planning
PL-023 Planning Commission Recordings - Video
Recordings 10 years (Mag)
Department preference; Video recording of
meetings are only required for 90 days; GC
§34090.7
Comm.

Develop. /
Planning
PL-024 Planning Commission Resolutions P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Page 73 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning)
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).

Comm.

Develop. /
Planning
PL-025
Planning Project Files - Permanent
Entitlements
(Includes Associated CEQA Noticing,
Conditions of Approval, Public Noticing,
Environmental Determinations, Staff
Reports, Plans & Maps - whether
withdrawn or expired or not)
Examples: Conditional Use Permits
(CUPs), Design Review, Lot Line
Adjustments, Parcel Maps, Planned Sign
Program, Site Plans, Tentative
Subdivisions, Variances, Zone Changes,
Architectural Review, Minor Exceptions,
Plot Plan, Viewshed Review,
Development Code Amendment, etc.

P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Projects have a 2
year vesting (applicant must pull permit within
2 years), and can be extended -- those
applications in which the applicant does not
follow through, and can be extended, with
permit may be destroyed after the vesting
period has expired. Department maintains
complete files for administrative purposes;
Final environmental determinations are
required to be kept a "reasonable period of
time"; 14 CCR §15095(c); GC§§34090,
34090.7
Comm.

Develop. /
Planning
PL-026 Planning Project Files - PreApplications 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC§34090 Comm.

Develop. /
Planning
PL-026.1 Planning Project Files - Cancelled or
Withdrawn
Upon
Cancellation
or Withdrawal
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary Drafts; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

Page 74 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning)
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).

Comm.

Develop. /
Planning
PL-027
Planning Project Files - Temporary
Entitlements / TUPs - Temporary Use
Permits:

Temporary Barricades with Artwork,
Debris Boxes, Pumpkin Lots, Temporary
Signs, Use of City Property, etc.
2 years
Yes:

During
Event
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Temporary uses; Department maintains
complete files for administrative purposes;
GC§§34090
Comm.

Develop. /
Planning
PL-028 Preliminary Review File (No Final
Application)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Preliminary
Documents (no application submitted); GC
§34090
Comm.

Develop. /
Planning
PL-029 Project Log Index / Tracking Spreadsheet P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Manager
/ Comm.

Develop.

PL-030
Projects, Programs, Subject & Issues -
Includes Economic Development
(Issues and/or projects will vary over time -
e.g. Hotels, Developments, etc.)
May include studies and real estate
appraisals
When No
Longer
Required -
Minimum 5
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (real estate appraisals
should be retained for 5 years - see City-wide
schedule); GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

Page 75 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning)
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).

Comm.

Develop. /
Planning
PL-031
Redevelopment Plans, Redevelopment
Project Files (Historical)
Environmental Documents CIP Projects,
Real Property records - which can be sent
to the current Office of Record for
permanent retention)
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Comm.

Develop. /
Planning
PL-031.1
Redevelopment Plans, Redevelopment
Project Files (NOT Historically
Significant)
Excludes Environmental Documents CIP
Projects, Real Property records - which
can be sent to the current Office of
Record for permanent retention)
Completion +
10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Comm.

Develop. /
Planning
PL-032 Redevelopment Project Relocation Files Settle + 5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Claims; CCP §§ 337 et seq.;
GC §§ 945, 34090, 34090.6; PC §832.5
PL-033
Regional Organizational Studies &
Programs where other Agencies are the
Lead (e.g. Air Quality Studies, etc.)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records; GC §34090 et seq.

Comm.

Develop. /
Planning
PL-034 SAC - Staff Advisory Committee (all
records) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Internal Employee Committee; GC §34090 Comm.

Develop. /
Planning
PL-035 Special Studies / "Staff Projects" P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference (copies); GC
§34090.7
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

Page 76 of 504 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning)
Page CD-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).

Comm.

Develop. /
Planning
PL-036 Zoning Amendments, Zoning Text
Amendments P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC
§34090.7
Comm.

Develop. /
Planning
PL-037 Zoning Maps P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; City Clerk Maintains
originals of all documents that were presented
to Council; GC §34090.7

RECYCLING
Comm.

Develop. /
Recycling
RCY-039
AB 939 Compliance / SB 1383
Compliance (Organic Waste Collection
and Recycling)
P
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, and are eligible for an extension;
14 CCR § 18995;.2 H&S §39730.7; GC
§34090
Comm.

Develop. /
Recycling
RCY-040 Reports to Regulatory Agencies
(CalRecycle, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Comm.

Develop. /
Recycling
RCY-041 Tonnage Reports 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

Page 77 of 504 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk)
Page LS-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

CITY CLERK
Legis. &
Info.

Services /
City Clerk
CC-001
Agenda Packets / Staff Reports: Not
Imaged (prior to 1999)
City Council, Redevelopment Agency,
Public Financing Authority
10 years Yes: Until
After Meeting
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (The minutes are
the permanent record); GC §34090 et
seq.

Legis. &
Info.

Services /
City Clerk
CC-001.2 Applications for Boards, Commissions or
Committees 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. &
Info.

Services /
City Clerk
CC-001.3 Applications for Boards, Commissions or
Committees (Successful) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. &
Info.

Services /
City Clerk
CC-001.4 Applications for Boards, Commissions or
Committees Resignations) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. &
Info.

Services /
City Clerk
CC-002
Agenda Packets / Staff Reports: Imaged
(1999 and after)
City Council, Redevelopment Agency,
Successor Agency, Oversight Board, Public
Financing Authority
P
Yes: Until
After Meeting
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (The minutes are
the permanent record); GC §34090 et
seq.

Page 78 of 504 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk)
Page LS-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Legis. &
Info.

Services /
City Clerk
CC-003
Agreements - ALL Non-Infrastructure
(Approved by the City Council)
Agreement or Contract includes all
contractual obligations (e.g. Amendments,
Scope of Work or Successful Proposal)
Examples of NON-Infrastructure:

Consulting, disposal, City Manager
employment contracts, housing, leases,
loans, mutual aid, professional services,
services, etc.

Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Other contracts are maintained by the
Lead Department managing the contract;
Covers E&O Statute of Limitations Statute
of Limitations: Contracts & Spec's=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP
§§336(a), 337 et. seq., GC §34090
Legis. &
Info.

Services /
City Clerk
CC-004
Agreements - If Imaged, Infrastructure,
DDAs, OPAs, MOUs, MOAs (Approved
by the City Council)
Agreement or Contract includes all
contractual obligations (e.g. Amendments,
Scope of Work or Successful Proposal)
Examples of Infrastructure: Architects,
CalPERS, franchise agreements,
development, Joint Powers, MOUs,
settlement, water rights, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Other contracts are maintained by the
Lead Department managing the contract;
Department Preference; All infrastructure,
JPAs, & Mutual Aid 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. 337.1(a),
337.15, 343; GC §34090, Contractor has
retention requirements in 48 CFR 4.703
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

Page 79 of 504 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk)
Page LS-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Legis. &
Info.

Services /
City Clerk
CC-005
Assessment / Maintenance / Landscape &
Lighting / Street / Underground Utility
Districts / Improvement District Projects -
Formation Documents (e.g. parks,
sidewalks, roads, sewer, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Engineer's
Reports, Diagrams and Drawings are
maintained by Engineering; GC §34090
Legis. &
Info.

Services /
City Clerk
CC-006 Department Files that are NOT mentioned
in this Schedule 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
The lead department retains in their
systems according to their retention
period; GC §34090
Legis. &
Info.

Services /
City Clerk
CC-007 City Clerk Storage Files (Prior City Council
Files Index) Historical P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Legis. &
Info.

Services /
City Clerk
CC-008
City Newsletters: Distributed to Citizens
(Stagecoach Express, etc.) Arroyo Grande
Gazette, etc.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Legis. &
Info.

Services /
City Clerk
CC-008.1 Claim Runs (CJPIA Liability Claims)” 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 Legis. &
Info.

Services /
City Clerk
CC-008.2 Claims (Liability Claims) Final Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers various
statute of limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 34090, 34090.6; PC §832.5
Legis. &
Info.

Services /
City Clerk
CC-008.3 Accident Reports (Damage involving City
Vehicles or Property) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

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(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Legis. &
Info.

Services /
City Clerk
CC-009 Committee Rosters / Maddy Act Lists 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Legis. &
Info.

Services /
City Clerk
CC-010
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

DESIGNATED POSITIONS &
CONSULTANTS (specified in the City's
Conflict of Interest code. Includes Oversight
Board)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
City maintains original statements; GC
§81009(f)&(g)
Legis. &
Info.

Services /
City Clerk
CC-011
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

PUBLIC OFFICIALS (Elected. Includes
City Council Members, Successor Agency
Members, Planning Commission Members,
City Manager, City Treasurer & City
Attorney - "87200 filers")
4 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)
Legis. &
Info.

Services /
City Clerk
CC-011.1
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

ELECTRONICALLY FILED
10 years Mag, S / I Yes: After
QC
Statements filed electronically though a
FPPC approved system are required for
10 years; City maintains copies only;
original statements are filed with FPPC;
GC §81009(f)(g); GC §84615
Legis. &
Info.

Services /
City Clerk
CC-011.2
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

THOSE NOT REQUIRED TO FILE WITH
THE CITY CLERK (when serving on
another board, etc.) AND UNSUCCESSFUL

CANDIDATES
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Department Preference; City maintains
copies only; original statements are filed
with the other agency; GC §81009(f)&(g)
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

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Page LS-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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-011.4 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; GC §81009(e) City Clerk CC-011.6 FPPC Form 802 (Tickets Provided by
Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website for 4 years; GC
§81009(e)
City Clerk CC-011.8 FPPC Form 803 (Behested Payment
Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §81009e City Clerk CC-011.9 FPPC Form 804 (Agency Report of New Positions) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC FPPC Regulation 18734(c); GC §81009e City Clerk CC-011.10 FPPC Form 805 (Agency Report of
Consultants) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC FPPC Regulation 18734(c); GC §81009e City Clerk CC-011.11 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)

ELECTIONS - CONSOLIDATED
Legis. &
Info.

Services /
City Clerk
CC-012
Campaign Disclosure Statements (FPPC
400 Series Forms : SUCCESSFUL
CANDIDATES (Elected Officials)
includes FPPC 501 Forms and All
Campaign Disclosure Forms, whether filed
electronically or not
P
Mag, Mfr,
OD, Ppr S
Yes: After
QC
For Electronic Filings, Data that has been
maintained for at least 10 years may then
be archived in a secure format; For
Electronic Filings, Paper must be retained
for at least 2 years; CCP§583.320(a)(3);
GC §81009(b)&(g); GC §84615
Legis. &
Info.

Services /
City Clerk
CC-013
Campaign Disclosure Statements (FPPC
400 Series Forms : UNSUCCESSFUL

CANDIDATES
Includes FPPC 501 Forms
and Unsuccessful Candidates Without
Committees that Don't File Electronically
5 years Mag, Mfr,
OD, Ppr S
Yes: After
QC
Candidates without committees are not
required to file their statements , reports
or copies online or electronically, Paper
must be retained for at least 2 years; GC
§81009(b)&(g); GC §84615
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

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Page LS-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Legis. &
Info.

Services /
City Clerk
CC-013
Campaign Disclosure Statements (FPPC
400 Series Forms : UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED
Includes FPPC 501 Forms Filed
Electronically
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Statements filed electronically are
required for 10 years; GC §81009(b)&(g);
GC §84615
Legis. &
Info.

Services /
City Clerk
CC-014
Campaign Disclosure Statements (FPPC
400 Series Forms): THOSE NOT

REQUIRED TO FILE ORIGINAL WITH
CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Paper must be retained for at least 2
years; GC §81009(b)&(g)
Legis. &
Info.

Services /
City Clerk
CC-015
Campaign Disclosure Statements (FPPC
400 Series Forms): OTHER COMMITTEES
(PACS - not candidate-controlled - Ballot
Measure committees, General Purpose
Committees, etc.)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Paper must be retained for at least 2
years; GC §81009©&(g)
Legis. &
Info.

Services /
City Clerk
CC-016
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
All Applications for vacancies on the
Council, Precinct Maps, County Election
Services, City Measures, etc.)
2 years Mag, Ppr GC §34090
Legis. &
Info.

Services /
City Clerk
CC-017
Elections - HISTORICAL (Certificate of
Election, Copies of resolutions, final
results)
P
Mag, Mfr,
OD, Ppr S No Retained for Historical Value, GC §34090
Legis. &
Info.

Services /
City Clerk
CC-018.1
Elections - Petitions (Initiative, Recall or
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination + 1
year after
petition
examination
Ppr
Not accessible to the public;1 year after
examination if the proponents choose to
examine the petitions, unless there is a
legal or FPPC proceeding. EC
§§17200(b)(3), 17400
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

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Page LS-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Legis. &
Info.

Services /
City Clerk
CC-018.2
Elections - Petitions (Initiative, Recall or
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
Legis. &
Info.

Services /
City Clerk
CC-018.3 Elections - Petitions (Initiative, Recall or
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
Legis. &
Info.

Services /
City Clerk
CC-019
Nomination Papers, Candidate Statements,
Ballot Designation Worksheets, Code of
Fair Campaign Practices, etc. -

SUCCESSFUL CANDIDATES
Term of Office +
4 years Mag, Ppr
CA law states term of office and 4 years
after the expiration of term for Nomination
Papers; EC §17100
Legis. &
Info.

Services /
City Clerk
CC-020
Nomination Papers, Candidate Statements,
Ballot Designation Worksheets, Code of
Fair Campaign Practices, etc. -

UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Ppr
Department Preference; CA law states
term of office and 4 years after the
expiration of term for Nomination Papers;
EC §17100
Legis. &
Info.

Services /
City Clerk
CC-020.1
Redistricting Web Page / Council District
Boundary Web Page (Map, Redistricting
Process, Agendas, Calendars, Notice, etc.)
10 years Mag, Ppr EC §21160(i); GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

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Page LS-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) Legis. &
Info.

Services /
City Clerk
CC-023 Assessment District Ballots and/or protest
letters - Prop. 218 proceedings 2 years Ppr GC §53753(e)(2), 53755(d) (End of Elections Section)
Legis. &
Info.

Services /
City Clerk
CC-034
Historical Records (e.g. Articles of
Incorporation, City Seal, Awards of
significant historical interest, Scrapbooks,
etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City Clerk determines historical
significance; records can address a
variety of subjects and media; GC §34090
Legis. &
Info.

Services /
City Clerk
CC-035
Housing Unit Programs / Affordable
Housing: (First Time Home Buyers,
Life/Safety, etc.)
Loans, Deed Restrictions for Resale that
Runs with the Land, Deeds of Trust,
Subordination, Homeowners Insurance, etc.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; HUD requires 5
years after the project completion;
documents imposing recapture / resale
restrictions are 5 years after the
affordability period terminates; Uniform
Admin. Requirements for Grants to Local
Governments is 3 years from expenditure
report; 2 CFR 200.334; 24 CFR

92.508(a)(c)(2); 29 CFR 97.42, GC
§34090
Legis. &
Info.

Services /
City Clerk
CC-036 Insurance Policy / Liability (CJPIA) 11 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Legis. &
Info.

Services /
City Clerk
CC-037
Insurance Certificates (for Contracts,
Vendors, and City-issued Certificates etc.)
That cannot be matched to an agreement or
contract
11 years Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Longest Statute of Limitations is 10 years;
CCP §337 et seq.; GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

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Page LS-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Legis. &
Info.

Services /
City Clerk
CC-038
Minutes (City Council, Redevelopment
Agency, Successor Agency, Oversight
Board, Public Financing Authority)
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Legis. &
Info.

Services /
City Clerk
CC-039 Municipal Code Administration,
Correspondence, Distribution, etc. 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC § 34090
Legis. &
Info.

Services /
City Clerk
CC-040 Municipal Code and History File (always
retain 1 copy of each supplement) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Legis. &
Info.

Services /
City Clerk
CC-041 Oaths of Office: Elected and appointed
officials 50 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, GC
§34090; PC §§801.5, 803(c)
Legis. &
Info.

Services /
City Clerk
CC-042
Ordinances (City Council, Redevelopment
Agency, Successor Agency, Public
Financing Authority)
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq.

Legis. &
Info.

Services /
City Clerk
CC-043
Petitions (submitted to Council on any
subject - Dog Parks, Parking, Traffic
Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
Minimum 1 year Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Law requires 1 year for petitions; GC
§50115
Legis. &
Info.

Services /
City Clerk
CC-044
Proclamations / Commendations /
Certificates / Recognitions (includes
requests)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

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Page LS-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Legis. &
Info.

Services /
City Clerk
CC-045 Proof of Publication 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Legis. &
Info.

Services /
City Clerk
CC-046
Recorded Documents, Real Property
Records: Deeds, Abandonments, Deed
Restrictions, Easements, Offers of
Dedication, Rights of Way, Vacations, etc.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Legis. &
Info.

Services /
City Clerk
CC-047 Recordings of City Council Meetings -
Video Recordings / DVD-R or VCR (ALL) 10 years (Mag)
Department preference; Video recording
of meetings are only required for 90 days;
GC §§34090.7, 60201
Legis. &
Info.

Services /
City Clerk
CC-048 Recordings of City Council Meetings -
Audio Recordings / Tapes or CDs - 2 years (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) Legis. &
Info.

Services /
City Clerk
CC-049 Records Destruction Lists / Certificates of
Records Destruction 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et.
seq.

Legis. &
Info.

Services /
City Clerk
CC-050
Records Retention Schedules /
Authorizations and Amendments to Records
Retention Schedules
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq.

Legis. &
Info.

Services /
City Clerk
CC-052 Request for Public Records / Subpoenas 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

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Page LS-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Legis. &
Info.

Services /
City Clerk
CC-053 Resolutions (City Council, Redevelopment
Agency, Public Financing Authority) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq.

Legis. &
Info.

Services /
City Clerk
CC-053.2 Rosters of Elected City Officials P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Retained for Historical Value, GC §34090 Legis. &
Info.

Services /
City Clerk
CC-053.3 Secretary of State Statement of Facts /
Registry of Public Agencies 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. &
Info.

Services /
City Clerk
CC-053.4 Taxicabs - Insurance, Rate Schedules, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Legis. &
Info.

Services /
City Clerk
CC-054 Vehicle Titles ("Pink Slips") Sale or
Disposal
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Given to Auction House / New Owner; GC
§34090

REDEVELOPMENT AGENCY
Agendas, Agenda Packets, Minutes - See
City Council (Joint meetings)
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025

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Page LS-12
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Legis. &
Info.

Services /
Redevelop.

Agency
RDA-003
Agreements RDA - ALL Non-Infrastructure
(Approved by the RDA)
Agreement or Contract includes all
contractual obligations (e.g. Amendments,
Scope of Work or Successful Proposal)
Examples of NON-Infrastructure:

Consulting, leases, loans, professional
services, etc.

Services /
Redevelop.

Agency
RDA-004
Agreements RDA - If Imaged,
Infrastructure, DDAs, OPAs, MOUs,
MOAs (Approved by the RDA)
Agreement or Contract includes all
contractual obligations (e.g. Amendments,
Scope of Work or Successful Proposal)
Examples of Infrastructure: Architects,
improvement agreements, development,
Joint Powers, MOUs, redevelopment,
settlement, etc.

Services /
Redevelop.

Agency
RDA-005 Formation Documents P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq.

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Page LS-13
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Legis. &
Info.

Services /
Redevelop.

Agency
RDA-006 Redevelopment Plans / Redevelopment 5-
year Plan / RDA Project Files P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq.

Legis. &
Info.

Services /
Redevelop.

Agency
RDA-007 Resolutions (Redevelopment Agency /
Successor Agency / Oversight Board) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq.

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Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

POLICE ADMINISTRATION
Police /
Admin. PD-001 Background Files - Successful Applicants Separation + 4 years Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years; 29 CFR 1627.3(b)(i), 29 CFR
1602.14 et seq.; 2 CCR 11013(c); GC §§12946,
12960, 34090; 29 USC 1113
Police /
Admin. PD-002 Background Files - Unsuccessful
Applicants 4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 2 -3 years; 29 CFR 1627.3(b)(i), 29
CFR 1602.14 et seq.; 2 CCR 11013(c); GC
§§12946, 12960, 34090
Police /
Admin. PD-003 Billing for Damage to City Property (DUI, etc.) / Accounts Receivable / Booking Fees Minimum 5
years
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (meets municipal
government auditing standards); GC §34090
Police /
Admin. PD-003.4 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transitory or source records not retained in the
ordinary course of business; CHP audits every
2 years; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; GC §34090
Police /
Admin. PD-012.1
DR Reports / Crime Reports
Sealed Juvenile and Ward Cases -
Childhood Sexual Assault - After January
1, 2024
P
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP §§340.1,
GC §34090
Police /
Admin. PD-012.2
DR Reports / Crime Reports
Sealed Juvenile and Ward Cases -
Childhood Sexual Assault - Before
January 1, 2024
Age of
Majority + 22
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP §§340.1,
GC §34090
ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

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Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Admin. PD-004
Internal Affairs Investigations / Complaints:

WITHOUT Sustained Finding of
Misconduct as defined in PC §832.7
Final
Disposition
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for civilian complaints; other
State & Federal laws require retention until final
disposition of formal complaint; State requires 4
2 years after action is taken; Statute of
Limitations is 4 years for misconduct after the
discovery of the offense for misconduct in
office; EVC §1045, GC §§12946, 12960,
34090, PC §832.5, VC §2547
Police /
Admin. PD-004
Internal Affairs Investigations / Complaints:

WITH Sustained Finding of Misconduct
as defined in PC §832.7
Final
Disposition
+ 15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
EVC §1045, GC §§12946, 12960, 34090, PC
§832.7, VC §2547
Police /
Admin. PD-005 LiveScan Applications / Fingerprint Applications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC§ 34090 et seq.

Police /
Admin. PD-006 LiveScan Responses or Logs (CORI Responses) for Hired Employees 50 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (DOJ allows retention
for legitimate business needs); must be
maintained in a secure and confidential file;
DOJ Information Bulletin No. 02-17-BCII; GC§
34090 et seq.

Human
Resources
& Police /
Admin.

PD-007 Personnel Files - Employees Separation +
5 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; 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)(ii), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090; 29 USC 1113
Police /
Admin. PD-008
Policies & Procedures / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All employment
actions must be retained for 4 years ;GC
§§12946, 12960, 34090
Police /
Admin. PD-054 Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

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Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Admin, PD-031 Private House Alarm Systems Permit 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; meets municipal
government auditing standards; GC §34090
Police /
Admin. PD-009
Recruitment and Testing File - Police
Personnel Only
(Includes Advertisements, Job Brochures,
Test Data, Testing Analysis & statistical
Metric, Job Analysis, Rating Sheets,
Scantrons, Rater's Profile & Confidentiality
Agreement, Flowchart, Eligible Lists, etc.)
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; EEOC / FLSA / ADEA
(Age) requires 1-3 years; State Law requires 2 -
3 years; 29 CFR 1602 et seq & 1627.3(a)(5)
and (6), 2 CCR 7287.0(c)(2), GC §§12946,
12960, 34090
Police /
Admin. PD-011.4
Report to the State Commission on Peace
Officer Standards and Training (POST
Commission) of peace officer employment,
compliant, finding, disposition, or
judgement pursuant to §PC 13510.9
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Admin. PD-010 Reports and Studies - Historical P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. PD-011
Reports and Studies regarding Police
operations (not historical - manpower,
consolidation, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. PD-012
SEALED RECORDS:

Sealed Juvenile and Ward Cases -
Except those with Childhood Sexual
Assault Child Abuse or Severe Neglect,
(Substantiated), outstanding stolen
property, including firearms, or lost firearms
Sealing Date
+ 5 years (or
Court Order)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations runs up to age 22, or
within five years of date of discovery of injury /
illness occurring after age of majority,
whichever is later.; sealed records for juveniles
and wards of the Court must be destroyed 5
years after sealing date; CCP §§340.1, GC
§34090; W&I §§389(a), 781(d)
Police /
Admin. PD-013 Temporary Holding Facility Logs / Includes Juveniles 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Admin. PD-014
Use of Force Supervisory Reviews - NO
Employment Actions, Not as a result of a
complaint from a member of the Public
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §§12946, 34090,
PC §§801.5, 803(c), 832.5, VC §2547
ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

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Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Admin. PD-014.5 Video Recordings - Ongoing Operations
of the City or Building Security) 1 year Mag Records regular and ongoing operations; GC §34090.6 et seq,
Police /
Admin. PD-014.6 Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,

INVESTIGATION
Police /
Investigat. PD-014.5 Automated License Plate Reader Data / ALPR Recordings When No
Longer
Required
Mag
Recordings that become evidence are stored
with evidence; Does not record regular and
ongoing operations; GC §34090.6 et seq;
Police /
Investigat. PD-015 Business Permits (Regulatory) - /
DRIVERS: Taxi Driver, etc.

Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Investigat. PD-016
Business Permits Background Files
(Regulatory) - BUSINESS OWNER: Mobile
Vendors, Taxi, etc.

Termination
of Business
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Investigat. PD-017 Carry Concealed Weapon Permits (CCW) - Approved
Expiration +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police /
Investigat. PD-018 Carry Concealed Weapon Permits (CCW) - Denied 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police /
Investigat. PD-019 Carry Concealed Weapon Permits (CCW) - Retired Employees
Expiration +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police /
Investigat. PD-019.2
Criminal Intelligence Files
Confidential informant information &
activities
Last Entry +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained longer
than 5 years; 28 CFR 23.20(h); GC §34090
ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 94 of 504 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Records PD-021 Detectives Investigation Files and Arrest Files (Official Reports) Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Police /
Investigat. PD-021.5 Drone (Unmanned Aerial Vehicle) Recordings When No
Longer
Required
Mag
Recordings that become evidence are stored
with evidence; Does not record regular and
ongoing operations; GC §34090.6 et seq;
Police /
Investigat. PD-022 Guns: Dealers Record of Sale (DROS) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Investigat. PD-023 Informant Files Minimum 2 years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC §34090
PATROL
Police /
Patrol PD-024 Citation Log Books (#s / ranges) - Parking, Traffic 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol PD-026 PAS / POS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol PD-027 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Public
Works /
Engineerin
g
PD-028 Traffic Control: Radar Trailer Surveys, etc.

Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7

PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-029
Officer Recordings: Mobile Audio/Video
Recordings that are not evidence ("hip
recorders", dashcams, etc.)
1 year Mag
Department preference; Recordings that
become evidence are stored with evidence;
consistent with Lexipol requirements; GC
§34090.6(a)
ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 95 of 504 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Property &
Evidence
PD-029.4 Officer Recordings: Body-Worn Cameras –
LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Property &
Evidence
PD-029.5
Officer Recordings: Body-Worn Cameras -
that ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Property &
Evidence
PD-029.6 Officer Recordings: Body-Worn Cameras -
that are NOT evidence 60 days Mag, PC§ 832.18(b)(5)(A); GC §34090.6 et seq.

RECORDS
Police /
Records PD-030 Activity Reports / Transmittal Forms / TRAK Flyers (Cadet's Daily Activity Report, etc.) 180 days Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; preliminary drafts /
transitory records which can be destroyed when
no longer required; GC §34090 et seq.

Police /
Records PD-033
Citations (Parking, Traffic, Marijuana /
Cannabis). Includes requests for
dismissals, cancellations, and appeals.
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-034
CRIME REPORTS:

Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Records PD-035
CRIME REPORTS:

ALL Imaged Reports, or Capital Crimes,
Homicide, Juvenile, Child Abuse
(substantiated), Elder Abuse
(substantiated), & Sexual Assault
(Rape), Suicide, and those specifically
mentioned in the schedule
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799; 803(h),
11169 et seq.; 11170(a); WIC 707(b)
ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

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Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Records PD-036
CRIME REPORTS:

ALL, Except Imaged Reports, or Capital
Crimes, Homicide, Juvenile, Child Abuse
(substantiated), Elder Abuse
(substantiated), & Sexual Assault
(Rape), Suicide, and those specifically
mentioned in the schedule
5 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Domestic Violence
incident reports are required or a minimum of 5
years; Provided there are no outstanding
warrants, unrecovered weapons, criminal
deaths, they are not historically significant, and
it is not classified under PC §800 & 290 and
H&S §11850; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq,
FC 6228(d)
Police /
Records PD-037
CRIME REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police /
Records PD-038
CRIME REPORTS:

Misdemeanor or Infraction - Adult
Marijuana / Cannabis - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with
procedure in H&S §11361.5) - Except those
with outstanding stolen property, including
firearms, or lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
("Shall" Destroy); GC §§68152(c)(8), 34090;
H&S §11361.5
Police /
Records PD-039
CRIME REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357 -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 97 of 504 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Records PD-040
CRIME REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Records PD-041
CRIME REPORTS:

Capital Crimes / Serious Felonies / Major
Crimes / Sex Crimes - Capital Crimes
(Crimes Subject to the Death Penalty), Sex
Crimes (PC §288, 290)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; No limitations on
commencement of action; Courts keep
permanently PC §§ 187, 261, 286, 288, 288a,
288.5, 289, 289.5, 290, and 799
Police /
Records PD-042
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090; PC
§851.8(a)
Police /
Records PD-043
CRIME REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(d) - Juvenile on School
Grounds during School Hours (with
procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Records PD-043.1
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim
of Human Trafficking (Nonviolent
Crimes)
Court Order
+ 1 year
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
Police /
Records PD-044 Field Investigation Cards (FIs) After Entry into RMS Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary documents; GC §34090 et seq.

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Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Records PD-046 Hearings / Hearing Officer Determinations (Parking, Tows, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-047 Incident Investigations (Injuries to the Public at City Facilities 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-049 Monthly Reports (State and Federal) 1 year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; preliminary drafts /
transitory records which can be destroyed when
no longer required; GC §34090 et seq.

Police /
Records PD-050
OFFICER REPORTS:

Non-Criminal / Outside Assist
Abandoned Vehicle Reports, Information
Reports, Impounded / Towed Vehicles,
Suspicious Circumstances, etc.
2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Dispatch PD-051
Order after Hearing (Restraining Order,
Emergency Protective Orders (EPO),
Temporary Restraining Order (TRO))
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-052 Patrol Ride A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-055 Public Safety & Welfare Permits (One-time events, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-057 Registrants: Arson Registrations: Adults P, or Death of Registrant Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Pursuant to PC §457.1 et seq.; required to
register for life; If released from DOJJ CYA,
records are destroyed after age 25 or sealing
pursuant to W&I §781; GC §34090
Police /
Records PD-058
Arson Registrations: Juveniles released
from Division of Juvenile Justice California
Youth Authority
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Pursuant to PC §457.1 et seq.; If released from
DOJJ CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC §34090
ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025

Page 99 of 504 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Records PD-060 Registrants: Sex Offender Registrations: Adults P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Police /
Records PD-061 Registrants: Sex Offender Registrations: Juveniles P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.; W&I
§781(d);
Police /
Records PD-062 RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090
Police /
Records PD-063 Stolen Firearms / Guns with Serial Numbers P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (DOJ / CLETS
requirements); GC §34090
Police /
Records PD-063.1 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC
§§12525.5, 34090
Police /
Records PD-064 Subpoenas (all) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-065 Traffic Collisions / Accident Reports -
Imaged P
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference (Fatal collisions are
retained by CHP for 5 years); GC §34090
Police /
Records PD-067 Vacation Checks / Patrol Requests
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Draft (entered in RMS / CAD
system; GC §34090 et seq.

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Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

TRAINING
Police /
Training PD-068
Personnel Training File - Officer Training -
BY EMPLOYEE (Includes POST
printouts)
Includes Retiree Fire Arson Qualifications
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (is placed into the
Employee File); OSHA requires safety training
5 years; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -3
years; 8 CCR §3203 et seq., 29 CFR 1602.31;
LC §6429(c); GC §§12946, 12960, 34090,
53235.2(b)
Lead
Dept. PD-069
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters, Outlines and
Materials; includes Use of Force training,
safety training, etc.)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31; LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b)
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Page 101 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

PUBLIC WORKS ADMINISTRATION
Public Works
/ Admin. PW-001 Claims - Damage to City Property (damaged stop signs, signals) Minimum 5
years
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (meets municipal
government auditing standards); GC §34090
Public Works
/ Admin. PW-002 Historical Events (Photos of Major Storms, etc.) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Public Works
/ Admin. PW-003 Regulatory Agency Correspondence (APCD, RWQCB, NRCS, etc.) When No
Longer
Required -
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090

CAPITAL PROJECTS
Public Works
/ Capital
Projects
PW-004 Bid - Rejected Bids / Proposals 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Public Works
/ Capital
Projects
PW-005 Bid Summaries 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (preliminary drafts); GC
§34090
Public Works
/ Capital
Projects
PW-007 Cal Trans Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Capital
Projects PW-008
Capital Improvement Projects (CIP):

Administration File
Project Administration, Certified Payrolls,
Daily Inspection Report, Project Schedules,
Progress meetings, Real Estate Appraisals,
etc.

Completion +
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions is
10 years; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; CCP
§§336(a), 337 et. seq., GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025

Page 102 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Capital
Projects
PW-009
Capital Improvement Projects (CIP):

Permanent File
Contract, Plans, Specifications, Bids/RFPs,
Successful Bid / Proposal, Change Orders,
Materials Testing Reports, Grading Permits,
Hazardous Materials Plans, Notice of
Completion, O&M Manuals, Photos, Soils
Reports, Studies, Submittals, Surveys, etc.

P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference; retained for disaster
preparedness purposes; GC §34090
Public Works
/ Capital
Projects
PW-010 Disadvantaged Business Enterprise (DBE)
Files 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Grant requirements (see Citywide Schedules); GC §34090 Public Works
/ Capital
Projects
PW-011 Geotechnical and Soils Reports P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Capital
Projects
PW-012 Pavement Management Plans Superseded
+ 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Capital
Projects
PW-013 Surveys / Record of Survey / Survey Books
/ Field Notebooks P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025

Page 103 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

ENGINEERING
Public Works
/ Engineering
& City Clerk
ENG-001 Abandonments / Vacations (Streets) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Public Works
/ Engineering ENG-002 Aerial Maps / Photographs - Analog or Digital When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering
& City Clerk
ENG-003
Assessment / Maintenance / Landscape &
Lighting / Street Improvement District
Projects / Community Facilities Districts
(FORMATION, BOUNDARIES)
P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference; Statute of Limitations
is 4 - 10 years (for Errors & Omissions); CCP
§§337. 337.1(a), 337.15, 343; GC §34090.7
Public Works
/ Engineering
OR Admin.

Services /
Accounting
ENG-006 Bonds: Subdivision Bonds / Irrevocable
Letters of Credit
Release of
Bond /
Security + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Securities (Performance Bonds, Letters of
Credit, CD's, etc.) are released after the Notice
of Completion is issued and replaced with the
Warranty Bond, which is released 1 year after
the Notice of Completion date. GC §34090
Public Works
/ Engineering ENG-010 Certificate of Compliance - Final Recordation P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering ENG-011 Certificate of Correction P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering ENG-014 Design & Construction / Engineering Standards P Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering
OR Public
Works /
Capital
Projects
ENG-015 Drainage - Infrastructure Drawings and
Records P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering ENG-016
Encroachment Permits: Permanent or
Imaged
Includes Utility Cuts
Expiration +
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; the warrantee period
for work done underground is usually 5 years,
some Statute of Limitations may be up to 10
years; CCP §337 et seq., GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025

Page 104 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Engineering ENG-017
Engineering Studies / Surveys - Preliminary
Studies / Project Assessments (Not
Acquired or Developed)
Minimum 10
years
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering ENG-018 Engineering Studies / Surveys (City Built Projects, Water Studies, etc.) P Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering ENG-019.2 GIS Database / Data / Layers (both Citywide and Specialized) Superseded Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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.

Public Works
/ Engineering ENG-021 Grading Permits & Plans P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering ENG-024 Index to Tracts / Subdivisions and other Records P Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 et seq.

Public Works
/
Engineering
OR
Planning OR
Building
ENG-025
Land Development Projects: Engineering
Comments: Planning & Building Projects /
Plan Check Comments (Provided to
Planning or Building)
Includes Entitlements (CUPs, Variances,
etc.)
Upon Final
Approval
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Planning or Building retains originals; GC
§34090.7
Public Works
/ Engineering ENG-025.1 Subdivision Improvement Agreements P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/
Engineering
OR
Planning
ENG-026 Lot Line Adjustments / LLAs - Final
Recordation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025

Page 105 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Public Works
/
Engineering
OR
Planning
ENG-027
Maps, Plans and Drawings (Final Maps,
Parcel Maps, Record of Survey, Right of
Way, Tract Maps, "As-Builts", Record
Drawings, etc.)
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Drafts should be destroyed; Some maps are
also retained by Planning; Selected maps are
retained in Public Works for administrative
purposes; GC §34090, 34090.7
Public Works
/
Engineering
or
Building
ENG-033 Subdivision Project File 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (preliminary drafts or
copies); GC §34090 et seq.

Public Works
/ Engineering ENG-034 Subdivisions: Grading and Soils Reports P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (Soils Reports may not
always be forwarded to Planning); GC §34090
Public Works
/ Engineering
OR Public
Works /
Capital
Projects
ENG-035 Surveys / Record of Survey / Survey Books
/ Field Notebooks P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090

ENGINEERING - TRAFFIC & TRANSPORTATION
Public Works
/ Engineering -
Traffic &
Transport.

ENG-041 Speed Surveys 10 years Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Engineering -
Traffic &
Transport.

ENG-042 Studies - Transportation (Not Related to
Development Entitlements) P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Engineering -
Traffic &
Transport.

ENG-044
Traffic Commission

MINUTES & BYLAWS
P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025

Page 106 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Engineering -
Traffic &
Transport OR
Planning.

ENG-045 Traffic Counts
When
Superseded -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090

FACILITIES
Public Works
/ / Facilities PW-014
Backflow Device Reports / Testing - City
Facilities - Fire Suppression Systems in
City Buildings
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets SWRCB, DDW
requirements; 17 CCR 7605(f); GC §34090
Division
Providing
Service /
Work
PW-017
Work Orders / Service Requests - NOT
entered in CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City Preference; CCP §§338 et seq., 340 et
seq., 342, GC §34090
FLEET
Public Works
/ Fleet PW-019 APCD Permits (Generators, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works
/ Fleet PW-020 Gas Logs (Fill ups for City Vehicles) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works
/ Fleet PW-021 Generator Operation Logs 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions, GC §34090
Public Works
/ Fleet PW-022 Operations & Maintenance Manuals / O & M Manuals When
Superseded -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Fleet PW-024 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq.

Page 107 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. PW-025
Regulatory Agency Reports / Compliance
Reports: Monthly and Quarterly Reports,
including backup data
(EPA, DDW, OSHA, RWQCB, etc.)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Hazmat discharge
records are required for 3-5 years; 40 CFR
122.41(j)(2)
Public Works
/ Fleet PW-026
Underground Storage Tanks (City Owned)
– UST Monitoring and Maintenance,
Release Detection Systems, Cathodic
Protection Maintenance Records
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Monitoring and Maintenance records are
required on site for 3 years, 6 ½ years for
Cathodic protection maintenance, 5 years for
calibration & maintenance of release detection
systems; 23 CCR 2712(b); H&S §25284.4(i)
Public Works
/ Fleet PW-027 Underground Storage Tanks (USTs) Life of the Tank Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (required for the life of
the tank); 23 CCR 2712(b), H&S §25284.4(i);
GC §34090 et. seq.

Public Works
/ Fleet PW-028 Used Oil Disposal 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR 66266.130(c)(5), H&S
§25250.18(b)(3), 25250.19(a)(2)(B) et seq.

Public Works
/ Fleet PW-029 Vehicle & Equipment History Files
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(c); CCP §337 et.
seq., 13 CCR 1234(f); GC §34090
Public Works
/ Fleet PW-030
Vehicle Safety Checks / Daily Vehicle
Inspections / Daily Equipment Checks /
CHP Inspections / Pre-Trip Inspections
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
Division
Providing
Service /
Work
PW-033
Work Orders / Service Requests - NOT
entered in CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City Preference; CCP §§338 et seq., 340 et
seq., 342, GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025

Page 108 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

PARKS
Public Works
/ Parks PW-034 Adopt-A-Tree P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Parks PW-037 Park History (Photos) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Parks PW-038 Park Plans P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Parks PW-039 Pesticide Use Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (agricultural pesticide
records are required for 2 years); GC §34090;
3 CCR 6623, 40 CFR 110.3(d)
Public Works
/ Parks PW-041 Playground Inspections 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Parks PW-042 Tree History / Tree Inventory / City Owned Trees Maintenance Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Parks PW-043 Tree Removal Permits 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090

STREETS
Public Works
/ Streets PW-044
Claim Photos (Trip & Falls, Floods, etc.)
Retain Historical Photos Permanently
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Streets PW-045 Drainage - Infrastructure Drawings and Records P Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Streets PW-046 Fish & Game Permits (Creek Cleaning) 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Streets PW-047 NPDES Monitoring Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Monitoring records required for 3 years in
Federal law; 40 CFR §§122.21, 122.41, 122.44
Public Works
/ Streets PW-048 NPDES Permits - Stormwater Superseded + 3 years Yes: Until
Expiration
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Monitoring records
required for 3 years; 40 CFR §§122.21, 122.41;
122.44; CCP §337 et seq.

Page 109 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Streets PW-049 Pesticide Use Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (agricultural pesticide
records are required for 2 years); GC §34090; 3
CCR 6623,
Lead Dept. PW-050
Regulatory Agency Reports / Compliance
Reports: Monthly and Quarterly Reports,
including backup data
(EPA, OSHA, RWQCB, etc.)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Hazmat discharge
records are required for 3-5 years; 40 CFR
122.41(j)(2)
Public Works
/ Streets PW-051 Signal Timing
When
Superseded -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (City contracts for
operation / maintenance); GC §34090
Public Works
/ Streets PW-052 Storm Drain Maintenance 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
Public Works
/ Streets PW-053 Storm Drains - Infrastructure Drawings and Records P Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Streets PW-054 Stormwater Program: Unauthorized Discharges / Violations / Spills Resolution +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; NPDES records are
required for 3 years; 40 CFR 122.41(j)(2)
Public Works
/ Streets PW-055 Street Lighting (Contracted) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works
/ Streets PW-056 Street Sweeping Monitoring Reports, etc. 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Monitoring records required for 3 years in
Federal law; 40 CFR §§122.21, 122.41

UTILITIES (WATER & SEWER)
Public Works
/ Utilities PW-057 Backflow Device Installation Histories P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Utilities PW-058
Backflow: Cross-Connection Backflow
Device Inspections, Maintenance,
Certifications
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
Public Works
/ Utilities PW-059 Cathodic Protection (Pipes, Tanks, Reservoirs) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025

Page 110 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Utilities PW-060 Chains of Custody - Monthly (Water testing instructions) 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, 22 CCR 64690.80; 40 CFR 141.33(a);
40 CFR 141.91
Lead Dept. PW-061
Confined Space Entries & Logs (Permitted
entries into confined spaces such as
sewers and storm drains in order to comply
with regulations)
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
Public Works
/ Utilities PW-062
Customer Concerns / Customer
Complaints: Odor / Taste / Visual
Complaints regarding Drinking Water
Minimum 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
Public Works
/ Utilities PW-063 Daily Water Production P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets California
Department of Health requirements (3 years);
GC §34090
Public Works
/ Utilities PW-064 Fire Hydrant Inspections / Flushing 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Public Works
/ Utilities PW-065 FOG Program (Fat, Oil & Grease) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; NPDES Monitoring
records required for 3 years; POTW reports are
required for 3 years; 40 CFR 403.12; GC
§34090
Public Works
/ Utilities PW-066 Groundwater Plans & Studies P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Utilities PW-067 Hazardous Waste Permits & Reports, Hazardous Waste Manifests P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (City has "cradle to
grave" liability); only 3 years is mandated; 22
CCR 66262.40; ; 8 CCR 14300.33, 8 CCR
§3203(b)(1), LC §6429c GC §34090
Public Works
/ Utilities PW-068 Meter Database Indefinite - Life of Meter Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC
§34090
Public Works
/ Utilities PW-069 Meter History Cards P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025

Page 111 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Utilities PW-070 Meter Installations / Changes
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts (the Meter History Cards) ;
GC §34090
Public Works
/ Utilities PW-071 Operations & Maintenance Manuals / O & M Manuals When
Superseded -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Utilities PW-071.5 Public Notices - Potable Water (Tier 1, 2, or 3) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR §64470; GC §34090 Lead Dept. PW-072
Regulatory Agency Reports / Compliance
Reports: Monthly and Quarterly Reports,
including backup data
(EPA, OSHA, RWQCB, etc.)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Hazmat discharge
records are required for 3-5 years; 40 CFR
122.41(j)(2)
Public Works
/ Utilities PW-072.3 Reservoirs: Dive Videos 10 years Mag, Mfr, OD, Ppr S Yes - After

QC & OD
Department preference (covers 2 mandated
cycles); GC §34090
Public Works
/ Utilities PW-072.4 Reservoirs: Flushing, Disinfection and Cleaning
Minimum 3
years
Mag, Mfr,
OD, Ppr S
Yes - After

QC & OD
Flushing, Disinfection, Inspection and Cleaning
is required for 3 years; 22 CCR §64604(c); GC
§34090
Public Works
/ Utilities PW-072.5 Reservoirs: Inspection Reports,
Maintenance Records P
Mag, Mfr,
OD, Ppr S
Yes - After
QC & OD Department preference; GC §34090
Public Works
/ Utilities PW-072.6 Sanitary Spills and Overflows (SSOs) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; SWRCB
Order 2002-0103-DWQ & 2006-03; 40 CFR
122.41(j)(2); GC §34090
Public Works
/ Utilities PW-073 SCADA Database (Supervisory Control and Data Acquisition) Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data is interrelated; system qualifies as a
"trusted system"; GC §§34090, 12168.7
Public Works
/ Utilities PW-074 Sewer Pump Stations / Infrastructure P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Page 112 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-12
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Utilities PW-075
Sewer System Management Plans (SSMP)
and Audits, Sanitary Sewer Overflows
(SSOs) / Illicit Discharges / Sanitary Spills
Overflow Prevention Plan (SSOPP) and
Sanitary Sewer Overflow Response Plan
Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; SSMPs are required to
be updated every 6 5 years; SSOs are required
for a minimum of 5 years; 40 CFR 122.41(j)(2);
SWRCB General Order 2006-03; & 2022-0103-
DWQ; GC §34090
Public Works
/ Utilities PW-076 Sewer Videos P Mag Department Preference; GC §34090 Public Works
/ Utilities PW-077 Underground Service Alerts (USA's) / Dig Alerts -- City 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert
Software; the Excavator, Operator and the
Regional Notification Cetner all have an
obligation to retain for 3 years; GC §§4216.2(f);
GC §34090
Public Works
/ Utilities PW-078
Vulnerability Assessment / Emergency
Response Plan / Risk & Resiliency
Assessment / Hazard Mitigation Plan
When
Superseded -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Confidential; 42 USC 300i-2(c); GC §34090 Public Works
/ Utilities PW-079 Water Booster Stations / Infrastructure P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Public Works
/ Utilities PW-080 Water Conservation / Toilet Retrofit Database Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; meets
municipal government auditing standards; GC
§34090
Public Works
/ Utilities PW-081
Water Conservation Management / Water
Conservation Programs (other than toilet
retrofit)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Public Works
/ Utilities PW-082
Water Conservation Program - Toilet
Retrofit Program
Includes Water Conservation Certificate,
Requests, Approvals, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (the Database will
serve as the City's long term tracking for
change in ownerships); meets municipal
government auditing standards; GC §34090
Public Works
/ Utilities PW-083 Water Management Database (Meter locations, histories, etc. - Now Excel) Indefinite -
Life of Meter Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC
§34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025

Page 113 of 504 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-13
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Utilities PW-084 Water Master Plans P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Utilities PW-085 Water Pressure Charts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Public Works
/ Utilities PW-086 Water Production Reports (to State DPH) P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets California
Department of Health requirements (3 years);
GC §34090
Public Works
/ Utilities PW-087 Water Quality Reports / Consumer Confidence Reports P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Required for 12 years
or 2 compliance cycles; 22 CCR §§ 64400.25;
64470, 64483(g), 40 CFR 141.33(a); 40 CFR
141.91
Public Works
/ Utilities PW-088 Water Rate Studies Superseded + 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Utilities PW-089 Water Requests (Outside the City) / Water "Will Serve" Letters P Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Utilities PW-090 Water Usage Reports P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Public Works
/ Utilities PW-091 Wells, Tanks, Reservoirs P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Division
Providing
Service /
Work
PW-094
Work Orders / Service Requests - NOT
entered in CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City Preference; CCP §§338 et seq., 340 et
seq., 342, GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025

Page 114 of 504 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: RECREATION SERVICES (Recreation / Childcare / Facility Reservations)
Page REC-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

RECREATION ADMINISTRATION
Recreation /
Admin. REC-001 Community Garden: Applications, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Recreation /
Admin. REC-004
Parks & Recreation Commission

MINUTES, BYLAWS & RESOLUTIONS
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090

RECREATION / CHILDCARE / FACILITY RESERVATIONS
Recreation /
Childcare REC-019 Accident Reports / First Aid for Public (bandages, scratches, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Recreation /
Childcare REC-020 Activity Guides (Recreation Classes / Programs) P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Recreation /
Childcare REC-021
Agreements for Contractors: Class
Instructors, Sports Leagues, etc.
e.g., Dance Instructors, Soccer Leagues,
Science Camps, Volleyball, Edison
Christmas Party, etc.

Completion +
5 years
Yes: Until
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
The statute of limitation for errors and
omissions is not applicable; CCP §§336(a), 337
et. seq., GC §34090
Recreation /
Childcare /
Facility
Reserv.

REC-022
Cash Receipts Detail / Backup / Refunds
Includes Cash Donations
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Summaries are sent to Finance; GC §34090 Recreation /
Childcare REC-023
Employee Files for Day Care
Employee Forms for State Licensing
Separation +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets State Licensing requirements; GC
§34090
Recreation /
Childcare REC-024 Evaluations/Surveys (Program Evaluations) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (Preliminary Drafts /
Transitory records not retained in the ordinary
course of business); GC §34090
Recreation /
Childcare /
Facility
Reserv.

REC-025
Facility Use and Equipment Applications,
Rental Agreements, Park Use Permits, BBQ
Use Permits, Alcoholic Beverage
Applications
2 years
Yes:

Before
Event
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025

Page 115 of 504 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: RECREATION SERVICES (Recreation / Childcare / Facility Reservations)
Page REC-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Recreation /
Childcare REC-026 Flyers for Programs Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Recreation /
Childcare REC-028
Participant Files: Registration / Receipts /
Fee & Charge / Liability Forms / Release of
Liability Forms / Permissions / Field Trips
Pre-school, After School Child Care ONLY
(Children in Motion)
End of
Participation
+ 7 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets State Licensing requirements; May have
grant funding; GC §34090; Education Code
8482.3(g)(1)(F) and (2); 22 CCR 101221
Recreation /
Childcare REC-029
Program Manager / Event Manager Final
Records with Substantive Content;
Programs / Events / Special Events (Talent
Shows, Halloween, City Volunteer Banquets,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Recreation /
Childcare /
Facility
Reserv.

REC-030 Recreation Database (CivicRec)
Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; data is interrelated;
GC §34090
Recreation /
Childcare REC-031
Registration Forms and Liability Waivers:

Recreation Classes / Sports Programs -
Registration / Fee & Charge / Liability Forms
/ Release of Liability Forms / Permissions /
Sign-in Sheets, etc.:

Includes Camps, Authorization to give
Medicine, Liability Waivers, etc.
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Recreation /
Childcare REC-032 Scholarship Applications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Recreation /
Childcare REC-033 State License for Day Care 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets State Licensing requirements; May have
grant funding; GC §34090; Education Code
8482.3(g)(1)(F) and (2); 22 CCR 101221
Recreation /
Childcare REC-033 Tourism Business Improvement District (TBID) - Agenda Packets P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025

Page 116 of 504 ends

Item 9.e.

MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Director of Public Works BY: Theresa Wren, Capital Improvement Projects Manager
SUBJECT: Resolutions Ordering the Preparation of Annual Engineer’s Reports for Assessment Districts for FY 2025-26
DATE: May 13, 2025
RECOMMENDATION:
1) Adopt Resolutions ordering the preparation and filing of Annual Engineer's Reports for the Parkside Village Assessment District ("Parkside Village"), Grace Lane Assessment District ("Grace Lane"), and Landscaping and Lighting Assessment District No. 1, within Tract 1769 ("Tract 1769"), for FY 2025-26; and;
2) Determine that adopting the Resolutions ordering the Engineer's reports is not a project subject to the California Environmental Quality Act ("CEQA") because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines,§§ 15060, subd. (c)(2)-(3), 15378.) IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

For Fiscal Year (FY) 2025-26, the total budgets for the three subject Assessment Districts are proposed to be:

Parkside Village Assessment District $ 34,700
Grace Lane Assessment District $ 16,100
Landscaping and Lighting Assessment District No. 1 (Tract 1769) $ 7,100 BACKGROUND:

The California Landscape and Lighting Act of 1972 (California Streets and Highways Code section 22500 et seq., the "Act") allows local governmental agencies to form assessment districts for the purpose of financing the costs and expenses of landscaping and lighting public areas. Accordingly, the City formed the following three separate assessment districts in compliance with the Act:

Page 117 of 504 ends

Item 9.e.

City Council
Resolutions Ordering the Preparation of Annual Engineer’s Reports for Assessment Districts for FY 2025-26
May 13, 2025

Page 2 ends

Tract Number Assessment District Name Date Formed
Tract 2310 Parkside Village Assessment District No. November 8, 2005 Tract 2236 Grace Lane Assessment District No. November 28, 2006 Tract 1769 Lighting and Landscaping District No. 1 May 12, 1992 The Act requires that the City complete the following process each fiscal year in order to levy and collect assessments:

1. Adopt a Resolution describing any proposed new improvements or any substantial changes in existing improvements and ordering the preparation and filing of an Engineer's Report.

2. Approve the Engineer's Report and adopt a Resolution of Intention. The Resolution of Intention declares the City Council's intention to levy and collect assessments under the subject assessment districts for the upcoming fiscal year. It also states whether the assessment is proposed to change from the previous year and sets a date, hour, and place for a public hearing.

3. Conduct the public hearing affording all interested parties the opportunity to hear and be heard.

4. Adopt a Resolution confirming the assessment, which constitutes the levy of the assessments for FY 2025-26.

Upon fulfillment of these requirements, the City must submit the Resolution confirming the assessments to the County of San Luis Obispo for inclusion on the FY 2025-26 property tax roll.

ANALYSIS OF ISSUES:

The first step in the statutorily prescribed process contained in the Act requires that the City adopt a Resolution describing any proposed new improvements or any substantial changes in existing improvements and ordering the preparation and filing of an Engineer's Report. The subject assessment districts are largely responsible for covering expenses related to maintaining the public landscaping within the defined boundaries of the separate districts.

No new improvements or substantial changes in existing improvements are proposed for the Tract 1769, Grace Lane, or Parkside Park Assessment Districts for FY 2025-26.

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Adopt Resolutions ordering the preparation and filing of Annual Engineer's Reports for the Parkside Village Assessment District, Grace Lane Assessment District and Landscaping and Lighting Assessment District No. 1, within Tract 1769, for FY 2025-26;

2. Modify and adopt the Resolutions;

Page 118 of 504 ends

Item 9.e.

City Council
Resolutions Ordering the Preparation of Annual Engineer’s Reports for Assessment Districts for FY 2025-26
May 13, 2025

Page 3 ends

3. Do not adopt the Resolutions; or

4. Provide other directions to staff.

ADVANTAGES:

Adoption of the Resolutions describing the existing improvements and ordering the preparation and filing of Engineer's Reports will comply with California Streets and Highways Code, Section 22622, and is the first step required in the levy of assessments.

DISADVANTAGES:

No disadvantages for this proposed action have been identified.

ENVIRONMENTAL REVIEW:

No environmental review is required for this item. Adopting the resolutions is not a project subject to the California Environmental Quality Act ("CEQA") because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines,§§ 15060, subd. (c)(2)-(3), 15378.) PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

ATTACHMENTS:

1. Resolution - Parkside Village

2. Resolution - Grace Lane

3. Resolution - Landscaping and Lighting District No. 1 - Tract 1769

Page 119 of 504 ends

ATTACHMENT 1
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF ARROYO GRANDE ORDERING THE PREPARATION
AND FILING OF THE ANNUAL ENGINEER’S REPORT

FOR THE PARKSIDE VILLAGE ASSESSMENT DISTRICT
FOR FISCAL YEAR 2025-2026
WHEREAS, the owner (Parkside Village, LLC) of Lots 1 through 67, Tract 2310, requested the City form an assessment district, commonly referred to as the Parkside Village Assessment District to provide a means to finance the costs of maintenance, operation, and service of certain specified improvements; and WHEREAS, on November 8, 2005, the City Council of the City of Arroyo Grande adopted Resolution No. 3888 ordering the formation of the Parkside Village Assessment District under Part 2 of Division 15 of the California Streets and Highways Code section 22500 et seq. (Landscape and Lighting Act of 1972), which allows local governmental agencies to form assessment districts for the purpose of financing the costs and expenses of landscaping and lighting public areas; and
WHEREAS, the said improvements in the Parkside Village Assessment District include but are not limited to: landscaping bordering Farroll Road, Bakeman Road Entrances, behind and along Bakeman Lots 10, 11, 12 and 13 of Phase 1, mini park pedestrian pathway easement and drainage basin; fencing, gates and walls bordering Farrol Road, Bakeman Road Entrances, behind and along Bakeman Lots 10, 11, 12 and 13, park and drainage basin; the pathway easement, lighting and all improvements between lots 1, 2, and 3 between Dixson Street and the mini park, the mini park and all improvements to include walkways, play area, benches and basketball court on Lot 24; the drainage retention basin and all improvements including the water separator on Lot 25 and French drains along the East boundary of Tract 2310-2; and WHEREAS, in order to levy and collect an annual assessment for the Parkside Village Assessment District, it is necessary for the City to comply with Streets and Highways Code, Section 22620 et seq.; and
WHEREAS, Streets and Highways Code Section 22622 requires the City to adopt a Resolution that generally describes any proposed new improvements or any substantial changes in existing improvements and order the preparation and filing of an engineer’s report; and
WHEREAS, the City Council, at its meeting of May 13, 2025, received a report from the Public Works Director advising that no new improvements or substantial changes in existing improvements are proposed for the Parkside Village Assessment District.

Page 120 of 504 ends

RESOLUTION NO.

PAGE 2
WHEREAS, this Resolution is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (c)(2)-(3), 15378.)
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande, as follows:

1. The foregoing recitals are true and correct and are incorporated herein.

2. Pursuant to Streets and Highways Code Section 22622, the City Council determines that no new improvements or any substantial changes in existing improvements are proposed within the boundaries of the Parkside Village Assessment District in Fiscal Year 2025-26.

3. The City Council orders the preparation and filing of an Engineer’s Report for the Parkside Village Assessment District in accordance with Streets and Highways Code Section 22565 et seq.

On motion of Council Member , seconded by Council Member , and by the following roll call vote, to wit:

AYES:

NOES:

ABSENT:
the foregoing Resolution was passed and adopted this 13th day of May 2025.

Page 121 of 504 ends

RESOLUTION NO.

PAGE 3

CAREN RAY RUSSOM, MAYOR
ATTEST:

JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:

MATTHEW DOWNING, CITY MANAGER
APPROVED AS TO FORM:

ISAAC ROSEN, CITY ATTORNEY

Page 122 of 504 ends

Arroyo Grande City CouncilMay 13, 2025

Arroyo Grande City Council
May 13, 2025