Atwater City Council
December 11, 2023

In-person participation by the public will be permitted. In addition, remote public participation is available in the following ways:

1. Livestream online at www.atwater.org (Please be advised that there is a broadcasting delay. If you would like to participate in public comment, please use the option below).

2. Submit a written public comment prior to the meeting: Public comments submitted to [email protected] by 4:00 p.m. on the day of the meeting will be distributed to the City Council, and made part of the official minutes but will not be read out loud during the meeting.

Assistance will be provided to those requiring accommodations for disabilities in compliance with the Americans with Disabilities Act of 1990. Persons requesting accommodation should contact the City in advance of the meeting, and as soon as possible, at (209) 357-6241.

CITY OF ATWATER

CITY COUNCIL
AND

HOUSING SUCCESSOR TO THE

ATWATER REDEVELOPMENT AGENCY
AGENDA
Council Chambers
750 Bellevue Road
Atwater, California
December 11, 2023
CALL TO ORDER: 4:30PM
ROLL CALL: (City Council)
Ambriz ____, Button ____, Cale ____, Raymond ____, Nelson _____ CLOSED SESSION:

Adjourn to Conference Room A

City Council Agenda for Meeting of December 11, 2023 Page 2 • Conference with Legal Counsel - Existing Litigation - Government Code Section 54956.9(d)(1): Name of case: Martinez De Flores v. City of Atwater; Case No. 19CV-05029
• Conference with Labor Negotiators - Government Code Section 54957.6, Agency Negotiators: City Manager Waterman, Police Chief Salvador and Human Resources Director Sousa Bargaining Units: Atwater Police Officers Association
• Public Employee Appointment (pursuant to Government Code Section 54957): Title: City Manager
REGULAR SESSION: (Council Chambers)
CALL TO ORDER: 6:00PM
INVOCATION:

Invocation by John Wagner
PLEDGE OF ALLEGIANCE TO THE FLAG:

ROLL CALL: (City Council/Governing Board)
Ambriz ____, Button ____, Cale ____, Raymond ____, Nelson _____

MAYOR OR CITY ATTORNEY REPORT OUT FROM CLOSED SESSION
SUBSEQUENT NEED ITEMS: (The City Clerk shall announce any requests for items requiring immediate action subsequent to the posting of the agenda. Subsequent need items require a two-thirds vote of the members of the City Council present at the meeting.)
APPROVAL OF AGENDA AS POSTED OR AS AMENDED: (This is the time for the City Council to remove items from the agenda or to change the order of the agenda.) Staff's Recommendation: Motion to approve agenda as posted or as amended.

CEREMONIAL MATTERS:
• Certificate of Recognition - Buhach Colony High School Girls Water Polo Team
Staff's Recommendation: That City Council Member John Cale recognize the Buhach Colony High School Girls Water Polo Team for their achievements.

City Council Agenda for Meeting of December 11, 2023 Page 3 • Presentation of trophies for the "Miracle on Broadway" Christmas Parade Recommendation: That City Council Member Ambriz and Old Town Atwater make the presentation of trophies to the First, Second, and Third place winners of the "Miracle on Broadway" Christmas Parade. • Presentation of trophy to City Department for winning the City Christmas tree decorating contest
Recommendation: That Pastor Rich Miller make the presentation to the winning City department.

CONSENT CALENDAR:

NOTICE TO THE PUBLIC
Background information has been provided on all matters listed under the Consent Calendar, and these items are considered to be routine. All items under the Consent Calendar are normally approved by one motion. If discussion is requested on any item, that item will be removed from the Consent Calendar for separate action.

TREASURER’S REPORT:

1. October 31, 2023
Staff's Recommendation: Acceptance of report as listed.

WARRANTS:

2. a.) November 27, 2023
b.) December 11, 2023
Staff's Recommendation: Approval of warrants as listed.

MINUTES: (City Council)

3. November 13, 2023 - Regular meeting
Staff's Recommendation: Approval of minutes as listed.

MINUTES: (Planning Commission)

4. October 18, 2023 - Regular meeting
Staff's Recommendation: Acceptance of minutes as listed.

RESOLUTIONS:

5. Adopting a Revised Records Retention Schedule of City Records (Assistant City Clerk Martin)
Staff's Recommendation: Adoption of Resolution No. 3430-23 Approving a Revised Records Retention Schedule.

6. Adopting the Recognized Obligation Payment Schedule 24-25 for the July 1, 2024 through June 30, 2025 period and adopting the

City Council Agenda for Meeting of December 11, 2023 Page 4 Administrative Budget for Fiscal Year 2024-25 (Treasurer of the Successor Agency Nicholas)
Staff's Recommendation: Adoption of Resolution No. SA 2023-4 adopting the Recognized Obligation Payment Schedule 24-25 for the July 1, 2024 through June 30, 2025 period and adopting the Administrative Budget for Fiscal Year 2024-25.

AGREEMENTS:

7. Awarding a Purchase Order with Aqua Metric for Water Meter Software (Public Works Director Vinson)
Staff's Recommendation: Waives the Formal Procurement Process and awards a sole source purchase to Aqua Metric of Sacramento, California for water meter software, in amount not to exceed $38,400.00; and authorizes and directs the City Manager, or her designer, to execute the Purchase Order on behalf of the City.

OTHER ACTIONABLE ITEMS:

8. Accepting the First Street Overlay Project as Complete (Public Works Director Vinson)
Staff's Recommendation: Accepts work done under the contract for First Street Overlay Project, City Project No. 23-06; authorizes a final payment in the amount of $28,372.49 for a project total of $567,449.76; and authorizes and directs the City Manager to sign a Notice of Completion and have it recorded on behalf of the City.

9. 2024 City Council Reorganization/Mayor's Committee Assignments • Mayor Pro Tem
• Merced County Association of Governments (1 representative and 1 alternate)
• League of California Cities Central Valley Division (1 representative and 2 alternates)
• City Audit and Finance Committee (2 representatives)
• LAFCO (1 representative)
• USP/Atwater Community Liaison Group (1 representative and 1 alternate)
• Atwater Community Services/Neighborhood Watch (1
representative)
• 4th of July Committee (1 representative)
• San Joaquin Valley Air Pollution Control District (1 representative and 1 alternate)
• MIUGSA (1 Staff representative and 1 alternate)
• MIRWMA (1 Staff representative and 1 alternate)
• ACE Train (1 Representative and 1 alternate)
• One Voice (1 representative and 1 alternate)
• Bloss Mansion (2 representatives)
• Christmas Parade (2 representatives)
• General Plan Technical Advisory Committee (2 representatives)

City Council Agenda for Meeting of December 11, 2023 Page 5 Staff's Recommendation: Ratifies the Mayor's Committee
Assignments.
***END OF CONSENT CALENDAR***
REPORTS AND PRESENTATIONS FROM STAFF:

10. Awarding a General Construction Contract with DGN Build for the Tenant Improvements at Civic 2 - 1350 Broadway Avenue (Public Works Director Vinson)
Staff's Recommendation: Motion to award a General Construction Agreement, in a form approved by the City Attorney, to DGN Build of Stockton, California, for the Tenant Improvements at Civic 2, City Project 21-03, in an amount not to exceed $1,285,000 and authorize construction contract change order up to an aggregate amount of $128,500 (10%); and authorizes and directs the City Manager or her designee to execute all contract documents on behalf of the City; or Motion to approve staff's recommendations as presented.

11. Accepting 2024 Regular Meeting Schedule which cancels the second City Council meeting of the month in July, November and December 2024 (City Manager Waterman)
Staff's Recommendation: Motion to accept the 2024 Regular Meeting Schedule which cancels the second meeting of the month in July, November and December 2024; and authorizes and directs the Mayor and/or City Manager to sign any documents required to maintain essential City services. Said documents shall be reviewed by the City Attorney and be scheduled for ratification of the entire City Council at the next regularly scheduled City Council meeting; or Motion to accept recommendation as presented.

CITY MANAGER REPORTS/UPDATES:

12. City Manager Updates
COMMENTS FROM THE PUBLIC:

NOTICE TO THE PUBLIC
At this time any person may comment on any item which is not on the agenda. You may state your name and address for the record; however, it is not required. Action will not be taken on an item that is not on the agenda. If it requires action, it will be referred to staff and/or placed on a future agenda. Please limit comments to a maximum of three (3) minutes.

City Council Agenda for Meeting of December 11, 2023 Page 6 CITY COUNCIL REPORTS/UPDATES:
• City Council Member Cale, District 1
• City Council Member Button, District 2
• City Council Member Ambriz, District 3
• Mayor Pro Tem Raymond, District 4
• Mayor Nelson
CLOSED SESSION:

Continuation of Closed Session if necessary
ADJOURNMENT:

CERTIFICATION:

I, Kory J. Billings, City Clerk of the City of Atwater, do hereby certify that a copy of the foregoing agenda was posted at City Hall a minimum of 72 hours prior to the meeting. _______________________________
KORY J. BILLINGS

CITY CLERK
SB 343 NOTICE
In accordance with California Government Code Section 54957.5, any writing or document that is a public record, relates to an open session agenda item and is distributed less than 72 hours prior to a regular meeting will be made available for public inspection in the office of the City Clerk at City Hall during normal business hours at 750 Bellevue Road.

If, however, the document or writing is not distributed until the regular meeting to which it relates, then the document or writing will be made available to the public at the location of the meeting, as listed on this agenda at 750 Bellevue Road.

In compliance with the federal Americans with Disabilities Act of 1990, upon request, the agenda can be provided in an alternative format to accommodate special needs. If you require special accommodations to participate in a City Council, Commission or Committee meeting due to a disability, please contact the City Clerk’s Office a minimum of three (3) business days in advance of the meeting at (209) 357-6241. You may also send the request by email to [email protected] .

Unless otherwise noted, City Council actions include a determination that they are not a “Project” within the meaning of the California Environmental Quality Act (CEQA), and therefore, that CEQA does not apply to such actions..

STATEMENT OF CHANGES IN CASH BALANCE, UNAUDITED
BYFUND
AS OF 10/31/2023
FUND BEG.BALANCE CASH DEBITS CASH CREDITS ENDING BAL.
0001 General Fund 16,153,989.43 855,807.45 2,012,648.49 14,997,148.39 0003 General Fund Capital (888,512.38) 0.00 87,565.80 (976,078.18) 0004 Public Safety Trans & Use Tax 1,113,612.16 342,851.34 130,538.81 1,325,924.69 0005 Ferrari Ranch Project Fund 2,297.54 0.00 0.00 2,297.54 0007 Measure V Fund 4,349,788.51 64,834.26 0.00 4,414,622.77 0008 Measure V 20% Alternative Modes 699,394.64 16,208.56 13,461.87 702,141.33 0009 Abandoned Veh Abatement Fund 2,365.23 0.00 1,727.36 637.87 0010 Measure V Regional Fund (97,307.79) 0.00 1,805.14 (99,112.93) 1005 Police Grants Fund 64,772.40 0.00 0.00 64,772.40
1010 ARPA-American Rescue Plan Act 4,472,103.96 0.00 142,959.05 4,329,144.91 1011 Gas Tax/Street Improvement (298,566.46) 149,608.81 85,332.22 (234,289.87) 1013 Local Transportation Fund 423,281.26 0.00 23,192.58 400,088.68 1015 Traffic Circulation Fund 1,497,345.44 1,955.00 0.00 1,499,300.44 1016 Applegate Interchange 775,338.71 0.00 0.00 775,338.71 1017 RSTP-Regional Surface Transp Prag 3,020,251.82 0.00 352,091.26 2,668,160.56 1018 SB1-Road Maint & Rehab RMRA 2,025,670.67 68,098.02 6,252.39 2,087,516.30 1019 LPP-Local Partnership Prg Fund 0.00 0.00 0.00 0.00 1020 Parks and Recreation Fund 1,848,519.38 128,728.00 0.00 1,977,247.38 1021 Parks Grants Fund 0.00 0.00 0.00 0.00
1040 General Plan Update-Housing Element 0.00 0.00 0.00 0.00 1041 General Plan Update Fund 2,026,624.44 0.00 59,658.75 1,966,965.69 1055 Neighborhood Stabilization 222,040.24 0.00 0.00 222,040.24 1059-80 Housing Grant Funds 780,006.25 1,100.00 0.00 781,106.25 1091 Police Facility Impact Fee 199,249.18 332.00 0.00 199,581.18 1093 Fire Facility Impact Fee 259,224.29 430.00 0.00 259,654.29 1095 Government Building Facility 277,755.96 474.50 0.00 278,230.46 3064-67 RedevelopmenUSuccessor Agency Funds 1,757,804.23 1,264.16 0.00 1,759,068.39 4020 Performance Bond Trust 220,733.85 0.00 0.00 220,733.85 4030 Narcotics Program Trust 2,084.79 0.00 0.00 2,084.79 4060 Section 125 Medical 2,272.50 110.00 0.00 2,382.50

STATEMENT OF CHANGES IN CASH BALANCE, UNAUDITED
BYFUND
AS OF 10/31/2023
FUND BEG.BALANCE CASH DEBITS CASH CREDITS ENDING BAL.
4070 Section 125 Dependent Care 0.00 0.00 0.00 0.00
4080 Pension Rate Stblztn 115 Trust 355,740.25 0.00 8,860.04 346,880.21 4090 CFO No. 1 Trust 131,617.29 0.00 0.00 131,617.29
5001-55 All Maintenance Districts 1,216,109.30 0.00 16,716.44 1,199,392.86 5050 CFO Districts (70,314.86) 0.00 22,751.52 (93,066.38) 6000 Water Enterprise Fund 11,037,985.25 887,220.64 260,239.23 11,664,966.66 6001 Water Fund Capital Replacement 898,142.67 0.00 156,663.68 741,478.99 6002 DBCP Settlement 20,677.13 0.00 0.00 20,677.13
6004 Water Well- Buhach Colony 184,791.45 0.00 0.00 184,791.45 6005 Water Capital Impact Fees 2,648,218.21 15,070.00 0.00 2,663,288.21 6006 Water Operating Reserve Fund 181,195.08 0.00 0.00 181,195.08 6007 1,2,3-TCP Fund 15,437,956.00 21,114.33 1,887,349.00 13,571,721.33 6010 Sewer Enterprise Fund 13,673,278.53 1,427,202.99 765,911.52 14,334,570.00 6011 Sewer Fund Capital Replacement 3,724,504.69 13,439.20 0.00 3,737,943.89 6020 Sanitation Enterprise 2,740,325.84 544,586.38 502,941.37 2,781,970.85 7000 Internal Service Fund 683,424.79 0.00 173,617.63 509,807.16 7001 ISF Equipment/Bldg Replacement 100,664.02 0.00 0.00 100,664.02 7010 Employee Benefits Fund 849,372.58 6,512.27 62,928.81 792,956.04 7020 Risk Management 845,137.45 13,652.00 1,028,620.50 (169,831.05) 7030 Information Technology 432,504.79 0.00 35,277.97 397,226.82 9090 Accrued Interest Fund 826,878.76 574,740.58 0.00 1,401,619.34 TOTAL 96,830,349.47 5,135,340.49 7,839,111.43 94,126,578.53 Prepared by:_--::,;.~::..-=~.__ _ Approved by:~
Mark Borba, City Treasurer

Statement of Changes in Cash Balan~e
by Bank
As of 10/31/2023
Beg. Period Cash Cash End Period
Balance Debits Credits Balance
City - LAIF 63,504,137.32 572,723.58 64,076,860.90
City- RMA Long-Term Investment Fund 1,173,787.00 2,017.00 1,175,804.00 City Checking & Investment Accounts 5,298,738.69 4,539,485.25 7,459,080.06 2,379,143.88 Wastewater Checking 4,418,694.54 371,171.33 4,047,523.21 RA Obligation Retirement Fund 37,926.97 0.33 37,927.30
US Bank/Chandler Asset Mgt. 22,041,324.70 21,114.33 22,062,439.03 PARS Post-Employment Benefits Trust 355,740.25 8,860.04 346,880.21 Totals 96,830,349.47 5,135,340.49 7,839,111.43 94,126,578.53 Prepared by: __ __,,P..-"""'---------- Approved by: ~
Mark Borba, C
~
ity Treasurer
(The following statements are required by California Govt. Code Section 53646 (b) (2,3)) Investments are made pursuant to the City Council approved Investment Policy and Guidelines.

The City of Atwater has the ability to meet its pooled expenditure requirements for the next six months.

Bank Account Detail
City LAIF
Chandler Asset Mgt.

US Bank/Chandler Asset Mgt.

PARS Post-Employment Benefits Trust
64,076,860.90
1,175,804.00
22,062,439.03
346,880.21
Chase General Checking
Chase Wastewater Checking
Chase Redevelopment Checking
Chase Savings Account
2,530,929.04
4,047,523.21
37,927.30

0.00

WARRANTS SUMMARY FOR NOVEMBER 27 2023

TOTAL OF WARRANTS (FROM WARRANT REPORT)

PREWRITTENS INCLUDED IN THIS WARRANT RUN

I ADDITIONAL WARRANTS (THESE AMOUNTS ARE NOT INCLUDED IN TOTAL WARRANTS)

DATE DESCRIPTION AMOUNT
11/20/2023 EPARS Employee 457 Plan (PNC Bank)
11/20/2023 AFSCME District Council 57
11/20/2023 APOA Union Dues
11/20/2023 State Disbursement - Child Support
11/20/2023 PERS Retirement EFT 10/26/23 -11/8/23
11/17/2023 PERS Health - November 2023
11/20/2023 AFLAC EFT
$ 2,958.00
$ 1,033.02
$ 2,876.55
$ 219.22
$ 62,012.62
$ 119,217.69
$ 542.37
TOTAL ADDITIONAL WARRANTS $ 188,859.47

GRAND TOTAL OF WARRANTS PAID

INFORMATIONAL ONLY (INCLUDED IN THE TOTAL WARRANTS TOTAL)

DATE DESCRIPTION AMOUNT
11/20/2023 Net Payroll
11/20/2023 Federal Taxes
11/20/2023 State Taxes
Payroll Deductions
$ 291,388.47 $ 369,996.83
$ 69,484.93
$ 9,123.43
TOTAL INFORMATIONAL WARRANTS $ 369,996.83

CITY TREASURER
$ 605,451.76
$ 13,914.59
$ 188,859.47
$ 808,225.82

Accounts Payable
Checks for Approval
User:

Printed:
jmurillo
11/29/2023 - 10:46 AM
twate r
7&Q Bellevue Rom, 1t~t r CA 3Q1
Check Number Check Date Fund Name Account Name Vendor Name Void Amount 23843 11.13/2023 General Fund Special Departmental Expense KAREN WALLER 218.32 Check Total: 218.32
23844 11/13/2023 General Fund Special Departmental Expense WARD ENTERPRISES 65.20 23844 11/13/2023 Internal Service Fund Special Departmental Expense WARD ENTERPRISES 21.04 Check Total: 86.24
23845 11/13/2023 General Fund Special Departmental Expense WATERFORD IRRIGATION SUPPLY, INC 15.88 23845 11/13/2023 General Fund Special Departmental Expense WATERFORD IRRIGATION SUPPLY, INC 15.56 23845 11/13/2023 Water Enterprise Fund Special Departmental Expense WATERFORD IRRIGATION SUPPLY, INC 65.96 Check Total: 97.40
23846 11/13/2023 General Fund Professional Services WEED MAN 500.00 Check Total: 500.00
23847 11/13/2023 Sewer Enterprise Fund Special Departmental Expense WINTON HARDWARE 79.72 23847 11/13/2023 Sewer Enterprise Fund Special Departmental Expense WINTON HARDWARE 79.72 23847 11/13/2023 Gas Tax/Street Improvement Special Departmental Expense WINTON HARDWARE 25.92 23847 11/13/2023 Water Fund Capital Replacement Installation-New Water Meters WINTON HARDWARE 21.53 23847 11/13/2023 General Fund Special Departmental Expense WINTON HARDWARE 99.11 Check Total: 306.00
23848 11/13/2023 General Fund Special Departmental Expense WORK WELLNESS 2,206.00 Check Total: 2,206.00
23 849 11/13/2023 Sewer Enterprise Fund Accounts Payable AMIRA XAYAVONG 15.34 23 849 11/13/2023 Water Enterprise Fund Accounts Payable AMIRA XAYAVONG 14.59 23849 11/13/2023 Sanitation Enterprise Fund Accounts Payable AMIRA XAYAVONG 8.59 Check Total: 38.52
23850 11/07/2023 General Fund Garnishments WLCC 324.61
AP-Checks for Approval (11/29/2023 - 10:46 AM) Page 1

Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 324.61
23851 11/15/2023 Public Safety Trans & Use Tax Rents & Leases ENTERPRISE FM TRUST 7,241.44 Check Total: 7,241.44
23852 11/20/2023 Employee Benefits Fund Health Reimbursements UNUM LIFE INSURANCE 33.59 23852 11/20/2023 Employee Benefits Fund Health Reimbursements UNUM LIFE INSURANCE 33.59 Check Total: 67.18
23853 11/20/2023 Employee Benefits Fund Health Reimbursements UNUM LIFE INSURANCE 326.32 23853 11/20/2023 Employee Benefits Fund Health Reimbursements UNUM LIFE INSURANCE 319.59 Check Total: 645.91
23854 11/29/2023 Employee Benefits Fund Health Insurance, Retirees DAVID CHURCH 593.46 Check Total: 593.46
23855 11/29/2023 Employee Benefits Fund Health Insurance, Retirees GARY FRAGO 263.42 Check Total: 263.42
23856 11/29/2023 Employee Benefits Fund Health Insurance, Retirees LORIN MANN 604.69 Check Total: 604.69
23857 11/29/2023 Employee Benefits Fund Health Insurance, Retirees WILLIAM MARTIN 691.69 Check Total: 691.69
23858 11/29/2023 Employee Benefits Fund Health Insurance, Retirees BILL SWALLEY 29.71 Check Total: 29.71
Report Total: 13,914.59
AP-Checks for Approval (11/29/2023 - 10:46 AM) Page 2

Accounts Payable
Checks for Approval
User:

Printed:
jmurillo
11/29/2023 - 10:48 AM
o- 2
V
Vv
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twater
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T&O Bofo`ale Pooch.. / J3ter CA y : O1
Check Number Check Date Fund Name Account Name Vendor Name Void Amount 0 11/27/2023 General Fund Special Departmental Expense CHASE 91.35 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 675.00 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 675.00 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 675.00 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 48.08 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 57.03 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 750.00 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 197.80 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 50.00 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 675.00 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 515.00 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 722.45 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 36.00 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 32.09 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 17.78 0 11/27/2023 General Fund Training CHASE 202.96
0 11/27/2023 General Fund Training CHASE 495.00
0 11/27/2023 General Fund Special Departmental Expense CHASE 445.36 0 11/27/2023 General Fund Uniform & Clothing Expense CHASE 84.98 0 11/27/2023 General Fund Professional Services CHASE 98.25 0 11/27/2023 General Fund Professional Services CHASE 19.99 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 80.00 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 75.00 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 90.00 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 894.47 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 9.38 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 1,714.40 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 50.00 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 151.00 0 11/27/2023 General Fund Training CHASE 31.00
0 11/27/2023 General Fund Training CHASE 28.62
0 11/27/2023 General Fund Training CHASE 347.00
0 11/27/2023 General Fund Training CHASE 60.00
0 11/27/2023 General Fund Training CHASE 18.32
AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 1

Check Number Check Date Fund Name Account Name Vendor Name Void Amount 0 11/27/2023 General Fund Training CHASE 40.00
0 11/27/2023 General Fund Training CHASE 125.00
0 11/27/2023 General Fund Training CHASE 20.47
0 11/27/2023 General Fund Training CHASE 22.63
0 11/27/2023 General Fund Training CHASE 347.00
0 11/27/2023 General Fund Training CHASE 1,200.00
0 11/27/2023 General Fund Special Departmental Expense CHASE 82.86 0 11/27/2023 General Fund Special Departmental Expense CHASE 22.00 0 11/27/2023 General Fund Uniform & Clothing Expense CHASE 97.75 0 11/27/2023 General Fund TravellConferences/Meetings CHASE 38.72 0 11/27/2023 General Fund TravellConferences/Meetings CHASE 54.81 0 11/27/2023 General Fund Travel/Conferences/Meetings CHASE 92.20 0 11/27/2023 General Fund Special Departmental Expense CHASE 40.62 0 11/27/2023 General Fund Various Classes CHASE 27.29
0 11/27/2023 General Fund Various Classes CHASE 37.60
0 11/27/2023 General Fund Christmas Toy Drive CHASE 12.00 0 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense CHASE 133.06 0 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense CHASE 146.98 0 11/27/2023 Parks Grants Fund Training CHASE 13.00
0 11/27/2023 Parks Grants Fund Training CHASE 548.39
0 11/27/2023 Parks Grants Fund Training CHASE 120.00
0 11/27/2023 Parks Grants Fund Training CHASE 1,900.00
0 11/27/2023 Internal Service Fund Special Departmental Expense CHASE 184.63 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 29.27 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 30.24 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 24.96 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 29.75 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 32.16 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 18.72 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 25.91 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 28.32 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 52.10 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 14.00 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 24.00 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 24.96 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 24.00 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 24.00 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 19.20 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 34.56 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 28.32 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 20.16 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 14.87 0 11/27/2023 Internal Service Fund Operations & Maintenance CHASE 25.43 0 11/27/2023 Information Technology Fund Special Departmental Expense CHASE 432.00 AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 2

Check Number Check Date Fund Name Account Name Vendor Name Void Amount 0 11/27/2023 Information Technology Fund Special Departmental Expense CHASE 75.76 0 11/27/2023 Information Technology Fund Special Departmental Expense CHASE 900.00 0 11/27/2023 Internal Service Fund Operations & Maintenance CHEVRON USA INC. 166.52 Check Total: 17,519.53
23859 11/27/2023 General Fund Office Supplies AAA BUSINESS SUPPLIES & INTERIORS 65.20 23859 11/27/2023 General Fund Office Supplies AAA BUSINESS SUPPLIES & INTERIORS 195.59 Check Total: 260.79
23860 11/27/2023 Water Enterprise Fund Professional Services ABS DIRECT INC 469.72 23860 11/27/2023 Sewer Enterprise Fund Professional Services ABS DIRECT INC 469.73 23860 11/27/2023 Sanitation Enterprise Fund Professional Services ABS DIRECT INC 469.73 23860 11/27/2023 Water Enterprise Fund Office Supplies ABS DIRECT INC 326.66 23860 11/27/2023 Sewer Enterprise Fund Office Supplies ABS DIRECT INC 326.67 23860 11/27/2023 Sanitation Enterprise Fund Office Supplies ABS DIRECT INC 326.67 Check Total: 2,389.18
23861 11/27/2023 General Fund Professional Services ADVANCED CHEMICAL TRANSPORT, INC. 4,280.63 Check Total: 4,280.63
23862 11/27/2023 General Fund Parking Fines GEORGINA ALVARADO 1,108.50 Check Total: 1,108.50
23863 11/27/2023 Information Technology Fund Professional Services APPLIED PROCESS LOGIC INC 3,700.00 Check Total: 3,700.00
23864 11/27/2023 SB 1-Road Maint & Rehab RMRA Fruitland Ave Rd Improvements ASSOCIATED RIGHT OF WAY SERVICES, INC. 350.00 Check Total: 350.00
23865 11/27/2023 Internal Service Fund Special Departmental Expense ASSOCIATES LOCK & SAFE SERVICE 29.50 23865 11/27/2023 Internal Service Fund Special Departmental Expense ASSOCIATES LOCK & SAFE SERVICE 465.67 23865 11/27/2023 Internal Service Fund Special Departmental Expense ASSOCIATES LOCK & SAFE SERVICE 10.83 Check Total: 506.00
23866 11/27/2023 General Fund Communications AT&T 2 19.35 Check Total: 219.35
23867 11/27/2023 General Fund Communications AT&T CALNET 143.89 23867 11/27/2023 Water Enterprise Fund Communications AT&T CALNET 390.54 23867 11/27/2023 Sewer Enterprise Fund Communications AT&T CALNET 596.05 23867 11/27/2023 Internal Service Fund Communications AT&T CALNET 110.29 -
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AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 3

Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 1,240.77
23868 11/27/2023 General Fund Communications AT&T MOBILITY 252.12 23868 11/27/2023 General Fund Communications AT&T MOBILITY 505.41 23868 11/27/2023 General Fund Communications AT&T MOBILITY 590.10 23868 11/27/2023 Abandoned Veh Abatement Fund Communications AT&T MOBILITY 90.06 23868 11/27/2023 General Fund Communications AT&T MOBILITY 120.72 23868 11/27/2023 General Fund Communications AT&T MOBILITY 684.08 23868 11/27/2023 General Fund Communications AT&T MOBILITY 135.34 23868 11/27/2023 General Fund Communications AT&T MOBILITY 130.30 23868 11/27/2023 General Fund Communications AT&T MOBILITY 130.30 23868 11/27/2023 General Fund Communications AT&T MOBILITY 90.06 23868 11/27/2023 General Fund Communications AT&T MOBILITY 90.06 23868 11/27/2023 General Fund Communications AT&T MOBILITY 130.30 23868 11/27/2023 Gas Tax/Street Improvement Communications AT&T MOBILITY 45.03 23868 11/27/2023 Water Enterprise Fund Communications AT&T MOBILITY 130.30 23868 11/27/2023 Internal Service Fund Communications AT&T MOBILITY 45.03 23868 11/27/2023 Information Technology Fund Communications AT&T MOBILITY 45.03 23868 11/27/2023 General Fund Communications AT&T MOBILITY 43.92 23868 11/27/2023 General Fund Communications AT&T MOBILITY 43.92 23868 11/27/2023 General Fund Communications AT&T MOBILITY 13.02 23868 11/27/2023 General Fund Communications AT&T MOBILITY 87.84 23868 11/27/2023 Gas Tax/Street Improvement Communications AT&T MOBILITY 268.90 23868 11/27/2023 Water Enterprise Fund Communications AT&T MOBILITY 395.28 23868 11/27/2023 Sewer Enterprise Fund Communications AT&T MOBILITY 527.04 23868 11/27/2023 Internal Service Fund Communications AT&T MOBILITY 43.92 23868 11/27/2023 Internal Service Fund Communications AT&T MOBILITY 43.92 23868 11/27/2023 Information Technology Fund Communications AT&T MOBILITY 43.92 Check Total: 4,725.92
23869 11/27/2023 Gas Tax/Street Improvement Professional Services ATWATER ELECTRIC 510.00 23869 11/27/2023 General Fund Professional Services ATWATER ELECTRIC 340.00 23869 11/27/2023 Gas Tax/Street Improvement Professional Services ATWATER ELECTRIC 425.00 23869 11/27/2023 General Fund Professional Services ATWATER ELECTRIC 425.00 Check Total: 1,700.00
23870 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense AUTOZONE STORE #5506 31.87 Check Total: 31.87
23871 11/27/2023 Employee Benefits Fund Dental Insurance BENEFIT COORDINATORS CORPORATION (BC 1,809.85 Check Total: 1,809.85 —
AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 4

Check Number Check Date Fund Name Account Name Vendor Name Void Amount 23872 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense BIG CREEK LUMBER COMPANY 104.60 23872 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense BIG CREEK LUMBER COMPANY 22.59 23872 11/27/2023 General Fund Special Departmental Expense BIG CREEK LUMBER COMPANY 97.30 23872 11/27/2023 Water Enterprise Fund Special Departmental Expense BIG CREEK LUMBER COMPANY 40.86 23872 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense BIG CREEK LUMBER COMPANY 48.10 23872 11/27/2023 General Fund Special Departmental Expense BIG CREEK LUMBER COMPANY 47.00 23872 11/27/2023 Internal Service Fund Special Departmental Expense BIG CREEK LUMBER COMPANY 32.31 23872 11/27/2023 Water Enterprise Fund Special Departmental Expense BIG CREEK LUMBER COMPANY 43.16 23872 11/27/2023 General Fund Special Departmental Expense BIG CREEK LUMBER COMPANY 8.32 23872 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense BIG CREEK LUMBER COMPANY 83.52 23872 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense BIG CREEK LUMBER COMPANY 155.67 23872 11/27/2023 General Fund Special Departmental Expense BIG CREEK LUMBER COMPANY 200.41 23872 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense BIG CREEK LUMBER COMPANY 48.10 23872 11/27/2023 Sewer Enterprise Fund Small Tools BIG CREEK LUMBER COMPANY 22.09 23872 11/27/2023 Sewer Enterprise Fund Small Tools BIG CREEK LUMBER COMPANY 29.06 23872 11/27/2023 Sewer Enterprise Fund Small Tools BIG CREEK LUMBER COMPANY 25.99 23872 11/27/2023 General Fund Special Departmental Expense BIG CREEK LUMBER COMPANY 60.19 23872 11/27/2023 General Fund Special Departmental Expense BIG CREEK LUMBER COMPANY 146.46 23872 11/27/2023 Water Enterprise Fund Special Departmental Expense BIG CREEK LUMBER COMPANY 52.30 23872 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense BIG CREEK LUMBER COMPANY 21.33 23872 11/27/2023 Water Enterprise Fund Special Departmental Expense BIG CREEK LUMBER COMPANY -548.70 23872 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense BIG CREEK LUMBER COMPANY -83.52 Check Total: 657.14
23873 11/27/2023 Gas Tax/Street Improvement Uniform & Clothing Expense BOOT BARN 200.00 23873 11/27/2023 Water Enterprise Fund Uniform & Clothing Expense BOOT BARN 184.86 23873 11/27/2023 Sewer Enterprise Fund Uniform & Clothing Expense BOOT BARN 200.00 23873 11/27/2023 Sewer Enterprise Fund Uniform & Clothing Expense BOOT BARN 168.55 23873 11/27/2023 Water Enterprise Fund Uniform & Clothing Expense BOOT BARN 200.00 23873 11/27/2023 General Fund Uniform & Clothing Expense BOOT BARN 200.00 Check Total: 1,153.41
23874 11/27/2023 Internal Service Fund Special Departmental Expense BRADY INDUSTRIES 503.24 23874 11/27/2023 Internal Service Fund Special Departmental Expense BRADY INDUSTRIES 31.73 23874 11/27/2023 Internal Service Fund Special Departmental Expense BRADY INDUSTRIES 88.80 Check Total: 623.77
23875 11/27/2023 Sewer Enterprise Fund Special Departmental Expense JIM BRISCO ENTERPRISES 82.65 Check Total: 82.65
23876 11/27/2023 Water Fund Capital Replacement Well #20A Rehab BSK ASSOCIATES 1,283.78 23876 11/27/2023 Water Enterprise Fund Professional Services BSK ASSOCIATES 204.00 23876 11/27/2023 Water Enterprise Fund Professional Services BSK ASSOCIATES 204.00 AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 5

Check Number Check Date Fund Name Account Name Vendor Name Void Amount 23876 11/27/2023 Water Enterprise Fund Professional Services BSK ASSOCIATES 76.50 23876 11/27/2023 Water Enterprise Fund Professional Services BSK ASSOCIATES 58.50 23876 11/27/2023 1,2,3-TCP Fund Professional Services BSK ASSOCIATES 952.50 23876 11/27/2023 1,2,3-TCP Fund Professional Services BSK ASSOCIATES 952.50 23876 11/27/2023 Water Enterprise Fund Professional Services BSK ASSOCIATES 70.50 Check Total: 3,802.28
23877 11/27/2023 Water Enterprise Fund Training PAUL CABRERA 60.00 Check Total: 60.00
23878 11/27/2023 Sewer Enterprise Fund Special Departmental Expense CAL FARM SERVICES 48.90 23878 11/27/2023 General Fund Special Departmental Expense CAL FARM SERVICES 39.79 23878 11/27/2023 General Fund Professional Services CAL FARM SERVICES 20.00 23878 11/27/2023 General Fund Special Departmental Expense CAL FARM SERVICES 39.79 23878 11/27/2023 General Fund Professional Services CAL FARM SERVICES 20.00 23878 11/27/2023 General Fund Professional Services CAL FARM SERVICES 36.00 23878 11/27/2023 General Fund Special Departmental Expense CAL FARM SERVICES 103.44 23878 11/27/2023 General Fund Professional Services CAL FARM SERVICES 60.00 23 878 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense CAL FARM SERVICES 27.47 23878 11/27/2023 General Fund Special Departmental Expense CAL FARM SERVICES 193.95 23878 11/27/2023 General Fund Special Departmental Expense CAL FARM SERVICES 101.05 23878 11/27/2023 General Fund Special Departmental Expense CAL FARM SERVICES 93.74 Check Total: 784.13
23879 11/27/2023 Water Enterprise Fund Special Departmental Expense CAPITAL RUBBER & GASKET INC 294.97 Check Total: 294.97
23880 11/27/2023 Internal Service Fund Professional Services CAR WASH PARTNERS, INC. 808.00 Check Total: 808.00
23881 11/27/2023 Internal Service Fund Professional Services CERTIFIED AUTOMOTIVE 108.00 23881 11/27/2023 Internal Service Fund Professional Services CERTIFIED AUTOMOTIVE 89.75 23881 11/27/2023 Internal Service Fund Professional Services CERTIFIED AUTOMOTIVE 99.75 Check Total: 297.50
23882 11/27/2023 Water Enterprise Fund Professional Services CHARTER CAPITAL 3,200.00 Check Total: 3,200.00
23883 11/27/2023 Internal Service Fund Uniform & Clothing Expense CINTAS CORP 18.47 23883 11/27/2023 Water Enterprise Fund Uniform & Clothing Expense CINTAS CORP 10.56 23883 11/27/2023 Internal Service Fund Special Departmental Expense CINTAS CORP 28.45 23883 11/27/2023 Internal Service Fund Uniform & Clothing Expense CINTAS CORP 13.62 AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 6
-
-

Check Number Check Date Fund Name Account Name Vendor Name Void Amount 23883 11/27/2023 General Fund Uniform & Clothing Expense CINTAS CORP 39.04 23883 11/27/2023 Gas Tax/Street Improvement Uniform & Clothing Expense CINTAS CORP 39.69 23883 11/27/2023 Sewer Enterprise Fund Uniform & Clothing Expense CINTAS CORP 77.69 23883 11/27/2023 Water Enterprise Fund Uniform & Clothing Expense CINTAS CORP 71.46 23883 11/27/2023 Internal Service Fund Uniform & Clothing Expense CINTAS CORP 18.47 23883 11/27/2023 Internal Service Fund Special Departmental Expense CINTAS CORP 28.45 23883 11/27/2023 Internal Service Fund Uniform & Clothing Expense CINTAS CORP 13.62 23883 11/27/2023 General Fund Uniform & Clothing Expense CINTAS CORP 39.04 23883 11/27/2023 Gas Tax/Street Improvement Uniform & Clothing Expense CINTAS CORP 39.69 23883 11/27/2023 Sewer Enterprise Fund Uniform & Clothing Expense CINTAS CORP 76.49 23883 11/27/2023 Water Enterprise Fund Uniform & Clothing Expense CINTAS CORP 82.02 Check Total: 596.76
23884 11/27/2023 General Fund Professional Services COLE PRO MEDIA LLC 1,000.00 23884 11/27/2023 General Fund Communications COLE PRO MEDIA LLC 2,250.00 Check Total: 3,250.00
23885 11/27/2023 Internal Service Fund Utilities COMCAST 22.41 23885 11/27/2023 Internal Service Fund Communications COMCAST 162.37 Check Total: 184.78
23886 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense CONSOLIDATED ELECTRICAL DISTRIBUTORS 865.13 23886 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense CONSOLIDATED ELECTRICAL DISTRIBUTOR'. 297.21 23886 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense CONSOLIDATED ELECTRICAL DISTRIBUTOR 551.74 23886 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense CONSOLIDATED ELECTRICAL DISTRIBUTORI 806.25 23886 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense CONSOLIDATED ELECTRICAL DISTRIBUTOR1 363.64 23886 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense CONSOLIDATED ELECTRICAL DISTRIBUTOR 1.70 23886 11/27/2023 ARPA-American Rescue Plan Act Police Dept Remodel/Rehab CONSOLIDATED ELECTRICAL DISTRIBUTOR$ 2,091.65 Check Total: 4,977.32
23887 11/27/2023 General Fund Special Departmental Expense COOK'S COMMUNICATIONS 2,200.67 23887 11/27/2023 General Fund Special Departmental Expense COOK'S COMMUNICATIONS 408.51 Check Total: 2,609.18
23888 11/27/2023 General Fund Special Departmental Expense CPS HR CONSULTING 483.00 Check Total: 483.00
23889 11/27/2023 General Fund Professional Services D & D PEST CONTROL 290.00 Check Total: 290.00
23890 11/27/2023 General Fund Aged Outstanding Warrants ELENNA DEL REAL 53.04 AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 7
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Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 53.04
23891 11/27/2023 Internal Service Fund Operations & Maintenance DELRAY TIRE 1,319.17 23891 11/27/2023 Internal Service Fund Operations & Maintenance DELRAY TIRE 988.23 23891 11/27/2023 Internal Service Fund Professional Services DELRAY TIRE 300.45 23891 11/27/2023 Internal Service Fund Operations & Maintenance DELRAY TIRE 3,309.21 23891 11/27/2023 Internal Service Fund Professional Services DELRAY TIRE 195.05 23891 11/27/2023 Internal Service Fund Operations & Maintenance DELRAY TIRE 16.30 Check Total: 6,128.41
23892 11/27/2023 General Fund Professional Services DEPT. OF JUSTICE 192.00 Check Total: 192.00
23893 11/27/2023 Internal Service Fund Professional Services DONLEE PUMP COMPANY 330.00 23893 11/27/2023 Internal Service Fund Operations & Maintenance DONLEE PUMP COMPANY 921.06 Check Total: 1,251.06
23894 11/27/2023 Internal Service Fund Professional Services DON'S MOBILE GLASS 130.00 23894 11/27/2023 Internal Service Fund Operations & Maintenance DON'S MOBILE GLASS 175.00 Check Total: 305.00
23895 11/27/2023 General Fund Special Departmental Expense STEFANI DURBIN 33.92 Check Total: 33.92
23896 11/27/2023 General Fund Castle Park Deposits EBONY SOCIALITES 200.00 Check Total: 200.00
23897 11/27/2023 General Fund Uniform & Clothing Expense ELITE UNIFORMS 101.64 23897 11/27/2023 General Fund Uniform & Clothing Expense ELITE UNIFORMS 830.12 23897 11/27/2023 General Fund Uniform & Clothing Expense ELITE UNIFORMS 180.68 23897 11/27/2023 General Fund Uniform & Clothing Expense ELITE UNIFORMS 421.59 23897 11/27/2023 General Fund Uniform & Clothing Expense ELITE UNIFORMS 123.03 23897 11/27/2023 General Fund Uniform & Clothing Expense ELITE UNIFORMS 8.66 23897 11/27/2023 General Fund Uniform & Clothing Expense ELITE UNIFORMS 92.00 23897 11/27/2023 General Fund Uniform & Clothing Expense ELITE UNIFORMS 162.36 23897 11/27/2023 General Fund Uniform & Clothing Expense ELITE UNIFORMS 87.81 23897 11/27/2023 General Fund Uniform & Clothing Expense ELITE UNIFORMS 50.88 Check Total: 2,058.77
23898 11/27/2023 General Fund Uniform & Clothing Expense ENTENMANN-ROVIN CO. 306.47 23898 11/27/2023 General Fund Uniform & Clothing Expense ENTENMANN-ROVIN CO. 340.00 AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 8

Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 646.47
23899 11/27/2023 General Fund Special Departmental Expense FARO TECHNOLOGIES INC 920.00 Check Total: 920.00
23900 11/27/2023 Sewer Enterprise Fund Special Departmental Expense FASTENAL COMPANY 58.24 23900 11/27/2023 Sewer Enterprise Fund Small Tools FASTENAL COMPANY 19.06 Check Total: 77.30
23901 11/27/2023 General Fund Special Departmental Expense FERGUSON WATERWORKS #1423 247.40 23901 11/27/2023 Internal Service Fund Special Departmental Expense FERGUSON WATERWORKS #1423 61.22 23901 11/27/2023 Water Fund Capital Replacement Installation-New Water Meters FERGUSON WATERWORKS #1423 1,407.68 Check Total: 1,716.30
23902 11/27/2023 General Fund Professional Services FRESNO VETERINARY SPECIALTY & EMERGE 589.98 Check Total: 589.98
23903 11/27/2023 Parks and Recreation Fund Osborn Park Renovation GAC INSURANCE, INC. 10,500.00 Check Total: 10,500.00
23904 11/27/2023 General Fund Professional Services GECKO PEST & LANSCAPE MGMT 250.00 Check Total: 250.00
23905 11/27/2023 Water Enterprise Fund Special Departmental Expense GRAINGER 7,438.78 23905 11/27/2023 Water Enterprise Fund Small Tools GRAINGER 1,794.83 23905 11/27/2023 Water Enterprise Fund Special Departmental Expense GRAINGER 245.99 Check Total: 9,479.60
23906 11/27/2023 Internal Service Fund Utilities HOFFMAN SECURITY 170.85 23906 11/27/2023 Internal Service Fund Utilities HOFFMAN SECURITY 756.95 Check Total: 927.80
23907 11/27/2023 General Fund Special Departmental Expense HORIZON 89.39 23907 11/27/2023 General Fund Special Departmental Expense HORIZON 414.78 23907 11/27/2023 General Fund Special Departmental Expense HORIZON 74.74 23907 11/27/2023 General Fund Special Departmental Expense HORIZON 6.70 23907 11/27/2023 General Fund Special Departmental Expense HORIZON 159.67 23907 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense HORIZON 22.85 Check Total: 768.13
23908 11/27/2023 Water Enterprise Fund Special Departmental Expense JACK DOHENY COMPANY 489.37 AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 9
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Check Number Check Date Fund Name Account Name Vendor Name Void Amount 23908 11/27/2023 Water Enterprise Fund Special Departmental Expense JACK DOHENY COMPANY 204.80 23908 11/27/2023 Water Enterprise Fund Special Departmental Expense JACK DOHENY COMPANY 1,256.25 23908 11/27/2023 Sewer Enterprise Fund Special Departmental Expense JACK DOHENY COMPANY 1,957.50 Check Total: 3,907.92
23909 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense JAM SERVICES INC 598.13 23909 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense JAM SERVICES INC 217.50 Check Total: 815.63
23910 11/27/2023 Gas Tax/Street Improvement Professional Services JLB TRAFFIC ENGINEERING, INC 1,612.33 23910 11/27/2023 Gas Tax/Street Improvement Professional Services JLB TRAFFIC ENGINEERING, INC 999.02 Check Total: 2,611.35
23911 11/27/2023 Price Annexation LMA Professional Services JOE'S LANDSCAPING & CONCRETE 1,302.08 23911 11/27/2023 Price Annexation LMA Professional Services JOE'S LANDSCAPING & CONCRETE 227.84 23911 11/27/2023 Price Annexation LMA Professional Services JOE'S LANDSCAPING & CONCRETE 1,615.13 23911 11/27/2023 Price Annexation LMA Professional Services JOE'S LANDSCAPING & CONCRETE 830.18 23911 11/27/2023 Sandlewood Square LMA Professional Services JOE'S LANDSCAPING & CONCRETE 362.18 23911 11/27/2023 Pajaro Dunes LMA Professional Services JOE'S LANDSCAPING & CONCRETE 222.30 23911 11/27/2023 Redwood Estates LMA Professional Services JOE'S LANDSCAPING & CONCRETE 223.55 23911 11/27/2023 Cottage Gardens ST & LMA Professional Services JOE'S LANDSCAPING & CONCRETE 148.98 23911 11/27/2023 Silva Ranch LNDSCP Professional Services JOE'S LANDSCAPING & CONCRETE 492.18 23911 11/27/2023 Mello Ranch LNDSCP Professional Services JOE'S LANDSCAPING & CONCRETE 367.38 23911 11/27/2023 Juniper Meadows LNDSCP Professional Services JOE'S LANDSCAPING & CONCRETE 133.38 23911 11/27/2023 Camellia Meadows LNDSCP Professional Services JOE'S LANDSCAPING & CONCRETE 277.94 23911 11/27/2023 Stone Creek LNDSCP Professional Services JOE'S LANDSCAPING & CONCRETE 795.86 23911 11/27/2023 Bell Crossing LNDSCP Professional Services JOE'S LANDSCAPING & CONCRETE 223.86 23911 11/27/2023 Atwater South LNDSCP Professional Services JOE'S LANDSCAPING & CONCRETE 1,042.48 23911 11/27/2023 Mello Ranch 2 LNDSCP Professional Services JOE'S LANDSCAPING & CONCRETE 570.18 23911 11/27/2023 Meadow View LNDSCP Professional Services JOE'S LANDSCAPING & CONCRETE 342.42 23911 11/27/2023 Aspenwood Lndscp Professional Services JOE'S LANDSCAPING & CONCRETE 379.86 23911 11/27/2023 Applegate Ranch Lndscp Professional Services JOE'S LANDSCAPING & CONCRETE 414.18 Check Total: 9,971.96
23912 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense KELLOGG SUPPLY 318.18 23912 11/27/2023 General Fund Special Departmental Expense KELLOGG SUPPLY 51.39 23912 11/27/2023 Sewer Enterprise Fund Small Tools KELLOGG SUPPLY 115.80 Check Total: 485.37
23913 11/27/2023 RSTP-Regional Surf Transp Prog Ace Train Platform KRAZAN-VEIR 250.00 Check Total: 250.00
,
-
AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 10

Check Number Check Date Fund Name Account Name Vendor Name Void Amount 23914 11/27/2023 Parks and Recreation Fund Osborn Park Renovation LA SONRISA MULTISERVICES INC. 10,500.00 Check Total: 10,500.00
23915 11/27/2023 Internal Service Fund Operations & Maintenance LAWSON PRODUCTS 2,135.07 Check Total: 2,135.07
23916 11/27/2023 General Fund Community Center Deposits JESSICA MACIAS 350.00 Check Total: 350.00
23917 11/27/2023 Measure V Regional Fund Bellevue Road Realignment MARK THOMAS & COMPANY, INC 1,989.90 Check Total: 1,989.90
23918 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense MC REGIONAL WASTE MGMT. AUTH. 19.00 Check Total: 19.00
23919 11/27/2023 General Fund Travel/Conferences/Meetings MCAG 50.00 23919 11/27/2023 General Fund Travel/Conferences/Meetings MCAG 50.00 23919 11/27/2023 General Fund Travel/Conferences/Meetings MCAG 50.00 Check Total: 150.00
23920 11/27/2023 General Fund Coed Volleyball MCNAMARA SPORTS 281.23 23920 11/27/2023 General Fund Youth Volleyball MCNAMARA SPORTS 1,443.12 Check Total: 1,724.35
23921 11/27/2023 General Fund Coed Volleyball MERCED AREA SPORTS OFFICIALS, INC 100.00 23921 11/27/2023 General Fund Coed Fall Softball MERCED AREA SPORTS OFFICIALS, INC 99.00 23921 11/27/2023 General Fund Men's Fall Softball MERCED AREA SPORTS OFFICIALS, INC 198.00 23921 11/27/2023 General Fund Youth Flag Football MERCED AREA SPORTS OFFICIALS, INC 320.00 23921 11/27/2023 General Fund Men's Fall Softball MERCED AREA SPORTS OFFICIALS, INC 231.00 23921 11/27/2023 General Fund Coed Volleyball MERCED AREA SPORTS OFFICIALS, INC 100.00 23921 11/27/2023 General Fund Youth Flag Football MERCED AREA SPORTS OFFICIALS, INC 240.00 23921 11/27/2023 General Fund Coed Fall Softball MERCED AREA SPORTS OFFICIALS, INC 750.00 23921 11/27/2023 General Fund Coed Fall Softball MERCED AREA SPORTS OFFICIALS, INC 66.00 23921 11/27/2023 General Fund Youth Volleyball MERCED AREA SPORTS OFFICIALS, INC 240.00 23921 11/27/2023 General Fund Coed Volleyball MERCED AREA SPORTS OFFICIALS, INC 75.00 23921 11/27/2023 General Fund Coed Volleyball MERCED AREA SPORTS OFFICIALS, INC 300.00 23921 11/27/2023 General Fund Youth Flag Football MERCED AREA SPORTS OFFICIALS, INC 280.00 23921 11/27/2023 General Fund Youth Volleyball MERCED AREA SPORTS OFFICIALS, INC 240.00 23921 11/27/2023 General Fund Youth Flag Football MERCED AREA SPORTS OFFICIALS, INC 80.00 Check Total: 3,319.00
23922 11/27/2023 Internal Service Fund Operations & Maintenance MERCED CHEVROLET 198.57 AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 11

Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 198.57
23923 11/27/2023 Water Enterprise Fund Special Departmental Expense MERCED COUNTY ENVIRONMENTAL HEALTI 276.00 23923 11/27/2023 Water Enterprise Fund Special Departmental Expense MERCED COUNTY ENVIRONMENTAL HEALTI 276.00 23923 11/27/2023 Sewer Enterprise Fund Special Departmental Expense MERCED COUNTY ENVIRONMENTAL HEALTI 754.00 23923 11/27/2023 Internal Service Fund Special Departmental Expense MERCED COUNTY ENVIRONMENTAL HEALTI 1,846.00 23923 11/27/2023 Water Enterprise Fund Special Departmental Expense MERCED COUNTY ENVIRONMENTAL HEALTI 455.00 23923 11/27/2023 Water Enterprise Fund Special Departmental Expense MERCED COUNTY ENVIRONMENTAL HEALTI 455.00 23923 11/27/2023 Water Enterprise Fund Special Departmental Expense MERCED COUNTY ENVIRONMENTAL HEALTI 455.00 23923 11/27/2023 Water Enterprise Fund Special Departmental Expense MERCED COUNTY ENVIRONMENTAL HEALTI 455.00 Check Total: 4,972.00
23924 11/27/2023 Internal Service Fund Professional Services MERCED TRUCK & TRAILER INC. 130.00 23924 11/27/2023 Internal Service Fund Operations & Maintenance MERCED TRUCK & TRAILER INC. 75.00 Check Total: 205.00
23925 11/27/2023 General Fund Deposits MIDSTATE BARRIER INC 547.00 23925 11/27/2023 Water Enterprise Fund Water Service Charges MIDSTATE BARRIER INC -89.50 Check Total: 457.50
23926 11/27/2023 Sanitation Enterprise Fund Contract Admin Fee MID-VALLEY DISPOSAL LLC -19,560.54 23926 11/27/2023 Sanitation Enterprise Fund Contract Admin Fee MID-VALLEY DISPOSAL LLC -19,332.93 23926 11/27/2023 Sanitation Enterprise Fund AB 939 Support Fee MID-VALLEY DISPOSAL LLC -8,285.54 23926 11/27/2023 Sanitation Enterprise Fund AB 939 Support Fee MID-VALLEY DISPOSAL LLC -8,383.09 23926 11/27/2023 Sanitation Enterprise Fund Solid Waste Collectn/Disposal MID-VALLEY DISPOSAL LLC 32,873.88 23926 11/27/2023 Sanitation Enterprise Fund Solid Waste Collectn/Disposal MID-VALLEY DISPOSAL LLC 276,184.70 Check Total: 253,496.48
23927 11/27/2023 General Fund Community Center Deposits CLAUDIA MILLAN 210.00 23927 11/27/2023 General Fund Community Center Deposits CLAUDIA MILLAN 210.00 23927 11/27/2023 General Fund Community Center Deposits CLAUDIA MILLAN 350.00 Check Total: 770.00
23928 11/27/2023 Internal Service Fund Special Departmental Expense MODESTO OVERHEAD DOOR 2,333.00 Check Total: 2,333.00
23929 11/27/2023 General Fund Professional Services MUNICIPAL RESOURCE GROUP, LLC 2,750.00 Check Total: 2,750.00
23930 11/27/2023 Water Enterprise Fund Special Departmental Expense MUNIQUIP, LLC 3,328.14 -
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AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 12

Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 3,328.14
23931 11/27/2023 General Fund Professional Services MUNISERVICES LLC 768.31 23931 11/27/2023 General Fund Professional Services MUNISERVICES LLC 50.20 23931 11/27/2023 General Fund Professional Services MUNISERVICES LLC 500.00 Check Total: 1,318.51
23932 11/27/2023 Water Enterprise Fund Accounts Payable RUTH NACHTIGAL 67.53 23932 11/27/2023 Water Enterprise Fund Accounts Payable RUTH NACHTIGAL 116.37 23932 11/27/2023 Sewer Enterprise Fund Accounts Payable RUTH NACHTIGAL 240.53 23932 11/27/2023 Sanitation Enterprise Fund Accounts Payable RUTH NACHTIGAL 111.13 Check Total: 535.56
23933 11/27/2023 Sewer Enterprise Fund Special Departmental Expense NAPA AUTO PARTS 57.91 23933 11/27/2023 Sewer Enterprise Fund Special Departmental Expense NAPA AUTO PARTS 105.96 23933 11/27/2023 Water Enterprise Fund Special Departmental Expense NAPA AUTO PARTS 18.97 23933 11/27/2023 Sewer Enterprise Fund Special Departmental Expense NAPA AUTO PARTS 7.97 Check Total: 190.81
23934 11/27/2023 Information Technology Fund Communications NEW HORIZON COMMUNICATIONS 2,627.99 Check Total: 2,627.99
23935 11/27/2023 General Fund Special Departmental Expense SARA OLMOS 25.00 Check Total: 25.00
23936 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense O'REILLY AUTO PARTS 9.23 23936 11/27/2023 Sewer Enterprise Fund Special Departmental Expense O'REILLY AUTO PARTS 9.23 23936 11/27/2023 General Fund Special Departmental Expense O'REILLY AUTO PARTS 16.30 23936 11/27/2023 General Fund Special Departmental Expense O'REILLY AUTO PARTS 45.65 23936 11/27/2023 General Fund Special Departmental Expense O'REILLY AUTO PARTS 53.28 23936 11/27/2023 Sewer Enterprise Fund Special Departmental Expense O'REILLY AUTO PARTS 34.76 23936 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense O'REILLY AUTO PARTS 26.09 23936 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense O'REILLY AUTO PARTS -30.44 23936 11/27/2023 Internal Service Fund Operations & Maintenance O'REILLY AUTO PARTS 60.99 23936 11/27/2023 General Fund Special Departmental Expense O'REILLY AUTO PARTS 43.46 23936 11/27/2023 Internal Service Fund Operations & Maintenance O'REILLY AUTO PARTS 92.96 23936 11/27/2023 Water Enterprise Fund Special Departmental Expense O'REILLY AUTO PARTS 27.18 23936 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense O'REILLY AUTO PARTS 14.12 23936 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense O'REILLY AUTO PARTS 17.39 23936 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense O'REILLY AUTO PARTS -30.00 23936 11/27/2023 Internal Service Fund Operations & Maintenance O'REILLY AUTO PARTS 11.94 23936 11/27/2023 General Fund Special Departmental Expense O'REILLY AUTO PARTS 42.40 AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 13

Check Number Check Date Fund Name Account Name Vendor Name Void Amount 23936 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense O'REILLY AUTO PARTS 52.17 23936 11/27/2023 Internal Service Fund Operations & Maintenance O'REILLY AUTO PARTS 71.11 23936 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense O'REILLY AUTO PARTS 4.88 23936 11/27/2023 Internal Service Fund Operations & Maintenance O'REILLY AUTO PARTS 15.65 23936 11/27/2023 Internal Service Fund Operations & Maintenance O'REILLY AUTO PARTS 144.59 23936 11/27/2023 Internal Service Fund Operations & Maintenance O'REILLY AUTO PARTS 13.45 23936 11/27/2023 Internal Service Fund Operations & Maintenance O'REILLY AUTO PARTS 23.21 23936 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense O'REILLY AUTO PARTS 15.31 23936 11/27/2023 Internal Service Fund Operations & Maintenance O'REILLY AUTO PARTS 10.86 Check Total: 795.77
23937 11/27/2023 Sewer Enterprise Fund Professional Services PACE ANALYTICAL SERVICES, LLC 1,552.50 Check Total: 1,552.50
23938 11/27/2023 General Fund Utilities PACIFIC GAS & ELECTRIC 247.51 23938 11/27/2023 Gas Tax/Street Improvement Utilities PACIFIC GAS & ELECTRIC 201.80 23938 11/27/2023 Sewer Enterprise Fund Utilities PACIFIC GAS & ELECTRIC 48,376.49 23938 11/27/2023 Internal Service Fund Utilities PACIFIC GAS & ELECTRIC 243.98 Check Total: 49,069.78
23939 11/27/2023 Internal Service Fund Professional Services PETE'S AUTO BODY 918.00 23939 11/27/2023 Internal Service Fund Operations & Maintenance PETE'S AUTO BODY 876.04 Check Total: 1,794.04
23940 11/27/2023 General Fund Communications PHONES 'R' US 100.00 Check Total: 100.00
23941 11/27/2023 Water Enterprise Fund Special Departmental Expense PRESTON'S LOCK & KEY 10.00 Check Total: 10.00
23942 11/27/2023 Water Enterprise Fund Professional Services QUALITY WELL DRILLERS 5,437.50 Check Total: 5,437.50
23943 11/27/2023 General Fund Special Departmental Expense RDO EQUIPMENT CO 57.54 Check Total: 57.54
23944 11/27/2023 RDVLPMNT Obligation Retirement Professional Services RSG INC 4,375.00 Check Total: 4,375.00
23945 11/27/2023 Sewer Enterprise Fund Special Departmental Expense SAFE-T-LITE 868.33 23945 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense SAFE-T-LITE 641.67 '
AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 14

Check Number Check Date Fund Name Account Name Vendor Name Void Amount 23945 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense SAFE-T-LITE 2,253.85 23945 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense SAFE-T-LITE 210.76 23945 11/27/2023 Sewer Enterprise Fund Special Departmental Expense SAFE-T-LITE 1,526.85 23945 11/27/2023 General Fund Special Departmental Expense SAFE-T-LITE 370.53 Check Total: 5,871.99
23946 11/27/2023 General Fund Professional Services SHANNON PUMP CO. 257.00 23946 11/27/2023 Water Enterprise Fund Professional Services SHANNON PUMP CO. 348.34 Check Total: 605.34
23947 11/27/2023 Sewer Enterprise Fund Utilities SIEMENS FINANCIAL SERVICES, INC. 17,647.67 Check Total: 17,647.67
23948 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense SIERRA MATERIALS & TRUCKING COMPANY 399.03 23948 11/27/2023 Sewer Enterprise Fund Special Departmental Expense SIERRA MATERIALS & TRUCKING COMPANY 304.21 23948 11/27/2023 Sewer Enterprise Fund Small Tools SIERRA MATERIALS & TRUCKING COMPANY 139.20 23948 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense SIERRA MATERIALS & TRUCKING COMPANY 311.75 23948 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense SIERRA MATERIALS & TRUCKING COMPANY 311.75 23948 11/27/2023 General Fund Special Departmental Expense SIERRA MATERIALS & TRUCKING COMPANY 330.60 23948 11/27/2023 General Fund Special Departmental Expense SIERRA MATERIALS & TRUCKING COMPANY 330.60 23948 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense SIERRA MATERIALS & TRUCKING COMPANY 291.28 23948 11/27/2023 General Fund Special Departmental Expense SIERRA MATERIALS & TRUCKING COMPANY 330.60 23948 11/27/2023 General Fund Special Departmental Expense SIERRA MATERIALS & TRUCKING COMPANY 330.60 23948 11/27/2023 General Fund Special Departmental Expense SIERRA MATERIALS & TRUCKING COMPANY 330.60 23948 11/27/2023 General Fund Special Departmental Expense SIERRA MATERIALS & TRUCKING COMPANY 226.63 Check Total: 3,636.85
23949 11/27/2023 Sewer Enterprise Fund Professional Services STATE WATER RESOURCES CONTROL BOARD 17,666.00 Check Total: 17,666.00
23950 11/27/2023 Water Enterprise Fund Accounts Payable STATE WATER RESOURCES CONTROL BOARD 579.49 Check Total: 579.49
23951 11/27/2023 Sewer Enterprise Fund Accounts Payable STATE WATER RESOURCES CONTROL BOARD 792.87 Check Total: 792.87
23952 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense STEPPING STONE NURSERY 1,196.64 23952 11/27/2023 General Fund Special Departmental Expense STEPPING STONE NURSERY 368.66 Check Total: 1,565.30
23953 11/27/2023 General Fund Professional Services STERICYCLE INC 37.56 AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 15
~-

Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 37.56
23954 11/27/2023 General Fund Special Departmental Expense SUN RIDGE SYSTEMS INC 6,720.00 Check Total: 6,720.00
23955 11/27/2023 Water Enterprise Fund Special Departmental Expense SUPERIOR POOL PRODUCTS LLC 840.96 23955 11/27/2023 Water Enterprise Fund Special Departmental Expense SUPERIOR POOL PRODUCTS LLC 1,417.67 Check Total: 2,258.63
23956 11/27/2023 Risk Management Fund Professional Services SWINGLE VAN EGMOND AND HEITLINGER 82.50 Check Total: 82.50
23957 11/27/2023 Water Enterprise Fund Utilities TERRAFORM PHOENIX II ARCADIA HOLDING 4,116.80 23957 11/27/2023 Water Enterprise Fund Utilities TERRAFORM PHOENIX II ARCADIA HOLDING 10,216.97 23957 11/27/2023 Water Enterprise Fund Utilities TERRAFORM PHOENIX II ARCADIA HOLDING 4,030.09 23957 11/27/2023 Internal Service Fund Utilities TERRAFORM PHOENIX II ARCADIA HOLDING 1,923.33 Check Total: 20,287.19
23958 11/27/2023 Water Enterprise Fund Special Departmental Expense THE THOMAS WILKINS COMPANY 1,500.00 Check Total: 1,500.00
23959 11/27/2023 General Fund Special Departmental Expense TLC POSTAL CENTER 1,631.25 23959 11/27/2023 General Fund Special Departmental Expense TLC POSTAL CENTER 48.94 Check Total: 1,680.19
23960 11/27/2023 Internal Service Fund Utilities TRIPP SECURITY SYSTEMS 33.00 Check Total: 33.00
23961 11/27/2023 General Fund Rents & Leases TYLER TECHNOLOGIES, INC. 2,455.98 Check Total: 2,455.98
23962 11/27/2023 General Fund Rents & Leases U.S. BANK EQUIPMENT FINANCE 156.94 Check Total: 156.94
23963 11/27/2023 General Fund Operations & Maintenance UBEO WEST LLC 272.25 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 523.13 23963 11/27/2023 General Fund Operations & Maintenance UBEO WEST LLC 493.19 23963 11/27/2023 General Fund Operations & Maintenance UBEO WEST LLC 848.05 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 175.01 23963 11/27/2023 General Fund Operations & Maintenance UBEO WEST LLC 722.19 23963 11/27/2023 Water Enterprise Fund Rents & Leases UBEO WEST LLC 125.69 AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 16
-

Check Number Check Date Fund Name Account Name Vendor Name Void Amount 23963 11/27/2023 Water Enterprise Fund Operations & Maintenance UBEO WEST LLC 207.81 23963 11/27/2023 Sewer Enterprise Fund Rents & Leases UBEO WEST LLC 125.69 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 25.41 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 327.60 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 345.46 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 34.09 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 25.41 23963 11/27/2023 General Fund Operations & Maintenance UBEO WEST LLC 272.88 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 32.00 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 46.16 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 174.64 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 27.58 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 348.00 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 35.14 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 394.30 23963 11/27/2023 General Fund Operations & Maintenance UBEO WEST LLC 1,148.00 23963 11/27/2023 General Fund Rents & Leases UBEO WEST LLC 279.59 Check Total: 7,009.27
23964 11/27/2023 Employee Benefits Fund Life Insurance UNUM LIFE INSURANCE 1,661.93 23964 11/27/2023 Employee Benefits Fund Disability Insurance UNUM LIFE INSURANCE 3,156.01 23964 11/27/2023 Employee Benefits Fund Disability Insurance UNUM LIFE INSURANCE 585.22 Check Total: 5,403.16
23965 11/27/2023 General Fund Parking Fines IRENE VALDEZ 400.00 Check Total: 400.00
23966 11/27/2023 Internal Service Fund Operations & Maintenance VAN DE POL 13,267.91 23966 11/27/2023 Internal Service Fund Operations & Maintenance VAN DE POL 13,814.00 Check Total: 27,081.91
23967 11/27/2023 General Fund Training ROBERT VARGAS 275.24 Check Total: 275.24
23968 11/27/2023 General Fund Communications VERIZON WIRELESS 342.09 23968 11/27/2023 General Fund Communications VERIZON WIRELESS 760.20 23968 11/27/2023 General Fund Communications VERIZON WIRELESS 38.01 23968 11/27/2023 General Fund Communications VERIZON WIRELESS 51.63 23968 11/27/2023 Sewer Enterprise Fund Special Departmental Expense VERIZON WIRELESS 38.01 23968 11/27/2023 Sewer Enterprise Fund Utilities VERIZON WIRELESS 40.03 23968 11/27/2023 Internal Service Fund Special Departmental Expense VERIZON WIRELESS 40.01 23968 11/27/2023 internal Service Fund Utilities VERIZON WIRELESS 80.02 —
AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 17

Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 1,390.00
23969 11/27/2023 Internal Service Fund Special Departmental Expense WARD ENTERPRISES 9.03 23969 11/27/2023 Internal Service Fund Special Departmental Expense WARD ENTERPRISES 35.07 23969 11/27/2023 Internal Service Fund Special Departmental Expense WARD ENTERPRISES 42.09 Check Total: 86.19
23 970 11/27/2023 Water Enterprise Fund Special Departmental Expense WATERFORD IRRIGATION SUPPLY, INC 16.28 23970 11/27/2023 General Fund Special Departmental Expense WATERFORD IRRIGATION SUPPLY, INC 133.16 23970 11/27/2023 Water Fund Capital Replacement Installation-New Water Meters WATERFORD IRRIGATION SUPPLY, INC 70.27 23970 11/27/2023 Water Enterprise Fund Special Departmental Expense WATERFORD IRRIGATION SUPPLY, INC 278.96 23970 11/27/2023 Water Fund Capital Replacement Installation-New Water Meters WATERFORD IRRIGATION SUPPLY, INC 5.43 23 970 11/27/2023 Water Fund Capital Replacement Installation-New Water Meters WATERFORD IRRIGATION SUPPLY, INC 81.69 23970 11/27/2023 General Fund Special Departmental Expense WATERFORD IRRIGATION SUPPLY, INC 89.03 Check Total: 674.82
23971 11/27/2023 General Fund Professional Services WHALEN'S 375.00 Check Total: 375.00
23972 11/27/2023 General Fund Special Departmental Expense WINTON HARDWARE 17.23 23972 11/27/2023 General Fund Special Departmental Expense WINTON HARDWARE 22.63 23972 11/27/2023 Internal Service Fund Special Departmental Expense WINTON HARDWARE 17.23 23972 11/27/2023 General Fund Special Departmental Expense WINTON HARDWARE 58.15 23972 11/27/2023 Gas Tax/Street Improvement Special Departmental Expense WINTON HARDWARE 7.10 Check Total: 122.34
23973 11/27/2023 General Fund Special Departmental Expense WORK WELLNESS 629.00 Check Total: 629.00
Report Total: 601,749.73
AP-Checks for Approval (11/29/2023 - 10:48 AM) Page 18

Accounts Payable
Checks for Approval
User:

Printed:
,jmurillo
11/29/2023 - 1:52 PM
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Check Number Check 1)ate Fund Name Account Name Vendor Name Void Amount 23974 11/27/2023 Water Enterprise Fund Accounts Payable FELICIANO ARTEAGA 145.39 Check Total: 145.39
23 975 11/27/2023 Water Enterprise Fund Accounts Payable SARAH BELL 87.91 Check Total: 87.91
23976 11/27/2023 Sanitation Enterprise Fund Accounts Payable BIG LOTS #4754 327.17 Check Total: 327.17
23 977 11/27/2023 Water Enterprise Fund Accounts Payable C.W. BROWER INC 19.62 23977 11/27/2023 Sewer Enterprise Fund Accounts Payable C.W. BROWER INC 20.62 23977 11/27/2023 Sanitation Enterprise Fund Accounts Payable C.W. BROWER INC 11.56 Check Total: 51.80
23978 11/27/2023 Water Enterprise Fund Accounts Payable CASTLE ASSETS LLC 28.63 Check Total: 28.63
23979 11/27/2023 Water Enterprise Fund Accounts Payable KEVIN COOPER 26.11 23979 11/27/2023 Sewer Enterprise Fund Accounts Payable KEVIN COOPER 27.44 23979 11/27/2023 Sanitation Enterprise Fund Accounts Payable KEVIN COOPER 15.39 Check Total: 68.94
23980 11/27/2023 Water Enterprise Fund Accounts Payable JOVANI DART-PORTER 45.65 23980 11/27/2023 Sewer Enterprise Fund Accounts Payable JOVANI DART-PORTER 47.98 23 980 11/27/2023 Sanitation Enterprise Fund Accounts Payable JOVANI DART-PORTER 26.90 Check Total: 120.53
23981 11/27/2023 Water Enterprise Fund Accounts Payable LUKE NATHAN DE JESUS 44.92 23981 11/27/2023 General Fund Accounts Payable LUKE NATHAN DE JESUS 2.00 Check Total: 46.92
23982 11/27/2023 General Fund Accounts Payable LYALLA DIAS 2.00 AP-Checks for Approval (11/29/2023 - 1:52 PM) Page 1
'

Check Number Check Date Fund Name Account Name Vendor Name Void Amount 23982 11/27/2023 Sanitation Enterprise Fund Accounts Payable LYALLA DIAS 27.41 Check Total: 29.41
23983 11/27/2023 General Fund Accounts Payable GROCERY OUTLET OF ATWATER 2.00 23983 11/27/2023 Sanitation Enterprise Fund Accounts Payable GROCERY OUTLET OF ATWATER 431.05 Check Total: 433.05
23984 11/27/2023 Water Enterprise Fund Accounts Payable FLOR GUTIERREZ-VILLAFAN 166.23 Check Total: 166.23
23985 11/27/2023 Water Enterprise Fund Accounts Payable ROGER IMBROGNO 10.90 23985 11/27/2023 Sewer Enterprise Fund Accounts Payable ROGER IMBROGNO 11.46 23985 11/27/2023 Sanitation Enterprise Fund Accounts Payable ROGER IMBROGNO 6.42 Check Total: 28.78
23986 11/27/2023 Sanitation Enterprise Fund Accounts Payable PETER KOCH 152.47 Check Total: 152.47
23987 11/27/2023 General Fund Accounts Payable LA SONRISA INCOME TAX 2.00 23987 11/27/2023 Water Enterprise Fund Accounts Payable LA SONRISA INCOME TAX 70.74 Check Total: 72.74
23988 11/27/2023 Water Enterprise Fund Accounts Payable MAYRA MARTINEZ 170.59 23988 11/27/2023 Sewer Enterprise Fund Accounts Payable MAYRA MARTINEZ 4.58 23988 11/27/2023 Sanitation Enterprise Fund Accounts Payable MAYRA MARTINEZ 2.57 Check Total: 177.74
23989 11/27/2023 Water Enterprise Fund Accounts Payable NANCY MORENO 158.29 Check Total: 158.29
23990 11/27/2023 Sanitation Enterprise Fund Accounts Payable JESUS NAVA 406.35 Check Total: 406.35
23991 11/27/2023 Water Enterprise Fund Accounts Payable LUZ ONOFRE 28.09 23991 11/27/2023 Sewer Enterprise Fund Accounts Payable LUZ ONOFRE 29.51 23991 11/27/2023 Sanitation Enterprise Fund Accounts Payable LUZ ONOFRE 16.55 Check Total: 74.15
23992 11/27/2023 Sanitation Enterprise Fund Accounts Payable ORIENT MARKET 94.99 23992 11/27/2023 Sanitation Enterprise Fund Accounts Payable ORIENT MARKET 22.65 AP-Checks for Approval (11/29/2023 - 1:52 PM) Page 2

Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 117.64
23993 11/27/2023 Water Enterprise Fund Accounts Payable RAFAEL ORNELAS 36.88 23993 11/27/2023 Sewer Enterprise Fund Accounts Payable RAFAEL ORNELAS 43.80 23993 11/27/2023 Sanitation Enterprise Fund Accounts Payable RAFAEL ORNELAS 24.56 Check Total: 105.24
23994 11/27/2023 Sanitation Enterprise Fund Accounts Payable CAMILLA PASSADORI 120.68 Check Total: 120.68
23995 11/27/2023 Sanitation Enterprise Fund Accounts Payable GABRIEL PEREZ 57.55 Check Total: 57.55
23996 11/27/2023 Water Enterprise Fund Accounts Payable MARIA ROMERO-MUNOZ 166.23 Check Total: 166.23
23997 11/27/2023 Water Enterprise Fund Accounts Payable NA! SAECHAO 151.93 23997 11/27/2023 Sewer Enterprise Fund Accounts Payable NA! SAECHAO 6.87 23997 11/27/2023 Sanitation Enterprise Fund Accounts Payable NA! SAECHAO 3.85 Check Total: 162.65
23998 11/27/2023 Sanitation Enterprise Fund Accounts Payable THREE HABITAT CONSULTING 117.35 Check Total: 117.35
23999 11/27/2023 Water Enterprise Fund Accounts Payable JENNA WEBB 32.70 23999 11/27/2023 Sewer Enterprise Fund Accounts Payable JENNA WEBB 34.36 23999 11/27/2023 Sanitation Enterprise Fund Accounts Payable JENNA WEBB 19.27 Check Total: 86.33
24000 11/27/2023 Water Enterprise Fund Accounts Payable WISDOM PROPERTY MANAGEMENT 23.98 24000 11/27/2023 Sewer Enterprise Fund Accounts Payable WISDOM PROPERTY MANAGEMENT 25.20 24000 11/27/2023 Sanitation Enterprise Fund Accounts Payable WISDOM PROPERTY MANAGEMENT 14.13 Check Total: 63.31
24001 11/27/2023 Water Enterprise Fund Accounts Payable CHAU WONG 128.55 Check Total: 128.55
Report Total: 3,702.03
-
—
AP-Checks for Approval (11/29/2023 - 1:52 PM) Page 3

Accounts Payable
Checks by Date - Detail by Check Date
User:

Printed:
750 Bellevue Road, P4vater CA 95301
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
ACH CHA999 CHASE 11/27/2023
1132023 San Diego Convention Center 18.32
1132023 Ford 19.20
1132023 Dollar Tree 27.29
1132023 Ford 20.16
1132023 The Deck 31.00
1132023 Ford 24.00
1132023 Lowe's 146.98
1132023 Lowe's 184.63
1132023 CA Peach Officers Association 125.00
1132023 Walmart 91.35
1132023 Foster Farms 48.08
1132023 San Diego Convention Center 22.63
1132023 United Airlines 548.39
1132023 League of California (Lori Waterman) 675.00
1132023 LexisNexis 98.25
1132023 JAMS@209 38.72
1132023 Double Tree 894.47
1132023 Skechers 97.75
1132023 Ford 25.91
1132023 Lowe's 133.06
1132023 Ford 29.75
1132023 Savemart 37.60
1132023 Hilton 28.62
1132023 Google 12.00
1132023 Curb LV Taxi 32.09
1132023 Orchard Bar & Grill 54.81
1132023 Ford 25.43
1132023 SouthWest Airlines 202.96
1132023 Ford 24.00
1132023 Mister 14.00
1132023 League of California (Lori Waterman) 50.00
1132023 Ford 18.72
1132023 CA Park Rec Society 1,900.00
1132023 Golden West College 347.00
1132023 Earl of Sandwhich 17.78
1132023 Ford 34.56
1132023 Ford 30.24
1132023 League of California (Lori Waterman) 750.00
1132023 Government Tax Seminars 495.00
1132023 Alaska 197.80
1132023 Roma D'italia 40.00
1132023 Ford 24.00
1132023 Clovis Cleaners 84.98
1132023 Jantz Caf & Bakery 151.00
1132023 Action Computers 75.76
1132023 League of California (Brian Raymond) 675.00
1132023 Dunkin' - Baskin-Robins' 9.38
1132023 CSMFO 515.00
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11/29/2023 10:49 AM
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AP Checks by Date - Detail by Check Date (11/29/2023 10:49 AM) Page 1

Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
1132023 Ford 28.32
1132023 Hilton 60.00
1132023 Adobe 19.99
1132023 AnyPromo 445.36
1132023 Panaderia Guadalajara 40.62
1132023 Ford 29.27
1132023 Hilton 1,714.40
1132023 Isabella's Bar & Grill 92.20
1132023 Ford 32.16
1132023 Frank Proctor Shooting 1,200.00
1132023 Ford 24.96
1132023 Shell 52.10
1132023 League of California (John Cale) 675.00
1132023 JAMS@209 57.03
1132023 Brooks Ranch Restaurant 82.86
1132023 Mister 22.00
1132023 San Diego Convention Center 20.47
1132023 Ford 14.87
1132023 League of California (Danny Ambriz) 675.00
1132023 JAMF 432.00
1132023 Stockton Metropolitain Airport 36.00
1132023 JAMS@209 75.00
1132023 United Airlines 13.00
1132023 Pressable 900.00
1132023 Vdara 722.45
1132023 Ford 28.32
1132023 Brooks Ranch Restaurant 80.00
1132023 Ford 24.96
1132023 Jantz Caf & Bakery 50.00
1132023 Almond Tree 90.00
1132023 CA Park Rec Society 120.00
1132023 Golden West College 347.00
Total for this ACH Check for Vendor CHA999: 17,353.01
Total for 11/27/2023: 17,353.01
Report Total (1 checks): 17,353.01
AP Checks by Date - Detail by Check Date (11/29/2023 10:49 AM) Page 2

CITY OF ATWATER
Minutes

CITY COUNCIL

ACTION MINUTES
November 13, 2023
OPEN SESSION: (Council Chambers)
The City Council of the City of Atwater met in Open Session this date at 5:00 PM in the City Council Chambers located at the Atwater Civic Center, 750 Bellevue Road, Atwater, California; Mayor Nelson presiding.

ROLL CALL:

Present: City Council Members Cale, Raymond, Mayor Nelson

Absent: City Council Members Button and Ambriz
Staff Present: Deputy City Manager/Community Development Director Thompson, City Attorney Splendorio, Public Works Director Vinson, Administrative Assistant Peralta
CLOSED SESSION: (Conference Room A)
Conference with Legal Counsel - Existing Litigation - (Paragraph (1) of subdivision (d) of Section 54956.9): Name of case: In re: Aqueous Film- Forming Foams Products Liability Litigation, Case No. 2:18-mn-2873-RMG Pursuant to Government Code Section 54956.8, Conference with Real Property Negotiations regarding property price and terms of payment. Agency Negotiators:

Deputy City Manager/Community Development Director Thompson and City Manager Waterman. Negotiating Parties: Dr. Carlos Say, Mister Car Wash, City of Atwater
Property Locations: APN 156-060-010
APN 156-060-011
APN 003-101-001

City Council Meeting Action Minutes for November 13, 2023 Page 2 Mayor Nelson invited public comment on Closed Session items.

No one came forward to speak.

Mayor Nelson adjourned the meeting to Conference Room A for Closed Session at 5:01 PM.

City Council Member Ambriz joined Closed Session in Conference Room A.

Closed Session was called to order at 5:07 PM.

Closed Session adjourned at 5:55 PM.

REGULAR SESSION: (Council Chambers)
The City Council of the City of Atwater met in Regular Session this date at 6:00 PM in the City Council Chambers located at the Atwater Civic Center, 750 Bellevue Road, Atwater, California; Mayor Nelson presiding.

INVOCATION:

The Invocation was led by Retired Master Sergeant John Davis.

PLEDGE OF ALLEGIANCE TO THE FLAG:

The Pledge of Allegiance was led by Mayor Nelson.

ROLL CALL: (City Council)

Present: City Council Members Ambriz, Cale, Mayor Pro Tem Raymond, Mayor Nelson

Absent: City Council Member Button
Staff Present: Deputy City Manager/Community Development Director Thompson, City Attorney Splendorio, Police Chief Salvador, Finance Director Nicholas, Public Works Director Vinson, City Clerk Billings, Administrative Assistant/Deputy City Clerk Peralta
MAYOR OR CITY ATTORNEY REPORT OUT FROM CLOSED SESSION:

City Attorney Splendorio reported that the City Council received information regarding two items, provided direction, and there was no reportable action.

SUBSEQUENT NEED ITEMS: None
APPROVAL OF AGENDA AS POSTED OR AS AMENDED:

City Council Meeting Action Minutes for November 13, 2023 Page 3 MOTION: Mayor Pro Tem Raymond moved to approve the agenda as posted. The motion was seconded by City Council Member Ambriz and the vote was: Ayes:

Cale, Ambriz, Raymond, Nelson; Noes: None; Absent: Button. The motion passed.

CEREMONIAL MATTERS:

Oath of Office - Police Officer
City Clerk Billings administered the oath of office to the newly appointed Police Officer: Kelsey Brown.

Oath of Office - Police Sergeant
City Clerk Billings administered the oath of office to the newly appointed Police Sergeant: Tyler Davis.

CONSENT CALENDAR:

Mayor Nelson opened public comment regarding items on the Consent Calendar.

No one came forward to speak.

Mayor Nelson closed the public comment.

Mayor Pro Tem Raymond asked for Agenda Item #9 to be removed from the Consent Calendar for separate discussion.

MOTION: Mayor Pro Tem Raymond moved to approve the Consent Calendar as amended. The motion was seconded by City Council Member Cale and the vote was: Ayes: Cale, Ambriz, Raymond, Nelson; Noes: None; Absent: Button. The motion passed.

WARRANTS:

1. November 13, 2023
ACTION: Approval of warrants as listed.

MINUTES: (Audit and Finance Committee)

2. September 25, 2023 – Regular meeting
ACTION: Acceptance of minutes as listed.

MINUTES: (General Plan Technical Advisory Committee)

3. October 4, 2023 - Regular meeting

City Council Meeting Action Minutes for November 13, 2023 Page 4 ACTION: Acceptance of minutes as listed.

MINUTES: (City Council)

4. October 23, 2023
ACTION: Approval of minutes as listed.

AGREEMENTS:

5. Approving Amendment No. 1 to the Professional Services Agreement with De Novo Planning Group (Deputy City Manager/Community Development Director Thompson)
ACTION: Approves Amendment No. 1 to the Professional Services Agreement in a form approved by the City Attorney, with De Novo Planning Group, of El Dorado Hills, California for the preparation of the environmental documentation for the Bellevue Road Rehabilitation and Realignment Project for an amount not to exceed $202,881.50; and authorizes the City Manager, or her designee, to execute the agreement on behalf of the City; or motion to approve staff's recommendation as presented.

6. Approving a Purchase Agreement (Purchase Order) to Flock Safety for the Purchase of a Fixed Location Automated License Plate Recognition (ALPR) System (Police Chief Salvador)
ACTION: Approves a Purchase Agreement (Purchase Order) with Flock Safety for a fixed location automated license plate recognition (ALPR) system, in an amount not to exceed $50,000; and authorizes and directs the City Manager, or her designee, to execute the Purchase Agreement (Purchase Order) on behalf of the City.

7. Approving an Equipment/Software Lease-Purchase Agreement with Axon Taser for the Lease-Purchase of an In Vehicle Camera System (Police Chief Salvador) ACTION: Approves an Equipment/Software Lease- Purchase Agreement with Axon Taser for the lease-purchase of an In Vehicle Camera System not to exceed $55,000.00; and authorizes and directs the City Manager to execute the Agreement on behalf of the City.

8. Approving On-Call Professional Services Agreements with various consultants for On-Call Professional Services for Civil Engineering, Traffic Engineering, Geotechnical, and Construction Inspection/Testing (Deputy City Manager/Community Development Director Thompson)

City Council Meeting Action Minutes for November 13, 2023 Page 5 ACTION: Approval of Professional Services On-Call Master Agreements, in a form approved by the City Attorney, with AECOM of Fresno, CA, O'Dell Engineering of Merced, CA, VVH Consulting Engineers of Modesto, CA, Blackwater Consulting Engineers of Modesto, CA, Precision Civil Engineering, Inc. of Fresno, CA, Benchmark Engineering of Modesto, CA, R.E.Y Engineers, Inc of Folsom, CA, QK Inc. of Merced, CA, and SNG & Associates, Inc of Pleasonton, CA, Provost & Pritchard of Clovis,CA, Interwest of Fremont, CA, GHD of Fresno, CA, Terracon Consultants Inc of Lodi, CA, CCME Inc. of Fresno, CA, Crawford and Associates Inc. of Sacramento, CA, Kleinfelder of Fresno, CA, RMA GeoScience of Fresno, CA, ACE Quality Control of Roseville, CA, Krazan & Associates, Inc. of Clovis, CA, BSK Associates of Fresno, CA, TJKM of Pleasanton, CA, JLB Traffic Engineering Inc. of Fresno, CA, Advanced Mobility Group of Walnut Creek, CA, and Minagar & Associates, Inc. of Laguna Hills, CA for various services, in an amount not to exceed $200,000 per Task Order; and authorizes and directs the City Manager, or her designee, to execute the Agreements on behalf of the City.

RESOLUTIONS:

9. Authorizing the Initiation of the Purchasing Process for Ballistic Helmets and an Unmanned Aerial Vehicle to benefit the Police Department (Police Chief Salvador) This item was removed from the Consent Calendar for separate discussion and possible action.

Chief Salvador provided background information on this item.

No one else came forward to speak.

MOTION: Mayor Pro Tem Raymond moved to adopt Resolution 3433-23 Authorizing the Initiation of the Purchasing Process for Ballistic Helmets and an Unmanned Aerial Vehicle to benefit the Police Department. The motion was seconded by City Council Member Cale and the vote was: Ayes: Cale, Ambriz, Raymond, Nelson; Noes: None; Absent: Button. The motion passed.

REPORTS AND PRESENTATIONS FROM STAFF:

One Voice Regional Project and Priority Recommendation
Deputy City Manager/Community Development Director Thompson provided background information on this item.

Mayor Pro Tem Raymond spoke in support of every project.

City Council Member Ambriz asked for clarification regarding the J7 (Santa Fe) project.

City Council Meeting Action Minutes for November 13, 2023 Page 6 Deputy City Manager/Community Development Director Thompson provided clarification.

City Council Member Cale also spoke in support of every project.

Mayor Nelson provided more information regarding One Voice.

Mayor Nelson asked if anyone would like to come forward and speak on this item.

No one came forward.

City Attorney Splendorio clarified that this item can be consensus and not a motion.

Deputy City Manager/Community Development Director Thompson suggested staff provide information to the board and guide them with the prioritization of the projects.

The City Council agreed with this direction.

Approving Budget Amendment regarding the Water Fund Capital Replacement for the Purchase of Water Meters and Transmitters (Public Works Director Vinson) Public Works Director Vinson provided background information on this item.

Deputy City Manager/Community Development Director Thompson asked when the deadline is and what the goal is with gallons usage.

Public Works Director Vinson provided clarification.

Mayor Pro Tem Raymond commended Public Works Director Vinson for being ahead of the game.

Mayor Nelson asked if any members of the public would like to come forward and speak on this item.

No one came forward.

Mayor Nelson closed public comment.

MOTION: Mayor Pro Tem Raymond moved to adopt Resolution No. 3439-23 Approving Budget Amendment No. 8 Amending the 2023-24 Fiscal Year budget regarding the Water Fund Capital Replacement; and motion to waive the Formal Procurement Process and award a sole source purchase to Aqua Metric of Sacramento, California for water meters and transmitters, in an amount not to exceed $1,568,891.73; and authorizes and directs the City Manager, or her designee, to execute the Purchase Order on behalf of the City The motion was

City Council Meeting Action Minutes for November 13, 2023 Page 7 seconded by City Council Member Ambriz and the vote was: Ayes: Cale, Ambriz, Raymond, Nelson; Noes: None; Absent: Button. The motion passed.

COMMENTS FROM THE PUBLIC:

Notice to the public was read.

Mayor Nelson clarified that under the Brown Act, members of the public are entitled to directly address the City Council and are not entitled to address their comments to other members of the public or to staff.

Mayor Nelson opened public comment.

Pastor Rich Miller spoke regarding upcoming events in Atwater and invited the public to attend Remembering Loved Ones at the CVO, the Atwater Christmas Parade, and Christmas in Atwater at the Bloss Mansion on December 1st and 2nd.

Monica K. Vila thanked the Atwater Police Department for their hard work, wished everyone a Happy Thanksgiving, and asked everyone to be kind to each other.

Christan Santos, Field Representative for Congressman John Duarte, congratulated Officer Brown, and Sergeant Davis, and provided an update regarding Congressman Duarte’s office.

Gabe Santos thanked the Atwater Fire Department for their quick response to a recent electrical fire.

Mayor Nelson closed the public comment.

CITY COUNCIL REPORTS/UPDATES:

City Council comments
City Council Member Cale thanked Shaffer Elementary School for a wonderful Veterans Day program, thanked City staff for the Veterans Day ceremony at Veterans Park, wished everyone a Happy Thanksgiving, reminded everyone that the ice rink will reopen on November 17th, and congratulated Officer Brown and Sergeant Davis.

City Council Member Ambriz welcomed Officer Brown and congratulated Sergeant Davis, invited everyone to the Atwater Christmas Parade, and wished everyone a Happy Thanksgiving.

Mayor Pro Tem Raymond welcomed Officer Brown and congratulated Sergeant Davis, asked for prayers for his father-in-law’s upcoming surgery, and wished everyone a Happy Thanksgiving.

City Council Meeting Action Minutes for November 13, 2023 Page 8 Mayor Nelson spoke about the Veterans Day ceremony, thanked City staff for their hard work, and wished everyone a Happy Thanksgiving.

ADJOURNMENT:

Mayor Nelson adjourned the meeting at 6:57 PM.
________________________________

GISELA PERALTA

DEPUTY CITY CLERK

CITY OF ATWATER

PLANNING COMMISSION

ACTION MINUTES
October 18, 2023
REGULAR SESSION: (Council Chambers)
The Planning Commission of the City of Atwater met in Regular Session this date at 6:06 PM in the City Council Chambers located at the Atwater Civic Center, 750 Bellevue Road, Atwater, California; Chairperson Daugherty presiding.

INVOCATION:

Invocation by Chairperson Daugherty
PLEDGE OF ALLEGIANCE TO THE FLAG:

The Pledge of Allegiance was led by Planning Commission Member SanchezGarcia.

ROLL CALL:

Present:

Absent:

Staff Present:

Planning Commission Members Borgwardt, Sanchez-Garcia,
Sanders, Chairperson Daugherty
Planning Commission Member Kadach
Battalion Chief Lopes, Chief Salvador, Deputy City Manager I Community Development Director Thompson, Recording
Secretary Rashad.

SUBSEQUENT NEED ITEMS:

None

APPROVAL OF AGENDA AS POSTED OR AS AMENDED:

MOTION: Planning Commission Member Sanders moved to approve the agenda as posted. The motion was seconded by Planning Commission Member Borgwardt and the vote was: Ayes: Planning Commission Members Borgwardt, SanchezGarcia, Sanders, Daugherty; Noes: None; Absent: Planning Commission Member Kadach. The motion passed.

APPROVAL OF MINUTES:
a) September 20, 2023 - Regular Meeting
MOTION: Planning Commission Member Sanchez-Garcia moved to approve the minutes. The motion was seconded by Planning Commission Member Borgwardt and the vote was: Ayes: Planning Commission Members Borgwardt, Sanders, Sanchez-Garcia, Daugherty; Noes: None; Absent: Planning Commission Member Kadach. The motion passed.

PETITIONS AND COMMUNICATIONS:

1. Request from Valley Christian Church for a Harvest Festival on October 31, 2023, from 5:30pm-9:00pm with road closures.

Staff's Recommendation: Approval of request from Valley Christian Church for a Harvest Festival on October 31, 2023, from 5:30pm-9:00pm with road closures. Please see the attached map.

MOTION: Planning Commission Member Sanders moved to approve the request from the Valley Christian Church for a Harvest Festival on October 31, 2023, from 5:30pm-9:00pm with temporary road closures. The motion was seconded by Planning Commission Member Sanchez-Garcia and the vote was: Ayes: Planning Commission Members Borgwardt, Sanders, Sanchez-Garcia, Daugherty; Noes:

None; Absent: Planning Commission Member Kadach. The motion passed.

PUBLIC HEARINGS:

Actions pertaining to the summary vacation of a portion of land on the northwest corner of Elm Avenue and Winton Way:
a. Determine that the proposed vacation is consistent with the City's General Plan pursuant to Government Code Section 65402;
b. Adopt findings that the project is categorically exempt under California Environmental Quality Act (CEQA) guidelines section 15061 (b)(3), "Common Sense Exemption";

c. Recommend that the City Council approve the summary vacation of access right restrictions on a portion of the northwest corner of Elm Avenue and Winton Way Deputy City Manager I Community Development Director Thompson provided background on this project.

Applicant Adam Reed spoke on the project.

Chairperson Daugherty opened the public hearing.

No one else came forward to speak.

Chairperson Daugherty closed the public hearing.

MOTION: Planning Commission Member Borgwardt moved to Adopt Resolution No. PC 0237-23 finding that the project is categorically exempt under California Environmental Quality Act (CEQA) Guidelines section 15061 (b)(3), "Common Sense Exemption"; and recommend that the City Council order the summary vacation of a portion of land on the northwest corner of Elm A venue and Winton Way. The motion was seconded by Planning Commission Member Sanchez-Garcia and the vote was: Ayes: Planning Commission Members Sanchez-Garcia, Borgwardt, Sanders, Daugherty; Noes: None; Absent: Planning Commission Member Kadach. The motion passed.

Public hearing to consider adopting a Resolution making an environmental finding that the project is exempt under California Environmental Quality ACT (CEQA) guideline section 15303: Class 3 "New Construction or Conversion of Small Structures"; and to recommend City Council approve Zone Change No. 23-14-0100 and Variance No. 23- 14-0400 for a parcel located at 1789 Elm Street in Atwater (APN: 002-181-041). (Applicant: Shan Singh)
Deputy City Manager I Community Development Director Thompson provided background on this project.

Applicant Shan Singh spoke on the project.

Chairperson Daugherty opened the public hearing.

No one else came forward to speak.

Chairperson Daugherty closed the public hearing.

MOTION: Planning Commission Member Sanders moved to Adopt Resolution No.

PC 0233-23 making an environmental finding that the project is exempt under California Environmental Quality ACT (CEQA) guideline section 15303: Class 3

"New Construction or Conversion of Small Structures"; and to recommend City Council approve Zone Change No. 23-14-0100 and Variance No. 23-14-0400 for a parcel located at 1789 Elm Street in Atwater (APN: 002-181-041). The motion was seconded by Planning Commission Member Borgwardt and the vote was: Ayes:

Planning Commission Members Sanchez-Garcia, Borgwardt, Sanders, Daugherty; Noes: None; Absent: Planning Commission Member Kadach. The motion passed.

REPORTS AND PRESENTATIONS FROM STAFF:

Deputy City Manager I Community Development Director Updates.

COMMENTS FROM THE PUBLIC:

Chairperson Daugherty opened the Public Comment.

Notice to the public was read.

Juan Flores spoke about RSO PC No. 219-23 regarding the color of his mobile food truck.

Chairperson Daugherty closed the public comment.

COMMISSIONER MATTERS:

Chairperson Daugherty mentioned the November General Plan Technical Advisory Committee Meeting and how it would be good for others to attend.

By: Kayla Rashad
Recording Secretary

CITY COUNCIL

AGENDA REPORT

MEETING
DATE:

December 11, 2023
TO: Mayor and City Council
FROM: Janell Martin, Assistant City Clerk/Records Coordinator

PREPARED
BY:

Gisela Peralta, Administrative Assistant - City Clerk
SUBJECT: Adopting a Revised Records Retention Schedule of City Records (Assistant City Clerk Martin)

RECOMMENDED COUNCIL ACTION
Adoption of Resolution No. 3430-23 Approving a Revised Records Retention Schedule.

I. BACKGROUND/ANALYSIS:

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

Discussion
The upgrade of the current records management systems are driven by many factors, including:
• Very limited space in City facilities
• Many departments are filing and storing copies of the same records • Atwater produces and manages many permanent records
• Escalating records storage expenses
• Technology advancements
• Changes in law
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.

The retention periods are in compliance with all laws and are standard business practice for California cities.

CITY COUNCIL
Mike Nelson, Mayor
Danny Ambriz Tyler Button
John Cale Brian Raymond

Agenda Report - Page 2

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

It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the City Manager, City Clerk and City Attorney, which is provided in Section 2 of the resolution. This will reduce costs and improve efficiency for the City.

It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3.

II. FISCAL IMPACTS:

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

III. LEGAL REVIEW:

This item has been reviewed by the City Attorney's office.

IV. EXISTING POLICY:

This item is consistent with goal numbers one (1) and two (2) of the City's 2020-2025 Strategic Plan: to ensure the City's continued financial stability and to improve public safety, respectively.

V. ALTERNATIVES:

N/A
VI. INTERDEPARTMENTAL COORDINATION:

This item has been reviewed by all departments.

VII. PUBLIC PARTICIPATION:

The public will have an opportunity to speak prior to City Council action.

VIII. ENVIRONMENTAL REVIEW:

This item is not a “project” under the California Environmental Quality Act (CEQA) as this activity does not cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to Public

Agenda Report - Page 3

Resources Code section 21065.

IX. STEPS FOLLOWING APPROVAL:

Upon City Council adoption of Resolution No. 3430-23, the City Clerk’s Office will distribute to Departments the City’s Records Retention Schedule and administer accordingly.

Submitted by:

Janell Martin, Assistant City Clerk/Records Coordinator Approved by:

Lori Waterman, City Manager
Attachments:

1. 3430-23 Adopts a Revised Records Retention Schedule-c1

2. Exhibit A_ALL records retention schedules for Council adoption

CITY COUNCIL
OF THE

CITY OF ATWATER
RESOLUTION NO. 3430-23

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ATWATER ADOPTING A REVISED RECORDS RETENTION

SCHEDULE OF CITY RECORDS
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Atwater; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of Atwater previously adopted Resolution No. 3354-22, approving Records Retention Schedules;
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Atwater does resolve as follows:

Section 1. Resolution No. 3354-22 is hereby repealed.

Section 2. The records of the City of Atwater, as set forth in the Records Retention Schedule “Exhibit A”, attached hereto and incorporated herein by this reference, are hereby approved.

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

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

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

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

Resolution No. 3430-23 Page 2
PASSED AND ADOPTED by the City Council of the City of Atwater on this 11th day of December 2023 by the following vote:

AYES:

NOES:

ABSENT:

APPROVED:
________________________________

MIKE NELSON, MAYOR
I HEREBY CERTIFY that the foregoing Resolution No. 3430-23 was duly and regularly adopted at a regular meeting of the City Council of the City of Atwater on this 11th day of December 2023.
_______________________________
KORY J. BILLINGS, CITY CLERK

HOW TO USE RETENTION SCHEDULES
©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it.
• If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.

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

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).

Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intraagency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc.

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

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed
Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media or Immutable Cloud Media, DVD-R, CD-R, or WORM cation, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)

Ver. 2.0 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, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-001 Accident / Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-002
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-003
Agreements & Contracts ADMINISTRATION
(WITHOUT Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal, etc.)
Send all Original Agreements or Contracts to
the City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; 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
Lead Dept. CW-004
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal, etc.

Send all Original Agreements or Contracts to
the City Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
Lead Dept. CW-005
Agreements & Contracts: UNSUCCESSFUL
BIDS, 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 Includes unopened bids; GC §34090
CITY-WIDE (Used by All Departments)
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by All Departments)
n/a CW-006
Boards, Commissions, & Committees:

External Organizations - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag,
Ppr Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS & STAFF REPORTS
Minimum 2
years

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

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

Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
AUDIO or VIDEO RECORDINGS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.

Staffing Dept. CW-011
Committees: Subcommittees of the City
Council (Ad-Hoc or Standing Committees)
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Council Subcommittees present their
recommendations to the full Council; GC
§34090 et seq.

Lead
(Responding)
Dept.

CW-012 Complaints / Concerns from Citizens
(Excludes Police Officers)
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
§§338 et seq., 340 et seq., 342, GC
§34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-013 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, etc.)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
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, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, speaker cards,
staff videoconference chats, notes and
recordings, supply inventories, staff
videoconferences, chats, notes, recordings,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, preliminary notices for construction
projects, undeliverable envelopes, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required

Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.

Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or
that ARE made or retained for the
purpose of preserving the informational
content for future reference are saved
by printing them out and placing in a file
folder, or saving them electronically in a
folder outside the e-mail system; If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary drafts. GC §34090,
GC §7927.500; Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v. Superior Court
(Smith). S218066. Supreme Court of
California, 2017
Lead Dept. CW-016 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required

Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 6252, 6254(a)
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-017 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept. CW-018 Grant Applications funded by the City's General Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept. CW-019 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-020
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years

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

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

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-021 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
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by All Departments)
Human
Resources CW-022 Personnel Files (Department Copies)
Send all originals to Human Resources
Send any
copies to
Human
Resources
upon
Separation or
Transfer
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept. CW-023 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-024 Photographs
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-025
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-026 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-027 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by All Departments)
Lead Dept.
(Who Ordered
the Appraisal)
CW-028 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
Lead Dept. CW-029
Recorded Documents / Real Property: Deeds,
Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
n/a CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, etc.:

Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required

Mag,
Ppr Non-Records
Lead Dept. CW-031
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc.: Produced by
YOUR Department
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-032
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc.: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-033 Reports 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-034 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-035 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-036 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-037
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
Lead Dept. CW-038
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, Harassment, & Safety Training
& Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Ethics Training is
5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State
Law requires 4 years for personnel
actions; 8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946,
34090, 53235.2(b)
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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

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

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

City Clerk CC-001
Agenda Packets - City Council, Citizens’
Oversight Committee, Redevelopment /
Successor Agency / Oversight Board
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR), Audits & Finance
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002
Agreements & Contracts, Task Orders ALL
(INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work),
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
preparedness; Statute of Limitations is 4 years;
10 years for Errors & Omissions; land records
are permanent by law; CCP §337 et. seq., GC
§34090; Contractor has retention requirements
in 48 CFR 4.703
City Clerk CC-003
Agreements & Contracts, Task Orders ALL
(NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT IMAGED)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work)
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.

Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; 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(a)

CITY CLERK
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

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

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

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

CITY CLERK
City Clerk CC-004 Board & Commission / Committee Applications (All, whether appointed or not) 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-006
Bonds: Private Development Labor &
Materials, Performance Bonds, Letters of
Credit, Encroachment Permits, Monitoring
Bonds
Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Security; GC §34090
City Clerk CC-007 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-008
Filing System / Subject Files / Function Filing
System - HISTORICALLY SIGNIFICANT,

LAND, PLANNING, CAPITAL

IMPROVEMENT INFRASTRUCTURE

PROJECTS
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-009 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT
Minimum 2
years
Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-011 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-012 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC
§81009(e)
City Clerk CC-013 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)
City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

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

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

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

CITY CLERK
City Clerk CC-015
Campaign Filings (FPPC 400 Series Forms &
Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-016
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-017
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk CC-018
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidatecontrolled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk CC-019
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statewide guidelines
proposes 4 years for successful candidates, 2
years for unsuccessful; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk CC-020
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office and
4 years after the expiration of term and does
not delineate between the two; EC §17100

CITY CLERK ELECTIONS (CONSOLIDATED)
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

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

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

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

CITY CLERK
City Clerk CC-021
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Planning Commission, Precinct Maps,
County Election Services, Candidate
Statements to be printed in the Sample Ballot,
Polling Locations and Precinct Board
Members, Notices, Postings, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-022
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-023 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
City Clerk CC-024 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk CC-025 Prop. 218 (Property-based fees - Protest Letters / Ballots, Tabulation 2 years Mag, Ppr GC §53753(e)(2) (End of Elections Section)
City Clerk CC-026 Ethics Certificates for City Council, Board and Commission Members Only 5 years Mag, Mfr, OD, Ppr S
Yes: After

QC & OD
GC §§ 3105, 12946, 34090;; 53235.2(b);
53237.2(b)
City Clerk CC-027
Historical Records, Photographs, & Historical
Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

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

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

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

CITY CLERK
City Attorney CC-028 Lawsuits / Litigation
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-029 Minutes: City Council, Planning
Commission P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-030
Minutes Boards, Commissions or
Committees: Audit and Finance Committee,
Citizens’ Oversight Committee, Community
Development and Resources Commission,
General Plan Technical Advisory Committee,
Parks & Recreation Commission,
Redevelopment Advisory Committee, Traffic
Commission,
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
City Clerk CC-031 Oath of Office / Appointments: City Council, Board and Commission Members
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years, GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113
City Clerk CC-032 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-033
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk CC-034 Public Records Requests / Subpoenas Duces Tecum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

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

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

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

CITY CLERK
City Clerk CC-035 Recordings: Audio or Video of City Council Meetings
Minimum 4
years
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.6
City Clerk CC-036 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-037 Resolutions: City Council P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

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

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

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

CITY MANAGER
City Manager CM-001
Contracts for Investigators (Department
Heads only - Human Resources retains
Employees)
Excludes Police
Completion
+ 5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of Limitations for
contractual obligations is 4 years; CCP §§337.
337.1(a), 337.15, 343; GC §34090
City Manager CM-002
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-003 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Finance CM-004 Travel Records / Expense Reports
Copies -
When No
Longer
Required

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

After QC
& OD
GC §34090.7
ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Engineering, 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 & SAFETY
Lead Dept. CD-001 _Permit Database Indefinite
(Perm) Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Comm. Develop. /
Building & Safety CD-002 Activity Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Comm. Develop. /
Building & Safety CD-003
Address Files / Building Permit Applications
Never Issued (Applicant Notified Ready for
Issuance and never followed through)
Upon
Expiration Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts; Content does not
relate in a substantive way to the conduct
of the public's business; GC §34090,
Comm. Develop. /
Building & Safety CD-004 Address Files / Building Permits P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Comm. Develop. /
Building & Safety CD-005
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Law requires for the life of the building for
commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Comm. Develop. /
Building & Safety CD-006 Building Plans - Cancelled or Withdrawn Upon
Cancellation
or withdrawal

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

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Comm. Develop. /
Building & Safety CD-007 Building Plans - Expired P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Comm. Develop. /
Building & Safety CD-008 Building Plans - Finalled - TENANT IMPROVEMENTS 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 and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Engineering, 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 & Safety CD-009
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - "MASTER PLANS" (Tract
Homes / Production Homes)
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Comm. Develop. /
Building & Safety CD-010
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES -
EXCLUDING "MASTER PLANS" (Tract Homes /
Production Homes)
Finalled +
180 days Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State law requires plans need not be filed
for dwellings less than 2 stories, garages
& appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Comm. Develop. /
Building & Safety CD-011 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 & Safety CD-012 Certificate of Occupancy (CofO) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Building & Safety CD-013
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Comm. Develop. /
Building & Safety CD-014 Correction Notices - Building
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Comm. Develop. /
Building & Safety CD-015 Geotechnical and Soils Reports / Structural Reports (all) P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Engineering, 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. /
Building & Safety CD-016 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Building & Safety CD-017 Plan Check Comments
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Comm. Develop. /
Building & Safety CD-018 Post-Fire Inspection Reports Minimum 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Building & Safety CD-019 Stop Work Notices
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090

CODE ENFORCEMENT
Comm. Develop. /
Code
Enforcement
CD-020
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and Code Enforcement Complaint Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Comm. Develop. /
Code
Enforcement
CD-021 Hearing Officer Determinations / Appeals of Code Enforcement Actions
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
Comm. Develop. /
Code
Enforcement
CD-022 Liens & Releases P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090(a)
Comm. Develop. /
Code
Enforcement
CD-023 Notice of Violations ./ Code Enforcement Citations / Reminder Notices
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090

ECONOMIC DEVELOPMENT
Comm. Develop. /
Econ. Develop. CD-024 Economic Development Projects Minimum 2 years Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
ENGINEERING (CIP, Land Development)
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Engineering, 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. /
Engineering CD-025
Assessment Districts / Community Facilities
Districts / Street Lighting Districts / Special
Districts
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Engineering CD-026 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Engineering CD-027
Capital Improvement Projects (CIP):

Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: 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; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
Comm. Develop. /
Engineering CD-028
Capital Improvement Projects (CIP): Permanent
File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative Declarations,
Categorical Exemptions, Materials Testing Reports,
Grading Permits, Hazardous Materials, Notice of
Completion, Photos, Record Drawings Soils Reports,
Studies, Submittals, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Comm. Develop. /
Engineering CD-029
Design & Construction Standards - Authored by
the City for Construction of City Infrastructure /
Standard Construction Details Authored by the
City (CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Engineering CD-030
Drawings, Maps, and Record Drawings, LargeFormat Drawings, Survey Record Maps, Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Engineering, 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. /
Engineering CD-031
Encroachment Permits: Permanent (Structures in
the City's Right of Way, Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Comm. Develop. /
Engineering CD-032
Encroachment Permits: Temporary (Excavation,
Street Permits, Temporary Construction, Sidewalk
Repairs, Street Cuts, Traffic Control,
Transportation Permits, Utility Cuts (Installation &
Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD GC § 34090 Comm. Develop. /
Engineering CD-033
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies / Project
Assessments
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Engineering CD-034
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the Lead
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. /
Engineering CD-035
Private Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

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

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Engineering, 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. /
Engineering CD-036
Private Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Comm. Develop. /
Engineering CD-037
Recorded Documents / Real Property: Deeds,
Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Comm. Develop. /
Engineering CD-038 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Ppr Department Preference; GC §34090 Comm. Develop. /
Engineering CD-039 Solid Waste Tonnage Reports 10 years Mag, Ppr Department Preference; GC §34090 Comm. Develop. /
Engineering CD-040 Subdivision Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Engineering CD-041 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Engineering CD-042 Traffic Calming Requests (Speed Humps, etc.) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police or State of
California CD-043 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD copies; GC §34090.7
Comm. Develop. /
Engineering CD-044 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Engineering, 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).

City Clerk CD-045 Traffic Speed Surveys (certified by City Council Resolution)
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Presented to the City Council in the
Council Agenda Packet; GC §34090.7
Comm. Develop. /
Engineering CD-046 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Comm. Develop. /
Engineering CD-047 Transportation Plans / Master Plans P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

PLANNING
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Engineering, 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 CD-048
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, Uniform Development Application,
etc.)
Examples:

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

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090,
34090.7
Comm. Develop. /
Planning CD-049 Advanced Planning / Long Range Planning / Project Implementation (Final Documents only) P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Planning CD-050 Aerial Photographs (Historical) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Engineering, 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 CD-051 Annexations / Boundaries / Consolidations / LAFCO P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Census Bureau CD-052 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
Comm. Develop. /
Planning CD-053 Community Development & Resources Commission - AGENDAS & STAFF REPORTS P Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Comm. Develop. /
Planning CD-054
Community Development & Resources
Commission - AUDIO or VIDEO

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

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.6
Comm. Develop. /
Planning CD-055 Community Development & Resources Commission - MINUTES P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Comm. Develop. /
Planning CD-056
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
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
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Engineering, 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 CD-057
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Comm. Develop. /
Planning CD-058
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans and
Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Comm. Develop. /
Planning CD-059 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Comm. Develop. /
Planning CD-060 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Comm. Develop. /
Planning CD-061 Planning Commission - AGENDAS & STAFF

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

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

Comm. Develop. /
Planning CD-062 Planning Commission - AUDIO or VIDEO
RECORDINGS 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.6
Comm. Develop. /
Planning CD-063 Planning Commission - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Comm. Develop. /
Planning CD-064
Regulatory Business Permits (Approved &
Unapproved)
Cannabis Permits
No Longer In
Business + 2
years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Comm. Develop. /
Planning CD-065
Temporary Permits (Approved & Unapproved)
Banner Permits, Special Event Permits, Tree
Removal Permit, etc.

Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Engineering, Planning) Page CD-11
Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Comm. Develop. /
Planning CD-066 Zoning Clearance Forms / Zoning Verification Letters P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Planning CD-067 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Planning CD-068 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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

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

FINANCE / ADMINISTRATION
Finance /
Lead Div. FIN-001 _Financial Services Database / ERP Database Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Admin. FIN-002 Audit Reports / Annual Consolidated Financial Report (ACFR) and related Audit Opinions P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.

Finance /
Admin. FIN-003 Audit Work Papers 5 years Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Admin. FIN-004 Budgets - Adopted / Final P
Yes:

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

Finance /
Admin. FIN-005 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Ppr Department Preference; GC §34090
Finance /
Admin. FIN-006 Single Audits / Transportation Audits / PERS Audit, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets
municipal government auditing
standards); GC §34090
ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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

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

FINANCE / CUSTOMER SERVICE, BUSINESS LICENSING, REVENUE Finance /
Customer
Service
FIN-007
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Customer
Service
FIN-008 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the
ordinary course of business; GC
§34090
Finance /
Customer
Service
FIN-009 Bankruptcies - Where a claim is filed 7 years Mag, Ppr Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
Finance /
Customer
Service
FIN-010 Business License Applications, Registrations
and Renewals 5 years Ppr Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
General
Accounting
FIN-011 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years Mag, Ppr Department preference; GC §§34090, 26 CFR 31.6001-1 Finance /
Customer
Service
FIN-012
Registrations / Permits Applications & Files
Regulatory Parking, Security Alarm
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Customer
Service
FIN-013
Reports (Support for Business License):

Balance Sheets, Proof & Merge Reports, etc.
(MONTHLY OR PERIODIC)
When No
Longer
Required
Mag, Ppr Department preference; GC §34090
Finance /
Customer
Service
FIN-014 Utilities - Collection Agency Assignments /
Unpaid Accounts 7 years Mag, Ppr
Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§34090
ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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

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

Depart.

Providing
Service /
Work
FIN-015 Utilities - Meter Change Orders
When No
Longer
Required
Mag, Ppr Department preference (Copies); GC
§34090.7
Depart.

Providing
Service /
Work
FIN-016 Utilities - On & Off Orders
When No
Longer
Required
Mag, Ppr Department preference (Copies); GC
§34090.7
Finance /
Customer
Service
FIN-017 Utilities - Payment Stubs / Water Receipts /
Utility Receipts (when payment is submitted)
When No
Longer
Required
Mag, Ppr
Preliminary Documents - payments can
be made without including the stub; GC
§34090 et seq.

Finance /
Customer
Service
FIN-018 Utilities - Reports / Meter Reading Reports 2 years Mag, Ppr Department preference; GC §34090 et seq.

Finance /
Customer
Service
FIN-019 Utilities - Service Billing Registers 2 years Mag, Ppr Department preference; Preliminary
drafts not retained in the ordinary
course of business (the database is the
original); GC §34090 et seq.

Finance /
Customer
Service
FIN-020 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
Finance /
Customer
Service
FIN-021
Water Billing: Non-payment Notices / Notice of
Payment Delinquency & Impending
Discontinuation (Springbrook)
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
Finance /
Customer
Service
FIN-022 Water Billing: NSF Checks / Adjustments to
Customer accounts (Springbrook)
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
Finance /
Customer
Service
FIN-023 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
ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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

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

Finance /
Customer
Service
FIN-024 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
Finance /
Customer
Service
FIN-025 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
Finance /
Customer
Service
FIN-026 Water Billing:: AutoPay Applications Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090

FINANCE / GENERAL ACCOUNTING
Finance /
Accounts
Payable
FIN-027 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Ppr
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
Accounts
Payable
FIN-028
Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FIN-029
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Ppr Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
General
Accounting
FIN-030 Checks / Warrant Register Report (issued) 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-031 Checks / Warrants (Cashed or Returned /
NSF) 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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

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

Finance /
General
Accounting
FIN-032
Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
General
Accounting
FIN-033 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-034
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
Maturity + 5
years
Yes: Until
Paid Mag, Ppr
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 Finance /
General
Accounting
FIN-035 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
Finance /
General
Accounting
FIN-036
Reports, General Ledgers Subsidiary Ledgers,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, etc.

When No
Longer
Required
Mag, Ppr Financial system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-037
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Ppr Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-038 Treasurer's Reports / Quarterly Budget Reports
(to Council - Copies) 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FIN-039 W-9s
Vendor
Inactive + 5
years
Mag, Ppr Meets IRS auditing standards; GC
§34090
ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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

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

FINANCE / PURCHASING
Finance /
Purchasing FIN-040 Purchase Orders / Requisitions / Successful Bids 5 years Yes: Before Completion Mag, Ppr Department Preference (Professional
Services always have a contract,
therefore Errors & Omissions are not
applicable); Statute of Limitations is 4
years; 10 years for Errors & Omissions;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090
Finance /
Purchasing FIN-041 Vehicle Titles ("Pink Slips") Sale or Disposal Ppr Given to Auction House / New Owner; GC §34090 ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-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).

FIRE ADMINISTRATION
Fire /
Admin. FR-001 _Fire Incident Database (CAL FIRE)
Indefinite -
Minimum 20
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; CFC §104.6.2; GC §34090
et seq.

Fire /
Admin. FR-002 ISO Insurance Ratings 15 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-003 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Considered a preliminary draft / copy (the Fire
database is the original); GC §34090 et seq.

City Clerk FR-004 Mutual Aid Agreements, Joint Power
Authorities (Local and State)
Copies -
When No
Longer
Required
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD City Clerk is OFR; GC §34090.7
Fire /
Admin. FR-005 Programs and Projects (e.g. Cadet, CPR Program, Fire Service Day, etc.) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Fire /
Admin. FR-006 Ride-A-Long Waivers 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire /
Admin. FR-007 Strike Team Reimbursement (OES / FEMA) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Prevention FR-008 _Fire Inspection Database (Streamline) Indefinite -
Minimum
Life of the
Structure or
Activity or
Minimum 5
years,
Whichever is
Longer
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; CFC §104.6.2; GC §34090
et seq.

ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-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).

Fire / Fire
Prevention FR-009
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Modification / Alternative
Methods or Materials
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Required for the Life of
the Structure or Activity, or Minimum 5 years
whichever is longer for Approvals, Inspections,
Fires, Modification / Alternative Methods or
Materials; CFC §§ 104.6 – 104.6.4; GC §34090
Fire / Fire
Prevention FR-010 Fire Inspections / Citations / Notice of Violations
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Not required for the Life
of the Structure or Activity, or Minimum 5 years
whichever is longer - only applies to Approvals,
Inspections, Fires, Modification / Alternative
Methods or Materials; CFC §§ 104.6 – 104.6.4;
GC §34090
Fire / Fire
Prevention FR-011
Permits: Construction & Operational Fire
Permits: High Piled Storage, Sprinkler
Systems, etc.

Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; CFC §§ 104.6 – 104.6.4;
GC § 34090 et seq.

Fire / Fire
Prevention FR-012
Permits: Fire Code Permits / Special Event
Permits (assembly permits, burn permits,
candle permits, tent permits, open flame,
etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Fire / Fire
Prevention FR-013
Plan Review / Fire Sprinkler, Fire Safety
Plans (Final, Approved by the Fire
Department Only)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; CFC §§ 104.6 – 104.6.4,
105.2; GC § 34090 et seq.

ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-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).

Fire / Fire
Prevention FR-014 Public Information / Education (when produced internally) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

OPERATIONS / SUPPRESSION
Fire / Ops FR-015 _Fire Operations Database (CAL FIRE)
Indefinite -
Minimum
Life of the
Structure or
Activity or
Minimum 5
years,
Whichever is
Longer
Mag Data is interrelated; CFC §104.6.2; GC §34090
et seq.

Fire / Ops FR-016 Call Log / Summary Report / Station Log Books / Red Books 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / Ops FR-017 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes Mag, Ppr
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
Fire / Ops FR-018 Equipment Records & Testing Surplus + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference to be in compliance with
NFPA Standards for in-service automotive fire
apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC
§34090
Fire / Ops FR-019 Fire Investigations - Preliminary (CAL FIRE completes the Investigation Reports)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Fire / Ops FR-020 Fire Station Inspection Reports 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Fire / Ops FR-021 PPE Checklists (Personal Protective
Equipment Checklists) 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-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).

Fire / Ops FR-022 Pre-Fire Plans When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Payroll, Risk Management)
Page HR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Human
Resources HR-002
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final disposition
of formal complaint; State requires 2 years
after "fully and finally disposed"; 2 CCR
11013(c); GC §§12946, 12960, 34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
Human
Resources HR-004 Compensation Surveys & Studies Minimum 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 12960,
34090
Human
Resources HR-005
Contracts for Investigators (Employees Only -
City Manager retains Department Heads)
Excludes Police
Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Payroll, Risk Management)
Page HR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-006 COVID-19 Notifications to Employees 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6409.6(k), GC §34090 Human
Resources HR-007 Employee Investigations Separation + 6 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; statute of limitations for
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Human
Resources HR-008 Employment Verifications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-009
Ethics Training Certificates, Harassment
Training Certificates - Employees and
Elected Officials / Councilmembers
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
GC §§ 3105, 12946, 12960, 34090;;
53235.2(b); 53237.2(b)
Human
Resources HR-010 Grievances Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; statute of limitations for
retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC 1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Human
Resources HR-011 I-9s Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Payroll, Risk Management)
Page HR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-012 Job Descriptions / Job Classification / Job Specifications Minimum
Superseded +
3 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
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Human
Resources HR-013
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Backgrounds,
Discipline, Evaluations, Policy
Acknowledgements, Employee's Oath of
Office / Oath for Disaster Worker, PAF /
Personnel Action Forms, 1095-C, 1094-C
(Employer-Provided Health Insurance Offer
and Coverage & Transmittal Form), DE-34
(Report of New Employees), W-4's, etc.)
Separation + 6
years
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 2 -3 years; W-4s are
required four years after the due date of
such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; LC 1198.5
Human
Resources HR-014
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, etc.

Separation +
30 years OR
Deceased + 5
years
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., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Payroll, Risk Management)
Page HR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-015
Recruitment and Testing File / NeoGov
Database
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources HR-016 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
IRS Regulation 31-6001-1 four years after
the due date of such tax for the return
period to which the records relate, or the
date such tax is paid, whichever is the
later. GC §34090; 26 CFR 31.6001-1
Human
Resources HR-017
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees)
Separation +
30 years OR
Deceased + 5
years
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., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090

HUMAN RESOURCES / PAYROLL
Finance /
Lead Div. HR-018 _Payroll Database / ERP Database
(Springbrook)
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated; GC
§34090
Human
Resources /
Payroll
HR-019
CalPERS Reports, Annual Valuation
Reports, Actuarial Valuation Reports, Annual
Employer Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Human
Resources /
Payroll
HR-020 Checks / Warrant Register Report - Payroll
Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Payroll, Risk Management)
Page HR-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources /
Payroll
HR-021 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Ppr Department Preference; GC §34090, 26 CFR 31.6001-1
Human
Resources /
Payroll
HR-022 4 years Mag, Ppr Department Preference; R&T §19530, GC §34090
Human
Resources /
Payroll
HR-023
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166,
941 Forms, IRS 5500 Forms (Employee
Benefit Plans), PERS / FICA & Medicare
Adjustments - Quarterly Payroll Tax Returns
/ OASDI, Federal Tax Deposits,
Adjustments, etc.
5 years Mag, Ppr
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
Human
Resources /
Payroll
HR-024 Deferred Compensation (City Statements) 5 years Mag, Ppr Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1
Human
Resources /
Payroll
HR-025 Payroll Reports (includes Leave Registers,
time Transaction Reports, etc. 5 years Mag, Ppr
Department preference; (meets municipal
government auditing standards); GC
§34090
Human
Resources /
Payroll
HR-026 PERS Statements (Books) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Human
Resources HR-027 Retiree Medical Enrollment / Retiree Billing / COBRA Billing 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal
government auditing standards; GC
§34090
Human
Resources /
Payroll
HR-028 Time Sheets / Time Cards / Overtime Sheets
/ Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to facilitate grant
audits or claim reimbursements; Meets
auditing standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.;
FTB keeps 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; GC §34090; 8 CCR
11040.7(c); 29 CFR 516.5 & 516.6(c);
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Payroll, Risk Management)
Page HR-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources /
Payroll
HR-029 W-2's 5 years Mag, Ppr
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

HUMAN RESOURCES / RISK MANAGEMENT
Human
Resources /
Risk
Management
HR-030 Claim for Damages / Claims Against the City
Final
Resolution + 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
Human
Resources /
Risk
Management
HR-031 Insurance Policies -
General Liability, Workers Compensation P
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers longest
possible statute of limitations; CCP §337
et seq.; 8 CCR §3204(d)(1) et seq., 8 CCR
5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i); GC §§ 911.2, 34090
Human
Resources /
Risk
Management
HR-032 Insurance Policies -
Property, Fire, Theft, etc.

Expiration + 4
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et seq.;
GC §34090
Human
Resources /
Risk
Management
HR-033 OSHA Citations and Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Human
Resources /
Risk
Management
HR-034 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Human
Resources /
Risk
Management
HR-035 Property Damage Claims / Restitution 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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

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

Information
Technology IT-001 Backups - DAILY, WEEKLY
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes
Only; Considered a copy and can be
destroyed when no longer required; GC
§34090 et seq.

Information
Technology IT-002 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line) When
Superseded Yes Mag. GC §34090 et seq.

Information
Technology IT-003 Network Configuration Maps & Plans
When No
Longer
Required
Yes Mag.

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

Information
Technology IT-004

UNALTERABLE MEDIA / IMMUTABLE
CLOUD BACKUP / (WORM / DVD-r / CD-r /
Blue Ray-R) or other unalterable media 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.

Information
Technology IT-005
Video Recordings - Department Activity
(Employees Performing Work, Cashiering,
Building Security, etc.)
See City Clerk's schedule for City Council
Video Recordings
1 year Mag Records regular and ongoing operations;
GC §34090.6 et seq,
Information
Technology IT-006 Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,

INFORMATION TECHNOLOGY
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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

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

POLICE ADMINISTRATION / POLICE CHIEF
Police /
Admin. /
Chief
PD-001 Academy Training File
Graduation
or
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to be consistent with
Human Resources; 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)
Police /
Admin. /
Chief
PD-002
Background Files - Successful Employee
and Volunteer Applicants (Employees,
Cadets, Explorers, CERT, Chaplains,
Reserves, etc.)
Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; State Law requires 4
years; EEOC / FLSA / ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; ; 29 CFR 1627.3(b)(i),
29 CFR 1602.14; GC §§12946, 12960, 34090;
Police /
Admin. /
Chief
PD-003
Background Files - Unsuccessful
Employee and Volunteer Applicants
(Employees, Cadets, Explorers, CERT,
Chaplains, Reserves, etc.)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Admin. PD-004
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - UNSUCCESSFUL / DENIED
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-005
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - SUCCESSFUL / APPROVED
Expiration +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-006
Complaints from Members of the Public or
Employees / Internal Investigations WITH
Sustained Finding of Misconduct
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §§832.5(b), 832.7; GC§ 34090 ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Admin. /
Chief
PD-007
Complaints from Members of the Public or
Employees / Internal Investigations
WITHOUT Sustained Finding of
Misconduct
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by members
of the public; other State & Federal laws require
retention until final disposition of formal
complaint; State requires 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 §§801.5, 803(c),
832.5, 832.7, VC §2547
Fire /
Admin.
and Police
/ Admin. /
Chief
PD-008
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. /
Chief
PD-009
Personnel Training File - BY EMPLOYEE
(Includes POST printouts) Peace Officer
or Dispatcher
Send to
Human
Resources
Upon
Separation
or Transfer
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to be consistent with
Human Resources; 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)
Police /
Admin. /
Chief
PD-010
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-011 Press Releases - Police Only 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. /
Chief
PD-012 Reports and Studies - Historical P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Admin. /
Chief
PD-013
Reports to State or Federal Agencies:

Report to POST Commission of peace
officer employment, compliant, finding,
disposition, or judgement pursuant to §PC
13510.9, etc.

Report of data regarding the number, type,
or disposition of complaints made against
its officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Admin. /
Chief
PD-014
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)
Police /
Admin. /
Chief
PD-015 Use of Force Reviews - Not as a result of a
complaint from a member of the public 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§12946, 12960,
34090

FIELD OPERATIONS / PATROL
Police /
Field Ops /
Patrol
PD-016 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 /
Field Ops /
Patrol
PD-017
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 /
Field Ops /
Patrol
PD-018 Officer Recordings: Body-Worn Cameras -
that are NOT evidence
Minimum 90
days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Field Ops /
Patrol
PD-019 Ops Plans (Fourth of July, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Field Ops /
Patrol
PD-020 PAS Device Calibration Logs 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Field Ops /
Patrol
PD-021 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.

Police /
Field Ops /
Patrol
PD-022 Traffic Control: Radar Calibration Records Life of the Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Field Ops /
Patrol
PD-023 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

CRIME ANALYSIS / DETECTIVES / INVESTIGATIONS
State of
California PD-024 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications When No
Longer
Required
Mag, Ppr Not a City record
Police /
Crime
Analysis /
Detectives
PD-025 Asset Forfeiture Notification 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Per Federal DOJ requirements (Equitable
Sharing Guide); GC §34090
Police /
Crime
Analysis /
Detectives
PD-026
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
ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Crime
Analysis /
Detectives
PD-027 Detectives Investigation Files and Arrest
Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Police /
Crime
Analysis /
Detectives
PD-028 Guns: Dealers Record of Sale (DROS) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Crime
Analysis /
Detectives
PD-029 Informant Files / Gang Files Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
Police /
Crime
Analysis /
Detectives
PD-030 Pawn Slips 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to provide information
to other agencies; Non-records used for
investigations; Originals entered into the State
Automated Property System; most agencies
retain for 2 years; GC §34090

COMMUNICATIONS / CAD / DISPATCH
Police /
Commun. PD-031
Audio Recordings or Tapes - (CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch Tapes (CAD)
366 days Mag
Department Preference; legally mandated for
100 days; (may be discoverable or made public
in some circumstances), GC §§34090, 34090.6
Police /
Commun. PD-032 Vacation Checks / Patrol Requests
When No
Longer
Required
Mag, Ppr Preliminary Draft (entered in RMS / CAD
system; GC §34090 et seq.

PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-033 _Property & Evidence Database Indefinite Mag Department Preference (data is interrelated); GC §34090
ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Property &
Evidence
PD-034 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-035 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-036 Property & Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Property &
Evidence
PD-037 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

RECORDS
Police /
Records PD-038 _RMS Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Police /
Records PD-039 Alarm Permits Expiration + 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Records PD-040 CHP Forms: Pursuit Report (CHP 187A), Vehicle Report (CHP 180), etc. 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 Police /
Records PD-041
Citations (Parking, Traffic, Marijuana /
Cannabis). Includes requests for
dismissals, cancellations, and appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-042
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood Sexual
Assault
Age of
Majority + 22
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD CCP §§340.1, GC §34090 ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-043
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing Date
+ 5 years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
CCP §§340.1, GC §34090; GC §68152(g)(1),
W&I §781(d)
Police /
Records PD-044
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-045
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Arson (Suspected or Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799; 803(h),
11169 et seq.; 11170(a); WIC 707(b)
Police /
Records PD-046
CRIME REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police /
Records PD-047
CRIME REPORTS:

Except those specifically mentioned in
the schedule (ALL Others)
5 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; Provided there are no
outstanding warrants, unrecovered identifiable
items, criminal deaths, they are not historically
significant, and it is not classified under PC
§800 & 290; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq.

ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-048
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/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq.

Police /
Records PD-049
CRIME REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
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/M/I Yes: After QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Records PD-050
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-051
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/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090; PC
§851.8(a)
ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-052
CRIME REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - 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/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Records PD-053
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, or Victim of Intimate
Partner Violence or Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
Police /
Records PD-054 Crime Statistics / Uniform Crime Reports (UCR) - Summaries (BCS) P Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department preference; GC §34090 Police /
Records PD-055 Hearing Officer Determinations (Citation Appeals, Tows, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-056 Permits - Amplified Sound, Dance, etc.. Expiration + 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-057
Permits: Cannabis, Firearms Dealers,
Secondhand Dealers, Pawn Brokers
Licenses
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Records PD-058 Registrants: Arson Registrations: Adults P, or Death of Registrant Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Pursuant to PC §457.1
et seq.; required to register for life; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC §34090.7
Police /
Records PD-059
Registrants: Arson Registrations:

Juveniles released from 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
CYA, records are destroyed after age 25 or
sealing pursuant to W&I §781; GC §34090.7
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.

ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Court PD-062
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
Expiration of
the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Not a City record
Police /
Records PD-063 Ride A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-064 Ride-A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-065 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC §34090 Court or
Dist. Attny PD-066 Subpoenas (Personal Appearance of Police Employees) When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Court or District Attorney records; GC §34090
et seq.

Police /
Records PD-067
Video Recordings - Jail / Temporary
Holding / Building Security, City
Operations
1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

Police /
Records PD-068 Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
ATWATER, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Equip Maint./Fleet, Solid Waste, Stormwater, Streets, Water, Wastewater) Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

PUBLIC WORKS / EQUIPMENT MAINTENANCE & FLEET
Public Works /
Lead Div. PW-044 ACPD Permits - for Generators, etc. Issue Date + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Equip. Maint. &
Fleet
PW-046
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Equip. Maint. &
Fleet
PW-047 Fleet - Tire Disposal / Waste Manifests 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Equip. Maint. &
Fleet
PW-048 Fleet - Used Oil Disposal Manifests 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Equip. Maint. &
Fleet
PW-049
Fleet - Vehicle & Equipment History Files
Maintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Lead Div. PW-050 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
ACPD Rule 1470; Form 400–E–13a
instructions; GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Equip Maint./Fleet, Solid Waste, Stormwater, Streets, Water, Wastewater) Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Lead Div. PW-055
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Lead Div. PW-054 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.

PUBLIC WORKS / SOLID WASTE
Public Works /
Solid Waste PW-003
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste Collection
and Recycling) . CalRecycle Annual Waste
Diversion Report / Measure D annual report /
Form 303 report (HHW report) / CalREcycle
Used Oil report / CalREcycle Bottles & Cans
report, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; 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
Public Works /
Solid Waste PW-004 Solid Waste Tonnage Reports / Statistics 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Solid Waste PW-005 Solid Waste: Construction Waste Management 10 years Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Solid Waste PW-006 Solid Waste: Events / HHW Events 10 years Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (3 years is
required); 14 CCR 18812.4; GC §34090

PUBLIC WORKS /STORMWATER (NPDES)
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Equip Maint./Fleet, Solid Waste, Stormwater, Streets, Water, Wastewater) Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Stormwater PW-007 Stormwater Illicit Discharges 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 3 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
Stormwater PW-008
Stormwater Inspections (Business Inspections,
O&M related inspections, and Development
Inspections)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC §34090
Public Works /
Stormwater PW-009 Stormwater: NPDES Annual Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC §34090
Public Works /
Stormwater PW-010 Stormwater: NPDES Permits / MS-4 Permits Expiration + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC §34090

PUBLIC WORKS / STREETS
Public Works /
Lead Div. PW-044 ACPD Permits - for Generators, etc. Issue Date + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Lead Div. PW-050 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
ACPD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Streets PW-051 Herbicide or Pesticide Application Forms 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
Public Works /
Lead Div. PW-052 Operations & Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Lead Div. PW-054 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.

ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Equip Maint./Fleet, Solid Waste, Stormwater, Streets, Water, Wastewater) Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Lead Div. PW-055
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Streets PW-056 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs and Forms) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets PW-057 Tree DATABASE Indefinite Mag Data is interrelated; GC §34090 Public Works /
Streets PW-058 Tree Maintenance, Trimming, Arborists Reports (ALL City-owned trees) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-059 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), GC §34090
Division
Providing
Service / Work
PW-060
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-061
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Equip Maint./Fleet, Solid Waste, Stormwater, Streets, Water, Wastewater) Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Division
Providing
Service / Work
PW-062
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

WASTEWATER COLLECTIONS
Public Works /
Wastewater
Collections
PW-019 CCTV Videos of Sewer Lines 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Lead Div. PW-020 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Public Works /
Wastewater
Collections
PW-021 FOG (Fats, Oil & Grease) Inspections /
Pretreatment Annual & Quarterly Reports 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Wastewater
Collections
PW-022 Industrial Waste Permits Expiration +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Wastewater
Collections
PW-023 Industrial Waste Pretreatment Files 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Wastewater
Collections
PW-024 Lab Reports & Chains of Custody: Wastewater Minimum 5 years
Mag,
OD, Ppr S / I Yes - After QC & OD Department preference; GC §34090 Public Works /
Wastewater
Collections
PW-025 Sanitary Spills and Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Wastewater
Collections
PW-026 Sewer Odor Complaints / Gas Detection Results
/ Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Equip Maint./Fleet, Solid Waste, Stormwater, Streets, Water, Wastewater) Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Wastewater
Collections
PW-027
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; GC §34090
Public Works /
Lead Div. PW-028 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for 3 years; GC §§4216.2(f) &
4216.3(d); GC §34090
Division
Providing
Service / Work
PW-029
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-030
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-031
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
WASTEWATER TREATMENT PLANT (WWTP) - Contracted with Veolia Water Technologies Public Works /
WWTP PW-032 _SCADA Database (Wastewater)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Public Works /
Lead Div. PW-033 APCD Permits (Air Quality Management Districts) - for Generators, etc.

Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
WWTP PW-034 Biosolids / Sewage Sludge Handling Logs and Weigh Tickets 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Code of Federal Regulations requires 5
years; 40 CFR 503.17; 40 CFR
122.41(j)(2); GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Equip Maint./Fleet, Solid Waste, Stormwater, Streets, Water, Wastewater) Page PW-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Lead Div. PW-037 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Public Works /
Lead Div. PW-038 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Lead Div. PW-039 Operations & Maintenance Manuals / O & M Manuals Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (some equipment
is from the 1950's, and the O&M Manual
isn't helpful); GC §34090
Public Works /
WWTP PW-040
Permits - Wastewater Regulatory / Operating
Permits: Examples (CalARP, Cal OSHA,
CERS, CUPA, NPDES, SWRCB, etc.)
Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Lead Div. PW-041 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.

Public Works /
WWTP PW-042
Reports - Wastewater Reports to Regulatory
Agencies: Examples (CalARP, Cal OSHA,
CERS, CUPA, NPDES, SWRCB, etc.)
Minimum 5
years

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

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

Public Works /
Lead Div. PW-043
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Equip Maint./Fleet, Solid Waste, Stormwater, Streets, Water, Wastewater) Page PW-8
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
WWTP PW-044 Sanitary Survey of Sewer System 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
WWTP PW-045 Wastewater Treatment Plant Operators Certificates (posting required) When
Superseded
Mag,
OD, Ppr S
Yes: After
QC & OD Department preference; GC §34090
Public Works /
WWTP PW-046 Wastewater Treatment Plant Safety Training Certificates (posting required) Minimum 5
years
Mag,
OD, Ppr S
Yes: After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090

WATER RESOURCES & WATER CONSERVATION
Public Works /
Water
Resources &
Conservation
PW-104 Conservation Programs / Rebate Programs /
Check Requests / Toilets, Washers, Turf, etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (meets auditing standards); GC §34090
Public Works /
Water
Resources &
Conservation
PW-105 Conservation Reports / Consumption Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Public Works /
Water
Resources &
Conservation
CC-029 Prop. 218 (Property-based fees - Notice
Mailing List 2 years Mag, Ppr GC §53753(e)(2)
Public Works /
Water
Resources &
Conservation
PW-106 Water Rights P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Public Works /
Water
Resources &
Conservation
PW-107
Water Supply Assessments, Studies, Reports /
Stream Studies and Flow / Water Planning
Studies
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Equip Maint./Fleet, Solid Waste, Stormwater, Streets, Water, Wastewater) Page PW-9
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Water
Resources &
Conservation
PW-108 Water System Variances P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201

WATER DISTRIBUTION & OPERATIONS
Public Works /
Water Treatment
Plant
PW-109 _SCADA Database (Water)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Public Works /
Water Treatment
Plant
PW-064 Consumer Confidence Report - Annual Water
Quality Report P
Mag,
OD, Ppr S / I Yes - After QC & OD
Department preference; Required for 12
years or 2 compliance cycles; 22 CCR
64400.25; 22 CCR §64470, 40 CFR
141.33(a); 40 CFR 141.91
Public Works /
Lead Div. PW-111 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
ACPD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Water Treatment
Plant
PW-067 Lab Reports & Chains of Custody: Potable
Water Bacteriological and Organics
Minimum 5
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Public Works /
Water Treatment
Plant
PW-068 Lab Reports & Chains of Custody: Potable
Water Chemical (Includes Chlorine Residuals)
Minimum 10
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Department preference; State law
requires 12 years, Federal 10 years; 40
CFR 141.33(a); 22 CCR §64692
Public Works /
Water Treatment
Plant
PW-069 Lab Reports & Chains of Custody: Potable
Water Lead & Copper
Minimum 12
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Equip Maint./Fleet, Solid Waste, Stormwater, Streets, Water, Wastewater) Page PW-10
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Lead Div. PW-112
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
Public Works /
Lead Div. PW-113 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Required for 3 years; GC §§4216.2(f) &
4216.3(d); GC §34090
Division
Providing
Service / Work
PW-114
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-115
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-116
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

WATER TREATMENT PLANT / WELL SITES (POTABLE WATER)
Public Works /
Water Treatment
Plant (Well
Sites)
PW-118 Corrective Actions (As a Result of a Violation) - Potable Water
Resolution +
3 years
Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD 40 CFR 141.33(b)(2); 22 CCR §64470
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Equip Maint./Fleet, Solid Waste, Stormwater, Streets, Water, Wastewater) Page PW-11
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Lead Div. PW-119 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
ACPD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Water Treatment
Plant (Well
Sites)
PW-120
Monthly Reports - includes any Customer
Concerns / Customer Complaints / Complaint
Forms: Odor / Taste / Visual Complaints
(Correspondence regarding Potable Water)
5 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22 CCR
64470(a)
Public Works /
Lead Div. PW-121 Operations & Maintenance Manuals / O & M Manuals Disposal of
Equipment
Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD Department preference; GC §34090
Public Works /
Water Treatment
Plant (Well
Sites)
PW-122 Plant Operator Log Books 5 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department Preference; Meets
Department of Public Heath
requirements; GC §34090
Public Works /
Lead Div. PW-123
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, MS-4,
NPDES, RMP, SWRCB (State Water
Resources Control Board) ,etc.

Minimum 10
years

Mag,
Mfr, OD,
Ppr
S
Yes - After

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

Public Works /
Water Treatment
Plant (Well
Sites)
PW-124 Reservoirs: Dive Videos 10 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department preference (covers 2
mandated cycles); GC §34090
Public Works /
Water Treatment
Plant (Well
Sites)
PW-125 Reservoirs: Inspection Reports, Maintenance
Records P
Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD Department preference; GC §34090
Public Works /
Water Treatment
Plant (Well
Sites)
PW-126
Water Production Reads / Reports (to State
DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
5 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department Preference; Meets California
Department of Health requirements (3
years); GC §34090
ATWATER, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: