Agenda packet — Beaumont City Council, April 16, 2024 (part 1 of 23)

BEAUMONT
-C A L 1 F 0 R N I A

CITY COUNCIL CLOSED & REGULAR SESSION
AGENDA
Beaumont Financing Authority
Beaumont Successor Agency (formerly RDA)
Beaumont Utility Authority
Beaumont Parking Authority
Beaumont Public Improvement Authority
Community Facilities Districts: 93-1, 2016-1, 2016-2, 2016-3, 2016-4, 2019-1, 2021-1, 2022-1, and 2023-1
Tuesday, April 16, 2024
Closed Session: 5:00 PM Regular Meeting: 6:00 PM
550 E. Sixth Street, Beaumont, CA
Materials related to an item on this agenda submitted to the City Council after distribution of the agenda packets are available for public inspection in the City Clerk's office at 550 E. 6th Street during normal business hours.

MEETING PARTICIPATION NOTICE
This meeting will will be recorded for live streaming as well as open to public attendance. Please use the following link during the meeting for live stream access: beaumontca.gov/livestream Public comments will be accepted using the following options.

1. Written comments will be accepted via email and will be read aloud during the corresponding item of the meeting. Public comments shall not exceed three (3) minutes unless otherwise authorized by City Council. Comments can be submitted anytime prior to the meeting as well as during the meeting up until the end of the corresponding item. Please submit your comments to:
[email protected] with "Public Comment" in the subject line.

2. Phone-in comments will be accepted by joining a conference line prior to the corresponding item of the meeting. Public comments shall not exceed three (3) minutes unless otherwise authorized by City Council. Please use the following phone number to join the call (951) 922 - 4845.

3. In -person comments are accepted by notifying the City Clerk using a provided Request to Speak Form prior to the start of the Public Comment Period. Public comments shall not exceed three (3) minutes unless otherwise authorized by City Council.

In compliance with the American Disabilities Act, if you require special assistance to participate in this meeting, please contact the City Clerk's office using the above email or call (951) 572 - 3196.

Notification 48 hours prior to a meeting will ensure the best reasonable accommodation.

Pages

CLOSED SESSION
A. CALL TO ORDER
Mayor Fenn, Mayor Pro Tem Lara, Council Member Voigt, Council Member White, Council Member Martinez
B. PUBLIC COMMENTS REGARDING CLOSED SESSION
B.1 Public Employee Performance Evaluation Pursuant to Government Code 54957.

Title: City Manager.

B.2 Conference with labor negotiators pursuant to Government Code Section 54957.6.

Agency designated representatives: David Fenn and Jessica Voigt.

Unrepresented employee: City Manager.

B.3 Conference with Real Property Negotiators Pursuant to Government Code Section 54956.8
Property: APN's 422-170-008, 422-060-016, 017, 018 and a portion of 422-170-005
Agency Negotiator: City Manager Elizabeth Gibbs or her designee.

Negotiating Parties: City of Beaumont as potential purchaser and JRT BP 1, LLC as potential seller.

Under Negotiation: Price and terms.

B.4 Conference with Legal Counsel — Anticipated Litigation — Significant Exposure to Litigation Pursuant to Government Code Section 54956.9(d)(2), (3) and/or (4)
One potential case.

C. ADJOURNMENT TO CLOSED SESSION

REGULAR SESSION
D. CALL TO ORDER
Mayor Fenn, Mayor Pro Tem Lara, Council Member Voigt, Council Member White, Council Member Martinez
Report out from Closed Session
Action on any Closed Session Items
Action of any Requests for Excused Absence
Invocation
Pledge of Allegiance
Adjustments to the Agenda
Conflict of Interest Disclosure
E. ANNOUNCEMENTS / RECOGNITION / PROCLAMATIONS /

CORRESPONDENCE
F. PUBLIC COMMENT PERIOD (ITEMS NOT ON THE AGENDA)
Any one person may address the City Council on any matter not on this agenda.

If you wish to speak, please fill out a "Public Comment Form" provided at the

Page 2 of 2522 ends

back table and give it to the City Clerk. There is a three (3) minute time limit on public comments. There will be no sharing or passing of time to another person.

State Law prohibits the City Council from discussing or taking actions brought up by your comments.

G. CONSENT CALENDAR
Items on the consent calendar are taken as one action item unless an item is pulled for further discussion here or at the end of action items. Approval of all Ordinances and Resolutions to be read by title only.

G.1
Ratification of Warrants
Recommended Action:

Ratify Warrants dated:

March 28, 2024
April 8, 2024
G.2 Approval of Minutes
Recommended Action:

Approve Minutes dated April 2, 2024.

G.3 Retention Schedule Update 2024
Re -adoption of Records Retention Schedule to include recent updates.

Recommended Action:

Waive the full reading and adopt by title only, "A Resolution of the City Council of the City of Beaumont, California, Adopting a Records Retention Schedule, Authorizing Destruction of Certain Records and Rescinding Resolution 2018-51"
G.4 Beaumont Police Department Specialized Equipment Inventory and Fiscal Impact Report
Requirement per Government Code 7072 to submit an annual report to its governing body regarding military equipment (specialized equipment) as dictated by Assembly Bill AB481.

Recommended Action:

Receive and file.

G.5 FY2023-2024 3rd Quarter Grants Report
Quarterly report on grant activity for the period of January 1, 2024, through March 31, 2024.

Recommended Action:

Receive and file report.

G.6 FY2023-2024 3rd Quarter City Manager Purchases and Contract Awards Quarterly report pursuant to Beaumont Municipal Code Sections

3.01.030(B), and 3.01.050(B).

Recommended Action:

Receive and file report.

G.7 Commitment to Potential Match Requirement for Outdoor Recreation

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Legacy Partnership Grant
City staff requests a letter of support for the potential 50% match requirement to receive funds from the ORLP grant for the Stewart Park project P-10 Strategic Plan Target #5 Quality of Life/Well-Being and Goal #7 Complete Stewart Park.

Recommended Action:

Staff recommends that the Mayor approve and sign the commitment to a potential match requirement for the ORLP grant, as outlined in this staff report. This commitment demonstrates the City's dedication to enhancing recreational opportunities for the residents of Beaumont and aligns with Strategic Plan Goal Target #5: Quality of Life/Well-Being and Goal #7:

Complete Stewart Park.

G.8 Approve Purchase Order to 10-8 Retrofit, Inc. for Police Vehicle Outfitting Request to approve the purchase order to outfit 12 police vehicles with emergency equipment using pre -approved budget funding.

Recommended Action:

Approve the purchase order of $199,999.42 to 10-8 Retrofit, Inc.

H. YOUTH COUNCIL REPORT
Beaumont Youth Council Report Out and City Council Direction I. PUBLIC HEARINGS
Approval of all Ordinances and Resolutions to be read by title only.

1.1 Public Hearing and Consideration of the Beaumont Pointe Specific Plan Continued from March 19, 2024
This item is continued from the March 19, 2024, City Council Meeting and is a request to annex 541.2 acres of unincorporated Riverside County properties within the Sphere of Influence of the City of Beaumont into the City accompanied by a Plan of Services; a pre -zone to establish a specific plan zone; amend the General Plan land use designation from Rural Residential (1 acre lots) to Industrial (1), General Commercial (GC), and Open Space (OS); a Specific Plan to allow up to 4,995,000 square feet of industrial uses within five (5) buildings plus a 35,000 square foot self -storage building, up to 246,000 square feet of general commercial uses, a 125 room hotel (approximately 90,000 square feet), for a total of approximately 5,331,000 square feet, 124.7 acres of open space and 152.4 acres of open space conservation; a development agreement between the City of Beaumont and Beaumont Pointe Partners, LLC; a purchase fifty-five (55) year lease back and a Vesting Tentative Parcel Map to subdivide the property as follows: 622.50 gross acres into 13 numbered lots with a range of 1.66 to 70.43 acres, 10 lettered lots with a range of 0.03 to 54.50 acres and one (1) 81.30 acre remainder parcel; a comprehensive sign program and the consideration of the Final Environmental Impact Report (FEIR) including the Draft Environmental Impact Report (DEIR) and Statement of Overriding Considerations for 539.9 acres located on the south side of the 60 Freeway, west of Jack Rabbit Trail and north of the proposed extension of Fourth Street (APNs:

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422-060-002, -005, -009, -010, -016 thru -018, -021, -022, 422-170-005, - 007 thru -011).

Recommended Action:

Certify the Environmental Impact Report (PLAN2019-0008); Adopt a Statement of Overriding Considerations and Mitigation Monitoring Reporting Plan; Annexation (PLAN2023-0931), Plan of Services (PLAN2032-0932), Adopt General Plan Amendment (PLAN2019-0284); Adopt Pre -Zone (PLAN2019-0283), Adopt Specific Plan (SP2019-0003); Approve Vesting Tentative Parcel Map 38161 (PM2022-0012); Approve Development Agreement (PLAN2023-0932), and Approve Sign Program (PLAN2022-0856)

1.2 Public Hearing: Fiscal Year 2024/25 — 2026/27 Short Range Transit Plan Fiscal Year 2024/25 — 2026/27 Short Range Transit Plan Full Draft.

Recommended Action:

Hold a public hearing and approve the plan for submission to the Riverside County Transportation Commission with any recommended changes.

J. ACTION ITEMS
Approval of all Ordinances and Resolutions to be read by title only.

J.1 Appointments to City Committees and Commission
Appointments to the Planning Commission, Financial and Audit Committee, Economic Development Committee due to vacancies.

Recommended Action:

Conduct interviews followed by the selection process outlines in BMC

2.04.100.

J.2 Discussion and Direction on Sponsorship of the 2024 Cherry Festival Strategic Plan Level 3, Target 1, Goal 3
Recommended Action:

Approve a sponsorship of the 2024 Beaumont Cherry Festival event in the amount of $100,000 through a reimbursable agreement between the City and Beaumont Cherry Valley Recreation and Park District to reimburse the District for construction project costs associated with the 2024 Cherry Festival in a not -to -exceed amount of $100,000; and Deny all other requests for sponsorship, reimbursement, and fee waivers.

J.3 Sundance South Homeowners Association Special Event Fee Waiver Request
Consideration of a fee waiver request from Sundance South Homeowners Association for Special Event application PLAN2024-0032.

Recommended Action:

Deny the Sundance South HOA fee waiver request.

J.4 Adopt a List of Projects Funded by SB 1 - The Road Repair and Accountability Act for FY24/25 (CIP R25-01)

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Identify the projects and streets that will be funded by SB1 during FY 2024/25.

Recommended Action:

Waive the full reading and adopt by title only, "A Resolution of the City Council of the City of Beaumont to Adopt a List of Projects for Fiscal year 2024-25 Funded by SB1: The Road Repair and Accountability Act of 2017
J.5 Authorize the Third Amendment to the City Manager Employment Agreement
The City Council and City Manager engage in labor negotiations on an annual basis as it relates to the anniversary of the appointment date with the City, April 11, 2022.

Recommended Action:

Authorize the Mayor to sign the Third Amendment to the City Manager Employment Contract.

J.6 Approval of City Attorney Invoices for the Month of March 2024 Recommended Action:

Approve invoices in the amount of $137,301.64.

K. LEGISLATIVE UPDATES AND DISCUSSION
L. ECONOMIC DEVELOPMENT UPDATE
Economic Development Committee Report Out and City Council Direction M. CITY TREASURER REPORT
Finance and Audit Committee Report Out and City Council Direction M.1 Treasurer Reports - March 2024
N. CITY CLERK REPORT
O. CITY ATTORNEY REPORT
P. CITY MANAGER REPORT
Q. FUTURE AGENDA ITEMS
• Assessment for the need for additional community center(s) (Future) • Annexation Agreement with the County (Future)
R. COUNCIL REPORTS
Martinez
White
Voigt
Lara
Fenn
S. ADJOURNMENT
The next regular meeting of the Beaumont City Council, Beaumont Financing Authority, the Beaumont Successor Agency (formerly RDA), the Beaumont Utility Authority, the Beaumont Parking Authority and the Beaumont Public Improvement Agency is scheduled for Tuesday May 7, 2024, at 6:00 p.m. unless otherwise posted.

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AGENDA ITEM NO.

BEAUMONT
- C A L I F O R N I A -
Wells Fareo
Printed Checks 112239-112255
ACH 780-782
NvoicePay APA007556-APA007601
A/P Total
Bank Drafts CaIPERS
Matrix Trust Co.

Global Payments
WARRANTS 1'O BE RATIFIED
Thursday, March 28, 2024
$ 34,041.69 FY 23/24
$ 70,006.78 FY 23/24
$ 104,069.38 FY 23/24
S 208, 1 17.85
8 65,173.57 743 Classic
$ 54,916.36 742 Classic
$ 41,651.72 27308 PEPRA
$ 35,696.59 25763 PEPRA
$ 200.00 Late Fee
$ 38,945.80 457 Payroll 3/22/2024
8 1,796.59 401A Payroll 3/22/2024
$ 911.96 FICA Payroll 3/22/2024
8 307.35 Misc. ACH Debit
8 102.45 Misc. ACH Debit

DO HEREBY CERTIFY THIS WARRANT LIST HAS BEEN COMPILED AND PREPARED TO MEET THE DAILY OPERATIONS Fqi THE FISCAL YEAR JULY 1, 2023 - JUNE 30, 2024 SIGNATURE:

TITLE: CITY TREA
SIGNATURE:

TITLE: FINA

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Check Report
City of Beaumont, CA

BEAUMONT
Vendor Nurnber Vendor Name
Bank Code: AP BANK WF-AP BANK WELLS FARGO
2517 VOYAGER
Payable # Payable Type
Account Number
8690650032413 Invoice
100-1200-7050-0000
100-1550-7050-0000
100-2000-7050-0000
100-2030-7050-0000
100-2050-70500000
100-2100-7050-0000
100-2150-7050-0000
100-3100-7050-0000
100-3250-7050-0000
100-6000-70500000
100-6050-7050-0000
700-4050-7050-0000
700-4051-7050-0000
750-7300-7050-0000
750-7400-7050-0000
750-7600-7050-0000
750-7800-7050-0000
750-7900-7050-0000
750-8100-7050-0000
750-820b-7050-0000
750-8300-7050-0000
5184 ADVANTAGE MAILING
Payable it Payable Type
Account Number
MP -20240301 CH Invoice
100-1210-7068-0000
4667
Payable #
L9/23
5262
Payable Si
2/29/24
5217
Payable 8
3/15124
1874

CARLOS NAPOLES
Payable Type
Account Number
Invoice
700-4051-7066-0000
Post Date
Account Name
03/28/2024 FUEL EXPENSE
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
FUEL
Payment Date Payment Type
03/28/2024 EFT
Payable Description
Item Description

FUEL EXPENSE

FUEL EXPENSE
LLC 03/27/2024 Regular
Discount Amount Payable Amount
Post Date Payable Description
Account Name Item Description Distribution Amount
03/28/2024 CONTRACTUAL SERVICES 0.00 3,884.06
CONTRACTUAL SERVICES CONTRACTUAL SERVICES 3,884.06
03/27/2024 Regular

0.00 200.00 112240
Payable Description Discount Amount Payable Amount
Name Item Description Distribution Amount
DUES FOR COLLECTION SYSTEM MAINT 0.00 200.00
EDUCATION, TRA DUES FOR COLLECTION SYSTEM 200.00
By Check Number
Date Range: 03/23/2024 - 03/29/2024
Discount Amount Payment Amount Number

0.00 54,478.64 782
Discount Amount Payable Amount
Distribution Amount

0.00 54,478.64

78.13 130.96
350.17

77.83 19, 549.02

63.87 371.91
1,377.17
3,892.81
854.57
8,175.09
806.92
2,664.81
309.26
4,184.41
4,391.09
1,758.16
456.99
1,269.37
861.90
2,854.20

KENNETH ARMSTRONG
Payable Type
Account Number
Invoice
500-0000-8990-0000

KYLE REVELLI
Payable Type
Account Number
Invoice
500-0000-8990-0000

LLOYD WHITE
Post Date
Account
03/28/2024

TRAVEL,
03/27/2024 Regular
Post Date Payable Description
Account Name Item Description
03/28/2024 TENANT DEPOSIT REFUND

CAPITAL OUTLAY TENANT DEPOSIT REFUND
Post Date
Account
03/27/2024

CAPITAL
03/27/2024 Regular
Payable Description
Name Item Description

TENANT DEPOSIT REFUND

OUTLAY TENANT DEPOSIT REFUND
03/27/2024 Regular

0.00 3,884.06 112239

0.00 510.00 112241
Discount Amount Payable Amount
Distribution Amount

0.00 510.00
510.00
0,00 1,800.00 112242
Discount Amount Payable Amount
Distribution Amount

0.00 1,800.00
1,800.00

0.00 93.44 112243
3/29/2024 11:42:35 AM

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Page 1 ends

Check Report
Vendor Number
Payable #
2/15/24
3/14/24
5218
Payable #
2/27/24
Vendor Name
Payable Type
Account Number
Invoice
100-1050-7066-0000
Invoice
100-1050-7035-0000

SARAH BERGESON
Payable Type
Account Number
Invoice
500-0000-8990-0000
5261 SHARON FINN
Payable # Payable Type
Account Number

04.001263-013/ Invoice
700-0000-0220-0000
2311
Payable #
3/28/24
5203
Payable #
2/27/24

SOUTHERN CALIFORNIA
Payable Type
Account Number
Invoice
100-3250-7010-0000
100-3250-7010-004X
100-3250-7010-008A
100-3250-7010-014A
100 -3250 -7D10 -014X
100-3250-7010-019C
100-6050-7010-002X
100-6050-7010-008€
100-6050-7010-06A1
100-6050-7010-5800

SUSAN DAWOOD
Payable Type
Account Number
Invoice
500-0000-8990-0000
4884 JAIME SALAS
Payable 4 Payable Type
Account Number
3/31/24-4/6124 Invoice
100-1230-7066-0000
5263 JEREMY LUMSDEN
Payable # Payable Type
Account Number
3/31/24-4/6/24 Invoice
100-1230-7066-0000
Payment Date Payment Type
Post Date Payable Description
Account Name Item Description
03/28/2024 REIMBURSEMENT FOR LEGISLATIVE TRIP

TRAVEL, EDUCATION, TRA REIMBURSEMENT FOR LEGISLAT
03/28/2024 MILEAGE FOR CAL CITIES (104M1 x .67)
LOCAL MEETINGS MILEAGE FOR CAL CITIES (104M
Date Range: 03/23/2024 -03/29/2024
Discount Amount Payment Amount Number
Discount Amount Payable Amount
Distribution Amount

0.00 0.00

23.76 23.76

69.68 69.68
03/27/2024 Regular 0.00 1,318.97 112244
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/27/2024 TENANT DEPOSIT RETURN 0.00 1,318.97
CAPITAL OUTLAY TENANT DEPOSIT RETURN 1,318.97
03/27/2024 Regular 0.00 316.32 112245
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/28/2024 CREDIT REFUND FOR 04-001263-01 0.00 316.32
ACCT REC - SEWER CREDIT REFUND FOR 04-00126 316.32
EDISON
03/27/2024 Regular
Post Date Payable Description
Account Name
03/28/2024 ELECTRIC UTILITY

UTILITIES
UTILITIES (IA 4)
UTILITIES (IA 8,4)
UTILITIES (IA 14A)
UTILITIES (IA 14)
UTILITIES (IA 19C)
UTILITIES IA 2
UTILITIES IA 8E
UTILITIES IA 641

UTILITIES- MICKELSON P
Item Description

ELECTRIC UTILITY

0.00 2,218.47 112246
Discount Amount Payable Amount
Distribution Amount

0.00 2,218.47
761.43
119.47

47.18 785.02

75.24 120.61
233.22

16.45 28.84

31.01 03/27/2024 Regular 0,00 630.00 112247
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/27/2024 TENANT DEPOSIT REFUND 0.00 630.00
CAPITAL OUTLAY TENANT DEPOSIT REFUND 630.00
03/28/2024 Regular 0.00 103.50 112254
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/28/2024 PER DIEM FOR ACCELERATE CONFFERENC 0.00 103.50 TRAVEL, EDUCATION, TRA PER DIEM FOR ACCELERATE CO 103.50 03/28/2024 Regular

0.00 103.50 112255
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/28/2024 PER DIEM FOR ACCELERATE CONFFERENC 0.00 103.50 TRAVEL, EDUCATION, TRA PER DIEM FOR ACCELERATE CO 103.50 3/29/2024 11:42:35 AM Page 2 of 15

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Date Range: 03/23/2024 -03/29/2024
Check Report
Vendor Number
1050
Payable #
174J-V1LM-493F
19KD-VF4W-3W4
1DYW-R9FF-VRY
1KC9-9MHG-9GX
1LPJ-V6PW-67CN
1XXM-1HD6.71Y
1100
Payable #
2882789564
1127
Payable #
538854
538896
539338
539532
539555
1136
Payable #
4503
1140
Payable #
77060
1285
Payable #
Vendor Name

AMAZON CAPITAL SERVIC
Payable Type
Account Number
Invoice
100-1240-7025-0000
Invoice
100-3100-7025-0000
700-4050-7025-0000
Invoice
100-3250-7070-0000
Invoice
100-3250-7025-0000
Invoice
500-0000-8050-0000
Invoice
100-3100-7025-0000
700-4050-7025-0000

AUTOZONE
Payable Type
Account Number
Invoice
100-3100-7037-0000
Payment Date Payment Type Discount Amount Payment Amount ES 03/28/2024 Virtual Payment 0.00 740.41
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/28/2024 OFFICE SUPPLIES 0.00

OFFICE SUPPLIES OFFICE SUPPLIES
03/28/2024 OFFICE SUPPLIES

OFFICE SUPPLIES

OFFICE SUPPLIES
03/28/2024 DEPT SUPPLIES

SPECIAL DEPT SUPPLIES DEPT SUPPLIES
03/28/2024 OFFICE SUPPLIES

OFFICE SUPPLIES
03/28/2024 PROJECT SUPPLIES

FURNITURE & FIXTURES PROJECT SUPPLIES
03/28/2024 OFFICE SUPPLIES

OFFICE SUPPLIES

0.00 0.00

0.00 129.29
129.29
103.40

88.62 14.78

16.15 16.15
154.22
154.22
223.86
223.86
113.49
101.47

12.02 Number
APA007556
03/28/2024 Virtual Payment

0.00 61.77 APA0O7557
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/28/2024 VEHICLE MAINTENANCE

0.00 61.77
VEHICLE MAINTENANCE VEHICLE MAINTENANCE 61.77

BEAUMONT DO IT BEST HOME CENTER
Payable Type Post Date
Account Number
Invoice
100-3250-7070-0000
Invoice
100-3250-7070-0000
Invoice
100-3250-7070-0000
Invoice
100-3250-7070-0000
Invoice
100-3250-7070-0000
Account
03/28/2024

SPECIAL
03/28/2024

SPECIAL
03/28/2024
SPECIA
03/28/2024 Virtual Payment
Payable Description
Name Item Description
For Special Department Supplies

DEPT SUPPLIES SPECIAL DEPT SUPPLIES
For Special Department Supplies

L DEPT SUPPLIES SPECIAL DEPT SUPPLIES
BEAUMONT POWER EQUIPMENT 03/28/2024 Virtual Payment
Payable Type Post Date Payable Description
Account Number Account Name Item Description
Invoice 03/28/2024 DEPT SUPPLIES
100-3250-7070-0000 SPECIAL DEPT SUPPLIES DEPT SUPPLIES
03/28/2024 Virtual Payment
Post Date Payable Description
Item Description

BEAUMONT SAFE & LOCK
Payable Type
Account Number
Invoice
600-5000-7072-0000
600-5000-7072-0000

CITY OF BANNING
Payable Type
Account Number
74105-54930 2/2 Invoice
100-3250-7010-0000
74105-56528 2/2 Invoice
Account Name
03/28/2024 CITY HALL RENO

FACILITY REPLACEMENT E

CITY HALL RENO

0.00 306.93 APA0O7558
Discount Amount Payable Amount
Distribution Amount

0.00 49.04

49.04 0.00 6.53
6-53

0.00 96.63

96.63 0.00 127.00
127.00

0.00 27.73

27.73 0.00 142.18 APAO07559
Discount Amount Payable Amount
Distribution Amount

0.00 142.18
142.18

0.00 1,144.08 APA007560
Discount Amount Payable Amount
Distribution Amount

0.00 1,144.08
429.00
715.08
03/28/2024 Virtual Payment 0.00 277.53 APA007561
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/28/2024 SHARED TRAFFIC SIGNALS 0.00 94.49
UTILITIES SHARED TRAFFIC SIGNALS 94.49
03/28/2024 SHARED TRAFFIC SIGNALS 0.00 93.96
3/29/2024 11:42:35 AM

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Check Report
Vendor Number
Date Range: 03/23/2024 - 03/29/2024
Vendor Name Payment Date Payment Type Discount Amount Payment Amount Number 100-3250-7010-0000 UTILITIES SHARED TRAFFIC SIGNALS 93.96 74105-56530 2/2 Invoice 03/28/2024 SHARED TRAFFIC SIGNALS 100-3250-7010-0000 UTILITIES SHARED TRAFFIC SIGNALS
5226
Payable #
COMCAST HOLDINGS CORPORATION 03/28/2024 Virtual Payment Payable Type Post Date
Account Number Account Name
194972350 Invoice 03/28/2024 PHONE UTILITY
100-1230-7015-6040 TELEPHONE (POLICE DPT
4359
Payable #
210
211
212
213
4339
Payable #
138721
1501
Payable #
070311
4586
Payable #
173375
1533
Payable #
951-197-0708-12
951-769-8537-03
951-922-6646-04
3718
Payable #
E1A2FA
Payable Description
Item Description

PHONE UTILITY
DOT PHYSICALS ON THE GO 03/28/2024 Virtual Payment
Payable Type Post Date Payable Description
Account Number Account Name item Description
Invoice 03/28/2024 EMPLOYEE MEDICAL SERVICE
100-6050-6019-0000

0.00 89.08

89.08 0.00 69.34 APA007562
Discount Amount Payable Amount
Distribution Amount

0.00 69.34
6934

0.00 240.00 4PA007563
Discount Amount Payable Amount
Distribution Amount

FIRST AID EMPLOYEE MEDICAL SERVICE
Invoice 03/28/2024 EMPLOYEE MEDICAL SERVICE
100-6050-6019-0000 FIRST AID EMPLOYEE MEDICAL SERVICE
Invoice 03/28/2024 EMPLOYEE MEDICAL SERVICE
100-6050-6019-0000 FIRST AID EMPLOYEE MEDICAL SERVICE
Invoice 03/28/2024 EMPLOYEE MEDICAL SERVICE
750-7600-6019-0000 FIRST AID EMPLOYEE MEDICAL SERVICE

0.00 0.00

60.00 60.00

60.00 60.00
EXP US SERVICES, INC 03/28/2024 Virtual Payment 0.00 11,818.84 APA007564 Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount Invoice 03/28/2024 ENGINEERING FOR BMT MASTER PLAN LI 0.00 11,818.84 500-0000-8030-0000 INFRASTRUCTURE IMPRO Amendment 1 11,818.84 FAIRVIEW FORD 03/28/2024 Virtual Payment 0.00 37.32 APA007565 Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount Invoice 03/28/2024 VEHICLE MAINTENANCE 0.00 37.32
100-3250-7037-0000 VEHICLE MAINTENANCE VEHICLE MAINTENANCE 37.32 FEHR & PEERS 03/28/2024 Virtual Payment 0.00 4,117.50 APA007566 Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount invoice 03/28/2024 Fehr & Peers - Level of Service Assessmen 0.00 4,117.50 100-3100-7068-0000 CONTRACTUAL SERVICES Task 1- Information Gathering 4,117.50 FRONTIER COMMUNICATIONS 03/28/2024 Virtual Payment
Payable Type Post Date Payable Description
Account Number Account Name
Invoice 03/28/2024 PHONE UTILITY
100-1230-7015-6040 TELEPHONE (POLICE DPT) PHONE UTILITY Invoice
100-1230-7015-6060
Invoice
700-4050-7015-0000
03/28/2024 PHONE UTILITY
TELEPHONE (4th ST YARD
03/28/2024 PHONE UTILITY

TELEPHONE

HAAKER EQUIPMENT COMPANY
Payable Type Post Date
Account Number
Invoice
500-0000-8030-0000
Item Description

PHONE UTILITY

PHONE UTILITY
03/28/2024 Virtual Payment
Payable Description
Account Name Item Description
03/28/2024 R-24 Street Sweeper Rental
INFRASTRUCTURE IMPRO New Elgin Broom Bear Sweeper
1611 HDL SOFTWARE LLC 03/28/2024 Virtual Payment

0.00 1,543.40 APA007567
Discount Amount Payable Amount
Distribution Amount

0.00 1,190.00
1,190.00

0.00 0.00
137.98
137.98
215.42
215.42

0.00 9,922.50 APA007568
Discount Amount Payable Amount
Distribution Amount

0.00 9,922.50
9,922.50

0.00 6,260.24 APA007569
3/29/2024 11:42:35 AM

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Page 4 of 15 ends

Check Report
Vendor Number
Payable #
51N036104
1622
Payable #
153646
1857
Payable #
261654
3683
Payable #
Vendor Name
Payable Type
Account Number
Invoice
100-1200-7068-0000
Hl -WAY SAFETY INC
Payable Type
Account Number
Invoice
100-3250-7070-0000
Date Range: 03/23/2024 -03/29/2024
Payment Date Payment Type Discount Amount Payment Amount Number Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
6,260.24
03/28/2024 CONTRACTUAL SERVICE 0.00 6,260.24

CONTRACTUAL SERVICES CONTRACTUAL SERVICE
03/28/2024 Virtual Payment

0.00 68.36 APA007570
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount

68.36 03/28/2024 DEPT SUPPLIES 0.00 68.36

SPECIAL DEPT SUPPLIES DEPT SUPPLIES
Payable Type Post Date
Account Name Distribution Amount
Account Number 0,00 60.00
0000000 960929 Invoice 03/28/2024 DEPT SUPPLIES 60.00
100-3250-7070-0000 SPECIAL DEPT SUPPLIES DEPT SUPPLIES

0.00 1,742.50 APA007571
Discount Amount Payable Amount
Distribution Amount

0.00 1,742.50
1,742.50

0.00 60.00 APA007572
Discount Amount Payable Amount
LIEBERT CASSIDY WHITMORE 03/28/2024 Virtual Payment
Payable Type Post Date Payable Description
Account Number
Account Name Item Description
Invoice 03/28/2024 LEGAL SERVICE - PD SANCHEZ
100-1300-7068-0008 CONTRACTUAL SERVICES LEGAL SERVICE
MASTER'S COFFEE AND WATER 03/28/2024 Virtual Payment
Payable Description
Item Description
1979 MUTUAL OF OMAHA
Payable # Payable Type
Account Number
F-01372649 Invoice
100-1240-7068-0000
1984
Payable #
211806
1317
Payable #
82465123

NAPA AUTO PARTS
Payable Type
Account Number
invoice
100-3250-7037-0000

OCCUPATIONAL HEALTH C
Payable Type
Account Number
Invoice
100-1240-6050-0000
100-2050-6019-0000
100-2150-6019-0000
2009 O'REILLY AUTO PARTS
Payable # Payable Type
Account Number
2678-174985 Invoice
100-3250-7037-0000
3652
Payable #
23616475
23619441
2105

PRUDENTIAL OVERALL
Payable Type
Account Number
Invoice
100-3250-7065-0000
Invoice
100-3250-7065-0000

RANCHO READY MIX
03/28/2024 Virtual Payment
Post Date Payable Description
Account Name Item Description
03/28/2024 CONTRACTUAL SERVICE

CONTRACTUAL SERVICES CONTRACTUAL SERVICE

0.00 995.00 APA007573
Discount Amount Payable Amount
Distribution Amount

0.00 995.00
995.00
03/28/2024 Virtual Payment

0.00 94.27 APA007574
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount

94.27 03/28/2024 VEHICLE MAINTENANCE 0.00 94 27

VEHICLE MAINTENANCE VEHICLE MAINTENANCE
ENTERS 03/28/2024 Virtual Payment

0.00 222.00 APA007575
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/28/2024 HIRING COST/ MEDICAL SERVICE 0.00 222.00
RECRUITMENT AND H 120.00
IRI HIRING COST/ MEDICAL SERVIC 51.00

FIRST AID HIRING COST/ MEDICAL SERVIC
FIRST AID - MEDICAL CAR HIRING COST/ MEDICAL SERVIC 51.00 03/28/2024 Virtual Payment

0.00 64.93 APA007576
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount

64.93 03/28/2024 VEHICLE MAINTENANCE 0.00 64.93

VEHICLE MAINTENANCE VEHICLE MAINTENANCE
SUPPLY 03/28/2024 Virtual Payment

0.00 197.66 APA007577
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/28/2024 STREETS UNIFORM 0.00

CITY UNIFORMS STREETS UNIFORM
03/28/2024 STREETS UNIFORM

CITY UNIFORMS STREETS UNIFORM
03/28/2024 Virtual Payment

0.00 0.00

98.83 98.83

98.83 98.83
1,669.08 APA00757i
3/29/2024 11:42:35 AM

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Page 5 ends

Check Report
Vendor Number
Payable #
148345
148380
3514
Payable #
ACCL1031421
ACCL1031607
2026
Payable #
R-00514089
4545
Payable #
0233898
2484
Payable #
9958873893
1050
Payable #
11LX-1PJR-RQM7
13LR-KLHW-XJD
143N-36Q6-KRK
14PL-MRCC-R64J
16JJ-R0114-HNTL
16MW-HC64-MH
16XG-NYK4-3QN
177F-9NCX-431
17K4-CDJG-HQC
17Y1-KGQW-6GV
Vendor Name
Payable Type
Account Number
Invoice
500-0000-8030-0000
Invoice
500-0000-8030-0000
Payment Date Payment Type
Post Date Payable Description
Account Name Item Description
03/28/2024 PROJECT SUPPLIES

INFRASTRUCTURE IMPRO PROJECT SUPPLIES
03/28/2024 PROJECT SUPPLIES

INFRASTRUCTURE IMPRO PROJECT SUPPLIES
RECYCLED AGGREGATE MATERIALS CO, INC 03/28/2024 Virtual Payment Payable Type Post Date Payable Description
Account Number
Invoice
500-0000-8030-0000
Invoice
500-0000-8030-0000

SECURITY SIGNAL DEVICES,
Payable Type
Account Number
Invoice
100-6000-7087-6025
100-6000-7087-6026

SOUTH BAY FOUNDRY,
Payable Type
Account Number
Invoice
100-3250-7070-00D

VERIZON
Payable Type
Account Number
Invoice
100-1230-7015-6040

AMAZON CAPITALSER
Payable Type
Account Number
Invoice
100-1230-7071-0000
Invoice
500-0000-8050-0000
Invoice
750-7300-7070-0000
Invoice
100-1230-7072-0000
Invoice
500-0000-8050-0000
Invoice
100-3250-7037-0000
Invoice
100-1230-7072-0000
Invoice
100-1230-7072-0000
Invoice
100-1150-7068-0000
Invoice
100-1230-7072-0000
Account Name Item Description
03/28/2024 SECURITY SERVICES

SECURITY - CITY HALL SECURITY SERVICES

SECURITY- CITY HALL BID SECURITY SERVICES
Account Name Item Description
03/28/2024 PROJECT SUPPLIES

INFRASTRUCTURE IMPRO PROJECT SUPPLIES
03/28/2024 PROJECT SUPPLIES

INFRASTRUCTURE IMPRO PROJECT SUPPLIES
Date Range: 03/23/2024.03/29/2024
Discount Amount Payment Amount Number
Discount Amount Payable Amount
Distribution Amount

0.00 0.00
684.23
684.23
984.85
984.85

0.00 733.56 APA007579
Discount Amount Payable Amount
Distribution Amount

0.00 0.00
567.04
567.04
166.52
166.52
INC 03/28/2024 Virtual Payment 0.00 53.39 APA007580
Post Date Payable Description Discount Amount Payable Amount Distribution Amount

0.00 53.39

37.37 16.02
INC 03/28/2024 Virtual Payment 0.00 1,479.00 APA007581
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/28/2024 DEPT SUPPLES 0.00 1,479.00
SPECIAL DEPT SUPPLIES DEPT SUPPLES 1,479.00
03/28/2024 Virtual Payment
Post Date Payable Description
Account Name
03/28/2024 PHONE UTILITY

TELEPHONE (POLICE DPT) PHONE UTILITY
VICES
Post Date
Item Description
03/28/2024 Virtual Payment

0.00 354.16 APA007582
Discount Amount Payable Amount
Distribution Amount

0.00 354.16
354.16

0.00 9,495.78 APA007583
Payable Description Discount Amount Payable Amount
Account Name Item Description
03/21/2024 Privacy Screens for Sarah Lower Monitors
SOFTWARE Privacy Screens for Sarah Lower
03/21/2024 New Conference room devices
FURNITURE & FIXTURES New Conference room devices
03/21/2024 Vehicle Maintenance Building Supplies
SPECIAL DEPT SUPPLIES Vehicle Maintenance Building S
03/21/2024 Null modem cable for CAD/RMS RIMS ANI
COMPUTER SUPPLIES/MA Null modem cable for CAD/RMS
03/21/2024 Fire Station Outfitting
FURNITURE & FIXTURES Fire Station Outfitting
03/21/2024 Vehicle Parts Unit 1813
VEHICLE MAINTENANCE Vehicle Parts Unit 1813
03/21/2024 Calculator for IT Manager
COMPUTER SUPPLIES/MA Calculator for IT Manager
03/21/2024 GPS dongles for new PD Zebra tablets
COMPUTER SUPPLIES/MA GPS dongles for new PD Zebra t
03/21/2024 Boxes and Folders for Scanning Project
CONTRACTUAL SERVICES Boxes and Folders for Scanning
03/21/2024 Webcam and wireless keyboard for Sio
COMPUTER SUPPLIES/MA Webcam and wireless keyboard
Distribution Amount

0.00 0.00

0.00 0.00
127.56
127.56
1,022.76
1,022.76

58.20 58.20

5.31 5.31
2,188.27
2,188.27

33.94 33.94

20.46 20.46
937.00
937.00
519.16
519.16
267.01
267.01
3/29/2024 11:42:35 AM

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Pace o' 15

Check Report
Vendor Number
1F7W-JWCW-7RV
1J3H-R64N-LLNN Invoice
1JGL-FTQ6-6VFJ
1MKH-NR96-CTF
1NCi.7-YK3F-VNN
1QMX-7QHN-WJ
100-1230-7072-0000
Invoice
100-1230-7072-0000
Invoice
100-1230-7072-0000
invoice
100-1230-7072-0000
Invoice
750-7000-7025-0000
750-7300-7025-0000
1QPW-46GF-DM invoice
1 R7Y-W FC3-G F43 Invoice
1TP9-NFFX-MJKQ Invoice
1V7M-PCPV-707J Invoice
1WCT-KP7G-761Y Invoice
1 W N D -G RL4-W 3 Invoice
1W PW-JYVX-NYM
700-4050-7070-0000
750-7000-7070-0000
210-0000-7090-0000
100-1230-7072-0000
100-1200-7025-0000
100-1230-7072-0000
Invoice
100-1150-7025-0000
100-1150-706$-0000
1XRM-KJD7-XW9 Invoice
500-0000-8050-0000
1YYM-W H MJ-974 Invoice
100-1200-7025-0000
3560
Payable #
151768
4517

AMCS GROUP INC
Payable Type
Account Number
Invoice
10D-1230-7037-0000
100-2000-7037-0000
100-2030-7037-0000
100-2050-7037-0000
100-2100-7037-0000
100-2150-7037-0000
100-3100-7037-0000
100-3250-7037-0000
100-6000-7037-0000
100-6050-7037-0000
700-4050-7037-0000
700-4051-7037-0000
750-7300-7071-0000
Vendor Name Payment Date Payment Type
Invoice 03/21/2024 invoice
700-4050-7070-0000 SPECIAL DEPT SUPPLIES invoice
03/21/2024 Headsets for Jillian and Julie
COMPUTER SUPPLIES/MA Headsets for Jillian and Julie
03/21/2024 Scanner for Daniel C
COMPUTER SUPPLIES/MA Scanner for Daniel C
03/21/2024 PC peripherals for new PD Training Room
COMPUTER SUPPLIES/MA PC peripherals for new PD Traini
03/21/2024 Labels for PD new label printers for RIMS
COMPUTER SUPPLIES/MA Labels for PD new label printers

BAY ALARM COMPANY
03/21/2024 Office Supplies

OFFICE SUPPLIES

OFFICE SUPPLIES
Office Supplies
Office Supplies
03/21/2024 700-4050-7070-0000
SPECIAL DEPT SUPPLIES 700-4050-7070-0000
03/21/2024 3D Print - T -NOW Centerpiece
SPECIAL DEPT SUPPLIES 3D Print - T -NOW Centerpiece
03/21/2024 Replacement Laptop Charger
EQUIP SUPPLIES/MAINT Replacement Laptop Charger
03/21/2024 Communication interface
COMPUTER SUPPLIES/MA Communication interface
03/14/2024 Office Supplies
OFFICE SUPPLIES Office Supplies
03/21/2024 Power strips utilized for Biding B" Training COMPUTER SUPPLIES/MA Power strips utilized for Biding 6 03/21/2024 Scanning boxes and City Clerk Office Supp
OFFICE SUPPLIES Scanning boxes and City Clerk 0
CONTRACTUAL SERVICES Scanning boxes and City Clerk 0
03/21/2024 Outfitting Station 106
FURNITURE & FIXTURES Outfitting Station 106
03/14/2024 Office Supplies
OFFICE SUPPLIES Office Supplies
Date Range: 03/23/2024 - 03/29/2024
Discount Amount Payment Amount Number

0.00 380.76
380.76

0.00 75.40

75.40 0.00 273.45
273.45
p.00 564.77
564.77

0.00 456.18
456.18

0.00 198.08

99.04 99.04

4.p0 104.80
104.80

0.00 109.03
109.03

0.00 20.44

20.44 0.p0 136.13
136.13

0.p0 942.60
942.60

0.00 154.89
154.89

0.00 679.83

13.87 665.96

0.00 161.52
161.52

0.00 58.23

58.23 03/28/2024 Virtual Payment

0.00 3,751.54 APA0075S4
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
3,751.54
03/21/2024 Dossier - Vehicle Maintenance Software 0.00
VEHICLE MAINTENANCE Dossier Professional Edition- IT 19.041.04 VEHICLE MAINTENANCE Dossier Professional Edition- Ani 38.09 VEHICLE MAINTENANCE Dossier Professional Edition- Co
VEHICLE MAINTENANCE Dossier Professional Edition- PO 1,180.69 VEHICLE MAINTENANCE Dossier Professional Edition- Fir 95.22 VEHICLE MAINTENANCE Dossier Professional Edition- Bld 76.17 75 17
VEHICLE MAINTENANCE Dossier Professional Edition- P 2
. 2
952
VEHICLE MAINTENANCE Dossier Professional Edition- 5tr 342.78 VEHICLE MAINTENANCE Dossier Professional Edition- Sul 38.09 VEHICLE MAINTENANCE Dossier Professional Edition- Par 9 952.17 VEHICLE MAINTENANCE Dossier Professional Edition- W 195 35 VEHICLE MAINTENANCE Dossier Professional Edition- W 628.41 SOFTWARE Dossier Professional Edition- Tra
03/28/2024 Virtual Payment

0.00 801.00 APA00758
3/29/2024 11:42:35 AM

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Check Report Date Range: 03/23/2024 - 03/29/2024
Vendor Number
Payable #
21255246
1238
Payable #
P129121
4686
Payable #
4647
Payable #
54285742
Vendor Name
Payable Type
Account Number
Invoice
700-4050-7087-0000
CDW GOVERNMENT, INC.

Payable Type
Account Number
Invoice
100.1230-7071-0000

CRANEVEYOR CORP
Payable Type
Account Number
Invoice
700-4050-7068-0000

DXP ETERPRISES, INC
Payable Type
Account Number
Invoice
700-4050-7068-0000
1518 FLYERS ENERGY
Payable # Payable Type
Account Number
CFS-3771856 Invoice
750-7800-7050-0000
750-74QQ-7050-0000
750-8300-7050-0000
3874
Payable #
103215-1
4181
Payable #
1662
Payable #
257493
5054
Payable #
1550(35 01
Payment Date Payment Type
Post Date Payable Description
Account Name Item Description
03/21/2024 Camera System - Quarterly Service
SECURITY SERVICES Camera System - Quarterly Servi
Discount Amount Payment Amount Number
Discount Amount Payable Amount
Distribution Amount

0.00 801.00
801.00
03/28/2024 Virtual Payment 0.00 278.79 APA007586
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/14/2024 Renewed Adobe Licenses 0.00
SOFTWARE Renewed Adobe Licenses
03/28/2024 Virtual Payment
Post Date Payable Description
Account Name
03/21/2024 invoice

CONTRACTUAL SERVICES
Item Description
700-4050-7068-0000
278.79
278.79

0.00 2,127.00 APA007587
Discount Amount Payable Amount
Distribution Amount

0.00 2,127.00
2,127.00
03/28/2024 Virtual Payment 0.00 3,410.00 APA007588
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/14/2024 DXP ENTERPRISES 0.00 3,410.00
CONTRACTUAL SERVICES DXP ENTERPRISES 3,410.00
03/28/2024 Virtual Payment
Post Date Payable Description
Account Name Item Description
03/14/2024 Fuel Expense
FUEL Fuel Expense
FUEL Fuel Expense
FUEL Fuel Expense
GENERAC POWER SYSTEMS INC 03/28/2024 Virtual Payment
Payable Type Post Date Payable Description
Account Number Account Name Item Description
Invoice 03/21/2024 ES Generac Emergency Rental
700-4051-7900-0000
700-4051-7900-0000
700-4051-7900-0000
700-4051-7900-0000
700-4051-7900-0000
700-4051-7900-0000

HASA, INC
Payable Type
Account Number
Invoice
700-4050-7070-000C'

INFOSEND, INC
Payable Type
Account Number
Invoice
700-4050-7068-0000
700-4050-7068-0000

CONTINGENCY COSTS

0.00 790.07 APAD07589
Discount Amount Payable Amount
Distribution Amount

0.00 790.07
169.23
296.39
324.45

0.00 10,266.81 APA007590
Discount Amount Payable Amount
Distribution Amount
Rental Generator-402KVA/ 322
50 4/0 Camlock Cable -8x
4/0 Camlock Femail Tails - 8x
4/0 Camlock Male Tails - 8x
Polaris Connectors 8x
Damage Waiver Fee

0.00 10,266.81
7,322.69
827.52
344.80
344.80
172.40
1,254.60
03/28/2024 Virtual Payment 0.00 6,453.74 APA007591
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/21/2024 WWTP CHEMICALS 0.00 6,453.74
SPECIAL DEPT SUPPLIES FY 23/24 Sodium Hypochlorite 6,453.74 03/28/2024 Virtual Payment
Post Date Payable Description
Account Name Item Description
03/14/2024 invoice
CONTRACTUAL SERVICES invoice
CONTRACTUAL SERVICES invoice
ORANGE COUNTY WINWATER WORKS 03/28/2024 Virtual Payment Payable Type Post Date Payable Description
Account Number Account Name Item Description
Invoice 03/21/2024 invoice
700-4050-7089-0000 BRINE LINE MAINTENANC invoice
0,00 2,692.37 APA007592
Discount Amount Payable Amount
Distribution Amount

0.00 2,692.37
193.78
2,498.59
0,00 413.76 APA007593
Discount Amount Payable Amount
Distribution Amount

0.00 413.76
413.76
3/29/2024 11:42:35 AM

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Page 8 of 15 ends

Date Range: 03/23/2024 -03/29/2024
2457
Payable #
Check Report
Vendor Number
3652
Payable #
23616473
23619436
23619439
23622427
23622430
23622434
Vendor Name
Payment Date Payment Type
PRUDENTIAL OVERALL SUPPLY 03/28/2024 Virtual Payment
Payable Type Post Date Payable Description
Account Name Item Description
03/14/2024 Transit Uniform Rental and Laundering Se
UNIFORMS Uniform Laundering & Rental Sv
Account Number
Invoice
750-7300-7065-0000
Invoice
750-7100-7065-0000
750-7400.7065-0000
750-7600-7065-0000
750-7800-7065-0000
750-7900-7065-0000
750-8000-7065-0000
750-8100-7065-0000
750-8200-7065-0000
750-8300-7065-0000
Invoice
750-7300-7065-0000
Invoice
750-7100-7065-0000
750-7400-7065-0000
750-7600-7065-0000
750-7$00-7065.0000
750-7900-7065-0000
750-8000-7065-0000
750-8100-7065-0000
750-8200-7065-0000
750-8300-7065-0000
Invoice
750-7300-7065-0000
Invoice
700-4050-7065-0000
700-4051-7065-0000
03/14/2024 Transit Uniform Rental and Laundering Se
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv

UNIFORMS

UNIFORMS
03/14/2024 Transit Uniform Rental and Laundering Se
UNIFORMS Uniform Laundering & Rental Sv
03/21/2024 Transit Uniform Rental and Laundering Se
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv

UNIFORMS

UNIFORMS
Discount Amount Payment Amount

0.00 551.64
Discount Amount Payable Amount
Distribution Amount

0.00 56.47

56.47 03/21/2024 Transit Uniform Rental and Laundering Se UNIFORMS Uniform Laundering & Rental Sv
03/21/2024 WW - PRUDENTIAL UNIFORMS

UNIFORMS WW - PRUDENTIAL UNIFORMS

UNIFORMS COLLECTIONS - PRUDENTIAL UN
2026 SECURITY SIGNAL DEVICES,
Payable # Payable Type
Account Number
5-01117922 Invoice
700-4051-7087-007A
2344 STATE WATER RESOURCES
Payable 4 Payable Type
Account Number
WD -0234824 Invoice
700-4050-7022-0000
4894
Payable #
90415782
INC 03/28/2024 Virtual Payment
Post Date Payable Description
Account Name item Description
03/14/2024 Security System Maintenance
SECURITY SERVICES Security System Maintenance
CONTROL BOARD 03/28/2024 Virtual Payment
Post Date Payable Description
Account Name Item Description
03/14/2024 invoice
LICENSE, PERMITS, FEES invoice

TOSHIBA INTERNATIONAL CORPORATION
Payable Type Post Date
Account Number
Invoice
710-0000-8030-0000
Account
03/14/2024

CAPITAL
90417379 Invoice 03/21/2024
710-0000-S030-0000 CAPITAL
TYLER WORKS - TECHNOLOGIES 03/28/2024 Virtual Payment
Payable Type Post Date Payable Description
Account Number Account Name Item Description
025-455116 Invoice 03/21/2024 Web Hosting from Tyler
100-1230-7071-0000 SOFTWARE Web Hosting from Tyler
03/28/2024 Virtual Payment
Payable Description
Name Item Description
Toshiba Flow Meters
IMPROVEMENT LF622FAC211E 120 vac, Remote
Toshiba Flow Meters
IMPROVEMENT LF622FAC211E 120 vac, Remote

0.00 0.00

0.00 129.67

8.01 30.95

26.69 8.00

16.01 8.00

8.00 8.00

16.01 56.47

56.47 129.67

8.01 30.95

26.69 8.00

16.01 8.00

8.00 8.00

16.01 56.47

56.47 122.89

78.20 44.69
Number
APA007594

0.00 1,810.10 APA007595
Discount Amount Payable Amount
Distribution Amount

0.00 1,810.10
1,810.10

0.00 3,746.00 APA007596
Discount Amount Payable Amount
Distribution Amount

0.00 3,746.00
3,746.00

0.00 11,743.27 APA00759 i
Discount Amount Payable Amount
Distribution Amount

0.00 1,679.63
1,679.63

0.00 10,063.64
10,063.64

0.00 50.00 APAD0759
Discount Amount Payable Amount
Distribution Amount

0.00 50.00

50.00 3/29/2024 11:42:35 AM

Page 16 of 2522 ends

Page 9 ends

Check Report
Vendor Number Vendor Name
2460 ULINE
Payable # Payable Type
Account Number
174845209 Invoice
700-4050-7070-0000
3422
Payable 8
82333407
3457
Payable #
INV622441

WAXIE SANITARY SUPPLY
Payable Type
Account Number
Invoice
750-7000-7085-0000

ZONAR SYSTEMS
Payable Type
Account Number
Invoice
750-7100-7071-0000
750-7400-7071-0000
750-7600-7071-0000
750-7800-7071-0000
750-7900-7071-0000
750-8000-7071-0000
750-8100-7071-0000
750-8200.7071-0000
750-8300-7071-0000
Payment Date Payment Type
03/28/2024 Virtual Payment
Post Date Payable Description
Account Name Item Description
03/14/2024 Invoice
SPECIAL DEPT SUPPLIES Invoice
03/28/2024 Virtual Payment
Post Date Payable Description
Account Name Item Description
03/14/2024 Cleaning Supplies
BUILDING SUPPLIES/MAI Cleaning Supplies
03/28/2024 Virtual Payment
Post Date Payable Description
Account Name
03/21/2024 Zonar Systems
SOFTWARE Zonar Systems
SOFTWARE Zonar Systems
SOFTWARE Zonar Systems
SOFTWARE Zonar Systems
SOFTWARE Zonar Systems
SOFTWARE Zonar Systems
SOFTWARE Zonar Systems
SOFTWARE Zonar Systems
SOFTWARE Zonar Systems
Payment Type
Regular Checks
Manual Checks
Voided Checks
Bank Drafts
E FT's
Virtual Payments
Item Description
Date Range: 03/23/2024 -03/29/2024
Discount Amount Payment Amount

0.00 286.08
Discount Amount Payable Amount
Distribution Amount

0.00 286.08
286.08
Number
APA007599

0.00 418,48 APA007600
Discount Amount Payable Amount
Distribution Amount

0.00 418.48
418.48

0.00 567.00 APA007601
Discount Amount Payable Amount
Distribution Amount

0.00 Bank Code AP BANK WF Summary
Payable Payment
Count Count Discount Payment
12 11 0.00 11,178.26
O 0 0.00 0.00
O 0 0.00 0.00
O 0 0.00 0.00
1 1 0.00 54,478.64
95 46 0.00 104,069.38
108 58 0.00 169,726.28
567.00

51.55 103.09
128.85

51.55 51.55

25.77 51.55

25.77 77.32
3/29/2024 11:42:35 AM Page 10 of 15

Page 17 of 2522 ends

Check Report
Vendor Number Vendor Name
Bank Code: AP PY VEND WF-AP PAYROLL VENDOR - AP PAYABLES WF 3229 ICMA - RC 03/28/2024 EFT
Payable 8 Payable Type Post Date Payable Description
Account Number Account Name Item Description
IN V0002698 Invoice 03/08/2024 MSQ (%%)
DEFERRED COMPENSATI MSQ (%%)
03/08/2024 MSQ (AMT)

DEFERRED COMPENSATI
100-0000-2075-0000
INV0002699 Invoice
100-0000-2075-0000
1NV0002700 Invoice
100-0000-2075-0000
INV0002868 Invoice
100-0000-2075-0000
INV0002869 Invoice
100-0000-2075-0000
INV0002870 Invoice
100-0000-2075-0000
2264 SEIU
Payable 8 Payable Type
Account Number
INV0002695 Invoice
100-0000-2061-0000
1NV0002702 Invoice
100-0000-2061-0000
LNV0002771 Invoice
100-0000-2061-0000
INV0002866 Invoice
100-0000-2061-0000
INV0002872 Invoice
100-0000-2061-0000
Payment Date Payment Type
03/08/2024 MSQ LOAN

DEFERRED COMPENSATI
03/22/2024 MSQ (%%)

DEFERRED COMPENSATI
03/22/2024 MSQ (AMT)

DEFERRED COMPENSATI
03/22/2024 MSQ LOAN

DEFERRED COMPENSATI
Post Date
Account Name
03/08/2024 SEIU DUES
P.E.R.C. DUES & INS
03/08/2024 SEIU DUES
P.E.R.C. DUES & INS
03/14/2024 SEIU DUES
P.E.R.C. DUES & INS
03/22/2024 SEIU DUES
P.E.R.C. DUES & INS
03/22/2024 SEIU DUES
P.E.R.C. DUES & INS

MSQ (AMT)

MSQ LOAN
MSQ (%%)

MSQ (AMT)

MSQ LOAN
03/28/2024 EFT
Payable Description
Item Description

COPE - SEIU DUES

SEIU DUES

COPE - SEIU DUES

SEIU DUES
Date Range: 03/23/2024 -03/29/2024
Discount Amount Payment Amount Number

0.00 8,762.80 780
Discount Amount Payable Amount
Distribution Amount

0.00 0.00

0.00 0.00
830.96
830.96
3,413.24
3,413.24
137.20
137.20
830.96
830.96
3,413.24
3,413.24
137.20
137.20

0.00 6,765.34 781
Discount Amount Payable Amount
Distribution Amount

0.00 125.00
125.00

0.00 3,240.39
3,240.39

0.00 30.14

30.14 0.00 125.00
125.00

0.00 3,244.81
3,244.81
3/29/2024 11:42:35 AM

Page 18 of 2522 ends

Page 11 ends

Check Report Date Range: 03/23/2024 - 03/29/2024
Vendor Number Vendor Name Payment Date Payment Type Discount Amount Payment Amount Number 4522 AMERICAN FIDELITY ASSURANCE COMPANY 03/28/2024 Regular 0.00 7,765.84 112248 Payable k Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount 3/28/24 Invoice 03/28/2024 PAYROLL ADJUSTMENT 0.00 52.00 100-0000-2046-0000 AMERICAN FIDELITY VOL PAYROLL ADJUSTMENT 52.00 INV0002641 Invoice 03/01/2024 AMERICAN FIDELITY 0.00 109.00 100-0000-2046-0000 AMERICAN FIDELITY VOL AF TERM LIFE - POST 109.00 INV0002684 Invoice 03/08/2024 AMERICAN FIDELITY 0.00 425.95 100-0000-2046-0000 AMERICAN FIDELITY VOL AF ACCIDENT 425.95 INV0002685 Invoice 03/08/2024 AMERICAN FIDELITY 0.00 202.28 100-0000-2046-0000 AMERICAN FIDELITY VOL AF ACCIDENT- POST 202.28 INV0002686 Invoice 03/08/2024 AMERICAN FIDELITY 0.00 270.14 100-0000-2046-0000 AMERICAN FIDELITY VOL AF CANCER 270.14 INV0002687 Invoice 03/08/2024 AMERICAN FIDELITY 0.00 64.70 100-0000-2046-0000 AMERICAN FIDELITY VOL AF CANCER POST 64.70 INV0002688 Invoice 03/08/2024 AMERICAN FIDELITY 0.00 80.39 100-0000-2046-0000 AMERICAN FIDELITY VOL AF CRITICAL ILLNESS - POST 80.39 INV0002689 Invoice 03/08/2024 AMERICAN FIDELITY 0.00 1,467.40 100-0000-2046-0000 AMERICAN FIDELITY VOL AF DISABILITY- POST 1,467.40 INV0002690 Invoice 03/08/2024 AMERICAN FIDELITY 0.00 15.56 100-0000-2046-0000 AMERICAN FIDELITY VOL AF TERM LIFE 15.56 INV0002691 Invoice 03/08/2024 AMERICAN FIDELITY 0.00 142.71 100-0000-2046-0000 AMERICAN FIDELITY VOL AF GHI - POST 142.71 INV0002692 Invoice 03/08/2024 AMERICAN FIDELITY 0.00 210.95 100-0000-2046-0000 AMERICAN FIDELITY VOL AF TERM LIFE 210.95 INV0002693 Invoice 03/08/2024 AMERICAN FIDELITY 0.00 948.34 100-0000-2046-0000 AMERICAN FIDELITY VOL AF TERM LIFE - POST 948.34 INV0002769 Invoice 03/14/2024 AMERICAN FIDELITY 0.00 29.76 100-0000-2046-0000 AMERICAN FIDELITY VOL AF DISABILITY - POST 29.76 INV0002855 Invoice 03/22/2024 AMERICAN FIDELITY 0.00 425.95 100-0000-2046-0000 AMERICAN FIDELITY VOL AF ACCIDENT 425.95 INV0002856 Invoice 03/22/2024 AMERICAN FIDELITY 0.00 202.28 100-0000-2046-0000 AMERICAN FIDELITY VOL AF ACCIDENT - POST 202.28 INV0002857 Invoice 03/22/2024 AMERICAN FIDELITY 0.00 270.14 100-0000-2046-0000 AMERICAN FIDELITY VOL AF CANCER 270.14 INV0002858 Invoice 03/22/2024 AMERICAN FIDELITY 0.00 64,70 100-0000-2046-0000 AMERICAN FIDELITY VOL AF CANCER POST 64.70 iNV0002859 Invoice 03/22/2024 AMERICAN FIDELITY 0.00 80.39 100-0000-2046-0000 AMERICAN FIDELITY VOL AF CRITICAL ILLNESS - POST 80.39 INV0002860 Invoice 03/22/2024 AMERICAN FIDELITY 0.00 1,406.64 100-0000-2046-0000 AMERICAN FIDELITY VOL AF DISABILITY - POST 1,406.64 INV0002861 Invoice 03/22/2024 AMERICAN FIDELITY 0.00 15.56 100-0000-2046-0000 AMERICAN FIDELITY VOL AF TERM LIFE 15.56 INV0002862 Invoice 03/22/2024 AMERICAN FIDELITY 0.00 142.71 100-0000-2046-0000 AMERICAN FIDELITY VOL AF GHI - POST 142.71 INV0002863 Invoice 03/22/2024 AMERICAN FIDELITY 0.00 210.95 100-0000-2046-0000 AMERICAN FIDELITY VOL AF TERM LIFE 210.95 INV0002864 Invoice 03/22/2024 AMERICAN FIDELITY 0.00 927.34 100.0000-2046-0000 AMERICAN FIDELITY VOL AF TERM LIFE - POST 927.34 **Void** 03/28/2024 Regular
4563 AMERICAN FIDELITY ASSURANCE COMPANY FS 03/28/2024 Regular

0.00 0.00

0.00 112249
4,63534 112250
3/29/2024 11:42:35 AM Page :2 of 15

Page 19 of 2522 ends

Check Report
Vendor Number
Payable #
3/28/24
INVO0O2696
INV0002697
INV0002752
INV0002753
INVO002867
1139
Payable #
3/28/24
INV00O2694
INV00O2865
2074
Payable #
3/28/24
INVO0O2608
INV00O2642
INVO0O2701
4529
Payable #
3/28/24
INVD002703
iNV00O2873
Vendor Name
Payable Type
Account Number
Credit Memo
100-0000-2056-0000
Invoice
100-0000-2056-0000
Invoice
100-0000-2055-0000
Invoice 03/12/2024 AMERICAN FIDELITY
100-0000-2056-0000 DEPENDENT CARE SPEND AFA DEPENDENT CARE Invoice 03/12/2024 AMERICAN FIDELITY
100-0000-2055-0000 FLEX SPENDING ACCOUN AFA HEALTH F5A
03/22/2024 AMERICAN FIDELITY

FLEX SPENDING ACCOUN AFA HEALTH FSA
Invoice
100-Q0O0-2055-0000

0.00 7,585.40 112251
BEAUMONT POLICE OFFICERS ASSOCIATION 03/28/2024 Regular Discount Amount 00yable Amount Payable Type Post Date Payable Description Distribution Amount Account Name Item Description
Account Number 0.00 -1,200.00
Credit Memo 03/28/2024 PAYROLL ADJUSTMENT -,200.001
100-0000-2035-0000 C.O.P.S. DUES PAYROLL ADJUSTMENT

0.00 4,350.00
Invoice 03/08/2024 BPOA DUES 4,350.4D
100-0000-2035-0000 C.O.P.S. DUES BPOA DUES
Payment Date Payment Type
Post Date Payable Description
Account Name Item Description
03/28/2024 PAYROLL ADJUSTMENT

DEPENDENT CARE SPEND PAYROLL ADJUSTMENT
03/08/2024 AMERICAN FIDELITY

DEPENDENT CARE SPEND AFA DEPENDENT CARE
03/08/2024 AMERICAN FIDELITY

FLEX SPENDING ACCOUN AFA HEALTH FSA
Date Range: 03/23/2024 -03/29/2024
Discount Amount Payment Amount Number
Discount Amount Payable Amount
Distribution Amount

0.00 0.00

0.00 0.00
-20.83
-20.83
416.66
416.66
2,130.17
2,130.17
208.33
208.33

41.66 41.66
1,859.35
1,859.35

0.00 4,435.00
Invoice BPOA DUES 4,435.00
100-0000-2035-0000
PRE -PAID LEGAL SERVICES INC 03/28/2024 Regular
Payable Type Post Date Payable Description
Account Number Account Name Item Description
Invoice 03/28/2024 PAYROLL ADJUSTMENT
100-0000-4825-0000 MISCELLANEOUS REVENU PAYROLL ADJUSTMENT Invoice
100-0000-2045-0000
Invoice
100-0000-2045-0000
Invoice 03/08/2024 PREPAID LEGAL
100.0000-2045-0000 PRE PAID LEGAL
TEXAS LIFE INSURANCE COMPANY 03/28/2024 Regular
Payable Type Post Date Payable Description
Account Number Account Name Item Description
Invoice 03/28/2024 PAYROLL ADJUSTMENT
100-0000-4825-0000 MISCELLANEOUS REVENU PAYROLL ADJUSTMENT 03/08/2024 TEXAS LIFE INSURANCE

TEXAS LIFE VOLUNTARY TEXAS LIFE - POST
03/22/2024 TEXAS LIFE INSURANCE
03/22/2024 BPOA DUES
C.O.P.S. DUES

0.00 836.05 112252
Discount Amount Payable Amount
Distribution Amount
fl.00 0.17

0.17 Invoice
100-0040-2044-4000
Invoice
02/23/2024 PREPAID LEGAL

PRE PAID LEGAL
03/01/2024 PREPAID LEGAL

PRE PAID LEGAL

PREPAID LEGAL

0.00 0.00

0.00 417.94
417.94

12.45 12.45
405.49
405.49

0.00 2,041.20 112253
Discount Amount Payable Amount
Distribution Amount

0.00 0.10

0.00 0.00

0.10 1,020.55
1,020.55
1,020.55
3/29/2024 11:42:35 AM

Page 20 of 2522 ends

Page 13 ends

Check Report
Vendor Number Vendor Name
Payment Date Payment Type
100-0000-2044-0000 TEXAS LIFE VOLUNTARY TEXAS LIFE - POST Date Range: 03/23/2024 -03/29/2024
Discount Amount Payment Amount Number
1,020.55
Bank Code AP PY VEND WF Summary
Payable Payment
Payment Type Count Count Discount Payment
Regular Checks 39 5 0.00 22,863.43
Manual Checks 0 0 0.00 0.00
Voided Checks 0 1 0.00 0.00
Bank Drafts 0 0 0.00 0.00
EFT's 11 2 0.00 15,528.14
Virtual Payments 0 0 0.00 0.00
50 8 0.00 38,391.57
3/29/2024 11:42:35 AM Page 14 of 15

Page 21 of 2522 ends

Check Report Date Range: 03/23/2024 - 03/29/2024
All Bank Codes Check Summary
Payable Payment
Payment Type Count Count Discount Payment
Regular Checks 51 16 0.00 34,041.69
Manual Checks 0 0 0.00 0.00
Voided Checks 0 1 0.00 0.00
Bank Drafts 0 0 0.00 0.00
EFT's 12 3 0.00 70,006.78
Virtual Payments 95 46 0.00 104,069.38
158 66 0.00 208,117.85
Fund Summary
Fund
999
Name

POOLED CASH
Period
3/2024
Amount
208,117.85
208,117.85
3/29/2024 11:42:35 AM Page 15 of 15

Page 22 of 2522 ends

Accounts Payable Random Sample
P op ulation
ACH Size Sample Size
780 782 3-00 2 i
Checks
112239 112255 17-00 7
AP
007556 007601 46.00 9
ZZ9Z 40 £Z abed
*type in population size only for am ount of each type of payments Sample size calculator
Confidence Level
Population propoi
Marginal err or
population size
95%

0.5 0 .3
46 Alpha divided by : 2 .5%
Z -score 1.96
Sample size 9
Numerator 10.67
Denominator 1.232
Sample Audit
Checks 112251✓ AP C 7568L--"-
.) 112248.1 3 7559L---7 i
i 112255- - ~ J 7564Y3 5r'�i"-
j 112246: I 75519----

0.025 1p 112253 (P 7569/

1.96 5 112252,1 9 7601..-./
3 112250✓ 11 75751----
7596--
Li 7566r----

AGENDA ITEM NO.

BEAUMONT
—CAL IF n R NI A —
Wells Fargo
Printed Checks 112256-112266
ACH 783
NvoicePay APA007602-APA007639
A/P Total
Wire Transfer Citi Bank
Bank Drafts Wells Fargo
Global Payments
AuthNet Gateway

WARRANTS TO BE RATIFIED
Monday, April 8.2024
$ 26,816.68 FY 23/24
$ 37,120.79 FY 23124
$ 114,473.32 FY 23/24
$ 178,410.79
$ 14,342,289.00 CFD2021 - Fairway Canyon Project Cost
$ 1,924.21 ACH Return
$ 1,557.52 ACH Retum
$ 162.06 ACI-1 Return
$ 100.44 Deposit Item Return
$ 90.74 Deposit Item Return
$ 10,627.24 Credit Card Processing Fees - Online
$ 7,951.12 Credit Card Processing Fees- Retail
$ 69.80 Credit Card Processing Fees
1 DO HEREBY CERTIFY THIS WARRANT LIST HAS BEEN COMPILED AND PREPARED TO MEET THE DAILY OPERATIONS FOR T FISCAL YEAR JULY I, 2023 - JUNE 30, 2024 SIGNATURE:

TITLE: CITY TREASUR

SIGNATU
TITLE: FINANCE D1R

Page 24 of 2522 ends

Check Report

BEAUMONT
City of Beaumont, CA
Vendor Number Vendor Name
Bank Code; AP BANK WF-AP BANK WELLS FARGO 04/08/2024 EFT 4674 VERKPLEYSLLC
Payable # Payable Type Post Date Payable Description
Account Number Account Name Item Description
3830 Invoice 04/05/2024 Furniture
500-0000-8050-0000 FURNITURE & FIXTURES Furniture
5265
Payable #
414/24
1147
Payable #
005038-177 3/26
3993
Payable #
3864851

ANDRE GALVAO
Payable Type
Account Number
Invoice
100-0000-2500-0000
By Check Number
Date Range: 03/30/2024 - 04/08/2024
Payment Date Payment Type Discount Amount Payment Amount Number 04/08/2024 Regular
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
04/05/2024 REIMBURSEMENT FOR ESCROW002043-2 0.00 3,040.76 HELD ON DEPOSIT-PLANN REIMBURSEMENT FOR ESCROW 3,040.76

0.00 37,120.79 783
Discount Amount Payable Amount
Distribution Amount

0.00 37,120.79
37,120.79
BEAUMONT CHERRY VALLEY WATER DIST.

Payable Type Post Date
Account Number
Invoice
100-3250-7010-0000
Account Name
04/05/2024 WATER UTILITY

UTILITIES
04/08/2024 Regular
Payable Description
Item Description

WATER UTILITY
CALIFORNIA ASSOCIATION FOR COORDINATED 04/08/2024 Regular Post Date Payable Description
Account Name Item Description
04/05/2024 CALACT CONFERENCE REGISTRATION

TRAVEL, EDUCATION, TRA CALACT CONFERENCE REGISTRA

TRAVEL, EDUCATION, TRA CALACT CONFERENCE REGISTRA
Payable Type
Account Number
Invoice
750-7000-7066-0000
750-7300-7066-0000
4595 CAROLE KENDRICK 04/08/2024 Regular
Payable # Payable Type Post Date Payable Description
Account Number Account Name Item Description
4/9/24-4/12/24 Invoice 04/05/2024 PER DIEM CALED CONFERENCE 100-1350-7066-0000 TRAVEL, EDUCATION, TRA PER DIEM CALED CONFERENCE 4558 DANIEL CARATACHEA
Payable # Payable Type
Account Number
4/14/24-4/17/24 Invoice
750-7300-7066-0000
Post Date
04/08/2024 Regular
Payable Description
Account Name Item Description
04/05/2024 PER DIEM FOR CALACT EXPO

TRAVEL, EDUCATION, TRA PER DIEM FOR CALACT EXPO

0.00 3,040.76 112256

0.00 110.00 112257
Discount Amount Payable Amount
Distribution Amount

0.00 110.00
110.00

0.00 2,325.00 112258
Discount Amount Payable Amount
Distribution Amount

0.00 2,325.00
1,550.00
775.00

0.00 241.00 112259
Discount Amount Payable Amount
Distribution Amount

0.00 241.00
241.00

0.00 162.00 112260
Discount Amount Payable Amount
Distribution Amount

0.00 162.00
162.00
5266 ELISA MENDOZA
04/08/2024 Regular 0.00 168.00 112261
Payable Type Post Date Payable Description Discount Amount Payable Amount Payable # Y Yp Account Number Account Name Item Description Distribution Amount 4/14/24-4/17/24 Invoice
04/05/2024 PER DIEM FOR CALACT EXPO 0.00 168.00
750-7004-70fi6-0000
TRAVEL, EDUCATION, TRA PER DIEM FOR CALACT EXPO 168.00
5267 LAURIE ECHEVARRIA
Payable # Payable Type
Account Number
4/14/24-4/19124 Invoice
100-2090-7066-0000
4896
04/08/2024 Regular
Post Date Payable Description
Account Name Item Description
04/08/2024 PER DIEM FOR PC 832 COURSE
TRAVEL, EDUCATION, TRA PER DIEM FOR PC 832 COURSE
MATTHEW MENDOZA 04/08/2024 Regular

0.00 407,00 112262
Discount Amount Payable Amount
Distribution Amount

0.00 407.00
407.00

0.00 168.00 112263
4/10/2024 12:09:36 PM

Page 25 of 2522 ends

Page 1 ends

Check Report
Vendor Number
Payable #
Vendor Name
Payable Type
Account Number
4/14/24-4/17/24 Invoice
750-7000-7066-0000
5010
Payable #
144
2311
Payable #
4/5/24
5055
Payable #
3/22/24

OMNI PRO, INC
Payable Type
Account Number
Invoice
100-1150-7068-0000

SOUTHERN CALIFORNIA
Payable Type
Account Number
Invoice
100-3250-7010-0000
100-3250-7010-004X
100-3250-7010-0074
100-3250-7010-0070
100-3250-7010-008A
100-3250-7010-008B
100-3250-7010-008C
100-3250-7010-0080
100-3250-7010-0104
100-3250-7010-0124
100-3250-7010-014X
100-3250-7010-019A
100-3250-7010-019C
100-3250-7010-06A1
100-6050-7010-0000

TIFFANY SANTOS
Payable Type
Account Number
Invoice
100-2090-7066-0000
Date Range: 03/30/2024 - 04/08/2024
Payment Date Payment Type Discount Amount Payment Amount Number Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
04/05/2024 PER DIEM FOR CALACT EXPO 0.00 168.00
TRAVEL, EDUCATION, TRA PER DIEM FOR CALACT EXPO 168.00
04/08/2024 Regular 0.00 13,214.34 112264
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
04/05/2024 Scanning Services 0.00 13,214.34
CONTRACTUAL SERVICES Scanning Services 13,214.34
EDISON 04/08/2024 Regular
Post Date Payable Description
Account Name
04/05/2024 ELECTRIC UTILITY

UTILITIES
UTILITIES (IA 4)
UTILITIES (IA 7A)
UTILITIES (IA 7D)
UTILITIES (IA 8A)
UTILITIES (IA 8B)
UTILITIES (IA 8C)
UTILITIES (IA 8D)
UTILITIES (IA 10)
UTILITIES (IA 12)
UTILITIES (IA 14)
UTILITIES (IA 194)
UTILITIES (IA 19C)
UTILITIES (IA 641)

UTILITIES
Item Description

ELECTRIC UTILITY

0.00 6,947.81 112265
Discount Amount Payable Amount
Distribution Amount

0.00 6,947,81
3,392.67
255.02
223.66
185.04
646.30
137.25
325.34

36.13 69.44
148.88

60.67 315.15
321.03
619.93
211.30
04/08/2024 Regular 0.00 32.77 112266
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
04/08/2024 FUEL REIMBURSEMENT FUEL CARD ERRO 0.00 32.77 TRAVEL, EDUCATION, TRA FUEL REIMBURSEMENT FUEL CA 32.77 1050 AMAZON CAPITAL SERVICES 04/05/2024 Virtual Payment 0.00 Payable # Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Distribution Amount
194D-LTM3-7QW Invoice 04/05/2024 OFFICE SUPPLIES 0.00
100-1200-7025-0000 OFFICE SUPPLIES
IJPG-CVJX-4J3X Invoice 0.00
100-1200-7025-0000
1424 DIRECTV
Payable # Payable Type
Account Number
035168908X2403 Invoice
100-6000-7010-6060
1424 DIRECTV
Payable # Payable Type
Account Number
035168915X2403 Invoice
100-6000-7010-6065
1424

DIRECTV
04/05/2024 OFFICE SUPPLIES

OFFICE SUPPLIES
Item Description

OFFICE SUPPLIES

13.46 13.46

78.64 78.64

92.10 APA007602
04/05/2024 Virtual Payment 0.00 92.99 APA007603
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
04/05/2024 BUILDING UTILITY 0.00 92.99
UTILITIES- 713 W 4TH ST BUILDING UTILITY 92.99
04/05/2024 Virtual Payment 0.00 92.99 APA007604
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
04/05/2024 BUILDING UTILITY 0.00 92.99
UTILITIES - 550 CALIF AVE BUILDING UTILITY 92.99
04/05/2024 Virtual Payment

0.00 200.99 APA007605
4/10/2024 12:09:36 PM

Page 26 of 2522 ends

'a e2of

Check Report
Vendor Number
Payable #
Vendor Name
Payable Type
Account Number
057318158X2403 Invoice
100-6000-7010-6045
1424 DIRECTV
Payable # Payable Type
Account Number
051553389X2403 Invoice
100-6000-7010-6028
4359
Payable #
208
209
214
215
216
1501
Payable #
073888
Date Range: 03/30/2024 - 04/08/2024
Payment Date Payment Type Discount Amount Payment Amount Number Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
04/05/2024 BUILDING UTILITY 0.00 200.99
UTILITIES - COMMUNITY BUILDING UTILITY 200.99
04/05/2024 Virtual Payment 0.00 92.99 APA007606
Post Date Payable Description
Discount Amount Payable Amount
Account Name Item Description Distribution Amount
04/05/2024 BUILDING UTILITY 0.00 92.99
UTILITIES - CITY HALL BLD BUILDING UTILITY 92.99
DOT PHYSICALS ON THE GO 04/05/2024 Virtual Payment
Payable Type Post Date Payable Description
Account Name item Description
04/05/2024 EMPLOYEE MEDICAL SERVICE

FIRST AID EMPLOYEE MEDICAL SERVICE
04/05/2024 EMPLOYEE MEDICAL SERVICE

FIRST AID EMPLOYEE MEDICAL SERVICE
04/05/2024 Virtual Payment 0.00 8,650.98 APA007608
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
04/05/2024 Engine Replacement

0.00 8,650.98
VEHICLE MAINTENANCE Engine Core 1,939.50
VEHICLE MAINTENANCE Engine 6,711.48
Account Number
Invoice
100-3250-6019-0000
Invoice
100-3250-6019-0000
Invoice
100-3250-6019-0000
Invoice
750-8300-6019-0000
Invoice
700-4050-6019-0000
Invoice
100-3250-6019-0000

FAIRVIEW FORD
Payable Type
Account Number
Invoice
750-7400-7037-0000
750-7400-7037-0000
1533 FRONTIER COMMUNICATIONS 04/05/2024 Virtual Payment Payable # Payable Type Post Date Payable Description
Account Number Account Name Item Description
951-197-0835-05 Invoice 04/05/2024 PHONE UTILITY
700-4050-7015-0000 TELEPHONE PHONE UTILITY
700-4051-7015-0000 TELEPHONE PHONE UTILITY

0.00 500.00 APA007607
Discount Amount Payable Amount
Distribution Amount

0.00 0.00

60.00 60.00

60.00 60.00
100.00
100.00
160.00
160.00

0.00 1,213.16 APA007609
Discount Amount Payable Amount
Distribution Amount
951-769-8538-06 Invoice 04/05/2024 PHNNE UTILITY
100-1230-7015-5500 TELEPHONE - STEWART P VEHICLE MAINTENANCE 1317 OCCUPATIONAL HEALTH CENTERS 04/05/2024 Virtual Payment Payable # Payable Type Post Date Payable Description
Account Number Account Name Item Description
Invoice 04/05/2024 HIRING COST
100-1240-6050-0000 RECRUITMENT AND HIR1 HIRING COST
PARK CONSULTING GROUP INC 04/05/2024 Virtual Payment
Payable Type Post Date Payable Description
Account Number Account Name Item Description
Invoice 04/05/2024 CONTRACTUAL SERVICE
100-2150-7068-0000 CONTRACTUAL SERVICES CONTRACTUAL SERVICE 5228
Payable #
3031
SMARTHIRE 04/05/2024 Virtual Payment

0.00 0.00
1,090.00
545.00
545.00
123.16
123.16

0.00 495.00 APA007610
Discount Amount Payable Amount
Distribution Amount

0.00 495.00
495.00

0.00 6,660.00 APA007611
Discount Amount Payable Amount
Distribution Amount

0.00 6,660.00
6,660.00

0.00 301.30 APA00761:
4/10/2024 12:09:36 PM

Page 27 of 2522 ends

Page 3 ends

Check Report
Vendor Number
Payable
56233
Date Range: 03/30/2024 -04/08/2024
Vendor Name Payment Date Payment Type Discount Amount Payment Amount Number Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount Invoice 04/05/2024 HIRING COST 0.00 301.30
100-1240-6050-0000 RECRUITMENT AND HIRI HIRING COST 301.30 2360 STRADLING YOCCA CARLSON & RAUTH 04/05/2024 Virtual Payment 0.00 6,271.00 APA007613 Payable # Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount 402183 Invoice 04/05/2024 LEGAL SERVICE 0.00 2,735.50
100-1300-7068-0008 CONTRACTUAL SERVICES LEGAL SERVICE 2,735.50 405303 invoice 04/05/2024 LEGAL SERVICE 0.00 3,535.50
100-1300-7068-0006 CONTRACTUAL SERVICES LEGAL SERVICE 3,535.50 4518 THE CONVERSE PROFESSIONAL GROUP 04/05/2024 Virtual Payment 0.00 2,924.50 APA007614 Payable # Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount 22-81318-30-05 Invoice 04/05/2024 Converse Consulting - CIP 2017-009 0.00 2,924.50 500-0000-8030-0000 INFRASTRUCTURE IMPRO CIP 2017-009 - Geotechnicai Ser 2,924.50 2405 THE COUNSELING TEAM 04/05/2024 Virtual Payment 0.00 1,000.00 APA007615 Payable # Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Rem Description Distribution Amount 90980 Invoice 04/05/2024 CONTRACTUAL SERVICES 0.00 1,000.00 100-1240-7068-0000 CONTRACTUAL SERVICES CONTRACTUAL SERVICES 1,000.00 2407 THE GAS COMPANY 04/05/2024 Virtual Payment 0.00 2,661.48 APA007616 Payable # Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount 015356064104/1 Invoice 04/05/2024 BUILDING UTILITY 0.00 500.11 100-6000-7010-6061 UTILITIES - 252 W. 4TH ST. BUILDING UTILITY 428.64 700-4050-7010-6061 UTILITIES - 252 W. 4TH ST. BUILDING UTILITY 71.47 12604948096 4/1 Invoice
700-4050-7010-0000
04/05/2024 BUILDING UTILITY 0.00 2,161.37
UTILITIES BUILDING UTILITY 2,161.37
2430 TIME WARNER CABLE 04/05/2024 Virtual Payment 0.00 2,649.92 APA007617 Payable # Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount 0241971032524 Invoice 04/05/2024 PHONE UTILITY 0.00 2,649.92 100-1230-7015-6025 TELEPHONE (CITY HALL} PHONE UTILITY 2,649.92 2430 TIME WARNER CABLE 04/05/2024 Virtual Payment 0.00 60.35 APA007618 Payable # Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount 0014188032024 Invoice 04/05/2024 PHONE UTILITY 0.00 60.35 100-1230-7015-6055 TELEPHONE (MAPLE AVE) PHONE UTILITY 60.35 2430 TIME WARNER CABLE 04/05/2024 Virtual Payment 0.00 1,161.30 APA007619 Payable # Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount 13099660103212 Invoice 04/05/2024 PHONE UTILITY 0.00 1,161.30 100-2050-7057-0000 RADIOCOMMUNICATION PHONE UTILITY 1,161.30 2484 VERIZON 04/05/2024 Virtual Payment 0.00 8,467.02 APA007620 Payable # Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount 9959934561 Invoice 04/05/2024 PHONE UTILITY 0.00 2,047.44 100-1230-7015-0000 TELEPHONE PHONE UTILITY 2,047.44
9960164481 Invoice 04/05/2024 PHONE UTILITY
100-1230-7015-0000 TELEPHONE PHONE UTILITY
700-4050-7015-0000 TELEPHONE PHONE UTILITY

0.00 6,419.58
5,439.20
313.80
4/10/2024 12:09:36 PM Pace 4 of 9

Page 28 of 2522 ends

Check Report
Vendor Number
Vendor Name
700-4051-7015-0000
750-7000-7015-0000
Payment Date

TELEPHONE

TELEPHONE
1050 AMAZON CAPITAL SERVICES
Payable # Payable Type Post Date
Account Number Account
16C3-49LT-XCFC Invoice 04/04/2024
700-4050-7070-0000 SPECIAL
1MM6-RRQ6-CLL Invoice
700-4051-7070-0000
700-4051-7070-0000
1080 ARAMARK
Payable # Payable Type
Account Number
105831820 Invoice
100-2050-7025-0000
4533
Payable
14978
ARROWHEAD FENCE, INC.

Payable Type
Account Number
Invoice
760-0000-8014-0000
04/04/2024

SPECIAL

SPECIAL
Post Date
Accoun
03/28/2024
OFFICE
Payment Type

PHONE UTILITY

PHONE UTILITY
04/05/2024 Virtual Payment
Payable Description Discount Amount Payable Amount
Name Item Description Distribution Amount
DEPT SUPPLIES 0.00 213.19
DEPT SUPPLIES DEPT SUPPLIES 213.19
Date Range: 03/30/2024 -04/08/2024
Discount Amount Payment Amount Number
339.96
326.62
invoice
DEPT SUPPLIES invoice
DEPT SUPPLIES invoice

0.00 2,508.28 APA007621

0.00 2,295.09
1,530.05
765.04
04/05/2024 Virtual Payment

0.00 271.29 APA007622
Payable Description Discount Amount Payable Amount
t Name Item Description Distribution Amount
Office Supplies 0.00 271.29
SUPPLIES Office Supplies 271.29
04/05/2024 Virtual Payment
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
5,600.00
03/26/2024 Captured Invoice from ARROWHEAD FEN 0.00 5,600.00 BUILDING IMPROVEMEN Captured invoice from ARROWH
4953 COUNTY OF RIVERSIDE - PSEC 04/05/2024 Virtual Payment Payable # Payable Type Post Date Payable Description
Account Number Account Name Item Description
PE0000001597 invoice 03/28/2024 PSEC Radio Lease
100-2050-7057-0000 RADIO COMMUNICATION PSEC Radio Lease 1518 FLYERS ENERGY
Payable # Payable Type
Account Number
CFS-3786855 Invoice
750-7600-7050-0000
750-7800-7050-0000
750-7900-7050-0000
750-8300-7050-0000
1553
Payable #
027401938
1643
GALLS INC.

Payable Type
Account Number
Invoice 04/04/2024 UNIFORMS
100-2050-7065-0000
04/05/2024 Virtual Payment
Post Date Payable Description
Account Name Item Description
03/28/2024 Fuel Expense
FUEL Fuel Expense
FUEL Fuel Expense
FUEL Fuel Expense
FUEL Fuel Expense
04/05/2024 Virtual Payment
Post Date Payable Description
Account Name Item Description

HUNTINGTON COURT
Payable # Payable Type
Account Number
34855 chk 2 Invoice
100-2050-7068-0000
34874 chk 2 Invoice
100-2050-7068-0000
34918 chk 2 invoice
100-2050-7068.0000
34938 chk 2 Invoke
100-2050-7068-0000
35556
Invoice
100-2050-7068-0000

CITY UNIFORMS UNIFORMS

0.00 5,600.00 APA007623

0.00 22,268.54 APA007624
Discount Amount Payable Amount
Distribution Amount

0.00 22,268.54
22,268.54

0.00 2,236.56 APA007625
Discount Amount Payable Amount
Distribution Amount

0.00 2,236.56
461.13
533.12
403.80
838.51

0.00 70.69 APA007626
Discount Amount Payable Amount
Distribution Amount

0.00 70.69

70.69 REPORTERS & TRANSCRI 04/05/2024 Virtual Payment

0.00 1,880.91 APA007627
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/28/2024 Huntington Transcription Servcies for FY 2 0.00 331.26 CONTRACTUAL SERVICES Huntington Transcription Servci 331.26 03/28/2024 Huntington Transcription Servcies for FY 2

0.00 CONTRACTUAL SERVICES Huntington Transcription Servci 03/28/2024 Huntington Transcription Servcies for FY 2

0.00 CONTRACTUAL SERVICES Huntington Transcription Servci 423.64
423.64
172.23
172.23
179.66
179.66
774.12
774.12
4/10/2024 12:09:36 PM

Page 29 of 2522 ends

Page 5 ends

Check Report
Vendor Number Vendor Name
3976 METRO EXPRESSLANES
Payable # Payable Type
Account Number
1202028805788 Invoice
100-2050-7053-0000
5029
Payable #
166

MICHELLE COLEY
Payable Type
Account Number
Invoice
100-2050-7068-0000
2009 O'REILLY AUTO PARTS
Payable # Payable Type
Account Number
2678-180855 Invoice
100-2050-7037-0000
3652
Payable #
23619443
236194432
23625383
23625390

PRUDENTIAL OVERALL
Payable Type
Account Number
Invoice
700-4050-7065-0000
Invoice
700-4051-7065-0000
Invoice
750-7100-7065-0000
750-7400-7065-0000
750-7600-7065-0000
750-7800-7065-0000
750-79_00-7065-0000
750-8000-7065-0000
750-8100-7065-0000
750-8200-7065-0000
750-8300-7065-0000
Invoice
700-4050-7065-0000
700-4051-7065-0000
2091 PURCHASE POWER
Payable 4 Payable Type
Account Number
8000-9000-0779- Invoice
100-2050-7025-0000
2098
Payable #
37207290
5044
Payable #
BEA-202-5
3332

QUILL CORPORATON
Payable Type
Account Number
Invoice
750- 7000-7025-0000
Payment Date Payment Type
04/05/2024 Virtual Payment
Post Date Payable Description
Account Name Item Description
03/28/2024 Fee
PERMITS, FEES AND LICE Fee
Date Range: 03/30/2024.04/08/2024
Discount Amount Payment Amount Number

0.00 8.55 4PA007628
Discount Amount Payable Amount
Distribution Amount

0.00 8.55

8.55 04/05/2024 Virtual Payment 0.00 250.00 APA007629
Post Date Payable Description Discount Amount Payable Amount Account Name Item Description Distribution Amount
03/28/2024 Hiring Cost 0.00 250.00
CONTRACTUAL SERVICES Hiring Cost 250.00
04/05/2024 Virtual Payment
Post Date Payable Description
Account Name
03/29/2024 Captured Invoice

VEHICLE MAINTENANCE
Item Description

VEHICLE MAINTENANCE
SUPPLY 04/05/2024 Virtual Payment
Post Date Payable Description
Account Name Item Description
03/14/2024 WW - PRUDENTIAL UNIFORMS

UNIFORMS WW - PRUDENTIAL UNIFORMS
04/04/2024 WW - PRUDENTIAL UNIFORMS

UNIFORMS COLLECTIONS - PRUDENTIAL UN
03/28/2024 Transit Uniform Rental and Laundering Se

UNIFORMS

UNIFORMS
03/28/2024

UNIFORMS

UNIFORMS
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv
Uniform Laundering & Rental Sv

WW - PRUDENTIAL UNIFORMS

COLLECTIONS - PRUDENTIAL UN
04/05/2024 Virtual Payment
Post Date Payable Description
Account Name
03/21/2024 Office Expense

OFFICE SUPPLIES
Item Description
Office Expense
04/05/2024 Virtual Payment
Post Date Payable Description
Account Name
02/29/2024 Office Supplies
OFFICE SUPPLIES Office Supplies

TOM DODSON & ASSOCIATES
Payable Type
Account Number
Invoice
710-0000-7068-0000

TURBODATA SYSTEMS
Item Description
04/05/2024 Virtual Payment
Post Date Payable Description
Account Name Item Description
03/28/2024 Adaptive Management and Mitigation Pla
CONTRACTUAL SERVICE Adaptive Management and Mill
04/05/2024 Virtual Payment

0.00 77.47 APA007630
Discount Amount Payable Amount
Distribution Amount

0.00 77.47

77.47 0.00 372.25 APA007631
Discount Amount Payable Amount
Distribution Amount

0.00 76.17

0.00 0.00

0.00 i

43.52,
4352
129.67

8.01 30.95

26.69 8.00

16.01 8.00

8.00 8.00

16.01 122.89./

78.20 44.69

0.00 252.58 APA007632
Discount Amount Payable Amount
Distribution Amount

0.00 252.58
252.58

0.00 71.10 APA007633
Discount Amount Payable Amount
Distribution Amount

0.00 71.10

71.10 0.00 17,142.00 APA007634
Discount Amount Payable Amount
Distribution Amount

0.00 17,142.00
17,142.00

0.00 96.98 APA007635
L,/10/2024 12:09:36 PM
=ace G ." `?

Page 30 of 2522 ends

Check Report
Vendor Number
Payable #
4992
Payable #
51944939
4574
Payable #
invoice
700-4050-7070-0000
UNIVERSAL PROCUREMENT INC. 04/05/2024 Virtual Payment
Payable Type Post Date Payable Description
Account Number
Account Name Item Description
Invoice 03/28/2024 Uniforms
1002050-7065-0000 C1TY UNIFORMS Uniforms
4477 WESTBOUND COMMUNICATIONS, INC 04/05/2024 Virtual Payment Payable # Payable Type T e Post Date Payable Description Account Number Account Name Item Description
Invoice 02/29/2024 DC Marketing Materials
100-1210-7068-0000 CONTRACTUAL SERVICES DC Marketing Mater 2556 XYLEM WATER SOLUTIONS, INC 04/05/2024 Virtual Payment Payable # Payable Type Post Date Payable Description Account Number Account Name Item Description 3556015127 Invoice 03/28/2024 700-4051-7070-0000
SPECIAL DEPT SUPPLIES 700-4051-7070-0000
Payment Date Payment Type
Payable Description
Item Description
Vendor Name
Payable Type Post Date
Account Number Account Name
Invoice 03/28/2024 Office Supplies
100-2050-7025-0000 OFFICE SUPPLIES Office Supplies
UNIVAR SOLUTIONS USA, INC 04/05/2024 Virtual Payment
Payable Type Post Date Payable Description
Account Number Account Name Item Description
03/28/2024 Invoice
SPECIAL DEPT SUPPLIES Invoice
700-4051-7070-0000
Payment Type
Regular Checks
Manual Checks
Voided Checks
Bank Drafts
EFT's
Virtual Payments
Bank Code AP BANK WF Summary
Payable Payment
Count Count
11 11
0 0
0 0
0 0
1 1
56 38
68 50
Date Range: 03/30/2024 • 04/08/2024
Discount Amount Payment Amount Number
Discount Amount Payable Amount
Distribution Amount

0.00 96.98

96.98 0.00 1,695.18 APA007636
Discount Amount Payable Amount
Distribution Amount
0,00 1,695.18
1,695.18

0.00 2,249.25 APA007637
Discount Amount Payable Amount
Distribution Amount

0.00 2,249.25
2,249.25
als

0.00 12,600.00 APA007638
Discount Amount Payable Amount
Distribution Amount

0.00 12,600.00
12, 600.00

0.00 1,233.62 APA007639
Discount Amount Payable Amount
Distribution Amount

0.00 1,233.62
1,233.62
Discount

0.00 0.00

0.00 Payment
26,816.68

0.00 0.00

0.00 37,120.79
114,473.32
178,410.79
4/10/2024 12:09:36 PM

Page 31 of 2522 ends

Page 7 ends

Check Report Date Range: 03/30/2024 - 04/08/2024
Vendor Number Vendor Name Payment Date Payment Type Discount Amount Payment Amount Number Bank Code: AP PY VEND WF-AP PAYROLL VENDOR - AP PAYABLES WF 1599 GUARDIAN LIFE INSURANCE 03/31/2024 Bank Draft 0.00 1.00 DFT0005232 Payable # Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount INV0002705 Invoice 03/08/2024 GUARDIAN 0.00 1.00
100-0000-2043-0000 BASIC TERM LIFE BASIC TERM LIFE 1.00 1599 GUARDIAN LIFE INSURANCE 03/31/2024 Bank Draft 0.00 Payable # Payable Type Post Date Payable Description Discount Amount Payable Amount Account Number Account Name Item Description Distribution Amount INV0002875 Invoice 03/22/2024 GUARDIAN 0.00 1.00
100-0000-2043-0000 BASIC TERM LIFE BASIC TERM LIFE 1.00 Bank Code AP PY VEND WF Summary
Payable Payment
Payment Type Count Count Discount Payment
Regular Checks 0 0 0.00 0.00
Manual Checks 0 0 0.00 0.00
Voided Checks 0 0 0.00 0.00
Bank Drafts 2 2 0.00 2.00
EFT's 0 0 0.00 0.00
Virtual Payments 0 0 0.00 0.00
2 2 0.00 2.00

1.00 DFT0005249
4/10/2024 12:09:35 PM Page 8 of 9

Page 32 of 2522 ends

Check Report
Date Range: 03/30/2024 -04/08/2024
All Bank Codes Check Summary
Payable Payment
Payment Type Count Count Discount Payment
Regular Checks 11 11 0.00 26,816.68
Manual Checks 0 0 0.00 0.00
Voided Checks 0 0 0.00 0.00
Bank Drafts 2 2 0.00 2.00
EFT's 1 1 0.00 37,120.79
Virtual Payments 56 38 0.00 114,473.32
70 52 0.00 178,412.79
Fund Summary
Fund Name Period Amount
999 POOLED CASH 3/2024 2.00
999 POOLED CASH 4/2024 178,410.79
178,412.79
4/10/2024 12:09:36 PM Page 9 of 9

Page 33 of 2522 ends

Accounts Payable Random Sample
*type in population size only for amount of each type of payments Population
A CH Size S ample Siz e
783 783 1.00 1
Checks
112256 112266 11.00 5
AP
007602 007639 38.00 8
ZZSZ Jo 17£ abed
Sample size calculator
Confidence Level
Population propoi
Marginal error
population size
95%

0.5 0.3
38 Alpha divided by: 2 .5%
Z -score 1.96
Sample size 8
Numerator 10.67
Den ominator 1.281

0.025
1 .96
Sample Audit
Checks) 112269 -----AP
11226q -
112263L -
112264 N plc)
1122621/
7631t—
7615)
7624--
7629
3 76181:-----
7626----

BEAUMONT
-G A L I F O R N

CITY COUNCIL CLOSED & REGULAR SESSION

MINUTES
April 2, 2024
Closed Session: 5:00 PM Regular Meeting: 6:00 PM
550 E. Sixth Street, Beaumont, CA

CLOSED SESSION
A. CALL TO ORDER at 5:01 p.m.

Present: Mayor Fenn, Mayor Pro Tem Lara, Council Member Voigt, Council Member White, Council Member Martinez
B. PUBLIC COMMENTS REGARDING CLOSED SESSION
No comments.

B.1 Public Employee Performance Evaluation Pursuant to Government Code 54957.

Title: City Manager.

No reportable action.

B.2 Conference with labor negotiators pursuant to Government Code Section 54957.6.

Agency designated representatives: David Fenn and Jessica Voigt.

Unrepresented employee: City Manager.

No reportable action.

B.3 Conference with Legal Counsel Regarding Anticipated/Existing Litigation Pursuant to Government Code Section 24956.9(d)(1) and/or (2) and/or (3) Worker's Compensation Case No. 4A2302WFRNF-0001
1

Page 35 of 2522 ends

No reportable action.

B.4 Conference with Legal Counsel Regarding Anticipated/Existing Litigation Pursuant to Government Code Section 24956.9(d)(1) and/or (2) and/or (3) Worker's Compensation Case No. 4A2208Q9L56-0001t
No reportable action.

B.5 Conference with Real Property Negotiators Pursuant to Government Code Section 54956.8
Property: APN's 422-170-008, 422-060-016, 017, 018 and a portion of 422-170-005
Agency Negotiator: City Manager Elizabeth Gibbs or her designee.

Negotiating Parties: City of Beaumont as potential purchaser and JRT BP 1, LLC as potential seller.

Under Negotiation: Price and terms.

No reportable action.

C. ADJOURNMENT TO CLOSED SESSION

REGULAR SESSION
D. CALL TO ORDER at 6:58 p.m.

Mayor Fenn, Mayor Pro Tem Lara, Council Member Voigt, Council Member White, Council Member Martinez
Report out from Closed Session: see above
Action on any Closed Session Items
Action of any Requests for Excused Absence
Invocation
Pledge of Allegiance
Adjustments to the Agenda
Conflict of Interest Disclosure
E. ANNOUNCEMENTS / RECOGNITION / PROCLAMATIONS /

CORRESPONDENCE
E.1 Community Calendar Presentation
F. PUBLIC COMMENT PERIOD (ITEMS NOT ON THE AGENDA)
2

Page 36 of 2522 ends

R. Roy - Spoke regarding funding for the Potrero Interchange and asked for a funding breakdown and suggested designs.

Motion by Council Member Voigt
Second by Mayor Fenn
To approve items G1 - G4.

Approved by a unanimous vote.

G.1 Ratification of Warrants
Ratify Warrants dated:

March 15, 2024
March 22, 2024
G.2 Approval of Minutes
Approve Minutes dated:

March 19, 2024
March 20, 2024
G.3 Offer of Dedication for Public Water — W. Fourth Street and Prosperity Way
A Resolution of the City of Beaumont Authorizing the Mayor to Accept the Offer of Dedication for the northeastern corner of W. Fourth Street and Prosperity Way for Public Water Purposes.

Waive the full reading and adopt by title only, "A Resolution of The City of Beaumont Authorizing the Mayor to Accept the Offer of Dedication for Fourth Street and Prosperity Way for Public Water Purposes;" Approve the Certificate of Acceptance and record the Offer of Dedication documents with the Riverside County Clerk Recorder's Office.

G.4 Performance Bond Exoneration
Performance and payment bond exoneration for sewer improvements associated with Tract Map No. 31469-1 and storm drain improvements associated with Tract No. 34862.

Authorize City staff to issue a Bond Exoneration Letter for Performance and Payment Bonds and Accept Maintenance Bonds for (Project / Bond Number / Improvement / Maintenance Bond Number):
3

Page 37 of 2522 ends

• Tract Map No. 31469-1 / 929598695 / Sewer / 929598695-M • Tract Map No. 34862 / 82191975 / Drain / 82191975-M
G.5 Travel Expense Authorization per Beaumont Travel Expense and Reimbursement Policy
Authorization of travel expenses for Council Member Julio Martinez to attend with hotel accommodations at the Southern California Association of Governments General Assembly Meeting.

Abstain: Martinez
Approved by a 4-0 vote.

Motion by Council Member Voigt
Second by Mayor Fenn
Direction to staff on the request presented.

H. YOUTH COUNCIL REPORT
Beaumont Youth Council Report Out and City Council Direction Next meeting will be April 9, 2024.

I. PUBLIC HEARINGS
J. ACTION ITEMS
Approval of all Ordinances and Resolutions to be read by title only.

J.1 Adoption of an Updated Strategic Communication Plan for 2023-2026 At the December 19, 2023, regular meeting of the City Council, staff presented a revised Strategic Communication Plan. During this presentation the City Council expressed some changes to Appendix A which are reflected in the attached revised plan.

Motion by Mayor Fenn
Second by Council Member Martinez
Adopt the Strategic Communication Plan for 2023-2026 with the recommended changes.

Approved by a unanimous vote
J.2 Award of Contract to Synagro West LLC to Provide Sludge Hauling Services for the Wastewater Treatment Plant
4

Page 38 of 2522 ends

Award a three-year contract at the rate of $63.37 per ton with an annual CPI adjustment.

Motion by Council Member White
Second by Council Member Voigt
Award a services contract with Synagro West LLC for a term of three years with an option to extend for two additional years at a rate of $63.37/ton with an annual CPI.

Approved by a unanimous vote
J.3 City of Beaumont Travel Expense and Reimbursement Policy Review the draft updated Travel Expense and Reimbursement Policy and provide staff feedback.

Motion by Mayor Pro Tem Lara
Second by Council Member White
To approve the Travel Expense and Reimbursement Policy with recommended changes.

Approved by a unanimous vote
J.4 Contracts for Special Counsel Services
Review contract extensions and new contracts for special counsel services.

Motion by Council Member White
Second by Mayor Pro Tem Lara
Authorize the City Manager to execute contracts with the following four (4) firms:

1. Burke, William & Sorensen, LLP

2. Liebert Cassidy Whitmore

3. Manning & Kass

4. Somach Simmons & Dunn
Approved by a unanimous vote
J.5 Review and Provide Direction on the Fiscal Year 2024/2025 — 2026/2027 Table 4 Drafts
Short Range Transit Plan Table 4, 4.1, and 4.2 Drafts.

R. Roy - Suggested a desert commuter link.
5

Page 39 of 2522 ends

Reviewed and provided direction on the Fiscal Year 2024/2025 — 2026/2027 Table 4 Drafts.

J.6 Update and Discussion on Zoning Code Update and Design Standards Zoning Code and Design Standards update and discussion on timing of design standards process. Target #5, Goal #1 Create Design Guidelines and Target #3, Goal #6 Revisit the City's Municipal Codes and Zoning.

Capital Improvement Project (CIP) CD -04.

Discussion and direction to draft an interim policy with the Planning Commission.

J.7 International Council of Shopping Centers (ICSC) Annual Conference Attendance
Mayoral appointment of two Council Members to attend the International Council of Shopping Centers (ICSC) annual conference.

Mayoral appointment of Council Member White and Council Member Voigt to attend the International Council of Shopping Centers (ICSC) annual conference.

K. LEGISLATIVE UPDATES AND DISCUSSION
L. ECONOMIC DEVELOPMENT UPDATE
Next meeting with be April 10, 2024.

M. CITY TREASURER REPORT
No report.

N. CITY CLERK REPORT
No report.

O. CITY ATTORNEY REPORT
Update on current litigation.

P. CITY MANAGER REPORT
6

Page 40 of 2522 ends

R. COUNCIL REPORTS
Martinez - Attended the Cal Cities water quality meeting, no quorum at the Youth Council meeting, the BCVWD meeting and RCA meeting.

Voigt - Thanked the team that competed in the Baker to Vegas race.

Lara - Attended the WRCOG meeting, thanked grounds and maintenance for the work at the Sports Park.

White - Attended the BCVWD meeting.

Fenn — Attended the VFW award ceremony.

Q. FUTURE AGENDA ITEMS
• Assessment for the need for additional community center(s) (Future) • Annexation Agreement with the County (Future)
S. ADJOURNMENT at 8:39 p.m.

The next regular meeting of the Beaumont City Council, Beaumont Financing Authority, the Beaumont Successor Agency (formerly RDA), the Beaumont Utility Authority, the Beaumont Parking Authority and the Beaumont Public Improvement Agency is scheduled for Tuesday April 16, 2024, at 6:00 p.m. unless otherwise posted.
7

Page 41 of 2522 ends

BAUME ONTA -C A L I F O R N I
Staff Report
TO: City Council
FROM: Nicole Wheelwright, Deputy City Clerk
DATE April 16, 2024
SUBJECT: Records Retention Update
Description Re -adoption of Records Retention Schedule to include recent updates.

Background and Analysis:

On October 2, 2018, the City Council adopted an updated Records Retention Schedule to provide guidance in the maintenance of City records and the destruction thereof once they have met the retention and authorization. Within Resolution 2018-51, adopting the retention schedule it states that minor changes are authorized with consent of the City Clerk/Deputy City Clerk, City Manager and City Attorney. Changes in total retention and/or adding new records series must be presented to the City Council prior to taking affect. Attachment B to this report shows the significant changes to the Records Retention Schedule, all of which are in compliance with current state law.

Fiscal Impact:

The cost to maintain the retention schedule with current law is $350 annually, provided by Gladwell Government Services. The cost to prepare this staff report is estimated at $125.

Recommended Action:

A. Resolution
B. Records Retention Schedule

Page 42 of 2522 ends

RESOLUTION NO. 2024 -

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

BEAUMONT, CALIFORNIA, ADOPTING A RECORDS

RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF

CERTAIN CITY RECORDS AND RESCINDING RESOLUTION
2018-51
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Beaumont; 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 State of California has adopted guidelines for retention period for various government records; and
WHEREAS, the City of Beaumont previously adopted Resolution 2018-51 for Retention of City Records;
NOW, THEREFORE, BE IT RESOLVED, that the City of Beaumont resolves as follows:

Section 1. Resolution 2018-51 is hereby rescinded.

Section 2. The records of the City of Beaumont, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk / Deputy City Clerk and City Attorney, without further action by the City Council of the City of Beaumont.

Section 4. With the consent of the City Clerk / Deputy City Clerk, City Manager, and City Attorney, minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates include changes in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned. Changes in the Total Retention and/or adding new records series must be presented to the City Council prior to taking affect.

Section 5. 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.

Page 43 of 2522 ends

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

MOVED, PASSED AND ADOPTED this 16th day of April 2024.

AYES:

NOES:

ABSTAIN:

ABSENT:

By:

David Fenn, Mayor, City of Beaumont
ATTEST:

By:

Elaine Morgan
City Clerk

Page 44 of 2522 ends

Ver . 9.0 RECORDS RETENTION SCHEDULE: ALL DEPARTMENT STANDARDS Page ALL -1
Office of Retention No. Records Description
Record
inactive
(OFR) Active (Records
(In office) Center}
Retention
Total
Retention
f Disposition Comments 1 Reference
Image; Destroy
Paper
Vital? Media l=Import after
Options WPM' Imaged &
S=Scan OC,d?
Retentions apply to the "Lead Departme nt": If you are the OFR, refer to your departme nt r ete ntio n schedule.

Retention s 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, a ndior investigatio ns susp end normal retention periods (retentio n resum es after settl em ent or completiion).

ALL DEPART MENT STANDARDS
(Used by All Departments)
Project Files (A dministrative
Files):

F Agre ements & Contracts,
dead Dept. AD -001 Correspondence„ Insurance Completion 10 years m Certifica tes; Project
01 Administration, Project
o Schedules; Certified Payrolls,
N invoices; Logs, RFP, etc.

N
N
C ompletion +
10 years
Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreeme nt); P444;344104,44,41 -
Yes: Standards -1 7 Statute
yearn:

Mag
Yes: Before Mfr . OD, SII Upon of Limitations: Contracts ' Spec's=4 years, Wrongfuli
Completi on Ppr
r
p n Death=comp. + 5 y ears,
Developers=comp. + 10 years;
CCP
§337 et. seq., GC §34090
BEAUMONT, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute witho ut prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 9.0 RECORDS RETENTION SCHEDULE: ALL DEPARTMENT STANDARDS Page ALL -2
Office of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(In office) Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Paper
Vital? Media 1=Import after
Options M= Mfr Imaged &
S=Scan QC'd?
Retention s apply to the "Le ad Departm ent". !f you are th e OFR, ref er to y our d partment retention schedule.

Retention s begin whe n the a ct is completed, and imply a full fil e folder (e.g . last document + 2 years), since destruction is normally performed by file folder. )-/OLDS: Litigation, claims, complaints, audits. public records a ct requests. and/or investigations suspend n ormal retenti on periods (rete ntion res umes alter settlement or completion).

Project Files with Grant
Funding (Administrative 10 years or
Files): After
Funding
t2ead Dept. AD-002co Agre ements & Contracts, Completion Agency Correspondence, Insurance Audit, if
rn Certificates, Project required,
O Administration. Project whichever
N Schedules, Certified Payrolls. is l ong er
N Invoices, Logs, RFP, etc.

Bids: Unsuccessful Bids,
Unsuccessful Proposals or
Lea d Dept. AD -003 Responses to RFPs (Request 2 years
for Proposals) and/or RFQs
(Request fo r Qualifications)
that don't result in a contract
Lead
(Responding) AD -004 Complaints / Concerns: from Minimum 2 Dept. Citizens years
Completion +
10 years or
After Funding
Agency Audit,
if required,
which ever is
longer
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.

Mag. Yes: Wrongful Death=comp . + 5
Yes: Before Mfr, OD, S/l
Completion Completio Upon years, Developers=comp. + 10
Ppr n 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-133; GC
§34090; GC §6546
2 years
The RFP / RFQ and the
hlfr app Sil Yes: After' successful proposal becomes
QC & OD part of the agreement or
P Ppr
p c ontract; GC §34090
City pr eference; Statute of
Limitations for personal
Mag. property, fraud, etc. is 3 years;
Ppr Claims must be filed in 6
months; CCP §§338 of scq .,
Minimum 2
years
340 et seq ., 342, GC §34090
BEAUMONT, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do riot duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 9.0 REC ORDS RETENTION SCHEDULE: ALL DEPARTMENT ST ANDARDS Page ALL -3
O ffice of Retention No . Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center}
Retention
Total
Retention
1 Disposition Comments 1 Reference
Image: Destroy
Paper
Vital? Media I=Import after
Options M=Mfr Imaged &
S=Scan OC,d?
Retentions apply to the 'Lead Department'". if y ou are the OFR . refer to your departme nt r etentio n schedule.

Retentions begin when the act is completed, and imply a f ull file folder (e .2. last d ocument + 2 years), since destruction is normally.performed by file folder.

HOLDS, Litigation, claims, complaints, audits . public records act requests , and/ or investigations suspe nd normal retentio n periods (retention resumes after settleme nt or completion), Send to
Human AD -005 Complaints Against Human
Resources Employees Resources
Copies -
Lead Dept. AD -Q06 Copies or duplicates: of any When No record Long er
Required
co Correspondence - ROUTINE
o (Content relates in a
SUBSTANTIVE way to the
o conduct of the public's
ypept. that business)
Nuthors
o cument (e.g. ..-rrma!l, Letters,
or AD -007 M emorandums, Administrative, 2 ye ars
Receives the Chronological, General Files,
Reading File , Working File s,
City's Original
Docume nt etc. }
IF the Content relates in a
Send to
Human
Resources
Mag, GC §34090.7
Ppr
slag Ppr GC §34090.7
Copies -
When No
Longer
Required
2 ye ars
l
ONLY IF the Content relates in
a substantive way to the
conduct of the public's
Mag, business; City of San Jose v.

Ppr Superior Court (Smith).
5218066, Supreme Court of
California, 2017, GC §34090
SUBSTANTIVE way to the
condu ct of the public's
business
BEAUM ONT, CA 01995-2017 Gla dwelt Governmental Serv ices, Inc. - a ll rights reserved Do not duplicate or distribute without prior written permission from GG S (909) 337-3516 Adopted: 10/2/2018

Ver. 9 .0 REC ORDS RETENTION SCHEDULE: ALL DEPART MENT ST ANDARDS Page ALL -4
Office of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments 1 Reference
Image: Destroy
Paper
Vital? Media 1=Import after
Options M=Mfr Imaged &
S=Scan QC d?
Retentions apply to the "Lead Department". if yo u are th e OFR, refer to y our departme nt rete ntion schedule.

Retentions begin when the act is completed, and imply a full file f older (e .g. last document + 2 ye ars), since destruction is normally p erformed by file folder .

OLDS: Litigation. claims. complaints. audits. p ublic record- act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Correspondence Transitory
Preliminary Drafts,
Interagency and Intra-agency
Memoranda NOT retained in
the ordinary course of business
v Content NOT Substantive, or
co
NOT made or retained for the
- purpose of preserving the
informational content for
o
3)e pt. that future reference
ra,uthors
ocument (e. g. calendars, checklists, e- When No
or AD -008 mail or social media posting, Lo nger
Receives the employee directories, flyers, Re quired
City's Original invitations, instant messaging,
Document inventories, logs, mailing lists,
meeting room registrations,
speaker cards. staff
videoconference chats. notes
When No
Longer
Required
Electronic and paper records
are categorized, filed and
retained based upon the
CONTENT of the record .

Records wh ere either the
Content relates in a
substantive way to the
conduct of the public's
business, or ARE made or
retained for the purpose of
preserving the informational
content for futur e reference
Ma ar e saved by placing them in
F g' an electronic or paper (pr oj ect)
p file folder and retained for the
applicable r etention period . If
not me nti oned here, consult
the City Attorney to determine
if a record is considered
transitory / preliminary draft.

GC §§34090, 7927.500.
7928.705.x.. ' i2.540:"; 64
and recordings, supply
inventories, telephone
messages. text messages,
transmittal letters, thank yous,
requests from other cities,
undeliverable envelopes,
visitors logs, voice mails,
webpages, etc. )
Ops. Cal. Atty . Gen . 317
(1981)} City of San Jose v.

Superior Court (Smith).

S218066. Supreme Court of
California, 2017
BEAUM ONT, CA ©1995-2017 Gladwell Governmental Serv ices, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GG S (909) 337-3516 Adopted: 10/2/2018

Ver. 9.0
RECORDS RETENTION SCHEDULE: ALL DEPART MENT STANDARDS
Page ALL -5
Office of
Record Retention No. Records Description
Inactive
(OFR) Active (Records
(in office) Center)
Retention /
Total
Retention
Disposition Comments / Reference
Image: Destroy
Paper
Vital? Media 1=Import after
Options M=Mfr Imaged &
S =Scan QC"d?
Retentions apply to the 'Lead department': if you are the OFR, refer to your departme nt 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, complain ts, audits. public records act req uests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Drafts & No tes: Drafts that When No
Lead Dept. AD -009 are revised (retain final Longer
version) Required
v
co
CD
Employees Staff M eetings:

Bead Dept. AD -010 Department Staff Meetings 2 years
-1, Agendas & Minutes (if created)
N
_____ N Grants Unsuccessful:
m ead Dept. AD -011 Applications and 2 years
Correspondence
When No
Longer
Required
As long as the drafts and notes
are not retained in the "Regular
C ourse of Business" . C onsult
M. the City Attorney to determine
p if a record is considered a
draft . GC §§34090,
7927.500.79L - .
,6254(a)-
2 years
Mag
RP�' GC §34090 et seq.
2 years
Rpr` GC §34090
BEAUMONT, CA © 1995-2017 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplica te or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 9 .0 RECORDS RETENTION SCHEDULE: ALL DEPART MENT STANDARDS Pag e ALL -6
Office of Retention No. Records Description
Record
Inactive
(O FR) Active (Records
(in office) Center)
Retention
Total
Retention
1 Disposition Comments I Reference
Image: Destroy

Vital? Media 1=Import after
Options M= Mfr Imaged &
S=Scan OC,d?
Retentions apply to the 'Lead Department" . if you are th e OFR. refer to your department retention schedule .

Retention s begin when the act is completed, and imply a full fil e folder (e .g. last document + 2 years), since destruction is normally performed by file folder . 1HQLDS: Litiga tion, claims, co mplaints. audits, p ublic records act requ ests. acrd/or inv estigati ons susp end normal retention periods (retenti on r esumes after settlement or completion) .

Grants: CDBG / Reimbursable
Claims (Successful Reports,
other records required to pass
the funding agency's audit, if After
co required) Funding
CD Agency
gad Dept. AD -012 Applications (successful), grant 2 years Audit, if o agreement, program rules, Required -
N regulations & procedures, Minimum 5
al N reports to grant funding years
N agencies, correspondence,
audit records, completion
records
When No
Lead Dept. AD -013 Misc. : Photographs, etc. Lo nger
Required
Send to
Human
Human Perso nnel Files Department Resources
AD -014
Re so urces Level: Copies Upon
Separation or
Transfer
After Funding
Agency Audit,
if required -
Minimum 5
years
Meets auditing standards;
Grants c overed 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
Mag ;grantee or subgrantee;
; &tat. ,,...• -c ici eli es pfies e
Ppr yoars;.2 CFR 200.334; 7 CFA
3016 .12; 21 CFR 1103.36 &
. 1403 .A2(b); 24 CFR 45-42,

91.105(h), 92.505, &
28 29
1570.502(a), -CF
CFR 97.42; 10 CFR 31 .12; 44
CFR 13 .12; 15 CFR 92.12;
:OMB Circular A-133; GC
§34090, GC §8546.7
When No
Longer
Required
Preliminary Drafts; destroy
Pag' unnecessary photographs . GC
p §§34090
Ensure records kept in
Before Mag, Department files comply with
City policy (all originals are
Separation Ppr sent to Human Resources); GC
sent .7
Send to
Human
Resources
Upon
Separation or§34
Transfer
BEAUM ONT, CA ©1995-2017 Gladwell Gove rnmental Serv ices, Inc. - all rights reserved Do not duplica te or distribute witho ut prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 9 .0 RECORDS RETENTION SCHEDULE: ALL DEPARTMENT STANDARDS Page ALL -7
Office of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Paper
Vital? Media 1=Import after
Options M= Mfr Imaged &
S=Scan QC'd?
Retentions apply to the "Lead Department ". If y ou 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. comjla ints, audits. public rec ords act requests, endlor investigations suspend normal retention periods (retentio n res um es after settlement or completio n).

Shred After
Incorporation
into
Lead De t. AD -015 Personnel Files Supervisor's Performance p Notes
Evaluation or
Documented
Discipline
m-
cn When No
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
y
Notes maintained in a separate
Before folder to be incorporated into
Annual Mag .

P r performance evaluation, or to
Evaluation p document progressive
discipline; GC §34090 et seq .

When No
Preliminar �Drafts (rete ntion is
placed on the record the
— photograph is used in -
E Brochure, Report. etc.): destroy_
tbad Dept. AD -015.5 Photodraphs Longer
Longer
o Required
Required
unnecessa y photographs. GC
n. )
U'
N
N Reference Materials: Po licie s,
Lead Dept. AD -016 Procedures, Flyers, Manuals, Minimum 2 etc. : Produce d by your years
Department
Reports and Studies
Lead Dept. AD -017 Historically Significant: e .g. , 10 years P Zonin g Studies
Reports and Studies NOT
Lead Dept. AD -018 Historically Significant: e. g. 10 years Annual Repo rts)
:§34090
Minimum 2
years
Department pref erence;
Mag,
Ppr superseded -e -2 -or -5 —years GC
§34090
Mag . Administratively and
Mfr, OD, Sll Yes: After Historically significant,
10 years therefore retained perman ently;
Ppr GC §34090
P
10 years
Department preference;
Information is outdated after 10
Mag, years;
Ppr If historically
pfepese-2-year6:
significant, retain permanently;
GC §34090
BEAUMONT, CA c01995-2017 Gladwell Govemmental Serv ices, inc. - all rights reserved Do not duplicate or distribute without prior written permission from GG S (909) 337-3516 Adopted: 10/2/2018

Ver . 9 .0 RECORDS RETENTION SCHEDULE: ALL DEPARTMENT STANDARDS Page ALL -8
Office of Retention No . Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
_
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Paper
Vital? Media I=Impo rt after
I Options M= Mfr Imaged &
S=Scan QC'd?
h
Retentions apply to 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).

Safety Data and Reports:

Material Safety Data Sheet
(MSDS) / Safety Data Sheet While
Nead Dept. AD -019 (SDS) Che mical Use Report Chemical In 30 years co m Form (or re cords of the Use
01 chemical / substance / agent,
iv where & when it was used)
0 1
r
cri
N
N
When No
Staff: Leave Slips / Time Off
Lead Dept. AD -020 Longer
Requests Required
Surveys /Questionnaires:

City issued
If a summary of the data is.
co mpile d, the survey forms are
Lead Dept. AD -021 co nsidered a draft or transitory 2 years record, and can be destroyed
as drafts (When No Longer
Required)
30 years
Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as a
record of the chemical /
substance / agent, where &
Mag, Yes - After when it was used is maintai ned
Mfr, OD, S for 30 years; Applies to
Ppr QC & OD 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)(1). GC
§34090
Preliminary drafts not retained
M ag .
in the Regular Course of
Ppr Business GC §34090
When No
Longer
Required
2 years
Mag,
Ppr GC §34090
BEAUMONT, CA ©1995-2017 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 9.0 RECORDS RETENTION SCHEDULE: ALL DEPART MENT STANDARDS Page ALL -9
Office of
Record Retention No. Records Description
Inactive
(O FR) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Paper
Vital? Media 1=Importafter
Options M= Mfr Imaged &
S=Scan QC'd?
Retention s apply to the " Lead Department ". if you are tale OFR. refer to your department rete ntion 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 f older.

HOLDS, Litigation. claims, complaints. audits. public records act requests, a ndior investigations susp end nomlaf retention periods (ret ention r esumes after settlement or completion).

Training:
r� All co urse records
Toad Dept. AD -022 Attendance Rosters. Outlines 2 years 3 years co and Materials; includes Ethics,
o ,Harassment Prevention. &
5 ye ars
Department preference; Ethics
& Harassment Pr eventi on
Training is 5 years; Statewide-
-y ears;
"Calif. Labor Division is required
to keep their OSHA records 7
Mag . Yes: years; EE OC/FLSAJADEA
Mfr, OD, S When (Age) requires 3 years for
Ppr Inactive pr om otion, demotion, transfer,
selection, or discharge; State
Law requires 4-2years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC
§§12946, 12960. 34090,
N 'Safe ty Training & Tailga te s
N
N
53235.2(b), 53237 .2(b)
BEAUMONT, CA ©1995-2017 Giadwell Governme ntal Serv ices, Inc_ - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 11.0
RECORDS RETENTION SCHEDULE: BUILDING, PLANNING
Page BL/PL-1
Office of
Record
Retention No.

J
HOLDS' Litigation, complaints, claims. public rec ords act r equ ests; a udits and/or investigations suspe nd normal rete nti on periods (retention resumes aft er settlement or completio n) .

BUILDING & SAFETY
CD / Building
& Safety
BLD-001
Address Assignments / Changes
/Corrections
P
P
Mfr g,
Ppr '
S / I
Yes: After

QC & OD
Department Preference; GC
§34090
CD 1 Building
Safety
BLD-002
Address Files / Building Permits
Life of
Structure
Life of
Structure
Yes (all)
ag,
Mfr OD,
Ppr
S
Y es: After

QC & OD
pormanont; CBC §106.4 .2, GC
§34090, H&S §19850
co
C19 / Building
W Sa fety
o
BLD-003
Building Permit Database
Indefinite -
Permanent
Indefinite -
Perma nent
Yes (all)
Mag
Data is interrelated; Building
Permits are required for the Life
of the Building:, GC §34090;
H&S §19850
N
cn
Building
Sa fety
BLD-004
Building Plans: Cancelled,
Expired - when no work done, or
Withdrawn
Up°n
Expiration,
Ca nce llation
or Withdrawal
Upon
Expiration,
Cancellation
or
Withdrawal
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference;
Preliminary drafts not retained
in the ordinary course of
business; CBC §104.7;
H&S§19850, GC §34090
CD / Building
& Sa fety
BLD-005
Building Plans Finagled (all NON ]
SFR): Industrial, Co mmercial, Multi
Family Dwellings, Places of Public
'Accommodation, Tena nt
Impro ve ments, Tract Homes /
Production Homes
.

P
P
`
Yes ( all)
Mag'
Mfr, OD,
Ppr
S
1 Yes: After

QC & OD
Department Preference; Law
requires for the lif e of the
building f or commercial and
common interest dwellings only;
CBC 104 .7 & 107.5,
H&S§19850, GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services. Inc. - all rights reserved do not duplicate or distribute without prior written permissio n from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 11.0
RECORDS RETENTI ON SCHEDULE: BUILDING, PLANNING
Page BUPL-2
Office of
Reco rd
I Retenti on No .

Records Description
Retention
Total
Retention
/ Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Records
Center)
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
OC d?
if the record is not listed here, refer to the Retention for All Department Sta ndards 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 . fQLQi Litigation. complain ts, claims. public records act requests audits andicr investigations suspend normal retention period s (retention res umes after settlement or completion) .

CD f Building
& Safety
-
co
m
BLD-006
Building Plans Mailed (SFR):

Single Family Residential and
APPURTENANCES (Except Tract
Homes / Production Homes)
180 days
180 days
Yes
Mag,
Mfr, OD,
Ppr
S
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 requir es 180
days from completion date;
CBC 104.7 & 107.5,
H&S§19850, GC §34090
CE/ Building
R, Safety
BLD-007
Ce rtificate of Occupancy
P
P
Mfr. OD,
Ppr
S
Yes: After

QC & OD
Department Preference; GC
§34090
r1
C ! Building
& Safety
BLD-008
Construction Notices /
Inspection Notices: When Permit
correction notices, compliance is Finalled
orders, stop work notices, etc.

When Permit
is Finalled
Mag, Ppr
Pr eliminary Drafts; GC §34090
CD / Building
& Safety
BLD-009
Energy Calculations: Title 24 /
Structural Calculations
When Permit
is Finalled
When Permit
is Finalled
Mag, Ppr
Pr eliminary drafts not retained
in the ordinary course of
business; GC §34090
CD /Building
& Safety
BLD-010
Plan Check Comments
When
Finalled
When
Finalled
Mag, Ppr
Preliminary Drafts; GC §34090
CD / Buildin g
& Safety
BLD-011
Reports: Building Activity
When No
Longer
Require d
When No
Longer
Required
Mag, Ppr
Preliminary Drafts (the database
is the original); GC §34090
CD /Building
& Safety
BLD-012
Requests & Permissions to
Receive Copies of Plans: (to and
from Architects)
2 years
2 years
Mag, Ppr
GC §34090
BEAUM ONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prio r written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 11 .0
RECORDS RETENTION SCHEDULE: BUILDING, PLANNING
Page BL/PL-3
Office of
Record
Retention No.

Records Description
Retenti on
Total
Retention
/ Disposition
Comments / Reference
(O FR)
'
i _ _
Active
(in office)
Inactive
(Records
Center)
Vital?
Media
Options
Image:

I =Imp ort
M= Mfr
S=Scan
Destroy
Paper
after
imaged &
QC d?
if the record is not listed here, refer to the Ret ention for Ail Departme nt 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_ complain ts, claims. public records act requests. audits and°or investigatiorrs suspend norms/ retention periods (retention resumes after settlement or completion)_ CD / Building
& Safety
BLD-013
Uniform Building Codes /
California Building Codes
Minimum
While
Ordinance is
in Force
Minimum
While
Ordinance is1.
in Force

Mag, Ppr
I
GC §50022.6

PLANNING
0,
, c
o c
U cu

Page 56 of 2522 ends

PL -001
'Address File / Pla nning Project
Files: Approved Permanent.

Entitlements (Includes Associated
CEQA No ticin g, Co nditio ns of
Approval, Environmental
Dete rminations, Staff Reports,
Plans)
Examples: Conditional Use
Permits (CUPs), Correspondence,
Design Review, Parcel Maps,
Planned Unit Developments
(PUD), Site Plans, Tentative
Subdivisions, Variances, Zone
Changes, etc.

Co mpletion +
2 years;
P
P
Yes
Mag .

Mfr OD
p r '
S
Yes: After

QC & OD
Department prefer ence; Final
en vironmental determinations
are required to be kept a
"reasonable period of time"; 14
CCR §15095(c); GC§§34090,
34090.7
CD /
Planning
PL -002
Annexations !Boundaries /
Consolidations / LAFCO
Completion
P
P
Mfr, OD,
Ppr
S ! I
Yes: After

QC & OD
Land Records; GC §34090
CD /
Planning
PL -003
Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
(Non -Rec ords - Census Bureau
is OFR)
BEAUM ONT, CA. ©1995-2017 Gla dwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 11 .0
REC ORDS RETENTION SCHEDULE: BUILDING, PLANNING
Page BLtPL-4
Office of
Record
Retention No.

Records Description
Retenti on
Total
Retention
1 Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Records
Center)
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
OC'd?
if the record is not listed here, refer to the Retention for All Department Standards Retentio ns begin when the act is completed, and imply a full file folder (e .g . last document + 2 years), since destr uction is norm ally perform ed by file folder .

HQ DS: Liti ation . cam faints. claims. ublic records act re-u ests. audits and/or investi atio ns sus nd normal r ete ntion _
eriods retention resumes after settl eme nt or com letion . -0 CD/
PL -003..1
Environmental Determinate •
Project
Project
S 1 I
—
Yes: After
Not all intemal c ommunications
and notes are required to be
s aved: "E -mails that do not
Environmental Impact Reports
provide insight into the prgject
(EIRs), Negative Declarations,
Categorical Excea?ions, etc.) /
or the agency"s CEQA

CEQA / NEPA
compliance with respect to the
Appr oval or
Approval or
project — are not within the
Corresponden ce a nd staff no tes
Mfr, OD .
glannina
Denial + 2
Denial + 2
QC_& OD
scope of s ection 21167 .6,.

Ppr
csi
1 v
o
N-
N
years
year s
'retained."
subdivision fe) and need not be
that provide insight into the project
Golden Door
or the agency s CEQA complia nce
Properties, LLC v. Superior
with respect to the project
Court of San Diego County
(2020) 53 CaI .Apr .5th 733;;
PRC 21167,6: GC §3409Q
CD/
Planning
PL - 004
Environmental Determinatio ns
Inside City Limits: Environmental
Impact Reports (EIRs), Negative
Declarations, etc.)
P
1 P
Mag.

Mfr, OD,
Ppr
S
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
CD /
Plannin g
PL -005 I
En vironmental Determinations
Outside City Limits:

Environmental Impact Reports
(EIRs), Negative Declarations, etc.

When No
Longer
Required
I
When No
Longer
Required
Ppr
Non -records; EIRs and Negative
Declarations within the City
Boundaries are with the project
file
BEAUMONT, CA. © 1995-2017 Gladwell Governmental Serv ices. Inc_ - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 11.0
RECORDS RETENTION SCHEDULE: BUILDING, PLANNING
Page BUPL-5
Office of
Record
Retention No.

Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Records
Center)
Total
Retention
Vital?
Media
Options
Image:

I=Import
M= Mfr
S=Scan
Destroy
Paper
after
Imaged &
QCd?
if the record is not listed here, refer to the Rete ntion for Ali D epartment Standards Reten tions begin when the act is completed, and imply a full fif e folder (e.g. last document + 2 years), since destruction is normally perform ed by file folder.

H OLDS. Litigation,
complaints. claims, public records act requ ests.
audits and/or
investigatio ns suspend normal retentio n
periods (r etention resumes aft er settlement or completio n).

CD /
Planning
!v
PL -006
General Plan, Elements and
Amendments
land Use Element. Circulation
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
City Clerk Maintains all Agenda
Packets Permanently; GC
§34090.7
(Transportation i Element. Housing
Element, Conservation Element
Open Space Element. Noise
Ele menLetc,
8 e58of2g 2
PL -006 5
Housintl PreiiminarvApplication
5 years
5 years
Mag, Ppr
Various benchmarks are placed_
Fo rm
(required for a housing
using the number of residential
de velopment proiect that includes
dwelling units on the proj ect site
residential units: form is provided ,
by California Department of
within the last five fears; GC
434090,
Housing & Community
Development
PL 007
2 2 yearsPlaffiling
#1a Rpr
6 :- 4890
year:,
, ,
etc.

CD /
Planning
PL -008
Master Plans, Specific Plans,
Land Use Plans, etc.

P
P
N1ag,
MfrPP D,
S / I
Yes: After

QC & OD
Department Preference; GC
§34090
CD (
Planning
PL -009
Materials Boards
When No
Longer
Required
When No
Longer
Required
_
Mag,
Mfr, OD,

SS / II
Yes: After
Preliminary drafts not retained
i n th e ordinary course of
business; GC §34090
& OD
Ppr
BEAUMONT, CA. ©1995-2017 G ladwell G overnmental Services. Inc . - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 11.0
RECORDS RETENTI ON SCHEDULE: BUILDING, PLANNING
Page BL/PL-6
Office of
Record
Retention No.

Records Description
Retention
Total
Retention
/ Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Records
Center)
Vital?
Media
Options
Image:
1=Import
M= Mfr
S =Scan
Destroy
Paper
after
Imaged &
QCd?
If the record is not fisted here, refer to the Rete ntion for Ali Departme nt Standards Retentions begin when the act is completed, and imply a f ull file f older (e .g. last document + 2 years), since destruction is normally performed by fil e f older. (-IOW$- Litigatio n„ complaints. claims. public records act requ ests/ audits andlor
i nvestigations s uspend normal
r ete ntion
Periods (r ete ntio n resumes after settlem ent or compl etion).

City Clerk
PL -010
Plannin g Commission Records:

All Records
Copies -
Wh en No
Long er
Required
Copies -
When No
_ Longer
Required
Mag'
Mfr, OD,
Ppr
S1
Yes: Aft er

QC & OD
City Clerk maintains originals;
GC §34090.7
CD /
.. Tanning
PL -011
Planning Project: Log of
Applications, Spreadsheet
Indefinite -
Permanent
Indefinite -
Permanent
Yes (all)
Mag
Department Preference - Data is
interrelated; GC §34090, H&S
co
cc, CD /
manning
PL -012
Preliminary Review File
When No
Long er
Required
When No
Longer
Re uir ed
Mag
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC
§34090
o CD /
Manning
N
PL -013
Special Studies
Minimum 2
years
Minimum 2
years
Mag'
APP D'
S
Yes: After

QC & OD
Department Preference; GC
§34090
N
CD /
Planning
PL -014
Temporary Use Per mits:

Temporary Encroachment Permits
/ Temporary Signs (Approved &
Unapproved)
Minimum 2
years
Minimum 2
years
Yes:

During
Event
Mag;,
Mfr , OD,
S ! I
Yes: Aft er
Department prefer ence;
GC§34090

QC & OD
Ppr
CD /
Planning
PL -015
Zoning Maps: Historically
Significant
P
P
Yes (all)
Mag'
Mfr, OD,
Ppr
S
No
Department Preference; GC
§34090 .7
CD 1
Planning
PL -016
Zoning Ordinance Amendments:

Reclassifications 1 Zone Change
P
P
Yes
Mag'
OD,
MfPp
S / I
Yes: After

QC & OD
Department Preference
(copi es); GC §34090.7
BEAUMONT, CA. ®1995-2017 G ladwell Governmental Services. Inc_ - all rights reserv ed Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 6.0 RECORDS RETENTI ON SCHEDULE: BUSINESS LICENSE & CUST OMER SERVICE Page BLCS-1
Office of Retention No. Records Description
Record
Inactive
(OFR) Active (Rec ords
(in offices Center)
Retention
Total
Retention
/ Disposition Comments 1 Reference
Image: Destr oy
Vital? Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan C1C'd?
ff the re co rd is not listed here, refer to the rete nti on for All Departm ent St andards Retentions begin when the act is completed, and imply a f ull fi e fold er (e .g . last d oc ument + 2 years). since destruction is normally performed by file f older .

HOLDS: Litiigationcomplain ts. claims. public records act requests. audits anchor investigations suspend normal retention periods (retention resumes after settlement or c ompletion) .

BUSINESS LICENSE & CUSTOMER

SERVICE
Business When No
License & BLCS-001 Bankruptcies NOT pursued Longer
Customer Required
Service
Business
Lice nse & BLCS-002 Ban kruptcies - Claim flied 10 years ! . istomer
service
(business Business License & Permit When No
ense & BLCS-003 ' Changes: Addre sses, Names Longer
Custo mer etc Required
Service
.isiness
Indefinite -
tkense & Business License & Permit —
BLCS-004 Minimum 5
When No
Longer
Requir ed
Preliminary drafts not retained
Mag, Ppr in the ordinary course of
business; GC §34090
Department Preference
Mag, Ppr (negative information remains
on credit ratings for 7 years);
GC §34090
Preliminary drafts not retained
Mag, Ppr in the ordinary course of
business; GC §34090
D ata Fields 1 Records are
interrelated; meets municipal
10 years
When No
Longer
Required
Indefinite -
—
Minimum 5
Yes Mag
governme nt auditing
Customer Database
vaars
ve;rs
standards: GC §34090
Service
Business License & Permits -
Business Inside City: Applications,
License & Change in Ownership,
Customer BLCS-005 Changes in Use - P
Se rvice Administrative Plot Plans,
Home Occupation Permits
Business Business License & Permits -
License & BLCS-006 Outside City: Applications, 5 years
Customer Change in Ownership,
Service Change s in Use
Department preference (used
for Planning / Zoning
Mag; Ppr approvals); GC §34090 et
seq.

Department preference
Mag, Ppr (meets municipal government
auditing standards); GC
§34090 et seq .

P
5 years
�.�
BEAUM ONT, CA. © 1995-2017 Gladwell Gov emmental Service s, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GG S (909) 337-3516 Adopted: 10/2/2018

Ver. 6.0 RECORDS RETENTION SCHEDULE: BUSINESS LICENSE & CUSTOMER SERVICE Page BLCS-2
Office of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(In office) Center)
Retention
-Total
Retenti on
/ Disposition Comments 1 Reference
Image: Destroy
Vital? Media I=Import Paper after
Options M -Mfr Imaged &
S Scan ❑C'd?
if the record is not listed here, refer to the Rete nti on for All Departm ent Standards Retentions begin when the act is completed, and imply a f ull ale folder (e .g. last document + 2 years) . since destruction is normally performed by fil e folder.

HOLDS: Litigation. co mplain ts. claims. public r ecords act req uests . a udits a nd/or i nvestigations suspend normal retention periods (retention resum es after settlement or completion).

Business Checks Deposited to Bank:
(City scans them for the Bank,
License & Follow Bank
Customer BLCS-007 rather than physically taking Instructions Service the checks to the bank to
deposit them. )
Business
License & Liens and Releases: Sewer
BLCS-008 P
f istomer and Trash Accounts
&ervice
business
Etense & BLCS-009 Utility Billie Se we r, Trash 2years 3years bustomerg'
ervice
siness Utility Billing Autopay
Follow Bank
Instructions
These are bank instruments,
Mag, Ppr and not City records; per
bank agreement.

Mag, Mfr. . Yes: After
GC §34090
OD . Ppr QC & OD
Department prefer ence;
Ma Ppr Meets auditing standards; GC

9. P
§34090 et seq .

Mag. Pp( GC §34090
PS
5years
2 years
rise Authorizations. Bank Drafts,_
BLCS-010 2 years
Customer ACH. Authorization for Bank
Department Preference: GC
Service 'Auto -payments
Utility Billing Landlord
Account
Business
Authorization Forrest Account-
)..icense &Tenant
BLCS-011 : Tenant's n ame on the utility Closed. No
Closed, No
Mag, Ppr
Customer
Balance
&
' bill; if Tenant doe sn't pay, Balance
Service
Landlord re spo nsible
BEAUMONT, CA. X 1995-2017 Gladwell Governmenta l Service s, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver 13 .0
RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -1
Office of Retention No. Records Description
Record
inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Vital? Media i=Import Paper after
Options M= Mfr Imaged &
S=Scan OC'd?
If the record is not listed here , refer to the Rete ntion f or Ail D epartme nt St andards Rete ntion s begin when the act is completed, and imply a full file folder (e.g . last document + 2 years), since destr uction is normally performed by file folder.

HOLDS- Litigation. complaints, claims. public records act requests, audits andlor investigations suspe nd norms/ retention periods (retentio n resumes after settlement or completi on) .

CITY CLERK
Accounts Payable Legal
5 years
Department preference;
Yes: Before Mag, Ppr
Payment 'Me ets municipal govemment
auditing standards; GC
§34090
Brown Act challenges must
be filed within 30 or 90 days
Hof action; Statute of
Mag, Ppr ,Limitations on Municipal
! Government actions is 3 - 6
months; GC §§34090,
54960.1(c)(1)
Department preference;
Mag, Mfr, Yes: After 2 `, Includes final budget and final OD, Ppr S / i years audit reports 1
GC §34090
City Clerk CC -001 5 years
Counsel: Invoices
Affidavits of Publications:
2 years
Public Hearing No tices / Legal
gity Clerk CC -002 2 ye ars
CD Advertising / Affidavits of
rn Posting
N
o
iv A genda Packets City
P
cri Council: City Council,
N
iv Redevelopment Agency,
Successor Agency, Beaumont
Conserv ation Authority,
City Cle rk CC -003 Beaumont Financing Authority, 2 years P Beaumont Parking Authority,
Beaumont Public Improvement
Authority, Beaumont Utility
Authority
BEAUMONT, CA. c 1995-2017 Gla dwell Gov ernmen tal Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 13.0
RECORDS RETENTI ON SCHEDULE: CITY CLERK
Page CC -2
Office of Retention No . Records Description
Record
inactive
Active
(OFR) (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Media 1=Import Paper after
Vital?
Options M=Mfr Imaged &
S=Scan OC'd?
If the record is not liste d Here , refer to the Retention for Al! Department Sta ndards Retentions begin when the act is completed, and imply e full file folder (e .g . l ast document + 2 years), since destructio n is normally performed by file folder .

HOLDS: Liti ationcom faints. claims. public records act re nests audits and;or invest: etions sus end normal retention eriods retenti on resumes after settlement ar c letion) .

Agenda Packets Advisory
2 years
Department prefer ence; GC
Mag, Ppr
Department Preference; All
infr astructure contracts
should be permanent for
emergency preparedness;
Statute of Limitations is 4
Yes: Before Mag, Mfr, Yes: Upon years;'10 years for Errors & Completion OD, Ppr S Completion Omissions; land records are permanent by law; CCP §337
et. seq ., GC §34090;
Contractor has retention
requirements in 48 CFR
4 .703
Bodies: All Advisory Bodies to
City Council / Planning
Commission (Ad Hoc, or
Continuing Jurisdiction), City
City Clerk CC -004 Council Subcommittees - 2 years
Finance & Audit Committee,
Economic Development
tv Committee, Capital
CO
CD Improvement Committee,
rn General Plan Task Force
co
o Agreements & Contracts
P
j Infrastructure. JPAs, M OUs.

Franchises, Settlement
N
Iv Agreements:

Example s of infrastructure :

Architects, Buildings, bridges,
covenants, development,
City Clerk CC -005 environmental, Joint Powers, Completion P MOUs, park improvements,
property & property restrictions,
redevelopmen t, reservoirs,
sewers, sidewalks, street &
alley improvements,
settlement, su bdivisions,
utilities, water, etc.

BEAUMONT, CA. 01995-2017 Gladwell Govemmental Services. Inc. - a ll rights re served Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 13 .0
RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -3
Office of Retention No . Records Description
Record
Inactive
(OI: R) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments t Reference
Image: Destroy
Vital? Media I=Import Paper after
Options M=Mfr imaged &
S=Sean QC'd?
If the reco rd is riot listed he re, refer to the Ret ention f or All Department Sta ndards 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 end orinvestigations suspend normal retention periods (retention resumes after settleme nt or completion).

Agreements & Contracts
Completion *
10 years
Department Preference;
Statute of Limitations is 4
years: 10 years for Errors &
Yes: Before Omissions; land records are
C ompletion Mag, Ppr permanent by law; CCP
§§337.337.1(a), 337 .15, 343;
GC §34090, C ontractor has
retention requirements in 48
CFR 4 .703(a)
Mag, Mfr, Yes: After : D ep artme nt preference; GC
OD, Ppr S / i QC &OD §34090
Professional Services:

Examples of Non-
City Clerk CC -006 Infrastructure : Consultants, Completion 10 years Landscaping, Painting, Slurry
Seals (Paving), Tre e Trimming,
- Leases, Personne l,
co Pro fessional Se rvice s, e tc.
aty Clerk CC -007 Articles of Incorporation P
P
o Board & Commission f
2 years
Mag, Ppr GC §34090; 2 CCR 18702 .5
Mag, Ppr GC §34090
Securities (Performanc e
Bonds, Letters of Credit,
CD's, etc .) are released after
the Notice of Completion is
Mag, Ppr 'issued and replaced with the
Warranty Bond, which is
released 1 year after the
'Notice of Completion date .

GC §34090
Ma P r Department preference; GC
g p §34090
Mag,Yes: After 'Department pref erence; GC
pPpr S / i QC &OD §34090
my Clerk CC -008 Co mmittee No tices: Maddy 2 years
cri Act Lists / Vacancy Notices
iv Board & Commission
2 years
City Cle rk CC -009 Applications: (Successful. and 2 years Unsuccessful)
Bonds; M aintenance:

Release of
Bond / Letter
of Credit
Securities (Performance Re lease of
City Clerk CC -010 Bond f Letter
Bonds. Letters of Credit, CD's, of Credit
etc')
Clerk Filing System: (if Minimum 2
Minimum 2
years
City Cle rk CC-011City
not identified elsewhere) years
City Council. Board &
P
City Cle rk CC -012 Commission Historical List P
of M embers
BEAUM ONT, CA. ©1995-2017 Gladwell Governmental Services, Inc- - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 13 .0
REC ORDS RETENTION SCHEDULE: CITY CLERK
Page CC -4
Office of Retention No. Records Description
Record
inactive
(OFR) Active (Records
(in office) Center'
Retention
Total
Retention
/ Disposition C omments / Reference
Image: Destroy
Vital? Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan QC'd?
if the reco rd is nor liste d here , refer to the Retention f or All Departm ent St and ards Retentions be gin whe n the act is completed, and imply a full file folder ( e.gl ast docum ent + 2 years), since destruction is normally perf ormed by file folder .

HOLDS° Litigation. complaints. claims. public records act r equests. audits and/or in vestigations suspend normal r etention p eriods (ret entio n resumes after settlement or completion Human Copies -
Resources / When No
CC -013 Claim Forms
Copies -
When No
Long er
Required
Mag, Ppr
Risk Management retains
{Claim File; GC §34090
i
j Department pr eference: GC
Risk Longer
M anagement Required
Community Facilities District
P
Mag, Mfr. Yes: After
Creation Documents: Legal
rly Clerk CC -012 Advertisements, Recorded P
S /1
434090
cn Notice of Lien, copies of
cp •resolutions and ordinances
cyi Form 700 Economic interest
OD. QC &OD
Mag, Mfr. Yes: After 2
OD, P r• S / I ears
p y
Yes: After 2
Mag, Ppr S /1
years
Yes:

Mag, Ppr S ! I Yes: After 2
years
Yes: After 2
Mag, Ppr S / I years
Mag, Ppr S / 1 Yes: After 2
years
Mag, Mfr, Yes: After 2
OD, P r
Ppr S /1 years
Mag, Mfr, Yes: After 2
OD, Ppr S / I years
1 City maintains original
statements; GC
§81009(d)(e)(f)&(g)
2 CCR 18615(d)
' Must post on website; GC
§81009(e)
,Should post on website for 4
years; GC §81009(8)
i GC §81009e
FPPC Regulation 18734(c);
GC §81009e
FPPC Regulation 18734(c);
GC §81009e
7 years
6 ity Clerk CC -014 Filings: Statement of 7 years
N Econo mic Interests
cy' Form 6351 842 - Lobbyist
5 years
ity Clerk CC -015 5 years
Authorization / Reporting
Form 801 Payment to Agency
7 years
City Clerk CC -016 years
Gift to Agency Report
Form 802 Ceremonial Role
7 years
Even ts and TicketlPass
City Cle rk CC -017 Distributions: Event Ticket / 7 years Pass Distributions Agency
Report
Form 803 8ehested Payment
7 years
City Clerk CC -018 7 years
Report
Form 804 Agency Report of
P
City Clerk CC -019 P
New Positions
Form 805 Agency Report of
P
City Clerk CC -020 Consultants P
BEAUMONT, CA. ©1995-2017 Gladwell Gove rnmental Services, Inc. - all rights reserved Do riot duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 13 .0
RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -5
Offic e of Retenti on N o.

Record
(OFR)
R ec ords Description
Rete nti on
T otal
R ete ntion
/ Disposition
Vital?
I
C omments / Referen—
ce
Inactive
Acti ve
(in office) (Rec ords
Center)
Media
Options
Image: Destr oy
I=Import Paper after
M= Mfr Imaged &
S=Scan QC'd?
If the record is not listed here, refer to the R ete ntion for All Departme nt Standards R etentions begin when the act is completed, and imply a full file folder (e .g . last document + 2 years), since destruction is normally performed by fil e folder.

H^' ^ ci Litigation. complaints. claims. ublic records act req uests . audits and/ or i nvestigations suspend normal retention periodslrete ntion resumes after settlement or completion) .

City Clerk CC 021
Form 806 Agency Report of
7 years
Mag, Ppr
Yes: Aft er 2
S / I years
Must post on website; 2 CCR
18705 .5; 2 CCR
18702.5(b)(3); GC §34090;
GQ01009(e)
Public Official Appointments 7 years

ELECTIONS - CONSOLIDATED
City Clerk CC -022
!v
CO
• Ele ctio ns Pro p. 218
2 years
P
2 years
Ppr
Yes: After 2
years
GC §53753(e)(2)
Pap er must be retained for at
least 2 years; GC
§81009(b)(g)
Proceedings: Assessment
District Ballo ts, CFD Ballots,
Protest Letters, & Envelopes
m
O,
amity Clerk
p
N
CC -023
Campaign Filings Successful
P
Mag, Mfr,
OD, Ppr
S
Candidates: FPPC 400 Series
2 years
Forms & Form 501 (Elected
Officials)&
N
1ity Clerk
CC -024
Campaign Filinas
5 years
Mag, Mfr,
OD, Ppr
Mag, Ppr
Yes: After 2
S
years
Paper must be retained for at
least 2 years; GC
§81009(b)&(g)
Un successful Can didates:
5 years
FPPC 400 Series Forms &
Fo rm 501
City Clerk
CC -025
CC -026
Campaign Filings Copies:
4 years
Paper must be retained for at
least 2 years; GC
§81009(f)&(g)
FPPC 400 Series Forms Those
not require d to file original with 4 years
City Clerk
City Clerk
Campaign Filings PACS:
7 years
Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(c)&(g)
FPPC 400 Series Forms of
o ther committees (PACS not 7 years
candidate -controlled)
BEAUMONT, CA. © 1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior writte n permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 13.0
REC ORDS RETENTION SCHEDULE: CITY CLERK
P age CC -6
k Office of
Record Retention No. Records Description
inactive
Active
(OFR)
(in office) (Records
Center)
Retention
Total
Retention
/ Disposition C omments / Reference
Image: Destroy !
Media I=Import Paper after
Vital?
Options M=Mfr Imaged &
S=Scan QC'0
if the re cord is n ot liste d here , refer to the Ret ention f or All Department Sta ndards 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 end/or investigations suspend normal retention periods (retention resumes after settlement or completion) .

Candidate Filg Successful Term
Term of
Office + 4
years
of
Candidates: Nomination
; CA
Mag, Ppr !law states term of office and 4
!years after the expiration of
term for Nomination Papers
City Clerk CC -027 Offic e + 4
Papers, Candidate Statement years
Forms, etc.
-0
su
co
0 o
and--Eleetr- Aei-del•ipeate-
; EC §17100
Department Preference;
Statewid e
_
Election + 4
years
guideline
1 for
proposes years
• CA
Mag, Ppr
law states term of office and 4
years after the expiration of
;term forNomination Pap ers
N Candidate File Unsuccessful
Candidates: Nomination Election + 4
Nty
Clerk CC -028
r\ .) Papers, Candidate Stateme nt ye ars
Forms, etc.

Elections File: General,
; EC §17100
2 years
Mag, Ppr GC §34090
working or administration files
(Correspondence, Applications
to fill a Vacancy on the City
Council, Precinct Maps, County
City Cleri- CC -029 Election Services, Candidate 2 years Statements to be printed in the
Sample Ballot, Polling
Locations and Precinct Board
Members, Notices, Postings.
e tc.)
BEAUMONT, CA. X1995-2017 Gladwell Governmental Services, Inc. - all rights reserved do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 13.0
RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -7
Office of Retention No. Records Description
Record
inactive
(OFR) Active Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Vital? Media l:Import Paper after
Options M=Mfr Imaged &
S =Scan OC'd?
If the reco rd is not listed here, refer to th e Retention for All Departme nt Stand ards Reten tions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ye ars), since d estructio n is normally performed by file folder.

HOLDS: Litigation. complaints. claims. public rec ords act req uests . audits a nd/or investigatio ns suspend normal retention periods (retention resum es after setifementor completion), Elections Historical: Sample
P
Mag, Mfr, 'Retained f or Historical Value,
OD, Ppr S No GC §34090
Not accessible to the public;
The 8 month retention applies
after election results, or final
Ppr examination if no electi on,
unless th er e is a legal or
FPPC proceeding . EC
§§17200(b)(3), 17400
ballot, copies of resolutions,
City Clerk CC -030 final re sults; Certificate of 2 years P Electio n
Results + 8
Results + 8
months, or
months, or
Final
v Examination
co if No Election
Elections Petitions: Initiative,
city Clerk CC 1
Final
Examination
if No Election
+ t3 -Fee -1
year after
-031 + t ae:

Recall or Referendumco year after
o petition
l j examination
petition
examination if
if petition is
petition is
iv
iv insufficient
insufficient
(End of Elections
Section)
Ethics & Harassment
5 years
GC §53235 .2(b}; GC,
Prevention Training
City Clerk. CC -032 Certificates: City Council, 5 years Mag, Ppr 453237.2fb1
Board and Committee
Members
Historical Records:

City Clerk determines
historical significance;
records can address a variety
Mag, Mfr, S No of subjects and media . SomeOD, Ppr media (e.g. audio and video tape) may be limited b ecause
of the media's life
expectancy; GC §34090
P
Photographs; & Historical City Clerk CC -033 Projects (e.g. incorporation, P City Seal, A wards of significant
historical interest, etc. )
BEAUMONT, CA. ©1995- 2017 Gla dwell Governmental Services, Inc_ - a ll rights reserved Do not duplicate or distribute witho ut prior written permission from GG S (909) 337-3516 Adopted: 10/2/2018

Ver . 13 .0
RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -8
Office of Retention No . Records Descripti on
Record
Inactive
Active
(O FR) (in office) (Records
Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Media I=Import Paper after
Vital? Options M=Mfr Imaged &
S=Scan QC'd?
if the re cord is not listed here, refer to the Retention for All Departm ent St andards Retentions begin when the act is compl eted, and imply a full file folder (e .glast document + 2 years), si nce destruction is normally performed by file folder . _
HOLDS:: Litigation, complaintscla ims. public records act req uests. audits and/or investigations s uspe nd normal retentio n peri ods (r ete ntion resumes after settlement or completion).

Insurance Certificates that
11 y ears
'apartm ent preference to
City Clerk CC -033. 1 Can't be Matched to a 11 years
M ppr cover the longest statute of
Contract
limitations• CCP §§ 337 et
seq.: 34090
Lttittation Files_ Lawsuits,
Final
Resolution +
5 years
Department preference; CCP
Yes: Until §§ 337 et seq.: GC §§ 911.2,
Settlement Mag, Ppr 34090, 34090 .6; PC
§832 .5(b)
Mag, Mfr,
OD, Ppr S / I No GC §34090
Mag, Mfr, S l I No GC §34090
OD, Ppr
Court Case Files Final
City C lerk CC -034 Resolution +
(Original case files are re tained 5 years
co by the City Attorney)
(D Minutes City Co uncil: City
P
co Council, Redevelopment
o Age ncy, Successor Agency,
Beaumont Conservation
(laity Clerk CC -035 Authority. Beaumont Financing P
Iv Au thority, Beaumont Parking
Authority, Beaumont Public
Improvement Authority,
Beaumont Utility Authority
Minutes Advisory Bodies:

P
Planning Commissio n (Ad Hoc,
or Continuing Jurisdiction), City
City Clerk CC -036 Council Subcommittees - P
Finance & Audit Committee,
Economic Development
Committee, Capital
Improvement Committee
Municipal Code When No
City Clerk CC -037 Administratior ,,, , Longer
etc. Required
When No
Lon ger
Required
BEAUMONT, CA. 01995-2017 Gladwell Governmental Serv ices, Inc. - alt rights reserved Do not duplicate or distribute without prio r written permissio n from GG S (909) 337-3516 Adopted: 10/2/2018

Ver. 13 .0
RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -9
Office of Retention No. Records Description
R_e__c_o_rd_
Inactive
Active
(OFR) (in office) (Records
Center)
Retention
Total
Retention
/ Disposition Comments ! Reference
Image: Destroy
Media I:Import Paper after
Vital? Options M=Mfr Imaged
S=Scan QC'd?
If the record is no t liste d he re , refer to the R etentio n far All Department Standards R etentions begin when the act is completed, and imply a full file folder (e .g . last document + 2 ye ars), since destructio n is n ormally performed by file folder .

HOLDS. Litigation. complaints, claims_ public records act requests. audits and/or investigations suspend normal r etentio n p eriods (rete nti on resumes after settlement or completion) .

Oath of Office: City Council, Term of
Term of
Office + 4
years
Mag, Mfr, Y es: After ;Department Preference; GC
S II
OD, Ppr QC'd & OD ;§34090
Mag, Mfr, S / I Yes: After GC §34090
OD, Ppr QC'd & OD
US Passport requirement to
City Clerk CC -038 Boards & Commission Office + 4
M embers years
City Clerk CC -039 Ordinances: P
P
City Cle rk CC -039.1 Passport Transmittal Forms 24 months 24 months
Mag, Ppr destrov forms monthly: GC
-
ca CD Petitions: (submitted to
634090
2 years
Mag, Mfr, Yes: After Department:preference; only
OD, Ppr S / 1 QC'd OD 1 year is required; GC
§50115
Maq, Ppr GC 634090
-.1 Council on any subject - Dog
c) Parks. Parking, Traffic
o
Calming, etc. )
my I ;lerk CC -040 2 years
c.nIN See Elections for Initiative,
Recall or Referendum Petitions
Proclamatio ns !
2 years
City Clerk CC -052 2 years
Commendations
Mag, Mfr, Yes: After
OD, Ppr S / I QC'd A OD GC §34090
Mag, Mfr, Department preference; GC
Yes (all) OD, Ppr s No
p §34090 et seq.

Public Records Requests:
2 years
City Clerk CC -041 Request for Records (except 2 years
for Police Department)
Recorded Documents:

P
Deeds, Easements, Rights of
Way, Notices of Completion,
City Clerk CC -042 Recorded Agreements/ / P
9 Contracts, Certificate of
Compliance, Vacations, etc.

Ver . 13.0
RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -10
Office of Retention No. Records Description
Record
Inactive
Active
(OFR) (in office) (Records
Center}
Retenti on
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Media I=Import Paper after
Vital? Options M=Mfr Imaged &
$_Scan QC'd?
if the record is not listed here, refer to the Retention for All Department Standards Re tentions be gin when the act is compl eted, a nd imply a full fife folder (e .g . last document + 2 years), since de str ucti on is normally performed by file folder .

HO LDS: Litigation. co mplain ts, claims. public records act requests, a udits a nd/or investigatiens suspend normal retentio n periods (retenti on resumes after settlement or completion Recordings (Audio): of City
2 years
Department preference; State
Mag, OD ' law only requires for 30 days;
GC §54953 .5(b)
Department Preference;
Video recording of me etings
Mag, OD
are only required f or 90 days;
GC §§34090 .7, 34090
Mag, Mfr, Yes: After Department preference; GC
S / I
OD, Ppr QC'd & OD §34090
Mag, Mfr, S /1 No GC §34090 et . seq.

OD, Ppr
Council, Redevelopment
Agency, Successor Agency,
Beaumont Conservation
Au thority, Beaumont Financing
City Clerk CC -043 Authority, Beaumont Parking 2 years
Authority, Beaumont Public
Improvement Authority,
ca) Beaumont Utility Authority,
CD Planning Commission,, All
Boards and Committees
o Recordings I Video): of City
Minimum 10
years
tv Council, Re development
rs Agency, Successor Agency,
iv Beaumont Conservation
Authority; Beaumont Financing Minimum 10
City Clerk CC -044 Authority, Beaumont Parking
Authority, Beaumont Public years
Improvement Authority,
Beaumont Utility Authority,
Planning Commission, NI
Adviso ry Bodies
Records Destruction
City Clerk CC -045 P
Authorization Forms
P
Records Retention
City Clerk CC -046 Schedules / Amendments to 10 years P Records Retention Schedules
P
BEAUMONT, CA. ©1995-2017 Gladwell Go vernmental Se rvices, Inc. - all rights reserved Do not duplicate or distribute witho ut prior written permission from GCS (909) 337-3516 Adopted: 10/2/2018

Ver. 13.0
RECORDS RETENTION SCHEDULE: CITY CLERK
P age CC -11
Office of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Vital? Media I=Import Paper after
Options M= Mfr Imaged &
S=Scan QC'd?
If the record is not listed here. refer to the Retentio n for All D epartme nt St andards 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 .

OLDS: Litigation, complaints. claims. public records act r equests. audits and/or investigations s usp end normal rete ntio n_periods (rete n_tion resumes after settleme nt or compl etion) .

Redistricting. Web Page /
10 years
Macs, Pt r EC i21608(g): GC k34090
District Boundary Web Page
City Clerk CC -046.1 Map. Redistricting Process, 10 years Agendas. Calendars, Notice.

Mag, Mfr,,
OD, Ppr S l I No GC §34090
Mag, Ppr Department Preference; GC
§34Q90
Preliminary drafts used to
Ppr produce minutes; GC §34090
Mag, Ppr GC §34090
etc.)
Resolutions: City Council,
Planning Commission,
v Rede velopment Age ncy,
co Successor Agency, Beaumont
cb Conservation Authority,
Nity Clerk CC-047Beaumo nt Financing Authority, P
o Beaumo nt Parking Authority,
N Beaumont Public Improvement
cri N Authority, Beaumont Utility
N Authority
Solid Waste Reporting / AB
City Clerk CC -048 939 Compliance / Recycling / 10 years Sourc e Reduction
When No
City Clerk CC -049 Speaker Cards Longer
Required
Statement of Facts - Re gistry
P
_
10 years
When No
Longer
Required
2 years
City Clerk CC -049.1 2 years
of Public Agencies
Mag, Ppr EGC §34090
Mag, Ppr :Department Preference; GC
§34090
City Clerk CC -050 Subpoenas 2 yea rs
2 years
City Clerk CG -051 Vehicle Titles (Pink Slips) - Sale or Al! Vehicles Disposal
Sale or
Disposal
BEA UM ONT, CA. ©1995-2017 Gladwell Governme ntal Service s, Inc. - ali rights reserved Do not duplicate or distribute without prior written permission fro m GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 3.0
RECORDS RETENTION SCHEDULE: CITY MANAGER
Page CM -1
Office of Retention No . Records Description
Record
Inactive
Active
(OFR)
(in office) (Records
Center)
Retention
Total
Retention
1 Disposition Comments 1 Reference
Image: Destroy
Media I=import Paper after
Vital?
Options M=Mfr Imaged &
S=Scan QC'd?
If the record is not liste d here , refer to the Retention for All D epartme nt Sta ndards - 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.

HO LDS: Litigation, complaints, claims. public records act r eq uests . audits and/or investigations suspend n ormal r et ention periods jretention r esumes after settlem ent or c ompletion] , CITY

MANAGER
Projects, Pro grams, Subject &
City CM -001 Issues: [sues and/or projects will Minimum 2 Manager years
vary over time
CitSpeech Notes 1 PowerPoint When No
y CM -002 p Longer
Manager Pres entations Required
7 c� Copies -
When No
inance CM -003 Travel / Conferences Longer
co
o Required
Minimum 2
years§34090
Mag, Ppr D epartm ent Preference; GC
Mag, Ppr Notes, drafts, or preliminary
documents; GC §34090 et seq.

Invoices are maintain ed by
Mag, Ppr Finance; GC §34090.7
.

When No
Longer
Required
Copies -
When No
Longer
, Required
-h
01 N
BEAUMONT, CA ©1995-2017 Gladwell G overnmental Services, Inc. (909) 337-3516 - all rights reser ved Do not duplicate or distribute without prior writte n permission Adopted: 10/2/2018

Ver . 4.0
RECORDS RETENTION SCHEDULE: CO MMUNITY SERVICES
Page CS -1
Office of Retention No . Rec ords Description
Record
Inactive
Active ?
(O FR) (in office) (Records
Center)
Retention
Total
Retention
/ Disposition Comments 1 Reference
Image: Destroy
Paper
Media I=Import
Vital? Options M= Mfr after
S=Scan Imaged &
QC'd?
If the record is not listed here, refer to the Retention for All Department St andards 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.

HO DS. Litigation. complaints. claims, public records act requests. audits a nd/or investigations suspend normal retention periods (retention resumes after settlement or compl etion) .

CO MMUNITY SERVICES
Community CS -001 Attendance Tracking 2 years
Services
Community CS -002 Backflo ws: for City Irrigation 2 years Services ; Systems
!Class Instructors Contracts 1
.mmunit 'Perfo rmers Contracts: Completion +
y CS -003
(TServices 'Includes Insurance Certificates and 2 years Administration Records
o
community CS -004 Community Service: Sheriff Labor 2 years (Services Logs / Hours worked
iv
Community Donations / Spo nsorship Letters:

Services CS -005 Requests for Donations / 2 years
Ackno wledge ments
When No
Community , CS -006 Evaluations / Surv eys: of Longer
Serv ices pro grams Required
Special Event Service
Agreements: Concerts / Special
Community Event Contracts / Pro fessio nal
Se rvices CS -007 Service Agreements (PSAs) Completion 2 years Includes Insurance Certificates and
Administration Records
2 years
Mag, Ppr GC §34090
Yes:

Before Mag, Ppr GC §34090
Event
Yes:

Before Mag, Ppr Departm ent preference;, GC
§34090
Completion
Y es:

During Mag, Ppr GC §34090
Class or
Program
Mag, Ppr GC §34090
Mag, Ppr Preliminary drafts / Transitory
records; GC §34090
2 years
C ompletion +
p
2 years
2 years
2 years
When No
Longer
Required
Completion +
2 years
Yes:

Department preference;, GC
Before Mag, Ppr §34090
Completion
Yes:

Before Mag, Ppr GC §34090
Event
Community , Facility Use Rental Contracts:

Services CS -008 Field Use Contracts / Facility Use 2 years Requests
2 years
BEAUMONT, CA. ®1995-2017 Gladwell Governmenta l Se rvices, Inc. - all rights re served Do not duplicate or distribute withou t prio r writte n permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 4 .0
RECORDS RETENTION SCHEDULE: CO MMUNITY SERVICES
Page CS -2
Office of Retention No . Records Description
Record
InactivePaper
Active
(OFR) (in office) (Records
Center)
Retenti on
Total
Retention
/ Dispositi on Comments / Reference
Image: Destroy
Vital? Media I=Im port
Options M=Mfr after ?
S=Scan imaged &
QCd
If the record is not listed here, refer to the Retention for Ail Department 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 investigatio ns suspend normal retention periods (retention resum es after settlement or completion).

Community ; Playground Inspecti ons: Park
CS -009 10 years
Services Safety Checks
Program Development Files:

Activity Files / Program Files / W hon-tot e-
Special Programs /Special Event Lo nger
10 years
Department preference; GC
Mag, Ppr
§34090
Ne-
Required
Department preference; GC
Mag, Ppr §34090
Yes:

During
Mag, Ppr GC §34090
Class or
Program
Preliminary drafts not retained
Mag, Ppr in the ordinary course of
business; GC §34090
Mag, Ppr GC §34090
Yes:

Befor e Mag, Ppr GC §34090
Event
Preliminary drafts not retained
Mag, Ppr in the ordinary course of
business; GC 34090
Community
CS -010 File s & Re ports / ABC Pe rmits, Required
Services
where required Minimum 3
v
co After School, Childre n's Pro gra ms, years
m Cultural Arts, Sports, Seniors, etc.
( Applications: Liability
Forms / Release of Liability Forms /
Community
CS -011 Waive rs of Liability / Permissio ns: 2 years
ervices Camps, Field Trips, Authorization toiv
vv give Medicine, e tc.

Community When No
Services CS -012 Schedules / Hours Longer
Required
Community CS -013 Sign -in 1 Sign -Out Sheets: for 2 years Services classes and programs
Commun ity CS -014 Special Event Permits 2 years
Serv ices
Community Sports Organizations: Non -Profit When No
Services CS -015 O rganizations (Little League, etc.) Lo nger Required
Minimum 3
years

1......... --•Registration

2 years
When No
Longer
Req uired
2 years
2 years
When No
Longer
Required
BEAUMONT, CA. ®1995-2017 Gladwell Governmental Services, Inc_ - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 5.0 RECORDS RETENTI ON SCHEDULE: ECONOMIC DEVELOPMENT Page ED -1
Office of Retenti on No . Records Descripti on
Record
Inactive
(O FR) Active (Records
(in office) Center)
Retention
T otal
Retention
I Disposition Comments 1 Reference
Image: Destroy
Paper
Vital? Media 1=Import after
Options M=Mfr Imaged &
S=Scan GC,d?
If the record is not listed here, refer to the Retention for All Department Standards Re tention s begin when the act is completed, a nd imply a full file folder (e .g. last document + 2years), since destruction is normally performed by file folder .

HOLDS: Litigation, complaints. claimspublic records act r equ est s. audits and/or i nvestigations suspe nd normal retention periods (ret ention resumes after setfl ernent or completion) .

ECONOMIC DEVELOPMENT
Economic Development
Econo mic Minimum 2
Develo ED -001 Projects: Programs,, Subject & years
p Issues / Economic Development
Economic Oversight Board Agenda Minimum 2
Develop. ED -002 Packets years
Copies -
Oversight Board M in utes, When No
lity Clerk ED -003 Resolutions Longer
rn Required
Minimum 2
years
Yes: While
Department Preference; GC
Active Mag, Ppr
Issues §34fl9fl
Department Prefer ence; GC
Mag, Ppr §34090
Mag' Send originals to City Clerk; GC
Mfr, OD, S / l No §34090.7
Ppr
Minimum 2
years
Copies -
When No
Longer
Required W
Economic Minimum 5
e ve lop. ED -004 Real Estate Appraisals years
N
Redevelopment Long Range
�conomic ED -005 Property M anagement Plans: P
Develop. O versight Plans
Minimum 5
years
P
Department preference, meets
Mag, Ppr municipal auditing standards;
GC §34090
Mag, Yes: After
Mfr, OD, S 1 I QC'd & D epartment preference; GC
Ppr OD §3409fl
Mag, Yes: After,
Mfr . OD, S / I QC'd & Department Pref er enc e f or
Ppr OD Historic al Purposes; GC §34090
Planning, Building and
Engineering retains final
Mag, Yes: After documents of construction
projects (transfer any CIP
Mfr OD S / I QC d &
Ppr OD project files to Engineering);
Covers various Statute of
CCP
§337 et seq.;
GC §34090
Economic ED -006 Redevelopment Plan s P
Develop.

P
Redevelopment Projects &
Project Areas:
(Ensure Planning has all
Econo mic Completion +
ED -007 Environmental Documents,
Develop. Engineering has all CIP Projects, 10 years
and City Clerk has all Rea l
Property records for Permanent
retention)
_
Completion +
10 years
BEAUMONT, CA. ©1995-2017 Gladwell Governmenta l Services. Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 5.0 REC ORDS RETENTI ON SCHEDULE: EC ONO

C DEVEL OPMENT
P age ED -2
O ffice of Retention No. Records Description
Record
Inactive
Active
(OFR) (in office) (Records
Center)
Retenti on
Total
Retention
/ Disposition Comments / Reference
Destroy t —
Image: I
Paper
Media 1=1m ort p
Vital? Options M=Mfr after i
S=Scan I Imaged &
QC'd? I
If the record is not listed here, refer to th e ►retention for All Department Standards Retentions begin when the act is completed, and imply a full file folder (e .g . last doc ument + 2 years), si nce destruction is normally performed by fil e folder.

HOLDS: Litigation, complaints claims. Public records act requests. audits and/or invest i ations sus end normal retention eriods retention r esumes after settleme nt or completion).

Loan Pay-off
Economic Small Business Loans / Fagade OR
Develop. ED -008 Improvement Forgiveness +
I , 5 years
Loan Pay-off
OR
F orgiven ess
+ 5 ears
IDepartment preference; Meets
Mag, Ppr� ;Municipal Government Auditing
'Standards; GC §34090
ZZ9Z 40 LL abed
BEAUMONT, CA. ©1995-2017 Gladwell G ove rnmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GG S (909) 337-3516 Adopted: 10/2/2018

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -1
Office of Retention No. Records Description
Record -
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Vital? Media I=Import Paper after
Options M=Mfr Imaged 8
S=Scan QC'd?
If the record is no t iisted he re, refer to the R etention for Ali Department Standards Retentio ns begin when the act is completed, and imply a full file folderfe .g. last document + 2 years), since destructio n is normally performed by file folder. !-fO DS: Litigation, complaints. claims. public records act r equests. audits andlor i nvestigations suspend normal r etention periods (retentio n resumes after settlement or completio n).

FINANCE
1099's / 1096's 1 DE542
5 years
Department Preference; IRS:
4 years aft er tax is due or
paid (longer f or auditing &
Mag, Ppr contractor delinquency); Ca .

FTB: 3 years; 26 CFR
§31 .6001-1(e)(2), R&T
§19530, GC §34090; 29 USC
436
Department preference;
Yes: Until Mag, Mfr, Yes: After 1 Meets municipal government s t
Paid OD, Ppr year auditing standards; GC
§34090
Department preference;
Mag, Mfr, s / I Yes: After Meets auditing standards; GC OD, Ppr QC & OD §34090 et seq .

Finance FIN -001 /California Report of 2 years 3 years
:Independent Contractors
-
co
(0
CD
- Accounts Payable: Invoices
00 and Backup, Proof of Bids.
o Purchase Orders, Check
N Copies
(Finance FIN -002 2 years 5 years
Iv '(Includes Invoice s, Travel
Expense Reimbursements,
Transit Reimbursements,
Direct Payment Vouchers, etc.)
;Accounts Receivable:

Finance FIN -003 Received Tax Revenue. 2 years 3 years
Invoices to Outside Entitie s
Finance FIN -004 Audit Wo rk Papers 1 year 2 years
7 years
5 years
3 years
Department Preference
(meets municipal government
Mag, Ppr auditing standards);
audit-+-4-years; GC §34090
Mag, Mfr, Department Preference; GC
S / 1 No
OD, Ppr §34090
Audits: Annual Financial
Finance FIN -005 Statements, Reports, ACFR 2 years P
P
BEAUMONT, CA. ® 1995-2017 Gladwell Govemmental Services, Inc_ - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 9 .0
REC ORDS RETENTION SCHEDULE: FINANCE
Pag e FIN -2
Office of Retention No. Rec ords Description
Record
Inactive
(OFR) Active (Records
(in office) Center'
Retention
- Total
Retention
'
/ Disposition Comments / Reference
Image: Destroy
Vital '? Media 1=Import Paper after
Options M =Mfr Imaged &
S :Scan QC'd7
If the record is not listed he re, refer to the Ret ention f or All Departme nt Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destructi on is normally performed by file folder .

HQLD$' Litigation. complaints. claims. public records act requests. audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).

Audits -Single: Grant. IRS,
ice FIN -006 Transportation, PERS, etc . 2 years 3 years Bank Statements and
Reconciliations: Trustee
co FIN -007 'Statements, Fiscal Agen t 2 years 3 years
CD Statements, Investment
v Account Statements
co
o
N
N
N Bonds & Bond Sales: CFDs,
`Official Statements,
Fully
Finance FIN -008 Transcripts, Certificates of Defeased P Participations (COPS),
Continuing Disclosure Reports
Finance FIN -009 , Budgets 7 years
Budgets - Preliminary: When No
Finance FIN -010 ry: Longe r
Proposed, Backup Documents Required
5 years
Department Preference
(meets municipal government
Mag, Ppr auditing standards):
audit + 11 GC
y ear s; §34090
5 years
Department Preference;
Mag, Ppr :meets auditing standards; GC
§34090, 26 CFR 31 .6001-1
Department Preferenc e;
Statute of Limitations for
bonds. mortgages, trust
deeds, notes or debentures is
6 years; Bonds issued by
Yes: Until local governments are 10
Maturity Mag, Ppr
years; There are specific
requirements for disposal of
unused bonds; CCP §§336 et
seq. 337.5(a); 26 CFR

1.6001-1(e): GC §43900 et
seq.

Mag, Mfr, Yes: After 1 Preliminary drafts; GC
OD, Ppr S / I year §34090
Mag, Ppr Preliminary drafts; GC
§34090
P
7 years
When No
Longer
Required
BEAUMONT, CA. ©1995- 2017 Gladwell Gove rnmental Serv ices, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 9 .0 RECORDS RETENTION SCHEDULE: FINANCE
•
Page FIN -3
Office of ' Retention No. Records Description
Record
Inactive
Active
(OFR)
(in office) (Records
Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Media I=Import Paper after
Vital?
Options M=Mir Imaged &
S=Scan OC,d'i
If the record is n ot listed he re, refer to the Ret ention for All Department Sta ndards Retention s begin when the act is completed, and imply a full file folder (e .g . last d oc um ent + 2 y ears), since destr uction is normally performed by file fold er .

HOLDS. Litigation, complaints, claims, public records act requestsa udits and/or inv estigatio ns suspe nd n ormal rete ntion periods (retention resumes after settlement or completion). `Deposit Receipts: Daily Cash
Finance FIN -011 Summaries, Cashiers Reports, 2 y ears 3 years Cash Reports, Petty Cash
5 years
eDepartment preference;
Mag, Mfr, Yes: After
OD, P r S / I s & OD Meets auditi ng standards; GC
p §34090 et seq.

Department preference;
Ma Mfr, Y: AftMeets municipal government
Yes:

OD, Ppr s& Oer auditing standards; GC
Finance Checks: Warrants (Cashed) 2 years 3 years
co
m ;Collections: Collection
00 !Agency Ca se Files &
cinance FIN -013 7 years
o Statements, Delinquent
N 'Accounts
Cn
iv
r inance FIN -014 Developer's Fee Accounts P
Escheat: Uncla ime d money,
Finance FIN -015 uncashed che cks 5 years
5 years
years:
§ 34090
Department preference;
Delinquencies remain on
Mag. Ppr
credit reports for 7 years; GC
§34090 et seq.

Department Preferenc e;
Mag, Ppr meets auditing standards; GC
§34090, 26 CFR 31 .6001-1
Department preference; All
tangible property held by
government agencies
Mag, Ppr escheats after 3 years;
Statute of Limitations is 1
year for seized property; CCP
§§340(d), 1519; GC §34090
Data Fields / Records are
interrelated; Consistent with
7 years
P
5 years
Indefinite -_
Finance FIN -016 Financial Services Databas Minimum 7
inde finite
'. '•'r,unt;n, 7
-;,
Yes Mag Accounts Payable meets
municipal government
auditing standards: GC
§34090
BEAUM ONT, CA. ©1995-2017 Gladwell G overnmental Services, Inc. - all rights =, !rvec Do not duplicate or distribute without prior written permission from GGS (909) 337-35' Adopted: 10/2/2018

Ver. 9 .0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -4
Office of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retenti on
/ Disposition Comments / Reference
Image: Destroy
Vital? Media 1=Import Paper after
Options M=Mfr Imaged &
S=Scan GtC'd?
if the record is no t listed here, refer to the R ete nti on for All Dep artm ent Stand ards Retentions begin when the act is completed, and imply a full file folderfe.g. last document + 2 years), since destructi on is normally performed by file folder.

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

Finance FIN -017 Fixed Assets 2 years 3 years
•
cs
Investment Reports &
ofinance FIN -018 Backup 2 years 3 years
o
investments: Arbitrage,
N Certificate of Deposit,
Finance FIN -019 Investment Bonds (Receipts / 5 years
Advisor Reports 1 Trade
Tickets / LAIF (Local Agencygicletiri es-
Investment Fund))
Jo urnal Entries / Jo urnalDepartment
Finance FIN -020 Vouchers 2 years 5 years
Finance FIN -021 Leases / Tenant Files Completion +
5 years
1 5 years
Department Preference (bond
auditing purposes; IRS
regulations state, ". ..material
records should generally be
Mag, Ppr kept for as long as the bonds
are outstanding, plus 3 years
after the final redemption date
of the bonds"); 26 CFR
1 .6001-1(e); GC §34090
Department Preference; GC
Mag, Ppr §34090
Department Preference;
'Meets auditing standards;
disposal-.-Z-y oacs t or- sGeo -
Yes: Until Mag, Ppr
5 years
5 years
Paid
" epese-
FTC Reg's rely on
"self -enforcement";
GC§§ 34090, 43900
Preference;
Mag, Ppr meets auditing standards; GC
§34090, 26 CFR 31.6001-1
Department preference,
Ma P r meets municipal auditing
g' p standards; CCP §337 et seq .;
GC §34090
7 years
Completion +
5 years
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Serv ices, inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 9.0
RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -5
Office of Retention No. i Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disp osition Comments / Reference
Image: Destroy
Vital? Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan QC'd?
If the record is no t listed he re, refer to the Retention f or Ail Department Sta ndards Reten tion s begin when the act is completed, and imply a full file f old er ( e.g. last document + 2 ye ars), .since destructi on is normally performed by fil e f older . (HOLDS: Litigatio n, complaint& claims, public records a ct requ ests. audits and/or investigations suspend n or mal retention peri ods (retention re sumes after settlement or c ompletio n).

Reports - FlnanF@ Rgporrts
When No
Longer
Required
Department preference (The
'Financial System Database is
Mag, Ppr the original; reports are
considered drafts or copies);
GC §34090
Mag, Mfr, Yes: Aft er Department Preferenc e;
OD, P r S 1 1 QC 8� OD Meets auditing standards; GC
p §34090
created from Database!
Monthly or Periodic: When No
Subsidiary Ledgers,
Finance FIN -022 Longer
Re conciliatio ns, Registers, Req uired
Transaction Histories, Balance
Sheets, Revenue &
Expenditure Reports, etc.
cQ Reports - Annual: State or
cp Federal, State Controller's
co
iv Re port, Local Government
°Finance FIN -023 Compensation Re port, Gas 2 years 3 years Iv Tax, M OE (Maintenan ce of
cri N Effort) Report, Street Report,
iv etc.

Returned Checks 1 NSF
Finance FIN -024 Checks 5 years
TUMF (Transportation
Finance FIN -025 Uniform M itigation Fee P
accounts)
5 years
5 years
Department Preference;
Mag, Ppr Meets auditing standards; GC
§34090
D epartment Preference;
Mag. Ppr meets auditing standards; GC
§34090, 26 CFR 31.6001-1
Vendor Inactive + 3 years
P
Vendo r
Vendor
Inactive + 3
Inactive + 3
Yes: Until Mag, Mfr, Yes: After
S 1 I {mooted n ti4,4i
Finance FIN -026 W -9s years
years
M inim
y
Minimum -5-
s _
Paid OD, Ppr QC & OD gever nment-
auditi ng-st andard4 GC
§34090,- 9-USCG436-
BEAUMONT, CA. ®1995-2017 Gladwell Governmental Services; Inc. - a ll rights rese rved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 7.0 RECORDS RETENTI ON SCHEDULE: HU MAN RESOURCES
Page HR -1
Office of Retention No. Records Descripti on
Record
Inactive
Active
(OFR) (In office) (Records
Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Media 1=Imp ort Paper after
Vital? Options M=Mfr Imaged &
S -Sian OC'd?
If the record is not listed he re, refer to the R ete nti on for All Departme nt St andards destruction is normally performed by file f older.

Retentions begin when the act is completedand imply a full fife f older (e. g last document + 2 years), since HOLDS: Litigation, complaints. claims, public records act request& a udits an investigations suspend normal retention periods (retention resumes after settlement or co . pletion) .

HU MAN RESOURCES
Human Benefit Plan Documents: Duration of
Resources HR -001 Ca1PERS, Optical, Dental, etc . the C ontract 6 years
-
sp
cc)1027;
CD
00 co
o
N Classification !
criuman HR -002 Reorganization Studies: for Minimum 3
sources e mplo yee classificatio ns an d yea rs
department structures
Duratio n of
th e Contract
- 6 years
EEOC / ADEA (Age) r equires
1 year aft er b enefit plan
t ermination; Federal law
Yes: For requires 6 years after filing
Duration of Mag. Ppr date for retirement; State Law
Contract requires 2 years after action;
29 CFR 1627.3(b)(2); 29 USC
GC §§12946 . 12960,
34090
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
Ma P r records; W ag e rate tables are
g, p 1 or 2 years; State requires 2
years; 29 CFR 516.6, 29 CFR
1602 .14, GC §§12946,
12960, 34090
Mi nimum 3
years
BEAUMONT, CA. 01995-2017 Gladwell Govemmenta l Serv ices, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 7.0
RECORDS RETENTI ON SCHEDULE: HUMAN RES OURCES
Page HR -2
Office
Recordf Retention No. I Records Description
Inactive
(OFR Active
(in office) (Records
Center)
Retention
Total
Retention
/ Disposition Comments l Reference
Image: Destroy
Media I =Import Paper after
Vital? Options M=Mfr Imaged &
S=Scan 4C'd7
if the record is not listed here, refer to the Retenti on f or Al D epartment Stand ards Re tentions begin when the a ct is completed, and imply a full file folder (e.g. last document + 2 years;, sinc e destructi on is normally performed by file f older .

HOLDS: Litigation . complain ts. claims. public records act requests, audits and/or investigations suspend normal retention periods (retention resum es after settl eme nt or completion) .

Human HR -003 Compensation Surveys & Minimum 3
I�sources Studies years
coco
CD
co
o
N
cm
luman i COVID-19 Notifications to
Minimum 3
years
b-
Department preference;
PERS requires 5 years for
Compensation Earnable
(usually compensation is
adopted via Resolution of the
City Council); Bureau of
Ma P r National Affairs rec ommends
g' p 2 years for all supplementary
Personnel records; Wage rate
tabl es are 1 or 2 years; State
requires 2 years; 29 CFR
516.6(2), 29 CFR 1602 .14, 2
CCR 270 .5; GC §§12946,
12960, 34090
_
M?9 • Ppr (_C §F499.6i(k) GC §34090
HR -003. 1 years
Resources Employees3
Department pref erence;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
Mag, Ppr
discharge; State Law requires
4 2 -3 29 CFR 1602.31
California Civ il Rluhts
Final
Disposition +
years
Department (CRDJ f
Final
Human Department of Fair
HR -004 Disposition +
Resources Employment & Housing 3 years
(DFEH or EEOC) Claims L
Harassment Claims
years;
& 1627.3(b)(1), 8 CCR
§3204(d)(1) et s eq ., GC
§§12946, 12960, 34090
Mag Ppr Department Preference GC
§34090
When
Human Su rseded,
Resources HR -005 DMV Pull Notices Upon
or
Separation
When
Superseded,
or Upon
Separation
BEAUM ONT, CA. 0 1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 7 .0 RECORDS RETENTI ON SCHEDULE: HUMAN RESOURCES Page HR -3
Office of Retention No. Records Description
Record
Inactive
Active
(OFR) (in office) (Records
Center)
Retention
Total
Retention
/ Dlsposltlon Comments / Reference
Image: Destroy
Media I=Import Paper after
Vital? Options M=Mfr Imaged &
S=Scan CIC,d7
if the record is no t listed here, refer to the R et ention f or All Departm ent Standards Reten tions begin when the act is completed, end imply a f ull file folder (e .g . Ms t d ocument + 2years), since destruction is n ormally performed by file f older .

H OLDS: Litigation, complaintsclaims. public records act request s. audits a ndlor i nvestig atio ns suspe nd normal ret ention periods (retenti on res umes after s ettlement or completion). i
Human Drug & Alcohol Test Results:

Resources HR -006 All -Positives and Negatives 5 years
v
co
m
co
cn
o
N
0 N
Final
Human
Reso urces HR -007 Employee Investigations Disposition + 5 years
Ethics & Harassmen t
5 years
Department preference;
D .O.T. Requires 5 years for
positiv e t ests, 1 year for
negative tests;
EE©C/FLSNADEA (Age)
requires 3 years physical
Mag Ppr examinations; State Law
requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
, 34090; 49 CFR
655.71 et seq .; 49 CFR
382 .401 et seq. 49 CFR
653 .71
Department preferenc e; All
State and Federal laws
require retention until final
Mag, Mfr, Yes: After disposition of formal
OD, Ppr S QC OD complaint; State requires 44-
years after "fully and finally
disp osed"; 2 CCR 1101(c);
GC §§12946 12960, 34090
Final
Disposition +
5 years
5 years
1 Mag, Ppr GC §53235.2(b); GC
Human
HR -008 prevention Training 5 years
Resources 'Certificates: Employe es
§53237.2(b)
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do no t duplicate or distribute witho ut prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RES OURCES
Page HR -4
Office of Retention No . Records Description
Record
Inactive
Active
(OFR) (in office) (Records
Center)
Retention
Total
Retentio n
/Disposition Comments I Reference
Image: Destroy
Media I=Import Paper after
Vital? Options M=Mfr Imaged &
S=Scan QC'd?
If the record is not listed here; refer to the Rete ntion for All Dep artm ent Sta nd aras Re tention s begin when the act is completed, and imply a full file folder (eg . last document + 2 years), since destructi on is n ormallyperformed by file folder .

OLDS. Litigation. campleints. claims, public records act requests. audits and/or investigations suspend normal r etention periods (retenti on resumes after settlement or completio n), Human Separation +
Reso urces HR -009 I.9s 3 ye ars
sv
co
cp
co
cn
p
N
cri
iv
iv
Minimum
Human Job Descriptions/
HR -010 Superseded
Re sou rces Classification Specifications - ,,- years
Labor Relations Files:

Negotiation Notes,
Human Minimum 10
Re sou rces HR -011 Co rrespondence, Interpre tation yea rs of M OU Pro visions,
Documentation, etc.

Separati on +
3 years
Non -citizens must re -certify
peri odically; Required for 1
year from termination or 3
years from hiring, whichever
is later; EEOC 1 FLSA / ADEA
Mag, Mfr, Yes: After (Age) requires 3 years for
OD, Ppr S QC & OD "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
Minimum
Superseded
- years
Department Prefer ence;
statute of limit ations for
EEOC/FLSA/ADEA (Age)
requires 3 years for
Mag, Mfr,
S / I Yes: After 1 promotion, d emotion,

OD, Ppr year tr ansfer, selection, or
discharge; State Law requires
4 2-3 years; 29 CFR
1602 .31 & 1627 .3(b)(ii), GC
§§12946, 12960, 34090
Minimum 10
years
Department Preference; GC
Mag, Ppr §34©90
BEAUMONT, CA. ©1995-2017 Gladwell Govemmental Services. Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GG S (909) 337-3516 Adopted: 10/2/2018

Ver . 7.0
RECORDS RETENTI ON SCHEDULE: HU MAN RESOURCES
Page HR -5
Office of Retention No. Records Description
Record
Inactive
Active
(OFR) (Records
(in office)
Center)
Retention
Total
Retention
/ Disposition Comments l Reference
Image: Destroy
Media I=Import Paper after
Vital?
Options M= Mfr Imaged &
S=Scan QC'd?
If the record is not liste d here . refer to the Retention for All Departm ent Sta ndards Retentio ns begin when the act is completed, and imply a full file folder (e.g . last d oc ument + 2 years). since destruction is normally performed by file folder .

H OLDS: Litigation, comjlein ts. claims. public records act requests . audits and/or investigations suspend normal retention periods (retention res umes after settlement or compl etion).

Human OSHA Logs: 200, 300, 301,
HR -012 5years
Resources 301A
v
o
(D
co
v
o
N
N
iv
Personnel Files: Employee
File Includes Application, 5 years or
Evaluations, Policies, Oaths of Termination
Human Separation +
HR -013 Office, Payroll Change of Benefits,
Resources Notices, etc. 1 year Whichever
is Longer
Except Police Employees
5years
Calif. Labor Division is
required to keep their r ecords
7 years; OSHA requires 5
Ma Ppr
9 p years; State law requires 2
years; 8 CCR 14300.33. 8
CCR §3203(b)(1), GC
§34090.7; LC §6429c
Department Preferenc e;
statute of limitations for
retirement benefits is 6 years
from last action;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promoti on, demoti on,
transf er, selection, or
transf r e;
g State Law requires
Mag, Mfr, Yes: After 4 2-3 years; W -4s are
S
OD, Ppr QC &OD 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, 1296(, 34090;
Separation +
6 ears or
. y
1 Termination
of Benefits,
Whichever is
Longer
53237 .2(b), LC 1198 .5
BEAUM ONT, CA. ®1995-2017 Gladwell Governme ntal Services, Inc. - ali rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 7.0 RECO RDS RETENTION SCHEDULE: HUMAN RESOURCES
Page HR -6
Office of Retention No.. Records Description
Record
Inactive
(OFR) Active (Records
(in offic e) I Center 1
Retention
Total
Retention
1 Disp osition Comments 1 Reference
Image: Destroy
Vital? Media I=Import Paper after
Options M= Mfr Imaged &
S=Scan OC'd?
If the rec ord is not listed here, refer to th e Retenti on for Ali Department Sta ndards Retentions begin when the act is completed and imply a full file folder (e .g . last document + 2years), since destruction is normally performed by file folder .

HOLDS: Litigation. co mplain ts. claims, public records act requests. audits a nd/or i nvestigations suspend normal retention periods (retention resumes after s ettl ement or completion) .

Human ;Separation +
Resources HR -014 Personnel Grievance Files 1 year 5 y ears v
co
Personnel Medical File f
00 Benefit File: (all employees) 29 years or
c° Pre -employment M edical Termination
p
Human Clearances, ADA Separation + of Benefits
HR -015
Accommodations, Respirator 1 year + 5 years,
Separation +
6 years
Department preference; All
State and Federal laws
require retention until fi nal
Mag, Mfr, Yes: After disposition of formal
OD, Ppr S QC & OD complaint; State requires 4 -2 -
years after "fully and finally
disposed "; 2 CCR 1101(0);
GC §§12946,12960, 34090
Separation +
30 years or
Termination
of Benefits
5 years,
Whichever is
Longer
Department preference; Files
maintained separately;
Cl aims can be m ade for 30
ye ars f or t oxic substanc e
Yes: Until Mag, Mfr, Y es: After
Separation OD, P S QC & OD exposure; 8 CCR §3204(d)(1)
Ppr
p p et seq ., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090; LC
1198 .5
Iv Fit Tests, etc. Whichever
iv
Except Police Employees is Longer
Recruitment and Testing
File:

Includes Advertisements,
Human Applica tions for Unsuccessful Expiration of
HR -016 Candidates, Interview Notes, Eligibility List
Reso urces
Job Brochures, Test Data, + 4 2 -years
Testing Analysis & statistical
Metric, Job Analysis, Rating
Sheets, Scantrons, etc.

Studies & Surveys When No
Human HR -017 Conducted on Behalf of the Longer
Resources City: Sick Leave, Attritio n, Required
Benefits, etc.
_
Expiration of
Eligibility List
+4-2 years
Department preferenc e;
EEOC / FLSA 1 ADEA (Age)
requires 1-3 years; State Law
requires 2 - 3 years; 29 CFR
Mag, Ppr
1627 ,3( b)() 1 , 29 CFR
1602.14 et seq.2 CCR
11013(c); GC §§12946,
12960, 34090
When No
Longer
Required
--
Preliminary drafts not retained
Mag, Ppr in the ordinary course of
business; GC §34090
BEAUM ONT, CA. 81995-2017 Gladwell Governmental Services, Inc _ - all rights reserved Do not duplicate or distribute w ithout prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
P age HR -7
Office of Retention No . Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments 1 Reference
Image: Destroy
Vital? Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan QC'd?
If the record is not listed here, refer to the Rete nti on f or All Department Stand ards Retention s begin when the ect is copleted, and imply a full file f older (e.g . last document + 2 years) since destruction is normally performed by file folder.

H 7L£7S: Litigation. complaints. claims. public records act requests. audits and/or investigations suspend normal retention periods (retention resumes after settlement or c ompletion).

Verifications of Employment.

When No
Not an Agency record l
Content d oes NOT relate in a
when No
Human Child Support, etc. (From
Longer
Mag Ppr substa ntiv e waf to the
HR -017.5 Longer
Resources fenders or other outside
Rctugeci_
c onduct of th opublics
Required
companies)
business; GC 434090 et seq
co
cto Volunteer I Unpaid intern
5 -lumen I HR -018 Applications & Agreements: 3 years
f�esou rces Unsucce ssful or Pending
N Applicants
N
Iv
Volunteer I Unpaid Intern
Human Applications & Agreements: inactive '
HR -019 i includes emergency contact Separation +
Resources information - Successful 3 years
Applicants
Human Workers Compensation When No
Resources HR -020 Claim Runs Longer
Required _
3 years
Courts treat volunteers as
employees;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
Mag, Mfr, OD, Ppr S Yes: 1 year transfer, s electi on, or discharge; State Law requires
2 -3 years; 29 CFR 1602 .31 &
1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 1960.34090; 29
USC 1113
Courts treat volunteers as
employees;
EEOC/FLSA/ADEA (Ag e)
requires 3 years for
promotion, d emotion,
Mag, Mfr,
S Yes: 1 year transfer, selection, or
OD, Ppr discharge; State Law requires
2 -3 years; 29 CFR 1602 .31 &
1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Inactive /
Separation +
3 years
When No
Longer
_ Re quired
Y ork provides these (reports
Mag Ppr can be produced on
demand); GC §34090
BEAUM ONT, CA. ©1995-2017 Giadwell Governmenta l Services, Inc. - all rights reserved Do not duplicate or distribute without prio r written permission from G GS (909) 337-3516 Adopted: 10/2/2018

Ver. 7 .0 RECORDS RETENTION SCHEDULE: HU MAN RESOURCES
Page HR -8
Office of Retention No . Records Description
Record
Inactive
Active
(OFR)
(in office) (Records
Center)
Retention
Total
Retention
l Disposition Comments i Reference
Image: Destroy
Media I=Import Paper after
Vital?
Options M= Mfr Imaged &
S=Scan QC'd?
If the record is not liste d here, refer to the Retention for All D ep artm ent Sta ndards Retention s begin when the act is completed, and imply a full file folder (e.g . fast document + 2 years}, since destructi on is normally performed by file f older.

HOLDS. Litigation. complaints . claims, public records act requests. audits and/ or investigations s?spend normal ret enti on periods ( .retention resumes after s ettlement or completio n). 29 years or
Workers Compensation
Termination
Claims Long Term: Disability
Human HR -021 Claims (Includes all Accident, Separation + of Benefits Res ources 1 year + 5 years,
Separation +
30 years or
Termination
of Benefits +
5 v eers —
Department preference; Files
maintained separately;
Claims can be made for 30
Yes: Until Mag, Mfr, s Yes: After years for toxic substance Separation OD, Ppr QC & OD exposure; 8 CCR §3204(d)(1)
et seq ., 29 CFR
1910 .1020(d)(1)(i), GC
§§112 .946, 12960. 34090
Incident, or Injury Reports from
Employees) Which ever
is Longer
N _ __
Whichever is
Longer
,r, RISK MANAGE MENT
cp
te I Risk HR -022 Accident Reports - No Claim: 2 years
(Manage. Incidents - Vehicles, Liability
0 N Billing for Damage to City
f Risk HR -023 Pro perty: to insurance 5 years
► anage. companies as a result of an
accident, etc.

HR / Risk
Manage. HR -024 Claim Runs 5 years
HR 1 Risk Final
HR -025 I Liability Claims Resolution + 3 years
M anage. i
2 years
HR / Risk HR -026 insurance Policies (City P
Manage. O wned)
2 years
5 years
5 years
Final
Resolution +
5 years
P
-
Mag, Ppr GC §34090
Mag Ppr Department Preference; GC
§34090
Department Preference; GC
Mag Ppr §34090
Department Preference;
Yes: Until Mag, Mfr, Yes: After C overs various statute of S limitations; CCP §§ 337 et
Resolution OD, Ppr QC & OD
seq.; GC §§ 911.2, 945 .6,
34090, 34090 .6; PC §832.5
Mag, Mfr, S Yes: After Department Preference; GC
OD, Ppr QC & OD §34090
BEAUM ONT, CA. 091995-2017 Gladwell Governmental Services, Inc. - all rights reserve d Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 7.0 RECORDS RETENTI ON SCHEDULE: HUMAN RESOURCES
Page HR -9
Office of Retention No. Records Description
Record
Inactive
Active
(OFR) (in office) (Records
Center)
Retention
Total
Retention
/ Disposition Comments !Reference
Image: Destroy
Media 1=tm ort Paper after
Vital? Options M=Mfr Imaged &
S=Scan QC'd?
If the record is not listed here, refer to the Retention for All Departm ent Standards Retention s begin when the ac t is complet ed, and imply a full file folder (e .g . last document + 2 years), since destructio n is norm ally performed by file folder .

H OLDS. Litigation, co mpla ints, claims. public records act requests. audits and/or investigations suspend n ormal retention periods (r etention resumes after settleme nt or completion) . '
HR l Risk HR -027 OSHA Inspections & 5 ears
Manage. Citations y
co
cPIR / Risk ,
9 HR -028 Safety Committee 5 years
ande.
o
5years
5 years
Calif . Labor Division is
required to keep th eir records
7 years; OSHA requires 5
Ppr
P years; State law requires 2
years; 8 CCR §3203(b)(1),
OMB 1220-0029; GC
§34090.7; LC §6429c
OSHA requires 5 y ears; State
law requires 2 y ears; 8 CCR
Ppr
§3203(b)(1), GC §34090.7;
LC §6429c
BEAUMONT, CA. X 1995-2017 G ladwell Governmental Services. Inc. - all rights reserved Do not duplicate or distribute without prior written permissio n from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 5.0 RECORDS RETENTION SCHEDULE: INFOR MATI ON TECHNOLOGY Page IT -1
Office of Retention No . Records Description
Record_
Inactive
Active
(OFR) (in office) (Records
Center)
Retention
Total
Retention
l Disposition Comments 1 Reference
Image: Destroy
Media I=Import Paper after
Vital? Options M= Mfr Imaged &
S=Scan QC'd?
If the record is not listed he re , refer to the Ret ention for All Departme nt St andards Re te ntions be gin whe n 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 r ecords act requests, a udits and/or investigations suspend n ormal ret ention periods (retentio n resumes after settlement or completion).

INFOR MATION TECHNOLOGY
Backups l Computer
When No
Longer
Required
Used for Disaster Recovery
Purposes Only; C onsidered a

copy and can be destroyed
Yes Mag. when no longer requir ed;
tapes are in autochangers
and are overwritten; GC
§34090 et seq .

Us eEl-fer-Disa ster- Reeevery-
Information Backups, (ALL Disaster When No
Technology IT -001 Recovery Computer Longer
Backups' -Dally Required
co
co
CD
co
N
p WAlla on-N e-
IT 002 Backups --Weekly Longer
Whon-No-
Longer
;
Fes Ma g
N Releg
Required
j
; reeyete
cm
iv
Information GIS Database: Data / Layers When No
Technology IT -003 (both City-wide and Longer
Specialized) Required
The Lead Department should
print out hist orical docume nts
(or s av e s ource data) prior to
replacing the data, if they
Y es Mag require the d ata or output for
historical purposes;
Department Preference
(Preliminary documents); GC
§34090 et seq .

Preliminary documents not
retained in the ordinary
Yes Mag.
course of business; GC
§34090 et s eq .

When No
Longer
Required
When No
Information Network Configuration Maps
Technology IT -004 &Plans Longer
9YRequired
When No
Longer
Required
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserve d Do not duplicate or distribu te without prior writte n permission from GG S (909) 337-3516 Adopted: 10/2/2018

Ver . 5.0 REC ORDS RETENTION SCHEDULE: INF ORMATION TECHNOL OGY Page IT -2
Office of Retention N o. Records Descripti on
Record
Inactive
Active
(OFR) (Records
(in office) Center)
Retention
Total
Retention
1 Disposition Comments 1 Reference
Image: Destroy
Media I =Import Paper after
Vital?
Options M=Mfr Imaged &
S=Scan QC`d?
if the re cord is not listed here , refer to the Retention for All D ep artme nt St andard s Retentions begin when the act is completed, and imply a full file folder (e.glf document + 2 years)„ since destruction is normally performed by file folder .

HOLDS: Litigation . complaints. clairns,public records act requests. audits and/or investigations suspend normal retention peri ods (retention resumes after settlem ent or completion).

UNALTERABLE MEDIA 1

IMMUTABLE CLOUD
P
For legal compliance for
Trustworthy Electronic
Records (when th e electronic
OD rec ord serves as the official
record); GC 34090, 12168.7,
EVC 1550, CCR 22620 et
seq.

Information BACKUP : (WORM / DVD-r /
Technology IT -005 CD -r / Blue Ray -R) or other P
unalterable media that does
not permit additions, deletions,
or chan•2es
BEAUMONT, CA. ©1995-2017 Gladwell Gov ernmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior writte n permission from G GS (909) 337-3516 Adopted: 10/2/2018

Ver . 6 .0
RECORDS RETENTION SCHEDULE: PAYROLL
Page PAY -1
Office of Retention No. 1 Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments l Reference
Image: Destroy
Vital? Media I=Import Paper after
Options M= Mfr imaged &
S=Scan OC'd?
if the record is not listed here, refer to the Retenti on for All D epartment Standards Retentions begin when the act is completed, and imply a full file folder (e .g . last document + 2 years), since d estr uction is n ormally performed by file folder .

HOLDS: Litigation_ complaints. claims. public records act requests . audits and/or investigations suspend normal rete ntion periods (retention resumes after settleme nt or completion).

PAYROLL
CaiPERS Reports: Annual
Payroll PAY -001 Valuation Reports, Actu ari al I 2 years 3 years Valuation Reports
IRS Forms: DE -6, DE -7, DE- j
9, DE -43, W-3, & DE -166,
941 Forms, IRS 5500 Forms
(Employee Benefit Plans),
c� Payroll PAY -002 ' PERS / FICA & M edicare 2 years 3 years rp Adjustments - Quarterly
co
- Payroll Tax Returns / OASDI,
o Federal Tax Deposits,
Adjustments, etc.

N
N
Payroll PAY -003 Deferred Compensation I 2 years 3 years (City Statements)
Payroll PAY -004 . Payroll Batches: includes W- 2 years 3 years 4sreturn
5 years
Department Preference; GC
Mag, Ppr §34090
Department Pr ef erence; IRS:
4 yrs after taxis due or paid;
Ca. FTB: 3 years;-Aktisi es-
Mag. Ppr; IRS Reg
§31.6001-1(e)(2), R&T
§19530; 29CFR 516 .5 -
516 .6, 29USC 436, GC
§ 34090
Produced by Deferred Comp.

Provider; sere
Mag, Ppr
5 years
5 y ears
7 GC §304090, 26
years;
CFR 31 .6001.1
Department preference;
Meets municipal government
auditing standards; W -4s are
required four years after the
Mag, Ppr due date of such tax for the
period to which the
rec ords relate, or the date
such tax is paid, whichever is
the later . 26 CFR 31-6001-1;
GC §34090
5 years
BEAUMONT, CA. © 1995-2017 Gladwell Governmental Services, inc_ - all rights reserved Do not duplicate or distribute witho ut prior written permission from G GS (909) 337-3516 Adopted: 10/2/2018

Ver. 6.0 RECORDS RETENTION SCHEDULE: PAYROLL
Page PAY -2
Office of Retention No . Records Description
Record
Inactive
Active
(O FR) (In office) (Records
Center)
Retention
Total
Retention
/ Disposition C omments 1 Reference
Image: Destroy
I Media. I:import Paper after
Vital? Options M=Mfr Imaged &
S=Scan QC'd?
If the record is n ot listed he re, refer to the R etentio n for All Dep artme nt Standards Retention s begin when the act is completed, and imply a full file folder (e .g, last document + 2 years). .si nc e d estruction is normally performed by file folder .

HOLDS: Litigation _ complaints. claims, public records act requests,, audits and/or investigations susp end normal ret ention periods (ret ention resum es after settlement or completion).

Indefinite =..

Payroll PAY -005 Payroll Database Minimum 5
Indefinite -
Minimum, 5
Data Fields / Records are
interrelated; Consistent with
Yes Mag Time Cards: meets municipal
years
years
aovemment auditing
Payroll File: (By Employee Separation +
13 Payroll PAY -006 Name) 2 years 3 years
standards; GC §34090
Department preference; ; GC
Mag, pr §34090
Department preference for
PERS Buy-back purposes;
M ag, Mfr, S ! I Yes: After Meets municipal government
OD, Ppr QC & OD auditing standards; PERS
Circular letter 200-051-17;
GC §34090
Department preference;
Mag, Mfr, S /1 Yes: After Me ets municipal govemment
OD, Ppr QC & OD auditing standards; GC
§34090
Separation +
5years
su
m Payroll Reports Periodic:

C9 Includes Deduction
Cri Payroll PAY -007 ,Registers, Payroll Jo urnals. 2 years P o
Leave Registers, Time
oi Transaction Reports, etc.

N
P
N
Payroll PAY -008 Payroll Reports Year End: 2 years 3 years (December) Cumulative
5 years
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 6 .0
RECORDS RETENTION SCHEDULE: PAYROLL
Page PAY -3
Office of Retention No. Records Descripti on
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/Disposition
Image:

Vital? Media I=Import
Options M=Mfr
S:Scan
C omments I Reference
Destroy
Paper after
Imaged &
OC'd?
If the record is not listed here, refer to the Retentio n for All Departme nt Sta ndards Rete ntions begin when the act is completed, and imply a full file folder (e.g . last document + 2 years), sinc e destr uction is norm ally performed by file folder .

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

Time Sheets: Time Cards /
ca) Payroll PAY -009 Overtime Sheets / Overtime 2 years 3 years cp Cards
co
rn
o
iv
cri
N
I
Payroll PAY -010 W -2's 2 years 3 years
5 years
Department preference;
Me ets auditing standards
(audit + 4 years); IRS
requires 4 years; Ca. requires
2 yr min.; FTB keep s 3 years;
Most Empl oye es provide
Mag, Mfr, Yes: After digital signatures when they
ODPpr 3 / I QC g, OD submit their timecards, but
, some in Public W orks and
Community Services do not
(another employee enters
their time); IRS R eg §31.6001 -
1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5; GC
§34090
Department preferenc e for
Mag, Mfr, Yes: After Grant Auditing Purposes;
OD, Ppr S / I QC & OD Meets municipal government
auditing sta ndards; GC
§34090
5 years
BEAUM ONT, CA. © 1995-2017 Gladwell Governmen tal Se rv ices, Inc. - all rights reserved Do not duplicate or distribute without prior writte n permission fro m GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 9.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -1
Office of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
1 Disposition Comments 1 Reference
Image: Destroy
Vital? Media I=Import Paper after
Options M=Mfr Imaged &
S -Scan QC'd?
If the re cord is n ot liste d here. refer to the Retention for All Department Sta ndards Re tentions begin when the act is complet ed, and imply a full file folder (e.g. last docum ent + 2 years). since
destruction is n ormally p erform ed by file folder .

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

POLICE CHIEF
/AD MINISTRATION
Police / Accounts Receivable - Invoices
Chief / PD -001 for Restitution, School 2 years 3 years Admin. Resources, etc.

Police I Expiration +
Chief / PD -002 Alarm Permits
Admin.
:'ilice /
.. hief / PD -003 Asset Forfeiture 5 years
%dmin.
co
lice / When No
ief / PD -004 Background Checks for Outside Longer
�}imin. Agencies Required
N
N
Police / Background File / Recruitment
File 1 Psychological - Police Separation +
Chief J PD -005 Employees & Police 4 3 years
Admin. Volunteers (SUCCESSFUL)
Police / Ba ckground File / Recruitment
File / Phycological - Police
Chief ! PD -006 Employees & Police 4 a years
Admin. Volunteers (UNSUCCESSFUL)
Police / Carry Concealed Weapon Expiration +
Chief / PD -007 Permits (CCW Permits) - p
Admin. APPROVED 2 years
5 years
Department preference; Meets
Mag, Mfr, S / 1 Yes: After auditing standards; GC §34090 OD, Ppr QC & OD et s eq.

Department preference; GC
Mag, Ppr

Department preference (me ets
Mag, Ppr auditing standards); GC §34090
et seq.
preferenc e;
Mag Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq .

City preference; State Law
requires 4 years after the date of
the empl oyment action taken; 29
Mag, Ppr CFR 1627 .3(b)(i), 29 CFR
1602.14; GC §§12946, 12960,
34090; 29 USC 1113
City preference; Stat e Law
requires 4 years after the date of
the empl oyment action taken; 29
Mag, Ppr CFR 1627 .3(b)(i), 29 CFR
1602.14; GC §§12946; 12960,
34090: 29 USC; 1113
Mag, Ppr Departm ent preference; GC
§34090 et seq .

Expiration +
5 years
When NoDepartment
Longer
Required
Separation +
4 3 years
4 3 years
Expiration +
p
2 years
BEAUMONT, CA. ©1995-2017 G ladwell G overnmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 9 .0 RECORDS RETENTI ON SCHEDULE: POLICE
Page PD -2
Office of Retention No . Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention / Disposition Comments 1 Reference
Image: Destroy
Total Vital? Media i=Import Paper after
Retention Options M=Mfr Imaged &
S=Scan OC'd?
If the record is not liste d here . refer to the Ret ention for All Department Standards Retention s begin when the act is completed. and imply a full file folder (e.glast d ocument + 2 years). since destr uction is normally performed by file folder.

HOLDS: Litigation. complaints, claims. public records act requests. audits and/or investigations suspe nd normal retenti on p eriods (retention resumes after settlement or completion) .

Police / Carry Concealed Weapon
Chief / PD -008 Permits (CCW Permits) - 2 y ears
Admin. DENIED
Department Policies &
Police 1 Procedures !Opera tion Minimum 2
Chief ! PD -009 Directives / General Orders / years
Admin. Le xipol (Department Policies and
Procedures)
cEolice /
(thief / PD -010 DOJ Inquiries and Responses 2 years
•
0,• min.
iv Internal Affairs Investigations -
Iv N Individual Officers / Complaints
Against Officers - CIVILIAN
2 years
Mag, Ppr Department preferenc e; GC
§34090 et seq .

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

Mag GC §34090 et seq.

Consistent with Lexipol Policy:
-
Minimum 2
years
2 years
Final
Disposition +
5 years
State requires for at least 5 years
for civilian complaints; other
State & F ederal laws require
rete nti on until final dispositi on of
formal compl aint; State requires
Mag, Ppr 2 years after action is taken;
Statute of Limitations is 4 years
after the discovery of the offense
for misconduct in office; PC
801 .5, 803(c), 832.5; EVC §
1045(b)(1), GC §§12946. 12960,

CITIZEN COM PLAINTS -
Police 1 WITHOUT Finding Final
Chief / PO -011 of Misco nduct as defined in Disposition + Admin. PC 4832. 5 years
(May include criminal acts, moral
turpitude, complaints generated
from a citizen)
34090; VC §2547
BEAUMONT, CA. 8 1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission fro m GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 9 .0
RECORDS RETENTION SCHEDULE: P OLICE
Pag e PD -3
of
Record Retention No. Records Description
Inactive
Active
(OFR)
(in office) (Records
Ce nter)
Retention
Total
Retention
/ Disposition Comments /Reference
Image: Destroy
Media 1=import Paper after
Vital?
Options M=Mfr Imaged &
S=Scan CIC'd?
If the re cord is no t listed he re, refer to th e Ret ention for All Department Standards Re ten tions begin when the act is completed. and imply a full file folder ( e.g . last document + 2 y ears) . since destr ucti on is normally perf or med by file f older . 'HOLDS:

I.it9ation. complaints, claims. public records act requestsa udits and/or investigations s uspend n ormal ret ention periods (retention r esumes after settlement or compl eti on) .

Internal Affairs Investigations -
Final
Mag, Ppr PC 6832.7: GC X34090
individual O fficers / Complaints
Against O fficers - CIVILIAN
Police/ Final

COMPLAINTS - WITH
Disposition +
Chief / PD -011. I Disp osition +
Sustained Finding Of
15 nears
Consistent with Lexipol P olicy:

Admin. 15 years
Misconduct as defined in PC
OIL
ca Internal Affairs Investigations -
(i) Individual Officers / Complaints
co
Against Officers - INTERNAL
malice / Final

COMPLAINTS
Zhie f / PD -012 Disposition +
pglmin. 2 years
N (May include criminal acts, moral
N turpitude, complaints generated
from a citizen)
Police / Incident + 2
Chief / PD -013 Internal Pursuit Critiqu es
Admin. years
Police /
Chief / PD -014 Neighborhood Watch 2 years
Admin.

Final
Disposition -
2 years
Not a civilian complaint : other
State & Federal laws regvir
Mag, Ppr retention until final disposition of
formal complaint: State requires
2 n ears after actio n is taken: GC
§§12946, 12960, 34090
Mag, Ppr Department preference; GC
§34090 et seq.

Mag GC §34090 et seq..

Incident + 2
years
2 years
BEAUMONT, CA. ©1995-2017 Gla dwell G overnmental Services. Inc. - all rights reserved Do not duplica te or distribute without prior written permission from GG S (909) 337-3516 Adopted: 10/2/2018

Ver . 9 .0 RECORDS RETENTION SCHEDULE: P OLICE
Page PD -4
O ffice of Retention No. Records Description
Reco rd
Inactive
(OFR) Active (Records
(in office) Center)
_ __
Retention / Disposition
Image: Destroy
Total Vital? Media I=Import Paper after
Retention Options M=Mfr Imaged &
S Scan QC'd?
Comments I Reference
If the reco rd is not listed here. refer to th e Retentio n for All Department Standards - Reten tions 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 andlor inv estiaetions suspend normal retention periods (retention resumes after settlement or completion).

Personnel Files - Police Dept .

Employee File 5 years or
Police / Termination
Separation +
Chief / PD -015 Includes Application, of Benefits,
1 year
Admin. Evaluations, Policies, Oaths of Whichever is
v Office, Payroll Change Notices, Longer
co m etc.
0 0
o Personnel Files - Police De pt.

Iv Medical File /Benefit File 29 years or
dice / Termination
Separatio n +
thief / PD -016 Pre -employment Medical 1 year of Benefits, Admin. Clearances, ADA Whichever is
Accommodations, Respira tor Fit Longer
Tests, etc.

Police 1 Pe rsonnel Training Evaluations /
Chief / PD -017 Daily Observation Reports 2 years
Admin.

Separation +
6 years or
Termination
of Benefits,
Whichever is
Longer
g
Mag, Mfr, Yes: After
S
OD, Ppr QC & OD
Yes: Until Mag, Mfr, Yes: After
Separation OD, Ppr S QC & OD
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Departm ent Preference; statute
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age)
requires 3 years for pr omotion,
demoti on, transfer, selection, or
discharge; State Law requires 2 -
3 years; 29 CFR 1602 .31
1627.3(b)(ii), GC §§ 3105,
12946, 12960, 34090; LC 1198.5
Department preference; Fil es
maintained separately; Claims
can be made f or 30 y ears for
t oxic substance exposure; 8 CCR
§3204(d)(1) et seq ., 29 CFR
1910.1020(d)(1)(i), GC §§12946,
12960, 34090; LC 1198 .5
Separation +
30 years or
T erminati on
of Benefits,
Whichever is
Longer
GC §34090
GC §34090
GC §34090
GC §34090
A
2 years
Police /
Chief / PD -018 Pitchess Motions Notifications 2 years
Admin.
_
2 years
Police /
Chief / PD -019 Press Releases 2 years
Admin.
2 years
Police /
Chief / PD -020 Range Qualifica tions 2 ye ars
Admin.
2 years
BEAUMO NT, CA. ©1995-2017 Gladwell Governmental Services, In c. - all rights reserved Do not duplicate or distribute without prior written permissio n from GG S (909) 337-3516 Adopted: 10/2/2018

Ver. 9 .0
RECORDS RETENTI ON SCHEDULE: P OLICE
Page PD -5
Office of Retentio n N o. Rec ords Descripti on
Record
Inacti ve
Acti ve
(OFR) (i n office) (Records
Center)
Retention
Total
Retention
/ Disp ositi on
Image:

I Media I=Import
Vital? Opti ons M=Mfr
S=Scan
C omm ents / Reference
Destr oy
Paper after
Imaged &
❑C'd?
if the re cord is no t listed here. refer to the Rete ntion for All Department Standards Retentions begin when the act is completed, and imply a f ull file folder (eg. last document + 2 years) . since destruction is normally performed by file folder.

H OLDS_ Litigationcomplaints, claims, public records act requests . audits andl ar investi atio ns suspend normal retention periods (retention resumes after settlement or completi on).

Police /
Chief / PD -021 Training Bulletins 2 years
Admin.

Police / Use of Force Review (Not as a
result of a civilian complaint, and Incident + 2
Chief / PD 022 not resulting in death or ingreat years
Admin.
bodily injury.)
2 years
Mag, Ppr
Mag, Ppr
GC §34090
Department preference; GC
§§12946, 12960, 34090
Incident + 2
years
r11 C AD 1 DISP ATCH
cc)
CD
o Audio Recordings or Tapes -
(CA D/RMS) Recordings of
Solice / Minimum
PD -023 Telephone & Radio
Cbmmun. 180 days
N) Communica tions Dispa tch Tapes
G,

N (CAD)
N
Minimum
180 days
Mag
Department Preference
(consortium standard); �.ct..,,a,
atew.

Iguideli neslarepose-1-60-d ays-
(legally mandated f or 100 days);
(may be discoverable or made
public in some circumstanc es),
GC §§34090, 34090.6
� �}�
EMEN1
Police
Police /
A dministr-ati. o Gltation iea4R . 1f
fiardchip Waivers / Board of
Min imum-
I Reso�ol�1
1 2
nom
Resele#+en-+
2 Yes: Until
Elepartment �referense�o
§3489A
Code PD 024
Enforce.

Appeal&
year&
yccar&eselatiert
Police /
Code Enforcement / Abatement
nninim,.m
Minim ,.m T
y
Yes: Until
Magwro, Ppryea re
Mag;-Mfr
QD, Ppr
p
n
nea.+me„+ orefe.en , e• r_r
§2409g
Department
Code PD 025
Enforce.

Police /
Longe r
W"ep-
Longer
,,,�e �i�e� ,fn �,
yes -Files -and
preference; Case is
Yes:

Code �B 926
Required
Required
rode _ns„mecnen+ G mplaint
Letters)
Resel tion
After
QC & OD (com e cases are not resolved);
q
2-
o ars
Q
�_
iFea f�
Enforce.

CFC §104.3A, GC §31090

DETECTIVE
BUREAU
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 9 .0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -6
Office of Retention No. Records Description
Record
Inactive
Active
(OFR) (in office) (Records
Center)
Retenti on
Total
Retention
/ Disposition Comments / Reference
image: Destroy
Media 1=Import Paper after
Vital? Options M=Mfr Imaged &
S=scan QC'd?
If the record is not listed here, refer to the Retention for All Dep artment Standards Retentions begin when the act is complet ed. and imply a f ull file fold er (e.g. last d ocum ent + 2 years). since destruction is normally performed by file folder. '..7 HOLDS: Litigation, complaints, claims. public records act requests . audits endior investi eti ons s us end normal rete nti on peri ods (rete ntion res umes alter settlement or completion:.

When No
Police / Drone (Unmanned Aerial
Whe n No
D oes not rec ord regular anc
PD -026. 5
Detectives Vehic le ) Re cordings
L onger
Mag ong oing operations; GC
Required
Required
634090.6 et sev.

Police / Minimum 5
Detectives PD -027 Informant Files years
v
CO
,o
o
N
C. T1
lice / PD -028 Intelligence Files (Criminal No Lo nger
Detectives Intelligence Files) than 5 years
Minimum 5
years
Informant inf ormation; Does n ot
cont ain criminal intelligence
Mag, Ppr information concerning
individuals; Departme nt
preference GC §34090
Files contain criminal intelligence
information concerning an
individual only if there is
individual reasonabl e
involved in criminal
conduct or activity and the
Mag, Mfr, S / I Yes: After information is relevant to that OD, Ppr QC & OD criminal conduct or activity .

Misleading, obsolete or
unreliable information is required
to be destr oy ed; remaining
records must not be retained
longer than 5 years; 28 CFR
23 .20(h); GC §34090
Final reports and records are
Mag, Ppr transferred to the case file stored
in Records; GC §34090 et seq.

Mag GC §34090 et seq.

No Longer
than 5 years
Police / Investigation Files and Arrest Transfer to
PD -029
Detectives Files Records
Transfer to
Records
Police / Detectives PD -030 Narcotics Buy Fund Logs 2 years 2 years
_

Ver . 9.0
RECORDS RETENTI ON SCHEDULE: POLICE
Page PD -7
Office of Retention No. Records Description
Record
Inactive
Active
(OFR) (in office) (Records
Center)
Retention
Total
Retention
/ Disposition Comments I Reference
Image: Destroy
Media I=Import Paper after
Vital? Options M=Mfr Imaged &
S=Scan QC'd?
If the re co rd is not listed here. refer to th e R ete nti on f or All Department Stendards Retention s begin when the act is completed. end imply a full file folder (e .g . last d ocument + 2 y ears). since destruction is normally performed by file f older .

HOLDS: Litigation. complaints, claims, public records act requests, audits andior investigati ons su sp end normal retention periods (r etention resumes after settlement or completi on).

Canine (Police Service Dogs)
Police / PD -031 Program Files !Training Files: Separation + Patrol 3 years
Animal Files
Police / Canine (Police Serv ice Dogs)
Patrol PD -032 Program Files: Action Reports, 2 years
Monthly Re ports
v
olice 1 PD -033 Offic er Da ily Logs 2 years
_etrol
(=>W
$olice 1 PD -034 PAS Device Calibration Logs 2 years
-Patrol
Wdice / PD -035 Ride -Along Waivers 2 years
'atro l
Police / Minimum 2
Patrol PD -036 Special Events ! Ops Plan years
Police ! PD -037 Traffic Control: Radar 2 years
Patrol Calibration Records
When No
Police 1 Vacation House Checks 1 Extra
Patrol PD -038 Patrol Requests Longer
q Required
Separati on +
3 years
3 years is required for animal
Mag, Ppr care / treatment records; FA
§32003(e), PC §597.1(d); GC
§34090 et seq .

Mag, Ppr GC §34090 et seq..

Department preference;
Mag Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

Mag, Ppr GC §34090 et seq.

Mag GC §34090 et seq.

Preliminary drafts not made or
retained for the purpose of
Mag, Mfr, Yes: After preserving the informational
OD, Ppr S ! I QC & OD c ontent for future reference; GC §34090, GC §6252; 64 Ops . Cal .

Atty. Gen. 317 (1981))
Mag, Ppr GC §34090 et seq.

Department preferenc e;
Preliminary drafts not retained in
Mag
the ordinary course of business;
GC §34090 et seq.

Department preference;
Preliminary drafts not retained in
Mag the ordinary course of business;
GC §34090 et seq.
2 years
2 years
2 years
2 years
Minimum 2
years
2 years
When No
Longer
Require d
Po lice /
Patrol PD -039 Watch Commander Logs 2 years
2 years
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 9 .0 RECORDS RETENTION SCHEDULE: P OLICE
Page PD -8
Office of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retenti on
Total
Retention
/ Disposition Comments / Reference
Image: Destr oy
Vital? Media I=Import Paper after
Options M=Mfr Imaged &
B=Scan QC'd?
if the record is not listed here, refer to the Rete ntion for All Department Standards Retentions begin when the act is completed and imply a full file Bald er ( e.g. last d ocument + 2 years) . since destru ction is normally performed by fil e f older .

HOLDS: Litigation , complaints. cla ims, public records act requests, a udits a nd/ or investigations suspend normal retention periods (retention resumes after settlement or completion).

PR OPERTY & EVIDENCE
F ollows the
Police / Retention
Prope rty & PD -040 Crime Repo rt Photos Period of the
Evidence Evidenc e
Follows the
Retention of
the
Evidence
Mag, Mfr, s / 1 Yes: After 1 Department Preference; GC
OD, Ppr year §34090
Mag, Ppr GC §34090
.plice /
Pci�bperty & PD -041 Forfeiture Notification 2 years
Ityidence
2 years
Police /
o Gun and Narcotics Destruction Minimum 2
Poperty & PD -042 Log (Documents related to) years
E viden ce
malice / Lo st & Found Property
Pgperty & PD -043 (Documents related to) 2 years
LJiden ce
Police /
Property & PD -044 Property & Evidence Logs 2 years
Evidence
Police /
Property & PD -045 Property Auctions 2 years
Evidence
Minimum 2
years
Department Preference; GC
Ma Ppr
g' §34090
2 years
Mag, Ppr GC §34090
2 years
Mag, Ppr GC §34090
2 years
Mag, Ppr GC §34090

RECORDS
Po lice / PD -046 Alarm Responses 2 years
Records
Police / PD -047 Bicycle Registrations 2 years
Records
Police ! Citations & Notice to Appear -
Records PD -048 Parking, Marijuana, & Moving 2 years
(In cludes Voided and Warnings)
2 years
Mao GC §34090 et seq.
2 years
Mag Ppr GC §34090
2 years
Department preference; GC
Mag, Ppr §34090 et seq .

Ver. 9.0
REC ORDS RETENTION SCHEDULE: P OLICE
Page PD -9
Office of Retention No . Records Description
Record
Inactive
Active
(OFR)
(in office) (Records
Center)
Retention / Disposition Comments /Reference
Image: Destroy
Total Media I=Import Paper after
Vital?
Retention Options M=Mfr Imaged &
S -Scan QC'd?
If the reco rd is not listed here. refer to th e Ret ention for. All Department Standards Rete ntio ns begin whe n the act is completed. and imply a full tale folder (e.glast d oc ument + 2 years). si nce destruction is normally performed by file folder.

Hd� Litigation,, complaints. claims. public records act requests. audits and/or investiiQatiions suspend normal retention periods (retentio n resumes after settlement or completion].

CRIME REPORTS / INCIDENT
REPORTS:

Police /
PD -049 ALL, Except for those 10 years
Records Specifically Mentioned
v Elsewhere (mandated purges
co or retention)
m
0-1 POLICE REPORTS / INCIDENT
REPORTS:
cNii
N Capital Crimes / Homicides 1
Police 1 PD -050 Major Crimes / Serious P
Records Felonies / Sex Crimes / Child
Abuse /Felony DNA (Crimes
Subject to the Death Penalty),
Sex Crimes (PC §288, 290, WIC
707(b)), PC 803(h)

CRIM E REPORTS / INCIDENT
REPORTS:

Police / Factually innocent Petition Date of
Records PD -051 Accepted Records Sealed Arrest + 3
Pending Destruction - Except years
those with outstanding stolen
property, including firearms, or
lost firearms
10 years
Provided there are no
outstanding warrants,
unrecovered identifiable items,
criminal deaths, they are not
Mag, Mfr, Yes: After 3 historically significant, and it is Yes S/Mll not classified under PC §800 &
OD, Ppr years 290; Stat . of Limit . is 2 yrs;
Destroy juvenile marijuana aft er
age18; H&S §11361.5, GC
§34090, PC §802, PC §§187.
800 et seq .

Department Preference; DOJ
r etains CACI (Child Abuse
Central Index) information for
adults 100 years; others ha ve no
Yes Mag, Mfr, S/M/I Yes: After limitations on commencement of OD, Ppr QC & OD action; Courts keep permanently
PC §§ 261, 286, 288, 288a,
288.5, 289, 289.5, 290, 799,
803(h), 11169 et seq.; 11170(a);
WIC 707(b)
Individual petitions District
Yes: Me Mfr Yes: After 3 Attorney; Sheriff concurs that Before S/MII person is factually innocent, then
OD, Ppr years
Disposition seals record ("Shall" Destroy);
GC §34090; PC §851.8(a)
P
Date of
Arrest + 3
years
BEAUMONT, CA. 01995-2017 Gladwell G overnmental Service s, Inc. - all rights reserved Do not duplicate or distribute without prior written permissio n from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 9.0 REC ORDS RETENTION SCHEDULE: POLICE
Page PD -10
Office of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention / Disposition Comments /Reference
Image: Destroy
Total Vital? Media t=Import Paper after
Retention Options M - Mfr Imaged &
S'Scan QC'd?
if the reco rd is not liste d here. refer to the Retention for Ail Department Standards Reten tions begin when the act is completed, end imply a full file folder (e .glast d ocument + 2 years), since destr uction is normally perform ed by file folder.

HOLDS: Litigationcomplaints, claims,. public records act req uests, audits and/or i nvestigations suspend normal retentio n periods (retention resumes after settlement or completion).

CRIM E REPORTS / INCIDENT Firearm
REPORTS: Found or
Police /
PD -052 Recovered -
Records Firearms entered into CLETS
(if not Permanent Retention) - Minimum 2
Found / Recovered Firearms Years

CRIME REPORTS / INCIDENT
v REPORTS:
co
rp
Misdemeanor or Infraction -
o Adult M arijuana - H&S
i3+hlice 1
PD -053 §11357(b)(c)(d)(e) or H&S 2 years
(cords §11360(b) (with procedure in
cnH&S §11361. 5) - Except those
N with outstanding stolen property,
includin g firearms, or lost
firearms

CRIM E REPORTS/ INCIDENT
REPORTS:

Conviction
Misdemeanor or Infraction - or Arrest (if
Police / PD -054 Juvenile Marijuana - H&S No
Records §11357(E) - Except those with Conviction)
o utstanding stole n pro perty, + 2 years
including firearms, or lost
firearms
Firearm
Found or
Rec overed -
Minimum 2
years
Mag, Mfr, Y es: After 3
Yes S/M/I PC§ 11108.2(b); GC§ 34090
OD, Ppr years
Yes:

Mag; Mfr, Y es: After 2 (""Shall"` Destr oy); H&S §11361 .5; Before S/M/I
Disposition OD, Ppr years GC §34090
2 years
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Yes: (Courts and other Agencies
Before �'1ag= Mfr, Mil "Shall" After 2 "Shall" Destroy); H&S §11361 .5; Disposition OD. Ppr years GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Go ve rnmental Services, Inc. - all rights reserved Do not duplica te or distribute without prior written permission from GG S (909) 337-3516 Adopted: 10/2/2018

Ver . 9.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -11
Office of Retention No. Records Description
Record
Inactive
Active
(OFR) (Records
(in office) Center)
Retention
Total
Retention
l Disposition Comments / Reference
Image: Destroy
Media 1=Import Paper after
Vital?
Options M -Mfr Imaged &
S=Scan QC'd?
if the record is not listed here, refer to the Retention for All Department Standards Retention s be gin when the act is completed and imply a ful, file Colder (e g. last document + 2 years), since destruction is normally p erformed by file f old er.

HOLDS: Litigation, co mplaints. claims, public rec ords act requests, a udits and/or investig ations s usp end normal retention periods (retentio n resumes after settlement or con:pletion) .

CRIME REPORTS / INCIDENT
REPORTS:

Offender is
Police / M isde meanor or Infraction
Records PD -055 Marijuana §11357(d) - Juvenile 18 Years on School Grounds during ©Id
School Hours (with procedure in
v H&S §11361.5)
co
(1) CRIME REPORTS / INCIDENT
o REPORTS:
v
o SealedAdult, Juvenile and Se aling Date
Police / Ward Cases - Except those with + 5 years
PD -056
I 'cords Except Childho od Sexual Assault (Or Court
Offender is
18 Years
Ofdet
(Co urts and other Agencies
Mag, Mfr, Yes: After 2 „
Yes SIM/l yOD, Ppr ears Shall" destroy); H&S§ 11361.5
seq., 11357(d)
Sealed records for juve niles and
Yes: wards of the Court must be
Mag, Mfr, Yes: After 3
Before S/MII destroyed 5 years after sealing
OD, Ppr years
Disposition date; CCP §§340.1, GC §34090;
W&I §§389(a), 781(d)
Yes:

S ealing Date
+ 5 years (or
Court Order)
N Child Abuse or Severe Neglect, Order)
(Substantiated), outstanding
stolen property, including
firearms, or lost firearms
CRIME REPORTS 1 SEALED
Age of
M aiority + 22
RECORDS:

Age of
Police 1
Map, Mfr,
PD -056.'1 Maiority + 22
Before CCP §§340 .1, GC §34090
Records Sealed Juvenile and Ward
years

OD, PDT
years
Dispositi on
Cases - Childhood Se xual
Assault
BEAUMONT, CA. 01995-2017 G ladwell G overnmental Services. Inc. - all rights reserved Do not duplicate or distribute without prio r written permissio n from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 9.0
RECORDS RETENTION SCHEDULE: POLICE
Page PD -12
O ffice of Retention No. Records Description
Record
Inactive
Active
(OPR)
(in office) (Records
Center)
Retention / Disposition Comments / Reference
Image: Destroy
Total Media I=Import Paper after
Vital?
. Retention Options M= Mfr Imaged &
S=Scan QC'd?
If the reco rd is not listed he re. refer to the Retentio n for All Department Standards Retentions begin when the act is completed . a nd imply a full Fie folder (e .g . last document + 2 years). since destruction is normally perf ormed by file folder .

HOLDS- Litigation. complaintsclaims. public records act requests. audits and/or investijetions s uspe nd norm al retention periods (retentio n resumes after settlement or compl etion).

CRIME Ktl'VK t S / INCiOENT
Court 0 e
Individual petitions Court ("Shall "
REPORTS:

Police l Court Order
Maq, Mfr, Yes:. After 3
Pty-tI55. 5 Vacatur Relief Granted by
Records
* a yeas.
-
Sl ll I Destroy): GC §3409Q-, PC
} Yet
~ ~—~ years
Court-Ylctim of Human
,Ppr
§§236 .14(k); 236 .15(k)
Trat (Nonviolept.

Crimes,}
Mag, Ppr Filed on line with the State; GC
§34090
Mag GC §34090 et seq .

Mag GC §34090 et seq .

M ag, Ppr Preliminary Drafts; GC§ 34090 et
seq.

Departm ent preference;
Mag Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

Mag, Ppr GC §34090
PC§ 832.18(b)(5)(E); GC
Mag §34090 .6 et seq.
v Crime Statistics / National
2 years
cca Incident -Based Reporting.
;police / PQ -057 System (NIBRS) l Uniform 2 years
lcords
Crime Reports (UCR) -oo
o Summaries (BCS)
ico ds PD -058 ADttom y) s (Se nt to District 2 years
dice / PD -059 DMV Verbal Notices 2 years
Re cords
Police / Field Investigation FI's When No
Cards (
PD -060 ) Longer
Records After Entry into RMS Required
Police / PD -061 Lo gs: Arrest Packe t, JDIC 2 ye ars
Records
2 years
2 years
When No
Longer
Require
2 years
Police / PD -062 NCIC Validation 2 years
Records
2 years
Police / Officer Recordings: Body-Wo m
Records PD -063 Camera Videos — LOGS of P
Access or Deletion of Data
P
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserv ed Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 9 .0
REC ORDS RETENTION SCHEDULE: POLICE
Page PD -13
Office of Retention No. Records Description
Record
Inactive
Active
(OFR) (in office) (Records
Center)
Retention
Total
Retention
/ Disposition C omments / Reference
Image: Destroy
Media l=import Paper after
Vital? Options M=Mfr Imaged &
--- S=Scan QC'd?
If the re cord is not listed here , refer to the Ret ention for All D epartment St andards Reten tions begin when the act is completed. and imply a full fil e fold er ( e.g. last document + 2years) . sinc e destructio n is normally performed by file folder.

HOLDS Litigation. complaints.. claims. public records act requests. audits and/or investiQetions suspend n ormrata ntior, penods (r et enti on resumes after settlement or completion).

Officer Recordings: Body-Wom Follows
Camera Videos - that ARE Retention for
Police / PD -064 evidence Officer Involved Evidenc e,
Re cords
Shootings / Detention or Minimum 2
Arrest 1 Complaints years
Officer Recordings: Body -Worn
i{plice / Minimum 60
PD -065 Camera Videos - that are NOT
cords evidence days
cps
o
co
P olice / Officer Recordings: Mobile
PD -066 Audio Video (MAV) Recordings - 1 year
Follows the.

Retention of
the
Evidenc e,
Minimum 2
Years
Mag PC§ 832.18(b)(5)(B)&(C); GC
§34090.6 et seq.

PC§ 832 .18(b)(5)(A); GC
Mag
§34090.6 et seq.

Department preference
(consistent with Lexipol Section
422); Recordings that become
Mag evidence are stor ed with
evidence - these are prelimin ary
documents / transit ory
recordings; GC §34090.6 et seq.

Department Preference to
provide information to other
agencies; Non -records us ed f or
Mag, Ppr investigations; Origi nals enter ed
into the State Aut omated
Property System; most agenci es
retain for 2 y ears; GC §34090
Data is interrelated; Mav Contain
Minimum 60
days
1 year
icords
N that are NOT evidence
N)
Police /
Records PD -067 Pawn Slips 2 yea rs
2 years
Indefinite ,
Follows
Re lco ds PD -068 Police RMS Database Retention of
Indefinite
Follows
independent contractor's
Retention of
Yes Mag compensation. expense
the Crime
the Crime
reimbursement, or District credit
Report
R
Report ,
card records; GC §602011 ,41112)
BEAUMONT, CA. ©1995-2017 Gladwell Gove rnmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 9.0
RECORDS RETENTION SCHEDULE: POLICE
Page PD -14
Office of Retention No . Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments 1 Reference
Image: Destroy
Vital? Media I=Import Paper after
Options M=Mfr Imaged &
S —Scan QC'd?
f the record is not listed here. refer to the Retention for All Department Standards Retentions begin when the act is completed. end imply a full file folder (e .g . lest doc ument + 2years), sinc e destructio n is normally p erformed by file folder .

HOLDS'Litigation, complaints. claims. public records act requests. audits an or investigation suspend normal retention periods (retention res umes after settleme nt or completio n,) .

Police / PD -069 Registrants: Arson -Adults 5 years P
Records
v
CID Registrants: Arson - Juveniles Age 25 or
Poblice /
PD -070 released from California Youth Sealing Date
Records
Authority + 5 years
0 p
li / M inimum 5
P
Department preference; Pursuant
to PC §457.1 et seq.; required to
Mag, Mfr, S/MIi Yes: After 5 register for life; If released from OD, Ppr years CYA, records are destroyed after
age 25 or sealing pursuant to
W&I §781; GC §34090 .7
Pursuant to PC §457.1 et seq .; If
releas ed from CYA, rec ords are
Mag, Mfr, Y es: After
S/M/I destroyed after age 25 or sealing
OD , Ppr QC & OD pursuant to W&I §781; GC
§34090 .7
Department Prefers ce
Age 25 or
Sealing Date
+ 5 years
A
Minimum.5
Mag. Mfr. Yes: After
PD -070.2 Re gistrants: Gana Adults.
years
SS / II (registration pursuant to PC
rds years
OD, Ppr QC & OD
N
Police / Sealing Date
186.3(a)); GC §34090
Sealing Bate
Qepartment Preferenc e
(registration pursuant to PC
Mag, Mfr. Yes: After
PD -070.3 Registrants: Gana Juveniles
+ 5 years
s.I.( es 186,3/all: Re=xirds are destroyed
Records 5 years
OD. Ppr & OD
Po lice / PD -071 Registrants: Narcotic 5 ye ars
Records
Police / PD -072 Registrants: Sex Offenders - P
Records Adults _
pursuant to W&15781:GC
534090
5 years
Department Preference;
Mag, Ppr Registration is required for 5
years; GC §34090, H&S §11590
et seq., H&S §11594(a)
Mag, Mfr, SIM/l Yes: After Department Preference;
OD, Ppr QC & OD Pursuant to PC §290 et seq.

Ver . 9 .0
RECORDS RETENTION SCHEDULE: POLICE
Page PD -15
O ffice of Retention No . Records Description
Record
Inactive
Active
(OFR) (In office) (Records
Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Media I=Import Paper after
Vital? Options M=Mfr Imaged &
$:Scan QC`d? _
if the record is no t liste d here. refer to the Retention for Ali Departme nt Ste ndarris Retentions begin when the act is completed . end imply a full Me fold er (e .g . last document + 2 years). since destruction is normally performed by file folder.

HOLDS: Litigation. co mplaints. claims. public rec ords act requests, audits and/ or i nv estigations s us end norm al rete ntion periods (retention r esumes aft er settlement or completion).

P
or Sealing
Police / PD -073 Registrants: Sex Offenders - pate + 5
Records Juveniles years (or
Court Order)
Regulatory Permits &
tplice / Expiration +
co rds PD -074 Backgrounds (Solicitors, 2years
cp Massage, Taxi, etc.)
Report to the State Commission
P
or Sealing
Date + 5
years (or
Court Order)
N1ag, Mfr, SIMfl Yes: After Pursuant to PC §290 et seq.; OD, Ppr QC & OD W&I §781(d)
Mag, Department pr eference; GC
Ppr
§34090 et seq .
11 CCR 999.228; 11 CCR
Expiration +
2years
3 years
on Peace Officer Standards and
Training (POST Commission) of
notice /
PD -074,5 peace officer employment, 3 years
Maa, Ppr
cords
999.229; GC §34090
co mpliant, finding, disposition. or
Preliminary drafts not retained in
Mag, Ppr the ordinary course of business;
GC §34090
11 CCR 999.228' 11 CCR
N
iv judgement pursuant to §PC
13510.9
Police / When No
Records PD -075 Repossession Notices Longer
Required
STOP Source Data. Audit Log t
When No
Longer
Required
3 years
Police /
PD -075.1 Racial and Identity Profiling Act 3 years
Mag, Par
Re cords
2 years
999.229; GC 434090
[RIPAi Annual Repo rt
Mag, Ppr GC §34090
Mag. Ppr GC §34090
Does not record "regular and
Mag ongoing operations"; GC
§34090 .6
Mag Records "regular and ongoing
operations"; GC §34090.6 I
Police / PD -076 Subpoenas (Personal 2 years
Records Appearance or Duces Tecum)
Police / PD -077 Subpoenas (Records) 2 years
Records
When No
Police 1 PD -078 Video Recordings - Parking Longer
Re cords Lots, Public Areas Required
2 years
When No
Longer
Required
Police / PD -079 Video Recordings - Police 1 year
Records Operations
1 year
BEAUMONT, CA. 1995-2017 G ladwell Governmental Serv ices, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 9 .0 REC ORDS RETENTION SCHEDULE: POLICE
Page PD -16
O ffice of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
1 Disposition Comments / Reference
Image: Destroy
Vital? Media l =Import Paper after
Options M=Mfr Imaged &
S=Scan ❑C'd?
If the record is not listed here. refer to the Rete ntion for All D ep artment Standards Retentions begin when the act is completed , and imply a full file folder (e.g . last doc ument + 2 years) . since destructi on is normally performed by file f older.

HOLDS: Litigation. complaints, claims. public records act requests, a udits endl or investi ations suspend normal retention peri ods (retention resumes aft er settlement or completion).

Police / PD -080 Warrants (Recalled or Served) 2 years
Records
2 years
1 Mag Department preference;; GC
§34090 et seq.

T EMPORARY HOLDING FACILITY
Police / PD -081 Deily inspectifln Log, Juvenile 2 years THE Log
Police / PD -082 Monthly Counts, Official Counts 2 years THE
of ce 1 PD -083 Video Recordings (Temporary 1 year
(2THF Holding Facility)
2 years
2 years
1 y ear
Mag, Ppr GC §34090
Mag, Ppr GC §34090
Mag GC §34090.6(a)
ZZSZ 10 Z I. I-
BEAUM ONT, CA. tfl1995-2017 Gladwe ll Gov ernmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC INFORMATION Page PIO-1
Office of Retention No. ; Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/Disposition Comments 1 Reference
Image: Destroy
Paper
Vital? Media 1=Import after
Options M=Mfr Imaged &
S=Scan QC,d,
If the record is not listed here, refer to the R ete ntio n f or Al' Department Sta ndards Retentions begin when the act is completed, and imply a full fil e folder (e .g . fast document + 2 years). si nc e destr uction is n ormally p erformed by file folder .

HOLDS: Litigation. claims. complaints, audits. public r ecords act requ estsand/or investigatio ns suspe nd normal ret ention periods (rete ntion resumes aft er settlem ent or completionj .

PUBLIC INFORMA TION
Public Minimum 2
Information PI -001 Brochures and Newsletters years
Public Public Relations l Press Minimum 2
Info rmation PI -002 Releases years
Minimum 2
years
Mag, 'Department preference; GC
Ppr §34090
Minimum 2
ears
Mag, Department preference; GC
Ppr '§34090
ZZSZ 10 £ 1. I- abed
BEAUMONT, CA ©1995-2017 Gladweil Governmental Services, Ina. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 8 .0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Pag e PW-1
O ffice of Retention No. Records Description
Record
Inactive
(OFR) Active
(In office] ('Records
Center)
Retention /
Total
Retention
Disposition Comments /Reference
Image: Destroy
Paper
Media I=Import
Vital? Options M=Mfr after
B=Sean Imaged &
QA'd?
If the record is not listed here, refer to the Retention for Ail Department Standards Retentions begin when the act is completed, and imply a full file folder ( e.g. last document + 2 years) . since destruction is norm fly performed by file folder.

HOLDS: Litigation. complaints. claims. public records act requestsaudits endlor investigation_ suspend normal retention p eriods (retention resumes after settlement or completio n).

ENGINEERING
Public Works PW_001 Aerial Maps: Analog, Historical P
/ Engineering;
Public Works PW-002 Benchmarks P
/ Fdgineering
CO
m
Bonds - Improvements: Release of
Pu blic Works
�+ PW-003 Performance Bonds, Subdivision Bond / Letter
/ �iigineering
cri Bonds, Letters of Credit of Credit
N
r\.)
P
Mfr OD, S / I No Departm ent Pr eference; GC
§34090
Ppr
Mfr OD, S/I Yes: After Departm ent Preference; GC
Ppr QC & OD §34090
Securities (Performance
Bonds, Letters of Credit, CD's,
etc.) are r el eased after the
Notice of Completion is issued
Mag, Ppr p
and replaced with the Warranty
Bond, which is released 1 year
after the Notice of Completion
date . GC §34090
Department preference; Some
grant funding agencies require
audits; Statut e of Limitations
Yes: Until applicable; Omissionsf or Errors &
Statuteofis not
Compl eted Mag' Ppr Limitations: Contracts &
Spec's=4
P
Release of
Bond / Letter
of Credit
5 years or
Capital Improvement Projects After
(CIP) - Maintenance Projects: Public Works Painting,Funding Pav ement Overlays, Upon Agency / Engineering PW-004 Repairs, Ramps, Re -Roof, Completion Audit, if Repairs, Slurry Seals. required,
etc. whichever is
Ion er
9 Completion +
5 years or
After Funding
Agency Audit,
if required,
whichever is
longer
years; +t atewido
+-5-years; CCP §337 et. seq .,
GC §34090
BEAUMONT, CA. ©1995-2017 G ladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 8 .0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-2
O ffice of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention /
Total
Retention
Disposition Comments /Reference
Image: Destroy
Paper
Vital? Media 1=Import after
Options M= Mfr Imaged &
S=Scan QC,d?
if the record is not listed here, refer to the Retention for AU Dep artment Sta ndards Retentio ns 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, co mplaints, claims. public records act requests . audits a ndl or investigati ons suspend normal r etention periods (ret entio n resumes after settlement or completio n).

Capital Improvement Projects
(CiP): Administration File, Grants,
10grant
Funding, Project Administration, years or
Certified Payrolls, Community After
Outreach / Notifications, Funding / Funding
Pak Works Grants, Project Schedules, Upon Agency
PW-005
gineering Progress meetings, Punch Lists, Completion Audit, if Real Estate Appraisals, RFIs & required ;
Responses, Temporary whichever is
0-1 Easeme nts, Construction longer
0 Manager's Logs, Daily In spections,
iv
Daily Logs, Photos, etc.
iv
iV
Capital Improvement Pro jects
(CIP) Permanent File:

Spec ifications & Addenda,
Agreement 1 Contract (copy),
Successful Proposal, Change
c
Orders, Geotechnical Studies &
Public Works Upon
1 Engineering PW-006 Reports, Operations & P
Completion
Maintenance Manuals (O&M
Manuals,) Materials Testing
Re ports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Soil Reports,
Studies, Submittals, Surveys, etc.

Completion +
10 years or
After Funding
Agency Audit,
if required .
whichever is
longer
Department prefer ence; Some
funding agencies require
audits; Statute of Limitations
for Errors & Omissions is 10
years; Statute of Limitations:

Yes: Until
Mag, Ppr Contracts & Spec's=4 years,
Completed
Wrongful Death=comp . + 5
years, Developers=comp. + 10
years;
CCP §337 et . seq ., GC §34090
P
Department preferenc e;
Mag, retained for disaster
Yes: Until Yes: After preparedness purposes;
S/l
Completed Mfr, OD, QC & OD
Ppr
pl ai-GC §34090
BEAUM ONT, CA. 01995-2017 Giadwell Govemmental Services, Inc. -- all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 8.0 RECORDS RETENTION SCHEDULE: PUBLIC W ORKS
Page PW-3
Office of Retention No. Records Description
Record
I nacti ve
Active
(OFR) (in office) (Records
Center)
Retention !
T otal
Retention
Disposition Comments l Reference
Image: Destroy
Paper
Media 1=Import
Vital? Options M=Mfr after
S=Scan Imaged &
OC'd?
If the record is not listed here, refer to the Retention for Ail Department 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 .

H OLDS, Litigation. complaints, claims. public records act req uests. audits a nd/or investigations suspend normal retenti on periods (retention res umes after s ettlement or completion).

Community Facilities District
Public Works Upon
PW-007 Projects (CFD Projects): P
/ Engineering' Maintenance Projects Completion
Correspondence Not Related to
Public Works Minimum 2
/ Elgineering . PW-008 a CIP: Sta te & Fe de ral Agencies, years EPA, Health Department, etc.
m
Public Works Design & Construction
/ 6oigineering PW-009 Standards - Authored by the City P o
Drawings, Plans and M aps:.
cri Plans and Record Drawings, Large
N Format Drawings, Capital
Plb6lic Works. PW-010 Improvement Project "As -Built", P / Engineering Base Maps, Final Parcel Maps.

P
Mag,
Yes: Until Yes: After Department pr eference; GC
Mfr OD, S/1
Completed Ppr QC & OD §34090
Minimum 2
years
Department preference; Some
Yes: While Mag,
Yes: After correspondence from

Active Mfr, OD, S QC R egulatory Agencies need to
Issues Ppr be retained for long periods of
time; GC §34090
Mag, Yes: After Department Preference ; GC
MfrPO D. S/l QC & OD §34090
P
P
Drafts should be destroyed:

Mag, Some maps are also retained
Yes (all) Mfr, OD, S No by Planning; Selected maps
Ppr are retained in Public Works
for administrative purposes;
GC §34090, 34090 .7
Final Tract M ays, Lo t Line
Adjustments, etc.

Encroachment /Excavation
Permits - Temporary: (Street Final/
Public Works PW-011 Permits, Temporary Construction, Completion + / Engineering Sidewalk Repairs, Traffic Control, 2 years Utility Cuts etc. ) Includes
Insurance Certificates
Final i
Completion +
2 years
Yes: Until Mag, Ppr GC § 34090
Completion
Mag,Yes: After Department Preference; GC
Mfr, OD, S
Ppr QC & OD §34090
Data Fields / Records are
Yes Mag interrelated;_Soime Permits are
Public Works Encroachments - Permanent:
! Engineering PW-012 (Permane nt structures in the City's P g g ` Right of Way)
•
P
Public Works Indefinite -
PW-013 Engineering Permits Database —
/ Engineering Permanent
Indefinite =
—
Permanent
Permanent: GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written pe rmission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-4
Office of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention 1
Total
Retention
Disposition C omments / Reference
Image: Destr oy
Paper
Vital? Media I=Import after
Options; M=Mfr Imaged &
S=Scan GIC,d?
if the record is not listed here. refer to the Rete ntion for Ali Department Standards Retentions begin when the act is completed, and imply a full tile folder (e.g. last document + 2 years), since destr uction is n ormally performed by file folder .

H OLDS. Litigation. complain ts, claims. public records act requests. audits and/or inyestigeffors s uspend normal retention,neriods (ret entio n resumes after settlement or G cmcl etlon) .

Public Works Engineering Studies l Surveys:
/ En meerin PW-014 Preliminary Studies l Project P
g g Assessments
Public Works Geotechnlcal, Soil, and
/ Enginee ring! PW-015 Hydro logy Reports: Authored on P behalf of the City
IJblic Works PW-016 Grading Plans P
/ engineering
Public Works PW-017 Heavy Load Permits 1 Wide Load 2 years / Rrigineering Permits
N
Ilic Works Master Plans: Bikeway, Park,
/ agine of ksng PW-018 Pavement, Traffic, Transportation, P etc.

When No
Building PW-019 Plan Checks for Building Longer
Permits
Re quire d
Private Development Projects 1
Job Files: Administration File,
Co nstruction Inspe ctions,
Correspondence, Photos, etc.

Public Works Upon
/ Engin eering PW-020 Completion 10 years
jncludes Final Parcel Maps. Final
P
Mag, Yes: After Department Preference; GC
Mfr, OD, S/l QC & OD 34090
Ppr §
P
Mag, Yes: After Department Pref erence; GC
Mfr, OD, S QC & OD §34090
Ppr
P
Mfr OD, S Yes: After Departm ent Pref erence; GC
Ppr QC & OD §34090
Mag Ppr GC §34090
2 years
P
Mag, Yes: After Department preference; Drafts
Mfr, OD, S esQC & Oe should be destroyed; GC
D
Ppr §34090
When No
Longer
Required
Mag, Ppr' Preliminary drafts; GC §34090
et seq .

Completion +
10 years
Statute of Limitations for Err ors
& Omissions is 10 years;
Statute of Limitations:

Yes: Until Contracts & Spec's=4 years,
Completed Mag, Ppr Wrongful Death=comp. + 5
y ears, Developers=comp . + 10
y ears; CCP §337 et. seq., GC
§34090
Tract Maps / Subdivisions. Lot Line
Adjustments, etc.

Ver . 8.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-5
Office of Retention No. Records Description
Reco rd
Inactive
Active
(OFR) (in office) (Records
Center)
Retention /
Total
Retention
Disposition Comments 1 Reference
Image: Destroy
Paper
Media 1=Import
Vital? Options M=Mfr after
S=Scan Imaged &
QC'd3
If the record is not fisted here, refer to the Retention for All Department Standards Retentions begin when the act is completed, and imply a full file folder ( e.g. last doc ume nt + 2 years) . since destruction is normally performed by file folder .

HOLDS. Litigation. compla ints, claims. public records act req uests. audits andlor investigations suspend normal retention periods (r et entio n resumes after settlement or compl etion).

Private Development Projects 1
Job Files - Permanent Files:

Certificate of Acceptance,
Drainage, Driveway, Grading
Plans, Rights of Way, Soil Reports,
Stormwater, Private Lab
v Verifications, Testing Lab Final
llic Works PW_02,1 Reports, etc. Upon P
/ E•iagineering Compl etion
co Dedications, Easements,
o Abandonments (City Cle rk is OFR)
N
cn Includes Final Parcel Maps. Final
P
Ma Department preference;
Yes: Until Mfr OD; S!I' Yes: After retained for disaster C ompleted P r QC & 00 preparedness purp oses; GC
P §34090
Mag, Send all finals to the City Clerk;
Yes (all) Mfr, OD, S No Department preference GC
Ppr §34090 .7
Mag' Yes: After Department preference; GC
Mfr, OD, S 1 I
Ppr QC & OD §34090
iv Tract M aps 1 S+ubdivisions. Lot Line
Adjustmen ts. etc.

Recorded Documents: All
Deeds, Easements, Liens &
Releases, Rights of Way, Notices
of Completion, Recorded
City Clerk PW-022 Agreements / Contracts. Certificate P of Compliance, M aintenance
Covenant Agreements, etc.

Send all originals to City Clerk
P
Public Works Sewer Lift Station & Storm Drain Minimum 5 PW-023
/ Engineering! Lift Station Inspections ye ars
M inimu m 5
years
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without poor writte n permission from G GS (909) 337-3516 Adopted: 10/2/2018

Ver . 8 .0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-6
Office of Retention No . Rec ords Description
Record
Inactive
Active
(OFR) (in office) (Records
Center)
Retention /Disposition
Total
Retention
Comments /Reference
Image: Destroy
Paper
Media 1=Import
Vital? Options M=Mfr after
Sr-ScanImaged&
QC'd?
if the record is not listed here, refer to the Retention fer Ail Department Standards Retentions begin when the act is completed, and imply a f ull file folder ( e.g. last document + 2 years), since destruction is normally performed by file folder .

HOLDS. Litigation . complaints, claims. public records act req uests . audits and/or inv estigations suspend normal retention periods (retenti on resumes after settlement or completion).

Copies -
When No
Police PW-024 Traffic Collision Reports L onger
Required
Public Wo rks PW-025 Traffic Congestion M anagement 10 years / Elgineering Plans 1 Transportation Plans
cco
Public Wo rks
/ C�gineering PW-026 Traffic Counts 10 years
Pallic Works. PW-027 Traffic Investigation Reports 10 years / Engineering'
al
N
Public Works
/ Engineering PW-028 Traffic Speed Surveys 10 years
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090 .7
Mag Ppr Department preference; GC
§34090
Department preference; GC
Mag Ppr 34090
Mag Ppr GC §34090
Department preference
(required every 5 years, but
Mag Ppr can be extend ed to 7 or 10
years): GC §34090
10 years
10 years
10 years
10 years

I ENVIRONM ENTAL PROGRA MS
Environmental Agencies 1 Minimum 10
Lead Dept. PW-029 Regulatory Agencies: years
EPA, DI -IS, etc.

Hazardo us Waste Manifests /
Lead Dept. PW-030 Certificates of Disposal 5 years P
Minimum 10
years
Department Preference; GC
Mag, Ppr §34090
Department Preferen ce (City
Mag' Yes: After has "cradle to grave" liability);
Mfr, OD, S QC & OD 40 CFR 262.40, 8 CCR
Ppr 3204(d)(1)(A), 22 CCR
66262.40
Mag, Yes: After
Mfr, OD, S 1 i QC & OD 14 CCR 18812.4; GC §34090
Ppr
P
Public Works Household' Hazardous Waste 1
/ Engineering PW-031 Recycling / e -waste / Shredding 3 years Events, etc.
3 years
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 8.0
RECORDS RETENTI ON SCHEDULE: PUBLIC WORKS
Page PW-7
Office of Retention No. Records Description
Record
Inactive
Active
(OFR) (in office) (Records
Center)
Retenti on /
Total
Retention
Disposition Comments 1 Reference
Image: Destroy
Paper
1 Media t=Import
Vital? Options M= Mfr after
S=Scan Imaged &
GcsiLL
if the record is n ot listed here, refer to the Retention f or Ali Department Standards Retentions begin when the act is completed, and imply a full file folder (e.g . last document + 2 years), since destruction is normally perform ed by file folder .

H©.... ..L©SS: Litigation. comp/lints, claims. public records act requests, audits and/or investigatio ns ggsr
s uspend normal retention periods (retention resumes after settleme nt or completion) .

Public Works Copies -
When No
/ Environ. PW-032 Solid Waste Price Adjustments Longer
Programs Required
1:1 Solid Waste Reports: Reduction !
Ltic Works Recycling / AB 939 Compliance /
nviron. PW-033 Tonnage Reports / S8 1383 10 years
oograms Compliance (Organic Waste
Copies -
When No
Langer
Required
Mag, Ppr GC §34090 .7 et seq .

Department pref erenc e; SB
10 years
1383 comQlianc e is required
for 5 years; Low -Carbon Fuel
Sta ndard regulations credits
Mag . Ppr pan be received to 10 years.
a nd are eligible for an
Collection and Recycling)
extensipm 14 CCR § 189952-
o
N
N
Public Works.
/ Environ. PW-034 Stormwater illicit Discharges 5 years Programs
Public Works
Stormwater Low Impact
/ Environ. PW-035 Development: Permits and Plans P
Pro grams
Public Works Stormwater Monitoring / NPDES
/ Environ. PW-036 Monitoring and Inspection 5 yea rs
Programs
H&S §39730.7: GC §34090 et
seq.

Required for a minimum of 5
Mag, Yes (after years; 40 CFR 122.41(j)(2);
Mfr, OD, S ! I SWRCB Order 2006-03; 40
Ppr 2 years) CFR §§122.21, 122;41,
122.44; GC §34090
Mag, Department Preference; GC
Yes: Aft er
Mfr, OD, S ! I QC & OD §34090
Ppr
Department Preference;
Monitoring records required f or
Mag, Ppr 3 years; 40 CFR §§122 .21,
122.41, 122 .44; CCP §337 et
seq.
5 years
P
5 years
BEAUM ONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GG S (909) 337-3516 Adopted: 10/2/2018

Ver . 8 .0
RECORDS RETENTION SCHEDULE: : PUBLIC WORKS
Page PW-8
Office of Retention No. Records Description
Record
Inactive
Active
(OFR) (In office) (Records
Center)
Retention 1
Total
Retention
Disposition Comments /Reference
Image: Destroy
Paper
Media I=Import
Vital? Options M=Mfr after
S=Scan Imaged &
GC'd3
if the record is not listed here, refer to the Retention for All D ep artm ent Sta ndards Retentions begin when the act is completed, and imply a full file folder ( e.g . last document + 2years), since destructi on is normally performed by file folder.

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

Public Works
/ Environ. PW-037 Stormwater Business 5 years
Programs Inspections
Pqplic Works
Stormwater NPDES Annual
Environ. PW-038 5 years
rograms Reports
IV
P lic Works
Superseded +
nviron. PW-039 Stormwater NPDES Permits 5 years
Vrograms
iv
n .)
Public Works,
Stormwater Total M aximum
Environ. PW-040 Daily Load Plan 5 years
Programs
5 years
Required for a minimum of 5
Mag, years; 40 CFR 122 .41(j)(2);
Mfr, OD, S /I Yes: Aft er SWRCB Order 2006-03; 40
Ppr QC �` OD CFR §§122.21, 122 .41,
122.44; GC §34090
5 years
Department preference;
Mag^
Yes: Aft er Monitoring records required for
Mfr OD, S I I
Ppr QC 3 years; 40 CFR §§122 .21,
122 .41, 122 .44
Superseded +
5 years
D epartment Preference;
Monitoring rec ords required for
Yes: Until
Expiration Mag, Ppr 3 years; 40 CFR §§122 .21,
122.41, 122.44; CCP §337 et
seq.

Dep artment preference; plans
must be updated every 5
Mag,
Yes: After years, audits are required
Mfr, OD, S / I QC & OD every 2 years; SWRCB Order
Ppr 2006-03; 40 CFR §§122 .21,
122.41 . 122.44; GC §34090
5 ye ars

MA INTENA NCE & STREETS
Aboveground Storage Tanks -
Public Works Agency O wned:
/ Maint. & PW-041 Spill Prevention Control and 20 years Streets Countermeasure s (SPCC),
Inspections, Integrity Testing,
M aintenance, Repairs
20 years
Department Preference;
applies to both Tier I and Tier II
Mag, Ppr Tanks; (Tier II tanks are
requir ed to have an integrity
test every 20 years); GC
§34090
BEAUMONT, CA. V995-2017 Gladwell Governmental Se rvices, Inc. - a!I rights reserv ed Do not duplicate or distribute without prior written permission from G GS (909) 337-3516 Adopted: 10/2/2018

Ver 8.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-9
Office of Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention 1
Total
Retention
Disposition Comments / Refer ence
-
Image: Destr oy
Paper
Vital? Media 1=Import after
Options M= Mfr Imaged &
S=Scan,
/f the record is not listed here, refer to the Retention for Ali Department Standards Reten tio ns 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.

H OLOS: Litigation. complaints, claims; public records act req uests . audits a nd/or investigations suspend normal retention periods (retention res umes after settlement or co n pletio n).

Public Works
/ M aint. & PW-042 AQMD Permits: Generators, etc. 5 years Streets
Public WorksDaily Logs l Inspector Daily Logs
/ Maint. & PW-043 !project Manager Weekly Logs 10 years Streets
POlic Works Generator Operation Logs &
(Maint. & PW-044 Inspections: Fixed / Stationary 3 years Streets Generators
P lie Works Generator Operation Logs &
aint. & PW-045 Inspections: Portable / 5 years
- treets Emergenc y Gene rators
tv
N Mainte nance Stormwater
PQ13Iic Works, Compliance: Catch Basins, Field,
/ Maint. & PW-046 General Cleaning, Open Channels, 5 years Streets Slots, Stormwate r Trea tment
Measures and Trash Cleaning
Public Works; Operations & M aintenance Life of Facility / M aint. & PW-047 Manuals or Equipment
Streets
Public Works Pesticide Use Permits &
/ Maint. & PW-048 Applications 2 years
Streets
5 years
Mag, Ppr 40 CFR 70.6; GC §34090
Mag, Ppr GC §34090
Mag, Ppr AQMD Rule 1470; GC §34090
AQMD Rule 1470; Form
Mag, Ppr 400 -E -13a instructions; GC
§34090
Dep artment preference; plans
Mag, must be updated every 5
Mfr, OD, S / I Yes: After years, audits are required
QC & OD every 2 years; SWRCB Order
Ppr 2006-03; 40 CFR §§122 .21,
122.41, 122.44; GC §34090
Department Pref erence; GC
Mag, Ppr
§34090 et. seq .

Department Preference
(agricultural pesticide records
Mag, Ppr are required for 2 years); GC
§34090; 3 CCR 6623, ,` -
171. . of c� _. .
10 years
3 years
5 years
5 years
Life of Facility
or Equipment
2 years
Public Works Pre -Trip Inspections: DOT
/ M aint. & PW-049 Program, Vehicle Safety Cheeks, 2 years Streets Daily Vehicle Inspections, Daily
Equipment Checks
2 years
Ppr 13 CCR 1234(c); GC §34090
BEAUM ONT, CA. © 1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute witho ut prio r written permission from G GS (909) 337-3516 Adopted: 10/2/2018

V er. 8.0
REC ORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-10
Office of Retention No. Records Descripti on
Record.

Inactive
Active
(OFR) (in office) (Records
Center)
Retention /Disposition
Total
Retention
Comments / Reference
Image: Destroy
Paper
Media I=Import
Vital? Options M=Mfr after
S=Scan Imaged &
QC'd?
if the record is not listed here, refer to the Retention for Ail Department 5`tandards Retentions begin when the act is completed, and imply a full file folder (e.g . last docume nt + 2 years), since destr uction is normally performed by file folder.

HOLDS: Litigation. complaints, cla ims, public records act requests. audits and%ar investigation suspend normal rete ntio n periods (ret entio n resumes after settl ement or completionij.

Public Works
Underground Service Alerts
1 Maint. & PW-050 USAs 1 Dig Alerts 3 years
3 years
Department Preference (the
Regional Notification C ent er
has the obligation to retain the
Mag, Ppr notice for 3 years); GC
§§4216.2(f) & 4216.3(ed),
34090
22 CCR 66266 .130(c)(5), H&S
Mag, Ppr §25250.18(b), 25250.19(a)(3)
et seq .

Department Preference; If a
motor carrier, required for 18
months aft er vehicle is sold;
CHP requires life of vehicle;
Mag, OSHA requires 1 year; 8 CCR
§ 3203(b)(1); 49 CFR
396 .21(b)(1); 49 CFR 396 .3(c);
CCP §337 et . Seq ., GC
§34.090
Mag Data is interrelated; GC
Preliminary drafts (the
Mag Ppr database is the original); GC
§34090
Streets
Plic Works
(2Maint. & PW-051 Used Oil Disposal 3 years
Streets
w
o
Vehicle & Equipment History
ry Disposal of
Plic Works Files:

Vehicle or
4Ppr taint. & PW-052 AQMD Certifications, Maintenance, Equipment + Stre ets Registrations, Safe ty Certific ations, 2 ears etc. y
Division Work O rders / Service Requests: Indefinite -
Providing PW-053 Computerized Maintenance Minimum 5
3 years
Disposal of
Vehicle or
Equipment + 2
y ears
" Indefinite ,-
Minimum 5
Service / Management System Database veers
1114.12§34090
Work
Division Work Orders / Service Requests • When No
Providing PW-054 Paper Drafts: All Informa tion Longer
S11Vo k / Entered in CMMS Database Required
When No
Longer
Required
BEAUM ONT, CA. ©1995-2017 G ladwell Governmental Serv ices, Inc. - ali rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 8 .0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-11
Office of Retention No. Records Description
Record
inactive
(OFR) Active (Records
(in office) Center)
Retention 1
Total
Retention
Disposition Comments l Reference
Image: Destroy
Paper
Vital? Media I=Import after
Options McMir Imaged &
S=ScanGIC,d?
if the record is not listed here, refer to the Ret ention f or A.) Depar'rrrrent Standards Retentions begin when the act is completed, and imply a full file folder (e .g. last document + 2years), since destruction is normally performed by file folder .

HOLDS= Litigation. complaints, claims. public rec ords act req uests, audits andior investigations suspend normal retention periods (retention resumes after settlem ent or completio n).

Wo rk Orders I Service Requests
Division NOT or partially entered in
Providing CMMS Database:

Service / PW-055 5 years
Work Division providing service retains
originals; Division reque sting
service is co nsidered a copy
5 years
'
City Preferenc e; CCP §§338 et
Mag Ppr seq ., 340 et seq., 342, GC §,
GC §34090

CC) SOLID WASTE
(v-
P lic Works .Then No
Selid Waste PW-056 So lid Waste Routes Longer
o Required
Ppplic Works Tonnage 1 Weighmaster
1 oIid Waste PW-057 Certificates 10 years
n)
When No
Longer
Required
Mag Ppr Prelimi nary drafts; GC §34090
Department preference; GC
Mag §34090
10 years
` WASTEWATER COLLECTION & TREATMENT
Public Works Minimum 5
/ Wastewater PW-Q58 CCTV -Sewers years
Public Works PW-059 Waste Water Collection and 2 years
Wastewater' Treatment Complaints
Public Wo rks Wastewater Collection and
/Wastewater PW-060 Treatment Confined Space 3 years
Entries
Minimum 5
years
Department preference; GC
Mag §34090
Mag, Ppr Department Preference; GC
§34090
Code of Federal Regulations
Mag, Ppr requires 3 years; 40 CFR
122.41(j)(2)
Department Preference; Some
Yes: While correspond ence from
Activ e Mag, Ppr Regulatory Agen cies need to
Issues be retained for long periods of
time; GC §34090
Mag, Ppr GC §34090
2 years
3 years
Public Works: Correspondence to/from Minimum 10
/ Wastewater PW-061 Regulato ry Agencies ye ars
M inimum 1Q
years
Lead Dept. PW-062 Daily Logs 10 years
10 years
BEAUMONT, CA. ©1995-2017 G ladwell Governmental Services, Inc. - all rights rese rved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 8 .0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-12
Office of Retention No, Records Description
Record
Inactive
(OFR) Active Records
(in office) Center)
Retention /
Total
Retention
Disposition Comments / Reference
Image: Destroy
Paper
Vital? Media i=Import after
Options M=Mfr imaged &
S=Scan OC,p7
If the record is not iiste d here, refer to the Retention for All Department Standards Retentions begin when the act is completed, and imply a full file folder (e .g . last document + 2 years), since destruction is normally perf ormed by file folder .

HOLDS Litigation, complaints,, claims, public records act req uests. audits and/or investigati ons suspend normal retention periods (retentio n resumes after settlement or c ompl etion).

Public Works Emergency Call Out Logs /
PW-063 5 years
/ Wastewater Storm Call Out Logs
FOG(Fats, Oil & Grease) /
Public Works PW-064 Source Control / Pretreatment 3 y ear s /Wastewater Reports / M aintenance / Line
v Cleaning
cc) Generator Operation Logs &
Lied Dept. PW-065 inspections - Fixed / Stationary 3 years N Generators
U' Generator O peratio n Logs &
0 t d Dept. PW-066 Inspections - Portable ! 5 years
N Emergency Generators
N Lift Station: Inspectio ns.

Public Works: M aintenance, Repairs, Service Minimum Z
1 WastewaterPW-067 Requests, Alarm Recording, Logs, years Charts, Flow Mo nitoring, Voltage
Readings, Permits
Public Works' PW-068 Pump Houses Log Book 7 years
/ Wastewater
Wastewater Line: Maintenance,
Public Works PW-069 Cle aning,Repairs, Sto gMag, a e Calls, Minimum 5 / Wastewater
Spills, Line Replacement years
Public Works Operations & Maintenance Life of Facility
Wastewater PW-070 M anuals or Equipment
5 years
Department preference (used
Mag, Ppr for FEMA / OES
reimbursements); GC §34090
_ _..

D Department preference;
Mag, Ppr Monitoring rec ords required for
3 ye ars; 40 CFR §§122.21,
122 .41; 40 CFR 403 .12
Mag, Ppr AQMD Rule 1470; GC §34090
AQMD Rule 1470; Form
Mag, Ppr 400 -E -13a instructions; GC
§34090
Department Preferenc e WC
Mag, Ppr §13263 .2(b) et s eq.; 40 CFR
122.41(j)(2) GC §34090
Mag Ppr Department Preferenc e; GC
§34090
Department Policy; WC
Ppr §13263 .2(b) et seq .; 40 CFR
§34090
Department Preference; GC
Mag, Ppr §34090 et. seq.
3 years
3 years
5 years
Minimum 2
years
7 years
M inimum 5
years122.41(j)(2)GC
Life of Facility
or Equipment
BEAUMONT, CA. ©1995-2017 Gladweil Governme ntal Services, Inc. - all rights reserved Do not duplicate or distribute witho ut prior written permissio n from GG S (909) 337-3516 Adopted: 10/2/2018

Ver . 8 .0
RECORDS RETENTI ON SCHEDULE: PUBLIC WORKS
Page P
Office of Retention No. Records Description
Record
Inactive
Active
(OFR) (in office) (Records
Center)
Retention 1
Total
Retention
Disposition C omments i Reference
Image: Destroy
Media 1=Import Paper
Vital? Options M= Mfr after
S=Scan Imaged &
QC'd?
If the record is not listed here, refer to the Retention for All Department Standards Retentio ns begin when the act is completed, and imply a f ull fil e f old er (e.g . last document + 2 years), since destruction is normally performed by file folder .

HOLDS. Litigation. complaints. claims. public records act requests. a udits andlor inv estigations suspe nd n ormal retention periods (retenti on resumes after settlement or completion) .

Public Works Reclaimed Water / Recycled
/ Wastewater PW-071 Water jWater Quality Tests) 5 years 5 years
Departm ent Prefer ence (only 5
Mag, Yes - After years is required for reclaimed
Mfr, OD, S /1 QC & OD water; no requirement for salt
Ppr water); 40 CFR 141 .33(a) and
(b)(1); 22 CCR §64470
Required for a minimum of 5
Mag' Yes: After years; SWRCB Order 2002-
- �lic Works.
/ OastewaterPW-072 Sanitary Spills and Overflows 5 years rn
P.��lic Works Indefinite +,
PW-073 SCADA Database Minimum 5
5 years
Mfr, OD, S / I QC & OD 0103-DWQ & 2006-03; 40 CFR
Ppr 122.41(j)(2); GC §34090
Data is interrelated; system
Yes Mag qualifies as a "trusted system";
Y
GC §§34090, 12168.7
40 CFR 61 .54. 122:41 .503 .47:

Indefinite L
Minimum 5
I NOstewater!
cn years
Years
Pik3lic Works
5 Years
PW-073. 2 Sewage Sludge 5 yea rs
Maq, Ppr!
/Wastewater'
GC §34090
Sewer System Management
Plans and Audits : Sanitary Supe rseded +
Superseded +
Department preference;
SSMPs ar e required to be
Mag, upd ated every 6 5 years: SSOs
Mfr, OD, S / I Yes: After are required for a minimum of Ppr QC & OD 5 years; 40 CFR 122.41(j)(2),
SWRCB General Order 2006 -
03; & 2022 -0103-DWQ; GC
Public Works PW-074 Spills O verflow Prevention Plan 5 nears 5 years
Wastewater [ggOPP) and Sanitary Sewer
P
Overflow Response Plan
§34000
Departm ent Preference (only 5
Mag' Yes - After years is required); 40 CFR
Mfr, OD S I I
Ppr QC & OD 141.33(a) and (b)(1); 22 CCR
§64470
Public Works. Water Quality Plant Water
/ Wastewater PW-075 Quality Reports / Outfall Reports P PP
P
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written pe rmission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Pag e PW-14
Office of ; Retention No. Records Description
Record
Inactive
(OFR) Active (Records
(in office) Center)
Retention /
Total
Retention
Disposition Comments / Reference
Image: Destroy
Paper
Vital? Media I=Import after
Options M=Mfr Imaged &
S -Scan GtC'd?
If the record is not listed he re , refer to the Retentio n for Ail Department Standards Retentions begin when the act is completed, and imply a full file folder (e .g. last doc ume nt + 2 years). since destruction is normally performed by file folder .

H DL S. Litiiiation, complaints, claims, public records act requests. audits anut 'or investig ations suspend normal retentio n peri ods (ret ention res umes after settlement or completio n} .

Division PW Work Orders 1 Service Indefinite
Providing PW-076 Requests: CMMS DATABASE Minimum 5
indefinite -_
Minimum 5
Mag Data is interrelated; GC
§34090
Preliminary drafts (the
Mag Ppr database is the original); GC
§34090
City Preference; CCP §§338 et
Mag Ppr seq., 340 et seq., 342. GC
§34090
Service / (Computerized M aintenance years
vears
Work Management System)
Division PW Work Orders / Service
Requests - Paper Drafts: Ali When No
ib-oviding PW-077 Information Entered in CMMS Longer
ervice /
m Wo rk Database Required
N Work Orders / Service Requests -
NOT or partially entered in
divisio n CMMS Database
tRroviding PW-078 5 years
ervice /
NWork (Division providing service retains
originals; Division requesting
service is considered a cor . ,
When No
Lo nger
R equir ed
5 years
BEAUM ONT, CA. ©1995-2017 Gladwell Go vernmental Se rvice s, Inc. - all rights reserved Do not duplicate or distribute without prior written pe rmission from G GS (909) 337-3516 Adopted: 10/2/2018

Ver . 5.0 RECORDS RETENTION SCHEDULE: TRANSIT
Pag e TR-1
Office of Retention No . Records Description
Record
Inactive
Active
(OFR) (in office) (Records
Center)
Retention
Total
Retention
!Disposition Comments ! Reference
Image: Destroy
Paper
Media. I=Import
Vital? Options M=Mfr after
S=Scan Imaged &
QCd?
if the record is n ot listed harerefer to th e Rete ntion f or Ali Department Standards Retentions begin when the ac f is completed, and imply a full file folder (e .g. last document + 2 years), since destructio n is normally performed by file folder.

HOLDS. Litigation, complain tsclaims, public records act requestsaudits endlor i nvestigations suspend normal retention periods (retention resumes after settlement or completion! .

TRANSIT
Transit TR-001 Accident, Incident Reports 2 years
Applications for Service:

Transit TR-002 Commuter Shuttles, Dial -a -Ride, 2 y ears etc.
sv
Transit TR-003 Audits: DMV & CHP 5 years
t
o
N
N
N Disposal of
Transit TR-004 Bust Vehicle Procurement Vehicle + 2
years
Dispatch System Dial -a -Ride Indefinite -_
Transit TR-005 P Y Minimum 2
2 years
2 years
5 years
Disposal of
Vehicle + 2
years
Mag, Ppr GC § 34090
Mag, Ppr GC § 34090
:Consistent with CHP
Mag, Ppr requirements; OSHA requires 1
year; 8 Ca. Code Reg . §
3203(b)(1); GC § 34090
Department preferenc e; if a
mot or carrier, required for
18 months after vehicle is
s old; CHP requires life of
Mag, Ppr vehicle; OSHA requires 1
year; 8 CCR § 3203(b)(1);
49 CFR 396 .21(b)(1); 49
CFR 396.3(c); CCP §337 et .

Seq ., GC §34090
Indefinite -
Minimum 2
Department preferenc e; GC §§
Mag, Ppr 34090 & 26202
Database
years
ears
BEAUM ONT, CA. ©1995-2016 Gladwell Govemmenta l Services, Inc. - all rights reserved Do not duplicate or distribute without prior writte n permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 5.0 RECORDS RETENTI ON SCHEDULE: TRANSIT
P ag e TR-2
Office of Retention No. Records Description Retention
Record
Inactive
(O FR) Active (Records Total
(in office) Center) Retention
/Disposition Comments / Reference
Image: Destroy
Paper
Media ! l Import
Vital? after
Options ; M=Mfr Imaged &
S= Scan QC'd?
If the record is not fisted here, refer to the Retention for All Dep artment Standards Retentio ns begin when the act is completed, and imply a full file folder ( e.g. last document + 2 years), sinc e destr ucti on is normally p erf orm ed by file folder .

HOLDS: Litigation, complain ts, claims, public records act requ ests audits and/or investigations s uspe nd n ormal retenti on periods (retenti on resumes after settleme nt or c ompleti on).

Human When
Resources ? TR-006 DMV Pull Notices Superseded
or Separated
cco
Transit TR-007 Employee Se niority Lists Superseded
N
o
~'
N
0-1
N Equipment Maintenance System Disposal of
Transit TR-008 Records Vehicle + 2
years
Transit TR-009 Fixed Route Trip Sheets: Fuel, 2 years
mileage, etc.

Funding & Grants Equipment
Purchases and Real Property Disposition /
Transit TR-010 O nly: Sale
Buses, Vehicle s, Includes all + 5 years
re cords, including application,
administrationreports, audits. etc.

When
Superseded
or Separated
Superseded
Disposal of
Vehicle + 2
years
2 years
Disposition /
Sale
+ 5 years
Transitory or sourc e records
n ot r etained in the ordinary
course of business; CHP
Mag Ppr audits every 2 y ears; Bur eau of
National Affairs recommends 2
years for all supplementary
P ersonnel records; GC §34090
Mag, Ppr D epartment Pr eference; GC
§34090 et seq.

Department preference; If a
motor carrier, required for
18 month s aft er v ehicl e is
sold; CHP requires life of
Mag . Ppr vehicle; OSHA requires 1
year; 8 CCR § 3203(b)(1);
49 CFR 396.21(b)(1); 49
CFR 396.3(c); CCP §337 et.

Seq., GC §34.090
Mag, Ppr GC § 34090
Meets auditing standards and
federal requirements; OMB
Mag, Ppr Circular A-110 & A-133; FTA -
Ciricular 5010 1D . I(!(7]: GC
§34090
BEAUM ONT, CA. ©1995-2016 Gladwell Governmental Services. Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver . 5 .0 RECORDS RETENTI ON SCHEDULE: TRANSIT
Page TR-3
Office of
Record Retention No. Records Description
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
Paper
Vital? Media 1=Import after
Options M= Mfr Imaged &
S=Scan pC'd?
If the record is not listed here, refer to the Retention for All Dep artm ent Sta ndards Retentions begin when the act is completed, and imply a full file fold er ( e.2c . last document + 2 years), since destructio n is normally performed by file folder .

HOLDS: Litigation, co mplaints. claims, public records act requests. audits a;ndior investigations suspend normal retentio n periods (retention resumes after settlemenf or completion).

Funding & Grants FTA, Others:

Excluding Equipment Purchases Close (Final
Transit TR-011 and Rea l Property Expenditure
Includes all records, including Report)
applica tio n, administration, reports, + 5 years
audits, etc.

Memos and Policies to Bus
c 0) Transit TR-012 20 years
CD
'Transit TR-013 Transit Mo nthly Reports: 2 years
0 Pre -Trip Inspections: DOT
N Program, CHP Inspections, Vehicle
UN'Transit TR-014 Safety Checks, Daily Vehicle 2 years
N Inspections, Daily Equipment
Checks
Transit Only
Transit TR-015 Rule Book, Driver Policies & P
Procedures
Safety Meetings Training Separation +
Lead De pt. TR-016 Records 5 years
When No
Transit TR- 017 Schedules Longer
Required
Route Reassignme nts:

Transit TR-018 operator Bid Sheets, Seniority Lists, 2 years Route Assignments, Vacation Bids
Close (Final
Expenditur e
Report)
+ 5 years
20 years
2 years
2 years
P
Separation +
5 years
When No
Longer
Required
2 years
Meets auditing stand ards and
federal requirements; OMB
Mag, Ppr Circular A-110 & A-133; FTA -
50101D, Illt7j; GC
§34090
34090r
Department preference; GC §
Mag, Ppr
134090
Mag, Ppr GC § 34090
Ppr 13 CCR 1234(c); GC §34090
Mag, Ppr Department preference; GC §
34090
Department preference ( OSHA
Mag, Y es: Requirements) 8 CCR §3203
Mfr, OD, S When et seq ., 29 CFR 1627 .3(b)(ii),
Ppr Inactive LC §6429(c); GC §§12946,
12960, 34090
Department Preference; GC §
Mag, Ppr 34090
Mag, Ppr ; GC § 34090
BEAUMONT, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights rese rved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/2/2018

Ver. 5.0 REC ORDS RETENTION SCHEDULE: TRANSIT
Page TR-4
Office of Retention No. Records Description
Record _
_
Inactive
(OFR) Active (Records
(in office) Center)
Retention
Total
Retention
/ Disposition Comments l Reference
Destroy
Image:

Paper
Vital? Media ; I=Import after
Options E M=Mfr Imaged &
S=Scan QC'd?
If the record is not lis ted he re , refer to the Retention f or All Departme nt Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last d oc ument + 2 years). since destruction is normally performed by file folder .

HOLDS: Litigation- complaints. claims_publlc records act r equests . audits and/or i nvestigations suspend normal retenti on periods (retenti on resumes aft er s ettlement or c ompletion).

Transit TR-019 Terminal Inspections 10 years
Transportation Management
System Database:

Includes Dispatch/A ssignments, Minimum 5
Transit TR-020 Payroll Time and Ove rtime Information
for all Operators, including Pa rt-time Years
Iv CO Emplo yee s, Acc idents, O perator
(D Training. etc,__
o
Iv
Vehicle & Equipment Dispo sal of
N
lvTransit TR-021 Maintenance History Files: Vehicle + 2 Transit Vehicles only years
Transit TR-022 Video tapes of Vehicle Operations 1 year 10 years
Minimum 5
y ears
Dispos al of
Vehi cle + 2
years
1 year
i
Mag, Ppri '34090
j
I Mag, Ppri :

I_ I.

Dep artment preference; GC §
Dep artm ent pref er ence; GC §§
34090
i
I
i Mag, Ppr
Mag, Ppr;
j
Department preference; If a
motor carver, req uired for
118 months after vehicle is
)s old; CHP r equir es life of
vehicle; OSHA requires 1
year; 8 CCR § 3203(b)(1);
149 CFR 396.21(b)(1); 49
1CFR 396.3(c); CCP §337 et .

S eq., 13 CCR 1234(f); GC
i§34090
I Records regular ongoing
!operations; GC §34090 .6 et
Iseq .

Ver . 7.0 RECORDS RETENTION SCHEDULE: CODE ENFORCE MENT Page CE -1
Office of Retention No. Records Description
Record
Inactive
Active
(OFR) (in office) (Records
Center)
Retention
Total
Retention
/ Disposition Comments / Reference
Image: Destroy
I Media I=Import Paper after
Vital? Options M= Mfr Imaged &
S -Scan QC'd?
if the record is not listed here, refer to the Rete ntio n for All Department Standards Retentions begin when the act is completed, end imply a full file folder (e .2, last d ocume nt + 2 years), si nce destructio n is normally performed by file folder.

HOLDS: Litigation. compiaints, claims, public records act requests . a udits and/or inv estigations suspend normal retention peri ods (retentio n resumes after s ettlement or completion,).

CODE ENFORCEMENT
Code Administrative Citation Hearings / Minimum
Enforce. PD -024 Hardship Waivers / Board of Resoluti on + Appeals 2 years
Code Minimum 2
Enforce. PD -025 Citations - Code Enforcement years
lAthen-ICode Enforcement / Abatement a
,�.de Case Files (Includes appeals and omeager
E(Rorce. PD -026 RCo de Enfo rce ment Compla int
Minimum 2
co Letters) years
Minimum
Resolution +
2 years
Yes: Until Departm ent preference; GC
Res olution Mag, Ppr §34090
Department. Preference; GC
Mag, Ppr §34090
Department preference; Case is
Yes: Until Mag. Mfr, Yes: After open until satisfactorily resolved Resolution OD, Ppr S QC & OD (some c as es are not resolved); CFC §104 .3.4, GC §34090
�.

Minimum 2
Years
��
Minimum 2
2 years
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Se rvices, Inc. - all rights rese rved Do not duplicate or distribute without prior written permission from G GS (909) 337-3516 Adopted: 10/2/2018

Ver. 2 .0

REC ORDS RETENTION SCHEDULE - FIRE
Page FR -1
O ffice of
Record Retention No . Records Description
(OFR)
Total
Retention
Image: Destroy
Media I=Impart Paper after
Vital? Options M=Mfr Imaged & Comments / Reference
S=Scan OC'd7
if the reco rd is not listed here. r efer to the Retention for City -Wide Standards Retentions begin when the act is completed, end imply a full file fold er (e.g. lest document + 2 years). since destr uction is normally performed by file folder. 1 HOLD S: Litigation, complaints. claims. public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or c ompletion).

FIRE MARSHAL 1 FIRE PREVENTION (The County retains most records series) Fire Plans (Those Plans Only Reviewed By
Fire / Fire Fire. Examples Are Fire Sprinkler, Fire
Prevention FR -001 Alarm, Alternative Fire Extinguishing Systems, Private Underground Fire Mains,
other Fire Protection Systems, etc .)
Fire Inspectio ns /Business Inspection
sS��
Fife /Fire Files / Occupancy Inspections /
FR -002
wi Alternative M ethods or Materials
o
NDepartment
N
Fire / Fire Fire Inspections / Citations 1 Notice of
FR -003
Prevention Vio lations
Permits: Fire Code Permits / Special Event
Fire / Fire FR -004 Permits (assembly permits, burn permits, Prevention candle permits, tent permits, open flame,
etc.)
Lite of the
j Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag, Yes: After
Mfr, OD, S / I QC & OD Department Preference; GC § 34090 et seq .

Ppr
Department preference; Required for the Life of
Mag, . the Structure or Activity, or Minimum 5 years
Yes: After
MfrQC & OD
Ppr Fires, Modification /Alternative Methods or
Materials; CFC §§ 104 .6 —104 .6 .4; GC §34090
preference; Not required for the Life
of the Structure or Activity, or Minimum 5 years
Mag, Yes: After whichever is longer - only applies to Approvals, Mfr, OD, S 1
Ppr QC & OD Inspections, Fir es, Modification / Alternative Methods or Materials; CFC §§ 104.6 — 104 .6 .4;
GC §34090
Mag,
Yes: Before Mfr OD, S 1 Yes: After GC §34090 et seq.

Event Ppr QC & OD
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Minimum 2
ye ars
Expiration of
permit + 2
years
BEAUMONT, CA. 81995-2023 Gladweil Governmental Services, Inc_ (909) 337-3516 - all rights reserved Do n ot duplicate or distribute without prior written permission Adopted:

BAUME ONTA -c A L I F O R N I
Staff Report
TO: City Council
FROM: Sean Thuilliez, Chief of Police
DATE April 16, 2024
SUBJECT: Beaumont Police Department Specialized Equipment Inventory and Fiscal Impact Report
Description Requirement per Government Code 7072 to submit an annual report to its governing body regarding military equipment (specialized equipment) as dictated by Assembly Bill AB481.

Background and Analysis:

Government Code § 7072 requires a law enforcement agency to submit a military equipment (Specialized Equipment) report to its governing body for each type of specialized equipment approved annually for as long as the military equipment is available for use. The Chief of Police or the authorized designee should also make each annual specialized equipment report publicly available on the department website for as long as the specialized equipment is available for use. The report shall include all information required by Government Code § 7072 for the preceding calendar year for each type of specialized equipment in the department inventory.

The annual specialized equipment report shall, at a minimum, include the following information for the immediately preceding calendar year for each type of specialized equipment:
(1) A summary of how the specialized equipment was used and the purpose of its use. (2) A summary of any complaints or concerns received concerning the specialized equipment.
(3) The results of any internal audits, any information about violations of the specialized equipment use policy, and any actions taken in response. (4) The total annual cost for each type of specialized equipment, including acquisition, personnel, training, transportation, maintenance, storage, upgrade, and other ongoing

Page 134 of 2522 ends

Beaumont City CouncilApril 16, 2024

Beaumont City Council
April 16, 2024