14-F — Bellflower City Council, November 27, 2023

14-F

TO: Honorable Mayor and Members of the City Council

ATTENTION: Jeffrey L. Stewart, City Manager

FROM: Mayra Ochiqui, City Clerk

SUBJECT: Consideration and possible action to adopt Resolution No. 23-46 – A Resolution adopting a Records Retention Schedule for City records and superseding Resolution No. 22-67.

DATE: November 27, 2023

EXECUTIVE SUMMARY

If adopted, Resolution No. 23-46 will update the City’s Records Retention Schedule to maintain compliance with all laws and standard business practices for California cities.

The updated Records Retention Schedule was updated interactively with representatives from all City departments and reviewed by the City Attorney’s Office.

RECOMMENDATION TO CITY COUNCIL

1) Adopt Resolution No. 23-46; or

2) Alternatively, discuss and take other action related to this item.

FISCAL IMPACT

Some savings in storage expenses as the Records Retention Schedule is re-evaluated, along with soft savings in labor and increased operational efficiencies.

BACKGROUND

On October 12, 1998, the City Council adopted Resolution No. 98-105 establishing the City’s Records Management Program and Records Retention Schedule. Subsequently, the Retention Schedule was updated in 2015 (Resolution No. 15-62) with the assistance of a records management consultant. In 2022, the review and updating process was brought in-house for cost-savings, consistency, and efficiency of future updates (Resolution No. 22-67). From here forward, the Records Retention Schedule will be reviewed biennially (odd-numbered years) and amended as needed following review to maintain compliance with records management standards and applicable laws.

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Staff Report – Records Retention Schedule Update
November 27, 2023

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DISCUSSION

The Records Retention Schedule provides clear, specific records descriptions and retention periods, applying current law to the management of the City’s records.

By identifying which department is responsible for maintaining the original record and establishing clear retention periods for different categories of records, the City will reduce its storage expenses, save filing and office space, and create operational efficiencies.

The Records Retention Schedule included in proposed Resolution No. 23-46 was updated interactively with representatives from all City departments to capture department preferences and reviewed by the City Attorney’s Office to ensure compliance with applicable laws. The proposed retention periods are in compliance with all laws and are standard business practices for California cities.

ATTACHMENT

Resolution No. 23-46 ....................................................................................................... 3

CITY OF BELLFLOWER

RESOLUTION NO. 23-46

A RESOLUTION ADOPTING A RECORDS RETENTION SCHEDULE
FOR CITY RECORDS AND SUPERSEDING RESOLUTION NO. 22-67

THE CITY COUNCIL RESOLVES AS FOLLOWS:

SECTION 1. The City Council finds as follows:

A. Keeping and maintaining public records that are unnecessary or duplicative results in the consumption of significant public resources including money, time, and space;

B. Government Code §§ 34090, et seq. establish methods by which the City may approve the destruction of unneeded documents; and

C. It is in the public interest to reduce the City’s cost for storing documents while, at the same time, ensuring that the City preserves those records that are required to conduct City business.

SECTION 2. As used in this Resolution, “record” has the same definition as set forth in Government Code § 6252.

SECTION 3. The City Council takes the following actions:

A. Pursuant to Government Code § 34090, the City Council approves the records retention schedule in attached Exhibit “A,” which is incorporated by reference (the “Schedule”).

B. The City Clerk is authorized to dispose of records according to the time intervals listed in the Schedule upon the request of the City Manager, or designee, and the written approval of the City Attorney, or designee.

C. The Schedule does not authorize the destruction of the following original records:

1. Records affecting the title to real property or recorded liens.

2. Records required to be kept permanently by applicable law;

3. Records less than two years old; and

4. The minutes, ordinances, or resolutions of the City Council of the City of Bellflower or of any City board, committee, or commission.

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City of Bellflower
Resolution No. 23-46

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D. Records that contain permanent or archival information will be duplicated and stored offsite for preservation and operational purposes in the event of a major disaster including, without limitation, earthquake, fire, or flood. If such disaster occurs, then those records will be accessed and brought back online to regain operations.

E. Those records which are not required in the current operation of the office where they are made or kept may be transferred to storage until they have met their specific retention requirements and destroyed.

F. Updates to the Records Retention Schedule that are required to conform to applicable law are authorized to be made by the City Clerk without immediate action by the City Council upon review and written approval by the City Manager and City Attorney. Such changes must be ratified by the City Council at the next practicable opportunity following the change in law.

G. Notwithstanding the Schedule adopted by this Resolution, the City Clerk may, upon complying with the provisions of Government Code § 34090.5, dispose of documents in any legal manner without the further approval of the City Council or City Attorney.

H. Upon destroying any documents in accordance with this Resolution, the City Clerk is directed to complete a certificate verifying the destruction of such records and file the certificate with the City’s official records.

SECTION 4. Supersession; Preservation. Resolution No. 22-67 (adopted November 28, 2022) is superseded in its entirety. Nothing in this Resolution affects such additional resolutions that may regulate the destruction of public records including, without limitation, Resolution No. 17-34 (adopted June 26, 2017) regulating electronic communications or Resolution No. 19-18 (adopted March 11, 2019) regulating social media.

SECTION 5. Electronic Signatures. This Resolution may be executed with electronic signatures in accordance with Government Code §16.5. Such electronic signatures will be treated in all respects as having the same effect as an original signature.

SECTION 6. The Mayor, or presiding officer, is hereby authorized to affix the Mayor’s signature to this Resolution signifying its adoption by the City Council of the City of Bellflower, and the City Clerk, or duly appointed deputy, is directed to attest thereto.

SECTION 7. This Resolution will become effective immediately upon adoption. ///
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City of Bellflower
Resolution No. 23-46

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PASSED, APPROVED, AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF BELLFLOWER THIS 27TH DAY OF NOVEMBER 2023.

________________________________
Sonny R. Santa Ines, Mayor
ATTEST:

________________________________
Mayra Ochiqui, City Clerk

APPROVED AS TO FORM:

_________________________________
Karl H. Berger, City Attorney

ATTACHMENT:

Exhibit A – Records Retention Schedule

EXHIBIT A

RECORDS RETENTION SCHEDULE

RECORDS RETENTION SCHEDULE: CITYWIDE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CW-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc. Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Lead Dept. CW-001 Affidavits (Includes affidavits of publications, affidavits of posting, legal advertising, notices, proofs of publications, public hearing notices)2 years N/A 2 years Brown Act challenges must be filed within 30 or 90 days of action; CCP§ 337, et seq; GC §§34090, 54960.1(c)(1) Lead Dept. CW-002 Agreements & Contracts: Administrative Files NOT Funded by a Grant (Includes correspondence, project administration, logs, project schedules, copies of invoices, backup, insurance certificates, RFP, etc.) Completion 10 years Completion + 10 years Vital: Before Completion. Covers E&O Statute of Limitations. Published Audit Standards= 4-7 years. Statute of Limitations: Contracts & Spec’s = 4 years. Wrongful Death = death + 5 years. Developers = comp. + 10 years. Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090

RECORDS RETENTION SCHEDULE: CITYWIDE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CW-2 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Lead Dept. CW-003 Agreements & Contracts: Administrative Files WITH Grant Funding (Includes correspondence, project administration, certified payrolls, logs, project schedules, copies of invoices, backup, insurance certificates, RFP, etc.) Completion 10 years or after funding agency audit, if required, whichever is longer Completion + 10 years or after funding agency audit, if required, whichever is longer Vital: Before Completion. Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec’s=4 years. Wrongful Death=comp. + 5 years. Developers=comp. + 10 years. Statewide guidelines propose termination + 5 years; CCP §§336(a), 337, et seq., GC §34090 Lead Dept. CW-004 Agreements & Contracts: UNSUCCESSFUL (Includes bids, unsuccessful proposals, or responses to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don’t result in a contract) 2 years N/A 2 years Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec’s=4 years, Wrongful Death= death + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., 21 CFR §§ 1403.36 & 1403.42(b); 24 CFR §§ 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR § 66.42; 29 CFR § 97.42; 40 CFR § 31.42; 44 CFR § 13.42; 45 CFR § 92.42; OMB Circular A-133; GC § 34090

RECORDS RETENTION SCHEDULE: CITYWIDE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CW-3 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Lead Dept. CW-005 Meeting Records: SUBCOMMITTEES of the City Council (comprised solely of a minority of City Council members) (Includes all records)2 years N/A 2 years Brown Act challenges must be filed within 30 or 90 days of action: GC §§34090, 54960.1©(1) Lead Dept. CW-006 Meeting Records: INTERNAL – Attended by employees only. (Includes all records) (e.g., Records Management Committee, In-House Task Forces, etc.)2 years N/A 2 years GC §34090 Lead Dept. that Authors / Receives City's Original CW-007 Correspondence – ROUTINE (Interagency and Intra-agency memoranda retained in the ordinary course of business) (e.g., administrative, general, letters, letters, memorandums, miscellaneous reports not included on department schedule, press releases received/not generated, calendars, invitations, logs, mailing lists, meeting room registrations, supply inventories, voicemail messages, transmittal letters, undeliverable mail, visitors logs, newspaper clippings)2 years N/A 2 years Complies with electronic record retention policy (adopted via separate resolution). GC §§34090, 6252, 6254(a)) Lead Dept. CW-008 Eminent Domain / Condemnation Proceedings / Relocations2 years 3 years 5 years Vital: Before Purchase (meets auditing standards); GC §34090

RECORDS RETENTION SCHEDULE: CITYWIDE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CW-4 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Lead Dept. CW-009 Grants – SUCCESSFUL (Reports and other records required to pass the funding agency's audit, if required) 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if Required - Minimum 5 years Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 21 CFR § 1403.36 & 1403.42(b); 24 CFR § 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR § 66.42; 29 CFR § 97.42; 40 CFR § 31.42; 44 CFR § 13.42; 45 CFR § 92.42; OMB Circular A-133; GC §34090 Lead Dept. CW-010 Grants – UNSUCCESSFUL (Applications / Correspondence)2 years N/A 2 years GC §34090 Lead Dept. CW-011 Legal Opinions (Formal Advice) 2 years N/A 2 years Vital (all). Department Preference; GC §34090Lead Dept. CW-012 Personnel Files (e.g., supervisor’s notes; includes leave requests and vacation requests) After Inclusion in Performance Evaluation N/A After Inclusion inPerformance Evaluation Vital: Before Annual Performance Evaluation. Ensure records kept in department files comply with City policy (all originals are sent to Human Resources, only the supervisor’s file is maintained in departments); GC §34090.7

RECORDS RETENTION SCHEDULE: CITYWIDE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CW-5 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Lead Dept. CW-013 Personnel Work Schedules 2 years N/A 2 years Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive. discipline; GC §34090 et seq.Lead Dept. CW-014 Progress Payments (NOTE: This is an internal tracking mechanism. The invoice associated with the progress payment is the official record. Finance is the office of record for invoices)Completion of Payment + 2 years N/A Completion of Payment + 2 years GC §34090 Lead Dept. CW-015 Purchase Orders – INFORMAL (Under the Purchasing Threshold) (Includes RFPs, specifications, contracts, amendments, successful bids, notice of award, RFQs, etc.)2 years 3 years 5 years Meets auditing standards; GC §34090 Lead Dept. CW-016 Real Estate Appraisal Reports: PURCHASED Property / Funded Loans 5 years N/A 5 years Vital: Before Purchase. Meets auditing standards; GC §34090; 24 CFR 85.42(b), 24 CFR 91.105(h), 24 CFR 97.42(b), 24 CFR 570.502(b); 29 CFR 97.42, GC §34090Lead Dept. CW-017 Real Estate Appraisal Reports: Property NOT purchased 2 years N/A 2 years GC §34090

RECORDS RETENTION SCHEDULE: CITYWIDE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CW-6 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Lead Dept. CW-018 Reference Materials – Produced by OUTSIDE ORGANIZATIONS (i.e., League of California Cities, Chamber of Commerce, Educational Seminar Announcements, etc.; includes policies, procedures, brochures, flyers, manuals, etc.)2 years N/A 2 years GC §34090 Lead Dept. CW-019 Reports and Studies – HISTORICALLY SIGNIFICANT (e.g., Zoning Studies, etc.)10 years P P Department Preference; GC §34090 Lead Dept. CW-020 Reports and Studies – NO HISTORICAL VALUE 2 years N/A 2 years Department Preference; GC §34090Lead Dept. CW-021 Special Event Permits Expiration + 2 years N/A Expiration + 2 years Vital: During Class or Program. Department Preference; GC §34090Lead Dept. CW-022 Surveys / Questionnaires issued by the City 2 years N/A 2 years GC §34090

RECORDS RETENTION SCHEDULE: CITYWIDE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CW-7 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Lead Dept. CW-023 Training – ALL MATERIALS (Internal training created by a department) 2 years N/A 2 years Department Preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR § 3203, et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 34090, 53235.2(b)Lead Dept. CW-024 Volunteer / Unpaid Intern Applications & Agreements – SUCCESSFUL Applicants Separation + 3 years N/A Separation + 3 years Department Preference (Courts treat volunteers as employees); EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR § 1602.31 & 1627.3(b)(1)(i) & (ii), GC §§12946, 34090Lead Dept. CW-025 Volunteer / Unpaid Intern Applications – UNSUCCESSFUL Applicants2 years N/A 2 years GC §34090

RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CCO-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc. Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total GENERAL OFFICE City Clerk CC-001 Agendas / Agenda Packets (Includes City Council and all City Brown Act bodies; e.g., Commission, Committees, Boards) Until Scanned P P GC §34090, et seq.; Department Preference City Clerk CC-002 Annotated Agendas (Includes City Council and all City Brown Act bodies staffed by the City Clerk’s Office) 2 years N/A 2 years GC §34090, et seq.; Department Preference City Clerk CC-003 Informational Materials: (Includes Mayor’s Agenda, Roll Call Order Sheet, Potential Conflicts of Interest, etc.) 2 years N/A 2 years GC §34090, et seq.

RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CCO-2 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total City Clerk CC-004 Agreements & Contracts: NON-INFRASTRUCTURE / MOUs / JPAs [Examples: consulting, disposal, employment contracts, instructors, sports leagues, franchises, housing, leases, loans, mutual aid, professional service, CalPERS, Joint Powers] (Includes all contractual obligations; e.g., amendments, scope of work or successful proposal, insurance certificates, covenants, notice of completion, etc.)Completion + Until Scanned Up to 10 years Completion + 10 years Vital: Before Completion. Statute of Limitations is 4 years; 10 years for Errors & Omissions; Published Audit Standards is 4-7 years; Wrongful Death is death + 5 years, Developers is completion + 10 years; Relocation Files is Settle + 5 years; CCP §§336(a), 337, et. seq.; GC §§34090, 34090.7 City Clerk CC-005 Agreements & Contracts: INFRASTRUCTURE / LAND RECORDS / PROPERTY OWNERSHIP [Examples: architects, buildings, bridges, covenants, deferred improvement agreements, design/build, development, environmental, park improvements, property restrictions, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, land records: plans, permits; ownership: purchase and sale] (Includes all contractual obligations; e.g., amendments, scope of work or successful proposal, insurance certificates, covenants, notice of completion, etc.)Completion + Until Scanned N/A P All infrastructure should be permanent for emergency preparedness; land records are permanent by law; property records (purchase/sale) are permanent by law; Statute of Limitations is 4 years; CCP §§337, 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR § 4.703 - 3 years retention after final payment.

RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CCO-3 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total City Clerk CC-006 Annexations / Boundaries / Consolidations P N/A P Land records are permanent by law; GC §34090City Clerk CC-007 Assessment / Maintenance / Landscape & Lighting / Street Improvement District – Formation Documents (other than records related to Council action) Termination of District Up to 10 years Termination of District +10 years City Clerk CC-008 Bond Transcripts / Certificates of Participations (COPs) / Official Statements Cancellation, Redemption, or Maturity Fully Defeased + 10 years Fully Defeased + 10 years Vital: Until Maturity. Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336, et seq. 337.5(a); GC §43900, et seq.City Clerk CC-009 Bylaws All Advisory Bodies Appointed by City Council (e.g., Commission, Committees, Boards)2 years P P Vital (all). GC §34090 City Clerk CC-010 Central Files (Prior Subject Filing System) – Property Records and Weed Abatement P P P Department Preference; Before 1982, agenda packets were broken into subject matters then filed; most are copies of records maintained by Lead Department; After 1982, Agenda Packets saved intact as permanent records; minutes are the permanent record; GC §34090 et seq.

RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CCO-4 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total City Clerk CC-011 Central Files (Prior Subject Filing System) – EXCEPT Property Records and Weed Abatement 2 years N/A 2 years Department Preference; Before 1982, agenda packets were broken into subject matters then filed; most are copies of records maintained by Lead Department; After 1982, Agenda Packets saved intact as permanent records; minutes are the permanent record; GC §34090 et seq.City Clerk CC-012 Historical Records (Includes History of Service Logs for City Council, Commissions, Committees, Boards and all Brown Act Bodies; Incorporation, City Seal, Local Appointment List, etc.) P N/A P GC §34090; Records can address a variety of subjects and media; the City Clerk determines historical significance based on the following criteria: 1) is associated with events that have made a significant contribution to the broad patterns of the City’s history and cultural heritage; 2) is associated with the lives of persons important in the City’s past; 3) embodies the distinctive characteristics of a type, period, region, or method of construction, or represents the work of an important creative individual, or possesses high artistic values; and 4) has yielded, or may be likely to yield, information important in the City’s prehistory or history.

RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CCO-7 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total City Clerk CC-023 Oaths of Office: Boards and Commission Members P N/A P Department Preference; HR maintains employee Oaths of Office in Personnel Files, including the City Council; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, retirement benefits is 6 years from last action; statewide guidelines propose Termination + 6 years; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC § 1113 City Clerk CC-024 Ordinances (Includes Affidavits of Publication) P N/A P Vital (all). GC §§34090, et seq. City Clerk CC-025 Outgoing Mayor’s Ceremony Files (Historical) (Includes, but not limited to, coordinating/planning documents, speeches, photos, correspondence, etc.)P N/A P These files are maintained on-site in the City Clerk’s Office. City Clerk CC-026 Public Records Act Requests (Includes Affidavit & Request to Duplicate Plans) 1 year + Current year 1 year 2 years GC §34090 City Clerk CC-027 Real Property – Records that Affect the Title to Real Property (e.g., Abandonments, Deeds, Deed Restrictions, Easements, Liens, Resale Restrictions, Vacations)2 years P P GC §34090

RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CCO-8 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total City Clerk CC-028 Recordings: AUDIO (Includes audio recordings of meetings of the City Council, RDA, BPFC, Successor Agency, Oversight Board, etc.) (NOTE: Commission/Committee Meetings are maintained by the staffing department.)1 year + Current year N/A 2 years Department Preference; State law only requires for 30 days; GC §54953.5(b) City Clerk CC-029 Recordings: VIDEO (Includes video recordings of meetings of the City Council, RDA, BPFC, Successor Agency, or Oversight Board Meetings, etc. – NOTE: Commission/Committee Meetings are not video recorded; only audio recorded.)2 years 4 years 6 years Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 60201. Also refer to Resolution No. 11-75 regarding Action Minutes, which notes a 6-year retention.City Clerk CC-030 Records Management Records (Includes, but not limited to, Destruction Lists / Certificates of Records Destruction / Authority to Destroy Obsolete Records / Authority to Transfer Records to Offsite Facility) Until Scanned P P Department Preference; GC §34090, et seq. Certificates of destruction filed with the corresponding resolution authorizing records destruction. City Clerk CC-031 Redevelopment Plan 10 years P P Vital: Before Purchase or Sale. Department Preference; GC §34090, et. seq.

RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CCO-10 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total City Clerk CC-037 Elections – ADMINISTRATION (Includes, without limitation, correspondence, Los Angeles County Registrar-Recorder reports and election-related meeting materials, calendars, blank forms, copy of candidate/nomination notebook, polling places/vote centers listings, copies of requisitions/invoices)5 years N/A 5 years Used as a model for the next election, GC §34090 City Clerk CC-038 Elections – HISTORICAL (Includes, without limitation, sample ballot, copies of election-related resolutions and staff reports, election notices, certificate of election results/canvass, certificates of election, maps)4 years P P Retained for Historical Value, GC §34090 City Clerk CC-039 Elections – NON-MUNICIPAL (Includes, without limitation, correspondence, sign complaints/notices)2 years N/A 2 years City Clerk CC-040 Petitions (Initiative, Recall, or Referendum) Election Results or Final Examination + 8 Months N/A Election Results or Final Examination + 8 MonthsNot accessible to the public; The 8-month retention applies after election results, or final examination if no election. Applies unless a legal/FPPC proceeding. EC §§17200, 17400

RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CCO-11 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total City Clerk CC-041 Nomination Papers – All Candidates (Successful and Unsuccessful) (Includes official Nomination Papers and signature verification records, Code of Fair Campaign Practices, candidate statement forms and receipts, ballot designation worksheet, transliteration form, and all other required forms filed with the nomination papers, except FPPC records) Duration of term of office sought + 4 years N/A Duration of term of office sought + 4 years Department Preference; Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-042 Oath of Office Files (Historical) (Includes, without limitation, signed oaths of office, copies of certificates of election, coordinating/planning documents, photos) P N/A P These files are maintained on-site in the City Clerk’s Office. POLITICAL REFORM ACT – FAIR POLITICAL PRACTICES COMMISSION (FPPC) RECORDS City Clerk CC-043 Campaign Statements – OFFICEHOLDERS (Mayors, Council Members, Candidates holding the above offices, their controlled committees, and committees supporting such officeholders and candidates) (Includes Forms 410, 501, 460, 470, and all forms related to campaign statements; and any correspondence regarding enforcement action or request for advice from the FPPC) Until Leaving Office & Scanned P P Authority: GC §§81009 and 84615, and FPPC Regulations §§ 18944 and 18944.1. Includes all pre-election statements, semi-annual, and statements of termination.

RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CCO-12 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total City Clerk CC-044 Campaign Statements – NON-INCUMBENT CANDIDATES/NOT ELECTED (Non-incumbent candidates not elected and committees supporting candidates not elected to above offices) (Includes Forms 410, 501, 460, 470, and all forms related to campaign statements; and any correspondence regarding enforcement action or request for advice from the FPPC) Termination of Committee + 2 years 5 years Termination of Committee + 7 years Authority: GC §§81009 and 84615, and FPPC Regulations §§ 18944 and 18944.1. Includes all pre-election statements, semi-annual, and statements of termination. City Clerk CC-045 Campaign Statements – GENERAL PURPOSE AND BALLOT MEASURE COMMITTEES (All other filers not listed above, e.g., general purpose (PAC), ballot measure committees) (Includes Forms 410, 501, 460, 470, and all forms related to campaign statements; and any correspondence regarding enforcement action or request for advice from the FPPC) Termination of Committee + 2 years 5 years Termination of Committee + 7 years Authority: GC §§81009 and 84615, and FPPC Regulations §§ 18944 and 18944.1. City Clerk CC-046 FPPC Form 804 (Agency Report of New Positions) Until Scanned N/A P Authority: GC §§81009 and 84615, and FPPC Regulations §§ 18944 and 18944.1. Optional form; not readily used. If used, file with corresponding Conflict of Interest Code Resolution.

RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CCO-13 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total City Clerk CC-047 FPPC Form 805 (Agency Report of Consultants) Until Scanned N/A P Authority: GC §§81009 & 84615, & FPPC Regulations §§ 18944 & 18944.1. Optional form; not readily used. If used, file w/ corresponding Conflict of Interest Code. City Clerk CC-048 Political Reform Act – Annual File (Includes, without limitation, log, correspondence, filer notifications/reminders, Form 501s (Candidate Intention Statement) for unsuccessful candidates without a committee, Forms 801 (Gift to Agency Report), 802 (Tickets Provided by Agency Report), 803 (Behested Payment Report), and 806 (Agency Report of Public Official Appointments), 496 (Independent Expenditure Reports), Real Property Interests List, Local Agency Biennial Notice, and other miscellaneous forms)2 years 5 years 7 years Authority: GC §§81009 and 84615, and FPPC Regulations §§ 18944 and 18944.1. City Clerk CC-049 Statements of Economic Interests (Form 700) – ALL FILERS (Includes all original statements, copies of GC §87200 filers’ statements, copies of statements filed electronically with the FPPC, and ethics training certificates for Commissioners/Committee Members (employee certificates filed with HR)) Leaving Office + 2 years 5 years Leaving Office + 7 years Authority: GC §§81009 and 84615, and FPPC Regulations §§ 18944 and 18944.1. Ethics training certificates minimum 5 years per GC §53235.2(b).

RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CMO-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc.). Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total City Manager CM-001 Cannabis Permit Applications 7 years N/A 7 years GC §34090 City Manager CM-002 Correspondence – Ingoing and Outgoing (Includes letters, memorandums, invitations to City Council and staff, etc.)2 years N/A 2 years GC §34090 City Manager CM-003 Press Releases 2 years N/A 2 years GC §34090 City Manager CM-004 Project Files (i.e., Cannabis Business Permits (CBP), special projects, etc.)2 years N/A 2 years Vital: While Active Issues; GC §34090 City Manager CM-005 Speeches / Certificates / Proclamations 2 years N/A 2 years GC §34090 City Manager CM-006 Surveys / Questionnaires (Issued by the City Manager) 4 years N/A 4 years GC §34090 City Manager CM-007 Weekly Updates (Final from all Departments) 2 years N/A 2 years GC §34090

RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE (HUMAN RESOURCES) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 HR-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc. Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Human Resources HR-001 Accident / Incident Reports: VEHICLE ACCIDENT REPORTS with no injuries (Employees) (See Workers Compensation for vehicle accident reports with injuries)2 years N/A 2 years Department Preference; Claim must be filed within 1 year, lawsuit within 2 years; Statute of Limitations for contracts is 4 years; CCP §§337, et seq.; GC §§911.2, 945, 34090, 34090.6Human Resources HR-002 Benefit Plans / Insurance Policies (Health, dental, life insurance, medical etc.) Plan Termination + 4 years N/A Plan Termination + 4 years Department preference to meet municipal government auditing standards; EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date; State Law requires 2 years after action; Health Care Service Providers are 3 years; Managed Health Care Plan & Solicitors are 5 years; 29 CFR §1627.3(b)(2); 29 USC § 1027; 11 CCR § 560; 28 CCR § 1300.85.1; GC §34090

RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE (HUMAN RESOURCES) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 HR-2 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Human Resources HR-003 City Employee Events (e.g., employee recognition events) 6 years N/A 6 years Department Preference; GC §34090 Human Resources HR-004 Claims – Liability Claims against the City Final Resolution 5 years Final Resolution + 5 years, unless claimant is minor* Vital: Until Resolution. Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC§§ 911.2, 945, 34090, 34090.6; PC §832.5. * If claimant is a minor, when minor turns 18 years old + 4 years (if age/DOB is known) OR, if age/DOB is not known, 24 years from the date of incident.Human Resources HR-005 Claims – Potential Claim Forms 2 years N/A 2 years GC §34090 Human Resources HR-006 Carl Warren Claim Register (Database) Indefinite N/A Indefinite Vital: Until Settlement. Department Preference (meets auditing requirements); GC §34090Human Resources HR-007 Classification Studies / Reorganization Studies (for employee classifications and department structures) Until Superseded, Minimum 2 years N/A Until Superseded, Minimum 2 years Department Preference; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2-3 years; retirement benefits is 6 years from last action; 29 CFR § 1602.31 & 1627.3(b)(ii), GC §§12946, 34090; 29 USC § 1113

RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE (HUMAN RESOURCES) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 HR-3 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Human Resources HR-008 Compensation Studies When No Longer Required, Minimum 2 years N/A When No Longer Required, Minimum 2 years Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 34090Human Resources HR-009 Disability Insurance Reports (Received monthly from The Standard)2 years N/A 2 years Department Preference; GC §34090 Human Resources HR-010 DMV Pull Notices When Superseded, Minimum 2 years N/A When Superseded, Minimum 2 years Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090Human Resources HR-011 Equal Employment Opportunity EEO-4 Reports 6 years N/A 6 years Department Preference (only 3 years is required); 29 CFR § 1602.30Human Resources HR-012 Employee Newsletter 6 years N/A 6 years Department Preference; GC §34090Human Resources HR-013 Grievances Final Resolution + 2 yearsN/A Final Resolution + 2 yearsDepartment Preference; GC §12946

RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE (HUMAN RESOURCES) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 HR-4 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Human Resources HR-014 Insurance Policies & Certificates (City- owned) (Includes JPIA / Liability (General & Public), Workers Compensation, Property Surety Bonds & Insurance (Pre CJPIA)) P N/A P Vital: Before Expiration. Department preference; GC §34090; CCP§ 337 et seq.; 2 year minimum requirement statements, bond disclosure, bond pay-offs, bond GC 43900-43903; Destruction guidelines for bonds; Statutes of limitations, 10 years after expiration FC 30210; Maintain State of California Guidelines; 10 years after closure/expiration convenance and cash/surety bonds. CCP 337.5 Human Resources HR-015 Job Descriptions / Specifications When Superseded + 6 years N/A When Superseded + 6 years Vital: Before Superseded. Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2-3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 34090; 29 USC 1113Human Resources HR-016 Live Scan Applications with Clearance Notes (employees, volunteers, CBP permittees)10 years 20 years30 years Department Preference; GC §34090Human Resources HR-017 Negotiations with Bargaining Units MOU Term + 4 yearsN/A MOU Term + 4 yearsDepartment Preference; GC §34090

RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE (HUMAN RESOURCES) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 HR-5 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Human Resources HR-018 OSHA Inspections & Citations Log 200 and Log 300, 301, 301A 7 years N/A 7 years Department Preference; Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR § 14300.33(a); 29 CFR § 1904.33, 29 CFR § 1904.44; GC §60201 et seq.; LC §6429cHuman Resources HR-019 Personnel Files – BENEFIT File – All employees (Includes benefit enrollment forms, W-4s, etc.) Separation + 2 years 28 years Separation + 30 years Vital: Until Separation. Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2-3 years; 29 CFR § 1602.31 & 1627.3(b)(ii), GC §§12946, 60201; 29 USC § 1113

RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE (HUMAN RESOURCES) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 HR-6 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Human Resources HR-020 Personnel Files – CONFIDENTIAL File – All employees (Includes pre-employment physicals, drug and alcohol tests, FMLA, Department of Fair Employment & Housing (DFEH or EEOC) claims, I-9s, investigations, etc.) Separation + 2 years 28 years Separation + 30 years Vital: Until Separation. Department Preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 34090; 29 CFR 1627.3(b)(1)(v), GC §§12946, 34090; 49 CFR § 655.71, et seq.; 49 CFR § 382.401, et seq. 49 CFR § 653.71Human Resources HR-021 Personnel Files – Regular, Active, Permanent, Non-Regular, Temporary and Part-time (Employees) (Includes evaluations, trainings, action forms, accommodations, policy receipts etc.) Separation + 2 years 28 years Separation + 30 years Vital: Until Separation. Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2-3 years; 29 CFR § 1602.31 & 1627.3(b)(ii), GC §§12946, 60201; 29 USC § 1113

RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE (HUMAN RESOURCES) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 HR-7 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Human Resources / Parks & Recreation HR-022 Recruitment File / Test File (Includes advertisements, applications, brochures, flyers, job announcements, letters, scantrons, tests, questions, physicals of rejected candidates, etc.)List Creation + 3 years N/A List Creation + 3 years Department Preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR § 1627.3(b)(i), 29 CFR § 1602.14 et seq. GC §§12946, 34090Human Resources HR-023 Safety Meetings 2 years N/A Resolution + 2 years** Resolution of any identified hazards / complaints + 2 years. Human Resources HR-024 Summons / Lawsuits Resolution + 5 years N/A Resolution + 5 years The City Attorney’s Office only retains documents where they take on the litigation; CJPIA attorneys are responsible for most civil cases.Human Resources HR-025 Unfair Labor Practice Charge Resolution + 4 yearsN/A Resolution + 4 yearsDepartment Preference; GC § 12946Human Resources HR-026 Union Decertification Petitions Resolution + 4 yearsN/A Resolution + 4 yearsDepartment Preference; GC § 12946Human Resources HR-027 Workers Compensation or Disability Claims / Employee Accident Reports Separation + 2 years 28 years Separation + 30 years Department Preference; Claims can be made for 30 years for toxic substance exposure; 8 CCR § 10102; 8 CCR § 15400.2, 8 CCR §3204(d)(1), et seq., 29 CFR § 1910.1020, GC §§12946, 34090; CCP §337, et seq.

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT (INCLUDES HOUSING & GRANTS / REDEVELOPMENT/SUCCESSOR AGENCY RECORDS) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 ED-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc. Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Economic Develop. ED-001 City Historian Files (Photos and Newspaper Clippings of Significant Historical Value) P N/A P Department Preference; GC §34090 Economic Develop. ED-002 City Newsletter P N/A P Department Preference; GC §34090 Economic Develop. ED-003 Economic Development Agreements / Loan Agreements or Grants (Administrative Files) Forgiven or Fully Paid + 5 years N/A Forgiven or Fully Paid + 5 years Department Preference (meets auditing standards); GC §34090 Economic Develop. ED-004 Economic Development Agreements / Marketing Agreements (Administrative Files) Completion + 5 years N/A Completion + 5 years Department Preference; GC §34090; CCP §337 et seq. Economic Develop. ED-005 Economic Development Projects / Potential Projects 2 years N/A 2 years Department Preference; GC §34090 Economic Develop. ED-006 Marketing Materials 2 years N/A 2 years Preliminary drafts not retained in the ordinary course of business; GC §34090

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT (INCLUDES HOUSING & GRANTS / REDEVELOPMENT/SUCCESSOR AGENCY RECORDS) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 ED-2 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total HOUSING & GRANTS Economic Develop. / Housing & Grants ED-007 CDBG Grants: Non-profit Agencies (Applications, selection process, audits, etc.) 2 years After Funding Agency Audit, if Required – Minimum 5 years After Funding Agency Audit, if Required – Minimum 5 years Meetings Grant auditing requirements; 7 CFR § 3016.42; 21 CFR § 1403.36 & 1403.42(b); 24 CFR §§ 85.42, 91.105(h), 92.505, 570.490, & 570.502(a&b), 28 CFR § 66.42; 29 CFR § 97.42; 40 CFR § 31.42; 44 CFR § 13.42; 45 CFR § 92.42; OMB Circular A-110 & A-133; GC §34090Economic Develop. / Housing & Grants ED-008 Housing and Commercial Programs: Grants WITHOUT recapture / resale restrictions (e.g., Home Improvement Program, Commercial Rehabilitation Program, and Micro Enterprise Program) 2 years After Funding Agency Audit, if Required – Minimum 7 years After Funding Agency Audit, if Required – Minimum 7 years HUD requires 5 years after the project is paid back; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR §§ 85.42, 92.508(a)&(c)(2) & 570.502(a)(16)(b), 29CFR § 97.42, GC §34090

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT (INCLUDES HOUSING & GRANTS / REDEVELOPMENT/SUCCESSOR AGENCY RECORDS) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 ED-3 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Economic Develop. / Housing & Grants ED-009 Housing and Commercial Programs: Grants WITH recapture / resale restrictions (e.g., Home Improvement Program, Commercial Rehabilitation Program, and Micro Enterprise Program) 2 years 5 years after the Affordability Period Terminates, or when the Written Agreement Terminates, Whichever is Longer 5 years After the Affordability Period Terminates, or when the Written Agreement Terminates, Whichever is Longer HUD requires 5 years after the project is paid back; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR §§ 85.42, 92.508(a)&(c)(2) & 570.502(a)(16)(b), 29 CFR § 7.42, GC §34090Economic Develop. / Housing & Grants ED-010 Housing Programs: Loans WITHOUT recapture / resale restrictions (e.g., First time home buyers, deferred loans, promissory notes, trust deeds, low interest loans, commercial rehabilitation loans, etc.) Loan Pay-off + 5 years N/A Loan Pay-off + 5 years HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR §§ 85.42, 92.508(a)&(c)(2) & 570.502(a)(16)(b), 29 CFR § 97.42, GC §34090

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT (INCLUDES HOUSING & GRANTS / REDEVELOPMENT/SUCCESSOR AGENCY RECORDS) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 ED-4 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Economic Develop. / Housing & Grants ED-011 Housing Programs: Loans WITH recapture / resale restrictions (e.g., First time home buyers, deferred loans, promissory notes, trust deeds, low interest loans, commercial rehabilitation loans, etc.) Loan Pay-off + 5 years 5 years After the Affordability Period Terminates, or when the Written Agreement Terminates, Whichever is Longer 5 years After the Affordability Period Terminates, or when the Written Agreement Terminates, Whichever is Longer HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR §§ 85.42, 92.508(a)&(c)(2) & 570.502(a)(16)(b), 29 CFR § 97.42, GC §34090 REDEVELOPMENT / SUCCESSOR AGENCY City Clerk ED-012 Redevelopment Plan Full Dissolution of RDA + 2 yearsN/A Full Dissolution of RDA + 2 yearsDepartment Preference for historical purposes; GC §34090 Economic Develop. ED-013 Redevelopment Project Files Full Dissolution of RDA + 2 yearsN/A Full Dissolution of RDA + 2 yearsDepartment Preference; GC §34090

RECORDS RETENTION SCHEDULE: FINANCE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 FIN-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc. Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total FINANCE / ACCOUNTING Finance / Accounting FIN-001 1099’s Issued 2 years N/A 6 years Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001 1(e)(2), R&T §19530, GC §34090 Finance / Accounting FIN-002 Accounts Payable / Invoices and Backup (All Records and Reports - Includes invoices, P.O.s, travel expense reimbursements, petty cash, postage, PERS reports, check requests, backups, refunds, credits etc.) 3 years 4 years 7 years Vital: Until Paid. Department preference to facilitate grant audits or claim reimbursements; Statewide guidelines propose audit + 4 years; Published articles show 3 – 7 years; A P.O. is an Agreement. GC §34090 Finance / Accounting FIN-003 Accounts Receivable / Business License Receipts / Cash Receipts / Cash Register Tapes / Citations / Court-Ordered Payments / Deposit Slips / Transient Occupancy Tax (TOT) / Utility User's Tax / Invoices to Outside Entities / Collection Agency Assignments and Statements / Use Tax Returns, etc. 3 years 2 years 5 years Vital: Until Audited + 4 years. Department preference to meet municipal government auditing standards and IRS guidelines for records supporting employee and federal taxes (4 yrs. after tax is due or paid); IRS Reg §31.6001-1(e)(2); GC §34090

RECORDS RETENTION SCHEDULE: FINANCE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 FIN-2 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Finance / Accounting FIN-004 “Armored Truck Manifests” / Customer Receipt Books 2 years N/A 2 years GC §34090 Finance / Accounting FIN-005 Annual Direct Assessments (Parking districts, nuisance abatements, CR&R, etc.) 3 years 2 years 5 years Department Preference (these are maintenance districts and do not have bonds); IRS is 4 years after tax is due or paid; Supporting documentation for Investments of Operating Funds; meets auditing standards; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 Finance / Accounting FIN-006 Audit Management Letters 5 years N/A 5 years Department Preference; GC §34090 Finance / Accounting FIN-007 Audit Reports (CAFR - Comprehensive Annual Financial Reports, RDA, BPFC, etc.) 20 years N/A 20 years Department Preference; GC §34090 Finance / Accounting FIN-008 Audit Work Papers, Correspondence, Other Related Documents from Audit Conclusion5 years N/A 5 years Department Preference; GC §34090 Finance / Accounting FIN-009 Bank Statements, Fiscal Agent Statements, Trustee Statements, Investment Account Statements, PERS Statements, Bank Reconciliations, etc.3 years 4 years 7 years Department Preference; Published articles show 3 – 4 years; Other cities show 7 – 10 years; GC §34090, 26 CFR § 1.6001-1 Finance / Accounting FIN-010 Bankruptcy Notices – City is NOT a claimant 2 years N/A 2 years Bankruptcy Court records – City may not be a party; may or may not choose to file a claim; GC §34090, et seq

RECORDS RETENTION SCHEDULE: FINANCE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 FIN-3 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Finance / Accounting FIN-011 Bankruptcy Court records – City may not be a party; may or may not choose to file a claim; GC §34090, et seq 2 years N/A Resolution + 2 years Bankruptcy Court records – City may not be a party; may or may not choose to file a claim; GC §34090, et seq Finance / Accounting FIN-012 Budgets: Final 20 years N/A 20 years Vital: Current Fiscal Year. Department Preference; GC §34090 Finance / Accounting FIN-013 Check Registers: Accounts Payable 3 years 2 years 5 years Department Preference (meets auditing standards); GC §34090 Finance / Accounting FIN-014 Checks / Warrants – Canceled (Cashed) or Voided 3 years 2 years 5 years Department Preference (meets auditing standards); GC §34090 Finance / Accounting FIN-015 Developers’ Bond Documents Returned + 2 yearsN/A Returned + 2 yearsDepartment Preference (meets auditing standards); GC §34090 Finance / Accounting FIN-016 Financial Services Database / Business Permit DatabaseP N/A P Vital. Department Preference – Data is inter-related; GC §34090 Finance / Accounting FIN-017 Fixed Assets – Annual Listing (Source Documents) 3 years 2 years 5 years Department Preference (meets auditing standards); GC §34090 Finance / Accounting FIN-018 Indirect Cost Plans 5 years N/A 5 years Department Preference (meets auditing standards); GC §34090 Finance / Accounting FIN-019 Investment Files / Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)5 years N/A 5 years Vital: Until Paid. Department Preference (meets auditing standards); GC §34090 Finance / Accounting FIN-020 Journal Entries / Vouchers 3 years 2 years 5 years Department Preference (meets auditing standards); GC §34090; CCP 337 26 CFR 31.6001- 1€(2)

RECORDS RETENTION SCHEDULE: FINANCE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 FIN-4 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Finance / Accounting FIN-021 State Reports: State Controller’s Report / Local Government Compensation Report, Property Management Plan, Obligation Payment Schedules, Due Diligence Reviews, Gas Tax, MOE (Maintenance of Effort) Report, RDA Statement of Indebtedness 5 years N/A 5 years Department Preference (meets auditing standards); GC §34090 Finance / Accounting FIN-022 Utility Users' Tax Exemption Applications 3 years N/A 3 years Department Preference; GC §34090 FINANCE / PAYROLL Finance / Payroll FIN-023 Annual Valuation Reports / Periodic Employer Statements 3 years 2 years 5 years Department Preference; Retained to match other auditing periods; GC §34090 Finance / Payroll FIN-024 Checks / Warrants – Payroll Canceled (Cashed) or Voided 3 years 2 years 5 years Department Preference; IRS: 4 yrs. after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29 CFR §§ 516.5 - 516.6, 29 USC § 436, GC §34090 Finance / Payroll FIN-025 Payroll Tax Returns 3 years 2 years 5 years Department Preference; IRS: 4 yrs. after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29 CFR § 516.5 - 516.6, 29 USC § 436, GC §34090

RECORDS RETENTION SCHEDULE: FINANCE For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 FIN-5 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Finance / Payroll FIN-026 Payroll Registers (Taxes, Salary/Wages, Deductions, etc.) / CalPERS Bi-Weekly Reports / Payroll Check Registers 3 years 4 years 7 years Department Preference; IRS: 4 yrs. after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29 CFR §§ 516.5 - 516.6, 29 USC § 436, GC §34090; 3 years (29 CFR 516.5(a) LC 1174(d)) Finance / Payroll FIN-027 Time Cards WITH employee signatures 3 years 4 years 7 years Meets auditing standards (audit + 4 years); IRS requires 4 years; other State and Federal regulations require 2 years; FTB keeps 3 years; 29 CFR § 516.6(a)(1); IRS Reg §31.6001-1(e)(2), R&T §19530; LC §1174(d); GC §34090; 2 years (29 CFR 516.6(a)(1); LC 1174(d)) Finance / Payroll FIN-028 W-2’s 20 years N/A 20 years Department Preference to assist with PERS Buy-backs; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29 CFR §§ 516.5 - 516.6, 29 USC § 436, GC §34090; 26 CFR 31.6001- 1(e) 29 CFR 516.5- 516.6

RECORDS RETENTION SCHEDULE: PARKS AND RECREATION For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PR-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc. Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Parks & Recreation PR-001 Agendas, Agenda Packets – Parks and Recreation Commission 2 years + Until Scanned P P Department Preference; GC §34090; GC §34090.5 Parks & Recreation PR-002 Agreements for Contractors: City Events (i.e., staging rentals, snow, etc.) Completion + 10 years N/A Completion + 10 years Vital: Before Completion. Covers E&O Statute of Limitations; Published Audit Standards = 4-7 years; Statute of Limitations: Contracts & Spec's = 4 years; Wrongful Death = death + 5 years; Developers = comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 Parks & Recreation PR-003 Annotated Agendas – Parks & Recreation Commission 2 years N/A 2 years Department Preference; GC §34090

RECORDS RETENTION SCHEDULE: PARKS AND RECREATION For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PR-2 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Parks & Recreation PR-004 Applications for Employment or Resumes for Parks and Recreation Jobs: SOLICITED / RECRUITMENT FILE 3 years N/A 3 years Department Preference (Parks & Recreation handles its own recruitments; No positions open; therefore, not deemed to be an applicant, nor part of City recruitment practices; 2 CCR § 7287.0(b)(1), GC §34090Parks & Recreation PR-005 Applications for Employment or Resumes for Parks and Recreation Jobs: UNSOLICITED / INTEREST CARDS (NO OPEN POSITION) 2 years N/A 2 years Department Preference; GC §34090 Parks & Recreation PR-006 Audio Recordings – Meetings (All advisory bodies appointed by the City Council, including Parks and Recreation Commission) 1 year + Current year N/A 2 years Department Preference; State law only requires for 30 days; GC §54953.5(b) Parks & Recreation PR-007 Bravo Sponsorship / Applications 2 years N/A 2 years Department Preference; GC §34090 Parks & Recreation PR-008 City Store Inventory (The Volunteer Center maintains the City Store and keeps track of current inventory on a spreadsheet. The City Store consists of selling items that are branded with the City logo and include: clothing (t-shirts, tank tops, hats), as well as mugs, pencils, pens, blankets and more. Items are sold at City events and at the Volunteer Center.)2 years N/A 2 years Department Preference; GC §34090

RECORDS RETENTION SCHEDULE: PARKS AND RECREATION For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PR-3 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Parks & Recreation PR-009 Evaluations / Surveys of Programs 2 years N/A 2 years Department Preference; GC §34090 Parks & Recreation / WJBCA PR-010 Facility Use Permits / Facility Use Agreements (Includes Insurance Certificates)2 years from End of Event N/A 2 years Vital: Before Event. Department Preference; GC §34090; CCP §337, et seq. Parks & Recreation PR-011 Film Permits on Park Facilities 2 years from End of EventN/A 2 years Department preference; GC §34090; CCP §337, et seq. Parks & Recreation / WJBCA PR-012 Grant Project Files (i.e., applications, agreements, supporting documentation, etc.) 2 years After Funding Agency Audit, if required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 21 CFR § 1403.36 & § 1403.42(b); 24 CFR § 85.42, § 91.105(h), § 92.505, & § 570.502(b), 28 CFR § 66.42; 29 CFR § 97.42; 40 CFR § 31.42; 44 CFR § 13.42; 45 CFR 92.42; OMB Circular A-133 Parks & Recreation PR-013 Insurance for Special Events Event Date + 2 years N/A Event Date + 4 years Vital: Before Event. Statute of limitations for breach of contract is four years. Department preference; GC §34090; CCP §337, et seq.

RECORDS RETENTION SCHEDULE: PARKS AND RECREATION For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PR-4 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Parks & Recreation PR-014 Park / Facility Historical Files P N/A P Department Preference; GC §34090 Parks & Recreation PR-015 Recreation Database (The program used is ActiveNet. It is used for facility rentals, and class/event registration. The information is stored by ActiveNet in the cloud.) Indefinite N/A Indefinite GC §34090 Parks & Recreation PR-016 Recreation Program Brochures P N/A P Department Preference; GC §34090 Parks & Recreation PR-017 Special Event and Program Files (e.g., Car Show, Chamber of Commerce events, Holiday Decorating Contest, July 4th, Liberty, Streetfest, Tree Lighting, BRAVO, etc.) 5 years N/A 5 years Department Preference; GC §34090; CCP §337, et seq. Parks & Recreation PR-018 Transportation – Trolley (e.g., purchase, repairs, miscellaneous correspondence) P N/A P Department Preference; GC §34090 Parks & Recreation PR-019 Transportation – Trolley Rentals 5 years N/A 5 years Department Preference (meets auditing requirements); GC §34090 Parks & Recreation PR-020 Transportation / Dial-a-Ride / Fixed Route Applications 2 years N/A 2 years* * 2 years unless a grant agreement requires longer retention. Department Preference; GC §34090

RECORDS RETENTION SCHEDULE: PARKS AND RECREATION For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PR-5 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Parks & Recreation PR-021 Transportation / Dial-a-Ride / Fixed Route Contract Administration Completion + 5 years N/A Completion + 5 years* * Completion + 5 years unless a grant agreement requires longer retention. Vital: Before Completion. Department preference; GC §34090; CCP §337, et seq.Parks & Recreation PR-022 Transportation / Dial-a-Ride / Fixed Route Ridership Breakdowns / Monthly Reports 2 years N/A 2 years* * 2 years unless a grant agreement requires longer retention. Department preference (meets auditing requirements); GC §34090 Parks & Recreation PR-023 Video Recordings of Special Events 2 years N/A 2 years Does not record regular and ongoing operations; GC §§34090.6, 60201, et seq. PARK FACILITIES Parks & Recreation / Park Facilities PR-024 Agreements for Contractors: Adult and Youth Sports Leagues, DJ's Completion + 5 years N/A Completion + 5 years Vital: Until Completion. Department preference; GC §34090; CCP §337, et seq. Parks & Recreation / Park Facilities PR-025 Agreements for Class Instructors Completion + 4 years N/A Completion + 4 years CCP §337

RECORDS RETENTION SCHEDULE: PARKS AND RECREATION For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PR-6 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Parks & Recreation / Park Facilities PR-026 Program Files (These files do NOT include public facilities records) (e.g., Bellflower Looking Better, BRIM, Farmer's Market, Holiday Food Basket) 2 years N/A 2 years Department Preference; GC §34090 Parks & Recreation / Park Facilities PR-027 Registration / Liability Forms / Release of Liability Forms / Permissions (e.g., field trips) 2 years N/A 2 years, Unless for Minors* Department preference; GC §34090 *If for minors, must be retained until minor is 18 years old + 2 years. Parks & Recreation / Park Facilities / Public Works PR-028 Pool Chemical Addition Logs (i.e., Caruthers Park wading pool and Aquatic Center pool) 2 years 28 years Discontinued Use of Chemicals + 30 years Department Preference; Claims can be made for 29 years for toxic substance exposure; 8 CCR §3204(d)(1), et seq., GC §§12946, 34090 Parks & Recreation / Park Facilities PR-029 Weekend Reports 2 years N/A 2 years Department Preference; GC §34090

RECORDS RETENTION SCHEDULE: PARKS AND RECREATION For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PR-7 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total VOLUNTEER CENTER Parks & Recreation / Volunteer Center PR-030 Farmer's Market Files (e.g., Health Dept. and U.S. Dept. of Agriculture licenses and permits for the Farmer's Market to operate; citations and warnings issued by the Health Dept. or USDA) 2 years N/A 2 years Vital: During Event. Department Preference; GC §34090 Parks & Recreation / Volunteer Center PR-031 Volunteer Applications / Youth Sports Coaches – SUCCESSFUL Applicants Inactive / Separation + 3 years N/A Inactive / Separation + 3 years Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR §§ 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1), et seq., GC §§12946, 34090Parks & Recreation / Volunteer Center PR-032 Volunteer Applications / Youth Sports Coaches – UNSUCCESSFUL or Pending Applicants 3 years N/A 3 years Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, emotion, transfer, selection, or discharge; 29 CFR §§ 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1), et seq., GC §§12946, 34090

RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (PLANNING DIVISION) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PL-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc. Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-siteTotal Planning PL-001 Aerial Maps P N/A P Department Preference; GC §34090, et seq. Planning PL-002 Alcoholic Beverage License Application Copies / Notices of Transfer of ABC License / Liquor License Requests (City’s copy) 2 years N/A 2 years GC §34090, et seq. Planning PL-003 Annexations / City Boundaries 2 years P P GC §34090, et seq. Planning PL-004 Audio Recordings – Meetings (All advisory bodies appointed by the City Council, including Planning Commission) 1 year + Current yearN/A 2 years Department Preference; State law only requires for 30 days; GC §54953.5(b) Planning PL-005 Census / Demographics 10 years N/A 10 years Must be retained as it relates to the redistricting process. Planning PL-006 Conceptual Projects & Renderings 2 years N/A 2 years Department Preference; GC §34090

RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (PLANNING DIVISION) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PL-2 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-siteTotal Planning PL-007 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc. (Projects outside City boundaries; for projects inside City boundaries, see “Planning Case Files”) Upon Completion of Review and Comments, if any N/A Upon Completion of Review and Comments, if any EIRs and Negative Declarations within the City Boundaries are with the project file. Records created in response to this entry is subject to the standard retention of 2 years. Planning PL-008 General Plan / Elements and Amendments / Housing Element P N/A P Vital: Current. Department Preference; GC §34090, et seq. Planning PL-009 GIS Database Indefinite N/A Indefinite Vital. Data is interrelated; GC §34090Planning PL-010 Master Plans / Specific Plans P N/A P Department Preference; GC §34090, et seq. Planning PL-011 Miscellaneous Minor Planning Applications (Includes temporary use permits, outside display permits, banner permits, outdoor dining permits, ABC permits, Business Recovery Program applications, and yard sale permits) 2 years N/A 2 years from Permit End Date GC §34090 et seq.

RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (PLANNING DIVISION) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PL-3 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-siteTotal Planning PL-012 Planning Case Files – Approved & Unapproved Permanent Entitlements (Denied & Withdrawn) (Includes project denials & withdrawals after consideration by reviewing body) (Includes associated CEQA noticing, Environmental Impact Reports (EIRs), Negative Declarations, public noticing, environmental determinations, staff reports, plans, maps, determination letters, action letters, various studies including noise and seismic, etc.) [Examples: Conditional Use Permit (CUP), subdivisions, tentative parcel maps, tentative track maps, zone changes, zone variances, etc.] Project Completion + Until Scanned P P Vital. GC §34090, et seq. Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Planning PL-013 Planning Case Files – Withdrawn & Expired (Includes projects that are withdrawn and/or expired before consideration by reviewing/approving body)Withdrawn /Expired +2 years N/A Withdrawn /Expired +2 years GC §34090 Planning PL-014 Planning Case Logs / Indexes 2 years P P Vital. Department Preference; GC §34090, et seq.Planning PL-015 Poster Boards 2 years N/A 2 years GC §34090

RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (PLANNING DIVISION) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PL-4 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-siteTotal Planning PL-016 Private Development Project Maps & Records (Includes parcel maps, easements, tract maps) 2 years P P Vital (all). Department Preference; GC §34090 Planning PL-017 Regional Organizational Studies & Programs where other agencies are the lead (e.g., air quality studies, etc.) Upon Completion of Review & Comments, if anyN/A Upon Completion of Review & Comments, if anyDepartment Preference; GC §34090

RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (BUILDING & SAFETY DIVISION) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 B&S-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc. Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Building & Safety BS-001 Building Permit Database Indefinite N/A Indefinite Vital (all). Department Preference - Data is interrelated; GC §34090, H&S §19850Building & Safety BS-002 Building Permit Files (Includes certificate of occupancy, inspection records, correction notices, covenants to hold as a single parcel, expired permits, blue slips, inspection requests, etc.) Until Scanned N/A P Vital (all). Statewide guidelines propose permanent; UAC §303.2, CBC §106.4.2, GC §34090, H&S §19850 Building & Safety BS-003 Building Plans and Construction Documents - Finalized and Expired – SINGLE FAMILY RESIDENTIAL (Under 2 stories and basement in height) Until Finalized + Scanned P P Vital (all). Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; CBC and UAC require plans be retained 90 days from completion date for residential and appurtenances; UAC §303.2; CBC §106.4.2; H&S§19850, GC §34090

RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (BUILDING & SAFETY DIVISION) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 B&S-2 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Building & Safety BS-004 Building Plans and Construction Documents - Finalized and Expired – INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS (Includes commercial structural plans, hazardous materials questionnaire, etc.)Until Finalized + Scanned P P Vital (all). Department Preference; Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; UAC §303.2; CBC §106.4.2; H&S §19850, GC §34090 Building & Safety BS-005 California Building Codes / Uniform Codes Adopted by the City (CBC, CPC, etc.) When SupersededN/A P Department Preference Building & Safety BS-006 Daily Inspection Schedule / Log (Includes daily work records, inspection logs, and plan check correction lists)2 years N/A 2 years GC §34090 Building & Safety BS-007 Plan Checks (Not Finalized) – Comments, Corrections, Transmittal Sheets [Includes versions of BS-004 records that have been submitted during the plan check process. For retention of final building plans, see entry BS-004.] When superseded or expired 2 years Superseded or expired + 2 years GC §34090 Building & Safety BS-008 Plan Checks (Withdrawn or Expired) – Permits not obtained 2 years N/A 2 years GC §34090. Withdrawn and expired plan checks are not approved construction documents. The Government Code controls the retention.

RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (BUILDING & SAFETY DIVISION) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 B&S-3 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Building & Safety BS-009 Permit Files – Supplemental Information (Includes plan transmittal sheets; owner, builder, contractor, and special inspector driver’s licenses; GIS/Property Owner information print out; Secretary of State documents; contractor’s license report/details; receipts)2 years N/A 2 years GC §34090 Building & Safety BS-010 Reports: Annual Report of Building Permit Activity 2 years N/A 2 years Department Preference; Drafts and transitory / preliminary draft records; GC §34090 Building & Safety BS-011 Reports: Monthly and Periodic Reports of Building Activity (Dodge Reports, etc.) 2 years N/A 2 years Preliminary draft / transitory record; GC §34090

RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (BUSINESS LICENSING DIVISION) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 BL-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc. Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Business Licenses BL-001 Business Licenses – Applications, Renewals, and Closeouts Closed + 2 years 3 years 5 years Department Preference; meets auditing standards; GC §34090, et seq.Business Licenses BL-002 Business Licenses – One-time Permits (Includes closing-out, fireworks, fire sale, parking lot sales, sidewalk sales, temporary use related events, etc.)Closed + 2 years N/A Closed + 2 years Department Preference; meets auditing standards; GC §34090, et seq. Business Licenses BL-003 Business Licenses (Database) Indefinite N/A Indefinite Vital: Before Termination. Data is inter-related; GC §34090, et seq. Business Licenses BL-004 Permits (Includes amusement, dance and entertainment, block party, escort bureau, fortune telling, massage establishment, news rack, non-profit, parade, patrol system and private patrolmen business, tow car business, sidewalk vendors, film, bingo, solicitor, motorized vehicle vendors, mechanical and electronic amusement)Closed + 2 years 3 years 5 years Vital: Before Close. Department Preference; meets auditing standards; GC §34090, et seq. Business Licenses BL-005 Taxi Cab Company Permits / Taxi Cab Driver Permits / Taxi Cab Business License Renewals Closed + 2 years N/A Closed + 2 years Department Preference; meets auditing standards; GC §34090 et seq.

RECORDS RETENTION SCHEDULE: PUBLIC SAFETY For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PS-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc. Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-siteTotal Public Safety PS-001 Administrative Citation Hearings 2 years N/A 2 years GC §34090 Public Safety PS-002 Administrative Payment Plans Paid + 2 years N/A Paid + 2 years Public Safety PS-003 Annotated Agendas – Public Safety Commission and Public Safety Review Committee 2 years N/A 2 years Department Preference; GC §34090 Public Safety PS-004 Audio Recordings – Meetings (All advisory bodies appointed by the City Council, including Public Safety Commission)1 year + Current yearN/A 2 years Department Preference; State law only requires for 30 days; GC §54953.5(b) Public Safety PS-005 Citations (Handwritten Parking Citations / Handwritten Administrative Citations / Firework Citations)2 years N/A 2 years Department Preference; GC §34090 Public Safety PS-006 City Towing Records (Includes CHP 180s and tow releases)2 years N/A 2 years Department Preference; GC §34090 Public Safety PS-007 Emergency Operation Plans When SupersededN/A When SupersededDepartment Preference; GC §34090

RECORDS RETENTION SCHEDULE: PUBLIC SAFETY For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PS-2 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-siteTotal Public Safety PS-008 False Alarms – Warning Letters and Violation Notices 2 years N/A 2 years GC §34090 Public Safety PS-009 Hazardous Mitigation Plan 2 years N/A 2 years* * Retention may be longer than 2 years if grant funding is used. Consult with the City Clerk. Public Safety PS-010 Miscellaneous Crime Reports (Created by Public Safety) 2 years N/A 2 years Department Preference; GC §34090Public Safety PS-011 Parking Citation Database Indefinite N/A Indefinite Data is inter-related; GC §34090 Public Safety PS-012 Permit Parking Application Forms (All) 2 years N/A 2 years Department Preference; GC §34090Public Safety PS-013 Video of Illegal Fireworks 2 years N/A 2 years or until pending litigation is resolved, whichever is later Department Preference; GC §§34090, 34090.6(a). GC §34090.6(a) allows for destruction after one year; however, if the recordings are used as evidence in any claim filed or is pending, the recording must be preserved until the pending litigation is resolved.Public Safety PS-014 Weekly Field Activity Reports 2 years N/A 2 years Department Preference; GC §34090

RECORDS RETENTION SCHEDULE: PUBLIC SAFETY (CODE ENFORCEMENT DIVISION) For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 CE-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc. Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Code Enforce. CE-001 Code Enforcement Database Indefinite N/A Indefinite Vital. Data fields are interrelated; GC §34090Code Enforce. CE-002 Code Enforcement Case Files (Includes public nuisance abatements) (e.g., administrative citations, correspondence, Notices of Violation) Until Closed N/A Closed + 7 years Vital: Until Resolution. 3 years in effect, plus 4 years for breach; GC §34090 Code Enforce. CE-003 Vacant Property Registrations Current year + 1 year N/A 2 years Code Enforce. CE-004 Vendor Citations Current year + 1 year N/A 2 years

RECORDS RETENTION SCHEDULE: PUBLIC WORKS [INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER] For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PW-1 Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions begin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc. Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Public Works PW-001 Air Quality Management District (AQMD) Permits Expiration of Permit + 5 years N/A Expiration of Permit + 5 years 40 CFR 70.6; GC §34090 Public Works PW-002 Billing / Invoices for Damage to City Property – Supporting Documentation (e.g., photos of accidents damaging light poles, etc.) Paid N/A Paid + 2 years Vital: Until Paid. Department Preference (copies); GC §34090.7 Public Works PW-003 Confined Space Entries & Logs (e.g., permitted entries into confined spaces such as sewers and storm drains in order to comply with regulations) 2 years N/A 2 years 8 8 CCR § 5157(c)(6); GC §34090 Public Works PW-004 Storm Drain Video Inspection Reports / Video or Digital Recordings 10 years N/A 10 years Department Preference

RECORDS RETENTION SCHEDULE: PUBLIC WORKS [INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER] For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PW-2 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total ENGINEERING Public Works / Eng. PW-005 Capital Improvement Projects (CIP) / Specification Files: INFRASTRUCTURE AND FACILITIES CONSTRUCTION (where the Capital Improvement is owned by the City) (Includes project administration, certified payrolls, insurance certificates, project schedules, punch lists, unsuccessful proposals, plans, specifications, agreements, contracts, bids/RFPs, successful proposal, change orders, notice of completion, materials testing reports, grading permits, soils reports, studies, surveys, as-builts, etc.)Upon Completion P P Vital: Until Completed. All permanent project files are maintained in Engineering no matter what department was involved in the project; retained for disaster preparedness purposes (City Clerk does not maintain original agreements for CIP Projects, Plans, Materials Testing Reports, etc.) Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Public Works / Eng. PW-006 Capital Improvement Projects (CIP) / Specification Files: MAINTENANCE PROJECTS where Public Works is the Lead Department – Painting, Tree Trimming, etc. (Includes plans, specifications, agreements, contracts, bids/RFPs, successful proposal, change orders, insurance certificates, notice of completion, materials testing reports, etc.) Completion + 3 years 7 years or after funding agency audit, if required, whichever is longer Completion + 10 years or after funding agency audit, if required, whichever is longer Vital: Until Completed. Maintenance projects do not need to be maintained permanently; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's = 4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337, et seq., GC §34090

RECORDS RETENTION SCHEDULE: PUBLIC WORKS [INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER] For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PW-3 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total City Clerk PW-007 Deeds and Easements (NOTE: City Clerk is the Office of Record for deeds and easements.) Copies - When No Longer RequiredN/A Copies - When No Longer RequiredCopies; GC §34090.7 Public Works / Eng. PW-008 Encroachment Permits / Licenses / Plans and Drawings for Utilities and Miscellaneous Infrastructure: PERMANENT (Includes as-builts, record drawings, awnings, retaining walls, permission to occupy, etc.)P N/A P Vital: Until Revocation. Department Preference; CCP §337, et seq.; GC §34090 Public Works / Eng. PW-009 Encroachment Permits / Licenses: CONSTRUCTION (Includes as-builts, record drawings, awnings, retaining walls, permission to occupy, etc.) P N/A P Vital: Until Completion. Department preference for billing purposes, and because (warrantees are typically for 5 years); Covers various statute of limitations, including errors and omissions; Statewide guidelines propose Permanent; CCP §337, et seq.; GC §34090Public Works / Eng. PW-010 Encroachment Permits / Licenses: TEMPORARY (Includes as-builts, record drawings, awnings, retaining walls, permission to occupy, traffic control, debris boxes, dumpsters, etc.)Expiration + 2 years N/A Expiration + 2 years Vital: Until Completion. Department Preference; GC §34090 Public Works / Eng. PW-011 Engineering Studies / Surveys (NOTE: All, except for street surveys. See PW-015 for retention.)P N/A P Department Preference; GC §34090

RECORDS RETENTION SCHEDULE: PUBLIC WORKS [INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER] For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PW-4 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Public Works / Eng. PW-012 Master Plans / Strategic Plans (e.g., tree master plan, sewer master plan, etc.) P N/A P Vital (all). Department Preference; GC §34090 Public Works / Eng. PW-013 National Pollutant Discharge Elimination System (NPDES) Monitoring Reports 5 years 5 years 10 years Public Works PW-014 Safety Data Sheet (SDS) Database Indefinite N/A Indefinite Data is interrelated; GC §34090 Public Works / Eng. PW-015 Street Surveys 10 years N/A 10 years Vital (all). Department Preference; GC §34090 Public Works / Eng. PW-016 Subdivision Bonds Release of Bond / SecurityN/A Release of Bond / Security ENVIRONMENTAL SERVICES & SOLID WASTE Public Works / Environ. Services PW-017 Disposal Receipts / Manifests – Hazardous Waste 5 years 25 years 30 years Department Preference (City contracts with the County for Household Hazardous Waste program); Consistent with statute of limitations for employee exposure to hazardous materials; 8 CCR § 3204(d)(1)(A)Public Works / Environ. Services PW-018 National Pollutant Discharge Elimination System (NPDES) Permits – Site Specific Expiration + 5 years P P Vital: Until Expiration. City Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44

RECORDS RETENTION SCHEDULE: PUBLIC WORKS [INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER] For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 23-46 Adopted: 11/27/2023 PW-6 Office of Record (OFR) Reference No. Description of Records / Record Type Retention Comments / Legal References On-site Off-site Total Public Works / Facilities PW-024 Maintenance Contracts – Administrative File (e.g., fire alarm, janitorial, landscaping, pavement management, parking lot sweeping, pest control, security, striping, tree trimming, etc.) Completion 5 years Completion + 5 years Vital: Before Completion. Department Preference; CCP §§336(a), 337, et seq., GC §34090 Public Works / Facilities PW-025 Playground and Parks Safety Audits / Equipment Inspections 5 years N/A 5 years Vital: Before Completion. Department Preference; CCP §§336(a), 337, et seq., GC §34090 Public Works / Facilities PW-026 Pressure Vessel Certifications or Permits (Includes air compressors, propane, etc.) Expiration + 2 years N/A Expiration + 2 years Department Preference (attached to vessel); GC §34090, et seq. Public Works / Facilities PW-027 Safety Certifications (Includes elevators, chairlifts, fire systems, etc.) Expiration + 2 years N/A Expiration + 2 years Certificates provided by the State, which may not perform inspections every year; GC §34090 Public Works / Facilities & Parks & Rec PW-028 Swimming Pool Chemical Addition Logs (Aquatic Center) 3 years 27 years 30 years Department Preference; Claims can be made for 29 years for toxic substance exposure; 8 CCR §3204(d)(1), et seq., GC §§12946, 34090

Bellflower City CouncilNovember 27, 2023

Bellflower City Council
November 27, 2023