February 02, 2026 - 1 - 3:48 PM A G E N D A • C I T Y C O U N C I L M E E T I N G
February 2, 2026 6:00 PM Council Chamber
In compliance with the Americans with Disabilities Act, if you need special assistance to access the City Council Chamber to participate at this meeting, please contact the City Clerk or General Services Director at (559) 324 -2060 (TTY – 711). Notificatio n 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the Council Chamber.
The Clovis City Council meetings are open to the public at the physical address listed above. There are numerous ways to participate in the City Council meetings: you are able to attend in person; you may submit written comments as described below; and you may view the meeting which is webcast and accessed at www.clovisca.gov/agendas.
Written Comments
• Members of the public are encouraged to submit written comments at:
www.clovisca.gov/agendas at least two (2) hours before the meeting (4:00 p.m.). You will be prompted to provide:
▪ Council Meeting Date
▪ Item Number
▪ Name
▪ Email
▪ Comment
• Please submit a separate form for each item you are commenting on.
• A copy of your written comment will be provided to the City Council noting the item number.
If you wish to make a verbal comment, please see instructions below.
• Please be aware that any written comments received that do not specify a particular agenda item will be marked for the general public comment portion of the agenda.
• If a written comment is received after 4:00 p.m. on the day of the meeting, efforts will be made to provide the comment to the City Council during the meeting. However, staff cannot guarantee that written comments received after 4:00 p.m. will be provided to City Council during the meeting. All written comments received prior to the end of the meeting will be made part of the record of proceedings.
Council Chamber, 1033 Fifth Street, Clovis, CA 93612 (559) 324-2060 www.clovisca.gov
February 02, 2026 - 2 - 3:48 PM
CAMPAIGN CONTRIBUTION PROHIBITIONS AND MANDATORY DISCLOSURE – Pursuant to Government Code section 84308, a Councilmember shall not accept, solicit, or direct a campaign contribution of more than $500 from any party or their agent, or from any participant or their agent, while a proceeding involving a license, permit, contract, or other entitlement for use is pending before the City or for 12 months after a final decision is rendered in that proceeding. Any Councilmember who has received a campaign contribution of more than $500 within the preceding 12 months from a party or their agent, or from a participant or their agent, must disclose that fact on the record of the proceeding and shall not make, participate in making, or in any way attempt to use their official position to influence the decision.
Pursuant to Government Code section 84308, subdivision (e), any party to a covered proceeding before the City Council is required to disclose on the record of the proceeding any campaign contribution, including aggregated contributions, of more than $500 m ade within the preceding 12 months by the party or their agent to any Councilmember. The disclosure shall be made as required by Government Code Section 84308, subdivision (e)(1) and California Code of Regulations, Title 2, section 18438.8. No party or their agent, and no participant or their agent, shall make a campaign contribution of more than $500 to any Councilmember during the covered proceeding or for 12 months after a final decision is made in that proceeding. The foregoing statements do not constitute legal advice, and parties and participants are urged to consult with their own legal counsel regarding the applicable requirements of the law.
CALL TO ORDER
FLAG SALUTE - Councilmember Bessinger
ROLL CALL
PUBLIC COMMENTS - This is an opportunity for the members of the public to address the City Council on any matter within the City Council’s jurisdiction that is not listed on the Agenda. In order for everyone to be heard, please limit your comments to 3 minutes or less, or 10 minutes per topic. Anyone wishing to be placed on the Agenda for a specific topic should contact the City Manager’s office and submit correspondence at least 10 days before the desired date of appearance.
CONSENT CALENDAR - Items considered routine in nature are to be placed upon the Consent Calendar. They will all be considered and voted upon in one vote as one item unless a Councilmember requests individual consideration. A Councilmember’s vote in favor of the Consent Calendar is considered and recorded as a separate affirmative vote in favor of each action listed. Motions in favor of adoption of the Consent Calendar are deemed to include a motion to waive the reading of any ordinance or resolution on t he Consent Calendar. For adoption of ordinances, only those that have received a unanimous vote upon introduction are considered Consent items.
1. Administration - Approval - Minutes from the January 20, 2026, Council Meeting.
2. Administration – Approval – Res. 26 -__, adopting the amended Document Management Policy and Procedures, including the Records Retention Schedule and Records Destruction Policy.
3. Finance – Receive and File – Status Report of Development Fee Funds for the fiscal year ended June 30, 2025.
February 02, 2026 - 3 - 3:48 PM
4. General Services – Approval – Res. 26-___, Authorizing Amendments to the City’s Classification Plan by Revising the Senior Custodian Classification in the General Services Department.
5. General Services – Approval – Res. 26-____, Approving a Side Letter Agreement with the Clovis Police Officers Association (CPOA) to add 1% to Base Pay for Certain CPOA Members for a Cost of Approximately $23,000.
6. Planning and Development Services - Approval – Res. 26-___, Amending the Fresno Metropolitan Flood Control District (FMFCD) Schedule of Drainage Costs and Fees for 2026-2027.
7. Police – Approval – Authorization to Apply for and Accept a State Homeland Security Grant Program (SHSGP) Subaward for the Purchase of a Fotokite Sigma Tethered Unmanned Aerial Vehicle (UAV) System in the Amount of $72,405.00
ADMINISTRATIVE ITEMS - Administrative Items are matters on the regular City Council Agenda other than Public Hearings.
8. Workshop: City Clerk Update.
Staff: Briana Parra, City Clerk
Recommendation: Receive and File
9. Workshop: Police Department Update.
Staff: Curt Fleming, Chief of Police
Recommendation: Receive and File
10. Receive and File - Kratom Information and Update Presentation.
Staff: Russell Moring, Police Corporal
Recommendation: Receive and File
CITY MANAGER COMMENTS
COUNCIL COMMENTS
CLOSED SESSION - A “closed door” (not public) City Council meeting, allowed by State law, for consideration of pending legal matters and certain matters related to personnel and real estate transactions.
11. Government Code Section 54956.9(d)(1)
CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
Case Name: Matthew Maciel v. City of Clovis, et al.; Case No. 25CECG02450
12 Government Code Section 54957.6
CONFERENCE WITH LABOR NEGOTIATORS
Agency designated representatives: Andrew Haussler, Paul Armendariz, Amy Hance, and Scott Cross
Employee Organizations: Clovis Police Officers Association, Clovis Firefighters Association, Clovis Public Safety Employees Association, Clovis Professional and Technical Association, and Unrepresented Employees
February 02, 2026 - 4 - 3:48 PM
RECONVENE INTO OPEN SESSION AND REPORT FROM CLOSED SESSION
ADJOURNMENT
FUTURE MEETINGS
Regular City Council Meetings are held at 6:00 P.M. in the Council Chamber. The following are future meeting dates:
Feb. 9, 2026 (Mon.)
Feb. 17, 2026 (Tue.)
Mar. 2, 2026 (Mon.)
Mar. 9, 2026 (Mon.)
Mar. 16, 2026 (Mon.)
PRELIMINARY - SUBJECT TO APPROVAL
CLOVIS CITY COUNCIL MEETING
January 20, 2026 6:00 P.M. Council Chamber
Meeting called to order by Mayor Mouanoutoua at 6:00
Flag Salute led by Councilmember Basgall
Roll Call: Present: Councilmembers Basgall, Bessinger, Mayor Pro Tem Pearce Mayor Mouanoutoua
Absent: Councilmember Ashbeck
PUBLIC COMMENTS – 6:01
Mayor Mouanoutoua noted for the record that a voice message was received from Megan Nash expressing concerns regarding “In God We Trust,” and a written public comment was submitted by Hilario Fuentes regarding LED lights being too bright and creating a safety hazard.
Bill Scott, resident, thanked staff for moving the survey forward, noted that fundraising was already underway and going well, in referenced to “In God We Trust.”
CONSENT CALENDAR – 6:03
Steven Trevino, resident, spoke on Consent Calendar Item 2 regarding the claim rejection on behalf of Sarah Borjas.
Motion by Councilmember Bessinger, seconded by Councilmember Basgall, that the items on the Consent Calendar be approved. Motion carried by 4-0-1, with Councilmember Ashbeck absent.
1. Administration - Approval - Minutes from the January 12, 2026, Council Meeting.
2. General Services – Approval - Claim Rejection of the General Liability Claim on behalf of Sarah Borjas.
3. Planning and Development Services – Approval – Res. 26-06, Accept the Quitclaim Deed to Abandon and Vacate an Unused Ten foot (10’) Public Landscaping Easement for Lots 4 through 7 of Final Map for Tract 5386 located at the s outhwest corner of Ashlan Avenue and Armstrong Avenue.
4. Planning and Development Services – Approval – Bid Award for CIP 25-07 ADA – Sidewalk Improvements Citywide to Platinum General Engineering LLC in the amount of $125,422.79; and Authorize the City Manager to execute the contract on behalf of the City.
ADMINISTRATIVE ITEMS – 6:12
6:12 ITEM 5 - Consider Approval – Final Draft Water Rate Study Report and Authorize Staff to Proceed with a Proposition 218 Public Hearing and Majority Protest Vote to Amend Water Charges, Fees, and Recycled Water Charges.
5 AGENDA ITEM NO. 1.
PRELIMINARY - SUBJECT TO APPROVAL
The following residents addressed the Council on the above item: Bill Scott, Brian Wilson, and Mike Prandini.
Motion for approval by Councilmember Basgall, seconded by Councilmember Bessinger. Motion carried by 4-0-1, with Councilmember Ashbeck absent.
7:04 ITEM 6 - Workshop: Public Utilities Department Update.
Councilmember Ashbeck joined the Council meeting at 7:38pm.
The following residents addressed the Council on the above item: Eric Rollins and Steven Trevino.
COUNCIL ITEMS – 6:05
6:05 ITEM 7 - Consider Appointment - Appointment to the Consolidated Mosquito Abatement District.
The following residents addressed the Council on the above item: John Varin and Steven Trevino.
Motion for approval by Councilmember Bessinger, seconded by Mayor Pro Tem Pearce. Motion carried by 4-0-1, with Councilmember Ashbeck absent.
7:53 ITEM 8 - Consider Appointment - Fresno County Transportation Authority Urban at Large Board Member.
Upon call, there was no public comment.
Motion for approval by Councilmember Ashbeck, seconded by Councilmember Basgall. Motion carried 3-2, with Councilmember Bessinger and Mayor Pro Tem Pearce voting no.
CITY MANAGER COMMENTS – 8:04
City Manager Haussler announced an upcoming Planning Commission meeting on January 22, 2026, a public meeting and Application Workshop, January 26, 2026, at 4:00 p.m., and the kickoff meeting of the General Plan Advisory Committee on January 29, 2026, which will begin discussions on land use and is open to the public.
COUNCIL COMMENTS – 8:05
There was consensus of the council to direct staff to develop and return with a formal process and policy for future recognition at Peg Bos Plaza before considering additional names.
CLOSED SESSION – 8:16
Bill Scott, resident, spoke regarding concerns with negotiating employees’ raises.
ITEM 9 - GOVERNMENT CODE SECT ION 54957.6 CONFERENCE WITH LAB OR NEGOTIATORS AGENCY DESIGNATED REPRESENTATIVES: ANDREW HAUSSL ER, PAUL 6 AGENDA ITEM NO. 1.
PRELIMINARY - SUBJECT TO APPROVAL
ARMENDARIZ, AMY HANC E, AND SCOTT CROSS E MPLOYEE ORGANIZATIONS: CLOVIS
POLICE OFFICERS ASSOCIATION, CLOVIS FIREFIGHTERS ASSOCIATION, CLOVIS PUBLIC
SAFETY EMPLOYEES A SSOCIATION, CLOVIS P ROFESSIONAL AND TECH NICAL
ASSOCIATION, AND UNREPRESENTED EMPLOYEES
RECONVENE INTO OPEN SESSION AND REPORT FROM CLOSED SESSION
No action taken.
ADJOURNMENT
Mayor Mouanoutoua adjourned the meeting of the Council to February 2, 2026.
Meeting adjourned: 9:05 p.m.
______________________________ ________________________________ Mayor City Clerk
7 AGENDA ITEM NO. 1.
TO: Mayor and City Council
FROM: Administration
DATE: February 2, 2026
SUBJECT: Administration – Approval – Res. 2 6-__, adopting the amended Document Management Policy and Procedures, including the Records Retention Schedule and Records Destruction Policy.
ATTACHMENTS: 1. Res. 26 -___ (Exhibit A - Amended Document Management & Retention Policy)
2. Adopted Retention Schedule From 2000
RECOMMENDATION
That the City Council approve R esolution 26-___, adopting the amended Document Management Policy and Procedures, including the Records Retention Schedule and Records Destruction Policy.
EXECUTIVE SUMMARY
The City is seeking Council approval to amend and update its document man agement policy, including the records retention schedule and records destruction policy, to align with current legal requirements and modern best practices. The proposed update, developed in partnership with Gladwell Governmental Services, Inc., addresses operational challenges such as limited storage space, record duplication, and increasing storage costs, while taking advantage of new technology and recent changes in law. Upgrading the City’s records management program will improve efficiency, reduce long -term costs, and strengthen overall records compliance. Upon adoption, staff and all departments will receive training on the updated policy and retention schedule to ensure smooth and effective implementation.
BACKGROUND
The City first adopted its document management policy including the records retention schedule and records destruction policy in 2000, to establish consistent procedures for retaining and disposing of municipal records in compliance with state law and to support effective operations.
Since then, the City has made incremental improvements, including moving from paper -based records to electronic systems and expanding the use of document imaging to improve access and retrieval. The City Clerk’s office has continued to oversee the integr ity of City records, coordinating ongoing digitization efforts across departments as the volume of permanent records has grown.
8 AGENDA ITEM NO. 2.
Over the past 25 years, the City’s records management needs have evolved in response to new legal requirements, technological ch anges, and operational challenges. These include limited storage space in City facilities, duplication of records across departments, escalating storage costs, and the increasing number of permanent records the City must maintain. To address these issues, and to ensure continued compliance with all legal retention requirements under Government Code §34090 et seq., the City engaged Gladwell Governmental Services, Inc., a firm specializing in local government records, to conduct a comprehensive review of the existing program and recommend updates.
The purpose of the updated program is to apply efficient and economical methods to the creation, maintenance, retention, preservation, and disposal of all City records. The new retention schedules were developed col laboratively with all departments and the records consultant, and provide clearer record descriptions, updated retention periods, and guidance that reflects current law and available technology. By identifying which department is responsible for the origin al record and eliminating unnecessary duplication, the updated schedules will reduce labor and storage costs, free up office space, and improve overall efficiency.
As is standard practice for California cities, the proposed policy authorizes the routine destruction of records that have met their adopted retention periods, subject to written approval from the Department Head, City Clerk, and City Attorney. It also allows future updates to the retention schedule to be made administratively, with the City Clerk updating the City Council on any changes to ensure the program remains current with legal requirements and operational needs.
FISCAL IMPACT
There is no fiscal impact associated with the adoption of the amended Document Management Policy, Records Retention Schedule, and Records Destruction Policy. No additional funding is required, and all related activities will be carried out within existing departmental budgets.
REASON FOR RECOMMENDATION
The primary justification for this recommendation is that the City’s current document management policy and records retention schedule have not undergone a comprehensive update in over 25 years, despite best practices indicating that such policies should be reviewed and updated at least every two years to ensure ongo ing compliance with evolving legal requirements and operational standards. Regular updates are necessary to maintain effective records management, support transparency, and to ensure the City’s practices align with current laws and technological advancements.
ACTIONS FOLLOWING APPROVAL
Following City Council adoption of the resolution, staff will coordinate with Gladwell Governmental Services, Inc. to schedule and conduct comprehensive training sessions for all relevant City staff and departments on the updated document management policy, records retention schedule, and records destruction procedures.
9 AGENDA ITEM NO. 2.
The revised retention schedule and associated procedures will be formally implemented across all City departments in accordance with the approved policy. Ong oing support and technical assistance will be provided to ensure consistent application and compliance with the updated requirements.
CONFLICT OF INTEREST
None.
Prepared by: Briana Parra, City Clerk
Reviewed by: City Manager AH
10 AGENDA ITEM NO. 2.
Attachment 1
RESOLUTION 26-__
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS ADOPTING AN
AMENDED DOCUMENT MANAGEMENT POLICY AND PROCEDURES, INCLUDING
THE RECORDS RETENTION SCHEDULE AND RECORDS DESTRUCTION POLICY
WHEREAS, California Government Code section 34090 et seq. sets forth certain legal requirements relating to the retention of certain municipal records and provides that City records that have served their purpose and are no longer required may be destroyed; and
WHEREAS, the City of Clovis previously adopted on July 10, 2000, Resolution 00- 79 setting forth standards for retention and destruction of public records maintained by the City; and
WHEREAS, the City of Clovis desires to update its record retention schedule to reflect current best practices and changes in the law regarding record keeping and better facilitate the appropriate and efficient management and retention of the City of Clovis records in accordance with Government Code section 34090 et seq.; and
WHEREAS, the City Council now desires to rescind Resolution No. 00 -79 and replace existing policy with the updated Records Management Policy and Procedures Manual and Records Retention Schedule; and
WHEREAS, the Records Management Policy and Procedures Manual and Records Retention Schedule, attached hereto as Exhibit “A” and incorporated herein by reference, shall supersede the previous Retention of Records/Destruction of Records Schedule adopted by Resolution No. 00-79.
NOW, THEREFORE, BE IT RESOLVED, that the City of Clovis does resolve as follows:
Section 1. Resolution No. 00-79 is hereby rescinded.
Section 2. The City of Clovi s hereby adopts a Records Management Program which includes Document Management Policy and Procedures, including a Records Retention and Destruction Policy which is attached hereto and incorporated herein by this reference. The records listed in the schedule are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the department 11 AGENDA ITEM NO. 2.
head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of the City of Clovis.
Section 3: The City Clerk is authorized to modify the Document Management Policy including the Records Retention Schedule and Records Destruction Policy as new records are added and as Federal and State laws change that impact the City’s Document Management Policy. The City Clerk will update the City Council if any changes are made to the retention schedule and Document Management Policy.
Section 4. Requests that copies of Exhibit “A” be distributed to all City departments herewith by City Clerk.
Section 5. This resolution shall become effective immediately upon its passage and adoption.
* * * * *
The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on February 2, 2026, by the following vote, to wit.
AYES:
NOES:
ABSENT:
ABSTAIN:
DATED: February 2, 2026
____________________________ ______________________________ Mayor City Clerk
12 AGENDA ITEM NO. 2.
Document Management
Policy & Procedures
City of Clovis
The Clovis Way of Life
Date of Adoption: ______________________________
EXHIBIT A
13 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
1 Table of Contents Purpose & Benefits 2 Adopted Resolution No. 3 Section I General Records Management Citywide Information Purpose & Goal 6 Responsibilities 6 Records Management Staff 9 Current Policies & Procedures 10 Specifics Goals 11 Value of Record Types Defined 11 Destruction Policy 13 Vital Records Protection 15 Section II Department Specific Information How to Use Retention Schedule 18 Records Retention Schedule Legend 19 Records Retention Schedule Citywide Standards (Used by all Departments) 20 Administration City Clerk Division 30 Administration City Manager / City Attorney 37 Economic Development, Housing, and Communications 38 Finance Department 41 Fire Department 19 General Services Department 56 Information Services Division 70 Planning & Development Services Department 71 Police Department 85 Public Utilities 99 Section III Forms & Electronic Messaging Retention Policy Destruction Form 114 Electronic Messaging Retention Policy 115 14 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
2 Document Management Policy & Procedures for the City of Clovis, California Includes the Records Retention Schedule & Destruction Policy, Approved by the Clovis City Council on February 2, 2026 PURPOSE - The purpose of this Document Management Policy & Procedure is to maintain policies and procedures under a Document Management Program to control the efficient creation, utilization, maintenance, retention, preservation and disposition of City records, based on State and Federal Statutes governing public records. And, to ensure that a responsible program of records management is practiced and documented from creation to disposition in accordance with the law and in the best interest of the City and the Citizens of Clovis. BENEFITS The benefits the City will receive from properly implemented policies and procedures will be: Improved customer service through faster, more reliable access to records and the information they contain. Stronger executive and managerial decision-making supported by timely, complete, and accurate records. Increased staff productivity with well-organized electronic records and modern document management tools. Significant reduction in paper and data storage needs, freeing office and filing space and reducing reliance on costly off-site storage. Clear processes for identifying and protecting vital and historically significant records. Consistent procedures for identifying records that are no longer required and disposing of them appropriately and legally. Better use of current technology to support document management, retrieval, and long-term preservation. Greater assurance of legal compliance through the use of up-to-date retention schedules. Demonstrated cost savings and return on investment as manual processes decrease and storage demands decline. Integration of digital imaging and electronic content management systems that work 15 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
3 RESOLUTION 26-__ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS ADOPTING AN AMENDED DOCUMENT MANAGEMENT POLICY AND PROCEDURES, INCLUDING THE RECORDS RETENTION SCHEDULE AND RECORDS DESTRUCTION POLICY WHEREAS, California Government Code section 34090 et seq. sets forth certain legal requirements relating to the retention of certain municipal records and provides that City records that have served their purpose and are no longer required may be destroyed; and WHEREAS, the City of Clovis previously adopted on July 10, 2000, Resolution 00-79 setting forth standards for retention and destruction of public records maintained by the City; and WHEREAS, the City of Clovis desires to update its record retention schedule to reflect current best practices and changes in the law regarding record keeping and better facilitate the appropriate and efficient management and retention of the City of Clovis records in accordance with Government Code section 34090 et seq.; and WHEREAS, the City Council now desires to rescind Resolution No. 00-79 and replace existing policy with the updated Records Management Policy and Procedures Manual and Records Retention Schedule; and WHEREAS, the Records Management Policy and Procedures Manual and reference, shall supersede the previous Retention of Records/Destruction of Records Schedule adopted by Resolution No. 00-79. NOW, THEREFORE, BE IT RESOLVED, that the City of Clovis does resolve as follows: Section 1. Resolution No. 00-79 is hereby rescinded. Section 2. The City of Clovis hereby adopts a Records Management Program which includes Document Management Policy and Procedures, including a Records Retention and Destruction Policy which is attached hereto and incorporated herein by this reference. The records listed in the schedule are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the department 16 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
4 head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of the City of Clovis. Section 3: The City Clerk is authorized to modify the Document Management Policy including the Records Retention Schedule and Records Destruction Policy as new Management Policy. The City Clerk will update the City Council if any changes are made to the retention schedule and Document Management Policy. Section 4. departments herewith by City Clerk. Section 5. This resolution shall become effective immediately upon its passage and adoption. * * * * * The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on February 2, 2026, by the following vote, to wit. AYES: NOES: ABSENT: ABSTAIN: DATED: February 2, 2026 ____________________________ ______________________________ Mayor City Clerk 17 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
5 General Records Management Citywide Information
18 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
6 Purpose The purpose of a Document Management Policy is to establish clear policies and procedures that guide the creation, use, maintenance, retention, preservation, and disposition of City records in compliance with State and Federal laws governing public records. The policy ensures that the City maintains a responsible, legally compliant, and well-documented records management program from the moment records are created through their final disposition. management practices. It reflects current laws, operational needs, and modern technology. The document includes guidance to assist departments in managing their records consistently and effectively. Because new types of records, technological changes, and updates to State and Federal law will continue to occur, the retention schedules will need periodic updates. The approving resolution was written to require the s office to bring this document in front of Council at least once per year to reflect the changes that occurred. Primary Goal of Project The primary goal of this project is to establish a modern, reliable system for managing and storing City records that improves efficiency, enhances access, and protects permanent and historically significant documents. The updated program reduces the risk of lost or misplaced records, supports consistent recordkeeping practices across all history in a clear and organized manner. Responsibilities: Policies and procedures, under the supervision and administration of the City Clerk, are hereby established for the coordination, administration and implementation of the Records Management Program, under which City records are retained for administrative, operational, legal, fiscal, historical or research purposes. City Clerk - The City Clerk is responsible for developing, coordinating and administering policies and procedures for the implementation of the Document Management Program, and to provide assistance to department records coordinators. To perform this function, the City Clerk or their designee shall on an on-going and periodic basis: Create, maintain and distribute the necessary forms to implement the Records Management Program. 19 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
7 Develop and maintain a retention and disposition schedule for all City records, including the preparation of any amendments as dictated by statute or administrative policy. Submit proposals for any schedule amendments to the City Attorney and annually report to the City Council any changes that occurred. Maintain a current inventory and index of records transferred to Iron Mountain for storage. Coordinate the transfer of records from department office areas to the Iron Mountain storage facility. Establish guidelines and coordinate periodic reviews of City records to determine which records are eligible for destruction in accordance with the Records Retention Schedule and subject to the approval of the Department Head, City Clerk, Records Management Coordinator, and City Attorney. Coordinate with all City Departments, on a routine basis, the timely destruction of obsolete records according to the procedures herein. Certify and document that records have been destroyed. Certificates of Destruction shall be permanently kept on file with the office of the City Clerk. Oversee the special handling of confidential, historical, and essential records, and ensure the safety of vital records in the event of a disaster. Maintain accurate and timely electronic databases and a uniform filing system of all legislative actions affecting the creation, utilization, maintenance, retention, preservation and disposition of City records, in order to efficiently track and retrieve City records. Respond to records requests by City staff in an efficient and timely manner. Respond to public records requests and subpoenas for public records in an efficient and timely manner and in accordance with law. Information Technology Department - The Information Technology Department, in conjunction with the City Clerk or their designee, is responsible for developing, coordinating and administering policies and procedures for the implementation of the document imaging system, and to provide assistance to department records coordinators. Document Imaging System - The City uses OnBase as its electronic imaging and document management system. Administrative policies and procedures shall be nonpermanent records are captured, stored, and preserved in accordance with State law. These procedures must ensure proper training of users, as well as quality control processes shall comply with Government Code Sections 34090.5 and 12168.7 and meet Government Code section 12168.7, 20 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
8 including any amendments to those provisions. City Departments: Each Department Head is responsible for designating a qualified Department Records Coordinator, who shall serve on the Records Management Committee. Each Department Head or their designee is responsible for the creation of a reliable and accurate filing system to ensure the efficient maintenance, retrieval and disposition of the records under their control. Each Department Head or their designee is responsible for ensuring that obsolete records under their control are destroyed in a timely manner, and certifying the destruction, in accordance with the policies and procedures stated herein. Each Department Head or designee is responsible for submitting a request for any necessary revisions to its Records Retention Schedule, to the City Clerk who will review the request and submit a recommendation to the City Attorney and City Council for official approval. Each Department Records Management Committee member is responsible for maintaining and controlling the disposition of records. Records Management Committee - The Records Management Committee was established to act as the main point of contact within each department / division for questions regarding records management. Specific responsibilities include: Serves as liaison between department and the City Clerk or their designee, informing and updating of any records needs or any newly created records not currently shown in records retention schedule. Assists in inventories and assessment of department records on an annual basis. Provides assistance in collection of appropriate records for destruction, ensuring implementation in accordance with records retention schedule in the normal course of business. City Employees All City employees are responsible for ensuring that the policies and procedures established within this manual are followed. 21 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
9 CITY OF CLOVIS RECORDS MANAGEMENT STAFF
The Records Management Committee serve as the point of contact within each department for questions and coordination related to records management. Responsibilities include: communicating records needs and identifying new records not included in the retention schedule. Assisting with the annual inventory and assessment of department records. Supporting the collection and preparation of records eligible for destruction, ensuring all actions follow the approved retention schedule and standard procedures.
Briana Parra, City Clerk [email protected] Diana Belden, Deputy City Clerk [email protected] RECORDS MANAGEMENT COMMITTEE Rebecca Simonian Administration [email protected] Chad McCollum Econ. Dev. / Comm. [email protected] Angela Papazian Finance [email protected] Katie Krahn Fire [email protected] Lori Shively GSD - Personnel / Risk [email protected] Ashlee Winslow GSD - Senior Center [email protected] Bethany Berube GSD - Transit Division [email protected] Claudia Cazares Housing [email protected] Jesse Velez Information Technology [email protected] Ryan Nelson PDS Admin Services [email protected] Aaron La Mattina PDS Admin Services [email protected] Jesse Newton PDS - Building Division [email protected] Sean Smith PDS - Engineering Division [email protected] George Gonzalez PDS - Planning Division [email protected] Cori Nicholson Police Administration [email protected] Melinda Flores Police Records [email protected] Kristen Freberg Public Utilities [email protected] Lisa Morris Public Utilities [email protected] Sarah Payne Public Utilities [email protected] 22 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
10 Current Policies and Procedures The City of Clovis continues to maintain a comprehensive records management program in compliance with State guidelines. While each department generates different types of records, the goal is to apply a consistent document management approach across the organization. Greater consistency in how departments manage, store, and retain their records strengthens the overall program and makes it easier to maintain effective, compliant records practices citywide. and remove duplicate or unnecessary materials. While this practice helps reduce clutter, the updated program requires records be reviewed against the approved retention schedule to determine whether they are eligible for destruction, and all disposals must be documented with the required approvals in accordance with the Records Destruction Policy. Duplicate copies and convenience copies may still be discarded at any time when they are no longer needed without formal approval. As a governmental agency, many of the records the City maintains are public records and must be made available in accordance with the California Public Records Act. At the same time, staff manages confidential and sensitive information such as financial data, personnel information, and protected personal informationwhich must be managed securely to prevent unauthorized disclosure. Staff must understand how to properly handle, store, and protect both public and confidential records to maintain the integrity of all information in the designated Records Management Committee representatives from each department. Each representative works closely with the City Clerk to review departmental records and determine appropriate retention based on State, Federal, and local legal requirements. Updated retention schedules are maintained for each department, and Committee members help ensure records are properly categorized, stored, and, when eligible, prepared for destruction. The Committee structure ensures every department is represented and that staff have clear guidance and support. Through ongoing training, management practices. 23 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
11 Specific Goals The Committee has identified the following goals to guide the management of City records: Improve customer service by ensuring quick, reliable access to records and the information they contain. Strengthen executive and managerial decision-making through timely, accurate, and complete records. Increase staff productivity by using modern electronic records systems and effective processes for any remaining paper records. Reduce the volume of stored records, free office and filing space, and limit reliance on costly off-site storage. Establish clear procedures for identifying and protecting vital and sensitive records. Ensure outdated records are identified and disposed of in accordance with the legally adopted retention schedule. Promote effective use of current technology to support document management, retrieval, and long-term preservation. Maintain strong legal compliance through the consistent application of approved retention schedules. Achieve measurable cost savings and operational benefits as efficiency improves and storage needs decrease. Support the implementation and integration of digital imaging and electronic content technological infrastructure. Value of Records Defined City records can have vital, administrative, fiscal, legal, or historical value. Understanding the type of value a record holds helps staff manage it appropriately throughout its life cycle. Vital Records - Vital records are those that are essential to maintaining core City operations and recovering from an emergency. These include payroll, accounts receivable, personnel files, project files, deeds, and other documents required to continue or restore services. Some records that may not seem vital in day-to-day operations become vital during emergencies. Examples include infrastructure engineering drawings for water, sewer, gas, electrical systems, and bridges because these documents contain information that cannot be recreated from other sources. 24 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
12 Administrative (Operational) Value - and decision-making. Examples include memorandums, reports, correspondence, internal directives, and project documentation. These records typically have shorter retention periods because their usefulness declines once business needs are met. Fiscal Value - Fiscal records relate to the financial activities of the City, including required audit or tax documentation. Examples include budgets, vouchers, cancelled checks, payroll records, and accounting data. Many fiscal records must be retained for several years following the annual audit to comply with tax and financial regulations. Historical Value - Records with historical value document significant events, decisions, permanently because of their long-term importance. Examples include: Ordinances Resolutions City Council minutes Agendas and agenda reports Charter or municipal code updates Major project files Key administrative or policy decisions Although historical records represent a small percentage of all records created, they serve as the long-term institutional memory of the City. Legal Value - Records with legal value are those required by law to be retained or that may be needed for litigation, claims, audits, or regulatory compliance. Examples include deeds, contracts, property records, right-of-way documentation, and case files. While only a portion of City records have ongoing legal value, determining and applying legal retention requirements is a critical responsibility. Legal values are generally influenced by: Statutes or regulations that specify retention periods Statutes or regulations that require retention without specifying a timeframe Statutes of limitation defining how long legal action may be initiated Pending litigation, audits, or investigations 25 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
13 Types of legal authority that impact retention include: Statutes enacted by federal or state legislatures Rules and regulations issued by regulatory agencies Statutes of limitation defining timelines for legal actions or investigations Judicial or administrative decisions interpreting existing laws specific circumstances. DOCUMENT DESTRUCTION POLICY Maintenance and Disposition of Records Procedures Records Management Policy & Procedures Document: The City Clerk will distribute this Records Management Policy to all Department Heads and each Committee member. Each Department Head is responsible for ensuring that the records under their control are maintained and destroyed in accordance with said Policy. The Policy shall be revised annually to meet all legal and administrative requirements. The overall goal is to have a procedure in place that staff will utilize so that on an annual basis retention schedule will be reviewed to determine what documents can be destroyed. Those identified will be properly destroyed as identified in the procedures below and a record of their destruction will be permanently maintained by the City office. REQUIRED FORMS: The following forms are to be utilized by all Department Heads or their designees in order to efficiently and accurately identify, inventory, transfer to storage, retrieve, and destroy records under their control: (Each form, including instructions, is attached). Authority to Destroy Obsolete Records Form (See Appendix A, Form 1) - This form is prepared by the department wishing to destroy records. The City Clerk or their designee reviews the form and forwards it to the City Attorney for approval. Once approved by the City Attorney, the records can be destroyed. DESTRUCTION OF RECORDS: As provided by Government Code Section 34090, with the approval of the legislative body by resolution and upon the request of the Department Head and with the written consent of the City Attorney and the City Clerk, the records identified in the Retention Schedule are authorized to be destroyed on an on-going basis in accordance with the retention 26 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
14 periods. resolution, records can be destroyed after approval of the City Attorney and City Clerk have been obtained. Procedure: The Office of the City Clerk shall be responsible for scheduling and coordinating with all City Departments the destruction of records on an annual basis. The appropriate forms will be distributed to all City departments in order to document the records to be destroyed. that can be destroyed. The Committee member will complete the Authority to Destroy After appropriate signatures have been provided, the Committee member will be notified that the subject records may be properly disposed of. It shall be required that the Department Head, City Attorney, City Clerk and Records Management Coordinator authorize and sign each Authority to Destroy Obsolete Records form prior to the records being destroyed. NOTE: It is imperative that the requests for Authority to Destroy Obsolete Records (form) be reviewed carefully by all signatory staff in order to determine whether records listed are involved in litigation, or if there is an administrative and/or operational requirement which may require a temporary extension of the retention period. Records deemed to be confidential in nature shall be shredded. All other records shall be removed from their locations and taken off site for a secure destruction. The Department Head in control of the records and City Clerk or their designee shall certify each and every destruction of records. The City Clerk or their designee shall maintain a permanent record of all destroyed records and destruction certifications. Exceptions: Notwithstanding the provisions identified above regarding the disposition of records, in accordance with Government Code Section 34090, the City is not authorized to destroy the following City records: Records affecting the title of real property or liens thereon. Court records. Records required to be kept by statute. (Original) Records less than two years old. 27 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
15 The minutes, resolutions, or ordinances of the City Council or the Boards or Commissions. PUBLIC RECORDS REQUESTS: Each Department Head is responsible for ensuring that a request for public records is processed according to the procedures pursuant to the Public Records Act (Govt. Code Section 7920.000, et seq.). A "public record" is any writing containing information relating to the conduct of the public's business that is prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics. (Govt. Code Section 7920.530) VITAL RECORDS PROTECTION: Vital records contain information necessary for the City to resume operations after a disaster. Each Department Head is responsible for identifying the vital records under their control and ensuring that the Vital Records are maintained according to the following procedures: All vital records shall be stored in a secure, safe and controlled environment, to protect the records from theft or damage (i.e. vault or Iron Mountain). Vital records which are in use but are required to be kept in a secured area, should be returned to the secured area at the end of each workday. Vital records should not be allowed to accumulate on desks or in unprotected areas. imaged records in accordance with procedure established by the Information Services Division. The back up copy, including any optical media, will be stored at an off-site location to be used for recovery if necessary. The address of the off-site location is on file with the Information Services Division. 28 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
16 Department Specific Information
29 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
17 RECORDS RETENTION SCHEDULE The City Clerk and the City Attorney have reviewed federal and state laws concerning retention of documents to ensure that the schedule is in compliance with these laws. The schedules contain retention requirements for all City departments. RECORDS NOT LISTED ON THE RECORDS RETENTION SCHEDULE In most cases, file series not addressed in the attached schedule should be considered routine in nature and should be identified as a general subject, and retention for those files should be two (2) years unless specific laws, decisions or opinions would apply to the file series. If a file series is not addressed in the attached schedule and the department believes other legal requirements apply or it is an essential record for the reasons listed above, following the recommendations of the Records Management Director and the Department Head, retention periods for these records will be established and the records will be listed, alphabetically by department, using a Records Retention Schedule form. The amended schedule will then be submitted to the City Attorney for approval. A status report on changes to the schedule will be brought to the Council. * * * * * * * * * * * * * 30 AGENDA ITEM NO. 2.
HOW TO USE RETENTION SCHEDULES©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required. all records as defined by the California Public Records Act. STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.) BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: Reduce administrative expenses, expedite procedures Free office space and computer storage space Reduce the cost of records storage paper and electronic Eliminate duplication of effort within the City Find records faster Determine what media should be used to store records AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records): Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) must be authorized prior to destruction or deletion. If there is a minimum Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record. Copies, drafts, notes and non-records (or originals that do NOT have SUBSTANTIVE CONTENT) do NOT require authorization, When No Longer Required If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive. On every page of the schedules (near the top, just under the column headings) are important instructions, Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution). 1831 AGENDA ITEM NO. 2.
RECORDS RETENTION SCHEDULE LEGEND ©1995 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the record for its retention period, then authorizes destruction. Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. official (original) record. Records Description: The record series (a group of like records). Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated and certain data may require minimum retention. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): (quality checked) / Trustworthy Electronic Record: electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply. Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA)UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) 1932 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS(Used by ALL Departments)Page CW-1 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceRetentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).Lead Dept. CW-001Affidavits of Publications / Affidavits of Posting Notices / Legal Advertising / Notices / Proofs of Publications / Public Hearing Notices2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODBrown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Lead Dept. (Managing the Agreement / Contract)CW-002Agreements / Contracts: NOT APPROVED BY THE CITY COUNCILAgreement / Contract includes all contractual obligations (e.g. Scope of Work / all attachments / exhibits). Includes Purchasing AgreementsThe City Clerk is the Office of Record for all agreements approved by the City Council.Completion + 10 years Yes: Before CompletionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Developers=comp. + 10 years; CCP §337 et. seq., 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(b), GC §34090Lead Dept. (Managing the Agreement / Contract)CW-003Agreements / Contracts: ADMINISTRATION (WITH Grant Funding) (Project Administration, Insurance Certificates, Certified Payrolls, Insurance Certificates, Project Schedules, RFP - Request for Proposal / Successful Proposal, etc.)City Clerk retains originals only if the City Council approved itCompletion + 10 years or After Funding Agency Audit, if required, whichever is longerYes: Before CompletionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Developers=comp. + 10 years; CCP §337 et. seq., 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(a&b), ; GC §34090 CITY-WIDE (Used by ALL Departments)
CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 2033 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS(Used by ALL Departments)Page CW-2 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceRetentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. (Managing the Agreement / Contract)CW-004Agreements / Contracts: ADMINISTRATION (WITHOUT Grant Funding) (Project Administration, Insurance Certificates, Certified Payrolls, Insurance Certificates, Project Schedules, RFP - Request for Proposal / Successful Proposal, etc.)City Clerk retains originals only if the City Council approved itCompletion + 10 yearsYes: Before CompletionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Covers E&O Statute of Limitations; Statute of Limitations: Contracts & Spec's=4 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090Lead Dept. (Managing the Agreement / Contract)CW-005Agreements / Contracts:UNSUCCESSFUL BIDS, PROPOSALS / RESPONSES to RFPs (Request for Proposals) / RFQs (Request for Qualifications) that don't result in a contract2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODFinance / Purchasing retains the originals of Formal procurements; Includes unopened bids; GC §34090Lead Dept. CW-006Boards, Commissions, / Committees: External Organizations / Regional Boards / Commissions - Agendas, Minutes, Resolutions, / other documents (e.g. County Board of Supervisors)When No Longer RequiredMag, PprNon-recordsStaffing Dept. CW-007Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City CouncilAGENDAS / STAFF REPORTSMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Staffing Dept. CW-008Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City CouncilRecordings - AUDIO RECORDINGS of Meetings / Audio TapesMinimum 4 years, or After Minutes are Approved, Whichever is LongerMagDepartment preference; Audio Required for 30 days; GC §54953.5(b)CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 2134 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS(Used by ALL Departments)Page CW-3 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceRetentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Staffing Dept. CW-009Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City CouncilMINUTESDepartment maintains originalsPMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090(e)Staffing Dept. CW-010Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City CouncilRecordings - VIDEO RECORDINGS of Meetings / Video RecordingsMinimum 4 years, or After Minutes are Approved, Whichever is LongerMagDepartment preference; video recordings of meetings are required for 90 days; GC §34090.7. 54953.5Lead Dept. CW-011Cash Receipts / Detail Backup of Revenue in Departments / Petty Cash Backup / Credit Card Payment Receipts5 yearsMag, PprNot forwarded to Finance; Department preference; meets municipal government auditing standards; GC §34090Staffing Dept. CW-012Committees: Employee Committees, Employee Staff Meetings / Department Staff MeetingsAGENDAS / MINUTES (if agendas or minutes were created)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.Staffing Dept. CW-013Committees: Subcommittees of the City Council (Ad-Hoc / Standing Committees)AGENDAS / MINUTES 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODAll actions are made by the City Council; GC §34090Lead (Responding) Dept.CW-014Complaints / Concerns Database / CRM Database / Neighborhood Connections(Excludes Police Officers and Potable Water Quality complaints)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCity preference; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 2235 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS(Used by ALL Departments)Page CW-4 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceRetentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-015 Copies / duplicates of any recordCopies - When No Longer RequiredMag Ppr GC §34090.7Dept. that Authors Document or Receives the City's Original DocumentCW-016Correspondence - ROUTINE (IF CONTENT relates in a SUBSTANTIVE way to the conduct of the public's business)(e.g. e-mail / email with SUBSTANTIVE content, Letters, Memorandums, Administrative Files, Press Releases, Media Releases, etc.) SUBSTANTIVE synonyms: Significant, Meaningful, Considerable, Essential2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODONLY IF the Content relates in a substantive way to the conduct of the public's business; City of San Jose vs. Superior Court, 5 Cal. 5th 608 (2017). GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 2336 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS(Used by ALL Departments)Page CW-5 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceRetentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Dept. that Authors Document or Receives the City's Original DocumentCW-017Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency / Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, / NOT made / retained for the purpose of preserving the informational content for future reference(e.g. calendars, checklists, e-mail / email, social media posting, employee directories, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, PowerPoint presentations, speaker cards, speech notes, Teams videoconference chats, notes / recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, preliminary notices for construction projects, undeliverable envelopes / returned mail, visitors logs, voice mails, webpages, etc.)When No Longer RequiredMag, PprElectronic and paper records are categorized, filed and retained based upon the CONTENT of the record. Records where the CONTENT relates in a SUBSTANTIVE way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are SAVED by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 7927.500, 7928.705.; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose vs. Superior Court, 5 Cal. 5th 608 (2017). Division Providing Service / WorkCW-018CRM Database / Customer Relations Management Database (contains Customer Requests for Service and responses)Indefinite - Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODData is interrelated; Databases where sewer records may be stored are required for 5 years; SWRCB Order 2022-0103-DWQ; CCP §§338 et seq., 340 et seq., 342, GC §34090Lead Dept. CW-019Drafts / Notes: Drafts that are revised (retain final version)When No Longer RequiredMag, PprAs long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500, 7928.705CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 2437 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS(Used by ALL Departments)Page CW-6 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceRetentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-020Employee Reimbursement Backup / Detail (Continuing Education - not forwarded to Finance)5 yearsMag, PprDepartment preference; meets municipal government auditing standards; GC §34090Lead Dept. CW-021GIS Database / Data / Layers (both City-wide / Specialized)When No Longer RequiredYes MagThe Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department preference (Preliminary documents); GC §34090 et seq.Lead Dept. (Managing the grant)CW-022Grants (UNSUCCESSFUL Applications, Correspondence)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Lead Dept. (Managing the grant)CW-023Grants Administration / CDBG Administration (Community Development Block Grant) / Reimbursable Claims / FEMA Reimbursements / OES Reimbursements (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required)Applications (successful), copy of grant agreement, copies of invoices, program rules, regulations / procedures, reports to grant funding agencies, correspondence, audit records, completion recordsAfter Funding Agency Audit, if required - Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODMeets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b), GC §34090Lead Dept. CW-024 Newspaper ClippingsWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODNon-records - may be obtained from the newspaper company; GC §34090General Services / PersonnelCW-025Personnel Files (Department Copies)Send all originals to Personnel; may exclude some Fire / Peace Officer recordsSeparation or Transfer + 3 yearsBefore Annual EvaluationMag, Mfr, OD, PprS / IYes: After QC & ODCity preference; Originals are retained by Personnel; GC §34090.7CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 2538 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS(Used by ALL Departments)Page CW-7 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceRetentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-026 Personnel Files (Supervisor's Notes)Shred After Incorporation into Performance Evaluation or Documented DisciplineBefore Annual EvaluationMag, Mfr, OD, PprS / IYes: After QC & ODNotes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq.Lead Dept. CW-027 PhotographsWhen No Longer RequiredMag, PprPreliminary Drafts (retention is placed on the final record in which the photograph is published in, if any); destroy unnecessary photographs. GC §§34090, 7927.500Lead Dept. (Who Uses the Vehicle)CW-028Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years Ppr GC §34090; 13 CCR 1234(c) Lead Dept. (Who Managed the Note)CW-029 Promissory Notes / Loans (excludes Housing)Fully Paid or Forgiven + 5 yearsPprDepartment preference; meets municipal government auditing standards; GC §34090Lead Dept. CW-030Prop. 218 (Property-based fees - Improvement Districts: Notices / Mailing List (Protest Letters / Ballots are tabulated by the City Clerk) 2 years Mag, Mfr, OD, PprS / IYes: After QC & ODGC §53753(e)(2) Lead Dept. (Who Ordered the Appraisal)CW-031Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc.2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODNot accessible to the public; GC §§34090, 7928.705CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 2639 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS(Used by ALL Departments)Page CW-8 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceRetentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. (Who Ordered the Appraisal)CW-032Real Estate Appraisal Reports: Purchased Property, Funded LoansMinimum 5 yearsYes: Before PurchaseMag, Mfr, OD, PprS / IYes: After QC & ODNot accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); GC §34090Lead Dept. CW-033Reference Materials: Policies, Procedures, Brochures, Flyers, Handbooks, Manuals / O&M Manuals, Newsletters, Plans / Strategic Plans, Plans (if not provided in the schedule), Standard Operating Procedures (SOPs), Studies, Reports (if not provided in the schedule.): etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.)When No Longer RequiredMag, PprNon-RecordsLead Dept. CW-034Reference Materials: Internal Policies, Procedures, Brochures, Flyers, Handbooks, Manuals / O&M Manuals, Newsletters, Plans / Strategic Plans, Plans (if not provided in the schedule), Standard Operating Procedures (SOPs), Studies, Reports (if not provided in the schedule.): etc.: Produced by YOUR DepartmentMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Lead Dept. CW-035Reference Materials: Policies, Procedures, Brochures, Flyers, Handbooks, Manuals / O&M Manuals, Newsletters, Administrative Policies, Plans / Strategic Plans, Plans (if not provided in the schedule), Standard Operating Procedures (SOPs), Studies, Reports (if not provided in the schedule.): etc.: Produced by OTHER DepartmentsWhen SupersededMag, Mfr, OD, PprS / IYes: After QC & ODCopies; GC §34090.7CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 2740 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS(Used by ALL Departments)Page CW-9 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceRetentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-036Reports, Studies (Historically significant - e.g., Zoning Studies)PMag, Mfr, OD, PprS / IYes: After QC & ODAdministratively and Historically significant, therefore retained permanently; GC §34090Lead Dept. CW-037Reports, Studies (other than Historically significant - e.g. Annual Reports)10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Information is outdated after 10 years; If historically significant, retain permanently; GC §34090Lead Dept. CW-038Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form / records of the chemical / substance / agent, where / when it was used30 yearsMag, Mfr, OD, PprSYes - After QC & ODPrevious MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090Lead Dept. CW-039 Special Event PermitsExpiration + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Lead Dept. CW-040 Special Projects / Subject Files / Issue Files Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Lead Dept. CW-041Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft / transitory record, / can be destroyed as drafts (When No Longer Required)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 2841 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS(Used by ALL Departments)Page CW-10 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceRetentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-042Training Database (Vector Solutions / Target Solutions)Indefinite - Minimum Separation + 5 yearsMagData is interrelated; GC §34090 et seq.; LC §§1198.5Lead Dept. CW-043Training EMPLOYEE RECORDS (If Records are Created)Required Information for all Employee Training: Employee Name Date Duration (length) Core Competencies / Skills Certifications / QualificationsSeparation + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODLC §§1198.5, 6401.9(f), 6429(c); 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), GC§§12946, 12960, 34090, 53235.2(b),53237.2(b); 53238.3(b)Lead Dept. (Presenting the Training)CW-044Training Presented by City Staff - COURSE RECORDS (Attendance Rosters / Sign-in Sheets, Outlines / Materials; includes Ethics, Fiscal & Financial, Harassment, Workplace Violence, Safety Training, Tailgates) 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets OSHA requirements; Ethics, Fiscal & Financial, Harassment & Workplace Violence Training is 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b),53237.2(b); 53238.3(b), LC §6401.9(f),LC §§1198.5CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 2942 AGENDA ITEM NO. 2.
RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK(Elections)Page CC-1 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).Admin. / City ClerkCC-001Agenda Packets: City Council, Public Financing Authority, former Redevelopment Agency, Successor Agency, Oversight Board, Measure Y Committee, Youth CommissionIncludes Appeals, Budgets, Annual Financial Reports (CAFR, ACFR)PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Admin. / City ClerkCC-002Agreements / Contracts, Amendments - APPROVED BY THE CITY COUNCIL: AFTER SCANNING / IMAGING / INFRASTRUCTURE, JPAs, MOUsAgreement / Contract includes all contractual obligations (e.g. Scope of Work / all attachments / exhibits)Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property / property restrictions, redevelopment, reservoirs, sewers, sidewalks, street / alley improvements, settlement, subdivisions, utilities, water, etc.PYes: Before CompletionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; All infrastructure contracts should be permanent for emergency response; Statute of Limitations is 10 years for Errors & Omissions; 4 years for all contracts; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retentionrequirements in 48 CFR 4.703(a)Admin. / City ClerkCC-003Appeal Hearing Process Records (Citations, Code Enforcement)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODFinal Determination is sent to the Department from which the case was appealed from; GC §34090Admin. / City ClerkCC-004Board / Commission / Committee Recruitment / Applications (All, whether appointed / not)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090
ADMINISTRATION / CITY CLERK
CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted:
Ver. .0
3043
AGENDA ITEM NO. 2.
Ver..0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK(Elections)Page CC-2 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin. / City ClerkCC-005Board / Commission / Committee Maddy Act Lists / Vacancy Notices2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Admin. / City Clerk OR EngineeringCC-006Bonds: Labor / Materials, Performance Bonds, Letters of Credit, Encroachment Permits, Monitoring BondsRelease of Bond / Letter of CreditMag, Mfr, OD, PprS / IYes: After QC & ODSecurity; GC §34090Admin. / City ClerkCC-007 City Articles of Incorporation PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Risk Manage.CC-008Claims Against the City Forms / Claim for Damages FormsCopies - When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODRisk Management is the Office of Record for Claim Files; GC §34090Admin. / City ClerkCC-009FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): DESIGNATED EMPLOYEES / CONSULTANTS (specified in the City's Conflict of Interest code)7 yearsMag, Mfr, OD, PprS / IYes: After QCCity maintains original statements; GC §81009(e)&(g)Admin. / City ClerkCC-010FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED / DATABASE (NetFile)10 yearsMag, Mfr, OD, PprS / IYes: After QCDepartment preference; Only Campaign Statements filed electronically are required for 10 years; GC §81009(f)(g); GC §84615Admin. / City ClerkCC-011FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): PUBLIC OFFICIALS / 87200 Filers (elected / not elected. Includes City Council Members, Planning Commission Members, City Manager, City Treasurer / City Attorney)7 yearsMag, Mfr, OD, PprS / IYes: After QCStandard municipal government practice; City maintains copies only; original statements are filed with FPPC; GC §81009(f)&(g)Admin. / City ClerkCC-012FPPC Form 635 or 602 - Lobbyist Authorization / Reporting 5 years Mag, Ppr S / IYes: After QC2 CCR 18615(d)CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 3144 AGENDA ITEM NO. 2.
Ver..0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK(Elections)Page CC-3 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin. / City ClerkCC-013 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / IYes: After QCMust post on website; GC §81009(e) Admin. / City ClerkCC-014FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)7 years Mag, Ppr S / IYes: After QCShould post on website for 4 years; GC §81009(e)Admin. / City ClerkCC-015 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / IYes: After QCGC §81009(e)Admin. / City ClerkCC-016FPPC Form 806 (Agency Report of Public Official Appointments)7 years Mag, Ppr S / IYes: After QCMust post on website; 2 CCR 18705.5; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) Admin. / City Clerk / Elections CC-017Campaign Filings (FPPC 400 Series Forms / Form 501): SUCCESSFUL CANDIDATES (Elected Officials)PMag, Mfr, OD, PprS / IYes: After QC GC §81009(b)&(g)Admin. / City Clerk / Elections CC-018Campaign Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES 5 yearsMag, Mfr, OD, PprS / IYes: After QCCandidates without committees are not required to file their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g)Admin. / City Clerk / Elections CC-019Campaign Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED - WITH / WITHOUT CommitteesElection + 10 yearsMag, Mfr, OD, PprS / IYes: After QCCampaign statements must be posted on the line for 4 years; Statements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615Admin. / City Clerk / Elections CC-020Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies)4 yearsMag, Mfr, OD, PprS / IYes: After 2 years GC §81009(f)&(g)Admin. / City Clerk / Elections CC-021Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled)7 yearsMag, Mfr, OD, PprS / IYes: After 2 years GC §81009(c)&(g)ADMINISTRATION / CITY CLERK / ELECTIONS CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 3245 AGENDA ITEM NO. 2.
Ver..0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK(Elections)Page CC-4 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin. / City Clerk / Elections CC-022Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - SUCCESSFUL CANDIDATESTerm of Office + 4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100Admin. / City Clerk / Elections CC-023Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - UNSUCCESSFUL CANDIDATESElection + 4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100Admin. / City Clerk / Elections CC-024Elections - GENERAL, WORKING / ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the City Council, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations / Precinct Board Members, Notices, Postings, etc.) Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Admin. / City Clerk / Elections CC-025Elections - HISTORICAL Files (Copies of Sample Ballot, Copy of Resolution Declaring Results, etc.) PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Admin. / City Clerk / Elections CC-026Elections - Petitions (Initiative, Recall / Referendum) - IF INSUFFICIENT - IF Examined by ProponentsFinal Examination + 1 yearafterpetition examinationPprNot accessible to the public;1 year after examination if the proponents choose to examine the petitions, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400Admin. / City Clerk / Elections CC-027Elections - Petitions (Initiative, Recall / Referendum) - IF INSUFFICIENT - NOT Examined by ProponentsDetermination of Insufficiency + 8 monthsPprNot accessible to the public; The 8 month retention applies after the City Clerk makes the determination of insufficiency / examines the petitions. unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 3346 AGENDA ITEM NO. 2.
Ver..0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK(Elections)Page CC-5 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin. / City Clerk / Elections CC-028Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENTResults + 8 monthsPprNot accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400Admin. / City Clerk / Elections CC-029Elections - Prop. 218 (Property-based fees - Improvement Districts: Protest Letters / Ballots, Tabulation(Notices / Mailing lists are retained in the Lead Dept.) 2 years Mag, Mfr, OD, PprS / IYes: After QC & ODGC §53753(e)(2) (End of Elections Section)Admin. / City ClerkCC-030Ethics Training Certificates - City Council, Board / Commission Members and EmployeesSeparation + 5 yearsMag, Mfr, OD, PprSYes: After QC & ODGC §§ 3105, 12946, 12960, 34090, 53235.2(b); LC §1198.5Admin. / City ClerkCC-031Historical Records / Archives, Photographs, / Historical Projects (e.g. City Anniversaries, Incorporation, City Seal, Awards of significant historical interest, Grand Openings, etc.)PMag, Mfr, OD, PprS / IYes: After QC'd & ODCity Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090Admin. / City ClerkCC-032Minutes: City Council, Public Financing Authority, former Redevelopment Agency, Successor Agency, Oversight Board, Measure Y Committee, Youth CommissionP YesMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090(e) Admin. / City ClerkCC-033 Oaths of Office - City Council OnlySeparation + 4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, GC §§36507, 34090; PC §§801.5, 803(c)Admin. / City ClerkCC-034 Ordinances P YesMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090(e) CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 3447 AGENDA ITEM NO. 2.
Ver..0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK(Elections)Page CC-6 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin. / City ClerkCC-035Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.)See Elections for Initiative, Recall /Referendum Petitions1 year Mag, Ppr Law requires 1 year for petitions; GC §50115Admin. / City Clerk OR City ManagerCC-036 Proclamations / Certificates 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Admin. / City ClerkCC-037 Public Records Requests (Just FOIA) 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Admin. / City ClerkCC-038Recorded Documents: Deeds, Easements, Final Order of Condemnation, Full Reconveyance, Liens, Notice of Completion, Rights of Way, etc.PMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090(a)Admin. / City ClerkCC-039Recordings - AUDIO Recordings: City Council, Public Financing Authority, former Redevelopment Agency, Successor Agency, Oversight Board, Measure Y Committee, Youth CommissionMinimum 4 yearsMagDepartment preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7Admin. / City ClerkCC-040Recordings - VIDEO Recordings: City Council, Public Financing Authority, former Redevelopment Agency, Successor Agency, Oversight Board, Measure Y Committee, Youth CommissionMinimum 4 yearsMagDepartment preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7Admin. / City ClerkCC-041Records Destruction Authorization Forms / Certifications (All Departments)2 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODGC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 3548 AGENDA ITEM NO. 2.
Ver..0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK(Elections)Page CC-7 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin. / City ClerkCC-042Records Retention Amendment Authorization Forms2 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODGC §34090Admin. / City ClerkCC-043Redistricting Web Page / Council District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.)10 years Mag, Ppr EC §21160(i); GC §34090 Admin. / City ClerkCC-044Resolutions: City Council, Public Financing Authority, former Redevelopment Agency, Successor Agency, Oversight Board, Measure Y Committee, Youth CommissionP YesMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090(e) Admin. / City ClerkCC-045Secretary of State Statement of Facts / Registry of Public Agencies2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Admin. / City ClerkCC-046 Subpoenas Duces Tecum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090State of California / DMVCC-047 Vehicle Titles (Pink Slips)Sale or DisposalPprGiven to Auction House / New Owner; GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 3649 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY MANAGER CITY ATTORNEYPage CM-1 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).ADMINISTRATION / CITY MANAGERCity Manager CM-001Attorney Invoices / Legal Invoices (backup is not accessible to the public)5 yearsYes: Until PaidMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; (meets municipal government auditing standards); GC §34090City Manager CM-002Project Files / Subject Files (Subject will change over time)If Content relates in a SUBSTANTIVE way to the conduct of the public's businessMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.ADMINISTRATION / CITY ATTORNEY (Contract)City Attorney CM-003 Advice Files / Legal Advice Files Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.City Attorney CA-004 Litigation Files / Lawsuits / Court Case Files Minimum Final Resolution + 5 yearsYes: Until SettlementMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b)City Attorney CA-005 Prosecutions (Municipal Code Violations)Final Resolution + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 3750 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING COMMUNICATIONSPage EHC-1 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).ECONOMIC DEVELOPMENT, HOUSING and COMMUNICATIONS / COMMUNICATIONSEcon Dev, Housing, Commun. / CommunicationsEHC-001Legislative Advocacies, Support / Opposition to proposed Federal / State LegislationMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Econ Dev, Housing, Commun. / CommunicationsEHC-002Press Releases / Media Releases(Exclude Police and Fire)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Econ Dev, Housing, Commun. / CommunicationsEHC-003 Videos of City Events / Promotional VideosWhen No Longer Required - Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference: GC §§34090ECONOMIC DEVELOPMENT, HOUSING and COMMUNICATIONS / ECONOMIC DEVELOPMENTEcon Dev, Housing, Commun. / Economic Dev.EHC-004Economic Development Projects (Records related to Business Recruitment or Retention)Minimum 2 yearsMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090 Econ Dev, Housing, Commun. / Economic Dev.EHC-005Downtown Revitalization / Business Organization of Old Town Clovis (BOOT)Minimum 2 yearsMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090 ECONOMIC DEVELOPMENT, HOUSING and COMMUNICATIONS / HOUSINGCLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 3851 AGENDA ITEM NO. 2.
Ver. 2.0RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING COMMUNICATIONSPage EHC-2 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Econ Dev, Housing, Commun. / HousingEHC-006Grants to Local Non-Profit Agencies / Subrecipient Grants / CDBG (Community Development Block Grant) (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required)Applications (successful), copy of grant agreement, copies of invoices, program rules, regulations / procedures, reports to grant funding agencies, correspondence, audit records, completion recordsAfter Funding Agency Audit, if required - Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODMeets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b); GC §34090Econ Dev, Housing, Commun. / HousingEHC-007Housing Applications: Denied, Incomplete, Unqualified, Exceeds Income Limits, etc.2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Econ Dev, Housing, Commun. / HousingEHC-008Housing Plans: Consolidated Annual Performance and Evaluation Review (CAPER) / Comprehensive Housing Affordability Strategy (CHAS) / Consolidated Action Plan / Analysis of Impediments to Fair Housing Choices / Citizen Participation Plan / Action Plans, etc.Superseded + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & OD24 CFR 91.105(h); 24 CFR 92.508(a); GC §34090Econ Dev, Housing, Commun. / HousingEHC-009Housing Programs: Affordable Housing Projects, Lead-Based Paint, Rehabilitation, CDBG-funded Housing Projects, Promissory Notes, etc.WITH a Recapture / Resale Restriction / WITH Affordability RestrictionsTrust Deeds are kept in file;Deeds to property owned by the City are sent to City Clerk5 years after the Affordability Period Terminates, or the Written Agreement Terminates, Whichever is LongerMag, Mfr, OD, PprS / IYes: After QC & ODHUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)(c)(2); 2, GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 3952 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING COMMUNICATIONSPage EHC-3 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Econ Dev, Housing, Commun. / HousingEHC-010Housing Programs: Affordable Housing Projects, Lead-Based Paint, Rehabilitation, CDBG-funded Housing Projects, Promissory Notes, etc.WITHOUT a Recapture / Resale RestrictionTrust Deeds are kept in file; Deeds to property owned by the City are sent to City ClerkLoan Pay-off OR Forgiveness + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODHUD requires 5 years after the agreement terminates; Consistent with Consolidated Plan Requirements; Required for 3-4 years from expenditure or performance report; , 92.508(a)&(c) & 570.502(a)(7), 982.158, 884.214; GC §34090 CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 4053 AGENDA ITEM NO. 2.
Ver. . RECORDS RETENTION SCHEDULE: FINANCE(Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Page FIN-1 Office of Record(OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).FINANCE / ADMINISTRATION AND TREASURERFinance / Lead Depart.FIN-001 Financial Services Database / ERP Database (One Solution / Central Square)Indefinite - Minimum 7 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090Finance / Admin. & TreasurerFIN-002Audit Reports / Annual Comprehensive Financial Report (ACFR) / related Audit Opinions 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090Finance / Admin. & TreasurerFIN-003 Audit Work PapersDrafts - When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; (preliminary drafts); GC §34090Finance / Admin. & TreasurerFIN-004Audits - Single Audits / Transportation Audits / PERS Audit, FEMA / OES Audits, etc.7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (exceeds municipal government auditing standards); GC §34090Finance / Admin. & TreasurerFIN-005Bonds / Bond Sales / Official Statements / Transcripts / Certificates of Participations (COPs) / General Obligation Bonds / Revenue Bonds / Assessment District Bonds / CFD Bonds - Includes Continuing Disclosure ReportsSee Bank Statements for statement retention.Fully Defeased + 10 yearsYes: Until MaturityMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Statute of Limitations for bonds issued by local governments are 10 years; IRS bond records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001-1(e): 26 CFR § 1.148-5(d)(6)(iii)(E); GC §43900 et seq.Finance / Admin. & TreasurerFIN-006 Grant Work Papers 7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference - preliminary drafts (exceeds municipal government auditing standards); GC §34090City Clerk FIN-007 Investment Reports / Treasurer ReportsCopies - When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODCopies (City Clerk retains in City Council Agenda Packet; GC §34090.7CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 4154 AGENDA ITEM NO. 2.
Ver. RECORDS RETENTION SCHEDULE: FINANCE(Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Page FIN-2 Office of Record(OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance / Admin. & TreasurerFIN-008Investments / Arbitrage / Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund))7 yearsYes: Until PaidMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900Finance / Admin. & TreasurerFIN-009Workers Compensation Claims - Financial Records Only7 yearsYes: Until PaidMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900FINANCE / BUDGETFinance / Budget FIN-010 Budgets - Adopted / Final PYes: Current Fiscal YearMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Finance / Budget FIN-011 Budgets - Preliminary, Backup DocumentsDrafts - When No Longer RequiredYes: Current Fiscal YearMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary Drafts / Content Not Substantive; GC §34090 et seq.FINANCE / BUSINESS LICENSEFinance / Business LicenseFIN-012 Business License / Database (HdL)Indefinite - Minimum 5 yearsYes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference - Data is interrelated; GC §34090, H&S §19850Finance / Business LicenseFIN-013Business License Applications5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Building, Planning and Fire all approve the applications; 5 years meets auditing standards; GC §34090 et seq.Finance / Business LicenseFIN-014 Business License Renewals 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090 et seq.FINANCE / GENERAL ACCOUNTINGCLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 4255 AGENDA ITEM NO. 2.
Ver. RECORDS RETENTION SCHEDULE: FINANCE(Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Page FIN-3 Office of Record(OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance / General AccountingFIN-0151099's, 1096's, DE542 (California Report of Independent Contractors)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Finance / General AccountingFIN-016Accounts Payable / Invoices / Backup(Includes Invoices, Purchase Orders, Travel Reimbursements Expense Reimbursements, Warrant Request, Vouchers, etc.)7 yearsYes: Until PaidMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference for grant auditing purposes; exceeds municipal government auditing standards; GC §34090Finance / General AccountingFIN-017Accounts Payable Posting Report / Warrant Register Report (issued)7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference for grant auditing purposes; exceeds municipal government auditing standards; GC §34090Finance / General AccountingFIN-018Accounts Receivable / Revenue / Our Invoices to Outside Entities: Insurance Companies, Franchise Fees, DUI Billing, Tax Return / Application for Transient Occupancy Tax (TOT), Auctions of Surplus Property, Credit Card Payment Receipts, Tenant Billing / Rent, etc.5 yearsYes: Until PaidMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; (meets municipal government auditing standards); GC §34090Finance / General AccountingFIN-019Bank Statements / Trustee Statements, Fiscal Agent Statements, Trustee Statements, Investment Account Statements, Pars Statements, Bank Reconciliations, Wire Transfers7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference for grant auditing purposes; exceeds municipal government auditing standards; GC §§34090, 26 CFR 31.6001-1Finance / General AccountingFIN-020 Checks / Warrants (Cashed / Returned / NSF) 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090Finance / General AccountingFIN-021Daily Cash Summaries, Bank Deposits, Bank Transmittal Advice, Cashier's Reports5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §§34090, 26 CFR 31.6001-1CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 4356 AGENDA ITEM NO. 2.
Ver. RECORDS RETENTION SCHEDULE: FINANCE(Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Page FIN-4 Office of Record(OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance / General AccountingFIN-022Assessment Districts, Community Facilities Districts (CFDs), Landscape Maintenance Districts (LMDs) Accounting, Assessor Tax Rolls5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090Finance / General AccountingFIN-023Escheat (Unclaimed money / uncashed checks)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090Finance / General AccountingFIN-024Fixed Assets - Annual Listing (Source Documents)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090Finance / General AccountingFIN-025Journal Entries / Journal Vouchers / Budget Adjustments5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference to match Accounts Payable; meets municipal government auditing standards; Statute of Limitations is 4 years; GC §34090, CCP § 337Finance / General AccountingFIN-026Reports, Financial Reports Created by One Solution ERP General Ledgers Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, etc. When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Financial system can re-create reports accurately; GC §34090Finance / General AccountingFIN-027Reports: Annual State / Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report), Street Report, etc.5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090Finance / General AccountingFIN-028 W-9sVendor Inactive + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODMeets IRS auditing standards; GC §34090; 26 CFR 31.6001-1(e)(2)FINANCE / PAYROLLCLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 4457 AGENDA ITEM NO. 2.
Ver. RECORDS RETENTION SCHEDULE: FINANCE(Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Page FIN-5 Office of Record(OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance / Lead Depart.FIN-029 Financial Services Database / ERP Database (One Solution / Central Square)Indefinite - Minimum 7 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets auditing standards; GC §34090Finance / PayrollFIN-0301095-C, 1094-C (Employer-Provided Health Insurance Offer / Coverage) / Transmittal Form)4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090Finance / PayrollFIN-031CalPERS Reports, PARS Reports, Annual Valuation Reports, Actuarial Valuation Reports, Annual Employer Statements7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODMost recent records are stored on CalPERS website; Department preference; Retained to match other auditing periods; GC §34090Finance / PayrollFIN-032Checks / Warrant Register Report - Payroll Only7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Finance / PayrollFIN-033 Checks / Warrants - Cancelled - Payroll Only 7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090, 26 CFR 31.6001-1Finance / PayrollFIN-034DE-34 (California EDD Report of New Employees)4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090Finance / PayrollFIN-035DE-6, DE-7, DE-9, DE-43, W-3, / DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA / Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 4558 AGENDA ITEM NO. 2.
Ver. RECORDS RETENTION SCHEDULE: FINANCE(Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Page FIN-6 Office of Record(OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance / PayrollFIN-036 Deferred Compensation (City Statements) 7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODProduced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1Finance / PayrollFIN-037 Employee Payroll File (may include W-4s)Separation + 4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090Finance / PayrollFIN-038Garnishments, Child Support, Court Orders regarding Employee WagesCompletion + 4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Finance / PayrollFIN-039Payroll Reports (includes Leave Registers, time Transaction Reports, etc.)7 years Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; (meets municipal government auditing standards); GC §34090Finance / PayrollFIN-040 PERS Statements 7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Finance / PayrollFIN-041Time Sheets / Time Cards / Overtime Sheets / Overtime Cards / Time Keeping Database (ESS)Excludes Police Department7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference to facilitate grant audits or claim reimbursements; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5;GC §34090; 8 CCR 11040.7(c); 29CFR 516.5 & 516.6(c);Finance / PayrollFIN-042 W-2's 7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC436, GC §34090CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 4659 AGENDA ITEM NO. 2.
Ver. RECORDS RETENTION SCHEDULE: FINANCE(Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Page FIN-7 Office of Record(OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance / PayrollFIN-043 W-4'sNo Longer in Effect + 4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODIRS Regulation 31-6001-1 four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. GC §34090; 26 CFR 31.6001-1FINANCE / UTILITY BILLINGFinance / Utility Billing FIN-044 Utility Billing Database (SpryPoint / SpryCIS) Indefinite - Minimum 5 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODData Fields / Records are interrelated; GC §34090Finance / Utility Billing FIN-045 Bankruptcies - If a Claim is filed by the CityWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference (negative information remains on credit ratings for 7 years); GC §34090Finance / Utility Billing FIN-046 Bankruptcies - No Claim filed by the CityNot More than 90 daysMag, Mfr, OD, PprS / IYes: After QC & ODNot City records (account is closed and bankruptcy noted in database)(Bank) FIN-047Checks deposited to Bank (City scans them for the Bank, rather than physically taking the checks to the bank to deposit them.)Follow Bank InstructionsMag, Mfr, OD, PprS / IYes: After QC & ODThese are bank instruments, and not City records; per bank agreement.Finance / Utility Billing FIN-048Collection Agency Assignments / Unpaid Accounts5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Negative credit information remains on credit reports for 7 - 10 years; Meets auditing standards; City does not Lien property (Liens are good for 10 years from recording date, and may be extended by re-recording lien); WC 36729; GC §34090Finance / Utility Billing FIN-049Payment Stubs / Water Receipts / Utility Receipts (when payment is submitted)When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary Documents - payments can be made without including the stub; GC §34090 et seq.Finance / Utility Billing FIN-050Water Billing: Appeals - Payment Delinquency / Impending DiscontinuationFinal Decision + 2 yearsMag, Ppr, Mfr, ODS / IYes: After QC & ODDocumented or attached to Customer Record in database GC §34090; H&S §116908CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 4760 AGENDA ITEM NO. 2.
Ver. RECORDS RETENTION SCHEDULE: FINANCE(Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Page FIN-8 Office of Record(OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance / Utility Billing FIN-051Water Billing: Non-payment Notices / Notice of Payment Delinquency / Impending Discontinuation When No Longer RequiredMag, Ppr, Mfr, ODS / IYes: After QC & ODDocumented or attached to Customer Record in database GC §34090; H&S §116908Finance / Utility Billing FIN-052Water Billing: NSF Checks / Adjustments to Customer accountsWhen No Longer RequiredMag, Ppr, Mfr, ODS / IYes: After QC & ODDocumented or attached to Customer Record in database GC §34090; H&S §116908Finance / Utility Billing FIN-053Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.Expiration or Completion of Payment PlanMag, Ppr, Mfr, ODS / IYes: After QC & ODDocumented or attached to Customer Record in database GC §34090; H&S §116910Finance / Utility Billing FIN-054Water Billing: Policy on Discontinuation of Residential Service for NonpaymentWhen Superseded; Minimum 2 yearsMag, Ppr, Mfr, ODS / IYes: After QC & ODMust post to Website; H&S §116906; GC §34090Finance / Utility Billing FIN-055Water Billing: Report of Annual Discontinuations of Residential ServiceMinimum 2 yearsMag, Ppr, Mfr, ODS / IYes: After QC & ODMust post to Website; H&S §116918; GC §34090CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 4861 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE - FIRE(Admin., Community Risk Reduction (CRR), Operations)Page FR-1 Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).FIRE / ADMINISTRATIONFire / Admin.FR-000Background File - UNSUCCESSFUL Fire EmployeesSelected Employees have Background Files which include LiveScan Responses / CORIs (Criminal Offender Record Information)Successful backgrounds are retained by Human Resources4 yearsYes: Until SeparationMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; State Law requires 4 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; LC 1198.5Fire / Admin.FR-001 ISO Insurance Ratings 15 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (rated every 10 years); GC §34090Fire / Admin.FR-002 Monthly Statistical Reports / Run StatisticsWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODConsidered a preliminary draft / copy (the Fire database is the original); GC §34090 et seq.Fire / Admin.FR-003NDA / Confidentiality Agreements with Employees in relation to Department FunctionsSeparation + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Fire / Admin.FR-004Personnel Evaluations retained by Fire: Probationary Period, Return to Work, etc.)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Fire / Admin.FR-005PPE Inventory (Personal Protective Equipment Inventory)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Fire / Admin.FR-006Programs / Projects (e.g., CPR Program, Fire Service Day, etc.)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC § 34090 et seq.Fire / Admin.FR-007 Respiratory Fit TestsSeparation + 30 years; OR Termination of Benefits + 5 years (whichever is longer) Yes: Until SeparationMag, Mfr, OD, PprS / IYes: After QC & ODMedical Files for all employees are required to be maintained at least the duration of employment plus thirty (30) years; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 4962 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE - FIRE(Admin., Community Risk Reduction (CRR), Operations)Page FR-2 Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / Admin.FR-008 Ride-A-Long Waivers 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Fire / Admin.FR-009Training Database - Fire Only (Vector Solutions / Target Solutions)Indefinite - Minimum Separation + 5 yearsMagData is interrelated; GC §34090 et seq.; LC §§1198.5Fire / Admin.FR-010Training File (Fire employees) Individual Training Certificates, Continuing Education for Paramedics / EMTSeparation + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets OSHA requirements; Ethics Training is 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; Paramedic Continuing Education is required for 4 years by DPH; 8 CCR §3204(d)(1) et seq., 8 CCR §3203 et seq., 22 CCR 100395. 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090; LC §§1198.5Fire / Admin.FR-011 Wellness Testing 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090FIRE / COMMUNITY RISK REDUCTION (CRR) Fire / Community Risk Reduction (CRR)FR-012Administrative Citations / Notice of Violations2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Fire / Community Risk Reduction (CRR)FR-013Emergency Preparedness - Community Emergency Response Team (CERT) ApplicationsInactive / Separation + 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCourts may treat volunteers as employees in some actions; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960,34090; 29 USC 1113CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 5063 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE - FIRE(Admin., Community Risk Reduction (CRR), Operations)Page FR-3 Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / Community Risk Reduction (CRR)FR-014Emergency Preparedness - Drills / EOC Activations10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Fire / Community Risk Reduction (CRR)FR-015Emergency Preparedness - OES or FEMA Claims for Reimbursement10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Fire / Community Risk Reduction (CRR)FR-016 Emergency Preparedness PlansWhen SupersededMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Fire / Community Risk Reduction (CRR)FR-017 False Alarm Billing 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; meets municipal government auditing standards; GC §34090Fire / Community Risk Reduction (CRR)FR-018 Fire Code Books PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Fire / Community Risk Reduction (CRR)FR-019Fire Information and Safety Education (FISE) ProgramMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC § 34090 et seq.CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 5164 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE - FIRE(Admin., Community Risk Reduction (CRR), Operations)Page FR-4 Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / Community Risk Reduction (CRR)FR-020Fire Inspections / Business Inspection Files / Occupancy Inspections / Approvals, Fires, Modification / Alternative Methods / Materials / Citations / Notice of Violations Life of the Structure or Activity, or Minimum 5 years, Whichever is LongerMag, Mfr, OD, PprS / IYes: After QC & ODRequired for the Life of the Structure or Activity, or Minimum 5 years whichever is longer for Approvals, Inspections, Fires, Modification / Alternative Methods or §34090Fire / Community Risk Reduction (CRR)FR-021Fire suppression / detection reports: alarm, hood, sprinkler, stand pipe reports5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCertain Property Owners are required to test and certify every 5 years; GC §34090Fire / Community Risk Reduction (CRR)FR-022Permits and Plans: Fire Construction (fire sprinkler, fire alarm, alarm monitoring, etc.)Expiration of Permit + 2 yearsYes: Before EventMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.Fire / Community Risk Reduction (CRR)FR-023Permits and Plans: Fire Operational (events, fireworks, tents) and State Inspections and Pre-Inspections for Care HomesLife of the Structure or Activity, or Minimum 5 years, Whichever is LongerYes: Before EventMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC § 34090 et seq.Fire / Community Risk Reduction (CRR)FR-024Public Information / Education (when produced internally)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 5265 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE - FIRE(Admin., Community Risk Reduction (CRR), Operations)Page FR-5 Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / Community Risk Reduction (CRR)FR-025 Vegetation Management / Weed AbatementMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Fire / Community Risk Reduction (CRR)FR-026Vegetation Management / Weed Abatement LiensPMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090(a)FIRE / OPERATIONS / SUPPRESSIONFire / OperationsFR-027 Fire Incident RMS Database - ImageTrend (Includes incidents, rescues, response runs)Indefinite - Minimum 5 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Data is interrelated; GC §34090 Fire / OperationsFR-028 Fire Operations / Equipment Database Indefinite - Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODData is interrelated; GC §34090 et seq.Fire / OperationsFR-029 Apparatus / Equipment Records / TestingDisposal + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference to be in compliance with NFPA Standards for in-service automotive fire apparatus ; NFPA 1911.4.7.3 & Annex C.5; GC §34090Fire / OperationsFR-030Complaints / CQI (Continuous Quality Improvement) / Quality Assurance3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODStatute of Limitations for health providers is 3 years; 13 CCR 1100.7, GC §34090Fire / OperationsFR-031Emergency Preparedness - Strike Team Reimbursement / NPP (Net Personnel Payment)10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 5366 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE - FIRE(Admin., Community Risk Reduction (CRR), Operations)Page FR-6 Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / OperationsFR-032Fire Incident EMS Database (includes Patient Care Reports / e-PCRs)Indefinite - Minimum 20 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; adults required for 10 years for Medi-Cal patients, 7 years for non-Medi-Cal adults; minors until 1 year after age of majority, but not less than 10 years for Medi-Cal patients, 7 years for non-Medi-Cal minors; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, H&S §§1797.98e 123145; 42 CFR 482.24(b); 22 CCR 97530.9(c)(3), 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3; GC §30490Fire / OperationsFR-033Fire Investigations - Arson NOT Resulting in Great Bodily Injury6 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; statute of limitations on prosecution is 6 years; PC § §800, 801; GC §34090 et seq.Fire / OperationsFR-034Fire Investigations - Arson Resulting in Great Bodily Injury / Capital Crimes Only PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; no statute of limitations on prosecution; PC § §800, 801; GC §34090 et seq.Fire / OperationsFR-035Fire Investigations - OTHER Than Arson / Capital Crimes Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; CFC §106.4, GC §34090 et seq.Fire / OperationsFR-036HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)Superseded + 6 yearsMag, Mfr, OD, PprS / IYes: After QC & OD45 CFR 164.530(j)Fire / OperationsFR-037 NARCAN Administration Documentation 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 5467 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE - FIRE(Admin., Community Risk Reduction (CRR), Operations)Page FR-7 Office of Record(OFR)Retention No. Records Description Total RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / OperationsFR-038Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation): ALL ADULTSPRIOR to Database10 years Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; adults required for 10 years for Medi-Cal patients, 7 years for non-Medi-Cal adults; minors until 1 year after age of majority, but not less than 10 years for Medi-Cal patients, 7 years for non-Medi-Cal minors; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, H&S §§1797.98e 123145; 42 CFR 482.24(b); 22 CCR 97530.9(c)(3), 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3; GC §30490Fire / OperationsFR-039Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation): ALL MINORS AND PREGNANT ADULTSPRIOR to Database20 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; adults required for 10 years for Medi-Cal patients, 7 years for non-Medi-Cal adults; minors until 1 year after age of majority, but not less than 10 years for Medi-Cal patients, 7 years for non-Medi-Cal minors; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, H&S §§1797.98e 123145; 42 CFR 482.24(b); 22 CCR 97530.9(c)(3), 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3; GC §30490Fire / OperationsFR-040Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090; 13 CCR 1234(c) CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 5568 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES / PERSONNEL RISK MANAGEMENTPage PER-1 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).GENERAL SERVICES / PERSONNELGeneral Services / PersonnelPER-001Benefit Plan Documents (CalPERS, Dental, Vision, etc.)Duration of the Contract + 6 yearsYes: For Duration of ContractMag, Mfr, OD, PprS / IYes: After QC & ODEEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date for retirement; State Law requires 4 years after personnel actions; 29 CFR 1627.3(b)(2); 29 USC 1027; 28 CCR 1300.85.1; GC §34090General Services / PersonnelPER-002California Civil Rights Department (CRD) / Department of Fair Employment / Housing (DFEH / EEOC) Claims / Harassment ClaimsSeparation + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference to match retention for personnel files; All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 12960, 34090General Services / PersonnelPER-003Classification / Reorganization Studies (for employee classifications / department structures) Minimum 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090General Services / PersonnelPER-004 Compensation Surveys / Studies Minimum 6 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090General Services / PersonnelPER-005Contracts for Investigators (Employees Only)Excludes PoliceCompletion + 5 yearsYes: Before CompletionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Statute of Limitations for contractual obligations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090CLOVIS, CA.©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 5669 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES / PERSONNEL RISK MANAGEMENTPage PER-2 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
General Services / PersonnelPER-006DE-34 (California EDD Report of New Employees)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090General Services / PersonnelPER-007 Deferred Compensation (City Statements) 5 years Mag, Mfr, OD, PprS / IYes: After QC & ODProduced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1General Services / PersonnelPER-008 DMV Pull NoticesWhen Superseded or Upon Separation + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODTransitory 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 §34090General Services / PersonnelPER-009EDD Claims / Forms (Employment Development Department) / Unemployment ClaimsClose + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; meets municipal government auditing standards; GC §34090General Services / PersonnelPER-010 Employee InvestigationsSeparation + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference to match retention for personnel files; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; CLOVIS, CA.©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 5770 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES / PERSONNEL RISK MANAGEMENTPage PER-3 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
General Services / PersonnelPER-011 GrievancesSeparation + 6 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference to match retention for personnel files; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; LC 1198.5; 26 CFR 31-6001-1; 53235.2(b); 53237.2(b)General Services / PersonnelPER-012 I-9sSeparation + 6 yearsMag, Mfr, OD, PprS / IYes: After QC & ODRequired for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090Admin. / Board SecretaryPER-013Job Descriptions / Job Classification / Job SpecificationsMinimum Superseded + 4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; State Law requires 4 years from any Personnel Action; 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; General Services / PersonnelPER-014 Labor Relations / Negotiation Notes 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.General Services / PersonnelPER-015Litigation - Employee Related (Final Settlement, Records with Significant Historical Value)10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.General Services / PersonnelPER-016Personnel Commission - AGENDAS / STAFF REPORTSMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.CLOVIS, CA.©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 5871 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES / PERSONNEL RISK MANAGEMENTPage PER-4 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
General Services / PersonnelPER-017Personnel Commission - MINUTESPMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090(e)General Services / PersonnelPER-018Personnel Files - Employee Background File (excluding Police) Background Files which include LiveScan Responses / CORIs (Criminal Offender Record Information)Separation + 5 yearsYes: Until SeparationMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; consistent with Personnel Files; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5General Services / PersonnelPER-019Personnel Files - Employee File (Official Personnel File)Includes Application, Discipline, Evaluations, Policy Acknowledgements, Oath of Office / Disaster Service Worker Oaths, PAF / Personnel Action Forms, Training Certificates, etc.)Separation + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; statute of limitations for retirement benefits is 6 years from last action; State Law requires 4 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5CLOVIS, CA.©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 5972 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES / PERSONNEL RISK MANAGEMENTPage PER-5 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
General Services / PersonnelPER-020Personnel Files - Medical File / Long Term / Short Term Disability ClaimsMedical Records excluding Pre-Employment Medical Clearance; ADA Accommodations, Fit for Duty, DOT files, etc.Separation + 30 years, or Termination of Benefits, Whichever is LongerYes: Until SeparationMag, Mfr, OD, PprS / IYes: After QC & ODMedical Files for all employees are required to be maintained at least the duration of employment plus thirty (30) years; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090General Services / PersonnelPER-021Recruitment / Background Files / Testing File / NeoGov Recruitment DatabaseIncludes Advertisements, Applications for Unsuccessful Candidates, Backgrounds for unsuccessful candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis / statistical Metric, Job Analysis, Rating Sheets, Scantrons, Background Checks, etc.Expiration of Eligibility List + 4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODState Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 1-3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 12960, 34090General Services / PersonnelPER-022Volunteer / Unpaid Intern Applications / Agreements - Unsuccessful / Pending Applicants 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCourts may treat volunteers as employees in some actions; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960,34090CLOVIS, CA.©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 6073 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES / PERSONNEL RISK MANAGEMENTPage PER-6 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
General Services / PersonnelPER-023Volunteer / Unpaid Intern Applications / Agreements (includes emergency contact information) - Successful ApplicantsInactive / Separation + 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCourts may treat volunteers as employees in some actions; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960,34090; 29 USC 1113GENERAL SERVICES / PERSONNEL / RISK MANAGEMENTGeneral Services / Personnel / Risk Manag.PER-024Accident / Incident Reports (Accidents / Incidents) - MEMBERS OF THE PUBLIC5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090General Services / Personnel / Risk Manag.PER-025 Claims Against the City / Claim for DamagesFinal Resolution + 5 yearsYes: Until ResolutionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; Meets municipal government auditing standards; Statute of Limitations is 4 years; CCP §§337 et seq., 343; GC §34090,General Services / Personnel / Risk Manag.PER-026Insurance Certificates for Contracts / Certificates of Insurance for Contracts11 yearsMag, Mfr, OD, PprS / IYes: After QC and ODDepartment preference; Covers E and O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: CCP §§336(a), 337 et. seq.; GC §34090 General Services / Personnel / Risk Manag.PER-027Insurance Policies - General Liability, Workers CompensationPYes: Until PaidMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Covers longest possible statute of limitations; CCP §337 et seq.; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§ 911.2, 34090 CLOVIS, CA.©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 6174 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES / PERSONNEL RISK MANAGEMENTPage PER-7 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
General Services / Personnel / Risk Manag.PER-028Insurance Policies - Property, Fire, Theft, etc.PYes: Until PaidMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Covers statute of limitations for contracts; CCP §337 et seq.; GC §34090 General Services / Personnel / Risk Manag.PER-029 OSHA Citations / Inspections 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODOSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), OMB 1220-0029; GC §34090; LC §6429cGeneral Services / Personnel / Risk Manag.PER-030Safety Committee / Safety Steering Committee5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.General Services / Personnel / Risk Manag.PER-031 Safety Investigations 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODOSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §34090 et seq.; LC §6429cGeneral Services / Personnel / Risk Manag.PER-031.5 Subpoenas / Summons 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090General Services / Personnel / Risk Manag.PER-032Subrogation Claims:/ Property Damage Claims / Restitution / Recovery of Damages to City Property / City's Invoices to Insurance Companies Final Resolution + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090General Services / Personnel / Risk Manag.PER-033Workers Compensation Claims (Includes all Accident, Incident, / Injury Reports from Employees)Separation + 30 years, or Termination of Benefits, Whichever is LongerYes: Until SeparationMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR15400.2; 29 CFR 1910.1020(d)(1)(i), GC§§12946, 12960, 34090CLOVIS, CA.©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 6275 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES / PERSONNEL RISK MANAGEMENTPage PER-8 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
General Services / Personnel / Risk Manag.PER-034evaluation, correction, incident logs, investigations, etc.5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODLC §6401.9(f), GC §34090 CLOVIS, CA.©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 6376 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES - SENIOR CENTERPage SC-1 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).GENERAL SERVICES / SENIOR CENTERGeneral Services / Senior CenterSC-001 Registration Database - Recreation Applications, Waivers, Registration (ActiveNet)Indefinite - Minimum 2 yearsYesMag, Mfr, OD, PprS / IYes: After QC'd & ODDepartment preference; GC §34090General Services / Senior CenterSC-002Activity Guide / Class Guide / Program Guide / Art Exhibit Brochures, etc.Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODDepartment preference; GC §34090General Services / Senior CenterSC-003Applications / Participants' Registration / Liability Forms / Release of Liability Forms / Photo Releases / Waivers of Liability / Permissions: Camps, Field Trips, Authorization to give Medicine, etc.2 yearsYes: During Class or ProgramMag, Mfr, OD, PprS / IYes: After QC'd & ODGC §34090General Services / Senior CenterSC-004 Contracts for Performances / InstructorsCompletion + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090General Services / Senior CenterSC-005Evaluations / Surveys (Programmatic Evaluations of Art, Recreation / Theatre programs)2 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODGC §34090 et. seq.General Services / Senior CenterSC-006Facility Use Requests / Art Facility Requests / Field Rentals / Facility Use Applications / Permits / Theatre Use Requests (Includes Insurance Certificates / ABC Permits where appropriate)2 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODGC §34090 et. seq.General Services / Senior CenterSC-007 Incident Reports / Disruptive PatronsMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODGC §34090General Services / Senior CenterSC-008Liability Waivers (if separate from another record)2 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODGC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 6477 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES - SENIOR CENTERPage SC-2 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm. Services SC-009Nutrition Program (Including Homebound Assessments)5 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODMeets auditing standards; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), GC §34090General Services / Senior CenterSC-010Program Manager's Files: Activity / Special Programs / Event Files, etc.IF the Content relates in a SUBSTANTIVE way to the conduct of the public's businessMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODDepartment preference; GC §34090General Services / Senior CenterSC-011Rosters / Sign-in / Sign-Out Sheets for classes / programs2 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODGC §34090General Services / Senior CenterSC-012Safety Inspections / Self Inspections / Inspection Checklists2 yearsYes: Before EventMag, Mfr, OD, PprS / IYes: After QC'd & ODGC §34090General Services / Senior CenterSC-013 Schedules / Hours (classes / staff) 2 yearsMag, Mfr, OD, PprS / IYes: After QC'd & ODGC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 6578 AGENDA ITEM NO. 2.
Ver. 0RECORDS RETENTION SCHEDULE: GENERAL SERVICES - TRANSITPage TR-1 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).GENERAL SERVICES / TRANSITGeneral Services / TransitTR-001 Transit Management Databases (Patrons, Routes, Schedules, Vehicles, etc.)Indefinite - Minimum 2 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090General Services / TransitTR-002Audits: DMV / CHP (Basic Inspection of Terminals (BIT) Inspection Reports / CHP Audit Inspection Reports, Violations, Corrections5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODConsistent with CHP requirements; OSHA requires 1 year; 8 Ca. Code Reg. § 3203(b)(1); GC § 34090General Services / TransitTR-003 Automated Vehicle Location Data / AVL Data 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODConsistent with FTA requirements; GC § 34090General Services / TransitTR-004 Bus / Vehicle ProcurementDisposal of Vehicle + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090General Services / TransitTR-005 Employee Seniority ListsWhen SupersededMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; GC §34090 et seq.General Services / TransitTR-006 Fare Box Data Retrieval System 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC § 34090General Services / TransitTR-007Funding / Grants: FTA, Others: Equipment (Buses, Vehicles) / Real Property OnlyIncludes all records, including application, administration, reports, audits, etc.Disposition / Sale + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODFTA Retention for other Records. "three years from the starting date specified ..."; "multi-year projects isthe date of submission of the final FSR upon project completion"';5 years meets auditing standards and federal III(7); GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 6679 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES - TRANSITPage TR-2 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
General Services / TransitTR-008Funding / Grants: FTA, Others: Excluding Equipment (Buses, Vehicles) / Real PropertyIncludes all records, including application, administration, reports, audits, etc.Close (Final Expenditure Report) + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODFTA Retention for other Records. "three years from the starting date specified ..."; "multi-year projects isthe date of submission of the final FSR upon project completion"';5 years meets auditing standards and federal requirements; FTA - Ciricular_5010_1D III(7); GC §34090General Services / TransitTR-009Historically Significant Records - COG Interpretations of MOU, Railroad Issues, etc.Minimum 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC § 34090General Services / TransitTR-010 Inspections / Audits by the CHP (Transit) 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODConsistent with CHP requirements; OSHA requires 1 year; 8 Ca. Code Reg. § 3203(b)(1); GC § 34090General Services / TransitTR-011Monthly Reports: Ridership Data, Daily Reports, Demand-Response / Dial-a-Ride / Fixed Route, Paratransit etc.5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODConsistent with Fare & Passenger Counts, Accounts Receivable and Cash Receipts; GC §34090General Services / TransitTR-012Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks Transit Only2 yearsMag, Mfr, OD, PprS / IYes: After QC & OD13 CCR 1234(e); VC 34505.5(c); 49 CFR 396.11; GC §34090General Services / TransitTR-013Recordings - Audio Recordings - Transit Center calls to specific extensions for customer service / quality control purposes.Minimum 100 daysMagDepartment Preference; legally mandated for 100 days; GC §§34090, 34090.6General Services / TransitTR-014Recordings - Transit Dispatch Recordings of communications / telephone communicationsIndefinite -Minimum 100 days - Mag Department preference; GC §34090.6(a)CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 6780 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES - TRANSITPage TR-3 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
General Services / TransitTR-015Recordings - Video Recordings - Transit Center Employee Activity / Building Security Video / regular / ongoing operationsWhen No Longer RequiredMag1 year is not required: 1. The agency has made a diligent effort to identify a security system that is capable of storing recorded data for one year. 2. The agency determines that the technology to store recorded data in an economically and technologically feasible manner for one year is not available. 3. The transit agency purchases and installs the best available technology with respect to storage capacity that is both economically and technologically feasible at that time. PUC §99164; GC §34090 .6General Services / TransitTR-016Recordings - Video Recordings - Transit Center Public Activity / Public AreasWhen No Longer RequiredMagDoes not record regular and ongoing operations; GC §34090.6 et seq,General Services / TransitTR-017Recordings - Video Recordings - Transit VehiclesWhen No Longer RequiredMag1 year is not required 1. The agency has made a diligent effort to identify a security system that is capable of storing recorded data for one year. 2. The agency determines that the technology to store recorded data in an economically and technologically feasible manner for one year is not available. 3. The transit agency purchases and installs the best available technology with respect to storage capacity that is both economically and technologically feasible at that time. PUC §99164; GC §34090 .6CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 6881 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: GENERAL SERVICES - TRANSITPage TR-4 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
General Services / TransitTR-018Safety / Security Reports / Federal Transit Administration (FTA) / National Transit Database (NTD)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC § 34090General Services / TransitTR-019Shakeups / Route Reassignments Operator Bid Sheets, Seniority Lists, Route Assignments, Vacation Bids2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC § 34090General Services / TransitTR-020 Special Event Transportation 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC § 34090General Services / TransitTR-021 Terminal Inspections 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC § 34090General Services / TransitTR-022 Trip Sheets, Recaps, Reservations, etc. 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC § 34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 6982 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGYPage IT-1 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).Information Technology IT-001Backups / Computer Disaster Recovery BackupsWhen No Longer Required Yes Mag.Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §34090 et seq.Information Technology IT-002Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line - SB 272)When SupersededMag. GC §34090 et seq.Information Technology IT-003 Network Configuration Maps / PlansWhen No Longer RequiredMag.Preliminary documents not retained in the ordinary course of business; GC §34090 et seq.Information Technology IT-004UNALTERABLE MEDIA / IMMUTABLE MEDIA (Cloud Immutable Backup) / (WORM / DVD-r / CD-r / Blue Ray-R / Optical Disk) / other unalterable media that does not permit additions, deletions, / changesFollows Retention of Official Electronic RecordODFor legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq.Information Technology IT-005Recordings - Video Recordings - Regular /j Ongoing operations / Building Security (e.g. Police Holding Cell / Evidence Room recordings)See City Clerk's schedule for City Council Video Recordings1 year MagRecords regular and ongoing operations or Building Security; GC §34090.6 et seq,Information Technology IT-006Recordings - Video Recordings - Public Areas / Public Activity (Does not record regular /j ongoing operations)When No Longer RequiredMagDoes not record regular and ongoing operations; GC §34090.6 et seq,
INFORMATION TECHNOLOGY
CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 7083 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-1 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).PLANNING and DEVELOPMENT SERVICES / BUILDINGLead Dept. PDS-001 Permit Database (Tyler EnerGov)Indefinite (Perm)Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference - Data is interrelated; CBC §§ 1.8.4.3.1, 104.7, and 107.5 Building Permits are required to be retained Permanently, or Life of the Structure; GC §34090, H&S §19850Planning & Develop. Services / Building PDS-002 Activity ReportsWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts not retained in the ordinary course of business (Reports can be re-run from the database); GC §34090Planning & Develop. Services / Building PDS-003 Address Files / Building Permits / Applications P Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODGC §34090, CBC §104.7, H&S §19850Planning & Develop. Services / Building PDS-004Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATIONP Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODLaw requires for the life of the building for commercial and common interest dwellings only; CBC §§ 1.8.4.3.1, 104.7 & 107.5, H&S§19850, GC §34090 Planning & Develop. Services / Building PDS-005Building Plans - Cancelled / Withdrawn AFTER to Building Permit Issuance2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Preliminary drafts not retained in the ordinary course of business; CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S§19850, GC §34090Planning & Develop. Services / Building PDS-006Building Plans - Cancelled / Withdrawn PRIOR to Building Permit Issuance2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Preliminary drafts not retained in the ordinary course of business; CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S§19850, GC §34090CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 7184 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-2 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning & Develop. Services / Building PDS-007 Building Plans - ExpiredP Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S§19850, GC §34090Planning & Develop. Services / Building PDS-008Building Plans - Finalled - TENANT IMPROVEMENTSP Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Law requires for the life of the building for commercial and common interest dwellings only; CBC §§ 1.8.4.3.1, 104.7 & 107.5, H&S§19850, GC §34090 Planning & Develop. Services / Building PDS-009Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL (All Finalled)180 days Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; State law requires plans need not be filed for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC §§ 1.8.4.3.1, 104.7 & 107.5, H&S§19850, GC §34090Planning & Develop. Services / Building PDS-010California Building Codes / Uniform Building CodesMinimum While Ordinance is in ForceMag, Mfr, OD, PprS / IYes: After QC & ODGC §50022.6Planning & Develop. Services / Building PDS-011 Certificate of Occupancy (CofO) P Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / Building PDS-012Copyright Release Forms / Requests / Permissions to Receive Copies of Plans (to / from Architects)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 7285 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-3 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning & Develop. Services / Building PDS-013 Correction Notices - Building Minimum When Permit is FinalledMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (Preliminary Drafts); GC §34090Planning & Develop. Services / Building PDS-014 Energy CalculationsMinimum When Permit is FinalledMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / Building PDS-015 Geotechnical / Soils Reports PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / Building PDS-016 Grading Permits PYes: Until CompletedMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / Building PDS-017 Plan Check CommentsMinimum When Permit is FinalledMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference (Preliminary Drafts); GC §34090Planning & Develop. Services / Building PDS-018 Stop Work NoticesMinimum When Permit is FinalledMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference (Preliminary Drafts); GC §34090Planning & Develop. Services / Building PDS-019 Structural CalculationsMinimum When Permit is FinalledMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090PLANNING and DEVELOPMENT SERVICES / CODE ENFORCEMENTCLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 7386 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-4 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. PDS-020 _Code Enforcement Database Indefinite (Permanent)Yes (all)Mag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference - Data is interrelated and contains Building Permits and other Permanent Records; GC §34090, H&S §19850Planning & Develop. Services / Code EnforcementPDS-021Code Enforcement / Abatement Case Files (Includes Citations, Notice of Violations, Photos, / Code Enforcement Complaint Letters) Disposition + 2 yearsYes: Until ResolutionMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090 Planning & Develop. Services / Code EnforcementPDS-022Foreclosure Notices / Neighborhood Pride Program (NPP):2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCode Enforcement monitors property to ensure proper maintenance; GC §34090Planning & Develop. Services / Code EnforcementPDS-023Hearing Officer Determinations / Appeals of Code Enforcement Actions - Includes Audio RecordingsDetermination + 2 yearsMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090 Planning & Develop. Services / Code EnforcementPDS-024 Liens / Releases PMag, Mfr, OD, PprS/IYes: After QC & ODGC §34090(a)Planning & Develop. Services / Code EnforcementPDS-025Notice of Violations ./ Code Enforcement Citations / Reminder NoticesMinimum 2 yearsMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090 PLANNING and DEVELOPMENT SERVICES / ENGINEERING (Includes Land Development & Transportation Engineering)Lead Dept. PDS-026 Permit Database - Temporary Encroachments, Parking Permits, Temporary Transportation Permits, etc. Indefinite (Perm)Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference - Data is interrelated; Building Permits are required to be retained Permanently, or Life of the Structure; GC §34090, H&S §19850CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 7487 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-5 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning & Develop. Services / Engineering PDS-027Assessment District's: CFDs (Community Facilities Districts / LMDs (Landscape Maintenance Districts / Lighting Districts / Sewer Lift Districts (FORMATION)Engineers Reports are in the City Council Agenda packet, and City Clerk retains them PermanentlyPYes: Until CompletedMag, Mfr, OD, PprS / IYes: After QC & ODDepartment Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP §§337. 337.1(a), 337.15, 343; GC §34090.7Planning & Develop. Services / Engineering PDS-028 Benchmarks PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Lead Dept. (Managing the Project)PDS-029Capital Improvement Projects (CIP): MAINTENANCE-ONLY PROJECTS - No Change in InfrastructureAll Final Records (Plans, RFP / Specifications / Addenda, Successful Proposal, Change Orders, Notice of Completion, Photos, etc.)Completion + 5 years orAfterFundingAgencyAudit, ifrequired,whichever is longerYes: Until CompletedMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference - meets municipal government auditing standards; Statute of Limitations for Errors & Omissions not applicable; Some grant funding agencies require audits; Statute of Limitations: Contracts & Spec's=4 years, CCP §337 et. seq., GC §34090CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 7588 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-6 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. (Managing the Project) Recreation Shade Structure? Dog Park?PDS-030Capital Improvement Projects (CIP): Administration File / Construction ManagementProject Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs, Correspondence, Costs, Estimates, Daily Inspections, Permits for Construction, Preliminary Notices, Project Schedules, Public Relations, Meeting Agendas / Minutes, Monthly Reports, Notices, Real Estate Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, etc.Completion + 10 yearsor AfterFundingAgencyAudit, ifrequired,whichever is longerYes: Until CompletedMag, Mfr, OD, PprS / IYes: After QC & ODSome grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090Lead Dept. (Managing the Project) Recreation Shade Structure? Dog Park?PDS-031Capital Improvement Projects (CIP): Permanent File Plans, RFP / Specifications / Addenda, Successful Proposal, Change Orders, EIRs, Negative Declarations, Categorical Exemptions, Materials Testing Reports, Grading Permits, Hazardous Materials, Notice of Completion, Photos, Record Drawings, Shop Drawings, Soils Reports, Studies, Submittals, Surveys, etc.PYes: Until CompletedMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090Lead Dept. (Managing the Project)PDS-032Capital Improvement Projects (CIP): Design / Construction Standards - Authored by the City for Construction of City Infrastructure (CIP / Land Development)PMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 7689 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-7 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. (Managing the Project)PDS-033Capital Improvement Projects (CIP): Environmental Determinations:CEQA Correspondence / internal staff notes CEQA compliance with respect to the project Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQAProject Approval or Denial + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODNot all internal communications and notes are required to be saved; "E-mails that do not provide insight into the are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County(2020) 53 Cal.App.5th 733; PRC21167,6; GC §34090Lead Dept. (Managing the Project)PDS-034Drawings, Maps Record Drawings, Large-Format Drawings, Survey Record Maps, Capital Improvement Project "As-Built"P Yes (all)Mag, Mfr, OD, PprS / IMylars: NoDrafts should be destroyed; GC §34090Planning & Develop. Services / Engineering PDS-035Encroachment Permits: Temporary Permits (Excavation, Street Permits, Temporary Construction, Sidewalk Repairs, Special Event Permits, Street Cuts, Tree Removal Traffic Control, Transportation Permits, Utility Cuts (Installation / Patching), etc.)Includes Insurance CertificatesExpiration + 2 yearsYes: Until CompletionMag, Mfr, OD, PprS / IYes: After QC & ODGC § 34090Planning & Develop. Services / Engineering PDS-036Encroachment Permits: Permanent (Structures in the City's Right of Way, Retaining Walls, etc.)Includes Insurance CertificatesPYes: Until CompletionMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / Engineering PDS-037 Grading Plans PYes: Until CompletedMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 7790 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-8 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning & Develop. Services / Engineering PDS-038Land Development: Administrative RecordsConstruction Inspections, Photos, Progress Meetings, Project Schedules, etc.Completion + 10 yearsYes: Until CompletedMag, Mfr, OD, PprS/IYes: After QC & ODStatute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC§34090Planning & Develop. Services / Engineering PDS-039Land Development: Permanent Records Improvement Plans, Abandonments, Certificate of Acceptance / Approval (copy), Dedications, Deeds (copies) Drainage, Driveway, Easements (copies), Geotechnical / Soil Reports / Hydrology Reports, Private Lab Verifications, Testing Lab Final Reports, Rights of Way (copies), Studies, Reports, etc.PYes: Until CompletedMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090Planning & Develop. Services / Engineering PDS-040Prop. 218 (Property Based Fee Increases) - Notices / Mailing lists(City Clerk maintains protest letters / tabulations) 2 years Mag, Mfr, OD, PprS / IYes: After QC & ODGC §53753(e)(2) City Clerk PDS-041Recorded Documents / Real Property: Easements, Right of Ways, Abandonments / Vacation, Liens / Lien ReleasesPMag, Mfr, OD, PprS / IYes: After QC & ODCity Clerk is the Office of Record; GC §34090(a)Planning & Develop. Services / Engineering PDS-042Sewer System Management Plans (SSMP) / Audits / Sanitary Spills Overflow Prevention Plan (SSOPP) / Sanitary Sewer Overflow Response PlanSuperseded + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; SSMPs and compliance documentation are required to be retained for 5 years (updates are required every six (6) years); SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2);SWRCB Order 2002-0103-DWQ; GC §34090Planning & Develop. Services / Engineering PDS-043 Subdivision Maps / Parcel Maps P Yes (all)Mag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 7891 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-9 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning & Develop. Services / Engineering PDS-044 Surveys, Record of Survey P Yes (all)Mag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / Engineering PDS-045Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.)Minimum 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Police or State of CaliforniaPDS-046 Traffic Collision Reports / SWTRSCopies - When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODcopies; GC §34090.7Planning & Develop. Services / Engineering PDS-047 Traffic Counts / Traffic Studies 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / Engineering PDS-048 Traffic Speed Surveys 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / Engineering PDS-049 Traffic Stop Sign Warrants 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / Engineering PDS-050Transportation Permits: Heavy Load Permits Lane Closure Permits, Traffic Control Permits, Wide Load Permits, etc.Expiration + 2 years Mag, Mfr, OD, PprS / IYes: After QC & ODGC §53753(e)(2) CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 7992 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-10 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning & Develop. Services / Engineering PDS-051 Transportation Plans / Master Plans PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090PLANNING & DEVELOPMENT SERVICES / PLANNINGLead Dept. PDS-052 Permit Database (Tyler EnerGov)Indefinite (Permanent)Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference - Data is interrelated and contains Building Permits and other Permanent Records; GC §34090, H&S §19850Planning & Develop. Services / PlanningPDS-053 Planning Projects - Discretionary / Ministerial - Approved Permanent Entitlements / Permits(Includes Associated CEQA Noticing, Conditions of Approval, Environmental Determinations, Staff Reports, Plans, Soils Reports, Uniform Development Application, etc.) Examples: Conditional Use Permits (CUPs)Development PermitGeneral Plan / General Plan AmendmentsLot Line AdjustmentRezonesSign PermitsSpecific PlanTentative Subdivision Maps / Parcels MapsUse PermitsVariance Zoning Clearance Zoning Ordinance / Updates P YesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090, 34090.7CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 8093 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-11 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning & Develop. Services / PlanningPDS-054 Planning Project Files - Cancelled / Expired / WithdrawnMinimum Cancellation, Expiration or withdrawal + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (project was not pursued by applicant); GC §34090Planning & Develop. Services / PlanningPDS-055 Development Review Committee (Employees)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / PlanningPDS-056Advanced Planning / Long Range Planning / Project Implementation (Final Documents only)PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / PlanningPDS-057Annexations / Boundaries / Consolidations / LAFCOPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Census Bureau PDS-058 Census, DemographicsWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & OD(Non-Records - Census Bureau is OFR)Planning & Develop. Services / PlanningPDS-059Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA - Where Planning is the LeadCorrespondence / staff notes that provide compliance with respect to the projectProject Approval or Denial + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODNot all internal communications and notes are required to be saved; "E-mails that do not provide insight into the are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County(2020) 53 Cal.App.5th 733; PRC21167,6; GC §34090CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 8194 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-12 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning & Develop. Services / PlanningPDS-060Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Notice of Exemption (NOE), etc.) / CEQAInside City boundaries - Where Planning is the LeadPMag, Mfr, OD, PprS / IYes: After QC & ODUsually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090Planning & Develop. Services / PlanningPDS-061General Plan Advisory Committee - AGENDAS / STAFF REPORTSPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Planning & Develop. Services / PlanningPDS-062 General Plan Advisory Committee - MINUTESPMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090(e)Planning & Develop. Services / PlanningPDS-063General Plan Advisory Committee - Recordings - AUDIO RECORDINGS of Meetings / Audio TapesMinimum 4 yearsMagDepartment preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7Planning & Develop. Services / PlanningPDS-064General Plan Advisory Committee - Recordings - VIDEO RECORDINGS of Meetings / Video TapesMinimum 4 yearsMagDepartment preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7Planning & Develop. Services / PlanningPDS-065General Plan, Elements / Amendments / Master Plans, Specific Plans, Land Use Plans / Amendments; General Plan InterpretationsPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / PlanningPDS-066 Historical Designations / Historical Landmarks PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 8295 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-13 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning & Develop. Services / PlanningPDS-067 Materials BoardsWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts not retained in the ordinary course of business; GC §34090Planning & Develop. Services / PlanningPDS-068Planning Commission - AGENDAS / STAFF REPORTSPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Planning & Develop. Services / PlanningPDS-069 Planning Commission - MINUTESPMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090(e)Planning & Develop. Services / PlanningPDS-070Planning Commission - Recordings - AUDIO RECORDINGS of Meetings / Audio TapesMinimum 4 yearsMagDepartment preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7Planning & Develop. Services / PlanningPDS-071Planning Commission - Recordings - VIDEO RECORDINGS of Meetings / Video TapesMinimum 4 yearsMagDepartment preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7Planning & Develop. Services / PlanningPDS-072Temporary Use Permits issued by Planning (Approved / Unapproved)Expiration + 2 yearsYes: During EventMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / PlanningPDS-073 Zoning Administrator - AGENDASPMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 8396 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: PLANNING DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning)Page PDS-14 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning & Develop. Services / PlanningPDS-074Zoning Administrator - FINAL APPROVAL LETTERS (Signed by Applicant that they Accept the Conditions)PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Planning & Develop. Services / PlanningPDS-075Zoning Clearance Forms / Zoning Verification LettersP Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / PlanningPDS-076 Zoning Maps (Historically Significant) P Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Planning & Develop. Services / PlanningPDS-077 Zoning Ordinance Amendments / Zone Changes P YesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (copies); GC §34090.7CLOVIS CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 8497 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-1
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).POLICE / ADMINISTRATION / OFFICE OF THE CHIEF OF POLICEPolice / Admin. / ChiefPD-001Background Files - Successful Employee Applicants / Volunteers (Employees, including Chaplains or Reserves)Separation + 4 yearsYes: Until SeparationMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; State Law & POST requires 4 years; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; ; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946, 12960, 34090; 29 USC 1113Police / Admin. / ChiefPD-002Background Files - Unsuccessful Employee Applicants / Volunteers (Employees, including Chaplains or Reserves)4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODState Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946,12960, 34090Police / Admin. / ChiefPD-003CCW Applications / Renewals (Carry Concealed Weapon Applications / Permits) - UNSUCCESSFUL / DENIED2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC § 34090 et seq.Police / Admin. / ChiefPD-004CCW Applications / Renewals (Carry Concealed Weapon Applications / Permits) - SUCCESSFUL / APPROVEDExpiration + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC § 34090 et seq.Police / Admin. / ChiefPD-005Complaints against Peace Officers - Internal Affairs Investigations WITH Sustained Finding of Misconduct Final Disposition + 15 yearsMag, Mfr, OD, PprS / IYes: After QC & ODPC §§832.5(b), 832.7; GC§ 34090CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 98 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-2
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Admin. / ChiefPD-006Complaints against Peace Officers - Internal Affairs Investigations WITHOUT Sustained Finding of MisconductFinal Disposition + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODConsistent with Lexipol Policy; State requires for at least 5 years for complaints by members of the public; other State & Federal laws require retention until final disposition of formal complaint; State requires 4 years after action is taken; Statute of Limitations is 4 years for misconduct after the discovery of the offense for misconduct in office; EVC §1045, GC §§12946,12960, 34090, PC §§801.5, 803(c), 832.5, 832.7, VC §2547Police / Admin. / ChiefPD-007Emergency Operations Plan (includes Office of Emergency Management / Homeland Security) When SupersededYes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / Admin. / ChiefPD-008Oaths of Office / Disaster Service Worker Oaths - Peace OfficersSeparation + 4 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, GC §§36507, 26202; PC §§801.5, 803(c); 29 USC 1113Police / Admin. / ChiefPD-009 Overtime / PowerTime (Police Only)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODThe final record is retained in Payroll; GC §34090 et seq.Police / Admin. / ChiefPD-010Policies / Procedures / Lexipol / Operation Directives / General Orders (Department Policies / Procedures) Superseded + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC § 34090 et seq.Police / Admin. / ChiefPD-011 Press Releases - Police Only 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / Admin. / ChiefPD-012Reports / Studies - Historical (e.g. Department Annual Reports)PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC § 34090 et seq.CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 99 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-3
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Admin. / ChiefPD-013Reports to State / Federal Agencies: Report to POST Commission of peace officer employment, compliant, finding, disposition, / judgement pursuant to §PC 13510.9, etc.Report of data regarding the number, type, / disposition of complaints made against its officers2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.Police / Admin. / ChiefPD-014Reviews: Accident Review Board (employees) / On-Duty Traffic Accidents, Use of Force, Vehicle Pursuits - Not as a result of a complaint from a member of the public2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §§12946, 12960, 34090POLICE / ANIMAL SERVICESPolice / Animal Services PD-015 Animal Services Databases (Shelter Buddy)Indefinite - Minimum 3 yearsYes Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference - used for locating animals; 3 years is required; FA §32003(e), PC §597.1(d); GC §34090 etseq.Police / Animal Services PD-016 Administrative Hearing Minutes / Decisions 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Police / Animal Services PD-017Animal Services Cases (Bite Reports, Cruelty, etc.)Minimum 3 yearsMag, Mfr, OD, PprS / IYes: After QC & OD3 years is required; FA §32003(e), PC §597.1(d); GC §34090 et seq.Police / Animal Services PD-018 Animal Trap Agreements 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.Police / Animal Services PD-019 Citations / Notice of Violations - Animals Resolution + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; may contain felony charges (DA determines); GC §34090 et seq.Police / Animal Services PD-020Citizens Service Logs (Lost and Found Animals published to assist the public to locate a missing animal)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODTransitory records not retained in the ordinary course of business; GC §34090 et seq.Police / Animal Services PD-021 Controlled Substance Inventory / RecordsDate of Inventory + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODRequired for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 100 AGENDA ITEM NO. 2.
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Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Animal Services PD-022 Daily Activity Reports 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Police / Animal Services PD-023 Impound Records / Transportation Records 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCovers various statute of limitations; 3 years is required; 1 year is required for the transportation of dead animals; FA §32003(e), PC §597.1(d); CCP §337 et.seq., 3 CCR 1180.15; GC §34090Police / Animal Services PD-024 Public Nuisance Cases (barking dogs, etc.)Minimum 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.Police / Animal Services PD-025Record of All Efforts to Contact Owner 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODFA §§31108.3 and 31752.1; GC §34090 et seq.Police / Animal Services PD-026 Return to Owner Records 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.Police / Animal Services PD-027 Veterinary Drugs / Prescriptions 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODPrescriptions are required for 3 years; drug inventories are required for 2 years after inventory or transaction; Suppliers of Hemodialysis drugs & devices are required to keep their records 3 years; 16 CCR 1790; 21 CFR §1304.04, 1310.04; B&P 4199(b)Police / Animal Services PD-028Treatment Records (Vaccination records, medical treatments, etc.)3 yearsMag, Mfr, OD, PprS / IYes: After QC & OD3 years is required; FA §32003(e), PC §597.1(d); GC §34090POLICE / CODE ENFORCEMENTLead Dept. PD-029Permit Database Indefinite (Permanent)Yes Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference - Data is interrelated and contains Building Permits and other Permanent Records; GC §34090, H&S §19850CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 101 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-5
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Code EnforcementPD-030Code Enforcement / Abatement Case Files (Includes Citations, Notice of Violations, Photos, / Code Enforcement Complaint Letters) Send any Liens to the City ClerkIf Prosecuted, place records on HoldMinimum 2 yearsYes: Until ResolutionMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090 Police / Code EnforcementPD-031Hearing Officer Determinations / Appeals of Code Enforcement Actions - Includes Audio RecordingsDisposition + 2 yearsMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090 Police / Code EnforcementPD-032Notice of Violations ./ Code Enforcement Citations / Administrative Citations / Reminder NoticesMinimum 2 yearsMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090 POLICE / COMMUNICATIONS / CAD / DISPATCHPolice / Operations / Communi-cationsPD-033Recordings: Audio Recordings - (CAD/RMS) Recordings of Telephone / Radio Communications Dispatch Tapes (CAD) / 911 Recordings366 days Yes MagDepartment preference; as of 2025, 911 recordings for domestic violence and other specified crimes - if any - are required to be provided to a victim or representative for 5 years - upon request. Commission on State Mandates has not determined if this requirement is an unfunded state mandate; legally mandated for 100 days; (civil suits may be filed up to 365 days); GC §§34090, 34090.6; FC §6228POLICE / INVESTIGATIONS State of California / ABCPD-034Alcoholic Beverage Control Licenses / Permits / ABC Permit ApplicationsWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODNot a City recordCLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 102 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-6
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / InvestigationsPD-035 Criminal Intelligence Files Last Entry + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODFiles contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity and the information is relevant to that criminal conduct or activity. Misleading, obsolete or unreliable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090Police / InvestigationsPD-036 Informant Files Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODInformant information; Does not contain criminal intelligence information concerning individuals; Department preference; GC §34090Police / InvestigationsPD-037Pawn Slips / Secondhand Dealer Transaction Records2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / InvestigationsPD-038 Registrants: Arson Registrations: AdultsP, or Death of RegistrantMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Pursuant to PC §457.1 et seq.; required to register forlife; If released from DOJJ, records aredestroyed after age 25 or sealingpursuant to W&I §781; GC §34090.7Police / InvestigationsPD-039Registrants: Arson Registrations: Juveniles released from Division of Juvenile JusticeAge 25 or Sealing Date + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODPursuant to PC §457.1 et seq.; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7Police / InvestigationsPD-040Registrants: Gang Adults Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (registration pursuant to PC 186.30(a)); GC §34090Police / InvestigationsPD-041Registrants: Gang Adults- Shared Gang Databases / CalGang / Written Attestations5 years After Last ResetMag, Mfr, OD, PprS / IYes: After QC & OD11 CCR 773.8; 11 CCR 774.7; GC §34090CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 103 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-7
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / InvestigationsPD-042Registrants: Gang Juveniles3 years, or Sealing Date + 5 years, orCourt OrderMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (registration pursuant to PC 186.30(a)); Records are destroyed pursuant to W&I §781;GC §34090Police / InvestigationsPD-043Registrants: Gang Juveniles - Shared Gang Databases / CalGang / Written Attestations3 years After Last ResetMag, Mfr, OD, PprS / IYes: After QC & OD11 CCR 774; 11 CCR 774.7; GC §34090Police / InvestigationsPD-044 Registrants: Narcotics 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / InvestigationsPD-045Registrants: Sex Offender Registrations: AdultsP, or Death of RegistrantMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.Police / InvestigationsPD-046Registrants: Sex Offender Registrations: Juveniles P or Sealing Date + 5 years (or Court Order), or Death of RegistrantMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.POLICE / NEIGHBORHOOD SERVICESPolice / Neighborhood ServicesPD-048Licenses and Permits required by the Municipal Code (Bingo, Massage, etc.)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.Police / Neighborhood ServicesPD-049Neighborhood Services Programs / Youth Diversion ProgramsMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.POLICE / OPERATIONS (Patrol, SWAT, Traffic, etc.)Police / Operations PD-050Canine (Police Service Dogs) Program Files: Service Animal FilesSeparation + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Police / Operations PD-051 Ops Plans (Fourth of July, etc.)Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 104 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-8
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Operations PD-052 PAS Device Calibration Logs 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.Police / Operations PD-053 Patrol SchedulesWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts (the timecard / timesheet is the final); GC §34090 et seq.Police / Operations PD-054 Speedometer Calibration Logs 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.Police / Operations PD-055 Traffic Control: Radar Calibration RecordsLife of the EquipmentMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et seq.Police / Operations PD-056 Traffic Control: Radar Trailer Surveys, etc.Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.POLICE / PROPERTY AND EVIDENCEPolice / Property & EvidencePD-072 Property / Evidence DatabaseIndefinite - Follows the Retention of the EvidenceYesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (data is interrelated); GC §34090Police / Property & EvidencePD-074Gun / Narcotics Destruction Log (Documents related to)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / Property & EvidencePD-075Property / Evidence Logs / Destruction Authorizations2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090Police / Property & EvidencePD-076Recordings: Video Recordings - Evidence Room 1 year Mag GC §34090.6 et seq,Police / Property & EvidencePD-078Safekeeping: Lost / Found Property (Documents related to)2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090POLICE / RECORDSCLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 105 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-9
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / RecordsPD-079 RMS Database (Tyler)Indefinite - Follows the Retention of the Crime ReportYesMag, Mfr, OD, PprS / IYes: After QC & ODData Fields / Records are interrelated; GC §34090Police / RecordsPD-080Citations / Notice of Violations / Citation Database (Parking, Traffic, Marijuana / Cannabis), Animal, Code Enforcement, Administrative Citations (Includes requests for dismissals, cancellations, / appeals.Disposition + 2 yearsMag, Mfr, OD, PprS/M/I Yes: After QC & ODGC §34090 et seq.Police / RecordsPD-081 Crime Report PhotosFollows the Retention of the EvidenceMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Police / RecordsPD-082CRIME REPORTS / SEALED RECORDS:Sealed Juvenile Cases - Childhood Sexual Assault After January 1, 2024P YesMag, Mfr, OD, PprS/M/I Yes: After QC & ODDepartment preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090Police / RecordsPD-083CRIME REPORTS / SEALED RECORDS:Sealed Juvenile Cases - Childhood Sexual Assault Before January 1, 2024Age of Majority + 22 yearsYesMag, Mfr, OD, PprS/M/I Yes: After QC & ODDepartment preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090Police / RecordsPD-084CRIME REPORTS / SEALED RECORDS:Sealed Juvenile CasesExcept Sealed Childhood Sexual AssaultPer Court Order (Subject 26 years old / Sealing Date + 5 years)YesMag, Mfr, OD, PprS/M/I Yes: After QC & ODW&I §§389(a), 781(d), GC §34090; Police / RecordsPD-085CRIME REPORTS: Lost / Stolen Firearms entered into CLETS (if not Permanent Retention)Until Found or RecoveredYesMag, Mfr, OD, PprS/M/I Yes: After QC & ODDepartment preference to facilitate Three Strikes law and ease of document imaging administration; PC§ 11108.2(b); GC §34090CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 106 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-10
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / RecordsPD-086CRIME REPORTS: ALL Capital Crimes, Homicide, Child Abuse (substantiated), Elder Abuse (substantiated), / Sexual Assault (Rape), Arson (Suspected / Undetermined)P YesMag, Mfr, OD, PprS/M/I Yes: After QC & ODDepartment preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; Most have no limitations on commencement of action; PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, and 799; 803(h), 11169 et seq.; 11170(a); WIC 707(b)Police / RecordsPD-087CRIME REPORTS: Child Abuse / Neglect Investigation Reports - Unsubstantiated / InconclusiveNo Further Report on Suspected Abuser + 10 yearsMag, Mfr, OD, PprS/M/I Yes: After QC & ODPC §§11169(c),11170(a)(3)Police / RecordsPD-088CRIME REPORTS: Except those specifically mentioned in the schedule (ALL Others, Including Felonies / Misdemeanors)Minimum 10 yearsYesMag, Mfr, OD, PprS/M/I Yes: After QC & ODDepartment preference; Provided there are no outstanding warrants, unrecovered identifiable items, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq.Police / RecordsPD-089CRIME REPORTS: Misdemeanor / Infraction - Adult Marijuana / Cannabis - HS §11357(b)(c)(d)(e) / HS §11360(b) (withprocedure in HS §11361.5) - Except thosewith outstanding stolen property, includingfirearms, / lost firearmsConviction or Arrest (If No Conviction) + 2 yearsYes: Before DispositionMag, Mfr, OD, PprS/M/I Yes: After QC & OD("Shall" Destroy); GC §§68152(c)(8); H&S §11361.5CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 107 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-11
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / RecordsPD-090CRIME REPORTS: Misdemeanor / Infraction - Juvenile Marijuana / Cannabis - HS §11357(E) - Except those with outstanding stolen property, including firearms, / lost firearms2 years or Juvenile 18 years oldYes: Before DispositionMag, Mfr, OD, PprS/M/I Yes: After QC & ODIf no subsequent conviction ("Shall" Destroy); H&S §11361.5Police / RecordsPD-091CRIME REPORTS: Misdemeanor / Infraction Marijuana / Cannabis §11357(de) - Juvenile on School Grounds during School Hours (with procedure in HS §11361.5)Offender is 18 Years OldYes: Before DispositionMag, Mfr, OD, PprS/M/I Yes: After QC & OD(Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(e)Police / RecordsPD-092CRIME REPORTS: Missing PersonsPYes: Before DispositionMag, Mfr, OD, PprS/M/I Yes: After QC & ODDepartment preference; GC §34090Police / RecordsPD-093CRIME REPORTS: Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, / lost firearmsDate of Arrest + 3 yearsYes: Before DispositionMag, Mfr, OD, PprS/M/I Yes: After QC & ODIndividual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a)Police / RecordsPD-094CRIME REPORTS:Vacatur Relief Granted by Court - Victim of Human Trafficking, / Victim of Intimate Partner Violence / Sexual Violence (Nonviolent Crimes)Court Order + 1 yearMag, Mfr, OD, PprS/M/IYes: After QC & ODIndividual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k)CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 108 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-12
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
State of California / Department of JusticePD-095Crime Statistics / National Incident-Based Reporting System (NIBRS) / Uniform Crime Reports (UCR) - Summaries (BCS)When No Longer RequiredMag, Mfr, OD, PprS/M/IYes: After QC & ODState record) State of California / Department of JusticePD-096 Department of Justice Validation ListsWhen No Longer RequiredMag, Mfr, OD, PprS/M/IYes: After QC & ODState record) Police / RecordsPD-097 Local Criminal History ChecksWhen No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODThese are copies / printouts from the RMS database; GC §34090 et seq.Police / RecordsPD-098Recordings: Automated License Plate Readers (ALPR)10 years MagDoes not record regular and ongoing operations; GC §34090.6 et seq, CC §1798.90.53(b)(2)(G);Police / RecordsPD-099Recordings: Body-Worn CamerasLOGS of Access / Deletion of DataP Mag,PC§ 832.18(b)(5)(E); GC §34090.6 et seq.Police / RecordsPD-100Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention / Arrest / ComplaintsFollows retention for Evidence, Minimum 2 yearsMag,PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.Police / RecordsPD-101Recordings: Body-Worn Cameras - that are NOT evidence1 year Mag,Department preference (law recommends 60 days); PC§ 832.18(b)(5)(A); GC §34090.6 et seq.Police / RecordsPD-102Recordings: Drone (Unmanned Aerial Vehicle)When No Longer RequiredMagDoes not record regular and ongoing operations; GC §34090.6 et seq,Police / RecordsPD-103Recordings: Video Recordings - Public Areas / Public Activity When No Longer RequiredMagDoes not record regular and ongoing operations; GC §34090.6 et seq,Police / RecordsPD-104Recordings: Video Recordings - Temporary Holding Cell (Juveniles / Adults)1 year MagRecords regular and ongoing operations; GC §34090.6 et seq,CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 109 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-13
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Court or District AttorneyPD-105Restraining Orders, Emergency Protective Orders, Temporary Restraining Orders, Legal Stipulations, Orders After Hearing (When Not filed with the case file)Expiration of the OrderMag, Mfr, OD, PprS/M/IYes: After QC & ODNot a City recordPolice / RecordsPD-106 Ride-A-Long Waiver Form 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090 et seq.Police / RecordsPD-107STOP Source Data, Audit Log / Racial / Identity Profiling Act (RIPA) Annual Report3 yearsMag, Mfr, OD, PprS/M/IYes: After QC & OD11 CCR 999.228; 11 CCR 999.229; GC §§12525.5, 34090Court or District AttorneyPD-108Subpoenas - Civil, Criminal / Subpoenas Duces Tecum2 yearsMag, Mfr, OD, PprS/I Yes: After QC & ODDepartment preference; Court or District Attorney records; GC §34090 et seq.POLICE / TRAININGLead Dept. PD-109Training Database (Vector Solutions / Target Solutions)Indefinite - Minimum Separation + 5 yearsMagData is interrelated; GC §34090 et seq.; LC §§1198.5Police / Training PD-110Training - Department Training Records - EMPLOYEE FILETraining Certificates / Training RecordsSeparation + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Rosters are sent to POST; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 , LC §6429(c); GC §§12946,12960, 34090, 53235.2(b); LC§§1198.5CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 110 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: POLICEPage PD-14
Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Training PD-111Training - Presented by City Staff - Department Training Records - COURSE RECORDS (Attendance Rosters, Sign-in Sheets, Outlines / Materials; includes Ethics, Harassment, Workplace Violence, Safety Training, Tailgates) Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODRosters are sent to POST; OSHA requires safety, Ethics, Harassment & Workplace Violence training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 , LC §6429(c); GC §§12946,12960, 34090, 53235.2(b), 53237.2(b); LC §6401.9(f)Police / Training PD-112Weapons Inventory: Department-owned weapons, personal weapons, alternate weapons, secondary handguns, etc.PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 CLOVIS, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 111 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-1 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).UTILITIES / ALL DIVISIONSDivision Providing Service / WorkUT-001 Work Orders / Service Requests / Service Orders - CRM DATABASE / CMMS DATABASE (Computerized Maintenance Management System)Indefinite - Minimum 5 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODData is interrelated; Databases where sewer records may be stored are required for 5 years; SWRCB Order 2022-0103-DWQ; CCP §§338 et seq., 340 et seq., 342, GC §34090Division Providing Service / WorkUT-002 Work Orders / Service Requests / Service Orders - All Information Entered in CRM / CMMS Database(Paper drafts)When No Longer RequiredMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary drafts (the database is the original); GC §34090Division Providing Service / WorkUT-003 Work Orders / Service Requests / Service Orders - NOT entered in CRM / CMMS Database (/ partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODMay contain sewer records, which are required for 5 years; SWRCB Order 2022-0103-DWQ; CCP §§338 et seq., 340 et seq., 342, GC §34090Utilities / Lead Div.UT-004Aboveground Storage Tanks (Agency Owned) Spill Prevention Control / Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs Life of the TankMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; EPA FAQs recommend Life of the Tank; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090Utilities / Lead Div.UT-005APCD Permits (Air Pollution Control Districts) - for Generators Issue Date + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & OD40 CFR 70.6; GC §34090Utilities / Lead Div.UT-006Confined Space Entries / Hot Work Permits / Lockout-Blockouts / Lockout-Tagouts / Energy Control Procedures (ECP) / Air Monitoring Calibrations3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Cal/OSHA requests 3 years of documents of Lockout-Blockouts / Lockout-Tagouts during audits; 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 99112 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-2 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / Lead Div.UT-007 Correspondence - Regulatory Agencies Minimum 5 yearsYes: While Active IssuesMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §34090Utilities / Lead Div.UT-008 Generator Operation Logs / Inspections 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODinstructions; GC §34090Utilities / Lead Div.UT-009 Inventory Stock (Equipment and Materials)Superseded + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODPreliminary Drafts; GC §34090Utilities / Lead Div.UT-010Operations / Maintenance Manuals / O and M Manuals Life of Facility or EquipmentMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (some equipment is from the 1950's, and the O&M Manual isn't helpful); GC §34090 Utilities / Lead Div.UT-011Pressure Vessel Certifications / Permits (Air Compressors, Propane, etc.)Expiration of Certificate or Permit Mag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 et. seq.Utilities / Lead Div.UT-012Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (/ records of the chemical / substance / agent, where / when it was used)30 yearsMag, Mfr, OD, PprS / IYes - After QC & ODPrevious MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 100113 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-3 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / Lead Div.UT-013 Underground Service Alerts (USA's) / Dig AlertsMinimum 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; entered into DigAlert Software the Excavator, Operator and the Regional Notification Center has the obligation to retain the notice for 3 years; GC §§4216.2(f); GC §34090Utilities / Lead Div.UT-014Underground Storage Tank (City Owned) UST Monitoring, Inspections / Maintenance, Release Detection Systems, Cathodic Protection Maintenance Records7 yearsMag, Mfr, OD, PprS / IYes: After QC & ODMonitoring and Maintenance records are required on site for 3 years, 6 ½ years for cathodic protection maintenance, 5 years for calibration & maintenance of release detection systems; 23 CCR 2712(b); H&S §25284.4(i)Utilities / Lead Div.UT-015Underground Storage Tanks - USTs (City Owned)Repairs, Lining, Locations, UpgradesPMag, Mfr, OD, PprS / IYes: After QC & OD23 CCR 2712(b), H&S §25284.4(i)UTILITIES / ADMINISTRATION and LMD (LANDSCAPE and MAINTENANCE DISTRICTUtilities / Admin. UT-016 Cost of Service StudiesMinimum 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; meets municipal government auditing standards; GC §34090Utilities / Admin. UT-017Landscape Maintenance District Assessment Increases: Notices, Ballots, etc.5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §53753(e)(2) Utilities / Admin. UT-018Landscape Maintenance District Billing / Assessment District Billing / Assessors Rolls (to County Tax Assessor to place on Property Taxes)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; meets municipal government auditing standards; GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 101114 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-4 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / Admin. UT-019Prop. 218 (Property Based Fee Increases) - Notices / Mailing lists(City Clerk maintains protest letters / tabulations) 2 years Mag, Mfr, OD, PprS / IYes: After QC & ODGC §53753(e)(2) Utilities / Admin. UT-020 Temporary Meter Rentals / Construction MetersCompletion + yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090UTILITIES / TECHNICAL (Engineers)Utilities / TechnicalUT-021Assessment District Creation / Landscape Maintenance District Boundaries and Zones (Maps, Engineer's Report, Diagrams, Spreadsheets, Improvement Plans)PYes: Until CompletedMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Lead Dept. (Managing the Project)UT-022Capital Improvement Projects (CIP): MAINTENANCE-ONLY PROJECTS - No Change in InfrastructureAll Final Records (Plans, RFP / Specifications / Addenda, Successful Proposal, Change Orders, Notice of Completion, Photos, etc.)Completion + 5 years or After Funding Agency Audit, if required, whichever is longerYes: Until CompletedMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference - meets municipal government auditing standards; Statute of Limitations for Errors & Omissions not applicable; Some grant funding agencies require audits; Statute of Limitations: Contracts & Spec's=4 years, CCP §337 et. seq., GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 102115 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-5 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. (Managing the Project)UT-023Capital Improvement Projects (CIP): Administration File / Construction ManagementProject Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs, Correspondence, Costs, Estimates, Daily Inspections, Permits for Construction, Preliminary Notices, Project Schedules, Public Relations, Meeting Agendas / Minutes, Monthly Reports, Notices, Real Estate Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, etc.Completion + 10 years or After Funding Agency Audit, if required, whichever is longerYes: Until CompletedMag, Mfr, OD, PprS / IYes: After QC & ODSome grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090Lead Dept. (Managing the Project)UT-024Capital Improvement Projects (CIP): Drawings, Record Drawings, Large-Format Drawings, Survey Record Maps, Capital Improvement Project "As-Built"P Yes (all)Mag, Mfr, OD, PprS / IYes: After QC & ODDrafts should be destroyed; GC §34090Lead Dept. (Managing the Project)UT-025Capital Improvement Projects (CIP): Permanent File Plans, RFP / Specifications / Addenda, Successful Proposal, Change Orders, EIRs, Negative Declarations, Categorical Exemptions, Materials Testing Reports, Grading Permits, Hazardous Materials, Notice of Completion, Photos, Record Drawings, Shop Drawings, Soils Reports, Studies, Submittals, Surveys, etc.PYes: Until CompletedMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090Lead Dept. (Managing the Project)UT-026Capital Improvement Projects (CIP): Design / Construction Standards - Authored by the City for Construction of City Infrastructure (CIP / Land Development)PMag, Mfr, OD, PprS/IYes: After QC & ODDepartment preference; GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 103116 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-6 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
UTILITIES / FLEET SERVICESUtilities / Fleet ServicesUT-027Fleet - Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODGC §34090; 13 CCR 1234(c) Utilities / Fleet ServicesUT-028 Fleet - Tire Disposal / Waste Manifests 3 yearsMag, Mfr, OD, PprS / IYes: After QC & OD14 CCR 18459.3; GC §34090Utilities / Fleet ServicesUT-029 Fleet - Used Oil Disposal Manifests 3 yearsMag, Mfr, OD, PprS / IYes: After QC & OD22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.Utilities / Fleet ServicesUT-030Fleet - Vehicle / Equipment History FilesMaintenance, Brakes, Smog Certificates, etc.Disposal of Vehicle or Equipment + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3; CCP §337 et. seq., 3 CCR 1234(f); GC §34090Utilities / Fleet ServicesUT-031 Inspections / Audits by the CHP (Fleet) 5 yearsMag, Mfr, OD, PprS/IYes: After QC & ODConsistent with CHP requirements; OSHA requires 1 year; 8 Ca. Code Reg. § 3203(b)(1); GC § 34090UTILITIES / PARKS and LANDSCAPE MAINTENANCEUtilities / MaintenanceUT-032 Herbicide / Pesticide Application Forms 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (agricultural pesticide records are required for 2 years); GC §34090; GC §34090; 3 CCR 6623, 40 CFR 110.3(d) Utilities / MaintenanceUT-033Weed Abatement Work Sheets / Pesticide Applications2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference (agricultural pesticide records are required for 2 years); GC §34090; GC §34090; 3 CCR 6623, 40 CFR 110.3(d) UTILITIES / SOLID WASTE COLLECTIONS AND LANDFILL DISPOSALCLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 104117 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-7 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / Solid Waste Collections & Landfill DisposalUT-034 Landfill Scales / Cashiering / Weight Measurement Software / DatabaseIndefinite - Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Utilities / Solid Waste Collections & Landfill DisposalUT-035Landfill APCD Permits (Air Pollution Control District Permits) - for Landfill Operations Only - Methane, Gas Flares,, etc.PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; 40 CFR 70.6; GC §34090Utilities / Solid Waste Collections & Landfill DisposalUT-036Landfill Notice of Non-Applicability - Regional Water Quality Control Board (RWQCB) Exemption for Gas FlarePMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Utilities / Solid Waste Collections & Landfill DisposalUT-037 Landfill Tonnage Reports PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Utilities / Solid Waste Collections & Landfill DisposalUT-038Permits - Solid Waste / Landfill Regulatory / Operating Permits: Examples (CalARP, Cal OSHA, CERS, CUPA, NPDES, SWRCB, etc.)PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq.Utilities / Solid Waste Collections & Landfill DisposalUT-039Reports - Solid Waste / Landfill Regulatory / Operating Reports: Examples (CalARP, Cal OSHA, CERS, CUPA, NPDES, SWRCB, etc.)PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq.CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 105118 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-8 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / Solid Waste Collections & Landfill DisposalUT-040Solid Waste Recycling / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection / Recycling) . CalRecycle Annual Waste Diversion Report / Form 303 report (HHW report) Household Hazardous Waste Reports / CalREcycle Used Oil report / CalREcycle Bottles / Cans report / Construction Waste Management Forms, State Waste Reduction Reports, Monthly Reports, Quarterly Reports, etc.10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; required for 5 years; Low-Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR 18812.4, 14 CCR § 18995.2; H&S §39730.7; GC §34090UTILITIES / STORMWATERUtilities / StormwaterUT-041 Chain of Custody / Lab Reports, Stormwater 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODCode of Federal Regulations requires 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.Utilities / StormwaterUT-042Permits: Stormwater / NPDES Permits / MS-4 PermitsSuperseded + 5 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Code of Federal Regulations requires 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 etseq.Utilities / StormwaterUT-043Stormwater: Inspections, Industrial Notices / Code Enforcement / Violations / Spill ResponseResolution + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Code of Federal Regulations requires 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 etseq.UTILITIES / STREET LIGHTINGUtilities / Street LightingUT-044 Street Light Pole Maintenance History 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Utilities / Street LightingUT-045Street Light Technology Upgrades (LED, Smart Controllers, etc.)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090UTILITIES / STREETS MAINTENANCECLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 106119 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-9 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / Streets Maint.UT-046 Fire Hydrant Maintenance / Valve Exercises 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Utilities / Streets Maint.UT-047Sidewalks / Trees: Letters to Residents to repair private sidewalks, trim private trees, etc.Minimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Utilities / MaintenanceUT-048Sidewalks / Trees: Correspondence (Notice) to Property Owner to repair privately-owned sidewalks / maintain privately-owned treesMinimum 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Utilities / Streets Maint.UT-049Storm Drain System Maintenance (Slip Lining, etc.)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Utilities / Streets Maint.UT-050Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs / Forms)5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090UTILITIES / SEWER COLLECTIONSUtilities / Sewer CollectionsUT-051CCTV Videos of Sewer Lines (If a recording is made)Minimum 2 yearsMag Department preference; GC §34090Utilities / Sewer CollectionsUT-052Correspondence - Regulatory Agencies (Sewer Collections Minimum 10 yearsYes: While Active IssuesMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §34090Utilities / Sewer CollectionsUT-053FOG (Fats, Oil / Grease) Inspections / Pretreatment Inspections Annual / Quarterly Reports 3 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; 40 CFR 403.12Utilities / Sewer CollectionsUT-054 Reports - Sewer Collections Minimum 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; SSOs are Required for a minimum of 5 years; SWRCB Order 2002-0103-DWQ & 2006-03; 40 CFR 122.41(j)(2); GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 107120 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-10 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / Sewer CollectionsUT-055 Sanitary Spills / Overflows (SSOs) 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODRequired for a minimum of 5 years; SWRCB Order 2022-0103-DWQ; 40 CFR 122.41(j)(2); GC §34090Utilities / Sewer CollectionsUT-056 Sanitary Survey of Sewer System 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Utilities / Sewer CollectionsUT-057Sewer Collection System Operator Certification Posting Requirement)When SupersededMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Utilities / Sewer CollectionsUT-058Sewer Odor Complaints / Gas Detection Results / Investigations5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Utilities / Sewer CollectionsUT-059Sewer System Management Plans (SSMP) / Audits / Sanitary Spills Overflow Prevention Plan (SSOPP) / Sanitary Sewer Overflow Response PlanSuperseded + 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; SSMPs are required to be retained 5 years and updated every 6 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2022-0103-DWQ; GC §34090UTILITIES / WASTEWATER TREATMENT PLANT (WWTP)Utilities / WWTP UT-060 SCADA Database (Wastewater)Indefinite - Minimum 5 yearsYesMag, Mfr, OD, PprS / IYes - After QC & ODData is interrelated; Databases where sewer records may be stored are required for 5 years; SWRCB Order 2022-0103-DWQ; GC §34090; 12168.7Utilities / WWTP UT-061Biosolids / Sewage Sludge Handling Logs / Weigh Tickets (for removal)5 yearsMag, Mfr, OD, PprS / IYes - After QC & ODCode of Federal Regulations requires 5 years; 40 CFR 503.17; 40 CFR 122.41(j)(2); GC §34090 Utilities / WWTP UT-062Laboratory Reports / Chains of Custody: Wastewater, WWTP, Biosolids, Groundwater MonitoringMinimum 5 yearsMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; GC §34090 CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 108121 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-11 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / WWTP UT-063Permits - Wastewater Regulatory / Operating Permits: Examples (CERS, CUPA, EPA, NPDES, RWQCB, SWRCB, etc.) Minimum Expiration +10 yearsMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq.Utilities / WWTP UT-064Reports - Wastewater Reports to Regulatory Agencies: Examples (CERS, , NPDES, RWQCB, SWRCB, etc.) Minimum 10 yearsMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq.Utilities / WWTP UT-065Wastewater Treatment Plant Operators Certificates (posting required)When SupersededMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; GC §34090Utilities / WWTP UT-066Wastewater Treatment Plant Safety Training Certificates (posting required)Separation + 5 yearsMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 21960, 34090; LC §1198.5Utilities / WWTP UT-067 WWTP Operator Log Books / Daily Log 5 yearsMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; Meets Department of Public Heath requirements; GC §34090 UTILITIES / WATER DISTRIBUTIONUtilities / Water DistributionUT-068Backflow Test Results / Backflow Assembly Test Reports5 yearsMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; GC §34090Utilities / Water DistributionUT-069Fire Hydrant Valve Maintenance Records / Work OrdersIndefinite - Minimum 5 yearsMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; GC §34090Utilities / Water DistributionUT-070 Water Loss Audits / Leak Work OrdersMinimum 2 yearsMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; GC §34090 UTILITIES / WATER PRODUCTION (POTABLE WATER) CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 109122 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-12 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / Water ProductionUT-071 SCADA Database (Water)Indefinite - Minimum 5 yearsYesMag, Mfr, OD, PprS / IYes: After QC & ODData is interrelated; Databases where sewer records may be stored are required for 5 years; SWRCB Order 2022-0103-DWQ; GC §34090; 12168.7Utilities / Water ProductionUT-072Blending / Disinfection Facility Operator. Operator Log Books (Water Production)5 yearsMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; Meets Department of Public Heath requirements; GC §34090 Utilities / Water ProductionUT-073Customer Concerns / Customer Complaints / Complaint Forms: Odor / Taste / Visual Complaints (Correspondence regarding Potable Water)5 yearsMag, Mfr, OD, PprS / IYes: After QC & OD5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470(a)Utilities / Water ProductionUT-074Lab Reports / Chains of Custody: Potable Water Bacteriological / OrganicsMinimum 12 yearsMag, Mfr, OD, PprS / IYes - After QC & OD Department preference (5 years is required); 40 CFR 141.33(a) and (b)(1); 22 CCR §64470Utilities / Water ProductionUT-075Lab Reports / Chains of Custody: Potable Water Chemical (Includes Chlorine Residuals)Minimum 12 yearsMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; (10 years is required); 40 CFR 141.33(a); 22 CCR §64692Utilities / Water ProductionUT-076Lab Reports / Chains of Custody: Potable Water Lead / Copper Minimum 12 yearsMag, Mfr, OD, PprS / IYes - After QC & ODRequired for 12 years or 2 compliance cycles; 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR141.91Utilities / Water ProductionUT-077Permits - Water Regulatory / Operating Permits: CERS, DDW (Division of Drinking Water), DWR (Department of Water Resources), EPA,, SWRCB (State Water Resources Control Board) ,etc.PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq.CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 110123 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-13 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / Water ProductionUT-078Regulatory Agencies for Potable Water - Correspondence with Substantive Content: DDW (Division of Drinking Water) / DWR (Department of Water Resources) / SWRCB (State Water Resources Control Board) Minimum 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 Utilities / Water ProductionUT-079Reports / Water Reports to Regulatory Agencies: CalARP, CERS, Cal OSHA, DDW (Division of Drinking Water), DWR (Department of Water Resources), EPA, SWRCB (State Water Resources Control Board) ,etc. Minimum 10 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq.Utilities / Water ProductionUT-080Reservoirs: Maintenance, Videos, Inspections, etc.PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 Utilities / Water ProductionUT-081 Sanitary Surveys of Water Sources 10 yearsMag, Mfr, OD, PprS / IYes: After QC & OD22 CCR §64470; GC §34090 Utilities / Water ProductionUT-082Vulnerability Assessment / Emergency Response Plan / Risk / Resilience Assessment / Hazard Mitigation PlanSuperseded + 2 yearsMag, Mfr, OD, PprS / IYes: After QC & ODConfidential; 42 USC 300i-2(d); GC §34090Utilities / Water ProductionUT-083Water Production Reads (DDW, DWR, SWRCB) 5 yearsMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; Meets California Department of Health requirements (3 years); GC §34090 Utilities / Water ProductionUT-084Water Quality Reports / Consumer Confidence ReportsPMag, Mfr, OD, PprS / IYes - After QC & ODDepartment preference; State law requires 12 years, federal 10 years; 22 CCR §§ 64400.25; 64470, 64483(g), 40 CFR 141.33(a); 40 CFR 141.91 40 CFR 141.33(a); GC §34090CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 111124 AGENDA ITEM NO. 2.
Ver. .0RECORDS RETENTION SCHEDULE: UTILITIES(Fleet, Parks and Landscaping, Solid Waste, Stormwater, Streets, Wastewater, Water)Page UT-14 Office of Record (OFR)Retention No. Records DescriptionTotal RetentionVital?Media OptionsImage: I=Import M=Mfr S=ScanDestroy Paper after Imaged & QC'd?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Utilities / Water ProductionUT-085Water Treatment Plant Operators Certificates (Posting Required) When SupersededMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090Utilities / Water ProductionUT-086Well History / Well Production / Well Pumping / Well Run History / Log Books / Logs (Includes Abandoned / Destroyed Wells)PMag, Mfr, OD, PprS / IYes: After QC & ODDepartment preference; GC §34090 CLOVIS, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 112125 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
Forms & Electronic Messaging Retention Policy
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City of ClovisDepartment of the City ClerkAUTHORITY TO DESTROY OBSOLETE RECORDS The below-listed department records have been retained in accordance with GC34090(d) and the City Document Management Policy & Procedures and applicable federal and state laws as set forth in the City of Clovis Retention Schedules. In accordance with the City Document Management Policy & Procedures and upon the consent of the Department Head, and the approval of the City Clerk (or designee), and the City Attorney, these records will be properly destroyed. Note: - Documents will be reviewed for historical value and, if applicable, retained in the Archives - Documents involved in litigation or pending audit may not be destroyedDepartment: Date: Page: Of: Division: Prepared by: Destruction Date: Record Series Title Date of Records Storage Box No. (Same as on Retention Schedule) From To Location Department Approved: _____________________ ________________________ Division Supervisor Department Head Consent is hereby given to destroy the above-listed records. _____________________ ________________________ City Attorney Date City Clerk or Designee: _____________________ ________________________ Signature Title ________________________ Date Destruction Completed By: _________________________ __________________________ PLEASE PRINT Title ________________________ Date 127
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City of Clovis Document Management Policy & Procedures City of Clovis Electronic Messaging Retention Policy SECTION I: Use of Electronic Messaging Systems for Business Purposes Electronic messaging systems are considered temporary communications and are not intended to be used as a means of record storage systems for the City. This retention policy applies to: 1. All electronic messaging systems provided and owned (in part or in whole) by theCity of Clovis;2. All uses and holders of City electronic messaging systems;3. All messages sent or received via electronic messaging systems.integrate into an email account, voice messages, instant messages, text messages, and faxes. Electronic Messages Received on City Devices City of Clovis electronic messaging are provided to City employees and officials to promote communication and to assist in carrying out City business. City electronic messaging systems are to be used for business-related purposes to transmit business information. Agency and department heads are responsible for enforcing electronic messaging systems policies for their respective agencies and departments. Electronic Messages Received on Personal Devices City officials and employees should use City electronic messaging systems to conduct City business instead and in lieu of personal messaging accounts or systems (e.g., personal email accounts or text messaging via personal mobile device). If a City official or employee chooses to use a personal electronic messaging account or system to conduct City business, the individual is responsible for routinely reviewing their electronic messages and ensuring that records requiring retention and/or deletion are managed in accordance with this Policy and all other City policies. 115128 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures SECTION II: Retention and Deletion Electronic messages that are prepared, owned, used, or retained by the City, the content of such electronic messages determines whether the message must be retained. An ject Data Retention Schedule or otherwise legally required. Electronic messages containing records that must be retained in compliance with the City of Clovis Records Retention Schedule, the Public Records Act, or as legally required may not be deleted without first being reduced to paper copy or stored in an electronic format in outside the City electronic messaging system or transferred to the appropriate system of record. It shall be the responsibility of each department head to reduce records as referenced here, to a paper copy or store in an electronic format (e.g., PDF) or any non-email file extension outside of the electronic messaging system (i.e., Outlook Exchange, Microsoft Teams, etc.), to avoid automatic deletion. after two (2) years from the date of creation or receipt. This two (2) year deletion cycle will be enforced through electronic means, and/or Department heads. Additionally, this automatic delete policy will apply to all electronic messages within all folders including, but not limited to, inbox, sent, deleted, draft file folders, and any folders created by the user. The deletion cycle may be abbreviated to a shorter time period pursuant to approval of the City Manager. All City electronic messaging users and account holders have the same responsibility for the retention of electronic messages as they do for any document they obtain in the course of their official duties and must retain electronic messages pursuant to the City of Clovis Records Retention Schedule or as legally required. Each City electronic message user must determine which electronic communications are to be retained and which should be discarded. If a user has any questions regarding the retention or deletion of an electronic message, the user should seek guidance from their manager and/or department head. SECTION III: Compliance with State Law California Public Records Act 116129 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures used, or retained by any state or local agency regardless of physical form or content and use, electronic messages the City may be required to disclose such message in response to a records request made pursuant to the PRA. Disclosure of electronic messages may be required even where such messages are unnecessarily or inadvertently retained by City staff and could have been lawfully deleted. ability to identify electronic messages that may require disclosure are public records and help reduce the administrative burden of responding to PRA requests. Determinations as to whether specific electronic messages are public records can be made by consulting the City Attorney. Litigation Hold Where there is pending or threatened litigation against the City or its employees, the law imposes a duty upon the City to preserve all documents and records that pertain to the issues. In the event of pending or threatened litigation, a litigation hold directive shall be issued to the department head or department head designee by City Attorney, Risk Management, City Administration, or Human Resources. The Office of Information messaging system account on litigation hold. A litigation hold directive overrides this policy, as well as, any records retention schedules that may have otherwise called for the transfer, disposal, or destruction of relevant documents, until the hold has been cleared. Attorney-Client Privileged Communications Some of the messages sent, received, or stored on the Citysystems will constitute confidential, privileged communication between the City and either its inside or outside attorneys. Upon receipt of a message either from or to counsel, City employees and officials shall not forward it or its contents to anyone outside the City, City Administrative Officer. SECTION IV: Privacy time. No user of any City electronic messaging system should have an expectation of privacy in its use. 117130 AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures The City has the capability to review, copy and delete messages sent, received or stored on City electronic messaging systems. In accordance with the applicable laws and policies, the City reserves the right to access, review, copy or delete all messages for any lawful purpose and to disclose them to any party it deems appropriate or as required by applicable state or federal law. Confidentiality will be maintained where confidentiality of communication is required by law. 118131
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CITY OF CLOVIS, CALIFORNIA
DOCUMENT MANAGEMENT
POLICY & PROCEDURES
July 2000
Attachment 2
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City of Clovis Document Management Policy & Procedures
2 This manual introduces the first Document Management Policy & Procedures for the City of Clovis, California.
The Manual, which includes the Records Retention Schedule and Destruction Policy, was reviewed and approved by the Clovis City Council on July 10, 2000
Additional information and suggestions are included to provide further records management assistance.
PURPOSE - The purpose of this Document Management Policy & Procedure is to establish policies and procedures under a Document Management Program to control the efficient creation, utilization, maintenance, retention, preservation and disposition of City records, based on State and Federal Statutes governing public records. And, to ensure that a responsible program of records management is practiced and documented from creation to disposition in accordance with the law and in the best interest of the City and the Citizens of Clovis.
BENEFITS – The benefits the City wi ll receive from properly implemented policies and procedures will be:
ü Higher quality and faster service to customers made possible by having swift access to records and the information they contain.
ü Increased executive and managerial effectiveness by having prompt access to complete, accurate, and up-to-date records.
ü Measurable increases in staff productivity with either a well-developed electronic records system or state of the art systems for paper records. ü Substantial reductions in data and records volumes, freeing valuable office and filing cabinet space while avoiding expensive off-site storage solutions ü Development of a process where vital data and records can be identified and protected.
ü Development of a process where records no longer required can be identified and disposed of appropriately.
ü More appropriate implementation and use of technology now available for document management.
ü Greater assurance of legal compliance by using retention schedules. ü Measurable Return on Investment (ROI), which will compare the costs of the program with the associated savings
ü Implementation of an imaging system that will integrate with current hardware and software applications
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3 Table of Contents
Purpose & Benefits (summary) 2
Staff Report to Clovis City Council 4
Approving Resolution 9
Section I – General Records Management Citywide Information 11 Purpose & Goals 12
Cost of Operating without a Records Management Program 12 Responsibilities 14
Responsibility Chart 16
Records Management Staff 17
Evolution of Records Management 18
Records Management – The Way We Were 19
Current Records Management Efforts 20
Specific Goals 21
Major Components of the Program 21
Records Management Tomorrow 22
Value of Record Types Defined 22
Destruction Policy 24
Public Records Requests 26
Vital Records Protection 29
Section II – Department Specific Information 30
Administration Department 31
Clovis Community Development Agency (CCDA) 37
Finance 41
Fire 46
General Services 50
Planning & Development Services 56
Police 63
Public Utilities 71
Appendixes 77
Appendix A – Forms 78
Appendix B – Glossary 84
Appendix C – Government Code Excerpts 91
Appendix D – Records Management History & Legislation 96 Appendix E - Filing Guidelines & Suggestions 98
Appendix F - Administrative A-Z Record Classification 103 ATTACHMENT 2
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4 CITY OF CLOVIS
MEMORANDUM
TO: Mayor and City Council
FROM: City Clerk’s Office
DATE: July 10, 2000
SUBJECT: Consider Approval - RES. 00-____ - adopting the Document Management Policy & Procedures including Retention Schedules and Document Destruction Policy.
Recommendation
That the City Council approve Resolution 00-____ - adopting the Document Management Policy & Procedures including Retenti on Schedules and Document Destruction Policy.
Purpose
Ø To establish policies and procedures under a Document Management Policy & Procedure to control the efficient creation, utilization, maintenance, retention, preservation and disposition of City records , based on State and Federal Statutes governing public records.
Ø To ensure that a responsible program of records management is practiced and documented from creation to disposition in accordance with the law and in the best interest of the City and the Citizens of Clovis.
Summary
Adoption of this resolution will formalize the management of City records through the implementation of a Document Management Policy (DMP). The DMP will establish how staff manages the City’s records, it will help distinguish permanent records from non - permanent records, and mandate how long non-permanent records need to be retained, and finally, how and when non-permanent records should be properly disposed of. The City is large enough and generates enough records to warrant suc h an important ATTACHMENT 2
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5 program. The attached DMP will establish a program whereby City employees will have specific guidelines to determine what records will be held onto for how long, how records can be stored and retrieved, and how and when records can be properly disposed of. The major facets associated with the implementation of a DMP are:
ü Inventory - identifies what records the City currently has. ü Having an established process – this is the DMP.
ü Retention Schedule - how long we are legally required to retain each record series type.
ü Destruction Policy - what records can be destroyed and how employees should appropriately dispose of them.
ü Training –will provide the employees with the requisite knowledge to implement the program efficiently. .
Discussion
The City of Clovis was incorporated in 1912, and its records contain a tremendous resource of local historical and legislative information. This valuable resource, however, cannot be researched except through cumbersome and lengthy manual searching. One of t he primary goals of this program is to provide staff with a systematic approach to having the right information available to the right person at the right time at the lowest possible cost.
The City’s vital records consist of Council meeting minutes, resol utions, ordinances, active agreements, leases, deeds, easements, and other records that are essential to maintaining basic government operations during and after an emergency. These records are also critical for efficient government operations, as City staff must research past legal records of the City to administer their programs. The volume of City documents has increased immensely since City employees began using Personal Computers (PC’s) 10-15 years ago. The additional documents compound records activities and increase the need for either more records storage areas or a different records storage media. Updating the filing system, indices, and retrieval of documents is done manually causing problems associated with subjective filing.
Some of the Cit y’s permanent records have been stored on microfilm, but the majority of the records are still in paper form. The potential for destruction of these records, which can be caused by earthquake, fire, flooding, loss, or misfiles, is a very real threat because with paper records, it is unlikely that there are copies stored in an alternate location.
All governmental records have legal retention periods that dictate the length of time that records must be retained before destruction. Although most records are required to be retained for a minimum of two years 1, the City desires to keep many records for longer periods of time for public reference, administrative, fiscal, or legal purposes.
1 Government Code § 34090 et seq.
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6 The development of a records retention schedule for each department is necessary to allow City personnel to destroy records that have met the standards necessary for records destruction, and therefore eliminate some of the paper volume. There are many inactive records held in departments that are duplications of records created by each department because of the inaccessibility or the time involved to find the original record.
This compounds increasing paper volume, which requires additional storage space in already overcrowded facilities.
The retention schedules being recommended in the DMP are based upon the statewide guidelines developed by the City Clerks Association of California and maintained by the Secretary of State. The City Clerk’s Office and the City Attorney have reviewed federal and state laws concerning retention of documents and request Council’s approval of the attached resolution that will approve the DMP. The DMP contains retention schedules for all City departments and policy guidelines for the proper destruction of records.
A survey of all departments completed in February and March 2000 revealed that all departments have some sort of procedure that each follows regarding their records.
However, it is inconsistent between departments and there does not appear to be a plan in place that determines what records should be kept permanently versus those that can be regularly disposed of. In the early 1990’s, staff began using an offsite private records storage center to handle the overflow. Today, we are paying to store approximately 1,300 boxes; there are a lso fees incurred whenever a record is retrieved or re-filed at the facility. There is no plan to clean up and purge records that the City is no longer required to retain. Part of the DMP implementation would be to analyze the inventory of the records storage center and identify those records that could be disposed. Following this initial purge, there would be an annual process to review records stored in the facility and determine what records do not need to be retained.
The tremendous volume of paper and the critical need of a different form of media storage to free valuable space prompted the City Clerk’s Office to review other means of storage. As you are aware, City office space is at a premium, and space now taken up with filing cabinets could be utilized for a variety of other more productive purposes.
The City Clerk’s Office, with approval of the Council, is prepared to begin the review process to implement a state of the art, automated municipal records management system along with a records retention schedule.
It is desired that the new system be accessible to all departments, providing complete and instant access to City records while protecting the legal and historical value of each record. Internet access can also be provided, allowing citizens to perform research and retrieve legislation and other documents from their offices and homes. Not only are the systems able to retrieve documents quickly, but individuals can download the information to a PC for use. Although the information from a record can be downloaded to a PC, the actual record cannot be altered.
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7 A significant number of state of the art equipment available today is capable of scanning paper records into computer text on magnetic or optical discs with accurate readability.
The wording on the documents can be searched by keywords at speeds of up to one million pages per minute. This provides instant access to stored records that can be reproduced by printing or transmitted electronically without losing the integrity of the originally stored document. This will increase staff productivity in general and provide easy access to the public.
Legislation recognizes that a reproduced document from optical disk media is acceptable as legal evidence, provided that it is stored in a “trusted system”, and techniques, policies and procedures are developed and administered properly 2. Many departments will benefit from the powerful research tools provided by these systems.
Alternatives to Document Imaging that were considered
Other alternatives considered in addition to magnetic or optical storage of City records were:
1) Microfilming documents would reduce the storage space necessary in lieu of paper files, but because of the necessity for microfilm reader/printers, would not be available to all departments. The microfilm would be kept in the department that utilizes it the most. If a department required the use of microfilm in another department, the requesting department would need to manually retrieve the data by physically going to that department and accessing the microfilm data. There is no way to re-utilize that data other than to manually retype the information. The City’s microfilmed files can be converted to magnetic or optical disc media for a fee, which would put all Cit y records in one location.
2) Build a records storage center to store City records in a centralized location.
Building a storage facility would include not only the storage of records, but also the addition of an employee(s) to staff the facility to properly manage records for department and public access and to also maintain the integrity of the records.
3) Maintain the present filing systems, but incorporate retention schedules for each department.
Reason For Recommendation
Document imaging is being r ecommended over the other alternatives listed above because of the ease of implementation, lower cost, and benefits the city will get out of having documents available in an electronic format. Approval and implementation of the DMP will establish how staf f manages the city’s paperwork. In conjunction with proper management of the city’s paperwork, staff is recommending the implementation of document imaging, which means scanning current documents and storing them as electronic files that can be viewed from personal computers. The implementation of
2 Government Code §34090.5 and §12168.7
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8 document imaging will be a multi -year project that will be implemented in all departments that staff has determined will benefit from such technology.
Steps Following Approval
Following approval staff will implement the DMP and begin training staff. Also following approval, staff will begin the process of review and determine where the City will benefit most from the implementation of newer records management technologies such as document imaging for scanning, retrieval and storage of City records. This analysis will help determine a sequence of implementation by department. That department shown to have the greatest need and ability to benefit most from the implementation of document imaging will be put into operation first. The multi -year plan is to implement those departments showing the greatest need and ability to benefit first and then expanding out to the remaining departments.
Prepared
by: _________________________
John Holt, Management Analyst
Submitted
by: _________________________
Michael Prandini, City Clerk
Recommended
by: _________________________
Kathy Millison, City Manager
Attachment
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9 RESOLUTION NO. 00 –
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF CLOVIS
ADOPTING A DOCUMENT MANANGEMENT POLICY
CONTAINING CERTAIN RECORDS RETENTION
SCHEDULES AND RECORDS DESTRUCTION GUIDELINES
WHEREAS, California Government Code Section 34090 et seq. sets forth certain legal requirements relating to the management and retention of certain municipal records; and
WHEREAS, Senate Bill 742 approved by the California State Government on September 7, 1999, required the Secretary of State to establish, publish, update, and maintain on a permanent basis guidelines for local government records retention (Government Code Section 12236); and
WHEREAS, retention guidelines have been provided to the City which have been endorsed by resolution of the General Assembly of the League of California Cities, and by the City Clerks Association of California; and
WHEREAS, said guidelines were used as a baseline and tailored to the City of Clovis; and
WHEREAS, changes in technology have made available new ways to copy, store and retrieve records; and
WHEREAS, this Council recognizes that, notwithstanding their legal value, certain records of the City have longer administrative, fiscal, and historic value; and
WHEREAS, it is appropriate and feasible to deal with public and other administrative records in a responsible, economic, and timely manner; and
WHEREAS, a physical survey of all City record series has been completed followed by review and analysis of related codes and regulations to determine the value of those records surveyed; and
WHEREAS, a Document Management Policy including specific retenti on periods and destruction guidelines have been recommended for those records surveyed; and
WHEREAS, said Document Management Policy including the retention periods and destruction procedures have been reviewed by the City Attorney, City Clerk, and each department or division responsible for those records surveyed; and
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10 WHEREAS, it has been determined that the recommended Document Management Policy and recommended retention periods and destruction guidelines comply with Federal and State statutes and generally accepted records management practices.
NOW, THEREFORE, BE IT RESOLVED by the Clovis City Council that:
1. The Document Management Policy attached hereto containing the departmental Records Retention Schedules and citywide Records Destruction Guidelines is hereby adopted.
2. The City Clerk is authorized to modify the Document Management Policy including the Records Retention Schedule and Records Destruction Policy as new records are added and as Federal and State laws change that impact the City’s Document Management Policy. On an annual basis the City Clerk will bring before the Council a report and status of the Document Management Policy highlighting any changes that have occurred.
3. Staff is directed to use the Secretary of States Local Governme nt Records
Retention Guidelines as a basis to establish the City of Clovis Records Retention
Schedule (Senate Bill 742 approved September 7, 1999, adding Government Code Section 12236).
The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on July 10, 2000, by the following vote, to wit:
AYES:
NOES:
ABSENT:
DATED:____________, 2000
_______________________ ________________________
Mayor City Clerk
Resolution No. 00-_____
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11 Section I
General Records
Management
Citywide
Information
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City of Clovis Document Management Policy & Procedures
12 Purpose
The purpose of a Document Management Policy is to establish policies and procedures under a Document Management Program to provide efficient creation, utilization, maintenance, retention, preservation and disposition of City records, based on State and Federal Statutes governing public records. And, to ensure that a responsible program of records management is practiced and documented from creation to disposition in accordance w ith the law and in the best interest of the City and the general public.
This document becomes the first draft of a guideline presented to City staff for their records management operations and procedures. It includes several sections that were designed to assist employees with records management in their department or division.
Please note that this is a first draft, new types of records, changes in laws will require that the retention schedules be updated regularly. The approving resolution was writte n to require the City Clerk’s office to bring this document in front of Council at least once per year to reflect the changes that occurred. Electronic records management and the rapid change in technology will also necessitate an annual update of this document.
Primary Goal of Project
The primary goal of this project is to create a system to store records data and maintain a more efficient records environment than currently exists while preserving permanent City documents on legal archival media, elimin ating the potential for lost or misplaced records and creating a complete objective historical index of all City legislative history.
Cost of Operating without Records Management = Fines and Judgments
During any litigation, an organization can potentially lose some of its rights when (and if) it has failed to maintain appropriate records, cannot find them, or improperly destroys them. This can be serious, as shown by these examples of fines and judgments imposed (just since the 1980's) as a result of failures in records management practices. ü Piper Aircraft – for selective destruction of relevant documents, judge declared “…records management
system a sham…” = $10 Million Judgment
ü Iowa Beef Packers – accused of engaging in the worst
case of poor record-keeping in matters of worker
safety and health = $2 Million Fine
ü I Magnin – ages of employees over 50 red-circled in
personnel files = $1.9 Million Judgment
ü General Motors – cited for failures to record or for improperly recording a wide range of injuries = $500K Fine
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13 When faced with such fines, one might conclude that an effective records management program is a money-saver.
A 1998 Coopers & Lybrand study showed that records and information systems often represent 50% of the total cost of doing business, an d the average office makes 19 copies of each document.
Average costs:
Ø $20 to file each document
Ø $1.50 to retrieve each document
Ø ($20 x 19 copies = $380 to file)
The average office loses 1 out of 20 office documents. It then costs:
Ø $120 to search for the document
Ø $250 to recreate it, if lost
Ø 1 lost document = $370
Other interesting facts:
Ø Shipments of paper have jumped 33% from 1986 to 1997 (American Forest & Paper Association)
Ø Printing paper has gone from 103 pounds per person in 1966 to more than 200 pounds per person in 1999 (United Nations Food & Ag. Organization)
Bottom Line – quotes from “Records Management: A Practical Guide for Cities & Counties3”
Ø “The price of inadequate attention to records is higher than any City can afford to pay”
Ø “Records are the lifeblood of Local Government”
Ø “A properly managed Records Management program is actually a money saver – a protection against ineffective operations. It is even more significant as a safeguard against disaster and lawsuits.”
3 Mims III, Julian L., Washington, D.C.: International City/County Management Association, 1996.
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14 Responsibilities:
Policies and procedures, under the supervision and administration of the City Clerk, are hereby established for the coordination, administration and implementation of the Records Management Program, under which City records are retained for administrative, operational, legal, fiscal, historical or research purposes.
City Clerk
-The City Clerk is responsible for developing,
coordinating and administering policies and procedures for the implementation of the Document Management Program, and to provide assistance to department records coordinators.
To perform this function, the City Clerk or his/her designee shall on an on-going and periodic basis:
q Create, maintain and distribute the necessary forms to implement the Records Management Program.
q Develop and maintain a retention and disposition schedule for all City records, including the preparation of any amendments as dictated by statute or administrative policy. Submit proposals for any schedule amendments to the City Attorney and annually report to the City Council any changes that occurred. q Maintain a current inventory and index of records transferred to the Records Center for storage. Coordinate the transfer of records from department office areas to the Records Center.
q Establish guidelines and coordinate periodic reviews of City records to determine which records are eligible for destruction in accordance with the Records Retention Schedule and subject to the approval of the Department Director, City Clerk, Records Management Coordinator, and City Attorney.
q Coordinate with all City Departments, on a routine basis, the timely destruction of obsolete records according to the procedures herein. Certify and document that records have been destroyed. Certificates of Destruction shall be permanently kept on file with the office of the City Clerk.
q Oversee the special handling of confidential, historical, and essential records, and ensure the safety of vital records in the event of a disaster. q Maintain accurate and timely electronic databases and a uniform filing system of all legislative actions affecting the creation, utilization, maintenance, retention, preservation and disposition of City records, in order to efficiently track and retrieve City records. q Respond to records requests by City staff in an efficient and timely manner. q Respond to public records requests and subpoenas for public records in an efficient and timely manner and in accordance with law.
Information Services Manager
- The Information Services Manager, in conjunction
with the City Clerk or his / her designee, is responsible for developing, coordinating and administering policies and procedures for the implementation of the document imaging system, and to provide assistance to department records coordinators.
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15 q DOCUMENT IMAGING SYSTEM: Establish and maintain administrative policies and procedures for an imaging system of recording permanent and nonpermanent documents in electronic media, which shall be operated and controlled by the Office of the City Clerk. The established procedures shall ensure proper training of users, quality control, accuracy and integrity of public records. The electronic media imaging system policy guidelines shall comply with the requirements set forth in Govt. Code Sections 34090.5 and 12168.7, and any amendments thereto, and shall be a “trusted system” as defined in Section 12168.7.
City Departments:
q Each Department Head is responsible for designating a qualified Department Records Coordinator, who shall serve on the Records Management Committee. q Each Department Head or his/her designee is responsible for the creation of a reliable and accurate filing system to ensure the efficient maintenance, retrieval and disposition of the records under his/her control.
q Each Department Head or his/her designee is responsible f or ensuring that obsolete records under his/her control are destroyed in a timely manner, and certifying the destruction, in accordance with the policies and procedures stated herein. q Each Department Head or designee is responsible for submitting a request for any necessary revisions to its Records Retention Schedule, to the City Clerk who will review the request and submit a recommendation to the City Attorney and City Council for official approval.
q Each Department Records Management Committee member is responsible for maintaining and controlling the disposition of records.
Records Management Committee
- The Records Management Committee was
established to act as the main point of contact within each department / division for questions regarding records management. Specific responsibilities include:
q Serves as liaison between department and the City Clerk or his/her designee, informing and updating of any records needs or any newly created records not currently shown in records retention schedule.
q Assists in inventories and assessment of department records on an annual basis. q Provides assistance in collection of appropriate records for destruction, ensuring implementation in accordance with records retention schedule in the normal course of business.
City Employees
q All City employees are responsible for ensuring that the policies and procedures established within this manual are followed.
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16 Insert Excel responsibility chart here
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17 CITY OF CLOVIS
2000 RECORDS MANAGEMENT STAFF
Mike Prandini, City Clerk (559)297- 2308
John Holt, Deputy City Clerk 2336
RECORDS MANAGEMENT COMMITTEE
Bea Bannister Administration 2335
Doreen Donaldson Administration 2320
Joan Wolrath City Clerk / City Attorney 2320
Barbara Melendez Finance 2318
Liana Cain Fire 2460
Janice Darling Personnel 2321
Hien Nguyen Senior / Transit / Recreation 2480
Bev Uota Planning 2340
Elida Baker Building 2390
Gloria Cenci Engineering 2357
Audrey Meyer Police – Administration 2406
Lannie Moon Police – Records 2430
Caroline Carlson Police – Investigative Division 2417 Cathie Rogers Police – Youth Services 2440
Mary Mendoza Public Utilities – Villa Yard 2378
Elizabeth Meyer Public Utilities – Solid Waste 2375
Linda Garrett Public Utilities – Fleet Services 2578 Sharon Walther Clovis Comm. Development Agency 2496
The Records Management Committee was established to act as the main point of contact within each division for questions regarding records management. Specific responsibilities include:
ü Serves as liaison between department / division and the City Clerk or his/her designee, informing and updating of any records needs or any newly created records not currently shown in records retention schedule. ü Assists in inventories and assessment of department records on an annual basis. ü Provides assistance in collection of appropriate records for destruction, ensuring implementation in accordance with records retention schedule in the normal course of business.
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18 The Evolution of Records Management
Primitive record keeping - Tools of the earliest record keepers were items such as stone or clay tablets. Information could be carved into these tablets, or recorded in wax, on wood or even animal skins . Then the Egyptians developed papyrus, and records on papyrus rolls could be wrapped in crocodile skins, while clay tablets were tagged and racked.
The place these early records were stored in was called the "archives".
New developments and technology
- The development of paper in the 15th century
demonstrated how easily records could be made and multiplied. Jumping into the early 20th Century, we see the typewriter become commonplace in business and governmental offices. This was just the impetus needed for the paper explosion. Now, with the advent of the computer, we can disseminate information faster than ever and in many different fonts. The Internet and Electronic mail (E -mail) have provided the opportunity to send the same information to everyone in an organization without even using paper!
Growth and change of records philosophy
- While technology matured, we also gained
increasing capabilities to accumulate and disseminate information of all kinds. With this capability, others have become conc erned about potential conflicts associated with the information being collected, the records created from that information, and the accompanying responsibility to appropriately maintain that information. In the future the City, as an organization, will us e less paper and store more records on electronic or optical media. However, today our generation is infatuated with paper and the technology has not matured to where staff can rely solely on electronic records to meet all of our legal requirements. The most controversy in records management today has to do with how electronic records will be stored and managed.
Federal government
- Numerous steps have been taken at all levels
to control government records. Congress and various presidents have been in strumental in bringing about legislation to govern the amount of information collected, provide access to public information, protect individuals' privacy, establish records management programs at the federal level, and authorize the use of disposition schedules.
State government
- With the pioneering work done at the federal level, state governments have moved onto the scene and adopted their own version of records management laws. California law states that unless otherwise provided by law, records may be destroyed after two years 4, provided appropriate approvals and procedures are followed. Senate Bill 742, approved by the California State Government on September
4 Government Code §34090 et seq.
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19 7, 1999, required the Secretary of State to establish, publish, update, and maintain on a permanent basis guidelines for local government records retention (Government Code Section 12236). This is the first step towards the consistent application of records retention for all local City governments in the State of California. The retention schedules used in this document were based on the State guidelines as provided in SB 742.
Private industries
- Many private industries, upon advice of attorneys and accountants, now see the legal advantage of developing records management programs for their operations. They have become aware that maintaining records longer than necessary is not the best practice. They have also learned, often the hard way, that inconsistent or sloppy care of records can result in heavy fines during litigation.
City of Clovis - In compliance with State guidelines, the City of Clovis has begun their own records management program, as shown on the following pages. Although each department is different and generates different types of records, the overall goal will be to implement a document management philosophy that will encourage as much consistency as possible between departments. The more alike departments are regarding the management of their records, the easier it will be to manage the program.
Records Management - The Way We Were
The City of Clovis has a minimal Records Retention Schedule in place and there has never been a complete physical inventory of records completed. Some departments have an “understanding” concerning how long specific records should be retained; others do not have any policy in place. With little understanding about varying values of records, the majority of departments tended to
save everything. This has created an
overwhelming amount of unnecessary
records, duplicate files, and incomplete
information in a number of these files.
A majority of the City’s records are stored in
various locations throughout the City (i.e. in
sheds, in an old sewer facility, Derrel’s Mini
Storage, the Police Department basement,
storage space in City departments, and at Data
Vault (a private off-site storage facility). There
is no uniformity for records retention. In fact, a majority of the departments have no guidelines for records retention. It seems that historically any type of retention schedule that has been adopted has been a quick fix. No formal retention schedule has been set up for City departments, with the exception of the Finance Department, and that schedule was created a number of years ago and is now outdated by more current legislation. Two Departments, specifically, Police and Fire, have set up in -house policy procedures for records destruction, but none of these ATTACHMENT 2
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20 procedures have been researched at any length to ensure that we are in compliance with State and Federal retention laws.
The Police Department has set up an internal records destruction policy designating the Police Chief as the final authority for destruction of records. The Fire Department has set up an administrative policy to address the destruction of records designating the Fire Chief as the final authority for destruction of records. It should be noted that only the City Council can authorize records destruction for the City of Clovis. Adopting this policy will authorize staff to proceed with the legal and orderly destru ction of identified records. The City Council adopted a resolution for destruction of specific files concerning recruitment activities in the Personnel Division in 1992. All of the other departments have no retention schedule or destruction policy in pla ce. The inconsistency in records systems leads to indecisiveness for employees concerning the length of time materials should be retained. A Citywide retention schedule that includes miscellaneous files found in each department provides a good solid base from which the City’s records management program can expand.
On an annual basis in October, City Staff performs an “Annual Cleanup” that consists of purging the files. Generally this means bringing in a dumpster where duplicate or unneeded records are disposed of. Although this may be practical, it does not meet the definition of “properly disposing of City records”. Proper disposal would require the use of a retention schedule to determine what records could be destroyed on an annual basis and then documenting their destruction with appropriate approval (see Destruction Policy). NOTE: Duplicate or photocopies may be destroyed “when no longer required”, and do not require approvals.
Current Records Management Efforts
In spite of the past, the City of Clovis has some obligations concerning its records. As a governmental agency, a lot of the records we deal with are considered "public" records and, on behalf of Clovis citizens, there is an obligation to provide access to those records when the public needs the information. On the other hand, some of the information staff deals with are of a private nature (e.g. financial statements) and staff must also have the responsibility to maintain those records in an appropriate fashion to prevent unlawful
disclosure.. Regardless of the situation, staff needs to be knowledgeable enough to preserve the integrity of
all records in under their care.
The responsibility of records management has not
been a high priority for the City in the past. The City Clerk’s Department has taken the lead role in the
implementation of a Document Management Plan. A
Records Management Committee (the “Committee”) was
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21 works with the Deputy City Clerk to review current files, and make a determination based on State, Federal and local laws of how long materials should be stored. A retention schedule has been created for each department and it wil l be the responsibility of the Committee member from each department to work with the Deputy City Clerk to maintain the retention schedule and catalogue records for either storage or destruction.
The Committee was created so that each department would be represented in this important endeavor. Through training, the Committee member will become the expert in records management in their department.
Specific Goals
The Committee has set following specific goals for managing City records:
ü Higher quality and faster service to customers made possible by having swift access to records and the information they contain.
ü Increased executive and managerial effectiveness by having prompt access to complete, accurate, and up-to-date records.
ü Measurable increases in s taff productivity with either a well- developed electronic records system or state of the art systems for paper records.
ü Substantial reductions in data and records volumes, freeing valuable office and filing cabinet space while avoiding expensive off-site storage solutions
ü Development of a process where vital data and records can be identified and protected.
ü Development of a process where records no longer required can be identified and disposed of appropriately.
ü More appropriate implementation and use of technology now available for document management.
ü Greater assurance of legal compliance by using retention schedules. ü Measurable Return on Investment (ROI), which will compare the costs of the program with the associated savings
ü Implementation of an imaging system that will integrate with current hardware and software applications
Major Components of the Program
Early on, it was recognized that several major components would be involved in meeting the above goals. These would include:
ü Preparation and education to promote records management issues. ü Physical inventory / survey of record series.
ü Records analysis to determine their value.
ü Presentation of a records retention schedule based upon results of the analysis.
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22 ü Council approval of a Document Management Policy, including retention schedules and destruction guidelines.
ü Implementation of retention schedules [staff can then systematically discard records no longer required after appropriate approvals have been obtained]. ü Monitor/Evaluate/Revise as appropriate when laws, circumstances, or needs change – the approving resolution authorizes the City Clerk to make changes as required to the Document Management Policy, Retention Schedules, and Destruction Guidelines – Annually, the City Clerk will prepare a report for Council highlighting any changes that occurred.
ü Begin to use new technologies currently available to store and retrieve records
Records Management Tomorrow
While the City does not need to rush to revamp computer systems capable of running multimedia, it is smart to think of the long-range implications, and applications, of imaging. A few years ago workflow (routing documents electronically for changes and/or approvals) did not matter in government
imaging applications because the tool simply did n ot exist.
Today, however, many versions of workflow are available and are becoming easier to use and should be an integral part of the records management plan.
In the 1999-2000 budget, the City Council approved the expenditure for a document imaging pilo t project utilizing optical media. As funding becomes available in future years, this project will become an organization -wide multi -year integrated document imaging project and will upgrade our records management system. The initial document imaging system may incorporate City Clerk records and records maintained by the Planning and Development Services Department. These two departments were chosen because a majority of these records are kept in accordance with State and Federal laws and cannot be destroyed. Input of these records into the system will provide a good assessment of the time involved to index and scan the information, the integration with the City’s other systems, the storage capacity required, accessibility of the system to departments and the public and retrieval of information from the system.
Value of Records Defined
Records have a vital, administrative, fiscal, legal or historical value. Understanding these types of value in an individual record helps us to manage it properly.
Vital
Records - Vital records are the ones that you must have to continue essential operations, such as payroll, accounts receivable, projects files, personnel files, deeds to real property. Some records that may not be considered vital should be categorize d as such because their importance skyrockets during emergencies. These are ATTACHMENT 2
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23 infrastructure-engineering drawings for water, sewage, gas and electrical grids and bridges, which contain indispensable information. These are at the center of city operations, and contain information that cannot be reconstructed from other sources.
Administrative (or Operational) Value: Records with administrative value enable the City to perform its primary function: Conduct the daily business of the unit. Examples are memorandums, reports and correspondence. Since records have operational value only as long as they are required to meet user needs, this type of record as a group tends to have shorter retention periods than do fiscal, legal, or historical records.
Fiscal Value
- Records with fiscal value are those that relate to the financial transactions of the local government, especially those required for audit or tax purposes. Examples are canceled checks, payroll data, vouchers, and budgets. These are normally required for four years after the City’s annual fiscal audit has been completed to meet the requirements of various tax laws.
Historical Value - Historical value is the long -term value of records to document past events. Traditionally such records constitute less than 10% of the total records generated.
Legal Value - Because legal value spirals upward in significance with increasing litigation, it is given special attention. Records with legal value are those required to be kept by law or those that may b e needed in case of litigation or government investigation. Examples of legal records are deeds, contracts, property right-of -way, and case files of civil or criminal court. It has been estimated that less than 10% of all records must be retained beyond operating needs for legal reasons. However, the task of knowing and applying all the legal requirements connected with records retention is gigantic.
Legal value is normally determined by four factors:
ü Statutes or regulations requiring records to be kept for specific periods. ü Statutes or regulations requiring records to be kept, but with no specific period stated. ü Limitations of actions stating the period during which legal action can be initiated. ü Pending litigation or government investigation that affects records.
Types of legal requirements:
ü Statutes - laws enacted by the U.S. Congress or the state legislatures. ü Rules and regulations - promulgated by government regulatory agencies, adopted by legislatures as state statutes, or by an agency.
ü Statutes of limitation prescribe a time frame during which a legal action may be brought or a government agency investigation or audit begun.
ü Judicial or administrative decisions or opinions - interpret existing law and are generally binding for cases involving similar situations.
ü Letter opinions - establish the opinion of an agency in regard to an individual case.
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24 DOCUMENT DESTRUCTION POLICY
Maintenance and Disposition of Records - Procedures
Records Management Policy & Procedures Document : The City Clerk will distribute this Records Management Policy to all Department Heads and each Committee member. Each Department Head is responsible for ensuring that the records under his/her control are maintained and destroyed in accordance with said Policy. The Policy shall be revised annually to meet all legal and administrative requirements.
The overall goal is to have a procedure in place that staff will utilize so that on an annual basis retention schedules will be reviewed to determine what documents can be destroyed.
Those identified will be properly destroyed as identified in the procedures below and a record of their destruction will be permanently maintained by the City Clerks office.
REQUIRED FORMS: The following forms are to be utilized by all Department Heads or their designees in order to efficiently and accurately identify, inventory, transfer to storage, retrieve, and destroy records under his/her control: ( Each form, including instructions, is attached).
Records Management Inventory Worksheet (See Appendix A, Form 1) - This form is used to collect the inventory and appraisal information needed to develop retention periods for public records under the control of each City Department Records Retention Schedule Form
(See Appendix A, Form 2) - This form governs the
mandatory disposition of City records by indicating the minimum length of time records shall be maintained in the office and in storage, and the time period after which they may be destroyed.
Record Retrieval Request Form (See Appendix A, Form 3) - This form is to be used for the retrieval of any record or file stored at the Records Center. The form shall be prepared by the requesting department and submitted to the City Clerk or his/her designee.
Authority to Destroy Obsolete Records Form (See Appendix A, Form 4) - This form is prepared by the department wishing to destroy records. The City Clerk or his/her designee reviews the form and forwards it to the City Attorney for approval. Once approved by the City Attorney, the records are destroyed.
DESTRUCTION OF RECORDS:
As provided by Government Code Section 34090, with the approval of the legislative body by resolution and upon the request of the Department Head and with the written consent of the City Attorney and the City Clerk, the r ecords identified in the Records ATTACHMENT 2
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25 Retention Schedule are authorized to be destroyed on an on -going basis in accordance with the retention periods. Because the City Council has adopted the City’s retention schedules by resolution, records can be destroyed after approval of the City Attorney and City Clerk have been obtained.
Procedure:
The Office of the City Clerk shall be responsible for scheduling and coordinating with all City Departments the destruction of records on an annual basis. The appropriate forms will be distributed to all City departments in order to document the records to be destroyed. The department’s Committee member will identify and separate those records that can be destroyed. The Committee member will complete the Authority to Destroy Obsolete Records form and forward it to the City Clerk’s office. After appropriate signatures have been provided, the Committee member will be notified that the subject records may be properly disposed of.
It shall be required that the Department Head, City Attorney, City Clerk and Records Management Coordinator authorize and sign each Authority to Destroy Obsolete Records form prior
to the records being destroyed.
NOTE
: It is imperative that the requests for Authority to Destroy Obsolete Records (form) be reviewed carefully by all signatory staff in order to determine whether records listed are involved in litigation, or if there is an administrative and/or operational requirement which may require a temporary extension of the retention period.
Records deemed to be confidential in nature shall be shredded. All other records shall be removed from their locations and taken off site for a secure destruction.
The Department Head in control of the records and City Clerk or his/her designee s hall certify each and every destruction of records. The City Clerk or his/her designee shall maintain a permanent record of all destroyed records and destruction certifications.
Exceptions:
Notwithstanding the provisions of identified above regarding the disposition of records, in accordance with Government Code Section 34090, the City is not authorized to destroy the following City records:
• Records affecting the title of real property or liens thereon. • Court records.
• Records required to be kept by statute.
• (Original) Records less than two years old.
• The minutes, resolutions, or ordinances of the City Council or the City’s Boards or Commissions.
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26 PUBLIC RECORDS REQUESTS:
Each department head is responsible for ensuring that a request for public records is processed according to the procedures pursuant to the Public Records Act (Govt. Code Section 6250, et seq.).
A "record" is any writing containing information relating to the conduct of the public's business that is prepared, owned, used, or retain ed regardless of physical form or
characteristics.
Access to Public Records
The California Public Records Act was enacted because "access to information concerning the conduct of the people's business is a fundamental and necessary right of every person in this state."
The Act is also mindful of the right to privacy; therefore it is critical that the City protect citizens' rights to privacy and comply with laws protecting their privacy.
If a record is a public record, and if it is not specifically exempt from disclosure, it is available for inspection for any member of the public.
The City of Clovis’ policy is to fully comply with the California Public Records Act.
Responding to a Request for Public Records:
General Ten (10) Day Rule
In general, the City shall, within ten (10) calendar days of its receipt of a request for public records, determine whether the request, in whole or in part, seeks copies of disclosable public records in the possession of the City and shall promptly notify the person making the request of the City’s determination and the reasons for its decision.
Grounds for refusing a request include, but are not limited to, the following:
• The request does not seek records which are reasonably segregable from records which are exempt from disclosure;
• The request does not reasonably describe an identifiable record; • The request would require that the agency compile data, perform research or create new records not currently in existence; or
• The request seeks records which are exempt from disclosure. • The “balancing test” applies: The public interest in not disclosing information outweighs the public interest in disclosure.
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27 If you are unsure if a record, or a portion of a record is accessible to the public, if you believe the records requested may be the subject of a lawsuit, or if you will be unable to meet the 10 calendar day requirement, contact the City Attorney.
Mixed Public and Non-Public Information
The Public Records Act requires the disclosure of reasonably segregable portions of records. If portions of a record are exempt and other parts of the same record are not, the non-exempt portions of the document must be disclosed. This is done by a process known as “redaction”. On paper media, this is typically accomplished by photocopying the record, marking out or applying “white -out” to the exempt portion, then photocopying the record again. In electronic media, this can be accomplished by removing a column, then saving the file as another name.
Extension of time for unusual circumstances
In unusual circumstances, the ten (10) calendar day time limit to make an accessibility determination may be extended. If such an extension is needed to respond to a request, a written notice must be provided to the person making the request, s etting forth the reason for the delay and the date on which a determination is expected to be given. No extension of additional time shall exceed fourteen (14) days.
“Unusual circumstances”
can include the following, but only to the extent reasonably necessary to the proper processing of the particular request:
• The need to search for and collect the requested records from field facilities or other locations separate from the office processing the request; • The need to search for, collect and examine a voluminous amount of separate and distinct records demanded in a single request; or
• The need for consultation, which shall be conducted with all practicable speed, with another agency having substantial interest in the determination of the request or among two or more components of the agency having substantial interest in the subject matter of the request.
Notification of Determination.
When determination has been made as to whether to grant or deny a public records request, the person making the request sho uld be promptly notified in writing of the City’s determination, including the following information:
• Whether the request is being granted or denied;
• If the request is being denied, in whole or in part, the extent and the reasons for the denial;
• The name and title or position of the person responsible for the denial; • The cost or an estimate of the cost of copying the records and a request for pre- payment. (Note: this is only the direct cost of duplication, or a statutory fee, if applicable, and does not include staff time to research, retrieve, or compile the records.) ATTACHMENT 2
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28 • The option to inspect the requested records at a mutually convenient time during office hours.
Note: The law provides for you to obtain payment before photocopying, which is advisable if there is a large amount of documents involved in the request. Some requesters never pick up their documents once they find out how much the photocopies will cost.
Campaign forms exception. Govt. Code Section 81008 requires that all campaign forms and S tatements of Economic Interest be made available for public inspection during regular business hours, commencing as soon as practicable, but in any event no later than the second business day following the day on which the request is received.
Fees: Upon payment of the cost of duplication, or a statutory fee, if applicable, the records must be made “promptly available.” Fees for public records shall be assessed per the Master Fee Schedule or statutory fee. You may not charge for research; only the “direct cost of duplication.”
Managing Public Records
♦ Equipment to view public records must be maintained. (e.g., if a record only exists in microfiche format, the City must maintain at least one microfiche reader.)
♦ Video and audio tapes may be viewed/listened to at no charge. Copies of video tapes can be made in -house. Audiotapes may be copied by the requester on their own equipment or copied by an outside company provided the copying is done on site.
♦ Drawings and plans may be protected by copyright an d other laws. Written authorization may in some circumstances be obtained from the originating architect before releasing these documents. If the firm does not respond within 30 days or is out of business, the Building Official may authorize the release of the drawing or plan to a bonded blueprint company for duplication.
♦ The custodian of records (City Clerk or Department Head) can formulate procedures necessary to the efficient conduct of their office and protection of the public's records. This may in clude providing supervision during inspection of the records, restricting the inspection to a specified location, and establishing criteria for the manner in which records are handled during reproduction.
♦ Access to the records may be subject to reasonable time, place, and manner restrictions to preserve the ability of City staff and other members of the public to access the records.
ATTACHMENT 2
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AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
29 VITAL RECORDS PROTECTION:
Vital records contain information necessary for the City to resume operations after a disaster. Each Department Director is responsible for identifying the vital records under his/her control and ensuring that the Vital Records are maintained according to the following procedures:
• All vital records shall be stored in a secure, safe and controlled environment, to protect the records from theft or damage (i.e. vault or Records Center).
• Vital records which are in use but are required to be kept in a secured area, should be returned to the secured area at the end of each workday. Vital records should not be allowed to accumulate on desks or in unprotected areas.
The Information Services Division shall back up the City’s Mainframe, Servers, and imaged records in accordance with procedure established by the Information Services Division. The back up copy, including any optical media, will be stored at an off-site location to be used for recovery if necessary. The address of the off-site location is on file with the Information Services Division.
ATTACHMENT 2
160
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
30 Section II
Department
Specific
Information
ATTACHMENT 2
161
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
31 CITY OF CLOVIS
RECORDS MANAGEMENT PROCEDURES FOR
ADMINISTRATION DEPARTMENT
These procedures establish a standardized process for records management for the City of Clovis Administration to ensure that legal, regulatory, fiscal, historical, and administrative record retention requirements are met, that records that are essential to the City are protected; that the files and the records management system are in a controlled and secure environment; and that proper procedures are followed in the retention and/or destruction of City records. The Administration Department is made up of the Administration, City Clerk and City Attorney divisions.
In an inventory of records in Administration, the following file series were identified and additional file series have been added to the schedule that may be listed under different titles than those listed here and have not yet been identified. These file series have a legal, fiscal, administrative or historical value to the City. The attached schedule lists the fil e series and includes a recommended retention period, the appropriate legal citation, if applicable, and a description of the file series.
An individual from Administration (includes
Administration, City Clerk and City Attorney) will follow the records management procedures set forth in this
document to meet all requirements essential for the
proper upkeep of the records in that division. This
includes identifying new records series when
applicable, maintenance and appropriate
destruction of files when needed, archiving records,
working with the Deputy City Clerk to update the
retention schedule and improve the safekeeping
and retrieval of records.
In most cases, file series not addressed in the attached schedule should be considered routine in nature a nd should be identified as a general subject, and retention for those files should be two (2) years unless specific laws, decisions or opinions would apply to the file series. If a file series is not addressed in the attached schedule and the department believes other legal requirements apply or it is an essential record either for legal, historical, fiscal or administrative value, then that series can be added to the retention schedule. The retention schedule is not a “permanent” document, but flexible in nature to accommodate legal, administrative, or fiscal policy changes.
ATTACHMENT 2
162
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
32 LEGEND
Records Retention
A = Active
Ad = Adoption
Au = Audit
C = Current
Cl = Closed
Co = Completion
DOB = (Date of Birth)
E = Election
L = Life
O = Obsolete
P = Permanent
S = Supersede
T = Termination
CITATIONS
B&P = California Business & Professional Code
CAC = California Administrative Code
CCP = Code of Civil Procedure
CCR = Code of California Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EL = California Elections Code
FMLA = Family & Medical Leave Act, 1993
GC = California Government Code
H&S = California Health and Safety Code
HUD = Housing and Urban Development
OSHA = Occupational Safety & Health Agency
PC = California Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
ATTACHMENT 2
163
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
33 RECORDS RETENTION SCHEDULE
CITY OF CLOVIS
ADMINISTRATION
Administration
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
General Subject Cl + 2 GC 34090 Internal working files including correspondence
Plaques P Historical value
ELECTIONS
Affidavit Index C+5 EC17001
Applications, Absentee
Ballots and Envelopes
E+6 months EC17505;
EC17302
From date of election
Assisted, Challenged
Voters List
E+6 months EC17304 From date of election
Ballots E+6 months EC17302 From date of election; ballots submitted to precincts/City Clerk that
were not used - unless contested
(EC17302c) retention by court order
Ballots - Prop 218
(Assessment Districts)
P California
Constitutio
n Article
XIII
Property related fees (Assessment
Ballot proceeding)
Calendar E+2 GC34090
Canvass P EC15300 Notifications and Publications of
Election; Records used to compile final
election results, including tally sheets,
voting machine tabulation, detailed
breakdown of results; special election
results
Certificates of Election T+4 Certificates of election; Original reports and statements
Fair Political Practices
Campaign disclosure,
Administration, Campaign
Statements and Conflict of
Interest - Elected
P GC81009
(b) (g)
FPPC Filings
Campaign disclosure,
Administration, Campaign
Statements and Conflict of
Interest – Not Elected
E+5 GC81009 FPPC Filings
Candidate Statements E+5 Sample ballot retained permanently History P GC34090 History of elections, sample ballots, certificates of destruction, other
resolutions re: elections
Statement of Economic
Interest, Elected
T+7 GC81009(e
)
FPPC Filings
Statement of Economic
Interest - Not Elected
E+7 GC
81009(b)
FPPC Filings
Lobbyist Registration P GC86100
Statements
ATTACHMENT 2
164
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
34 Admin (Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Maps, Precincts/Voter
Information
E+2 GC 34090;
EC 17501;
EC17301
Nomination Papers
Successful
Unsuccessful
E+4
E+2
EC17100
EC81009(b
)
Notifications and
Publications
E+2 GC34090 Proof of publication or posting,
certification and listing of notice of
posting; copy of newspaper notice and
certification of offices to be voted for at
forthcoming election
Oaths of Office T+6 GC34090;
29 USC
1113
Elected Officials
Petitions E+9 months EC17200,
17400; GC
7253.5; EC
14700 +
GC3756.8
From date of election; Initiative,
referendum, recall
Precinct Records E+6 months EC17503 From date of election: Precinct official material; declaration of Intention,
precinct board member applications,
orders appointing members of p recinct
boards and designating polling places.
Includes notice of appointment of
office and record of service
Roster (of voters) E+5 EC17300 From date of election; Initiative, referendum recall, general municipal
election
Voter Affidavits Cl+5 EC17000 From date of election
GENERAL SUBJECT
Annexation Case Files P GC34090a Reports, agreements, public notices Biographies C+2 GC34090
Classifications and
Appointments
P GC34090;
GC12946;
29 CFR
516.6(2);
29 CFR
1602.4
Includes supplemental Personnel
records
Correspondence C+2 GC34090(d
)
If not attached to agreement or project
file
Goals & Objectives C+2 GC34090 Departmental goals and objectives Policies and Procedures S+5 GC34090(d
)
Retain while current
Reports
Departmental
Staff
C+2
C+2
GC34090
GC34090
Special/final summary, review or
evaluation
Non-agenda related, includes
supporting documentation
Special Projects C+2 GC34090
Support Services C+2 GC34090 Reproduction; printing; postal/mailing services, other internal resources
Travel Records C+2 GC34090
ATTACHMENT 2
165
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
35 Admin (Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
GRANTS
Community Development
Block Grant and Urban
Development
T+4 GC34090;
24 CFR
570.502;
24 CFR85.42*
Applications, reports, contracts,
supporting documents
Federal and State Cl+5 GC34090 Refer to grant application close -out procedure
Financial Records Cl+5 GC34090 Refer to grant application close -out procedure
Unsuccessful Cl+2 GC34090 Applications not entitled
LEGAL/LEGISLATIVE
Agendas C+2 P GC34090 Original agendas and special meeting notices, including certificates of
posting, original summaries, original
communications and action agendas
for Council, Boards and Commissions
Agenda Reports (Master,
Subject Files)
C+2 GC34090(d
)
Documentation received, created
and/or submitted to Council
Appeals, Civil C+3 CCP
583.320(a)(
3);
GC34090
Applications, Boards,
Commissions, Committees
Cl+2 GC34090 Not selected
Applications, Boards,
Commissions, Committees
T+5 GC34090;
GC40801
Selected
Articles of Incorporation P GC34090;
CCP337.2
Case Log Cl+7 CCP 337.2;
343
From close of cases listed;
chronological listing of cases
Case Records - (High
Profile)
P GC6254 Significant cases which have
importance/or set legal precedence.
Includes logs, complaints, police
reports, court orders, motions, notes,
briefs
Case Records (Routine) Co+7 42 USC
s1983
Includes logs, complaints, police
reports, court orders, mot ions, notes,
briefs, closing statements (unless
minors -3 years after attaining 18)
Contracts and Agreements
Excluding Capital
Improvement
T+5 CCP337.2,
343;
GC53066;
B&P7042.5
*
Includes leases, equipment, services
or supplies
*PU7685; 48 CFR:2
Includes Capital
Improvement
P 2.08.110* Construction
*GC37090a; 4004; H&S 19850
Index, Attorney Case L GC6254 Including notations on activities related to case
ATTACHMENT 2
166
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
36 Admin (Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Legal Advertising C+4 CCP 343,
349 et seq.;
GC 911.2;
GC34090
Includes public notices, legal
publications
Logs, Attorney Service
Request
C+2 GC34090 Service request, summaries of
monthly requests
Minutes P GC34090(d
);
GC36814;
GC40801
Official minutes and hearing
proceedings of governing body or
board, commission or committee
Notices, Meeting C+2 GC34090.7
,
54960.1c(1
)
Special Meetings
Opinions S+2 GC34090;
GC6254
Confidential
Ordinances P GC34090(d
) 40806
Municipal Code
Petitions C+1 GC50115;
GC6253
Submitted to legislative bodies
Resolutions P GC34090(d
)
40801
Legislative actions
Tapes, Audio/Video C+3 Months GC34090.7 When used for minute preparation and may have historical value
CITY CLERK
Assessment Districts P GC34090 Original documentation Inventory, Records C+2 GC34090;
80 OPS
Atty. Gen.
106
Inventory of non-current or inactive
records holdings and location, indices.
Tapes may be recycled
Municipal Code P GC34090 Supplements included
Public Records Request Cl+2 GC34090 GC34090
Records Management Cl+2 GC34090 Document includes retrieval, transfers - inactive
Records Management
Disposition Certification
P GC34090 Documentation of final disposition or
records
Records Retention S+4 CCP 343
POLICIES/PROCEDURES
General Administrative S+2 GC34090;
40801
All city policies and procedures
Policy, Council/
Proclamations
S+2 GC34090 Policies, directives rendered by
Council not assigned a resolution or
ordinance number
PUBLIC INFORMATION
Brochures, publications,
newsletter, bulletins
S+2 GC34090
Calendar, City C+2 GC34090
Media Relations C+2 GC34090 Includes cable, newspaper, radio, message boards, presentations
ATTACHMENT 2
167
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
37 CITY OF CLOVIS
RECORDS MANAGEMENT PROCEDURES FOR THE
CLOVIS COMMUNITY DEVELOPMENT AGENCY
These procedures establish a standardized process for records management for the Clovis Community Development Agency to ensure that legal, regulatory, fiscal, historical, and administrative record retention requiremen ts are met, that records that are essential to the City are protected; that the files and the records management system are in a controlled and secure environment; and that proper procedures are followed in the retention and/or destruction of City records.
In an inventory of records in the Clovis Community Development Agency the following file series were identified and additional file series have been added to the schedule that may be listed under different titles than those listed here and have not yet b een identified. These file series have a legal, fiscal, administrative or historical value to the City. The attached schedule lists the file series and includes a recommended retention period, the appropriate legal citation, if applicable, and a description of the file series.
An individual from the Clovis Community Development Agency will follow the records management procedures set forth in this document to meet all requirements essential for the proper upkeep of the records in that division. This i ncludes identifying new records series when applicable, maintenance and appropriate destruction of files when needed, archiving records, working with the Records Manager to update the retention schedule and improving the safekeeping and retrieval of records.
In most cases, file series not addressed in the attached schedule should be considered routine in nature and should be identified as a general subject, and retention for those files should be two (2) years unless specific laws, decisions or opinions wo uld apply to the file series. If a file series is not addressed in the attached schedule and the department believes other legal requirements apply or it is an essential record either for legal, historical, fiscal or administrative value, then that series can be added to the retention schedule. The retention schedule is not a “permanent” document, but flexible in nature to accommodate legal, administrative, or fiscal policy changes.
ATTACHMENT 2
168
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
38 LEGEND
Records Retention
A = Active
Ad = Adoption
Au = Audit
C = Current
Cl = Closed
Co = Completion
DOB = (Date of Birth)
E = Election
L = Life
O = Obsolete
P = Permanent
S = Supersede
T = Termination
CITATIONS
B&P = California Business & Professional Code
CAC = California Administrative Code
CCP = Code of Civil Procedure
CCR = Code of California Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EL = California Elections Code
FMLA = Family & Medical Leave Act, 1993
GC = California Government Code
H&S = California Health and Safety Code
HUD = Housing and Urban Development
OSHA = Occupational Safety & Health Agency
PC = California Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
ATTACHMENT 2
169
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
39 RECORDS RETENTION SCHEDULE
CITY OF CLOVIS
CLOVIS COMMUNITY DEVELOPMENT AGENCY
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
General Subject Cl + 2 GC 34090 Internal working files including correspondence
Policies & Procedures 2 GC34090 Includes rules, regulations, standards Committees 5 GC34090 member lists, minutes/agendas,
informational material, reports
Bids & Proposals
(Unsuccessful)
2 GC34090d
Bonds
Development
Cl+10
CCP 337.5 Housing; Industrial Development
Bonds
Security
Cl+2
GC34090
Documentation created and or received in
connection with the performance of
work/services for the city, or for the parcel
maps and subdivision work
Project Files (Case Files) P GC34090a;
H&S
19850;
4003, 4004
Pertains to real property, new
construction, storefront improvements,
rehabilitation projects, and promotions.
May include blueprints, drawings, maps,
photos (including negatives)plans,
reports, evaluations, correspondence,
uses, permits, variances, studies,
appeals, compliance certificates, lot line
adjustments or other planning-related
matters brought before the legislative
body
Grants,
Community/Urban
Development (includes
CDBG)
Cl+4 24CFR
570.502(b)
(3); 241
CFR 85.42
& OMB Cir.
110, Attach
C;*
Project files, contracts, proposals,
statements, reports, sub-recipient
dockets, Environmental review, grant
documents, applications, inventory,
consolidated plan, etc. Includes Section
108 loan guarantee *OMB A-102 &128,
HUD regulations
HOUSING
Bonds Cl+10 CCP337 Revenue Bond Documentation
Programs Cl+3 24 CFR
570.502(b)(
3); 24 CFR
85.42 &
OMB Cir.
A-110, #C
Includes comprehensive Housing
Authority Strategy, Meeting Credit
Certificate, Housing bond advisory,
HOME, In-Lieu Housing Mitigation,
Low/Moderate Housing, Rental Housing
Assistance
Redevelopment
Budgets
Bond Issues
P
P
GC34090,
40802,
53901
GC43900
et seq.
Includes annual audit
Loans P GC34090 Promissory notes, Deeds of trust, detail information.
ATTACHMENT 2
170
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
40 CCDA Continued
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Promotional Material 2 GC34090 Includes Milestones, Signpost, Spirit of California, Old Town activities, st atistics,
mailing lists, industrial sites available
Relocation Files Cl+2 GC34090 e.g. Redevelopment
Certificates L GC34090 Retain during life of structure Drawings, Project Plan Co GC34090d Does not include those usually filed with case or project
Legal Advertising C+4 CCP 343,
349 et seq.;
GC 911.2;
GC 34090
Includes public notices, legal publications
Photographs 2 GC34090d Aerial and other photographs not associated with a project file
Projects, not completed or
denied
2 GC34090d Building, engineering, planning
Railroad Right -of-way C+3 36CFR64.1
1 Land acquisitions, correspondence,
improvements, statutory records
Reports 2 GC34090 Activity, periodic
Reports, Federal and
State
P GC34090a Grants, Community/Urban Development
(includes CDBG)
Summer Youth Program C+2 GC34090 Invoices and detail for summer youth programs, reportable to other agencies
(Paint Program and Water Conservation
Program)
ATTACHMENT 2
171
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
41 CITY OF CLOVIS
RECORDS MANAGEMENT PROCEDURES FOR THE
FINANCE DEPARTMENT
These procedures establish a standardized process for records management for the City of Clovis Finance Department to ensure that legal, regulatory, fiscal, historical, and administrative record retention requirements are met, that records that are essential to the City are p rotected; that the files and the records management system are in a controlled and secure environment; and that proper procedures are followed in the retention and/or destruction of City records.
In an inventory of records in the Finance
Department the fo llowing file series were
identified and additional file series have been
added to the schedule that may be listed
under different titles than those listed here
and have not yet been identified. These file
series have a legal, fiscal, administrative or
historical value to the City. The attached
schedule lists the file series and includes a
recommended retention period, the
appropriate legal citation, if applicable, and a
description of the file series.
An individual from the Finance Department will follow the records management procedures set forth in this document to meet all requirements essential for the proper upkeep of the records in that division. This includes identifying new records series when applicable, maintenance and appropriate destruction of files when needed, archiving records, working with the Records Manager to update the retention schedule and improving the safekeeping and retrieval of records.
In most cases, file series not addressed in the attached schedule should be considered routine in nature and should be identified as a
general subject, and retention for those files
should be two (2) years unless specific laws,
decisions or opinions would apply to the file
series. If a file series is not addressed in the
attached schedule and t he department believes
other legal requirements apply or it is an essential
record either for legal, historical, fiscal or
administrative value, then that series can be
added to the retention schedule. The retention
schedule is not a “permanent” document, but
flexible in nature to accommodate legal,
administrative, or fiscal policy changes.
ATTACHMENT 2
172
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
42 LEGEND
Records Retention
A = Active
Ad = Adoption
Au = Audit
C = Current
Cl = Closed
Co = Completion
D.O.B. = (Date of Birth)
E = Election
L = Life
O = Obsolete
P = Permanent
S = Supersede
T = Termination
CITATIONS
B&P = California Business & Professional Code
CAC = California Administrative Code
CCP = Code of Civil Procedure
CCR = Code of California Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EL = California Elections Code
FMLA = Family & Medical Leave Act, 1993
GC = California Government Code
H&S = California Health and Safety Code
HUD = Housing and Urban Development
OSHA = Occupational Safety & Health Agency
PC = California Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
ATTACHMENT 2
173
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
43 RECORDS RETENTION SCHEDULE
CITY OF CLOVIS
FINANCE DEPARTMENT
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
AUDIT
Annual Financial Report C+2 P GC34090 Independent auditor analysis Bonds Co+10 GC34090;
CCP337.5
Final bond documentation
Budget P GC34090 Annual operating budget approved by
Legislative Body
Budget Operating (copies) S P GC34090 Departmental Reference Hearing or Review A+2 GC34090 Documentation created and/or received in connection with an audit
hearing or review
Reports A+4 A+5 GC34090 Internal and/or external
Reviews, Internal/External
Periodic
Co A+5 GC34090;
GC6250
Daily, weekly, monthly, quarterly, or
other summary, review, evaluation,
log, list, statistics, except a report
INFORMATION
SERVICES
Internet, World Wide Web C+2 C+1 GC34090 Management/Policies and supporting documentation
Inventory, Information
Systems
C+2 GC34090 Hardware/Software Inventory logs;
systems manuals
Network Information
Systems (LAN/WAN)
C+4 GC34090;
CCP 337.2;
CCP 343
Configuration maps and plans
Program Files &
Directories
C+2
C+2 mos.
C+1
C+.5
GC34090
GC34090.7
Annual backup
Daily backup
Monthly backup
Weekly backup
Tapes, Information
Systems
A+2 GC34090 System Generation
FINANCE
Accounts Payable Au+4 GC34090 Invoices, check copies, supporting documents
Accounts Receivable Au+4 GC34090
Applications Cl+2 GC34090 Utility connections, disconnects, registers, service
Assessment Districts
P
Co+10
GC34090
Collection information; Original
documentation files with municipal
clerk
Bank Reconciliation’s
Au+5
GC34090;
26 CFR
16001-1
Statements, summaries for receipts,
disbursements & reconciliation’s
Billing Records Au+2 GC34090 Customer name, service address, meter reading, usage, payments,
applications/cancellations
Budget adjustments,
journal entries
Au+2
Au+4 GC34090 Account transfers
ATTACHMENT 2
174
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
44 (Finance Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Checks Au+5 GC34090
CCP 337
Includes payroll, canceled & voided
checks
Deposits, Receipts Au+4 GC34090;
CCP 337
Checks, coins, currency
Invoices Au+2 GC34090 Copies sent for fees owed, billing, related documents
Journals, Utility Billing C+2 4 GC34090 Billing including monthly activity Ledger, General P GC34090; * *CCP 337
Voucher Au+4 GC34090;
CCP 337
Account postings with supporting
documents
Taxes, Receivable Au+3 CCP338
Warrant Register Au+2 GC
34090.7
Uncollected Small Claims
Cases
10 Collected Small Claims
Cases
2 DUI Cases T+2
DUI write-offs Cl
FIXED ASSETS
Inventory Au+4 GC34090;
26 CFR
301 65-1(F)
Reflects purchase date, cost, account
number
Surplus Property
Auction Au+2 GC34090 Listing of property
Disposal Au+4 GC34090;
CCP 337
Sealed bid sales of equipment
Vehicle Ownership & Title L VC 9900 et
seq.
Title transfers when vehicle sold
LICENSE
Business T+4 GC34090;
CCP 337
Paid & reports
PAYROLL
Adjustments Au+4 GC34090
29 CFR
516.5-
516.6
Audit purposes
Employee Time Sheets Au+6 GC34090;
29 CFR
516.2*
Signed by employee for audit & FEMA
Reports
*20 CFR 516.6(1); IRS Reg. 31.6001-
1(e)(z); R&T 19530; LC 1174(d)
PERS Employee
Deduction Reports
T+4 GC34090;
CAC 22-
1085-2
Record of deductions (PERS Public
Employee Retirement System) *26
CFR 31-6001-1; 29 CFR 516.5, 516.6,
LC 1174(d)
Register P GC34090;
GC37207
Labor costs by employee & program
Salary Records T+3 GC34090;
29 CFR
516.2
Garnishments
ATTACHMENT 2 175
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
45 (Finance Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Purchase Orders Au+4 GC34090;
CCP 337
Original documents
Vendor Register P S GC34090 Alpha vendor listing of purchase orders, invoices, account numbers and
check date
PUBLIC FINANCING
AUTHORITY
Administration P GC34090
Financial Records P GC34090,
40802,
53901
Management Reports 2 GC34090
REPORTS
Audits P GC34090
Deferred Compensation T+5 GC34090;
26 CFR
16001-1*
Records of employee contributions
and city payments
*29 CFR 1627.3(2)
Federal and State Tax
Au+4
GC34090;
29 USC
436*
Forms 1096, 1099, W-4’s and W-2’s
*26 CFR 31.6001.1 -4; IRS Reg
31.6001-1(e)(2); R&T 19530;29 CFR
516.5-516.6
Investment Transactions
P
GC34090;
CCP 337;
GC 53607
Summary of transactions, inventory &
earnings report
Labor Distribution Au+2 GC34090 Costs by employee & program Meter Reading C+2 4 GC34090
State Controller P GC34090 Controller may destroy after 5 years
TREASURER
Bank Statements
Au+2
Co+10
FC 3368,
30210; GC
43900 et
seq.
Financing authority
Bonds
Account Statements C+10 Co+10 GC34090;
CCP 337.5
Monthly statement of transactions
Administration C+10 Co+10 GC34090;
CCP 337.5
Supporting documents
Bonds and Coupons E+2 Co+10 GC 34090;
53921
Paid/canceled
ATTACHMENT 2
176
AGENDA ITEM NO. 2.
CITY OF CLOVIS
RECORDS MANAGEMENT PROCEDURES FOR THE
FIRE DEPARTMENT
These procedures establish a standardized process for records management for the City of Clovis Fire Department to ensure that legal, regulatory, fiscal, historical, and administrative record retention requirements are met, that records that are
essential to the City are protected; that the files and the records management system are in a controlled and secure environment; and that proper procedures are followed in the retention and/or destruction of City records.
In an inventory of records in the Fire Department the following file series were identified and additional file series have been added to the schedule that may be listed under different titles than those listed here and have not yet been identified. These file series have a legal, fiscal, administrative or historical value to the City. The attached schedule lists the file series and includes a recommended retention period, the appropriate legal citation, if applicable, and a description of the file series.
An individual from the Fire Department will follow the records management procedures set forth in this document to meet all requirements essential for the proper upkeep of the records in that division. This includes identifying new records series when applicable, maintenance and appropriate destruction of files when needed, archiving records, working with the Records Manager to update the retention schedule and improving the safekeeping and retrieval of records.
In most cases, fi le series not addressed in the attached schedule should be considered routine in nature and should be identified as a general subject, and retention for those files should be two (2) years unless specific laws, decisions or opinions would apply to the file series. If a file series is not addressed in the attached schedule and the department believes other legal requirements apply or it is an essential record either for legal, historical, fiscal or administrative value, then that series can be added to the retention schedule. The
retention schedule is not a “permanent” document, but
flexible in nature to accommodate legal, administrative, or fiscal policy changes.
ATTACHMENT 2
177
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
47 LEGEND
Records Retention
A = Active
Ad = Adoption
Au = Audit
C = Current
Cl = Closed
Co = Completion
DOB = (Date of Birth)
E = Election
L = Life
O = Obsolete
P = Permanent
S = Supersede
T = Termination
CITATIONS
B&P = California Business & Professional Code
CAC = California Administrative Code
CCP = Code of Civil Procedure
CCR = Code of California Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EL = California Elections Code
FMLA = Family & Medical Leave Act, 1993
GC = California Government Code
H&S = California Health and Safety Code
HUD = Housing and Urban Development
OSHA = Occupational Safety & Health Agency
PC = California Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
ATTACHMENT 2
178
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
48 RECORDS RETENTION SCHEDULE
CITY OF CLOVIS
FIRE DEPARTMENT
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
ADMINISTRATION
Books, Fire Code S+3 GC
34090.7
CCP 340.5
Include OPS manuals
General Subject Cl + 2 GC 34090 Internal working files including correspondence
Inspections, Fire
Prevention
Cl+3 UFC103.34 Alarm/sprinkler systems, prevention
efforts
Investigations, Evidence
Arson
P PC799 Support prosecution resulting in
homicide
Investigations, Evidence
Arson
Cl+6 P PC800 Great bodily harm, inhabited structure
or property
Journals, Fire Station P GC34090 Activities, personnel, engine company Mutual Aid, Strategic
Plans
C+2 GC34090
Permits, Fireworks 2 C+2 GC34090 Permits for fireworks booths Policies & Procedures C+2 GC34090 Includes rules, regulations, standards
FIRE PERSONNEL
Exposure T+30 29CFR
1910.1020
Sampling results, collection
methodology, background
Exposure T+1 T+30 29CFR
1910.1020
Laboratory reports and worksheets
Medical T+30 29CFR
1910.1020
Medical T+2 29CFR
1910.1020
Employees less than one year
Training T+2 GC34090 Certifications/designations
PROPERTY
Apparatus/Vehicle C+2 GC34090
CCP
340.5*
Repair and Maintenance
*8 CA Code of Regulations 3203(b)(1)
Field, Non-fire and Logs C+2 GC34090
Fire, Non-arson and Logs C+2 GC34090
Incident Reports Cl+3 5 GC34090
CCP338*
Dispatch and daily logs
*CCP 340.5
Inventory, Equipment &
Supplies
2 GC34090
Investigations, Evidence
Arson
C+3 PC801;
UFC
104.32
Structure
Logs, Fire Equipment/
Gear
C+2 GC34090
Weed Abatement C+5 GC34090 Reports, assessments, resolutions, documentation
ATTACHMENT 2
179
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
49 (Fire Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
HAZARDOUS
MATERIALS
Emergency Medical
Services Reports
2 T+5 GC34090 Copies of reports (originals are kept by
Fresno County EMS) These are kept
as part of the personnel file.
Hazardous Waste
Disposal
C+10 CA OSHA;
40CFR122.
21 Documentation re handling and
disposal of hazardous waste
Permits, Hazardous
Materials Storage
C+2
P
GC34090 Although the GC only recommends
current + 2 years, other agencies
consistently recommend permanent
retention of environmentally
sensitive material
Programs, Household
Hazardous Waste
S+2 GC34090
Training Materials S+2 Cal Code* Standards and Administration *Reg. 3204(d), et seq.
Underground Storage
Tank
Compliance
Maintenance & Oper.
P
C+2
GC34090a
GC34090
Documents re: storage
Location, installation, removal,
remediation
ATTACHMENT 2
180
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
50 CITY OF CLOVIS
RECORDS MANAGEMENT PROCEDURES FOR THE
GENERAL SERVICES DEPARTMENT
These procedures establish a standardized process for records management for the City of Clovis General Services Department to ensure that legal, regulatory, fiscal, historical, and administrative record retention requirements are met, that records that are essential to the City are protected; that the files and the records management system are in a controlled and secure environment; and that proper procedures are followed in the retention and/or
destruction of City records.
General Services consist of Personnel, Building Maintenance, Purchasing, Senior Center, Recreation, and Transit. In an inventory of records in the General Services Department the following file series were identified and additional file series have been added to the schedule that may be listed under different titles than those listed here and have not yet been identified. These file series have a legal, fiscal, administrative or historical value to the City. The attached schedule lists the file series and includes a recommended retention period, the appropriate legal citation, if applicable, and a description of the file series.
An individual from each division of the Gene ral Services Department will follow the records management procedures set forth in this document to meet all requirements essential for the proper upkeep of the records in that division. This includes identifying new records series when applicable, mainte nance and appropriate destruction of files when needed, archiving records, working with the Records Manager to update the retention schedule and improving the safekeeping and retrieval of records.
In most cases, file series not addressed in the attached s chedule should be considered routine in nature and should be identified as a general subject, and retention for those files should be two (2) years unless specific laws, decisions or opinions would apply to the file series. If a file series is not addressed in the attached schedule and the department believes other legal requirements apply or it is an essential record either for legal, historical, fiscal or administrative value, then that series can be added to the retention schedule. The retention schedu le is not a “permanent” document, but flexible in nature to accommodate legal,
administrative, or fiscal policy changes.
ATTACHMENT 2
181
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
51 LEGEND
Records Retention
A = Active
Ad = Adoption
Au = Audit
C = Current
Cl = Closed
Co = Completion
DOB = (Date of Birth)
E = Election
L = Life
O = Obsolete
P = Permanent
S = Supersede
T = Termination
CITATIONS
B&P = California Business & Professional Code
CAC = California Administrative Code
CCP = Code of Civil Procedure
CCR = Code of California Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EL = California Elections Code
FMLA = Family & Medical Leave Act, 1993
GC = California Government Code
H&S = California Health and Safety Code
HUD = Housing and Urban Development
OSHA = Occupational Safety & Health Agency
PC = California Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
ATTACHMENT 2
182
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
52 RECORDS RETENTION SCHEDULE
CITY OF CLOVIS
GENERAL SERVICES DEPARTMENT
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
DEPARTMENT
SUPPORT
Bids
Successful
Unsuccessful
Co+2
.5
Co+4
Cl+2
GC34090
GC34090
Includes repairs and maintenance of
City facilities,
Request for Proposals
(RFP’s)
2 GC34090 Retention for Department historical
value
Facility Rentals/Use C+2 GC34090 Permits, contracts, diagrams, schedules, insurance binders
Maintenance & Operations C+2 GC34090d Service requests, invoices, supporting documentation; buildings, equipment,
field engineering, public facilities
including work orders and graffiti
removal
PERSONNEL
Benefit Plan Claims P GC6250 et
seq.; CFR
1602.30;
32; Lab Rel
Sec 1174*
May include dental, disability,
education, health, life and vision
including dependent care and
Employee Assistance
*29 CFR 1637.3; 29 USC 1027; 29
CFR 1627.3; 29 USC 1113
Benefit Plan Enrollment,
Denied
C+4 GC34090
Bond, Personnel Fidelity T+2 GC34090 Employee Fidelity Bonds Employee Handbook S+2 GC34090 General employee information including benefit plans
Employee Programs C+2 GC34090;
GC12946
Includes EAP and Recognition
Employee Rights
General Employees
Safety (Police)
T+2
T+5
GC12946;
29 CFR
1602; 29
USC 211
(e); 203(m);
207(g)
May include arbitration, grievances,
union requests, sexual harassment
and civil rights, complaints, disciplinary
actions
Hourly Employees T+6 GC12946;
GC34090*
*29 CFR 1627.3, Labor Relations
Section 1174
Immigrant Immigration
Reform/Co
ntrol Act
1986 Pub L
99-603
I-9’s
Medical Leave C+30 FMLA 1993
US OSHA;
29 CFR
1910.20; *
May include family leave;
certifications; tests; W-4’s
*29 CFR 1602.30.32; 49 CFR 193-9
Motor Vehicle Pulls (DMV) C+7 GC12946, * *CA 91009; 8 USC 1324 (a)
ATTACHMENT 2
183
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
53 (General Services
Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Negotiation P 29 USC
Sections
211c,
203(m),
207(g)
Notes, notebooks, correspondence,
contracts, and Memorandums of
Agreements
Non-Safety Employees C+3 Reference:
29 CFR
1627.3; Lbr
Rltns Sec
1174; 29
CFR
1602.30.32
; GC6250
et seq.; 29
CFR; GC
12946,
34090*
Non-safety employees may include:
Release Authorizations; certifications;
reassignments; outside employment;
commendations; disciplinary actions;
terminations; Oaths of Office;
evaluations -pre-employee medicals;
fingerprints; identification cards (ID’s)
*1607.4; 29 CFR 655.202; 29 CFR
516.6 et seq.; 45 CFR 1068.6(a)
Personnel Records
(copies)
2 GC34090;
GC6250
Attendance; evaluations; drafts;
worksheets, postings
PERS, Social Security,
SSI
P 29 CFR
1627.3(2);
GC 12946,
34090
EEOC/ADEA
Recruitment C+3 Reference:
GC12946;
GC6250 et
seq; 29
CFR 1602
et seq.; 29
CFR 1607;
49 USC
2000(e)-8;
2000c-12
Applications, resume s, alternate
lists/logs, indices; ethnicity
disclosures; examination materials,
examination answer sheets, job
bulletins; eligibility; electronic database
Reports C+2 GC34090 Employee statistics, benefit activity, liability loss
Safety Employees T+5 Reference:
29 CFR
16273; Lbr
Rltns Sec
1174; 29
CFR
1607.4; *
Police, fire, emergency employees
may include; Release Authorizations;
Certifications Reassignments; outside
employment; commendations,
disciplinary actions; terminations,
Oaths of Office; evaluations -pre-
employee medicals
*29 CFR 1602.30.32; 29 CFR
655.202; 29 CFR 516.6 et seq.; 45
CFR 1068.6(a)
Surveys & Studies Co+2 GC 12946,
34090; 29
CFR
516.6(2);
29 CFR
1602.14
Includes classification, wage rates
Training Records
Non Safety
C+7 GC6250 et
seq.
Employee applications, volunteer
program training, class training
materials, internships
ATTACHMENT 2
184
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
54 (General Services
Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Personnel (by name) T+7 GC34090 Paperwork documenting officers’ internal and external training
Safety C+2 GC34090 Certifications/designations
Vehicle Mileage
Reimbursement Rates
S+2 GC34090 Annual mileage reimbursement rates
RISK MANAGEMENT
Accident Reports - City
Assets
C+7 29 CFR
1904.2; 29
CFR
1904.6
Reports and related records
Bonds, Insurance P CCP 337.2;
343
Bond and insurance policies insuring
city property and other assets
Claims, Damage Cl+5 GC34090;
GC25105.5
Paid/Denied
Incident Reports Cl+7 29 CFR
1904.2; 29
CFR
1904.6
Theft, arson, vandalism, property
damage or similar occurrence
(excluding fire/law enforcement)
Insurance, Joint Powers
Agreement
P GC34090 Accreditation/MOU’s/agreements,
agendas
Insurance, Certificates P GC34090 Insurance certificates filed separately from contracts, includes insurance
filed by licensees
Insurance,
Liability/Property
P GC34090 May include liability, property,
Certificates of Participation, deferred,
use of facilities
Insurance, Workers
Compensation
P GC6410;
29 CFR
1910.20
Indemnity; PERS - working files -
originals with Administrator
Photographs, Negatives,
Film
C+2
C+7 GC34090
Risk Management Reports C+5 OMB 1220-
0029; 29
CFR
1904.4;
GC34090
Federal OSHA Forms; Loss Analysis
Report; Safety Reports; Actuarial
Studies
Workers Compensation P CCR
14311;
15400.2
Labor Code
5405 Title 8
Claim Files, Reports, Incidents
(working files) originals filed with
Administrator
ATTACHMENT 2
185
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
55 (General Services
Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
SENIOR
SERVICES/TRANSIT
Contracts 2 GC34090 Copies of active and inactive contracts Grants - Aging L+3 GC34090 Federal and state grants
Grants - Transit L+6 GC34090 Federal and state grants
Project Files C+2 GC34090 Current project information including memos, correspondence, supporting
documents relative to the project
Receipts 2 GC34090 Donation receipts - used in quarterly reporting to other agencies
Transit Case Files and
ADA Documents
C+10 GC34090 Detailed information on transit
ridership, mileage, fueling, hours for
reporting to other government
agencies and audit purposes.
ATTACHMENT 2
186
AGENDA ITEM NO. 2.
CITY OF CLOVIS
RECORDS MANAGEMENT PROCEDURES FOR THE
PLANNING AND DEVELOPMENT SERVICES DEPARTMENT
These procedures establish a standardized process for records management for the City of Clovis Planning and Development Services Department (P&DS) to ensure that legal, regulatory, fiscal, historical, and administrative record retention requirements are met, that records that are essential to the City are protected; that the files and the records management system are in a controlled and secure environment; and that proper procedures are followed in the retention and/or destruction of City records.
P&DS is made up of the Planning, Engineering and Building divisions.
In an inventory of records in the Planning and Development Services Department the following file series were identified and additional file series have been added to the schedule that may be listed under different titles than those listed here and have not yet been identified. These file series have a
legal, fiscal, administrative or historical
value to the City. The attached schedule
lists the file series and includes a
recommended retention period, t he
appropriate legal citation, if applicable, and
a description of the file series.
An individual from each division in the
Planning and Development Services
Department (Planning, Engineering and
Building) will follow the records
management procedures s et forth in this
document to meet all requirements essential
for the proper upkeep of the records in that
division. This includes identifying new
records series when applicable, maintenance and appropriate destruction of files when needed, archiving records, working with the Records Manager to update the retention schedule and improving the safekeeping and retrieval of records.
In most cases, file series not addressed in the attached schedule should be considered routine in nature and should be identified as a general subject, and retention for those files should be two (2) years unless specific laws, decisions or opinions would apply to the file series. If a file series is not addressed in the attached schedule and the department believes other legal requirements apply or it is an essential record either for legal, historical, fiscal or administrative value, then that series can be added to the retention schedule. The retention schedule is not a “permanent” document, but flexible in nature to accommodate legal, administrative, or fiscal policy changes.
ATTACHMENT 2
187
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
57 LEGEND
Records Retention
A = Active
Ad = Adoption
Au = Audit
C = Current
Cl = Closed
Co = Completion
DOB = (Date of Birth)
E = Election
L = Life
O = Obsolete
P = Permanent
S = Supersede
T = Termination
CITATIONS
B&P = California Business & Professional Code
CAC = California Administrative Code
CCP = Code of Civil Procedure
CCR = Code of California Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EL = California Elections Code
FMLA = Family & Medical Leave Act, 1993
GC = California Government Code
H&S = California Health and Safety Code
HUD = Housing and Urban Development
OSHA = Occupational Safety & Health Agency
PC = California Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
ATTACHMENT 2
188
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
58 RECORDS RETENTION SCHEDULE
CITY OF CLOVIS
PLANNING & DEVELOPMENT SERVICES (P&DS) DEPARTMENT
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
ADMINISTRATION
Benchmark Data C+2 GC34090d Horizontal, vertical & control Bids & Proposals
(Unsuccessful)
Cl+2 GC34090d
Bonds
Development
Cl+10
Please see
CCDA
CCP 337.5
Housing; Industrial Development
Security Cl+2 GC34090 Documentation created and or
received in connection with the
performance of work/services for the
City, or for parcel maps and
subdivision work
Code Books P S+10 GC34090e National Electrical Code, Uniform Building, Fire, Mechanical, Plumbing &
Supplements
Contractor C+2 GC34090d Current Listing
Correspondence C+2 GC34090d Working documentation
Development Conditions L GC34090 Mitigation measures; filed with case files
Development Agreements P CCP337,
337.1(a),
337.15;
GC34090;
4 8 CFR
4.703
Infrastructure contracts, franchises.
Original maintained for 7 years.
Development Standards P S+10 GC34090a Landscape mediums, parkway landscape development, public works
construction
Drawings, Project Plan C+2 GC34090d Does not include those usually filed with case or project
Franchises P GC65864,
65869.5,
34090*
Including subdivision agreements,
contracts for sale or purchase of
property, cable, grant of easements
and/or involving construction of
improvements
CCP337.2, 343;AC16023
General Subject Files C+2 C+5 GC34090d Internal working files including correspondence. Files will be
reviewed annually. Some may require
retention longer than prescribed here.
Grants,
Community/Urban
Development (includes
CDBG)
Cl+4 See CCDA 24CFR
570.502(b)
(3); 241
CFR 85.42
& OMB Cir.
110, Attach
C;*
Project files, contracts, proposals,
statements, reports, sub-recipient
dockets, Environmental review, grant
documents, applications, inventory,
consolidated plan, etc. Includes
Section 108 loan guarantee *OMB A-
102 &128, HUD regulations
Historic Preservation
Inventory
2 GC34090d Historic Structures & Landmarks
Incident Files 2 GC34090d Emergency Call Outs
ATTACHMENT 2
189
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
59 (P&DS Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Land Uses,
nonconforming
P GC34090a Building or site usage which does not
conform to current standards
Logs C+5 P Logs, registers or similar records
listing permits, certificates of
occupancy issued; may include
inspection, building activity, daily, plan
check, utility
Maps & Plats P GC34090a Engineering & field notes and profiles; cross-section of roads, streets, right -
of-way, bridges; may include
annexations, parks, tracts, block,
storm drains, water easements, bench
marks, trees, grading, landfill, fire
hydrants, base maps, etc.
Master Plans, Annual S+2 GC34090 Special or long range program plan for municipalities – coordination of
services; strategic planning
Permi ts, Construction P GC34090a;
H&S
19850;
4003; 4004
Plans, building, signs, grading,
encroachment, including blueprints
and specifications
Permits, Other Cl+2 GC34090d Alterations, encroachment, excavations, road, street sidewalks &
curb alterations, transportation,
swimming pool drainage, temporary
uses, etc.
Photographs S+2 P GC34090d Aerial photographs
Projects, Not Completed
or Denied
Cl+2 P GC34090d Building, engineering, planning
Reports C+2 GC34090 Activity, periodic
Seismic Retrofit Program P GC34090a Includes Certificates of Compliance Street Names and House
Numbers
P GC34090a Street dedications, closings, address
assignment/changes
Studies, Special Projects
& Areas
Cl+2 GC34090d Engineering, joint powers, noise,
transportation
Surveys P GC34090a Recording data and maps
BUILDING
Blueprints, Specifications Cl+2 6 months – 1
year
GC34090d Submitted by contractors with
application for permit never issued.
Certificates L GC34090a Compliance, elevation, occupancy which affect real property
Construction (Approved) P 3 months to
Permanent
after Final
GC34090a;
4003;
4004; H&S
19850,
19853
New commercial and residential
construction, tenant improvements –
room additions, spa, signs, block wall,
remodel including security bonds
Flood Records C+2 GC34090
Inspection Cl+2 GC34090d Correspondence, fees, appeal
requests, reports
Permits P GC34909a;
H&S
19850;
4003; 4004
Plans, building, signs, grading,
encroachment permits
Signs (Temporary) S+2 GC34090d Home occupations, off-premise signs ATTACHMENT 2
190
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
60 (P&DS Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
CODE ENFORCEMENT
Abandoned Vehicles Cl+2 GC34090d
Case Files Cl+2 GC34090d Building, housing and mobile home code violation records including
inspections; public nuisance rubbish
and weed abatement, vehicle
abatement, citations, massage parlor
permits, general
Liens & Releases,
Supporting
Cl+2
GC34090
Utilities, abatement, licenses
Logs C+2 GC34090d Lien Recovery, citations, complaints Regulations S+2 GC34090d Includes rules
Reports, Federal & State P GC34090a Code enforcement statistics; may contain records affecting title to real
property or liens thereon
Violations, Building,
Property & Zoning
Cl+2 GC34090d Supporting code enforcement activity
ENGINEERING
Capital Improvement
Projects
Cl+10 CCR337.15 Supporting documents including
bidders list, specifications, reports,
plans, work orders, schedules, etc.
Construction Tracking
Daily
P
Cl+10 CCR337.15 Daily Tracking
Drawings, Traffic Control
Plan
P N/A (FMFCD) GC34090a Signs, signing & striping, road
construction
Flood Control Cl+2 N/A GC34090d Storm Drains
Special Districts P GC34090a Supporting documents re:
improvement, l ighting, underground
utility; bonds, taxes, & construction
Street/Alley
(Abandonment/Vacation)
Cl+2
P GC34090d Relinquishment of rights and fee title
Traffic Signals Cl+2 Cl+5 GC34090d Counts, collisions, accidents
Permits
Encroachment P GC34090
Improvement 2 GC34090 May include curbs, sidewalks;
Applications for excavation, fill,
alterations
Oversize Load 2 GC34090
Parking 2 GC34090 Residential
Paving 2 GC34090
Use (Temporary) 2 GC34090 Includes Special Events
Photographs 2 P GC34090 Includes aerials
Plans, Capital
Improvement, Projects
P GC34090 Streets, curbs, gutters, sidewalks,
storm drains, water, sewer, parks
Policies and Procedures 2 GC34090 Includes, rules, regulations, standards Naming & numbering P GC34090
Speed Limits S+2 GC34090
Programs
Federal Programs 3 Co+3 23CFR633
(a) & (c)
Traffic Safety 2 GC34090 Pedestrian safety, bicycle lanes ATTACHMENT 2
191
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
61 (P&DS Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Reports
Bridges & Overpasses L GC34090 Life of structure
Inspection 2 GC34090 Includes intersection, sidewalks, bridges and overpasses, keep for the
life of structure
Studies 2 GC34090 Traffic volume, accident history,
requests, statistics, drawings
supporting traffic devices
Traffic Count 2 GC34090 Evaluation of traffic volume
Vehicle Accident 2 GC34090
Routes, School Bus &
Truck
2 GC34090 Truck routes, access ramps, rest
areas
Signage L+2 GC34090 Log books, index register cards,
inventory lists, records of traffic signs
Traffic Signals L GC34090 Logs, drawings, wiring diagrams, codes, circuit numbers, installation
records, testing and maintenance
ENVIRONMENTAL
QUALITY
Air Quality (AQMD) C+7 NA CCP
338(k);
GC34090
Participants/voucher logs, Total Daily
Mileage Survey (TDM); various local
authorities; Commute Alternative
Asbestos P GC34090a Documents abatement projects, public buildings
California Environmental
Quality Act (CEQA)
P GC3490a +
CEQA
Guidelines
Exemptions, Environmental Impact
Report, Mitigation monitoring, negative
declaration, notices of completion and
determination, comments, statements
of overriding considerations
Congestion Management C+2 NA GC34090d Ride sharing, trip reduction Environmental Review Cl+2 GC34090d Correspondence, consultants, issues, conservation
Pest Control C+2 NA GC34090d Pesticide applications, inspections & sampling, documents
Soil, HAZMAT level 1 or 2 Cl+2 GC34090d Analysis, construction recommendations
Soil Reports P GC34090d Final Reports
HOUSING
Bonds Cl+4 See CCDA CCP337 Revenue Bond Documentation
Programs
Cl+3
See CCDA
24 CFR
570.502(b)(
3); 24 CFR
85.42 &
OMB Cir.
A-110, #C
Includes comprehensive Housing
Authority Strategy, Meeting Credit
Certificate, Housing bond advisory,
HOME, In-Lieu Housing Mitigation,
Low/Moderate Housing, Rental
Housing Assistance
Redevelopment
Budgets
Bond Issues
P
P
See CCDA
GC34090,
40802,
53901
GC43900
et seq.
Includes annual audit
ATTACHMENT 2
192
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
62 (P&DS Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
MUNICIPAL FACILITIES
Capital Improvements,
Construction
P 2.083110;
GC34090a;
4004; H&S
19850;
Contains records re: Planning, design,
construction, conversion or
modification of local government -
owned facilities, structures & systems
Facility Rentals/Use C+2 See General
Services
GC34090 Permits, contracts, diagrams,
schedules, insurance binders
Maintenance & Operations C+2 See General
Services
GC34090d Service requests, invoices, supporting
documentation; buildings, equipment,
field engineering, public facilities
including work orders and graffiti
removal
PLANNING
Case files, Planning &
Zoning
P GC34090a;
H&S
19850;
4003; 4004
Pertains to real property. May include
blueprints, drawings, maps, plans,
reports, evaluations, correspondence,
uses, permits, variances, studies,
appeals, compliance certificates, lot
line adjustments or other planning-
related matters brought before
legislative body
Certificates L GC34090 Retain during life of structure General Plan and
Elements
P GC34090 Includes sphere of influence
General & Specific Plan
Amendments
Approved
Denied
Cl+2
C+3
P
P
GC34090
GC65103:*
* GC50110
Interpretations C+2 GC34090
Maps, Plans, Drawings,
Exhibits, Photos
P GC34090;
H&S
19850;
GC34090.7
Zoning, tentative subdivision, parcel,
land use map, aerial photos, specific
plans
ATTACHMENT 2
193
AGENDA ITEM NO. 2.
CITY OF CLOVIS
RECORDS MANAGEMENT PROCEDURES FOR THE
POLICE DEPARTMENT
These procedures establish a standardized process for records management for the City of Clovis Police Department to ensure that legal, regulatory, fiscal, historical, and administrative record retention requirements are met,
that records that are essential to the City are protected; that the files and the records management system are
in a controlled and secure environment; and that
proper procedures are followed in the retention and/or
destruction of City records.
In an inventory of records in the Police Department the following file series were identified and additional file series have been added to the schedule that may be listed under different titles than those listed here and have not yet been identified. These file series have a legal, fiscal, administrative or historical value to the City. The attached schedule lists the file series and includes a recommended retention period, the appropriate legal citation, if applicable, and a description of the file series.
An individual from each division of the Police Department (Administration, Records, Investigation, Youth Services) will follow the records management procedures set forth in this document to meet all requirements essential for the p roper upkeep of the records in that division. This includes
identifying new records series when applicable,
maintenance and appropriate destruction of files when
needed, archiving records, working with the Records
Manager to update the retention schedule and improving
the safekeeping and retrieval of records.
In most cases, file series not addressed in the attached schedule should be considered routine in nature and should be identified as a general subject, and retention for those files should be two ( 2) years unless specific laws, decisions or opinions would apply to the file series. If a file series is not addressed in the attached schedule and the department
believes other legal requirements apply or it is an essential record either for legal, histo rical, fiscal or administrative value, then that series can be added to the retention schedule. The retention schedule is not a “permanent” document, but flexible in nature to accommodate legal, administrative, or fiscal policy changes.
ATTACHMENT 2
194
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
64 LEGEND
Records Retention
A = Active
Ad = Adoption
Au = Audit
C = Current
Cl = Closed
Co = Completion
DOB = (Date of Birth)
E = Election
L = Life
O = Obsolete
P = Permanent
S = Supersede
T = Termination
CITATIONS
B&P = California Business & Professional Code
CAC = California Administrative Code
CCP = Code of Civil Procedure
CCR = Code of California Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EL = California Elections Code
FMLA = Family & Medical Leave Act, 1993
GC = California Government Code
H&S = California Health and Safety Code
HUD = Housing and Urban Development
OSHA = Occupational Safety & Health Agency
PC = California Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
ATTACHMENT 2
195
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
65 RECORDS RETENTION SCHEDULE
CITY OF CLOVIS
POLICE DEPARTMENT
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
ADMINISTRATION
Personnel files: See
description
Files are closed and sent to Personnel
when employee leaves.
Background T Background investigation
Personnel information T Employment information
Recruitment files C+2 GC12946 Background informat ion on applicants.
Department Investigations:
Accident Review Bd. Cl+5 PC 832.5
Investigation of employee-involved
vehicle accidents.
Citizen Complaints Cl+5 PC 832.5 Investigation of complaints by citizens.
Disciplinary Review Bd. Cl+5 PC 832.5 Discipline for sustained investigations.
Internal Affairs Cl+5 PC 832.5
Investigation of alleged employee
misconduct.
Shooting Review Bd. Cl+5 GC 34090 Investigation of officer-involved shootings.
Monthly Division reports C+2 GC 34090 Monthly workload/progress by division
Crime statistics P Monthly/annual statistics for Council
Citizen Questionnaire C+2 Citizen response to service received
Dept. Policy & Procedures S
Mgmt. Travel expense C+5
Dept. Petty Cash C+2 GC 34090
Correspondence:
Miscellaneous C+2 GC 34090 Incoming/outgoing
Subject C+2 GC 34090
Dept. Fixed Asset forms L Property over certain amount – for inventory
Budget – Police Dept. C+5
ANIMAL SHELTER
Lost and found reports C+3 Animals listed that are lost or found Reclaimed animals C+3 Animals reclaimed by owners
Bites C+3 Animals that bite
Running at large animals C+3 Animals running loose in the City of Clovis
ATTACHMENT 2
196
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
66 Police (Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Nuisance animals C+3 Animals that are a problem
Payroll files C+3 All payroll sheets
Receipt book files C+3 All money collected at the shelter Employee records C+3 Employees time -off requests and reprimands
Adoption files C+3 Animals that are adopted at the shelter License files C+3 Licenses sold at the animal shelter Accounts payable C+3 Bills paid from the animal shelter Employee schedules C+3 Old schedules
Volunteer file C+3 Applications, pictures and phone
numbers of people that volunteer
Budget report C+5 Reports of past budgets/current
Euthanasia C+5 Records of all euthanised animals and the amount of medication injected
Shering plough C+5 Record of all drugs ordered and how much
INVESTIGATIONS
Correspondence:
Incoming C+2 GC 34090
Outgoing C+2 GC 34090
Accounting: C+2 GC 34090
Requisitions C+2 GC 34090
Invoices (cell phone,
visa, medical)
C+2 GC 34090
Payroll Overtime / Special
Assignments
C+2 GC 34090 Record of Detectives working overtime
on a special assignment & total costs
involved
Equipment
Manuals, warranties,
instructions
L Retained until termination of
equipment use
Service Records L Retained until termination of
equipment use
Lists
Unmarked Vehicle list C+2 GC 34090
Employee phone list,
cell/pager/home
C+2 GC 34090
Parolees – Clovis See
description
List of current active parolees.
Destroyed individually when person is
no longer on parole.
Vehicle assignments C+2 GC 34090
Asset Forfeiture
Proceedings Case File
C+5 GC 34090
Narcotics:
Allegation Files
See
description
Retained by division until no longer
useful for investigative purposes
Confidential Informant
Files
T+10 Legal notifications, identification
information, payment information,
activities information
Subpoena Log Book C+2 GC 34090 Subpoenas received/served daily
ATTACHMENT 2
197
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
67 Police (Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Sex Registrant Files P Fingerprint Card, photo, & criminal history. Information also forwarded to
DOJ
Field Interview cards C+10 Photo, ID & contact info
Property, Pawn Broker/
Secondhand
See
description
Sales, slips. Dealer required to file
duplicate with agency. Turned over to
Fresno Police Department after review
Schedules
Daily Detectives’ Schedule & Assignments
PLANNING &
NEIGHBORHOOD
SERVICES
Federal Firearms Licenses C+6 PC12070 Sales
Bingo Permits C+2 GC34090 Operation of Bingo Games
Card Room Permits C+2 GC34090 Work permits – card room employees Card Room business C+2 GC34090 500 Club
Dance Hall Permits C+2 GC34090 Business permit
ABC permits C+2 GC34090 Event permit for alcohol
Billiard Room C+2 GC34090 Business permit
Firearms sales C+6 PC12070 Business license
Secondhand Dealer/Pawn
Shops
C+2 GC34090
Dancer / Massage Parlor C+2 GC34090 Permits
Training files T+2 Employee training
Travel Expense forms C+2 GC34090 For training expenses incurred Payroll C+2 GC34090 Employee time sheet s
SUPPORT SERVICES
Crime
Reports/Supplementals
C+20 Any police report written, including
felonies, misdemeanors, misc.
investigations, found property, missing
persons, HS Registrants, PC290
Registrants, etc
Property Sheets C+20 Original copy included with CR, hard card when completed attached to
original.
Dispositions of arrests C+20 Included with CR
Evidence tapes See
Description
Destroyed after adjudication of case,
or statute of limitations
Juvenile arrests C+20, unless
order sealed by
the Court
Retained with CR
Traffic Citations with a
case number
C+20 Retained with CR
Traffic Citations without a
case number
C+2 Held for two years, then destroyed
Citations for
misdemeanors or felony
arrests
C+20 Included with CR
ATTACHMENT 2
198
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
68 Police (Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Administrative Citations C+2 Written for such things as unsightly storage of vehicles in yards, barking
dogs, loud parties, etc
Bike Registration Files C+2 Bike registrations and renewals Repossession/Private
Tows of vehicles
C+2 Written verification from particular
companies
Printouts from old IBM
computer system
C+20 Contains names, case numbers and
contacts/arrests prior to 1995
Complaint officer’s filing
log
P Contains case number, arresting
officer, suspects’ names, charges,
victims’ names, date of filing
California Law
Enforcement Teletype
system (CLETS)
validations
C+1 Monthly verification of CLETS entries
on missing persons, stolen vehicles,
boats and weapons
CLETS audits C+5 Conducted every two years on entries into State system of missing persons,
stolen vehicles, boats and weapons
Towed/stored vehicle logs C+2 Date, time, locations, description of vehicle, tow company
Yearly auction
contracts/proceeds
C+5
Monthly Records’ status
reports to Chief
C+2
Daily attendance
schedules
C+2
Jail log C+20 Names of arrestees, officer, date, time, charges, disposition
Records Management
System (RMS) codes
P Lists of acceptable Penal Codes,
Vehicle Codes, HS codes, etc, that
system will accept
Offense code tables S List of Penal codes from highest to lowest, and descriptions of same
Insurance monthly billing
log
C+2 Charge accounts for insurance
companies to purchase reports
Daily CLETS inquiry audit
trail log
C+5
YOUTH SERVICES
DIVISION (MISC)
General YSC
Correspondence
C+2 GC34090 Miscellaneous correspondence
Phone call message
duplicates
C+2 GC34090 Phone calls in which messages have
been taken rather than forwarded to
voice mail.
Receipt Book C+2 GC34090 For receipt of payment of restitution or any other transaction that may need a
receipt from the Youth Services
Division.
ATTACHMENT 2
199
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
69 Police (Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Training Room
Appointment Book
C+2 GC34090 Reservations for activities in the Police
Department Training Room
DIVERSION PROGRAM
YSC Division Statistics C+2 GC34090 Monthly statistics of the Diversion Program.
Statistics Support
Paperwork
C+2 GC34090 Support paperwork is originated by
other office personnel and then
compiled into the YSC Monthly
Diversion Report. This is monthly and
cumulative for the calendar year.
3” x 5” cards 2 years after
18th BD
A-Z hard copy of misc. juvenile info
including personal and offense
information for juveniles who have
been cited to the Diversion Program or
have offended in Clovis.
Community Service Work
Program (CSWP)
C+2 GC34090 Form that verifies the status of CSWP
(whether completed or not).
Necessary to have available for
reference when juveniles have had
cases forwarded to Fresno County
Juvenile Probation.
Restitution C+2 GC34090 Cancelled checks and monthly
statements are reconciled and kept by
the Finance Department. Division
lieutenant writes the checks to the
victims.
Juvenile Hearing Officer
Reports
C+2 GC34090 Copies of reports submitted to Fresno
County Juvenile Probation by the
Juvenile Hearing Officer to support the
reason for a case to be petitioned.
PAL PROGRAM
Cancelled checks and
registers
C+2 GC34090 For payment of activities and other
expenses in regard to the PAL
Program.
Donation checks received C+2 GC34090 Deposited into PAL checking account .
Treasurer Reports P GC34090 Yearly financial reports done by an accountant not employed by the city.
Insurance Contracts P GC34090 Proof of insurance coverage.
Monthly newsletters C+2 GC34090 Monthly newsletters describing upcoming events.
Membership lists C+2 GC34090 Pal Program membership rosters.
Permission slips C+2 GC34090 Permission slips signed by parent giving the okay for the child to
participate in a given activity.
EXPLORER PROGRAM NOTE: Explorer Program
paperwork has always been
handled by the Explorer supervisor.
Checks received and
register
Au+4 GC34090 For donations to the Clovis Explorer
Post #355 to augment monies
budgeted by the city.
ATTACHMENT 2
200
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
70 Police (Continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Explorer Program
accounts payable
Au+4 GC34090 Checks paid out for items related to
the Explorer Program. Checks
destroyed by advisor (unknown how
long they are kept).
DARE PROGRAM
DARE account (general) -
checks received and
accounts payable
Au+4 GC34090 General DARE account - monies in
this account are used for school
supplies and incidentals not covered
by city funds.
DARE Car Account –
checks received and
register
Au+4 GC34090 DARE car account - copies of donation
checks received that are specifically
earmarked for use towards the DARE
car that are not covered by O&M.
MENTAL HEALTH
RECORDS (confidential)
Case files See
Description
HS123145 Psychosocial reports, progress notes,
consent a nd release forms,
correspondence, miscellaneous notes.
Health service providers are required
to preserve records for a minimum of 7
years following discharge of the client;
except that the records of un-
emancipated minors shall be kept at
least one year after the minor has
reached the age of 18 years and in
any case not less than 7 years
ATTACHMENT 2
201
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
71 CITY OF CLOVIS
RECORDS MANAGEMENT PROCEDURES FOR THE
PUBLIC UTILITIES DEPARTMENT
These procedures establish a standardized process for records management for the City of Clovis Public Utilities Department to ensure that legal, regulatory, fiscal, historical, and administrative record retention requirements are met, that records that are essential to the City are protected; that the files and the records management sys tem are in a controlled and secure environment; and that proper procedures are followed in the retention and/or destruction of City records.
In an inventory of records in the Public Utilities Department, the following file series were identified and additional file series have been added to the schedule that may be listed under different titles than those listed here and have not yet been identified. These file series have a legal, fiscal, administrative or historical value to the City. The attached sch edule lists the file series and includes a recommended retention period, the appropriate legal
citation, if applicable, and a description of the file
series.
An individual from each division of the Public Utilities Department [Administration (Parks, Streets, Water &
Sewer); Fleet & Refuse] will follow the records
management procedures set forth in this document to
meet all requirements essential for the proper upkeep of the records in that division. This includes identifying new records series when appl icable, maintenance and appropriate destruction of files when needed, archiving records, working with the Records Manager to update the retention schedule and improving the safekeeping and retrieval of records.
In most cases, file series not addressed in the attached schedule should be considered routine in nature and should be identified as a general subject, and retention for those files should be two (2) years unless specific laws, decisions or opinions would apply to the file series. If a file series is not addressed in the attached schedule and the department believes other legal requirements apply or it is an essential record either for legal, historical, fiscal or administrative value, then that series can be added to the retention schedule. The retention schedule is not a “permanent” document, but flexible in nature to accommodate legal, administrative, or fiscal policy changes.
ATTACHMENT 2
202
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
72 LEGEND
Records Retention
A = Active
Ad = Adoption
Au = Audit
C = Current
Cl = Closed
Co = Completion
DOB = (Date of Birth)
E = Election
L = Life
O = Obsolete
P = Permanent
S = Supersede
T = Termination
CITATIONS
B&P = California Business & Professional Code
CAC = California Administrative Code
CCP = Code of Civil Procedure
CCR = Code of California Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EL = California Elections Code
FMLA = Family & Medical Leave Act, 1993
GC = California Government Code
H&S = California Health and Safety Code
HUD = Housing and Urban Development
OSHA = Occupational Safety & Health Agency
PC = California Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
ATTACHMENT 2
203
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
73 RECORDS RETENTION SCHEDULE
CITY OF CLOVIS
PUBLIC UTILITIES DEPARTMENT
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
PARKS
Grants (refer to Admin)
Inventory, Equipment A+2 GC34090 Warranties, purchase orders Landscape C+2 GC34090 Contracts, complaints, specifications, photos, reports
Landscape Drawings 2 P GC34090 Drawings
Maintenance/Operations C+2 C+5 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints
Maps P GC34090 Irrigation, plot plans
Photographs S+2 P GC34090
Plans, Proposed C+2 S GC34090 Future plans, new sites, expansions or until superceded
Policies and Procedures S+2 GC34090 Includes rules and regulations Accident reports –
employees
Cl+2 T+5 GC34090 Employees – kept in perso nnel file
Accident reports - patrons Cl+2 P GC34090 Accidents of patrons using Park Facilities
Studies Cl+2 S GC34090 Future sites, expansions
Schedules, Class &
Events
C+2 T+5 GC34090 Enrollment, liability releases,
evaluations, attendance, flyers in
personnel file
REFUSE/SOLID
WASTE/LANDFILL
Collections/Landfill C+2 P GC34090 Daily records, usage Facilities C+2 GC34090 Correspondence, maps, patron list History, Sanitation P NA GC34090 For City-owned facilities Incineration Plants, Sludge C+2 40 CFR
60.153
Sludge, sampling, charging rate to
measure mercury content
Maintenance and
Operations
C+2 C+3 GC34090 Includes work orders, inspection,
repairs, cleaning, reports, complaints
Maps, Septic Tank P NA GC34090 Location maps
Rates C+2 P GC34090
Recycling Programs S+2 10 GC34090 Copies
Regulations S+2 NA GC34090 includes legislation
Studies Cl+2 P GC34090
Tonnage Cl+2 P GC34090
STREETS/ALLEYS
Abandonment’s/ Vacations P GC34090
Closures P GC34090
Easements, Dedications,
Rights -of-Way
P GC34090
Field Books P 5 GC34090
Grants (See Admin)
Intersection Records 2 NA GC34090 Includes correspondence, volume counts, accident history
Landscaping C+2 GC34090 Plants, tree maintenance, work orders Lighting C+2 GC34090 Maintenance, work orders
ATTACHMENT 2
204
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
74 Public Utilities
(continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Maintenance/Operations C+2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints,
signals, striping
Maps P GC34090 Fire hydrants, lighting districts, wheel chair ramps, storm drains, streets,
sidewalks, utilities
Master Plans C+2 P GC34090 Copies
Parking
Lots
Regulations
C+2
S+2
NA
GC34090
GC34090
Reports/Studies Cl+2 S GC34090
UTILITIES
Facilities T+2 GC34090 If city owned
Underground P GC34090 GC4003, GC4004; H&S 19850
Billing/Customer Records C+2 GC34090 Billings, correspondence, complaints Connection Records P GC34090 Maps, water line connections Inventory, Equipment C+2 GC34090
Locations P GC34090 Mains, valves, hydrants, wells
Maintenance and
Operations
C+2 GC34090 Includes work orders, inspection,
repairs, cleaning, reports, complaints
Service C+2 P GC34090 Includes work orders, entry cards, manholes, service to property owners
Well & Pumping C+2 GC34090 Times operational, power used and quantity
Maps P GC34090 Line location; easements
Master Plans C+2 P GC34090 Copies
Meter Operations C+2 GC34090 Reader reports, orders, tests Maintenance Reports plus meter ID,
all is kept in financial system
Permits See
Description
May depend on terms of state or
federal agency
Policies and Procedures S+2 P GC34090 Includes rules and regulations Rates S+2 GC34090
Reclamation C+5 P 40CFR122.
41 Daily operations including sewage
flow, grit removal, chlorine usage, lab
analysis results, etc.
Reports
Conservation C+2 P GC34090
Consumption C+2 P GC34090
Corrosion Control C+12 P 40 CFR
141.91
Compliance documentation
Discharge Monitoring C+5 P 40 CFR
122.41
Average amount of pollution
discharged into waters of municipality
Drinking Water
Corrections
C+10
NA 40 CFR
141.33
Hydrograph P NA GC34090 Daily flow of streams
Lead Service Line C+12 40 CFR
141.91
Compliance documentation
Public Education C+12 40 CFR
141.91
Compliance documentation
ATTACHMENT 2
205
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
75 Public Utilities
(continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Quality Parameters C+12 40 CFR
141.91
Compliance documentation
Sanitary Surveys C+10 P 40 CFR
141.33
Statistics, reports, correspondence
Source Water C+12 40 CFR
141.91
Compliance documentation, e.g. lead
& copper
State Certification C+12 40 CFR
141.91
Compliance documenta tion
Variances, Water System C+5 40 CFR
141.33
Well Level C+2 GC34090
Sources C+2 GC34090 May include wells, rivers, lakes, districts
Surveyor Field Notes P GC34090 Notes preparatory to maps of water installations
Surveys, Water System
Sanitary
C+10 40 CFR
141.33
Statistics, reports, correspondence
Tests
Bacteriological Analysis C+5 P 40 CFR
141.33
Compliance records include location,
date, method and results; corrections,
analysis of bacterial content
Chemical Analysis C+10 40 CFR
141.33
Compliance records include location,
date, method used and results;
corrections, analysis of chemical
content
Quality C+12 P 40 CFR
141.91
Compliance documentation including
sampling data, analysis, reports,
surveys, documents, evaluation,
schedules, valves, etc.
Valve Main Records P GC34090
Violations, Drinking Water C+3 40 CFR
141.33
Retention applies to each violation
FLEET
Fueling A+3 CCP 337 Meter readings, fuel consumption
reports, invoices, receipts and records
pertaining to refueling operations
Hazardous Waste
Disposal
C+10 CAL
OSHA;
40 CFR
122.21
Documentation re: the handling and
disposal of hazardous waste
Inventory, Equipment
Parts & Supplies
L+2 GC34090 Includes vehicles and related
documents re repairs
Inventory, Vehicle
Ownership and Title
L+2 GC34090 Owner’s manual, warranty documents,
Department of Motor Vehicle title and
registration, and related documents
Licenses, Permits C+2 Forms, related documentation re:
licenses and permits required by
federal and state agencies
Maintenance/Operations L+2 GC34090 Related to requests for service and work orders for fuel, vehicle and
equipment maintenance and repairs
Accident Reports 2 L+2 GC34090 memos and working documents ATTACHMENT 2
206
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
76 Public Utilities
(continued)
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Vehicle Assignment C+2 L+2 GC34090 Log books, request forms, lists ATTACHMENT 2
207
AGENDA ITEM NO. 2.
APPENDIXES
Appendix A – Forms
Appendix B – Glossary
Appendix C – Government Code Excer pts
Appendix D – Records Management History
& Legislation
Appendix E - Filing Guidelines &
Suggestions
Appendix F - Administrative A -Z Record
Classification
ATTACHMENT 2
208
AGENDA ITEM NO. 2.
City of Clovis Document Management Policy & Procedures
78 APPENDIX A – FORMS
REQUIRED FORMS: The following forms are to be utilized by all Department Heads or their designees in order to efficiently and accurately identify, inventory, transfer to storage, retrieve, and destroy records under his/her control: (Each form, including instructions, is attached).
Records Management Inventory Worksheet (Appendix A, Form 1)
This form is used to collect the inventory and appraisal information needed to develop retention periods for public records under the control of each City Department. The records inventory is a detailed review of the quantity, type, f unction, and organization of records by category or record “series”. This information is used by the Office of the City Clerk to research and apply the retention periods to each record “series” per legal and/or administrative requirements. When more than one legal citation applies to a particular record, the longest retention period shall apply. Once completed, the inventory forms are retained by the Office of the City Clerk.
It is desirable that one staff person conducts the inventory, which provides the following advantages:
• Consistency of Information
• Recognition of Duplicate Information
• Realization of Filing System Problems
• Greater Understanding of Departmental Records
Records Retention Schedule Form (Appendix A, Form 2)
This form governs the mandatory disposition of City records by indicating the minimum length of time records shall be maintained in the office and in storage, and the time period after which they may be destroyed.
The Retention Schedules are created by the Office of the City Clerk based on a detailed examination of the Records Management Inventory Worksheet, and interviews with each department to determine the legal, vital, administrative, or historical value of the records. Applicable codes and statutes are referenced to determi ne the required retention period. Retention schedules and amendments thereto are approved by the City Attorney, City Clerk and Department Head, and authorized by City Council resolution.
The Retention Schedule Forms will cite the minimum legal requirement the City is required to maintain each record series. It will also indicate the staff recommendation ATTACHMENT 2
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79 for retention of each record series. The staff recommendation may be for longer than the minimum legal requirement but cannot be less. The staff recommendation will only be filled out when it is greater than the minimum legal requirement.
Record Retrieval Request Form (Appendix A, Form 3)
This form is to be used for the retrieval of any record or file stored at the Records Center (the City currently u ses the services of a private company, Data Vault, as it’s Records Center).
The form shall be prepared by the requesting department and submitted to the City Clerk or his/her designee. A copy of this form shall be fastened to the retrieved record or file and the City Clerk or his/her designee shall retain the original request. Once the record or file has been returned to the City Clerk or his/her designee by the requesting department, the original record or file shall be returned to the Records Center an d all copies of the Record Retrieval Request form shall be destroyed.
If a record or file retrieved from the Records Center is to be reactivated to the City (now to be stored onsite versus the Records Center), then the information contained in the Record Retrieval Request shall be recorded on the Records Center Inventory List as no longer located at the Records Center.
All records and files shall be retrieved and returned under the supervision of the City Clerk or his/her designee. No one shall retriev e any record or file from the Records Center without the express written permission of the City Clerk or his/her designee.
Authority to Destroy Obsolete Records Form (Appendix A, Form 4)
This form is prepared by the department wishing to destroy records. The City Clerk or his/her designee reviews the form and forwards it to the City Attorney for approval.
Once approved by the City Attorney, the records are destroyed. The form is then signed by the department verifying destruction and returned to the Office of the City Clerk for permanent retention.
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80 RECORDS MANAGEMENT
INVENTORY WORKSHEET
Department/Division Location by Address + Office area
Inventoried by: Date:
Record Series Title
Description of Record Series (content, purpose, by whom created, form #, etc.)
Circle Media Format of Record Series and size if available
card paper floppy computer printout microfilm microfiche tapes journals other (please identify)
Range/Dates of Records (begin + end) Classification system used:
Copies
Original, list location(s) of duplicates:
Duplicate, list location of original:
Please list other Departments/Agencies receiving copies:
Which manner is information most frequently requested: (name, number, subject, date, other)
How often is the record series referenced?
# of times ______ daily, weekly, monthly, annually until _________ Never after____________ (Records considered active, inactive)
Type of storage and volume (# of filing cabinets, drawers)
#_____-drawer file, Ltr/Legal/Other size
Circle value of records series + indicate if vital record: (Note: vital record is so important that its loss would threaten the continuation of that business or activity)
-Historical, Legal, Fiscal, Administrative VITAL RECORD? CONFIDENTIAL RECORD?
Department Recommended Retention Govt. Code or Other Citation (if known)
Name of Contact person + extension for this record se ries) RM Committee Rep + Ext.
Appraisal & Comments by Records Manager:
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RECORDS RETENTION SCHEDULE
CITY OF CLOVIS
DEPARTMENT / DIVISION NAME
Records Series Title
Legal
Retention
Staff
Recommended
Retention
Citation
Description
Appendix A – Form 2 (RECORDS RETENTION SCHEDULE FORM)
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82 DATAVAULT. INC.
Business Record Storage Center
P.O. Box 12725
Fresno, CA 93779
(559)264-4607 (559)264-8128
ACCOUNT #: 284 ACCOUNT NAME: CITY OF CLOVIS DEPARTMENT:
Bar Code # Destruction Date
IDENTIFICATION:
Fill in all spaces MM/DD/YY
Media Type Date Range
CONTENTS:
From To
Sequence Range
From To
TEXT DESCRIPTION (Please PRINT): _________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________
This form is intended to be used by city personnel for the transfer of records from city property to the records center. The city currently uses Datavault to maintain its offsite records. It is imperative that the above form is completed accurately and completely in order to maintain an accurate history of what is being maintained at our off-site storage location and for ease of future identification and retrieval.
INSTRUCTIONS TO FILL OUT TRANSIMITTAL FORM:
1. Fill out today’s date and employee name on top right hand corner
2. ACCOUNT # is 284 for the City of Clovis
3. ACCOUNT NAME – is the City of Clovis
4. Fill out DEPARTMENT name such as Personnel, City Clerk, Finance, etc.
5. Bar Code # will be provided by the City Clerk’s office, please ensure that you record the barcode on this form
6. Destruction date is the date that these document are designated for destruction based on a review of the city’s retention schedules
7. Media type refers to the record type – Accounts Payable, Payroll, Accounts Receivable
8. Date Range – please include date range of records
9. Sequence range refers to the range of records such as “Anderson – Jones” personnel records
10. The Text Description is an opportunity for you to detail what each box contains
Container Transmittal Form
Date: _________________
Form Completed by: ___________________________
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83 City of Clovis
Department of the City Clerk
AUTHORITY TO DESTROY OBSOLETE RECORDS
The below-listed department records have been retained in accordance with the City Document Management Policy & Procedures and applicable federal and state laws as set forth in the City of Clovis Retention Schedules.
In accordance with the City Document Management Policy & Procedures and upon the consent of the Department Head, and the approval of the City Clerk (or designee), and the City Attorney, these records will be properly destroyed.
Note: - Documents will be reviewed for historical value and, if applicable, retained in the Archives - Documents involved in litigation or pending audit may not be destroyed.
Department:
Date: Page: Of:
Division:
Prepared by: Destruction Date:
Record Series Title Date of Records Storage Box No.
(Same as on Retention Schedule) From To Location
DEPARTMENT APPROVED: _____________________ ________________________ Division Supervisor Department Head
City Attorney’s Consent:
Consent is hereby given to destroy the above-listed records.
_____________________ ________________________
City Attorney Date
CITY CLERK OR DESIGNEE _____________________ ________________________ Signature Title
_________________________________
Date
DESTRUCTION COMPLETED BY:
_________________________
Title
______________________ _________________________
Signature Date
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APPENDIX B –
GLOSSARY
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85 Records Management Glossary
active record - A record that is regularly referenced in daily operations, or required for current use.
acronym - An accepted abbreviation recognized for what it represents (NBC – National Broadcasting Company, NBA – National Basketball Association) administrative value - The value placed on a record because of its role in helping an organization perform either current, short or long -term duties; explains operational procedures or departmental functions.
analysis - review of records inventoried, with consideration for applicable federal, state, and local regulations regarding retention requirements. appraisal - assessment of the value of records to an organization, used to determine need for retention.
arabic/number/numeral - 1, 2, 3, etc.
archives - a facility that houses records retained for historical or research value after their primary purpose has been fulfilled.
ARMA - Association of Records Managers & Administrators backfile conversion - the process of scanning and storing paper-based fi les, or converting microfilmed images to digital images
barcode - a system of encoding data in machine -readable lines of variable width and configuration.
centralized records storage - storage system in which records for an entire business or agency are gathered and stored in one location within the company (see decentralized…)
classification system - the method of filing and indexing records (alphabetic, numeric, subject, or geographical)
compression - the technique to reduce the number of bits representin g an image of a page, “shrinking” the data and minimizing storage needs (see decompression) cross-reference - annotation that directs a file use to another location where the record or information may be found.
decentralized records storage - the storage s ystem in which records are stored within their respective departments in a company or agency (see centralized…) decompression - reconstruction of a compressed image for display or printing. de-skewing - (1) the adjustment made to an image to compensate for physical distortions inherent in the system; (2) the adjustment made to an image to compensate for justification errors in scanning.
destruction list - list of records scheduled for destruction, and attached to the Destruction Approval Form for process.
destruction “ready” date - the beginning of the next calendar year following the full life of
a particular record according to the approved retention schedule.
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86 discovery - the legal process, generally conducted near the beginning of litigation, which enables parties to the litigation to obtain relevant records and information from each other.
disposition of records - The allocation of public records to a particular location according to the categorization. The allocations include transfer to a records cente r for temporary storage, transfer to an archival agency, donation to an eligible repository, reproduction of microfilm or destruction. draft document - a preliminary version of a document still the revision stage; once a final document has been adopted, the various versions of draft can readily be discarded unless they document rationale for city policy, etc. In that case maintain only those portions which specifically deal with policy setting.
duplicate record - copies or reproductions of original records, whether or not the same physical form as the original, which are retained for personal reference or for operational requirements. (Note: a copy is considered an “original” if the original cannot be located, or is sent to another agency, such as in correspondence.) extra copy - multiple or additional copies of any official record. filing segment - the entire filing title (name, subject, or number) that is used for filing purposes.
fiscal value - value placed on records that provide documentation of an agency’s financial condition, obligations, assets, monetary rights. full-text search - the ability to search the text content of document images. historical value - value of any record which, although valuable, would not normally constitute a threat to the h ealth of the business if they were lost (see vital record); records that provide the memory of a business or agency.
ICR (intelligent character recognition) - the ability to recognize controlled handwriting, hand-printed letters or numbers, usually within the confines of a box or series of boxes for individual characters.
image - (1) the digital representation of one side of a document; (2) to form a digital representation of a document (3) a microform (analog) image of a document, which can be microfiche, roll, cartridge or aperture card format.
Imaging - any process or system where City records are photographed, microphotographed, reproduced by electronically recorded video images on magnetic surfaces, recorded in the electronic data -processing system, recorded on optical disk (WORM, CD or DVD), reproduced on film or any other medium.
To be legally acceptable as an original, images must be stored in a trusted system that does not permit additions, deletions, or changes to the original document and policies and procedures must be developed and administered to ensure the integrity of the document.
image header - a packet of information that correlates an image to document information stored that allows for later retrieval of the image. inactive records - records which are accessed infrequently, but may continue to have administrative, operational, legal, fiscal, or historical value in carrying out City business. Inactive Records may be stored off-site, and shall be destroyed in ATTACHMENT 2
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87 accordance with the City Records Retention Schedule. Records not accessed at least monthly or at ten times annually are frequently considered inactive. indexing - a method in which a series of attributes are used to define an document so that it may later be identified and retrieved in any media. The City Clerk is legally required to maintain an index to City Council actions.
inventory - a preliminary step in examining an organization’s records to determine the type and quantity of records presently stored, the storage equipment us ed, categorize by records media, and identify those with vital, historical, financial, or legal value; a detailed review of the quantity, type, function and organization of records.
jukebox - an automatic selection and retrieval device that provides rapid, on-line access to multiple optical disks.
legal value - the value attached to a record that contains evidence of legal rights and obligations; which document ownership, agreements, and transactions. list of records - for destruction purposes, see destruction list. major purge - following adoption of a records retention schedule, or its update, there is usually a major undertaking to implement the retention schedule and destroy/discard all records approved for such action at that time. media - the material or substance on which information is recorded such as paper, microfilm, magnetic disk or tape, or optical disk, etc. micrographics - the process of making miniature copies of records on film; microfilms include roll film, microfiche, aperture cards and jackets. nonessential record - one that is not essential to business operations and should be destroyed once its purpose is fulfilled.
non-record - a document not required to be retained; may include published books and pamphlets generated outside the city which have no significant ongoing value to the city; temporary or transitory records such as worksheets used to collect or compile data after that data has been included in a record, or a stenographers’ notebooks after the information contained therein has b een transcribed and approved; newsletters, magazines, newspapers (except those excerpts used as evidence of publication); copy of a record maintained in addition to record copy; a document made for convenience only; also refers to library or reference materials.
OCR (Optical Character Recognition) - the ability to recognize letters, numerals, and other characters converting those characters to ACSII format for data storage. optical disk - platter-shaped storage medium coated with optical (laser) recording material; holds large amounts of data, and can be archival (WORM, CD-ROM) or re-writable (phase-change or magneto-optical).
optical imaging system - a records storage system that consists of a disk, a scanner- printer, a high resolution video display terminal, and a microcomputer. permanent record - original records required to be maintained permanently according to law, regardless of whether the record is converted to other media (i.e., ATTACHMENT 2
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88 microforms, optical disk, etc.). Permanent Records may include, but are not limited to, records affecting the title of real property or liens thereon;; and minutes, resolutions, or ordinances of the City Council or of its Boards and Commissions.
pre-fetching - the process of building a queue of images for subsequent processing. public record - any writing containing information relating to the conduct of the City’s business this is prepared, owned, used or retained by the City regardless of physical form or characteristics that is accessible to the public (Govt. Code Section 6252(e)).
ready date (for destruction) - see “destruction ready date” record - recorded information, made or received for legal or operational purposes, that is useful in the operation of (or verifies decisions/actions taken by) an organization; may incl ude books, papers, photographs, maps, floppy disks, microfilm, electronic mail, etc.
record media - the material or substance on which information is recorded such as paper, microfilm, magnetic disk (floppy) or tape, optical disk, etc. record series - a group of similar records, treated in a similar fashion (minutes, contracts, deeds, accounts payable)
record value - refers to type of value a particular record has; it may be administrative value, historical value, legal value; financial/fiscal value. records center - a storage area for those City records which may be, in accordance with the law, maintained off site. The City of Clovis uses a private company, Data Vault, as its Records Center.
records exempt from public disclosure - Pursuant to Govt. Code Section 6254 and 6255, may include, but are not limited to the following:
• Records and files of the City Attorney or Special Counsel, and confidential communications from the City Attorney or Special Counsel • Preliminary drafts, notes, or interagency or intra-agency memoranda that are not retained by the City in the ordinary course of business, provided that the public interest in withholding those records clearly outweighs the public interest in disclosure
• records pertaining to pending litigation or claims filed against the City, until the pending litigation or claim has been finally adjudicated or otherwise settled
• personnel, medical or similar files, the disclosure of which would constitute an unwarranted invasion of personal privacy
• certain records of complaints to, or investigatory or security files compiled by the City for correctional, law enforcement or licensing purposes (with exceptions)
• the contents of real estate appraisals or engineering or feasibility estimates and evaluations relative to the acquis ition of property, or bids for public supply or construction contracts, until all of the property has been acquired or all of the contract agreement has been obtained
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89 • certain information required from any taxpayer in connection with the collection of local taxes
• records of which disclosure is prohibited by federal or state law, including, but not limited to, provisions of the Evidence Code relating to privileges records inventory - a preliminary s tep in examining an organization’s records to determine the type and quantity of records presently stored, the storage equipment used, categorize by records media, and identify those with vial, historical, financial or legal value; a detailed review of the quantity, type, function, and organization of records.
records management - the systematic control [control of increased volume + control of increased costs] of records from creation (or receipt) through their processing distribution, organization storage and retrieval to their ultimate disposition (archival or destruction); the science of controlling the quantity, quality and cost of records while meeting federal, state and local requirements.
Records Management Committee - An administrative committee con sisting of designated representatives from each City department (Department records coordinators) and the Records Management Staff, created for the purpose of administering and coordinating the Records Management Program. Department records coordinators a re designated by department directors to maintain and control the disposition of records in the respective departments.
Records Management Program - A system for the efficient creation, utilization, maintenance, retention, preservation and disposition of City records.
Records Management Staff - The City Clerk, Deputy City Clerk, and Records Management Coordinator.
records retention schedule - a schedule identifying the records maintained by each City department by class or “series”, and specifying, in accordance with statutory and administrative requirements, the period of time records must be retained before they may be destroyed.
records storage center - storage facilities to house inactive records; may include archival storage.
redaction - The erasure or removal of data, usually in releasing a public record that contains non-public or exempt information.
reference material - library books, manuals, used for reference purposes, considered a non-record which need to be kept current.
resolution - applied to d ocument scanning, the specific pattern and number of picture elements displayed by a graphics monitor, indicative of potential for detail in scanned images.
retention Period - A retention period is calculated from the date the record was created.
The total retention is the period of time records are to be retained prior to their destruction.
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90 retention Schedule - The document describing the records maintained by the City and specifying, in accordance with statutory requirements or evaluation, the period of time which must elapse before they may be destroyed.
scanner - a device that converts and original document to an electronic image. segment (filing) - the entire file name (name, subject, or number) that is used for filing purposes.
skewing - an image condition resulting from physical distortion inherent to a monitor or from justification errors in document scanning (see de-skewing). transitory Records - Records having only transitory value. These include original and informational copies of documents that do not contain procedural or policy matter applicable to the receiving office that do not require action by the receiving office, that involve a routine transaction, or that do not contain information of continuing reference value.
uniform filing system - a standard classification/filing system used throughout an organization using consistent standardized vocabulary where applicable. unit (filing) - see filing unit
value of a record - refers to type of value a particular record has; may be administrative value, vital value, historical value; legal value; financial/fiscal value. vital record - record containing information essential for the City to resume operation after a disaster; records containing information regarding claims to present or future income; records necessary to protect the City against fraud or overpayment; and records furnishing data on current assets, equipment, securities and real estate. Vital Records may include, but are not limited to, current financial statements, ledgers, property deeds, leases, contracts, permits, licenses, original plans and specifications for City streets and facilities, ordinances, resolutions, and minutes of the City Council, Commission and Committee meetings.
WORM optical disks - Computer media that uses lasers to read and write information.
WORM = Write Once, Read Many; anything that is written to it cannot be changed or deleted.
Writing - handwriting, typewriting, printing, photostating, photographing, and every other means of recording upon any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, magnetic or punched cards, discs, drums and other documents (Govt. Code Section 6252(f)).
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91 APPENDIX C –
GOVERNMENT
CODE
EXCERPTS
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92 Government Code Excerpts
Laws change! Always check to ensure you are viewing the most recent version. The excerpts presented here are current through 1999 portion of 1999-2000 Reg. Sess. and 1st Ex. Sess.
SB 742, Brulte. Secretary of State: Local Government
Records Program - Existing law authorizes the governing body of a county or city, with the consent of the Secretary of State, to transfer to the Secretary of State for inclusion in the State Archives official items that it deems have historic interest or value and that are in the custody of any officer or county or city.
This bill would require the Secretary of State to establish the Local Government Records Program, to be
administered by the State Archives, for the purpose of
establishing guidelines for local government records
retention and providing archival support to local agencies in this state. The bill would require the Secretary of State to establish, publish, update, and main tain on a permanent basis guidelines for local government records retention. The bill would provide that the program is primarily responsible for the performance of specified functions. This bill would appropriate $40,000 to the Secretary of State's office to carry out this program. Appropriation: yes.
THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS:
SECTION 1. Section 12236 is added to the Government Code, to read: 12236. (a) The Secretary of State shall establish the Local Government Records Program to be administered by the State Archives to establish guidelines for local government records retention and to provide archival support to local agencies in this state. (b) The Secretary of State shall establish, publish, update, and maintain on a permanent basis guidelines for local government records retention. The Secretary of State may consult with appropriate professional organizations representing city, county, and special district records administrators regarding the establishment of these g uidelines. (c) The program shall be primarily responsible for the performance of the following functions:
(1) Publish the guidelines developed pursuant to subdivision (b) in paper form initially and on the Internet web site for the Secretary of State. (2) Monitor and review changes in state laws and administrative regulations that pertain to local government records retention.
(3) Monitor practices and procedures in records administration that have bearing on local government records retention and management.
(4) Update published guidelines on a current and timely basis as changes occur.
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93 (5) Make supporting information about state laws and administrative regulations that pertain to local government records retention available to local government agencies.
(6) Function as the liaison for the State Archives with appropriate professional organizations.
(7) Maintain communication with individual local government agencies. (8) Consult and provide information and advice to local government agencies on archival practices.
(9) Consult and provide information and advice to local government agencies on history and heritage.
SEC. 2. The sum of forty thousand dollars ($40,000) is hereby appropriated from the General Fund to the Secretary of State's office in order to carry out effectively the program established pursuant to this act. The moneys shall be used to establish and support one permanent archivist position.
Section 34090. Destruction of city records; excepted records; construction
34090. Unless otherwise provided by law, with the approval of the legislative body by resolution and the written consent of the city attorney the head of a city department may destroy any city record, document, instrument, book or paper, under his charge, without making a copy thereof, after the same is n o longer
required. This section does not authorize the
destruction of:
(a) Records affecting the title to real property or liens thereon.
(b) Court records.
(c) Records required to be kept by statute.
(d) Records less than two years old.
(e) The minutes, ordinances, or r esolutions of the
legislative body or of a city board or commission.
This section shall not be construed as limiting or
qualifying in any manner the authority provided in
Section 34090.5 for the destruction of records,
documents, instruments, books and papers in accordance with the procedure therein prescribed.
34090.5. Notwithstanding the provisions of Section 34090, the city officer having custody of public records, documents, instruments, books, and papers, may, without the approval of the legislative body or the written consent of the city attorney, cause to be destroyed any or all of the records, documents, instruments, books, and papers, if all of the following conditions are complied with:
(a) The record, paper, or document is photographed, microphotographed, reproduced by electronically recorded video images on magnetic surfaces, recorded in the ATTACHMENT 2
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94 electronic data-processing system, recorded on optical disk, reproduced on film or any other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document, or reproduced on film, optical disk, or any other medium in compliance with the regulations adopted by the Secretary of State, as specified in Section 12168.7 for recording of permanent records or nonpermanent records.
(b) The device used to reproduce the record, paper, or document on film, optical disk, or any other medium is one which accurately and legibly reproduces the original thereof in all details and that does not permit additions, deletions, or changes to the original document images.
(c) The photographs, microphotographs, or other reproductions on film, optical disk, or any other medium are made as accessible for public reference as the original records were.
(d) A true copy of archival quality of the film , optical disk, or any other medium reproductions shall be kept in a safe and separate place for security purposes.
However, no page of any record, paper, or document shall be destroyed if any page cannot be reproduced on film with full legibility. Every unreproducible page shall be permanently preserved in a manner that will afford easy reference.
For the purposes of this section, every reproduction shall be deemed to be an original record and a transcript, exemplification, or certified copy of any reproduction shall be deemed to be a transcript, exemplification, or certified copy, as the case may be, of the original.
34090.6.
(a) Notwithstanding the provisions of Section 34090, the head of a department of a city, county, or city and county, public safety communications center, or the head of a special district, after one year, may destroy recordings of routine video monitoring, and after 100 days may destroy recordings of telephone and radio communications maintained by the department or the special district. This destruction shall be approved by the legislative body and the written consent of the agency attorney shall be obtained. In the event that the recordings are evidence in any claim filed or any pending litigation, they shall be preserved until pending litigation is resolved.
(b) For purposes of this section, "recordings of telephone and radio communications" means the routine daily taping and recording of telephone communications to and from a city, county, city and county, or special district, department, and all radio communications relating to the operations of the departments or special districts.
(c) For purposes of this section, "routine video monitoring" means videotaping by a video or electronic imaging system designed to record the regular and ongoing operations of the departments or districts described in subdivision (a), including mobile in-car video systems, jail observation and monitoring systems, and building security taping systems.
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95 34090.7. Notwithstanding the provisions of Section 34090, the legislative body of a city or county may prescribe a procedure whereby duplicates of city or county records less than two years old may be destroyed if they are no longer required.
For purposes of this section, video recording media, such as videotapes and films, and including recordings of "routine video monitoring" pursuant to Section 34090.6, shall be considered duplicate records if the city or county keeps another record, such as written minutes or an audiotape recording, of the ev ent that is recorded in the video medium.
However, a video recording medium shall not be destroyed or erased pursuant to this section for a period of at least 90 days after occurrence of the event recorded thereon.
26202.6. Notwithstanding the provision s of Sections 26202, 26205, and 26205.1, the head of a department of a city, county, or city and county, public safety communications center, or the head of a special district after 100 days may destroy recordings of telephone and radio communications main tained by the department or the special district. Such destruction shall be approved by the legislative body and the written consent of the agency attorney shall be obtained. In the event that such recordings are evidence in any claim filed or any pending litigation, such recordings shall be preserved until pending litigation is resolved. For purposes of this section, "recordings of telephone and radio communications" means the routine daily taping and recording of telephone communications to and from a cit y, county, city and county, or special district department and all radio communications relating to the operations of such departments or special district.
12168.7. (a) The California Legislature hereby encourages and requests that the California County Information Services Directors Association and the County Recorders Association of California, when practicable, develop standards for recording permanent and nonpermanent documents in electronic media for the approval and adoption by the Secretary of State pursuant to Chapter 3.5 (commencing with Section 11340) of Part 1. (b) The standards specified in subdivision (a) shall include a requirement that a trusted system be utilized. For this purpose and for purposes of Sections 12168.5, 25105, 26205, 26205.1, 26205.5, 34090.5, and 60203 and Section 10851 of the Welfare and Institutions Code, "trusted system" means a combination of techniques, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by t he system could differ substantially from the document that is originally stored.
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96 APPENDIX D -
SUMMARY OF
RECORDS
MANAGEMENT
HISTORY &
LEGISLATION
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97 Summary of Records Management History and Legislation
1934 National Archives was founded
1942 National Archives conducted the first government-wide records survey. 1943 Federal Reports Act provided a mechanism for controlling federal paperwork requirements (excluded IRS)
1946 Executive Order by President Truman: all executive branch agencies implement co ntinuing records management programs
1948 report of the first Hoover Commission: the National Archives should be incorporated into Office of the General Services; provisions for records creation, preservation, management and disposal should be legislated in a federal records act; and each department and agency should be required to have an adequate records management program. 1949 General Services Administration created and authorized to survey government records.
National Archives transferred to the GSA.
1950 Federal Records Act established, providing the first definition of records management in a federal statute.
1952 Nine federal records centers established throughout the states. 1954 Second Hoover Commission established Task Force on Paperwork Management 1955 The first Guide to Record Retention Requirements was published as an aid to the Task Force on Paperwork Management.
1966 Freedom of Information Act permitted individuals the right to obtain information on the operation of federal agencies.
1970 Fair Credit Report Act allowed citizen to view credit reports and correct false statements 1974 Freedom of Information Act Amendments permitted individual copies of their personal records from federal agencies
1974 Buckley Amendments permitted parents and young adults to review school records 1974 Privacy Act protected citizen from misuse of personal records held by the federal government 1975 Congress created the Commission on Federal Paperwork 1977 Privacy Protection Study Commission (establish ed under the Privacy Act of 1974) made 162 specific recommendations for protection of privacy of individual, and determined that principles of the Privacy Act should be extended to the private sector. 1977 The Commission of Federal Paperwork cited 800 rec ommendations aimed at easing the “burden of federal paperwork”
1978 Federal Records Management Amendments supplemented and updated the Federal Records Act of 1950, defining records management over the life cycle of a record and established a new statutory program expected to reduce paperwork 1980 Paperwork Reduction Act of 1980 emphasized need to manage information as a resource 1983 Judicial Conference of the US implemented letter-size paper as the standard for use in all federal courts
1984 Some state and local agencies mandated change from legal-size to letter-size files. 1986 Electronic Communications Privacy Act establishes penalties for intentional interception of electronically transmitted information
1993 Appellate decision specified that federal electronic mail records were official records under the Federal Records Act
1993 Rule 26 of Federal Rules of Civil Procedure tightened requirement pertaining to disclosure of records during litigation
ATTACHMENT 2
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98 APPENDIX E -
FILING
GUIDELINES &
SUGGESTIONS
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99 Filing Guidelines and Suggestions
The following guidelines and suggestions are offered as a basic starting point when working with files, and based upon observations made during the physical inventory. If you need assistance on numeric or alphanumeric filing, please contact Nancy Mock.
Before Generating a New File
The following recommendations are made regarding establishing new files or folders:
1. For general filing purposes, a new file should be created only when more than four documents exist on the same subject.
For example, documents regarding Senate Bill 123 would remain in a “Legislation” file until there are five separate documents regarding that bill. At that point, a decision would be made as to how much activity is anticipated on this item. I f it meets the above criteria it will be incorporated into its own file folder. Keep materials in a generic folder for every subject until there is justification for a separate folder.
2. A current filing index or directory should be consulted prior to making a new file folder on any given subject for the following reasons:
a. There may already be a file folder for that subject, temporarily out of file. If you create a new one, then you will have duplicate (possibly incomplete) file folders.
b. This will give yo u a review of the major categories within the existing index.
Thus, you’ll have a better chance of coming up with a folder title for your current needs rather than an off-the-cuff title, which may be difficult to recall at a later date.
c. When reviewing the index, you may find an existing folder that may be close enough to the subject you are creating a new file for, or, upon slight modification, could accommodate those documents currently included plus the new material.
3. There are also filing considerations that must be made regarding future records destruction, such as: separation of records by retention periods, and annual breaks in records.
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Alphabetical Filing
In general, smaller filing systems use alphabetical file classification systems. The Association of Records Managers and Administrators (ARMA), a professional organization for the records management field, recommends the following Simplified Filing Standard Rules for consistency in alphabetical filing:
1. Alphabetize by arranging files in unit-by-unit order and letter-by-letter within each unit .
2. Each filing unit in a filing segment is to be considered. This includes prepositions, conjunctions, and articles. The only exception is when the word “the” is the first filing unit in a filing segment. In this case, “the” is the last filing unit. Spell out all symbols (at least mentally) such as “&,” “$,” “#,” and file alphabetically. The same would apply for abbreviations (St. John = Saint John).
LABEL FILE AS…
The County Connection County Connection, The
Jill St. John Saint John, Jill
3. File “nothing before something.” File single unit
filing segments before multiple unit filing
segments.
LABEL FILE AS…
Homeless Homeless
Homeless Services Homeless Services
4. Ignore all punctuation when alphabetizing. This includes periods, commas, dashes, hyphens, apostrophes, etc. Hyphenated words are considered one unit LABEL FILE AS…
Richard O’Donnell Odonnell, Richard
Marie Smith-Code Smithcode, Marie
5. Arabic (1, 2, 3 etc.) and roman numbers (I, ii, iii, iv, etc.) are filed sequentially before alphabetic characters. All Arabic numerals (1, 2, 3 etc.) precede all Roman numerals (I, ii, iii, iv, etc.).
LABEL FILE AS…
1985 Main 1985 Main (before alpha files A-Z)
60-day Notices 60day notices (before alpha files A-Z)
6. Acronyms, abbreviations, and radio television station call letters are filed as one unit .
LABEL FILE AS…
LAFCo lafco
KFWB kfwb
7. Transpose names, even if a company:
LABEL FILE AS…
Diane R. Gladwell, CMC Gladwell, Diane R.
Douglas Van Patten & Associates Van Patten, Douglas & Associates
8. File under the most commonly used name or title. Cross-reference under other names or titles, which might be used in an information request.
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Numeric Filing
In general, filing systems that contain more than one filing cabinet of records are more efficient when a numeric file classification is used, which provides the following benefits:
• Avoids subjective and inconsistent filing, a common problem in alphabetic systems. For example, one subject might have records stored in four different places in an alphabetic system:
R=Refuse
T=Trash
S=Solid Waste
W=Waste Management
• Manages file growth better (avoids compacted file folders and moving files around in cabinets).
The disadvantage of numeric filing systems is that they are an “indirect access” system:
You must maintain an index to the numbers.
Geographic Filing
Many land-based records use geographic classification systems. Some examples are building permits, building plans, alarm permits, etc.
Chronological Filing
Some systems are organized by date (chronological). All the records in these systems, no matter what subject they pertain to, are filed in folders labeled by date. Many executives have their correspondence files organized in chronological classification systems.
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Color coded labels and/or file folders avoid misfiles and provide fast retrievals. Year labels can improve the efficiency for appropriate files.
Use “guides” to help find files quickly.
When retrieving a file, always use an OUT card and indicate the file name, file number, date the file is taken out, and the person using the file. This avoids lost or misplaced files, and avoids time-consuming “hunting” for a file on someone’s desk.
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APPENDIX F -
ADMINISTRATIVE
A-Z RECORD
CLASSIFICATION
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Administrative A-Z Record Classification
Generally speaking, the following categories of records could be included in what one would traditionally consider operational files, or subject files. For the city’s purposes, we have referred to them in the Records Retention Schedule as Administrative A -Z files.
These Administrative A -Z files could all be stored in one general area, and would not normally need any special
treatment. The majority has a two -year retention period.
Some will have less, as indicated by the pound sign (#) below. In all cases, it’s wise to double -check the Retention Schedule, as it could change from time to time.
Should you wonder about particular records being eligible for Administrative A -Z treatment, as if they provide information useful in day -to-day operations, or do they reflect or pertain to an official act or decision made on behalf of the City. If they are originals (or considered “original”) pertaining to official acts or decisions, they would require a higher level of treatment than Administrative A -Z records. For clarification or information concerning this matter, please contact your department’s Committee member or the Deputy City Clerk, at extension 336.
Ø Accomplishments, Departmental (would normally be included in a composite report elsewhere)
Ø Advertising
Ø Agencies & Organizations (outside city organization)*** Ø Agendas - Copies Only (used for reference)***
Ø Agreement Forms/Information***
Ø Authorization to Code Financial Information
Ø Bidders Lists
Ø Brochures, Promotional or Informational
Ø Budget Process Info
Ø Celebrations, Office Party/Birthday/Holiday
Ø Cellular, Paging or Telephone Service
Ø Central Duplicating Service
Ø Central Stores Purchasing/Catalog Information
Ø Check Requests, Processing
Ø Chronological File
Ø CIP Process Info
Ø Client Information
Ø Computer Guide/Information
Ø Consultant Lists
Ø Copy Machine Operation/Maintenance
Ø Correspondence, General
O-Z
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Ø Department Staff Meeting Schedule & Information
Ø Departmental/Organizational Routing Information and Lists Ø Dictating Machine Operation and Performance
Ø Directories
Ø Distribution Lists
Ø Duplicating Information
Ø Employee, Departmental Processing Information
Ø Equipment Information
Ø Event Planning
Ø Expense Reports
Ø Fax Machine Operation and Maintenance
Ø Fees & Charges (copying charge)
Ø Forms, Miscellaneous
Ø Logos, Miscellaneous Graphic Art
Ø Mailing Lists
Ø Mailing/Shipment Information (Packaging, etc.)
Ø Meeting notes, staff meetings
Ø Mileage Reimbursement Information
Ø Minutes - Copies only (used for reference)***
Ø Miscellaneous Forms
Ø Newsletters, City & Others
Ø Notice of Public Hearings
Ø Office Equipment
Ø Office & Paper Supplies
Ø Payroll Processing Information
Ø Performance Appraisal Forms
Ø Printing Information
Ø Procedures, routine
Ø Product Information
Ø Professional Membership & Associations
Ø Promotional Material
Ø Public Meeting Notices
Ø Reference Materials or Guidelines
Ø Special Events
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Ø Training/Participation Information #
Ø Travel Procedures (forms, mileage info, policy)
Ø Vendor Information
Ø Workers Comp/Claims
*** See Retention Schedule for Treatment of Official Records # - Less than 2-year retention
ATTACHMENT 2
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AGENDA ITEM NO. 2.
TO: Mayor and City Council
FROM: Finance Department
DATE: February 2, 2026
SUBJECT: Finance – Receive and File – Status Report of Development Fee Funds for the fiscal year ended June 30, 2025.
ATTACHMENTS: None.
RECOMMENDATION
That the Council receive and file the report on the status of the development fee funds.
EXECUTIVE SUMMARY
State law (Government Code Section 66006) requires that local agencies shall make available to the public certain information relative to development impact fees.
BACKGROUND
Per law, the City is providing account information relative to development impact fees. This information includes the following:
1. A description of the fee.
2. The amount of the fee.
3. The beginning and ending balance of the fee account.
4. The amount of the fee collected and interest earned.
5. Identification of the public improvements for which the fee was expended, the amount of the expenditure and the percentage funded by the fee.
6. The date by which construction will begin if sufficient funds are available.
7. A description of each fund transfer or loan from the account.
8. The amount of refunds made of unexpended funds once all projects for which the fee was imposed are complete.
The City of Clovis has established the following development fees that are collected at various stages of the development process:
1. Sewer Major Facilities Fee
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AGENDA ITEM NO. 3.
2. Sewer Oversize Fee
3. Sewer Front Footage Fee
4. Water Major Facilities Fee
5. Water Oversize Fee
6. Water Front Footage Fee
7. Water Supply Fee
8. Community Sanitation Fee
9. Park Acquisition and Development Fee
10. Major Street Fees
Outside Travel Lane Fee
Center Travel Lane Fee
Traffic Signal Fee
Bridge Fee
Utility Undergrounding Fee
11. Developer Fee Administration Charge
12. Fire Department Fee
13. Police Department Fee
14. Library Facilities Fee
The following is the required information provided for each of the above fees for fiscal year 2024-25:
1. Sewer Major Facilities Fee: The Sewer Major Facilities Fee is for the construction of the Clovis Sewage Treatment Water Reuse Facility (STWRF) and the capital improvement costs required for upgrading of the Regional Sewer Treatment Plant, as well as debt service payments related to the bonds issued to construct the improvements. The fee for 2024-25 was $10,322 per equivalent dwelling unit (EDU). Most of these funds are committed to repayment of Sewer Bonds.
Beginning Balance 2024-25 $3,308,794
Plus: Fee Revenue 7,200,963
Interest 139,537
Less: Expenditures 7,859,647
Transfers out: Debt Service 0
Transfers out: Projects ___270,000
Ending Balance 2024-25 $2,519,647
2. Sewer Oversize Fee: The Sewer Oversize Fee is for sewer mains greater than 8" in diameter, and/or mains 8" in diameter or greater that are installed deeper than 8', to provide adequate capacity for future development. The fee for 2024- 25 was $1,200 per gross acre. The fee is used to reimburse developers who have installed the lines. Disbursement is made based on the developer’s claim.
Beginning Balance 2024-25 $305,523
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Plus: Fee Revenue 117,959
Less: Expenditures 107,330
Ending Balance 2024-25 $316,152
3. Sewer Front Footage Fee : The Sewer Front Footage Fee is for the reimbursement of sewer mains previously installed. The fee for 2024-25 was $34.50 per linear foot. The fee is used to reimburse developers who have installed the lines. Disbursement is made based on the developer’s claim.
Beginning Balance 2024-25 $2,022,622
Plus: Fee Revenue 154,625
Less: Expenditures ___ 0
Ending Balance 2024-25 $2,177,247
4. Water Major Facilities Fee: The Water Major Facilities Fee is for the construction of water wells, well site acquisitions, well head treatment, auxiliary power systems, reservoirs, surface -water treatment facilities, and debt service payments related to bonds issued to construct the improvements. The fee for 2024-25 was $ 12,256 per unit. The transfer in from the Water Enterprise represents the Enterprise customers’ share of debt service on the surface water treatment plant.
Beginning Balance 2024-25 $10,002,126
Plus: Fee Revenue 7,036,641
Interest 511,990
Transfers In: Debt Service 730,000
Transfers In: Adv Repayment 570,724
Less: Expenditures _2,779,098
Ending Balance 2024-25 $16,072,383
5. Water Oversize Fee: The Water Oversize Fee is to provide reimbursement for the oversize cost increment of water mains 12" in diameter or greater that must be installed to insure adequate pressure and volume throughout the system.
The fee for 2024-25 was $1,812 per gross acre. The fee is used to reimburse developers who have installed the lines. Disbursement is made based on the developer’s claim.
Beginning Balance 2024-25 $1,129,955
Plus: Revenue 205,366
Less: Expenditures _ 14,915
Ending Balance 2024-25 $1,320,406
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6. Water Front Footage Fee: The Water Front Footage Fee is for reimbursement of water mains previously installed. The fee for 2024-25 was $29.50 per linear foot. The fee is used to reimburse developers who have installed the lines.
Disbursement is made based on the developer’s claim.
Beginning Balance 2024-25 $2,924,227
Plus: Revenue 256,214
Less: Expenditures ___ 0
Ending Balance 2024-25 $3,180,441
7. Water Supply Fee: The Water Supply Fee pays for the cost to acquire additional water supply for properties with development intensities that will exceed the current water entitlement. For properties within the Fresno Irrigation District (FID), the entitlement is 2.1 acre -feet/year. The current cost to acquire annual water supply is $5,550 per acre-foot.
Beginning Balance 2024-25 $0
Plus: Revenue 2,070,724
Less: Expenditures 1,500,000
Transfers Out: Adv Repayment 570,724
Ending Balance 2024-25 $0
8. Community Sanitation Fee: The Community Sanitation Fee is for the purchase of toters, commercial bin s, disposal trucks, and street sweeping equipment.
The fee for 2024-25 was $548 per EDU for single family and $444 per EDU for multi-family, commercial, and churches. The fee is transferred to the Refuse Enterprise as purchases are made.
Beginning Balance 2024-25 $2,513,111
Plus: Revenue 416,819
Interest 96,011
Less: Expenditures 0
Transfers Out: Operating 150,000
Ending Balance 2024-25 $2,875,941
9. Park Acquisition and Development Fee: The Park Acquisition and Development Fee is for the purchase of parkland and the construction of improvements for regional and community parks. The fee for 2024-25 was $6,098 per EDU.
Beginning Balance 2024-25 $3,683,997
Plus: Revenue - Fees 2,195,164
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AGENDA ITEM NO. 3.
Interest 174,600
Other-Grants 12,161
Transfers In: Projects 29,000
Less: Expenditures 617,835
Transfers Out: Operating __ 0
Ending Balance 2024-25 $5,477,087
10. Major Street Fees: The Street fees include fees for center t ravel lane improvements, outside travel lane improvements, construction of bridges, construction of traffic signals, under -grounding of utilities, quad intersections, and administration. The fees are specific to certain areas within the City based on the infrastructure requirements and development characteristics of the areas.
Outside Travel Lane Fee: The fee is to reimburse developers for Outside Travel Lane improvements that were constructed with their project in excess of the development’s proportionate share.
Center Travel Lane Fee: The fee is to reimburse developers for Center Travel Lane improvements that were constructed with their project, in excess of the development’s proportionate share.
Traffic Signal Fee: The fee is for the reimbursement for the cost to install traffic signals either by the City or developers in excess of the development’s proportionate share.
Bridge Fee: The fee is for the reimbursement for the cost to construct bridges and culverts either by the City or developers in e xcess of the development’s proportionate share.
Utility Undergrounding Fee: The fee provides a funding source for the City to underground existing overhead utilities or to reimburse developers for the undergrounding of existing overhead utilities in excess of the development’s proportionate share. Under -grounding of existing overhead utilities includes the undergrounding along certain arterial and collector streets.
Beginning Balance 2024-25 $26,837,414
Plus: Revenue 5,965,570
Less: Expenditures 3,240,143
Ending Balance 2024-25 $29,562,841
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11. Developer Fee Administration Charge : Administrative charges for the administrative work performed by City staff to collect, track, and reimburse the developer fees program and has come from interest earnings. Interest earnings has also covered applicable interest charges on developer’s reimbursement requests. The fee for 2024-25 is 1.5% of all developer fees collected.
Beginning Balance 2024-25 $3,265,925
Plus: Revenue – Fees 488,747
Interest 1,987,232
Less: Expenditures 562,337
Ending Balance 2024-25 $5,179,567
12. Fire Department Fee: The Fire Department Fee was established in June 1997 to construct, equip and furnish fire stations. The fee for 2024-25 was $2,235 per EDU.
Beginning Balance 2024-25 $3,305,879
Plus: Revenue 1,719,628
Less: Expenditures 1,011,840
Ending Balance 2024-25 $4,013,667
13. Police Department Fee: The Police Department Fee was established in May 2000 for development to contribute to providing police equipment and facilities as community growth requires. The fee for 2024-25 was $1,569 per EDU.
Beginning Balance 2024-25 $3,464,930
Plus: Revenue 1,168,280
Less: Expenditures 0
Ending Balance 2024-25 $4,633,210
14. Library Facilities Fee: The Library Facilities Fee was established in April 2008 to provide a portion of the funding needed to provide library facilities within the City of Clovis. The fee for 2024-25 was $819 per unit for single-family and $669 per unit for multi-family and assisted living/group homes.
Beginning Balance 2024-25 $1,316,564
Plus: Revenue 520,795
Less: Expenditures ______0
Ending Balance 2024-25 $1,837,359
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AGENDA ITEM NO. 3.
FISCAL IMPACT
This report provides a status of the development fees charged by the City. It provides an indication of available balances for projects or reimbursements where applicable.
REASON FOR RECOMMENDATION
The fiscal report is for information only and no action is required.
ACTIONS FOLLOWING APPROVAL
Copies of the report will be made available to any member of the public who requests a copy.
CONFLICT OF INTEREST
None.
Prepared by: Jose Cortez, Accounting Supervisor
Reviewed by: City Manager AH
244
AGENDA ITEM NO. 3.
TO: Mayor and City Council
FROM: General Services Department
DATE: February 2, 2026
SUBJECT: General Services – Approval – Res. 26-___, Authorizing Amendments to the City’s Classification Plan by Revising the Senior Custodian Classification in the General Services Department.
ATTACHMENTS: 1. Res. 26-___, Classification Plan
RECOMMENDATION
For the City Council to approve the resolution authorizing a n amendment to the City’s Classification plan by adopting the Senior Custodian classification.
EXECUTIVE SUMMARY
The General Services Department has identified the need to make an amendment to the Senior Custodian position. The current job description states that positions in this classification report to the Department Support Manager, which was accurate when the job was created. However, senior custodians are now deployed in various departments and report to managers other than the Department Support Manager.
BACKGROUND
The General Services Department has identified the need to make an amendment to the Senior Custodian position. The current job description states that positions in this classification report to the Department Support Manager, which was accurate when the jo b was created. Currently, this position is deployed not only in the Department Support Division but is also in Community Services. Additional divisions throughout the City may add Senior Custodian to their staff rosters in the future.
The singular change to the Senior Custodian position will remove who the employee would report to. Currently, the job description states the employee will report to the Department Support Manager. This is no longer accurate and will be removed. There are no other changes to the job description.
FISCAL IMPACT
None.
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AGENDA ITEM NO. 4.
REASON FOR RECOMMENDATION
An amendment to the Senior Custodian job description is necessary to reflect current and future deployment of the position throughout the City.
ACTIONS FOLLOWING APPROVAL
Personnel staff will add the revised classification description to the City’s Classification Plan.
CONFLICT OF INTEREST
None.
Prepared by: Amy Hance, General Services Director
Reviewed by: City Manager AH
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AGENDA ITEM NO. 4.
Attachment 1
RESOLUTION 26-__
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS APPROVING AN AMENDMENT TO THE CITY’S CLASSIFICATION PLAN BY ADOPTING AN AMENDMENT TO THE SENIOR CUSTODIAN JOB DESCRIPTION.
WHEREAS, it has been determined that the City has a need to modify the existing job classification of Senior Custodian; and
WHEREAS, it has been determined tha t the job classification is deployed in additional divisions, making it necessary to update the current classification language; and
WHEREAS, representatives of the Clovis Employees Association have expressed their support of the change to this job classification; and
WHEREAS, modification of the City’s Classification Plan requires authorization by the City Council.
NOW, THEREFORE , BE IT RESOLVED, that the City of Clovis will modify the City’s Classification Plan to include the modified Senior Custodian classification. (Attachment A). * * * * *
The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on February 2, 2026, by the following vote, to wit.
AYES:
NOES:
ABSENT:
ABSTAIN:
DATED: February 2, 2026
______________________________ ______________________________ Mayor City Clerk
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AGENDA ITEM NO. 4.
Attachment A
City of Clovis
SENIOR CUSTODIAN
DEFINITION
Under supervision, to keep assigned building spaces clean and orderly; to prepare rooms for meetings; and to perform related work as required.
CLASS CHARACTERISTICS
This position requires previous custodian and general maintenance experience, performs structured work which varies and is performed in accordance with established verbal or written instructions. Incumbents receive thorough instructions when tasks are initially assigned and after training are expected to perform duties with minimal supervision. Work is reviewed periodically upon completion and while in progress. Incumbents are expected to refer most variations in work to the supervisor for instructions.
EXAMPLES OF DUTIES
Cleans offices and other areas in public buildings; sweeps, mops, strips and waxes floors; vacuums carpeted areas; dusts and polishe s stainless steel and furniture, woodwork and Venetian blinds; replenishes supplies; cleans base-boards; cleans stoves and ovens; performs repair work to plumbing fixtures; cleans appliances; sweeps sidewalks and entry ways; cleans blackboards; coordinates inventory and stocking of restroom and cleaning supplies; sets -up rooms for meetings; empties and cleans waste receptacles; washes windows; polishes metal work; turns out lights and locks doors and windows; responds to emergency call-back services; washes solar panels; maintains and coordinates SDS data catalogs at all janitorial supply locations; acts as a liaison between the City and outsourced janitorial supply and service vendors; labels chemicals and cleaners used in the performance of custodial duties to OSHA's current Globalized and Harmonized System of Classification and Labeling of Chemicals; performs building and related equipment maintenance repair work; assists Facilities Maintenance staff with project clean -up as needed; operates machinery and equipment necessary for the performance of assigned duties; maintains proper care of equipment and materials used to perform work assignments; assists in the training of less experienced staff; and performs related work as required.
TYPICAL QUALIFICATIONS
LICENSE REQUIRED
Possession of a valid California Driver's License, and a good driving record.
EDUCATION AND EXPERIENCE
Education:
High School diploma or equivalent.
Experience:
A minimum of two (2) years of commercial or government facility custodial service experience.
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AGENDA ITEM NO. 4.
QUALIFICATIONS
Knowledge of:
Principles and practices of technical supervision and leadership; Basic math;
Proper methods, material, chemicals, disinfectants, safety practices, and equipment used in the custodial trade;
Appropriate safety precautions and procedures.
Ability to:
Perform routine and specialized cleaning work, including washing, dusting, waxing, polishing, and sweeping;
Work independently without direct supervision;
Operate, maintain, and inventory janitorial equipment and supplies; Communicate effectively, both orally and in writing with the public, City staff, and vendors;
Maintain a positive attitude toward serving the public and City Departments; Operate a vehicle observing legal and defensive driving practices; Understand and carry out oral and written instructions; Establish and maintain effective professional relationships with those contacted during the course of work;
Work indoors and outdoors with exposure to all weather conditions; Work in confined spaces including attics;
Work at heights using ladders, scissor lifts, and related equipment; Coordinate the work of subordinate staff and volunteers; Operate a computer and maintain computer records;
Work irregular shifts as required;
May be scheduled to work modified workweeks including evenings and weekends.
SUPPLEMENTAL INFORMATION
PHYSICAL DEMANDS AND WORKING CONDITIONS
Strength: Medium work-lifting, carrying and/or pushing 75 pounds with frequent lifting and/or carrying of objects weighing up to 50 pounds.
Other physical requirements include: feeling, finger dexterity, frequent grasping, and holding, reaching, bending, climbing, crawling, and balancing, standing, walking, kneeling, squatting, and stooping on level and uneven surfaces; May work in environments where dust, poor ventilation, chemicals, and fumes are present.
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AGENDA ITEM NO. 4.
TO: Mayor and City Council
FROM: General Services
DATE: February 2, 2026
SUBJECT: General Services – Approval – Res. 26-____, Approving a Side Letter Agreement with the Clovis Police Officers Association (CPOA) to add 1% to Base Pay for Certain CPOA Members for a Cost of Approximately $23,000.
ATTACHMENTS: 1. Res. 26-____, Side Letter
RECOMMENDATION
For the City Council to approve a resolution approving a side letter agreement with the Clovis Police Officers Association adding 1% to the base pay for certain officers impacted by a modification of the 2025 – 2028 CPOA Memorandum of Understanding.
EXECUTIVE SUMMARY
In 2025, the labor contract between the City of Clovis and the CPOA was renegotiated and ratified in June of that year. Certain provisions within the contract were modified to maintain compliance with federal and state law. Additionally, a change was made to the Professional Development Program w hich brought it into compliance with regulations from the California Public Employees Retirement System (CalPERS). In accepting this change, nine (9) CPOA members had a reduction in base pay of 1%. This reduction was unintended and due solely to the requir ed change in language required to ensure compliance with CalPERS’ special compensation requirements.
BACKGROUND
During the process of contract negotiations in 2025, a change in how the Professional Development Program was structured was required in order to maintain compliance with CalPERS’ compensation requirements.
The previous Professional Development Program had the educational incentives “bundled”, meaning that in order to receive the incentive in some cases, the CPOA member had to possess both a degree from a formal educational institution and a certification from the Commission on Peace Officer Standards and Training (POST).
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AGENDA ITEM NO. 5.
Article 32.C.5. of the 2022-2025 CPOA MOU was as follows:
Educational Requirement Increase
Associates Degree AND Intermediate POST Certificate,
OR 5.0%
Advanced POST Certificate (no degree required)
OR
Bachelors Degree (no POST certificate required)
Bachelors Degree AND Advanced POST Certificate 9.0%
The special compensation paid for a “bundled” degree and certificate was deemed ineligible for retirement compensation calculation by CalPERS. The City proposed an alternative structure during the 2025 negotiations that separated the formal education incen tive pay from the POST certificate pay, thereby allowing the incentive pay to be considered in the CPOA member’s retirement calculation.
The 2025-2028 CPOA MOU was ratified in June of 2025 and included the updated structure for education incentive pay that is in line with CalPERS requirement to be included in the calculation for retirement compensation.
Article 32.D. in the 2025-2028 CPOA MOU is as follows:
A. Education Incentive Program:
This incentive is provided to employees who achieve educational mil estones that enhance their ability to perform their job duties. Employees are required to provide proof of completion of the degree from an accredited college or university. Education incentives do not stack and are not cumulative.
Employees who earn an associate’s degree will receive 2.5% of their base salary every pay period.
Employees who earn a bachelor's degree will receive 5.0% of their base salary every pay period.
B. POST Certificate Pay:
This pay is provided to employees who obtain and maintain eit her an Intermediate or Advance POST Certificate. Employees are required to provide proof of completion and maintenance of the POST Certificate. POST Certificate Pay does not stack and is not cumulative.
Employees who obtain and maintain an Intermediate P OST Certificate shall receive
2.5% of their base salary every pay period.
Employees who obtain and maintain their Advanced POST Certificate shall receive
4.0% of their base salary every pay period.
The impact of the change to the education incentive str ucture was a loss of 1% of base salary to nine (9) CPOA members who possess only an Advanced POST Certificate and no degree 251
AGENDA ITEM NO. 5.
from a formal educational institution. Under the 2022 -2025 MOU, these CPOA members were paid 5% for the Advanced POST Certificate, and this was reduced by 1% under the 2025-2028 CPOA MOU to 4%.
The impacted officers are:
Ashcraft, Richard
Bradford, Mark
Cressall, Richard
Gilles, Jason
Gonzalez, Cesar
Jaime, Nathan
Pascoe, Thomas
Pino, Jon
Santos, Carlos
FISCAL IMPACT
The cost associated with the Side Letter Agreement for FY 2025 -2026 is approximately $23,000.00. Sufficient funding is available within the current Police Department budget to cover these costs.
REASON FOR RECOMMENDATION
A resolution by the City Council is required to authorize the execution of a Side Letter Agreement between the City and CPOA.
ACTIONS FOLLOWING APPROVAL
The Side Letter Agreement between the City and CPOA will be executed.
CONFLICT OF INTEREST
None.
Prepared by: Amy Hance, General Services Director
Reviewed by: City Manager AH
252
AGENDA ITEM NO. 5.
ATTACHMENT 1
RESOLUTION 26-__
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS APPROVING A SIDE
LETTER AGREEMENT WITH THE CLOVIS POLICE OFFICERS ASSOCIATION (CPOA)
WHEREAS, updates to the 2025 -2028 CPOA MOU regarding the Professional Development Program were necessary to maintain compliance with CalPERS’ compensation requirements; and
WHEREAS, nine (9) members of CPOA that have been identified as holding only an Advanced POST certificate; and
WHEREAS, this resulted in an unintended 1% reduction in those nine (9) CPOA members’ pay; and
WHEREAS, to correct this accidental reduction in the Educational Incentive for the affected members, the City agrees to add an additional 1% to the base pay of the affected CPOA members; and
WHEREAS, a change in salary is a change in working conditions and requi res a Side Letter Agreement to be executed between the City and the CPOA; and
WHEREAS, City and CPOA representatives met and conferred on the side letter and are in agreement.
NOW, THEREFORE, BE IT RESOLVED , that the City of Clovis approves the Side Letter Agreement with CPOA (Attachment A) and authorizes the City Manager to sign the agreement.
* * * * *
The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on February 2, 2026, by the following vote, to wit.
AYES:
NOES:
ABSENT:
ABSTAIN:
DATED:
______________________________ ______________________________ Mayor City Clerk
253
AGENDA ITEM NO. 5.
ATTACHMENT A
Side Letter Agreement to the 2025-2028 Memorandum of
Understanding Between the City of Clovis and Clovis Police Officers Association (CPOA)
The City of Clovis and the CPOA mutually agree to this Side Letter Agreement. This Side Letter Agreement will be incorporated into the Memorandum of Understanding between the City of Clovis and CPOA (“MOU”). Except as amended herein, each and every term and condition of the MOU shall remain in full force and effect, and this Side Letter Agreement shall be incorporated into the MOU as adopted.
The City provides for a Professional Development Program which includes monetary education incentives for CPOA members who possess college degrees and/or Police Officer Standards and Training (POST) certificates. In the 2025-2028 MOU, Article 32.D, Educational Incentive Program, was updated to conform to current CalPERS’ requirements for special compensation.
Nine members of CPOA have been identified as holding only an Advanced POST certificate and pr eviously received a 5% incentive pay increase for this certificate.
However, following the updates to the 2025-2028 MOU, these officers experienced a 1% reduction in pay under the updated Educational Incentive Program. This reduction was unintended and due solely to a change in language required to ensure compliance with CalPERS’ special compensation requirements.
To correct this accidental reduction in the Educational Incentive for the affected members, the City agrees to add an additional 1% to the base pay of the following employees:
Ashcraft, Richard
Bradford, Mark
Cressall, Richard
Gilles, Jason
Gonzalex, Cesar
Jaime, Nathan
Pascoe, Thomas
Pino, Jon
Santos, Carlos
This additional 1% pay will be retroactive to July 1, 2025, and paid in a lump sum.
If any of the above listed employees complete either an associate degree or bachelor’s degree, the employee will be eligible to receive the additional Education Incentive Program pay associated with that degree. In accordance with the terms of the 2025-2028 MOU, the maximum combined incentive between the Advanced Post and Educational Incentive programs is 9%. With the execution of the Side Letter Agreement, the affected members waive any and all claims and rights associated with the prior 1% reduction in the Educational Incentive pay. This Side Letter Agreement will become effective when fully executed by the parties and approved by the City Council.
254
AGENDA ITEM NO. 5.
For the CITY: For the ASSOCIATION:
___________________________ _____________________________ Andrew Haussler, City Manager Antonio Ferguson, CPOA President
___________________________ _____________________________ Scott G. Cross, City Attorney Dayna Dejong, CPOA Vice President
ATTEST: ________________________
Briana Parra, City Clerk
255
AGENDA ITEM NO. 5.
TO: Mayor and City Council
FROM: Planning and Development Services Department
DATE: February 2, 2026
SUBJECT: Planning and Development Services - Approval – Res. 2 6-___, Amending the Fresno Metropolitan Flood Control District (FMFCD) Schedule of Drainage Costs and Fees for 2026-2027.
ATTACHMENTS: 1. Res. 26-__
2. FMFCD Fee Adoption Letter
3. FMFCD Board of Directors Memorandum
4. FMFCD Amended Resolution
RECOMMENDATION
For the City Council to approve Res. 2 6-___, amending the FMFCD Storm Drainage per -acre costs and fees for 2026-2027.
EXECUTIVE SUMMARY
In 1961, the Cities of Fresno and Clovis and the County of Fresno adopted a Storm Drainage Master Plan, followed by drainage fee ordinances in 1969 to fund planned drainage facilities concurrently with development. The fee structure is based on the total estimated cost of the urban drainage system, divided proportionately among land uses based on storm runoff characteristics. The District operates in three zones, with Zone 3 covering core Clovis, Zone 2 mostly in Fresno, and Zone 1 covering remaining areas. This year's update includes fee adjustments in multiple drainage areas within Clovis due to unit cost updates, whil e areas DQ and 1G saw no changes.
All drainage fees are deposited into a separate trust account, cannot be commingled with District general funds, and must be spent within the drainage area where collected. The District has made required findings under AB602 to comply with state law regarding impact fee calculations, and City staff believes the proposed adjustments are supported by recent cost studies.
BACKGROUND
In 1961, the Cities of Fresno and Clovis and the County of Fresno adopted, as an element of the Fresno-Clovis Metropolitan Area General Plan, a Storm Drainage Master Plan prepared by the Flood Control District for the metropolitan area. In 1969, these agencies adopted virtually 256
AGENDA ITEM NO. 6.
identical drainage fee ordinances to provide for the funding of planne d drainage facilities concurrently with development activity which created the need for such facilities.
The local drainage plan shows the drainage area boundaries. Also shown are proposed and existing master plan facilities in each watershed area.
The r ate structure associated with each master plan drainage area is based on the total estimated cost of the urban drainage system including land, improvements and any engineering required to serve the subject area. The total cost is divided into the total lan d area using appropriate proportionate ratios (related to storm runoff characteristics) between the various contributing/benefiting land uses.
This year’s update includes fee adjustments in certain drainage areas, zones, and surcharges within the City of Clovis (AQ, BC, BT, BY2, CL, DL, DM, DO, DP, 3G, 7C, 7D, 7H, Zone 2, Zone 3, surcharge fees for BX, 7D /7H and DO) due to unit cost updates and contract adjustments .
This year’s update includes certain drainage areas (DQ and 1G) that did not see any fee adjustments.
The drainage fees paid pursuant to the ordinance are deposited into a separate trust account.
The monies are not commingled with District general funds, are not used to fund any administration, operations, or maintenance costs, and must be expen ded within the drainage area in which they are paid.
The fee ordinance, enacted under the authority of the State Subdivision Map Act, requires the identification of the estimated or actual cost of the planned facilities through the adoption of a resolution. Because the fees are based on the cost of facilities, the resolution serves also as the schedule of fees.
The Fresno Metropolitan Flood Control District consists of three zones. Zone 3 generally includes the core area of the City of Clovis. Zone 2 is mostly in the City of Fresno, except for some portions of Drainage Areas “Q” and “S”, which are predominately within Clovis. Zone 1 includes all the areas within the District’s jurisdiction that are not in Zone 2 or Zone 3.
Attachment B of Attachment 1 li sts the proposed drainage fee adjustments. City staff has had the opportunity to review the proposed adjustments with FMFCD staff and believes the adjustments are supported by the recently completed cost studies. District staff has indicated that the District contacted the Building Industry Association in reviewing the proposed drainage fee update.
Government Code, Sections 66016.5(a)(5)(A) and (B)
AB602 states that if an agency conducts an impact fee nexus study and it is adopted after July 1, 2022, the a gency must either “calculate a fee imposed on a housing development project proportionately to the square footage of the proposed units of the development” or make the following findings:
(i) An explanation as to why square footage is not appropriate metri c to calculate fees imposed on housing development project.
257
AGENDA ITEM NO. 6.
(ii) An explanation that an alternative basis of calculating the fee bears a reasonable relationship between the fee charged and the burden posed by the development. (iii) That other policies in the fee structure support smaller developments, or otherwise ensure that smaller developments are not charged disproportionate fees.
The District has made the findings as required by AB602, which were approved by their Counsel and their Board of Directors. A copy of the request by District staff to their Board of Directors is included as Attachment 3. A copy of the District’s Amended Resolution as approved by their Board of Directors is included as Attachment 4.
FISCAL IMPACT
None.
REASON FOR RECOMMENDATION
In accordance with the District’s drainage fee ordinance, the District’s fee schedule is to be adjusted annually, or as warranted. This year the update was based upon examination of all drainage systems and their related costs and fee schedules.
ACTIONS FOLLOWING APPROVAL
Adopt and implement the 2026-2027 FMFCD Drainage Fees for local drainage fees.
CONFLICT OF INTEREST
None.
Prepared by: Tara West, Engineering Technician
Reviewed by: City Manager AH
258
AGENDA ITEM NO. 6.
Attachment 1
RESOLUTION 26-__
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVIS
AMENDING THE STORM DRAINAGE AND FLOOD CONTROL MASTER PLAN AND
ADOPTING THE DRAINAGE FEES AND COSTS FOR ALL DEVELOPMENTS WITHIN
THE JOINT AREA OF THE CITY OF CLOVIS, CALIFORNIA AND THE FRESNO METROPOLITAN FLOOD CONTROL DISTRICT (2026-2027)
WHEREAS, the Council of the City of Clovis has enacted Chapter 7, Title 8 of the Clovis Municipal Code, which ordinance is hereby incorporated herein by this reference, creating and establishing the authority for imposing and charging fees for the construction of planned local storm drainage facilities; and
WHEREAS, an amended Storm Drainage and Flood Control Master Plan Map ( see Attachment A labeled as Exhibit “A” hereto) specifying public facil ities and improvements, existing and proposed, which are necessary to provide drainage service and flood control within the respective local drainage areas specified therein has been presented to the Council of the City of Clovis; and
WHEREAS, a study has been conducted of the impacts of contemplated future development on the existing storm drainage services and facilities in the local drainage areas of the Fresno Metropolitan Flood Control District (“District”) and the City of Clovis (“City”) listed in Attachment B labeled as Exhibit “B” attached hereto, along with an analysis of new, improved or expanded public facilities, the estimated costs of those improvements, and the schedule of per gross acre fees calculated to raise the sum of money necessary to pay the estimated total cost of said local drainage facilities in said local drainage areas; and
WHEREAS, this study was available at the District's office for public inspection and review ten (10) days prior to this public meeting and notice was given in compliance with the requirements therefore, and
WHEREAS, a public meeting was held pursuant to the public notice cited herein at a regularly scheduled meeting of the Council of the City of Clovis; and
WHEREAS, the Council of the City of Clovis finds as follows:
A. The purpose of said fees is to finance facilities within the City and District required for the removal of surface and storm waters attributable to development; to obviate the menace to the public health, safety and welfare arising from inadequat e provision for removal of surface and storm waters occurring as the result of development of property; to prevent deterioration of property values and impairment of conditions making for desirable residential, commercial or industrial development, as the case may be, which would result 259
AGENDA ITEM NO. 6.
from the failure to construct planned local drainage facilities relative to development of property; and to prevent deterioration of public streets and other public facilities which would result from failure to construct pla nned local drainage facilities concurrently with development; and
B. The fees adopted hereby and collected pursuant to Chapter 7, Title 8 of the Clovis Municipal Code and this Resolution are to be used to finance only the public facilities shown on Exhibit “A” hereto within each of the respective local drainage areas identified in Exhibit “B” hereto; and
C. After considering said Map and said study and analysis prepared by the District, entitled “Storm Drainage and Flood Control Master Plan”, and that prepared by the City Planning Department entitled “Clovis General Plan,” and the various community and specific plans of the City; and the information and testimony received at this public hearing, the Council of the City of Clovis approves said Map and said study, and incorporates such herein. The Council further finds that all development in the subject area will generate the need, as described in this recital, for storm drainage facilities therein, and generates an unmet need for storm drainage facilities and services within the impacted area; and
D. There is a need in this described impact area for storm drainage facilities which have not been constructed or have been constructed; said facilities have been called for in, or are consistent with, the City’s General Plan. Development will contribute its fair share towards these facility costs in those local drainage areas listed in Exhibit “B” through payment of the respective drainage fees set forth therein; and
E. The facts and evidence presented establish that there is a reasonable relationship between the need for the described public facilities and the impacts of the types of development as described in Exhibit “A” and “B” for which the corresponding fee set forth in Exhibit “B” is charged. There is a reasonable relationship between the use of said fee and the development of the lands in the service area for which the fee is charged, as these reasonable relationships or nexuses are described in more detail in the study and Map referred to above; and
F. The Storm Dra inage and Flood Control Master Plan Map attached hereto as Exhibit “A” and the storm drainage fees set forth in Exhibit “B”, as adopted by Paragraphs 2 and 3 herein below, revise the Storm Drainage and Flood Control Master Plan, are in conformity with the City’s General Plan and are in compliance with Section 66483 of the California Government Code; and
260
AGENDA ITEM NO. 6.
G. The cost estimates set forth in Exhibit “B” are reasonable cost estimates for constructing these facilities and the fee schedule set forth therein is based on said estimates and is to generate fees from development which will not exceed the total of these costs.
NOW, THEREFORE, BE IT RESOLVED, by the City of Clovis as follows:
1. The above recitals are true and correct, and this Council so finds and determines.
2. The Storm Drainage and Flood Control Master Plan is hereby amended to include that Storm Drain and Flood Control Master Plan Map attached hereto as Exhibit “A” as supported by Exhibit “B”.
3. The schedule of drainage fees for those respective local drainage areas listed in Exhibit “B” hereto is hereby adopted as set forth in said Exhibit “B”. The District shall prepare, and provide to the City, a 202 6-2027 schedule of drainage fees for each of its local drainage areas, which shall include the fees adopted hereby. Fees shall be paid in accordance with the Drainage Fee Ordinances according to said 2026-2027 drainage fee schedule.
4. The fee shall be solely u sed to pay: (a) costs related to the design, administration and construction of the described public storm water facilities; (b) for reimbursing the District for the development's fair share of those costs incurred by the District in the design and construction of the described public storm water facilities; or (c) to reimburse other developers who have constructed public facilities in each service area where those facilities were beyond that needed to mitigate the impacts of the other developers' project or projects and where reimbursement is provided for in the applicable Drainage Fee Ordinance or the Development Impact Fee Ordinance.
5. The District, pursuant to Chapter 7 of Title 8 of the Municipal Code, shall review the estimated cost of the described capital improvements for which this fee is charged, the continued or expanded need therefore, and the reasonable relationship between such facility needs and the varying types and development. The Manager shall report the findings to the City Council and recommend any adjustment to this fee or other action as may be needed.
6. Pursuant to California Government Code Section 66022, any judicial action or proceeding to attack, review, set aside, void or annul this Resolution shall be brought within 120 days of the effective date hereof, which shall be 60 days after the date of adoption hereof.
Administrative appeal is a mandatory prerequisite to any such judicial action or proceeding. Such appeal shall be made in writing to the Director of Public Works of th e City of Clovis. Such appeal must be made within 60 days after the effective date hereof.
The Director shall set the matter for hearing, conduct the hearing and render a decision within 40 days after such appeal is filed.
7. The Ordinance of the City of Clovis has an administrative mechanism whereby a property owner who seeks to develop property within the boundaries of the City of Clovis and the Fresno Metropolitan Flood Control District can challenge the fees imposed thereunder only 261
AGENDA ITEM NO. 6.
by first paying sai d fees under protest. Developers of property within the City of Clovis and the Fresno Metropolitan Flood Control District shall adhere to the applicable ordinance of the City of Clovis under which it is required that drainage fees must be paid before development is allowed, and that such fee may be paid under protest.
* * * * *
The foregoing resolution was introduced and adopted at a regular meeting of the City Council of the City of Clovis held on February 2, 2026, by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
DATED:
______________________________ ______________________________ Mayor City Clerk
262
AGENDA ITEM NO. 6.
Attachment A
263
AGENDA ITEM NO. 6.
2026 DRAINAGE FEE SCHEDULE
City of Clovis
Effective Date: 3/1/2026
Fresno Metropolitan Flood Control District
Note: The information provided herein is in accordance with California Government Code Section 66016.5(a)(5)(B) and is subject to the findings adopted per Resolution No. 2025-1076. This disclaimer pertains specifically to the support expressed for the continuation of District Policies related to the calculation and imposition of residential development impact fees on a per-gross-acre basis. 1 of 82026 FMFCD3/2026
Attachment B 264
AGENDA ITEM NO. 6.
2 of 8
2026 FMFCD
3/2026
Effective Date: 3/1/2026
City of Clovis
265
AGENDA ITEM NO. 6.
Area
DRAINAGE FEE SCHEDULE FOR ZONE 1: PLANNED LOCAL DRAINAGE AREAS AE-5, A-L, O
A1, A2, RR
R-1-E, R-1-EH,
R-A
R-1-A, R-1-AH
R-1-B, R-1-C,
RE
R-1 40%
R-1 45%
R-1 50%
R-2, M-H
R-3
R-4, T-P
M-1, M-2, M-3,
C-R, M-1-P, S-L
C-P, C-M, R-P
C-1, C-2, C-3,
C-4, C-5, C-6,
C-L, P
Total Cost
AQ
BASIN
$2,500
$2,860
$3,580
$4,280
$5,010
$5,360
$5,640
$5,910
$5,910
$6,610
$8,040
$11,700
$12,520
$13,430
$4,855,230
PIPE
$7,290
$8,230
$10,930
$11,870
$12,890
$13,400
$13,840
$14,210
$14,210
$15,230
$16,250
$18,870
$19,960
$21,050
$9,830,060
TOTAL
$9,790
$11,090
$14,510
$16,150
$17,900
$18,760
$19,480
$20,120
$20,120
$21,840
$24,290
$30,570
$32,480
$34,480
$14,685,290
BC
BASIN
$2,130
$2,430
$3,050
$3,640
$4,260
$4,560
$4,790
$5,030
$5,030
$5,620
$6,840
$9,950
$10,650
$11,420
$5,881,440
PIPE
$3,860
$4,370
$5,800
$6,300
$6,840
$7,110
$7,340
$7,540
$7,540
$8,080
$8,620
$10,010
$10,590
$11,170
$7,824,010
TOTAL
$5,990
$6,800
$8,850
$9,940
$11,100
$11,670
$12,130
$12,570
$12,570
$13,700
$15,460
$19,960
$21,240
$22,590
$13,705,450
BT
BASIN
$2,680
$3,060
$3,840
$4,590
$5,370
$5,740
$6,040
$6,330
$6,330
$7,080
$8,610
$12,530
$13,410
$14,380
$5,580,800
PIPE
$6,060
$6,850
$9,090
$9,870
$10,720
$11,150
$11,510
$11,810
$11,810
$12,660
$13,510
$15,690
$16,600
$17,510
$11,118,010
TOTAL
$8,740
$9,910
$12,930
$14,460
$16,090
$16,890
$17,550
$18,140
$18,140
$19,740
$22,120
$28,220
$30,010
$31,890
$16,698,810
BU
BASIN
$730
$830
$1,040
$1,240
$1,450
$1,550
$1,630
$1,710
$1,710
$1,920
$2,330
$3,390
$3,630
$3,890
$3,261,900
PIPE
$2,730
$3,090
$4,100
$4,450
$4,830
$5,030
$5,190
$5,330
$5,330
$5,710
$6,090
$7,070
$7,480
$7,890
$7,194,080
TOTAL
$3,460
$3,920
$5,140
$5,690
$6,280
$6,580
$6,820
$7,040
$7,040
$7,630
$8,420
$10,460
$11,110
$11,780
$10,455,980
BW
BASIN
$970
$1,110
$1,390
$1,660
$1,940
$2,080
$2,190
$2,300
$2,300
$2,570
$3,120
$4,540
$4,860
$5,210
$1,211,930
PIPE
$1,090
$1,240
$1,640
$1,780
$1,940
$2,010
$2,080
$2,130
$2,130
$2,290
$2,440
$2,830
$3,000
$3,160
$1,082,900
TOTAL
$2,060
$2,350
$3,030
$3,440
$3,880
$4,090
$4,270
$4,430
$4,430
$4,860
$5,560
$7,370
$7,860
$8,370
$2,294,830
BX
BASIN
$1,610
$1,840
$2,300
$2,750
$3,220
$3,450
$3,620
$3,800
$3,800
$4,250
$5,170
$7,520
$8,050
$8,630
$6,715,430
PIPE
$3,530
$3,990
$5,290
$5,750
$6,240
$6,490
$6,700
$6,880
$6,880
$7,370
$7,870
$9,140
$9,670
$10,190
$11,839,820
TOTAL
$5,140
$5,830
$7,590
$8,500
$9,460
$9,940
$10,320
$10,680
$10,680
$11,620
$13,040
$16,660
$17,720
$18,820
$18,555,250
*Note:
A surcharge fee
is in effect per
Board Resolutio
n No. 2017-864 A
mended 2018-908,
2020-958, 2021-
979, 2022-1009.
BY2
BASIN
$1,910
$2,180
$2,730
$3,270
$3,820
$4,090
$4,300
$4,510
$4,510
$5,040
$6,130
$8,920
$9,550
$10,240
$4,518,490
PIPE
$10,120
$11,430
$15,180
$16,490
$17,910
$18,620
$19,220
$19,730
$19,730
$21,140
$22,560
$26,200
$27,720
$29,240
$20,010,260
TOTAL
$12,030
$13,610
$17,910
$19,760
$21,730
$22,710
$23,520
$24,240
$24,240
$26,180
$28,690
$35,120
$37,270
$39,480
$24,528,750
CL
BASIN
$990
$1,130
$1,410
$1,690
$1,980
$2,120
$2,220
$2,330
$2,330
$2,610
$3,170
$4,620
$4,940
$5,300
$2,593,320
PIPE
$1,180
$1,330
$1,760
$1,920
$2,080
$2,160
$2,240
$2,290
$2,290
$2,460
$2,620
$3,050
$3,220
$3,400
$2,237,560
TOTAL
$2,170
$2,460
$3,170
$3,610
$4,060
$4,280
$4,460
$4,620
$4,620
$5,070
$5,790
$7,670
$8,160
$8,700
$4,830,880
CZ
BASIN
$560
$640
$800
$960
$1,120
$1,200
$1,260
$1,320
$1,320
$1,480
$1,790
$2,610
$2,790
$3,000
$1,551,490
PIPE
$1,250
$1,420
$1,880
$2,040
$2,220
$2,310
$2,380
$2,450
$2,450
$2,620
$2,800
$3,250
$3,440
$3,620
$2,788,260
TOTAL
$1,810
$2,060
$2,680
$3,000
$3,340
$3,510
$3,640
$3,770
$3,770
$4,100
$4,590
$5,860
$6,230
$6,620
$4,339,750
DL
BASIN
$3,660
$4,170
$5,230
$6,260
$7,320
$7,830
$8,240
$8,640
$8,640
$9,660
$11,750
$17,100
$18,300
$19,620
$4,261,790
PIPE
$6,980
$7,890
$10,480
$11,380
$12,360
$12,850
$13,270
$13,620
$13,620
$14,600
$15,570
$18,090
$19,140
$20,180
$5,711,520
TOTAL
$10,640
$12,060
$15,710
$17,640
$19,680
$20,680
$21,510
$22,260
$22,260
$24,260
$27,320
$35,190
$37,440
$39,800
$9,973,310
DM
BASIN
$2,590
$2,950
$3,700
$4,420
$5,180
$5,540
$5,820
$6,110
$6,110
$6,830
$8,310
$12,080
$12,940
$13,870
$6,334,150
PIPE
$9,890
$11,170
$14,830
$16,120
$17,500
$18,190
$18,790
$19,280
$19,280
$20,660
$22,050
$25,610
$27,090
$28,570
$19,956,620
TOTAL
$12,480
$14,120
$18,530
$20,540
$22,680
$23,730
$24,610
$25,390
$25,390
$27,490
$30,360
$37,690
$40,030
$42,440
$26,290,770
DO
BASIN
$2,270
$2,590
$3,250
$3,880
$4,540
$4,860
$5,110
$5,360
$5,360
$6,000
$7,290
$10,610
$11,360
$12,180
$6,989,280
PIPE
$3,140
$3,540
$4,700
$5,110
$5,550
$5,770
$5,960
$6,110
$6,110
$6,550
$6,990
$8,120
$8,590
$9,060
$7,466,790
TOTAL
$5,410
$6,130
$7,950
$8,990
$10,090
$10,630
$11,070
$11,470
$11,470
$12,550
$14,280
$18,730
$19,950
$21,240
$14,456,070
*Note:
A surcharge fee
is in effect per
Board Resolutio
n No. 2007-522 A
mended 2014-806,
2018-887, 2018-
908 and Board Re
solution No. 202
0-959 Amended 20
21-979 , 2022-10
09. DP
BASIN
$2,220
$2,530
$3,180
$3,800
$4,440
$4,750
$5,000
$5,240
$5,240
$5,860
$7,130
$10,370
$11,110
$11,910
$8,388,350
PIPE
$7,240
$8,190
$10,870
$11,810
$12,820
$13,330
$13,760
$14,120
$14,120
$15,140
$16,150
$18,760
$19,850
$20,930
$20,279,220
TOTAL
$9,460
$10,720
$14,050
$15,610
$17,260
$18,080
$18,760
$19,360
$19,360
$21,000
$23,280
$29,130
$30,960
$32,840
$28,667,570
3 of 8
2026 FMFCD
3/2026
Effective Date: 3/1/2026
City of Clovis
266
AGENDA ITEM NO. 6.
Area
DRAINAGE FEE SCHEDULE FOR ZONE 1: PLANNED LOCAL DRAINAGE AREAS AE-5, A-L, O
A1, A2, RR
R-1-E, R-1-EH,
R-A
R-1-A, R-1-AH
R-1-B, R-1-C,
RE
R-1 40%
R-1 45%
R-1 50%
R-2, M-H
R-3
R-4, T-P
M-1, M-2, M-3,
C-R, M-1-P, S-L
C-P, C-M, R-P
C-1, C-2, C-3,
C-4, C-5, C-6,
C-L, P
Total Cost
DQ
BASIN
$7,350
$8,380
$10,510
$12,570
$14,700
$15,730
$16,530
$17,340
$17,340
$19,400
$23,590
$34,320
$36,740
$39,390
$6,040,260
PIPE
$6,790
$7,670
$10,190
$11,070
$12,020
$12,500
$12,900
$13,240
$13,240
$14,190
$15,150
$17,590
$18,610
$19,630
$4,805,190
TOTAL
$14,140
$16,050
$20,700
$23,640
$26,720
$28,230
$29,430
$30,580
$30,580
$33,590
$38,740
$51,910
$55,350
$59,020
$10,845,450
1G
BASIN
$1,270
$1,440
$1,810
$2,170
$2,530
$2,710
$2,850
$2,990
$2,990
$3,340
$4,060
$5,910
$6,330
$6,790
$1,872,020
PIPE
$1,200
$1,350
$1,800
$1,950
$2,120
$2,200
$2,270
$2,330
$2,330
$2,500
$2,670
$3,100
$3,280
$3,460
$1,543,320
TOTAL
$2,470
$2,790
$3,610
$4,120
$4,650
$4,910
$5,120
$5,320
$5,320
$5,840
$6,730
$9,010
$9,610
$10,250
$3,415,340
3G
BASIN
$2,100
$2,390
$3,000
$3,590
$4,200
$4,490
$4,720
$4,950
$4,950
$5,540
$6,740
$9,800
$10,500
$11,250
$4,495,100
PIPE
$2,730
$3,090
$4,100
$4,460
$4,840
$5,030
$5,190
$5,330
$5,330
$5,710
$6,100
$7,080
$7,490
$7,900
$4,934,290
TOTAL
$4,830
$5,480
$7,100
$8,050
$9,040
$9,520
$9,910
$10,280
$10,280
$11,250
$12,840
$16,880
$17,990
$19,150
$9,429,390
7C
BASIN
$2,170
$2,470
$3,100
$3,710
$4,340
$4,640
$4,880
$5,120
$5,120
$5,720
$6,960
$10,130
$10,840
$11,620
$4,247,030
PIPE
$1,230
$1,390
$1,850
$2,010
$2,180
$2,270
$2,340
$2,400
$2,400
$2,580
$2,750
$3,190
$3,380
$3,560
$1,737,080
TOTAL
$3,400
$3,860
$4,950
$5,720
$6,520
$6,910
$7,220
$7,520
$7,520
$8,300
$9,710
$13,320
$14,220
$15,180
$5,984,110
7D
BASIN
$2,730
$3,110
$3,900
$4,660
$5,450
$5,840
$6,140
$6,440
$6,440
$7,200
$8,750
$12,730
$13,630
$14,620
$4,781,110
PIPE
$1,890
$2,140
$2,840
$3,090
$3,350
$3,490
$3,600
$3,690
$3,690
$3,960
$4,220
$4,910
$5,190
$5,470
$2,298,320
TOTAL
$4,620
$5,250
$6,740
$7,750
$8,800
$9,330
$9,740
$10,130
$10,130
$11,160
$12,970
$17,640
$18,820
$20,090
$7,079,430
*Note:
A surcharge fee
is in effect per
Board Resolutio
n No. 2005-480 A
mended 2018-908
& 2021-979.
7H
BASIN
$3,600
$4,100
$5,150
$6,150
$7,200
$7,700
$8,100
$8,490
$8,490
$9,500
$11,550
$16,810
$18,000
$19,290
$8,351,700
PIPE
$6,390
$7,220
$9,590
$10,420
$11,320
$11,760
$12,150
$12,470
$12,470
$13,360
$14,260
$16,560
$17,520
$18,480
$10,372,560
TOTAL
$9,990
$11,320
$14,740
$16,570
$18,520
$19,460
$20,250
$20,960
$20,960
$22,860
$25,810
$33,370
$35,520
$37,770
$18,724,260
*Note:
A surcharge fee
is in effect per
Board Resolutio
n No. 2005-480 A
mended 2018-908
& 2021-979.
4 of 8
2026 FMFCD
3/2026
Effective Date: 3/1/2026
City of Clovis
267
AGENDA ITEM NO. 6.
Area
Basin Cost
Pipe Cost
Total
OO
$3,518,637
$925,162
$4,443,799
PP
$2,535,421
$1,487,915
$4,023,336
RR
$5,761,780
$18,838,119
$24,599,899
SS
$3,635,039
$4,423,112
$8,058,151
TT
$2,926,002
$1,862,381
$4,788,383
UU1
$747,282
$1,537,323
$2,284,605
UU2
$1,859,360
$1,664,425
$3,523,785
UU3
$4,602,183
$12,380,067
$16,982,250
VV
$307,124
$116,961
$424,085
WW
$291,653
$360,044
$651,697
XX
$1,025,092
$2,194,878
$3,219,970
ZZ
$3,183,184
$3,576,793
$6,759,977
Planned Local Drainage Areas: Zone 2
Area
Basin Cost
Pipe Cost
Total
X
$2,402,857
$473,369
$2,876,226
Y
$1,769,914
$2,277,503
$4,047,417
Z
$1,126,945
$2,549,446
$3,676,391
**
AA
$1,014,651
$1,510,899
$2,525,550
BB
$826,221
$822,774
$1,648,995
CC
$1,155,140
$2,087,762
$3,242,902
CO2
$956,022
$1,784,940
$2,740,962
DD
$2,834,121
$7,751,396
$10,585,517
EE
$754,118
$3,379,984
$4,134,102
FF
$1,444,874
$9,680,403
$11,125,277
GG
$3,306,113
$1,690,098
$4,996,211
HH
$6,039,861
$8,235,830
$14,275,691
II1
$6,470,795
$17,173,536
$23,644,331
II2
$10,500,127
$1,407,476
$11,907,603
II3
$2,410,368
$2,009,625
$4,419,993
II4
$2,822,509
$1,159,909
$3,982,418
JJ
$2,685,853
$3,875,446
$6,561,299
KK
$2,786,308
$1,575,098
$4,361,406
LL
$3,329,495
$4,112,178
$7,441,673
MM
$621,091
$952,245
$1,573,336
Area
Basin Cost
Pipe Cost
Total
A
$2,919,048
$2,742,734
$5,661,782
B
$1,329,411
$142,170
$1,471,581
C
$485,959
$317,414
$803,373
D
$801,395
$689,353
$1,490,748
E
$1,020,744
$228,063
$1,248,807
F
$336,487
$288,912
$625,399
G
$1,697,160
$157,007
$1,854,167
H
$99,858
$214,682
$314,540
I
$227,828
$248,025
$475,853
J
$1,955,669
$549,307
$2,504,976
K
$1,468,401
$688,482
$2,156,883
L
$814,401
$494,850
$1,309,251
M
$967,464
$268,259
$1,235,723
N
$591,891
$436,752
$1,028,643
O
$1,275,198
$190,138
$1,465,336
P
$1,162,896
$235,116
$1,398,012
T
$2,289,398
$2,752,715
$5,042,113
U
$2,074,307
$700,235
$2,774,542
V
$984,986
$1,726,395
$2,711,381
W
$2,376,509
$3,740,136
$6,116,645
*
W
* Note: A surcharge fee is in effect per Board Resolution No. 885-BPBR.
Z
** Note: A surcharge fee is in effect per Board Resolution Nos. 1227, 1265, 1268, 1386.
Area
DRAINAGE FEE SCHEDULE FOR ZONE 2: PLANNED LOCAL DRAINAGE AREAS AE-5, A-L, O
A1, A2, RR
R-1-E, R-1-EH,
R-A
R-1-A, R-1-AH
R-1-B, R-1-C,
RE
R-1 40%
R-1 45%
R-1 50%
R-2, M-H
R-3
R-4, T-P
M-1, M-2, M-3,
C-R, M-1-P, S-L
C-P, C-M, R-P
C-1, C-2, C-3,
C-4, C-5, C-6,
C-L, P
Total Cost
Zone 2
BASIN
$980
$1,120
$1,400
$1,680
$1,960
$2,100
$2,210
$2,310
$2,310
$2,590
$3,150
$4,580
$4,900
$5,260
$110,529,150
PIPE
$1,780
$2,010
$2,670
$2,900
$3,150
$3,270
$3,380
$3,470
$3,470
$3,720
$3,970
$4,610
$4,880
$5,140
$140,687,842
TOTAL
$2,760
$3,130
$4,070
$4,580
$5,110
$5,370
$5,590
$5,780
$5,780
$6,310
$7,120
$9,190
$9,780
$10,400
$251,216,992
5 of 8
2026 FMFCD
3/2026
Effective Date: 3/1/2026
City of Clovis
268
AGENDA ITEM NO. 6.
Planned Local Drainage Areas: Zone 3
Area
Basin Cost
Pipe Cost
Total
Q
$444,979
$420,950
$865,929
S
$1,347,897
$2,871,131
$4,219,028
1E
$2,363,340
$1,001,527
$3,364,867
2D
$882,248
$1,392,241
$2,274,489
3A
$1,623,855
$1,066,818
$2,690,673
3D
$1,493,170
$1,032,196
$2,525,366
3F
$1,191,964
$1,224,524
$2,416,488
4B
$2,359,402
$1,178,504
$3,537,906
4C
$1,687,539
$2,383,951
$4,071,490
4D
$3,770,454
$1,232,417
$5,002,871
4E
$4,741,891
$2,249,815
$6,991,706
5B/5C
$5,476,232
$2,313,170
$7,789,402
5F
$1,760,595
$1,530,399
$3,290,994
6D
$1,588,152
$1,565,845
$3,153,997
Area
DRAINAGE FEE SCHEDULE FOR ZONE 3: PLANNED LOCAL DRAINAGE AREAS AE-5, A-L, O
A1, A2, RR
R-1-E, R-1-EH,
R-A
R-1-A, R-1-AH
R-1-B, R-1-C,
RE
R-1 40%
R-1 45%
R-1 50%
R-2, M-H
R-3
R-4, T-P
M-1, M-2, M-3,
C-R, M-1-P, S-L
C-P, C-M, R-P
C-1, C-2, C-3,
C-4, C-5, C-6,
C-L, P
Total Cost
Zone 3
BASIN
$1,660
$1,900
$2,380
$2,850
$3,330
$3,560
$3,750
$3,930
$3,930
$4,390
$5,340
$7,770
$8,320
$8,920
$30,731,718
PIPE
$1,620
$1,840
$2,440
$2,650
$2,880
$2,990
$3,090
$3,170
$3,170
$3,400
$3,620
$4,210
$4,450
$4,700
$21,463,488
TOTAL
$3,280
$3,740
$4,820
$5,500
$6,210
$6,550
$6,840
$7,100
$7,100
$7,790
$8,960
$11,980
$12,770
$13,620
$52,195,206
6 of 8
2026 FMFCD
3/2026
Effective Date: 3/1/2026
City of Clovis
269
AGENDA ITEM NO. 6.
Area
DRAINAGE FEE SCHEDULE FOR SURCHARGE AREAS: PLANNED LOCAL DRAINAGE AREAS AE-5, A-L, O
A1, A2, RR
R-1-E, R-1-EH,
R-A
R-1-A, R-1-AH
R-1-B, R-1-C,
RE
R-1 40%
R-1 45%
R-1 50%
R-2, M-H
R-3
R-4, T-P
M-1, M-2, M-3,
C-R, M-1-P, S-L
C-P, C-M, R-P
C-1, C-2, C-3,
C-4, C-5, C-6,
C-L, P
W
TOTAL
-
-
-
-
-
-
-
-
-
-
-
$11,075
-
-
*Note:
Surcharge Resolu
tion: 885-BPBR
Z
TOTAL
-
-
-
-
-
-
-
-
$1,970
$2,110
$2,250
$2,615
$5,380
$2,915
*Note:
Surcharge Resolu
tion: 1386
BX
TOTAL
-
$270
$360
$390
$430
$445
$445
$445
$470
$510
$540
$630
$660
$700
*Note:
Surcharge Resolu
tion: 2008-590
BX
TOTAL
-
-
-
-
-
-
-
-
-
-
-
-
$20,280
-
*Note:
Surcharge Resolu
tion: 2017-884
CM
TOTAL
$90
$105
$135
$145
$160
$165
$165
$165
$175
$185
$200
$235
$485
$260
*Note:
Surcharge Resolu
tion: 1228
CN
TOTAL
-
-
-
-
-
-
-
-
$2,200
$2,395
$2,695
$3,465
$3,690
$3,925
*Note:
Surcharge Resolu
tion: 1422
DE
TOTAL
-
-
-
-
-
$790
$790
$790
$840
$900
-
$1,120
$1,250
$1,250
*Note:
Surcharge Resolu
tion: 2006-486
DN
TOTAL
-
-
-
-
-
$12,730
$13,140
$13,490
$13,490
-
-
-
-
$19,990
*Note:
Surcharge Resolu
tion: 2017-884
DO
TOTAL
-
-
-
-
-
-
-
$5,150
$5,150
$5,510
$5,510
-
$7,230
$7,630
*Note:
Surcharge Resolu
tion: 2018-887
DO
TOTAL
-
-
-
-
-
-
-
-
-
$5,410
$5,410
-
-
$7,480
*Note:
Surcharge Resolu
tion: 2020-959
7D
TOTAL
-
-
-
-
-
-
-
-
-
-
-
-
$8,156
-
*Note:
Surcharge Resolu
tion: 2005-480
7H
TOTAL
-
-
-
-
-
-
-
-
-
-
-
-
$8,156
-
*Note:
Surcharge Resolu
tion: 2005-480
7 of 8
2026 FMFCD
3/2026
Effective Date: 3/1/2026
City of Clovis
270
AGENDA ITEM NO. 6.
8 of 8
2026 FMFCD
3/2026
Effective Date: 3/1/2026
City of Clovis
271
AGENDA ITEM NO. 6.
Fresno Metropolitan Flood Control District
Capturing Stormwater since 1956
k:\letters\drainage fee letters\clovis\2026 fee adoption ltr-city clovis.docx 5469 E. Olive Avenue • Fresno, CA 93727 • (559) 456-3292 • FAX (559) 456-3194 www.fresnofloodcontrol.org
F ile 140.3143
210.81
J
anuary 5, 2026
Mr
. Thad Avery, City Engineer
City of Clovis
1033 Fifth Street
Clovis, CA 93612
D
ear Mr. Avery,
Adoption of Resolution Confirming
2026 Schedule of Drainage Costs and Fees
The drainage ordinances of the District, Cities, and County are, as required by Section 66483 of the Government Code, predicated upon adoption of a Resolution, which identifies the actual (or estimated) cost of the planned drainage facilities. Because the development fees imposed pursuant to the Code Section are the same as these costs, the same Resolution serves as the Schedule of Fees.
O
n December 17 , 202 5, the Fresno Metropolitan Flood Control District conducted the prescribed noticed public hearing, in accordance with Government Code Section 6062a, and subsequently approved and adopted the subject schedule of costs. The District provides the required noticing of public hearing to effect the drainage fee update in accordance with law and has in the past suggested that the City may possibly rely on the District notice and hearing, in that they effect the same drainage fee cost schedule, or the City may wish to provide an additional ten (10) day noticing prior to action if it disagrees with this interpretation. No objection to the drainage fee update was presented at the District’s hearing.
T
he District used the GIS automated drainage fee program for this years cost study, as it calculates drainage fees immediately upon input of accounting data and GIS information. The program provides a thorough analysis of the cost estimates, unit prices f or drainage facilities and recent construction activity. This year’s study used new unit prices for drainage facilities based on recent construction activity and other system modifications due to studies performed throughout the year. With this information, the automated program performed a complete re- computation to evaluate this year’s fee schedule.
Attached is the December 17, 2025 District Board Memorandum, which provides a discussion regarding the adoption of the 2026 Drainage Fee Schedule. The District strives to adopt the fees at the end of the year so they become effective beginning in March of each year in accordance with the Ordinance. Section 66017 of the Government Code requires a 60- day period before the rates take effect. Therefore, the drainage fees, with no further changes in the rates become effective on March 1, 2026 based on the District’s adoption of the Resolution on December 17, 2025.
Attachment 2
272
AGENDA ITEM NO. 6.
Mr. Thad Avery, City Engineer
Adoption of Resolution Confirming
2026 Schedule of Drainage Costs and Fees
January 5, 2026