Agenda — Covina City Council, August 16, 2022 (part 2 of 3)

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CC-042
Vote-by-Mail Applications,
Roster of Absentee
Applications
6 mo. 6 mo. Ppr EC §17505
City Clerk CC-043 Vote-by-Mail Identification
Envelopes 6 mo. 6 mo. Ppr EC §17302
City Clerk CC-044
Voter Index Copies used as
the Voting Record at Polling
Places
6 mo. 6 mo. Ppr EC §17304
City Clerk CC-045 Voter Index Original 5 years 5 years Ppr EC §17001 (End of Elections Section)
City Clerk CC-046
Ethics Training Certificates,
City Council, Board and
Commission Members
5 years 5 years Mag, Ppr GC §53235.2(b)
City Clerk CC-065 Enterprise System Catalogue
(posted on line) 2 years 2 years Mag, Ppr GC §34090 et seq.

City Clerk CC-047
Historical Records,
Photographs, & Historical
Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
P P
Mag, Mfr,
OD, Ppr S No
City Clerk determines
historical significance;
records can address a variety
of subjects and media. Some
media (e.g. audio and video
tape) may be limited because
of the media's life
expectancy; GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 34 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-048
Minutes: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Housing Authority,
Public Financing Authority
P P
Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-049
Municipal Code
Administration, Distribution,
etc.

When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not
retained in the ordinary
course of business; GC
§34090
City Clerk CC-050 Municipal Code History /
Supplements P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department preference
(retain one of each
supplement); GC §34090
City Clerk CC-051
Oath of Office: City Council,
Boards & Commission
Members
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; GC
§34090
City Clerk CC-052 Ordinances P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD GC §34090
City Clerk CC-053
Petitions (submitted to Council
on any subject - Dog Parks,
Parking, Traffic Calming, etc.)
See Elections for Initiative,
Recall or Referendum Petitions
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department preference; only
1 year is required; GC
§50115
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 35 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-054
Public Records Requests /
Request for Records /
Subpoenas (except for Police
Department)
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD GC §34090
City Clerk CC-055
Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way,
Notices of Completion,
Recorded Agreements /
Contracts, Certificate of
Compliance, etc.

P P Yes (all) Mag, Mfr,
OD, Ppr S No Department preference; GC §34090 et seq.

City Clerk CC-056
Recordings - AUDIO of City
Council, Redevelopment
Agency, Successor Agency,
Oversight Board, Housing
Authority, Public Financing
Authority
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
City Clerk CC-057
Recordings - VIDEO of City
Council, Redevelopment
Agency, Successor Agency,
Oversight Board, Housing
Authority, Public Financing
Authority
Minimum 10
years
Minimum 10
years
Mag, OD
Department Preference;
Video recording of meetings
are only required for 90 days;
GC §§34090.7, 34090
City Clerk CC-058 Records Destruction
Authorization Forms P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department preference; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 36 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-059
Records Retention Schedules /
Amendments to Records
Retention Schedules
10 years P P
Mag, Mfr,
OD, Ppr S / I No GC §34090 et. seq.

City Clerk CC-059.1
Redistricting Web Page /
District Boundary Web Page
(Map, Redistricting Process,
Agendas, Calendars, Notice,
etc.)
10 years 10 years Mag, Ppr EC §21608(g); GC §34090
City Clerk CC-060
Resolutions: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Housing Authority,
Public Financing Authority
P P
Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-066
Secretary of State Statement
of Facts / Registry of Public
Agencies
2 years 2 years Mag, Ppr GC §34090 et seq.

City Clerk CC-061 Speaker Cards
When No
Longer
Required
When No
Longer
Required
Ppr Preliminary drafts used to
produce minutes; GC §34090
City Clerk CC-062 Stock Certificates (Water
Company) P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Department preference; GC
§34090
City Clerk CC-063 Vehicle Titles (Pink Slips) - All
Vehicles
Sale or
Disposal
Sale or
Disposal Mag, Ppr Department Preference; GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 37 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

CITY MANAGER
City
Manager CM-001 City Council Payroll 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3
years; Most Employees provide
digital signatures when they
submit their timecards, but City
Council Member do not (another
employee enters their time); IRS
Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR
516.5; GC §34090
City
Manager CM-002
Grand Jury Reports and
Responses (Regarding City
Operations)
5 years 5 years Mag, Ppr
Department Preference (the
Grand Jury keeps their reports 5
years); GC §34090
City
Manager CM-003 Press Releases Minimum 2 years
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
City
Manager CM-004
Projects, Programs, Subject &
Issues (Issues and/or projects will
vary over time)
Minimum 2
years
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
City
Manager CM-005
Speech Notes / PowerPoint
Presentations (not part of a
Council Agenda packet)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Content not substantive; Notes,
drafts, or preliminary documents;
GC §34090 et seq.

Finance CM-006 Travel / Conferences
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr Invoices are maintained by
Finance; GC §34090.7
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/20/2021

Page 38 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

BUILDING & SAFETY
CED /
Building &
Safety
BL-002 Address Files / Building
Permits P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference;
Statewide guidelines propose
permanent; GC §34090, H&S
§19850
CED /
Building &
Safety
BL-003 Building Permit Database Indefinite Indefinite Yes (all) Mag Department Preference - Data
is interrelated; GC §34090, H&S
§19850
CED /
Building &
Safety
BL-004 Building Plans - Cancelled,
Expired or Withdrawn
Upon
Expiration,
Cancellation
or Withdrawal
Upon
Expiration,
Cancellation
or
Withdrawal

Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference;
Preliminary drafts not retained
in the ordinary course of
business; CBC §104.7;
H&S§19850, GC §34090
CED /
Building &
Safety
BL-005
Building Plans - Finalled -

INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC

ACCOMMODATION, TENANT

IMPROVEMENTS
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; Law
requires for the life of the
building for commercial and
common interest dwellings only;
CBC 104.7 & 107.5,
H&S§19850, GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 39 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

CED /
Building &
Safety
BL-006
Building Plans - Finalled -

SINGLE FAMILY
RESIDENTIAL - SFR and

APPURTENANCES
Life of the
Structure
Life of the
Structure Yes
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
City Municipal Code 14.04.080
mandates all plans for the life of
the building; State law requires
plans need not be filed for
dwellings less than 2 stories,
garages & appurtenances,
farms/ranches, 1-story with
bearing walls less than 25'; CBC
requires 180 days from
completion date; CBC 104.7 &
107.5, H&S§19850, GC §34090
CED /
Building &
Safety
BL-007 Certificate of Occupancy (CofO) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; GC
§34090
CED /
Building &
Safety
BL-008
Construction Notices /
Inspection Notices
(correction notices, compliance
orders, stop work notices, etc.)
When Permit
is Finalled
When Permit
is Finalled Mag, Ppr Preliminary Drafts; GC §34090
CED /
Building &
Safety
BL-009 Plan Check Comments When
Finalled
When
Finalled Mag, Ppr Preliminary Drafts; GC §34090
CED /
Building &
Safety
BL-010 Reports: Building Activity
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary Drafts (the database
is the original); GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 40 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

CED /
Building &
Safety
BL-011
Requests & Permissions to
Receive Copies of Plans (to and
from Architects)
2 years 2 years Mag, Ppr GC §34090
CED /
Building &
Safety
BL-012 Uniform Building Codes / California
Building Codes
Minimum
While
Ordinance is
in Force
Minimum
While
Ordinance is
in Force
Mag, Ppr GC §50022.6

CODE ENFORCEMENT
CED / Code
Enforce. CE-001 Citations Minimum 2 years
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
CED / Code
Enforce. CE-002
Code Enforcement / Abatement
Case Files (Includes appeals and
Code Enforcement Complaint
Letters)
All Liens are sent to the City Clerk
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference; Case is
open until satisfactorily resolved
(some cases are not resolved);
GC §34090
CED / Code
Enforce. CE-003
Foreclosure Notices / Notices of
Defaults (NOD) - for Privately
owned property - courtesy notices
from mortgage companies
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 41 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

ECONOMIC DEVELOPMENT / REDEVELOPMENT / SUCCESSOR AGENCY CED /
Economic
Develop.

ED-001
Economic Development Projects,
Programs, Subject & Issues /
Economic Development (Issues
and/or projects will vary over time -
e.g. Hotels, Developments, etc.)
Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr Department Preference; GC
§34090
CED /
Economic
Develop.

ED-002
Economic Development Grants
(UNSUCCESSFUL
Applications, Correspondence)
2 years 2 years Mag, Ppr GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 42 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

CED /
Economic
Develop.

ED-003
Economic Development Grants /
CDBG (SUCCESSFUL Reports,
other records required to pass the
funding agency's audit, if required)
Applications (successful), grant
agreement, program rules,
regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
Funding
Agency
Audit, if
Required -
Minimum
6 years
After Funding
Agency
Audit, if
required -
Minimum 6
years
Mag, Ppr
Through LA County / CDC - Per
GMU Bulletin 16-0020; Meets
auditing standards; Grants
covered by a Consolidated
Action Plan are required for 5
years; Uniform Admin.

Requirements for Grants to
Local Governments is 3 years
from expenditure report or final
payment of grantee or
subgrantee; statewide
guidelines propose 4 years; 2
CFR 200.333; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a), 29 CFR 97.42;
OMB Circular A-110 & A-133;
GC §34090
CED /
Economic
Develop.

ED-004 Real Estate Appraisals 5 years 5 years Mag, Ppr
Department preference, meets
municipal auditing standards;
GC §34090
CED /
Economic
Develop.

ED-005
Redevelopment Long Range
Property Management Plans,
Oversight Plans
Completion +
10 years
Completion +
10 years Mag, Ppr Department preference; GC §34090
CED /
Economic
Develop.

ED-006 Redevelopment Plans P P Mag, Ppr Department Preference for Historical Purposes; GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 43 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

CED /
Economic
Develop.

ED-007
Redevelopment Projects & Project
Areas
(Ensure Planning has all
Environmental Documents,
Engineering has all CIP Projects,
and City Clerk has all Real
Property records for Permanent
retention)
Completion +
10 years
Completion +
10 years Mag, Ppr
Planning, Building and
Engineering retains final
documents of construction
projects (transfer any CIP
project files to Engineering);
Covers various Statute of
Limitations; CCP §337 et seq.;
GC §34090
CED /
Economic
Develop.

ED-008 Leases / Tenant Files Completion +
5 years
Completion +
5 years Mag, Ppr
Department preference, meets
municipal auditing standards;
CCP §337 et seq.; GC §34090
CED /
Economic
Develop.

ED-009 Relocations Completion +
5 years
Completion +
5 years Mag, Ppr
Department preference, meets
municipal auditing standards;
CCP §337 et seq.; GC §34090
CED /
Economic
Develop.

ED-010 Small Business Loans / Façade
Improvement
Loan Pay-off
OR
Forgiveness +
5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag, Ppr
Department preference; Meets
Municipal Government Auditing
Standards; GC §34090

PLANNING
CED /
Planning PL-001 Alcohol Beverage Control License Applications (ABC Applications) When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records)
CED /
Planning PL-002 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 44 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

CED /
Planning PL-003 Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau
is OFR)
CED /
Planning PL-003.1
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
Categorical Exemptions, etc. /

CEQA / NEPA
Correspondence submitted to,
or transferred from the agency,
and all internal agency
communications, including staff
notes related to a non-exempt
CEQA action
Project
Approval or
Denial + 180
days
Completion of
CEQA
Process
Project
Approval or
Denial + 180
days
Completion
of CEQA
Process
Mag, Ppr
Not all internal communications
and notes are required to be
saved; "E-mails that do not
provide insight into the project
or the agency’s CEQA
compliance with respect to the
project — are not within the
scope of section 21167.6,
subdivision (e) and need not be
retained." Golden Door
Properties, LLC v. Superior
Court of San Diego County
(County of San Diego, et al.,
Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6;
GC §34090
CED /
Planning PL-004
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Inside City boundaries
P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Usually filed in the project file;
Final environmental
determinations are required to
be kept a "reasonable period of
time"; 14 CCR §15095(c); GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 45 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

CED /
Planning PL-005
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records; EIRs and
Negative Declarations within the
City Boundaries are with the
project file
CED /
Planning PL-006 General Plan, Elements and Amendments P P Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Clerk Maintains all Agenda
Packets Permanently; GC
§34090.7
CED /
Planning PL-007
Historic Preservation Commission

AGENDAS & AGENDA

PACKETS
Minimum 2
years
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
CED /
Planning PL-008
Historic Preservation Commission
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
CED /
Planning PL-009
Historic Preservation Commission
VIDEO RECORDINGS of
Meetings / Audio Tapes
Minimum 10
years
Minimum 10
years
Mag, OD
Department Preference; Video
recording of meetings are only
required for 90 days; GC
§§34090.7, 34090
CED /
Planning PL-010
Historic Preservation Commission

MINUTES, BYLAWS &

RESOLUTIONS
P P Yes
Mag,
Mfr, OD,
Ppr
S No Send originals to the City Clerk;
GC §34090.7
CED /
Planning PL-011 Historic Preservation Survey, Evaluations and Designations P P Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 46 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

CED /
Planning PL-012 Master Plans, Specific Plans, Land Use Plans, etc. P P Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
CED /
Planning PL-013 Materials Boards
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
CED /
Planning PL-014
Planning Commission

AGENDAS & AGENDA

PACKETS
Minimum 2
years
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
CED /
Planning PL-015
Planning Commission
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
CED /
Planning PL-016
Planning Commission

MINUTES, BYLAWS &

RESOLUTIONS
P P Yes
Mag,
Mfr, OD,
Ppr
S No Send originals to the City Clerk;
GC §34090.7
CED /
Planning PL-017
Planning Commission
VIDEO RECORDINGS of
Meetings / Audio Tapes
Minimum 10
years
Minimum 10
years
Mag, OD
Department Preference; Video
recording of meetings are only
required for 90 days; GC
§§34090.7, 34090
CED /
Planning PL-018
Planning Project Log of
Applications, Database Indefinite Indefinite Yes (all) Mag Department Preference - Data
is interrelated; GC §34090, H&S
§19850
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 47 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

CED /
Planning PL-019
Planning Project Files -
Approved Permanent
Entitlements
(Includes Associated CEQA
Noticing, Conditions of
Approval, Public Noticing,
Environmental Determinations,
Staff Reports, Plans & Maps)
Examples: Conditional Use
Permits (CUPs), Correspondence,
Design Review, Parcel Maps,
Planned Unit Developments
(PUD), Site Plans, Tentative
Subdivisions, Variances, Zone
Changes, etc.
10 years P P Yes
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Must retain public works project
emails and correspondence
until the project is approved and
the CEQA Statute of Limitations
has expired without litigation
being filed (Public Resources
Code section 21167.6 has
expired without litigation being
filed). Department preference;
Final environmental
determinations are required to
be kept a "reasonable period of
time"; 14 CCR §15095(c);
GC§§34090, 34090.7
CED /
Planning PL-020 Preliminary Review File
When No
Longer
Required
When No
Longer
Required

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

QC & OD
Department preference; GC
§34090
CED /
Planning PL-021
Special Event Permits /
Administrative Conditional Use
Permits / Temporary Entitlements /
Temporary Permits (Approved &
Unapproved):

Christmas Tree Lots, Pumpkin
Lots, Banner Permits, etc.

Minimum 2
years
Minimum 2
years
Yes:

During
Event
Mag, Ppr Department preference;
GC§§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 48 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

CED /
Planning PL-022 Special Studies Minimum 2 years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; GC
§34090
CED /
Planning PL-023 Zoning Compliance Letters 5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
CED /
Planning PL-024 Zoning Maps (Historically Significant) P P Yes (all) Mag,
Mfr, OD,
Ppr
S No Department Preference; GC
§34090.7
CED /
Planning PL-025 Zoning Ordinance Amendments, Reclassifications / Zone Change P P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference
(copies); GC §34090.7
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 49 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

ACCOUNTING
Finance /
Accounting FIN-001 1099's / 1096's 2 years 3 years 5 years Mag, Ppr Department Preference; IRS:
4 years after tax is due or
paid (longer for auditing &
contractor delinquency); Ca.

FTB: 3 years; 26 CFR
§31.6001-1(e)(2), R&T
§19530, GC §34090; 29 USC
436
Finance /
Accounting FIN-002
Accounts Payable / Invoices
and Backup
(Includes Invoices, Travel
Expense Reimbursements,
Direct Payment Vouchers, etc.)
2 years 3 years 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Meets municipal government
auditing standards; GC
§34090
Finance /
Accounting FIN-003
Audit Work Papers
(The Final Audit / Annual
Comprehensive Financial
Report (ACFR) is maintained
by the City Clerk with the
Agenda Packet)
1 year 2 years 3 years Mag, Ppr
Department Preference
(meets municipal government
auditing standards);
Statewide guidelines propose
audit + 4 years; Published
articles show 3 - 7 years; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 50 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Finance /
Accounting FIN-004
Audits - Single Audits, Grant
Audits, IRS Audits,
Transportation Audits, PERS
Audit, etc.
2 years 3 years 5 years Mag, Ppr
Department Preference
(meets municipal government
auditing standards);
Statewide guidelines propose
audit + 4 years; Published
articles show 3 - 7 years; GC
§34090
Finance /
Accounting FIN-005
Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Investment
Account Statements, Bank
Reconciliations, Bank
Deposits, Bank Transmittal
Advice
2 years 3 years 5 years Mag, Ppr
Department Preference;
meets auditing standards; GC
§34090, 26 CFR 31.6001-1
Finance /
Accounting FIN-006
Bonds (Revenue) Official
Statements / Transcripts /
Certificates of Participations
(COPs) - Includes Continuing
Disclosure Reports
See Bank Statements for
statement retention.

Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
Department Preference;
Statute of Limitations for
bonds, mortgages, trust
deeds, notes or debentures is
6 years; Bonds issued by
local governments are 10
years; There are specific
requirements for disposal of
unused bonds; CCP §§336 et
seq. 337.5(a); 26 CFR

1.6001-1(e): GC §43900 et
seq.

Page 51 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Finance /
Accounting FIN-007 Budgets - Final P P
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Preliminary drafts; GC
§34090
Finance /
Accounting FIN-008 Budgets - Preliminary, Proposed, Backup Documents When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC
§34090
Finance /
Accounting FIN-009 Escheat (Unclaimed money / uncashed checks) 5 years 5 years Mag, Ppr Department preference; All
tangible property held by
government agencies
escheats after 3 years;
Statute of Limitations is 1
year for seized property; CCP
§§340(d), 1519; GC §34090
Finance /
Accounting FIN-010
Finance Advisory Commission

AGENDAS & AGENDA

PACKETS
Minimum 2
years
P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
Original Staff Reports are
filed in the project file; GC
§34090
Finance /
Accounting FIN-011
Finance Advisory Commission
AUDIO RECORDINGS of
Meetings / Audio Tapes
30 days, or
after Minutes
are
Approved,
whichever is
Longer
30 days, or
after Minutes
are
Approved,
whichever is
Longer
Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Finance /
Accounting FIN-012
Finance Advisory Commission
MINUTES P P Yes Mag, Mfr,
OD, Ppr S No Send originals to the City Clerk; GC §34090.7 Finance /
Accounting FIN-013 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 52 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Finance /
Accounting FIN-014 Fixed Assets 2 years 3 years 5 years Mag, Ppr Department Preference (bond
auditing purposes; IRS
regulations state, "…material
records should generally be
kept for as long as the bonds
are outstanding, plus 3 years
after the final redemption date
of the bonds"); 26 CFR

1.6001-1(e); GC §34090
Finance /
Accounting FIN-015 Investment Reports & Backup 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Finance /
Accounting FIN-016
Investments / Arbitrage /
Certificate of Deposit /
Investment Bonds (Receipts /
Advisor Reports / Trade
Tickets / LAIF (Local Agency
Investment Fund))
5 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference;
Meets auditing standards;
Published articles show
disposal + 7 years for security
brokerage slips; statewide
guidelines propose
permanent; FTC Reg's rely
on "self-enforcement";
GC§§ 34090, 43900
Finance /
Accounting FIN-017 Journal Entries / Journal Vouchers 2 years 3 years 5 years Mag, Ppr Department Preference;
meets auditing standards; GC
§34090, 26 CFR 31.6001-1
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 53 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Finance /
Accounting FIN-018
Reports, Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue &
Expenditure Reports, etc.
(MONTHLY OR PERIODIC)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference (The
Financial System Database is
the original; reports are
considered drafts or copies);
GC §34090
Finance /
Accounting FIN-019
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas
Tax, MOE (Maintenance of
Effort) Report, Street Report,
etc.
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference;
Meets auditing standards; GC
§34090
Finance /
Accounting FIN-020 W-9s
Vendor
Inactive + 3
years
Minimum 5
years
Vendor
Inactive + 3
years
Minimum 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets IRS auditing
standards; Department
Preference (meets municipal
government auditing
standards); GC §34090; 29
USC 436

FINANCE / BUSINESS LICENSE & REVENUE / WATER BILLING
Finance /
Business
License &
Revenue
FIN-021
Accounts Receivable -
Business Improvement
Districts (BIDs) - Downtown
BID, Park BID, Shoppers Lane
BID
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
Meets auditing standards; GC
§34090 et seq.

Page 54 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Finance /
Business
License &
Revenue
FIN-022
Accounts Receivable -
Miscellaneous - Invoices to
Outside Entities, etc.
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
Meets auditing standards; GC
§34090 et seq.

Finance /
Business
License &
Revenue
FIN-023 Bankruptcies - NOT pursued
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not
retained in the ordinary
course of business; GC
§34090
Finance /
Business
License &
Revenue
FIN-024 Bankruptcies - Where a claim
is filed 10 years 10 years Mag, Ppr
Department Preference
(negative information remains
on credit ratings for 7 years);
GC §34090
Finance /
Business
License &
Revenue
FIN-025
Business License & Permit
Applications, Changes &
Renewals
2 years 3 years 5 years Mag, Ppr
Department preference
(meets municipal government
auditing requirements); GC
§34090 et seq.

Finance /
Business
License &
Revenue
FIN-026 Business License & Permit
Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance /
Business
License &
Revenue
FIN-027
Cash Receipts / Daily Cash
Summaries / Cashiers Reports
/ Cash Reports / Petty Cash
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
Meets auditing standards; GC
§34090 et seq.

Finance /
General
Accounting
FIN-028 Checks / Warrants (Cashed) 3 years 4 years 7 years Mag, Mfr, OD, Ppr S Yes: After QC
Meets municipal government
auditing standards; GC §
34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 55 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Finance /
Business
License &
Revenue
FIN-029
Checks deposited to Bank
(City scans them for the Bank,
rather than physically taking
the checks to the bank to
deposit them.)
Follow Bank
Instructions
Follow Bank
Instructions Mag, Ppr
These are bank instruments,
and not City records; per
bank agreement.

Finance /
Business
License &
Revenue
FIN-030
Collections / Collection Agency
Case Files & Statements /
Delinquent Accounts
7 years 7 years Mag, Ppr
Department preference;
Delinquencies remain on
credit reports for 7 years; GC
§34090 et seq.

Finance /
Business
License &
Revenue
FIN-031 Customer Information System
(CIS) Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance /
Business
License &
Revenue
FIN-032 Reports - Business Licenses,
Utility Billing 2 years 3 years 5 years Mag, Ppr
Meets Auditing Standards
(Software cannot accurately
re-create reports); GC
§34090
Finance /
Business
License &
Revenue
FIN-033 Returned Checks / NSF
Checks 2 years 3 years 5 years Mag, Ppr
Department Preference;
Meets auditing standards; GC
§34090
Finance /
Business
License &
Revenue
FIN-033.1
Water Billing: Appeals -
Payment Delinquency &
Impending Discontinuation
Final
Decision + 2
years
Final
Decision + 2
years
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 56 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Finance /
Business
License &
Revenue
FIN-033.2
Water Billing: Non-payment
Notices / Notice of Payment
Delinquency & Impending
Discontinuation (Initial, Final)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Finance /
Business
License &
Revenue
FIN-033.3
Water Billing: NSF Checks /
Adjustments to Customer
accounts
When No
Longer
Required
When No
Longer
Required
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Finance /
Business
License &
Revenue
FIN-033.4
Water Billing: Payment Plans:

Amortization, Alternative
Payment Plans, Deferrals, etc.

Expiration or
Completion
of Payment
Plan -
Minimum 2
years
Expiration or
Completion
of Payment
Plan -
Minimum 2
years
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116910
Finance /
Business
License &
Revenue
FIN-033.5
Water Billing: Policy on
Discontinuation of Residential
Service for Nonpayment
When
Superseded -
Minimum 2
years
When
Superseded;
Minimum 2
years
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Must post to Website; H&S
§116906; GC §34090
Finance /
Business
License &
Revenue
FIN-033.6
Water Billing: Report of
Annual Discontinuations of
Residential Service
Minimum 2
years
Minimum 2
years
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Must post to Website; H&S
§116918; GC §34090
Finance /
Business
License &
Revenue
FIN-034 Yard Sale Permits 2 years 2 years Mag, Ppr GC §34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 57 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

FINANCE / PAYROLL
Finance /
Payroll FIN-035
CalPERS Reports - Annual
Valuation Reports, Actuarial
Valuation Reports
2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090
Finance /
Payroll FIN-036
DE-6, DE-7, DE-9, DE-43, W3, & DE-166, 941 Forms, IRS
5500 Forms (Employee Benefit
Plans), PERS / FICA &
Medicare Adjustments -
Quarterly Payroll Tax Returns /
OASDI, Federal Tax Deposits,
Adjustments, etc.
5 years 2 years 7 years Mag, Ppr
Department Preference; IRS:
4 yrs after tax is due or paid;
Ca. FTB: 3 years; Articles
show 7 years; 26 CFR
§31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 -
516.6, 29USC 436, GC
§34090
Finance /
Payroll FIN-037 Deferred Compensation (City Statements) 2 years 5 years 7 years Mag, Ppr Produced by Deferred Comp.

Provider; consistent with
proposed statewide
guidelines; published articles
for bank statements show 4 -
7 years; GC §304090, 26
CFR 31.6001.1
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Page 58 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Finance /
Payroll FIN-038
Payroll File (By Employee
Name)
Includes W-4, other payroll
forms
Separation +
2 years 5 years Separation + 5 years Mag, Ppr
Department preference; 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;
GC §34090
Finance /
Payroll FIN-039
Payroll Reports - Periodic
(includes Deduction Registers,
Leave Registers, Time
Transaction Reports, etc.)
2 years 5 years 7 years Mag, Ppr
Department preference for
Grant Auditing Purposes;
Meets municipal government
auditing standards; GC
§34090
Lead Dept. FIN-040
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr Departments keep the
originals; GC §34090.7
Finance /
Payroll FIN-041 W-2's 2 years 5 years 7 years Mag, Ppr
Department Preference; IRS:
4 yrs after tax is due or paid;
Ca. FTB: 3 years; Articles
show 7 years; 26 CFR
§31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 -
516.6, 29USC 436, GC
§34090
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Page 59 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

HOUSING
Housing HOU-001 Annual Affordability Monitoring 5 years 5 years Mag, Ppr Meets HUD requirements; GC §34090
Housing HOU-002
Annual Report to HCD / Housing
Successor Agency Housing
Assets Fund Report (SB 341)
5 years 5 years Mag, Ppr Meets HUD requirements; GC
§34090
Housing HOU-003
Audio Recordings of Translations
for Housing Transactions (e.g.

Chinese Translation)
Follows the
Retention of
the File
Follows the
Retention of
the File
Mag, Ppr Department preference; GC
§34090 et seq.

Housing HOU-004 Community Facilities District
Collections / Assessments 5 years 5 years Mag, Ppr
Meets municipal government
auditing requirements; GC
§34090
Housing HOU-005 Economic Development Projects Minimum 5 years
Minimum 5
years
Mag, Ppr
Meets municipal government
auditing requirements; GC
§34090
Housing HOU-006
Housing Programs: Affordable
Housing Projects, Properties with
Affordability Covenants,
Rehabilitation, CDBG-funded
Housing Projects, etc.

WITH a Recapture / Resale
Restriction
Deeds are sent to City Clerk
5 years
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer

Mag, Mfr,
OD, Ppr S / I Yes: When Inactive
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements
for Grants to Local Governments
is 3 years from expenditure
report; statewide guidelines
propose 4 years; 2 CFR
200.333; 24 CFR 92.508(a)&(c),
570.502(a)(16), 982.158, &
884.214; 29 CFR 97.42, GC
§34090
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Page 60 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Housing HOU-007
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.

WITHOUT a Recapture / Resale
Restriction
Deeds and Insurance are sent to
City Clerk
Loan Pay-off
OR
Forgiveness
+ 5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
HUD requires 5 years after the
agreement terminates;
Consistent with Consolidated
Plan Requirements; Required for
3-4 years from expenditure or
performance report; 2 CFR
200.333; 24 CFR 92.508(a)&(c)
& 570.502(a)(16), 982.158,
884.214; 29 CFR 97.42, GC
§34090
Housing HOU-008 Housing Programs: Rental
Subsidy
Close of File
+ 5 years
Close of File
+ 5 years Mag, Ppr Department preference; GC §34090
Housing HOU-009
Job Training / ROP Lottery
Candidates - Successful
Candidates
5 years 5 years Mag, Ppr
Department preference; Meets
Grant Auditing requirements; GC
§34090
Housing HOU-010
Job Training / ROP Lottery
Candidates - Unsuccessful
Candidates
2 years 2 years Mag, Ppr GC §34090
Housing HOU-011
Loan Applications / Potential
Buyers Denied, Cancelled or
Withdrawn (First Time Home
Buyers, Rehabilitation, HOME,
etc.)
2 years 2 years Mag, Ppr GC §34090
Housing HOU-012 Mortgage Credit Certificate
Program / Notifications 2 years 2 years Mag, Ppr GC §34090 COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/20/2021

Page 61 of 110 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

HUMAN RESOURCES
Human
Resources HR-000 Actuarial Reports: Self-Insured and Workers Compensation 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference
(provides a decade of data);
GC §34090 et seq.

Human
Resources HR-001
Benefit Plan Documents
(CalPERS, Optical, Dental,
etc.)
Duration of
the Contract
+ 6 years
Duration of
the Contract
+ 6 years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires
1 year after benefit plan
termination; State Law
requires 2 years after action;
29 CFR 1627.3(b)(2); 29 USC
1027; GC §§12946, 12960,
34090
Human
Resources HR-002
Classification / Reorganization
Studies (for employee
classifications and department
structures)
Minimum 4 3
years
Minimum 4 3
years
Mag, Ppr
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are
1 or 2 years; State requires 2
years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946,
12960, 34090
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Page 62 of 110 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-003 Compensation Surveys & Studies
Minimum 4 3
years
Minimum 4 3
years
Mag, Ppr
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are
1 or 2 years; State requires 2
years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946,
12960, 34090
Human
Resources HR-003.1 COVID-19 Notifications to Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Human
Resources HR-004
Department of Fair
Employment & Housing (DFEH
or EEOC) Claims / Harassment
Claims
Final
Disposition +
3 years
Final
Disposition +
3 years
Mag, Ppr
All State and Federal laws
require retention until final
disposition of formal
complaint; State requires 2
years after "fully and finally
disposed"; 2 CCR 11013(c);
GC §§12946, 12960, 34090
Human
Resources HR-005
DMV Pull Notices
Excludes Transportation
Employees
When
Superseded,
or Upon
Separation
When
Superseded,
or Upon
Separation
Mag, Ppr Department Preference; GC
§34090
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Page 63 of 110 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-006 Drug & Alcohol Test Results (All - Positives and Negatives) 5 years 5 years Mag Ppr Department preference;
D.O.T. Requires 5 years for
positive tests, 1 year for
negative tests;
EEOC/FLSA/ADEA (Age)
requires 3 years physical
examinations; State Law
requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090; 49 CFR
655.71 et seq.; 49 CFR
382.401 et seq. 49 CFR
653.71
Human
Resources HR-007 Employee Investigations
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference;
statute of limitations for
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
2 - 43 years; 29 CFR
1602.31 & 1627.3(b)(1), GC
§§12946, 12960, 34090;
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Page 64 of 110 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-009 I-9s Separation + 3 years
Separation +
3 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Non-citizens must re-certify
periodically; Required for 1
year from termination or 3
years from hiring, whichever
is later; EEOC / FLSA / ADEA
(Age) requires 3 years for
"any other forms of
employment inquiry"; State
Law requires 2 - 43 years; 8
CFR 274a.2; 29 CFR
1627.3(b)(1); GC
§§12946,12960, 34090
Human
Resources HR-010 Job Descriptions / Classification Specifications Minimum
Superseded
+ 3 years
Minimum
Superseded
+ 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
2 - 43 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
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Page 65 of 110 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-011
Labor Relations Files
(Negotiation Notes,
Correspondence, Interpretation
of MOU Provisions,
Documentation, etc.)
Minimum 10
years
Minimum 10
years
Mag, Ppr Department Preference; GC
§34090
Human
Resources HR-012
Personnel Advisory
Commission

AGENDAS & AGENDA

PACKETS
Minimum 2
years
P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
Original Staff Reports are
filed in the project file; GC
§34090
Human
Resources HR-013
Personnel Advisory
Commission
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Human
Resources HR-014
Personnel Advisory
Commission

MINUTES
P P Yes Mag, Mfr,
OD, Ppr S No Send originals to the City Clerk; GC §34090.7 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 66 of 110 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-015
Personnel Files - Employee
File
Includes Application,
Evaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), Ethics and
Harassment Training
Certificates, etc.

Separation +
1 year 5 years Separation + 6 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference;
statute of limitations for
retirement benefits is 6 years
from last action;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
2 - 43 years; 29 CFR
1602.31 & 1627.3(b)(1), GC
§§ 3105, 12946, 12960,
34090; 53235.2(b);
53237.2(b) LC 1198.5
Human
Resources HR-016 Personnel Files - Grievance
Files
Separation +
1 year 5 years Separation + 6 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference;
statute of limitations for
retirement benefits is 6 years
from last action;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
2 - 43 years; 29 CFR
1602.31 & 1627.3(b)(1), GC
§§ 3105, 12946, 12960,
34090; LC 1198.5
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Page 67 of 110 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-017
Personnel Files - Medical File
(all employees)
Pre-employment Medical
Clearances, ADA
Accommodations, Respirator
Fit Tests, etc.

Separation +
1 year
29 years or
Termination
of Benefits
+ 5 years,
Whichever
is Longer
Separation +
30 years or
Termination
of Benefits +
5 years,
Whichever is
Longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
exposure; 8 CCR §3204(d)(1)
et seq., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090; LC
1198.5; 8 CCR 5144, 8 CCR
15400.2
Human
Resources HR-020 Recruitment Database (NeoGov) 5 years 5 years Mag, Ppr Department preference; Per
NeoGov Policy; 29 CFR
1627.3(b)(1), 29 CFR
1602.14 et seq.2 CCR
11013(c); GC §§12946,
12960, 34090
Human
Resources HR-018
Recruitment and Testing File
(Includes Advertisements,
Applications for Unsuccessful
Candidates, Interview Notes,
Job Brochures, Test Data,
Testing Analysis & statistical
Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Expiration of
Eligibility List
+ 4 2 years
Expiration of
Eligibility List
+ 4 2 years
Mag, Ppr
Department preference;
EEOC / FLSA / ADEA (Age)
requires 1-3 years; State Law
requires 4 2 - 3 years; 29
CFR 1627.3(b)(1), 29 CFR
1602.14 et seq.2 CCR
11013(c); GC §§12946,
12960, 34090
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Page 68 of 110 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-019
Studies & Surveys Conducted
on Behalf of the City (Sick
Leave, Attrition, Benefits, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not
retained in the ordinary
course of business; GC
§34090

RISK MANAGEMENT
Risk
Management RM-001 Accounts Receivable -
Damage to Public Property 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference;
Meets auditing standards; GC
§34090 et seq.

Risk
Management RM-002 Claims
Minimum
Final
Resolution +
5 years
Minimum
Final
Resolution +
5 years
Yes: Until
Settlement Mag, Ppr
Department preference; CCP
§ 337 et seq.; GC §§ 911.2,
34090, 34090.6; PC
§832.5(b)
Risk
Management RM-003 Insurance Polices (City-owned policies) P P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC
§34090
Risk
Management RM-004 JPA / JPIA Reports / Claim Runs 5 years 5 years Ppr Department Preference; GC §34090 Risk
Management RM-005
Litigation Files / Lawsuits /
Court Case Files
Send Final Settlement
Agreements to the City Clerk
Minimum
Final
Resolution +
5 years
Minimum
Final
Resolution +
5 years
Yes: Until
Settlement Mag, Ppr
Department preference; CCP
§ 337 et seq.; GC §§ 911.2,
34090, 34090.6; PC
§832.5(b)
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 69 of 110 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Risk
Management RM-006
OSHA Logs - 200, 300, 301,
301A, Inspections and
Citations
5 years 5 years Ppr
Calif. Labor Division is
required to keep their records
7 years; OSHA requires 5
years; State law requires 2
years; 8 CCR 14300.33; 8
CCR §3203(b)(1), GC
§34090.7; LC §6429c
Risk
Management RM-007
Workers Compensation Claims
/ Long Term Disability Claims
(Includes all Accident, Incident,
or Injury Reports from
Employees)
Separation +
1 year
29 years or
Termination
of Benefits
+ 5 years,
Whichever
is Longer
Separation +
30 years or
Termination
of Benefits +
5 years,
Whichever is
Longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
exposure; 8 CCR §3204(d)(1)
et seq., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090; 8
CCR 5144, 8 CCR 15400.2
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 70 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

INFORMATION TECHNOLOGY
Information
Technology IT-001 Backups - DAILY
When No
Longer
Required
When No
Longer
Required
Yes Mag.

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

Information
Technology IT-002 Backups - WEEKLY
When No
Longer
Required
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery
Purposes Only; Store off-site
in commercial storage for
disaster recovery; Considered
a copy and can be destroyed
when no longer required;
retention based on
administrative value; recycle
tapes; GC §34090 et seq.

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

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

Page 71 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Information
Technology IT-004

UNALTERABLE MEDIA
(WORM / DVD-r / CD-r / Blue
Ray-R) or other unalterable
media that does not permit
additions, deletions, or
changes
P P OD
For legal compliance for
Trustworthy Electronic
Records (when the electronic
record serves as the official
record); GC 34090, 12168.7,
EVC 1550, CCR 22620 et
seq.

Page 72 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

LIBRARY
Lead
Dept. &
Finance
LIB-001
Cash Receipts Report / Detail /
Backup / Accounts Receivable
Detail / Refund Detail
2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090
Library LIB-002 Complaints and Compliments 2 years 2 years Mag, Ppr GC §34090 Library LIB-003 Flyers for Library Programs
When No
Longer
Required
When No
Longer
Required
Ppr Content not substantive /
Preliminary Drafts; GC §34090
Library LIB-004
Grants: LSCA (Library Services
and Construction), LSTA (Library
Services and Technology), SLRC
(State Literacy Resource Centers),
CLLS (California Library Literacy
Services); CLSA (California Library
Services Act) and PLF (Public
Library Foundation), WIOA
(Workforce Innovation and
Opportunity Act Title II: Adult
Education and Literacy)ONLY. For
all others, follow City-wide
Schedule. (SUCCESSFUL
Reports, and Financial Information)
Send copy of application and award
to Finance
2 years
Final
Expenditure
+ 3 years
Final
Expenditure
+ 5 years
Mag, Ppr
Per California State Library
Records Management Program
Requirements (April 27, 1998); GC
§34090
Library LIB-005 Library Board of Trustees
AGENDA PACKETS & AGENDAS P P Yes Mag, Mfr,
OD, Ppr S No
Brown Act challenges must be
filed within 30 or 90 days of action;
GC §§34090, 54960.1(c)(1)
Library LIB-006
LIB-007
Library Board of Trustees
MINUTES P P Yes Mag, Mfr,
OD, Ppr S No GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 73 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Library LIB-007
LIB-008 Library Card Applications
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S
Yes:

When
Inactive
Department preference (the
database is the original record);
GC §34090
Library LIB-008
LIB-009 Library Systems: ILS Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 Library LIB-009
LIB-010
Library Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Waiting
When No
Longer
Required
When No
Longer
Required
Ppr
Preliminary Drafts not retained in
the ordinary course of business;
GC §34090
Library LIB-010
LIB-011
Library Volunteer / Unpaid Intern
Logs (Hours)
When No
Longer
Required
When No
Longer
Required
Ppr
Preliminary Drafts not retained in
the ordinary course of business;
GC §34090
Library LIB-011
LIB-012
Library Volunteers / Unpaid Intern
Applications & Agreements -
Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Ppr
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC §§12946,
12960, 34090
Library LIB-012
LIB-006 Performer Agreements Completion + 2 years
Completion
+ 2 years Mag City Clerk maintains these Permanently; GC §34090.7 Library LIB-013
LIB-006 Photo Releases 2 years 2 years Mag City Clerk maintains these Permanently; GC §34090.7 Library LIB-014
LIB-013
Problem Patron File / Incident
Reports
Minimum 2
years
Minimum 2
years
Mag, Ppr Department preference; GC
§§34090
Library LIB-015
LIB-006 Program Registrations 2 years 2 years Mag City Clerk maintains these Permanently; GC §34090.7 Library LIB-016
LIB-013 Safety Plan / Safety Study Minimum 2 years
Minimum 2
years
Mag, Ppr Department preference; GC
§§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 74 of 110 ends

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

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

Page 75 of 110 ends

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

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

Library LIB-007
LIB-008 Library Card Applications
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S
Yes:

Page 76 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

PARKS & RECREATION
Risk
Management P&R-001 Accident / Major Injury Reports
(Members of the Public)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr GC §34090.7
Parks &
Recreation P&R-002 Accident / Minor Injury Reports
(Members of the Public) 2 years 2 years Mag, Ppr GC §34090 Parks &
Recreation P&R-003
Activity Files / Program Files /
Special Programs / Special Event
Files & Reports / ABC Permits,
where required
After School, Children's Programs,
Cultural Arts, Sports, Seniors,
Filming, Theatre Programs etc.

When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
Parks &
Recreation P&R-004 Attendance Tracking 2 years 2 years Mag, Ppr GC §34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 77 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Parks &
Recreation P&R-005
Capital Improvement Projects (CIP -
where Parks & Recreation is the
Lead): Administration File / NOT
Scanned
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary Easements,
Construction Manager's Logs, Daily
Inspections, Daily Logs, etc.

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §337 et. seq., GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 78 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Parks &
Recreation P&R-006
Capital Improvement Projects (CIP -
where Parks & Recreation is the
Lead): Permanent File / Scanned
Records
Specifications / RFP & Addenda,
Agreement / Contract (copy),
Successful Proposal, Change
Orders, Geotechnical Studies &
Reports, Operations & Maintenance
Manuals (O&M Manuals,) Materials
Testing Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Photos, Soil
Reports, Studies, Submittals,
Surveys, etc.

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

Complet.
+ 10
years
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Parks &
Recreation P&R-007
Class Instructors Contracts
Includes Livescan Clearances,
Insurance Certificates and
Administration Records
Completion 2 years Completion +
2 years
Yes:

Before
Completion
Mag, Ppr Department preference;, GC
§34090
Lead Dept. &
Finance P&R-008 Credit Card Receipts / Cash Receipts 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 79 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Parks &
Recreation P&R-009 Customer Relations / Member Database (Swim, Senior Center) Indefinite Indefinite Mag, Ppr Data fields are inter-related; GC §34090 et seq.

Lead Dept. &
Finance P&R-010
Deposits / Cash Receipts Detail /
Backup / Accounts Receivable
Detail / Refund Detail
2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090
Parks &
Recreation P&R-011 Donations / Sponsorship Forms 2 years 2 years Mag, Ppr GC §34090 Parks &
Recreation P&R-012 Evaluations / Surveys (of programs)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts / Transitory
records; GC §34090
Parks &
Recreation P&R-013
Event Service Agreements /
Concerts / Special Event Contacts /
Professional Service Agreements
(PSAs)
Includes Insurance Certificates and
Administration Records
Completion 2 years Completion +
2 years
Yes:

Before
Completion
Mag, Ppr Department preference;, GC
§34090
Parks &
Recreation P&R-014
Facility Use Rental Contracts / Field
Use Contracts / Facility Use
Requests
2 years 2 years
Yes:

Before
Event
Mag, Ppr GC §34090
Parks &
Recreation P&R-015 Park and Recreation Commission

AGENDA PACKETS & AGENDAS
Minimum 2
years
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years GC §§34090, 54960.1(c)(1)
Parks &
Recreation P&R-016
Park and Recreation Commission
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years
Tape
(Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 80 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Parks &
Recreation P&R-017
Park and Recreation Commission

MINUTES RESOLUTIONS &
BYLAWS
P P Yes
Mag,
Mfr, OD,
Ppr
S No GC §34090
Parks &
Recreation P&R-018 Photo Waivers 2 years 2 years
Yes:

Before
Event
Mag, Ppr GC §34090
Parks &
Recreation P&R-019 Recreation Database (CLASS) Indefinite Indefinite Mag Department Preference; data is interrelated; GC §34090 Parks &
Recreation P&R-020
Registration / Applications /
Liability Forms / Release of Liability
Forms / Permissions: Camps, Field
Trips, Authorization to give
Medicine, etc.
2 years 2 years
Yes:

During
Class or
Program
Mag, Ppr GC §34090
Parks &
Recreation P&R-021 Safety Inspections 2 years 2 years
Yes:

Before
Event
Mag, Ppr GC §34090
Parks &
Recreation P&R-022 Schedules / Hours
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Parks &
Recreation P&R-023 Scholarships 5 years 5 years Mag, Ppr Department Preference (meets
auditing standards); GC
§34090
Parks &
Recreation P&R-024 Senior Advisory Committee (All Records) Minimum 2
years
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 81 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Parks &
Recreation P&R-025 Sign-in / Sign-Out Sheets for classes and programs 2 years 2 years Mag, Ppr GC §34090 Parks &
Recreation P&R-026 Sports Organizations / Non-Profit Organizations (Little League, etc.) When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Lead Dept. P&R-027
Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Pending
Applicants
When No
Longer
Required
When No
Longer
Required
Ppr
Preliminary drafts not retained
in the ordinary course of
business; 34090
Lead Dept. P&R-028
Volunteer / Unpaid Intern
Applications & Agreements
(includes emergency contact
information) - Successful
Applicants
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S
Yes: 1
year
Courts treat volunteers as
employees;
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, 34090; 29
USC 1113
Parks &
Recreation P&R-029 Waivers of Liability 2 years 2 years Mag, Ppr GC §34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 82 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

PUBLIC WORKS ADMINISTRATION
Public Works
/ Admin. PW-001 Diesel Reports (Submitted to the State) 2 years 2 years Mag, Ppr GC §34090 Public Works
/ Admin. PW-002 FEMA Reimbursement / OES Reimbursements 1 year 9 years 10 years Mag, Ppr Department Preference; GC §34090 Public Works
/ Admin. PW-003 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d), 34090 Public Works
/ Admin. PW-004
Underground Storage Tanks (CityOwned - Removed)
Location, Soil Remediation
10 years P P
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department Preference
(required for the life of the tank);
23 CCR 2712(b), H&S
§25284.2(i); GC §34090 et. seq.

ENGINEERING
Public Works
/ Engineering PW-005 Aerial Maps (Analog / Historical) P P Mag,
Mfr, OD,
Ppr
S / I No Department Preference; GC
§34090
Public Works
/ Engineering PW-006 Address Assignments / Changes / Corrections (Includes application) P P Mag,
Mfr, OD,
Ppr
S / I No Department Preference; GC
§34090
Public Works
/ Engineering PW-007 Annexations P P
Mag,
Mfr, OD,
Ppr
S / I No Department Preference; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 83 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Engineering PW-008
Assessment District Formation /
CFD / Landscape Maintenance
District Formation / Lighting and
Landscape District Formation /
Sewer District Formation
P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-009
Assessment Rolls / Lighting and
Landscape Districts / Special
District Assessment Rolls (to Tax
Assessor for Tax Rolls)
5 years 5 years Mag, Ppr
Department preference; Meets
auditing standards; GC §34090
et seq.

Public Works
/ Engineering PW-010 Benchmarks P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-011 Brewster Maps (Streets, Sewer, Water, Aerial, Gas Lines, Tract P P Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-012
Capital Improvement Projects
(CIP): Maintenance Projects (All
Records)
Examples of Maintenance
Projects: Painting, Pavement
Overlays, Repairs, Ramps, ReRoof, Sidewalk Repairs, Slurry Seals, etc.

Upon
Completion
5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is not
applicable; Statute of
Limitations: Contracts &
Spec's=4 years; Statewide
guidelines propose termination
+ 5 years; CCP §337 et. seq.,
GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 84 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Engineering PW-013
Capital Improvement Projects
(CIP): Administration File / NOT
Scanned
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, Photos, etc.

Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 85 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Engineering PW-014
Capital Improvement Projects
(CIP): Permanent File / Scanned
Records
Specifications & Addenda,
Agreement / Contract (copy),
Successful Proposal, Change
Orders, Geotechnical Studies &
Reports, Operations &
Maintenance Manuals (O&M
Manuals,) Materials Testing
Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Soil Reports,
Studies, Submittals, Surveys, etc.

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

Complet.
+ 10
years
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 86 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Engineering PW-015
Correspondence - Regulatory
Agencies Not Related to a CIP
(State & Federal Agencies, EPA,
Health Department, etc.)
Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC
Must retain public works project
emails and correspondence
until the project is approved and
the CEQA Statute of Limitations
has expired without litigation
being filed (Public Resources
Code section 21167.6 has
expired without litigation being
filed); Department preference;
Some correspondence from
Regulatory Agencies need to be
retained for long periods of
time; GC §34090
Public Works
/ Engineering PW-016 Design & Construction Standards - Authored by the City P P Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-017
Drawings, Maps, Plans and
Record Drawings, Large-Format
Drawings, Capital Improvement
Project "As-Built", Base Maps
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Drafts should be destroyed;
Some maps are also retained
by Planning; Selected maps are
retained in Public Works for
administrative purposes; GC
§34090, 34090.7
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 87 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Engineering PW-018
Encroachment Permits /
Excavation Permits: Temporary ,
or Expired / Never Activated -
Street Permits, Temporary
Construction, Sidewalk Repairs,
Traffic Control, Utility Cuts, Heavy
Load Permits, Wide Load Permits,
etc.
(Includes Applications, Business
License, Contractors License,
Insurance Certificates, Site Plan,
Invoice to Vendor)
Final /
Completion +
2 years
Final /
Completion +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD GC § 34090
Public Works
/ Engineering PW-019
Encroachments - Permanent
- Permanent structures in the
City's Right of Way
(Includes Applications, Business
License, Contractors License,
Insurance Certificates, Site Plan,
Invoice to Vendor)
P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-020 Engineering Permits Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 88 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Engineering PW-021
Engineering Studies / Surveys -
Preliminary Studies / Project
Assessments
P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-022
Geotechnical and Soil Reports;
Hydrology Reports (Authored on
behalf of the City)
P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-023 Grading Plans P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-024 Lighting and Landscape Districts - Formation and Boundaries P P Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference; GC
§34090
Public Works
/ Engineering PW-025
Master Plans - Permanent -
Bikeway, Park, Pavement, Traffic,
Transportation, etc.

P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference; Drafts
should be destroyed; GC
§34090
Public Works
/ Engineering PW-026 Master Plans - Temporary -
Special Events / One-Time Events 2 years 2 years Mag, Ppr GC §34090 Building PW-027 Plan Checks for Building Permits
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC §34090
et seq.

Page 89 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Engineering PW-028
Private Development Projects /
Job Files: Administration File
Construction Inspections,
Correspondence, Photos, etc.

Upon
Completion 10 years Completion + 10 years
Yes: Until
Completed Mag, Ppr
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 §34090
Public Works
/ Engineering PW-029
Private Development Projects /
Job Files: Permanent Files
Drainage, Driveway, Grading
Plans, Rights of Way, Soil
Reports, Stormwater, Private Lab
Verifications, Testing Lab Final
Reports, etc.

Dedications, Easements,
Abandonments (City Clerk is OFR)
Upon
Completion P P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference;
retained for disaster
preparedness purposes; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 90 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk PW-030
Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way, Notices
of Completion, Recorded
Agreements / Contracts, Certificate
of Compliance, Maintenance
Covenant Agreements, etc.

Send all originals to City Clerk
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Even if documents are erecorded, send all finals to the City Clerk; GC §34090 et seq.

Public Works
/ Engineering PW-031
Traffic Advisory Commission

AGENDAS & AGENDA

PACKETS
Minimum 2
years
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
Public Works
/ Engineering PW-032
Traffic Advisory Commission
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Public Works
/ Engineering PW-033
Traffic Advisory Commission

MINUTES, BYLAWS &

RESOLUTIONS
P P Yes
Mag,
Mfr, OD,
Ppr
S No Send originals to the City Clerk;
GC §34090.7
Police PW-034 Traffic Collision Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Public Works
/ Engineering PW-035 Traffic Congestion Management Plans / Transportation Plans 10 years 10 years Mag Ppr Department preference; GC §34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 91 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Engineering PW-036 Traffic Counts 10 years 10 years Mag Ppr Department preference; GC §34090 Public Works
/ Engineering PW-037 Traffic Evaluations 5 years 5 years Mag Ppr GC §34090 Public Works
/ Engineering PW-038 Traffic Speed Surveys 10 years 10 years Mag Ppr Department preference
(required every 5 years, but can
be extended to 7 or 10 years);
GC §34090
Public Works
/ Engineering PW-039
Transportation Studies / Warrants:

Signals, Stop Signs, Crossing
Guards, etc.
10 years 10 years Mag Ppr Department preference; GC
§34090

ENVIRONMENTAL PROGRAMS
Public Works
/ Environ.

Programs
PW-040
Aboveground CNG Storage Tanks
(Agency Owned)
Spill Prevention Control and
Countermeasures (SPCC),
Inspections, Integrity Testing,
Maintenance, Repairs
20 years 20 years Mag, Ppr
Department Preference; applies
to both Tier I and Tier II Tanks;
(Tier II tanks are required to
have an integrity test every 20
years); GC §34090
Public Works
/ Environ.

Programs
PW-041 AQMD Subvention Fund (AB 2766) Paid + 5
years
Paid + 5
years
Mag, Ppr
Meets municipal government
auditing standards; GC §34090
et seq.

Page 92 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Environ.

Programs
PW-042 CNG Station Monthly Statements /
Revenue (Open to the Public) 5 years 5 years Mag, Ppr Meets municipal government auditing standards; GC §34090 Public Works
/ Environ.

Programs
PW-043 Conservation Programs / Rebate
Programs / Check Requests 5 years 5 years Mag, Ppr Department Preference (meets auditing standards); GC §34090 Public Works
/ Environ.

Programs
PW-044
FOG (Fats, Oil & Grease) / Source
Control / Pretreatment Annual /
Semi-Annual Reports
3 years 3 years Mag, Ppr
Department preference;
Monitoring records required for
3 years; POTW reports are
required for 3 years; 40 CFR
403.12; GC §34090
Public Works
/ Environ.

Programs
PW-045 Franchise Rebates 5 years 5 years Mag, Ppr
Meets municipal government
auditing standards; GC §34090
et seq.

Lead Dept. PW-047 Hazardous Waste Manifests /
Certificates of Disposal 5 years P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (City
has "cradle to grave" liability);
40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR
66262.40
Public Works
/ Environ.

Programs
PW-048
Household Hazardous Waste /
Recycling / e-waste / Shredding
Events, etc.
3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18812.4; GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 93 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Environ.

Programs
PW-049 Industrial Waste Applications &
Inspections 5 years 5 years Mag, Ppr
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works
/ Environ.

Programs
PW-050 Prop. 218 Ballots, Protest Letters,
& Envelopes (Refuse) 2 years 2 years Ppr GC §53753(e)(2) Public Works
/ Environ.

Programs
PW-051
Sanitary Spills and Overflows
(SSOs) (Above ground pump
stations, etc.)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR 122.41(j)(2); GC §34090
Public Works
/ Environ.

Programs
PW-124
Sewer System Management Plans
(SSMP) and Audits / Sanitary
Spills Overflow Prevention Plan
(SSOPP) and Sanitary Sewer
Overflow Response Plan
Superseded +
5 years
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSOs
are required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; GC
§34090
Public Works
/ Environ.

Programs
PW-052 Solid Waste Price Adjustments Until
Superseded
Until
Superseded Mag, Ppr Non-records / Preliminary Drafts; GC §34090 et seq.

Page 94 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Environ.

Programs
PW-053
Solid Waste Reduction /
Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic
Waste Collection and Recycling) /
Tonnage Reports / Annual Reports
10 years 10 years Mag, Ppr
Department preference; SB
1383 compliance is required for
5 years; 14 CCR § 18995.2; GC
§34090 et seq.

Public Works
/ Environ.

Programs
PW-054 Stormwater Illicit Discharges 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works
/ Environ.

Programs
PW-055 Stormwater LID (Low Impact
Development) Permits and Plans P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Environ.

Programs
PW-056 Stormwater Monitoring / NPDES
Monitoring and Inspection 5 years 5 years Mag, Ppr
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.

Public Works
/ Environ.

Programs
PW-057 Stormwater: Business Inspections 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44;
GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 95 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Environ.

Programs
PW-058 Stormwater: NPDES Annual
Reports 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Department preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44
Public Works
/ Environ.

Programs
PW-059 Stormwater: NPDES Permits Superseded +
5 years
Superseded
+ 5 years
Yes: Until
Expiration Mag, Ppr
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.

Public Works
/ Environ.

Programs
PW-060 Stormwater: TMDL Plan (Total
Maximum Daily Load) Plan 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; plans
must be updated every 5 years,
audits are required every 2
years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC
§34090
Public Works
/ Environ.

Programs
PW-061 Unfunded Mandate Claims / SB 90
Claims
Paid or Give
Up + 5 years
Paid or Give
Up + 5 years Mag, Ppr
Meets municipal government
auditing standards; GC §34090
et seq.

Public Works
/ Environ.

Programs
PW-062 Used Oil Disposal 3 years 3 years Mag, Ppr
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et
seq.

EQUIPMENT & FLEET
Public Works
/ Equipment
& Fleet
PW-063 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 96 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. PW-064
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090
Lead Dept. PW-065
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
5 years 5 years Mag, Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Public Works
/ Equipment
& Fleet
PW-066
Pre-Trip Inspections / DOT
Program / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily
Equipment Checks
2 years 2 years Ppr 13 CCR 1234(c); GC §34090
Public Works
/ Equipment
& Fleet
PW-067
Vehicle & Equipment History Files
AQMD Certifications, Maintenance,
Registrations, Safety Certifications,
etc.

Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Department Preference; If a
motor carrier, required for 18
months after vehicle is sold;
CHP requires life of vehicle;
OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. Seq., GC §34090
Division
Providing
Service /
Work
PW-068
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 97 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Division
Providing
Service /
Work
PW-069
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
Division
Providing
Service /
Work
PW-070
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC §,
GC §34090

PARKS AND FACILITIES MAINTENANCE & FLEET
Lead Dept. PW-071 Daily Logs 10 years 10 years Mag, Ppr GC §34090 Public Works
/ Parks,
Facilities
Maint. &
Fleet
PW-072
Maintenance - Stormwater
Compliance (Catch Basins, Field,
General Cleaning, Open Channels,
Slots, Stormwater Treatment
Measures and Trash Cleaning)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; plans
must be updated every 5 years,
audits are required every 2
years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC
§34090
Lead Dept. PW-073 Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC
§34090 et. seq.

Page 98 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Parks,
Facilities
Maint. &
Fleet
PW-074 Park Safety Checklist / Playground
Inspections 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works
/ Parks,
Facilities
Maint. &
Fleet
PW-075 Pesticide Use Permits &
Applications 2 years 2 years Mag, Ppr
Department Preference
(agricultural pesticide records
are required for 2 years); GC
§34090; 3 CCR 6623, 40 CFR
171.11 et seq.

Public Works
/ Parks,
Facilities
Maint. &
Fleet
PW-076 Tree Inventory Database Indefinite Indefinite Mag Data is interrelated; GC §34090

STREETS
Lead Dept. PW-077 Pesticide Use Permits &
Applications 2 years 2 years Mag, Ppr
Department Preference
(agricultural pesticide records
are required for 2 years); GC
§34090; 3 CCR 6623, 40 CFR
171.11 et seq.

Public Works
/ Streets PW-078 Sewer Lift Station Inspections Minimum 5 years Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 99 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Division
Providing
Service /
Work
PW-079
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090 Division
Providing
Service /
Work
PW-080
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
Division
Providing
Service /
Work
PW-081
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC §,
GC §34090
SEWERS
Division
Providing
Service /
Work
PW-082
Work Orders / Service Requests

Page 100 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Division
Providing
Service /
Work
PW-083
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
Division
Providing
Service /
Work
PW-084
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC §,
GC §34090

TRANSPORTATION & PARKING
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 101 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. PW-085 Grant Funding for Transportation
(Prop A, Prop C, Prop 1B, etc.) 2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Ppr
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for Grants
to Local Governments is 3 years
from expenditure report or final
payment of grantee or
subgrantee; 2 CFR 200.333; 24
CFR 91.105(h), 92.505,
570.490, & 570.502(a) 29 CFR

97.42; OMB Circular A-133; GC
§34090; GC §8546.7
Public Works
/
Transportatio
n / Traffic
Engineering
PW-086 Off-Street Parking Permits
(Monthly, Daily) 3 months 21 months 2 years Mag, Ppr GC §34090 Public Works
/
Transportatio
n / Traffic
Engineering
PW-087 On-Street Parking Permits (Yearly) 3 months 21 months 2 years Mag, Ppr GC §34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 102 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/
Transportatio
n / Traffic
Engineering
PW-088 Parking Ticket Refunds / Lost
Tickets 2 years 2 years Mag, Ppr GC §34090
Public Works
/
Transportatio
n / Traffic
Engineering
PW-089 Transportation Applications for
Service (Dial-a-Ride, etc.) 2 years 2 years Mag, Ppr GC § 34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 103 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-22 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

WASTEWATER COLLECTION
Public Works
/ Wastewater PW-090
Capital Improvement Projects
(CIP) where Wastewater is the
Lead: Administration File / NOT
Scanned
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, etc.

Page 104 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-23 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Wastewater PW-091
Capital Improvement Projects
(CIP) where Wastewater is the
Lead: Permanent File / Scanned
Records
Specifications & Addenda,
Agreement / Contract (copy),
Successful Proposal, Change
Orders, Geotechnical Studies &
Reports, Operations &
Maintenance Manuals (O&M
Manuals,) Materials Testing
Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Photos, Soil
Reports, Studies, Submittals,
Surveys, etc.

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

Complet.
+ 10
years
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Public Works
/ Wastewater PW-092 CCTV - Sewers Minimum 5 years
Minimum 5
years
Mag Department preference; GC
§34090
Public Works
/ Wastewater PW-093 Confined Space Entries Minimum 5 years Minimum 5
years
Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29
CFR 1910.146(e)(6) GC §34090
Lead Dept. PW-094 Daily Logs 10 years 10 years Mag, Ppr GC §34090 Lead Dept. PW-095
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
5 years 5 years Mag, Ppr AQMD Rule 1470; GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 105 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-24 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. PW-096
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
5 years 5 years Mag, Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Public Works
/ Wastewater PW-097 Log Book (Pump Houses) 7 years 7 years Mag Ppr Department Preference; GC §34090 Lead Dept. PW-098 SCADA Database (Supervisory
Control and Data Acquisition) Indefinite Indefinite Yes Mag Data is interrelated; system
qualifies as a "trusted system";
GC §§34090, 12168.7
Lead Dept. PW-099 Underground Service Alerts
(USA's) / Dig Alerts 3 years 3 years Mag, Ppr
Required for 3 years; GC
§§4216.2(f) & 4216.3(d); GC
§34090
Division
Providing
Service /
Work
PW-100
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090 Division
Providing
Service /
Work
PW-101
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 106 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-25 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Division
Providing
Service /
Work
PW-102
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090

WATER (POTABLE WATER)
Public Works
/ Water PW-103
Backflow Test Results / Cross
Connection / Backflow Assembly
Test Reports
3 years 3 years Mag, Ppr Department preference; 17
CCR 7605(f); GC §34090
Lead Depart. PW-104 Confined Space Entries 3 years 3 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29
CFR 1919.146(e)(6); GC
§34090
Public Works
/ Water PW-105
Customer Concerns / Customer
Complaints: Odor / Taste / Visual
Complaints (Correspondence
regarding Potable Water)
5 years 5 years Mag, Ppr
5 years is required in State and
Federal law for any complaints;
40 CFR 122.41(j)(2) & 40 CFR
141.33(b); 22 CCR 64470(a)
Lead Dept. PW-106
Environmental Agencies /
Regulatory Agencies
(EPA, DHS, etc.)
Minimum 10
years
Minimum 10
years
Mag, Ppr Department Preference; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 107 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-26 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Water PW-107
Fire Hydrant Flow Tests
(Development or Maintenance) -
Paper
Minimum 2
years
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Public Works
/ Water PW-108 Lab Reports & Chains of Custody:

Bacteriological and Organics 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes -
After QC
& OD
Department Preference; 40
CFR 141.33(a) and (b)(1); 22
CCR §64470
Public Works
/ Water PW-109
Lab Reports & Chains of Custody:

Chemical (Includes Chlorine
Residuals)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes -
After QC
& OD
Department preference; State
law requires 12 years, Federal
10 years; 40 CFR 141.33(a); 22
CCR §64692
Public Works
/ Water PW-110 Lab Reports & Chains of Custody: Lead & Copper 12 years 12 years Mag,
Mfr, OD,
Ppr
S / I
Yes -
After QC
& OD
Required for 12 years or 2
compliance cycles; 22 CCR
64400.25; 22 CCR §64470, 40
CFR 141.33(a); 40 CFR 141.91
Lead Dept. PW-111 Operations & Maintenance
Manuals / O & M Manuals
Disposal of
Equipment
Disposal of
Equipment Mag, Ppr Department preference; GC §34090
Public Works
/ Water PW-112
Sanitary Surveys of Drinking
Water Systems (Open Sources of
Water - Lake, Open Reservoirs,
Dams, etc)
10 years 10 years Mag 22 CCR §64470; 40 CFR
141.33(c)
Public Works
/ Water PW-113
SCADA Database (Water)
(Supervisory Control and Data
Acquisition)
Indefinite Indefinite Yes Mag
Data is interrelated; system
qualifies as a "trusted system";
GC §§34090, 12168.7
Lead Dept. PW-114 Underground Service Alerts
(USA's) / Dig Alerts 3 years 3 years Mag, Ppr
Required for 3 years; GC
§§4216.2(f) & 4216.3(d); GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 108 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-27 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Public Works
/ Water PW-115 Urban Water Management Plans (UWMP) P P Yes Mag,
Mfr, OD,
Ppr
S
Yes: After
10 years
Department Preference (copies)
GC §34090.7
Public Works
/ Water PW-116 Videos - Reservoirs, Tanks, etc. P P Mag Department preference; GC §34090 Public Works
/ Water PW-117
Vulnerability Assessment /
Emergency Response Plan / Risk
& Resilience Assessment / Hazard
Mitigation Plan
When
Superseded
Minimum 2
years
When
Superseded -
Minimum 2
years
Mag, Ppr Confidential; 42 USC 300i-2(d);
GC §34090 et seq.

Public Works
/ Water PW-118 Water Master Plan P P Mag, Ppr Department Preference; GC §34090 Public Works
/ Water PW-119 Water Production Reads / Reports (to State DPH & DWR) 5 years 5 years Mag, Ppr Department Preference; Meets
California Department of Health
requirements (3 years); GC
§34090
Public Works
/ Water PW-120 Water Quality Reports / Consumer Confidence Reports 12 years P P Mag,
Mfr, OD,
Ppr
S / I
Yes -
After QC
& OD
Department preference; State
law requires 12 years, federal
10 years; 40 CFR 141.33(a); 22
CCR §64692 22 CCR §64483;
GC §34090
Public Works
/ Water PW-121
Water Resources Planning
Historical Reports / Water
Assessments
P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§§945.6, GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 109 of 110 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-28 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk PW-122 Water Supply Agreements
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S No GC §34090.7
Public Works
/ Water PW-123 Well Records (includes Destroyed or Abandoned Wells) P P Mag,
Mfr, OD,
Ppr
S
Yes: After

Page 110 of 110 ends

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 11
Meeting: CC Regular Meeting - Aug 16 2022
Title: Review of the Updated "Emergency & Disaster Action Plan" and "Policies and Procedures" for the Covina Housing Authority-Owned McGill Transitional House Presented By: Brian K. Lee, AICP, Director of Community Development Recommendation: 1. Review and approve the updated "Emergency & Disaster Action Plan"; and

2. Adopt Resolution HA 2022-02, approving the updated "Policies and Procedures" for the McGill Transitional House, and authorizing the Executive Director to administratively approve future minor updates.

BACKGROUND:

The McGill Transitional House, (“Transitional House”) for homeless women and children, is a three-bedroom transitional home that was purchased in 2004 with Redevelopment twenty percent set-aside affordable housing funds. The house was purchased with the intent that it would operate as a model program for other cities on housing homeless families. The Transitional House has been in operation since 2006, and has housed forty-four families, including ninety children. Two bedrooms are for transitional care and one bedroom is for the on-site manager. Catholic Charities of Los Angeles Inc. (CCLA), has provided case management services for residents at the home since 2009.

DISCUSSION:

To provide for the safe and smooth operation of the house, and to ensure that residents are aware of the house rules, Policies and Procedures ("Policies") (Attachment A) have been in place since 2006. The Policies are established to have standards in place that both residents and management can refer to for understanding the expectations of participating in the program. Most of the Policies are related to the day-to-day operation of the home; some are related to programmatic participation expectations, and some are related to legal rights and responsibilities. All residents must sign for receipt and acknowledgement of the Policies before moving in.

One aspect of the Policies is the "McGill Transitional Program 'Emergency/Evacuation Plan'". Within this specific policy is reference to the Emergency & Disaster Action Plan ("Plan") (Attachment B). In 2021, the City of Covina hired Arlene Quintero as Safety Coordinator. Ms. Quintero was able to review the existing Plan and provide updates which support legal requirements of the plan and best practices. Minor updates related mainly to outdoor gathering during an emergency were provided.

The last update to the Policies was approved by the City Council/Housing Authority Board on September, 2015.

Since that time, minor changes and new policies have become necessary to implement in order to continue the successful operation of the program.

Some of the major updates are as follows:
• Changing the curfew from 6:00 p.m. to 7:00 p.m. Sunday through Thursday • Adding a Communicable Diseases/COVID Policy
• Deleting references to LAHSA since related funding has ended • Updating the Emergency & Disaster Action Plan, as discussed above The Policies as a whole include, among many, the following topics:
• Basic standards for all chores
• Children's educational progress report
• Confidentiality
• Discharge and program termination procedures
• Parental responsibilities
• Program design and expectations
The above referenced Policies and Procedures are attached for review and approval, and the attached resolution provides for Executive Director approval of future administratively approved minor revisions to the Policies as necessary.

FISCAL IMPACT:

There is no fiscal impact associated with the adoption of Resolution HA 2022-02.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

Not applicable.

ATTACHMENTS:

Attachment A - Updated Policies and Procedures
Attachment B - Updated Emergency and Disaster Action Plan Attachment C - Resolution HA 2021-02
Respectfully submitted,

Page 2 of 45 ends

1 EXHIBIT A TO CITY RESOLUTION

MCGILL TRANSITIONAL HOUSE POLICIES & PROCEDURES INDEX
WELCOME LETTER.................................................................................................................................................. 2 MCGILL TRANSITIONAL PROGRAM “CONFIDENTIALITY POLICIES”............................................. 3 MCGILL TRANSITIONAL PROGRAM “OATH OF CONFIDENTIALITY”............................................. 4 MCGILL TRANSITIONAL PROGRAM “CONSENT TO RELEASE INFORMATION” ........................ 5 MCGILL TRANSITIONAL PROGRAM “FINANCIAL AGREEMENT” ..................................................... 6 MCGILL TRANSITIONAL PROGRAM RESIDENTIAL AGREEMENT………………………...……7 MCGILL TRANSITIONAL PROGRAM “RESIDENT MEDICATIONS POLICIES AND PROCEDURE” ......................................................................................................................................................................................... 12 MCGILL TRANSITIONAL PROGRAM “COMPUTER USE POLICY”...................................................... 13 PARTICIPANT RECORDS POLICIES AND PROCEDURES………………………………………...14 MC GILL TRANSITIONAL PROGRAM “EMERGENCY/EVACUATION PLAN”............................... 15 MCGILL TRANSITIONAL PROGRAM “TOXICOLOGY TESTING POLICY” ..................................... 17 MCGILL TRANSITIONAL HOUSE PROGRAM HOLD HARMLESS AGREEMENT.......................... 18 PARENTAL AGREEMENT.................................................................................................................................... 19 PARENT RESPONSIBILITIES............................................................................................................................... 20 CHILD ABUSE MANDATED REPORTING POLICIES AND PROCEDURE........................................ 21 RELEASE FORM/CHILDREN’S EDUCATIONAL PROGRESS REPORT (MKV) ................................ 22 MCGILL TRANSITIONAL PROGRAM “CHORE CHECK OFF LIST”..................................................... 23 MCGILL TRANSITIONAL PROGRAM DISCHARGE POLICY AND PROCEDURE .......................... 25 PROGRAM RULES.................................................................................................................................................... 26 RESIDENT GRIEVANCE POLICIES AND PROCEDURES ........................................................................ 30 TRANSITIONAL HOUSE TERMINATION POLICIES AND PROCEDURES ....................................... 32 COVID-19 POLICY AND PROCEDURES……………………………………………………………...34 ALL PURPOSE ACKNOWLEDGEMENT…………………………………………….……….……….38

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2 WELCOME LETTER
Dear ___________________,
Welcome! You have been selected to join the McGill Transitional House Program, a collaborative program of Catholic Charities of Los Angeles, Inc., with the City of Covina, because we believe that this program can meet your needs and that you have the potential to make a success of your stay here. Your move-in date is scheduled for ____________________.

All of us at the McGill Transitional House Program have a desire to support you in making your success a reality. Our experience shows us that the areas covered in your individual case management plan for selfsufficiency are critical to a successful transition in the world of employment and permanent housing.

Your Individualized Service Plan (ISP) and agreement to all requirements presented in this orientation packet constitutes your contract for residency and participation in the McGill Transitional House Program. It is the Client’s responsibility to be knowledgeable of all program rules and regulations governing your stay and more important that you follow ALL program protocols. Your progress with your Individualized Service Plan (ISP)and adherence to the rules of the program will be the basis of your continuation in the program and stay at the facility.

Your progress will be evaluated based on the following:
• Completion of all assigned chores and duties
• Consistently working on your Individualized Service Plan (ISP) goals for self-sufficiency • Your participation and adherence to the overall program protocol • Your participation in all program activities including house meetings Your regular case management meeting attendance is extremely important and a requirement of your continued participation in the program. If you are consistently unable to attend regularly scheduled meetings or are unable to work on your Individualized Service Plan, you will be terminated from the program. Upon any foreseeable termination, staff will work with you to find alternative available placement.

Our goal is to support you in reaching a successful completion of your Individualized Service Plan. The tools that we provide include: weekly case management, referrals to other service providers, including counseling facilities, educational institutions, job development services, legal services, medical services, and a community of peers.

Again, we welcome you. If you have any questions regarding your stay in the program, please discuss them with your Client Resource Coordinator.

Sincerely,
Client Resource Coordinator

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3 MC GILL TRANSITIONAL PROGRAM “CONFIDENTIALITY
POLICIES”
The McGill Transitional House Program, maintains confidentiality of all residents. Residents name and all information in files are confidential and protected from unauthorized disclosure. The McGill Transitional House Program will not disclose any resident’s information without specific written permission of the resident, except when required by law. Exceptions to confidentiality include:
• The resident becomes a clear and present danger to self or others • The resident reveals information regarding possible or actual occurrence and child abuse • A subpoena issued in a lawful manner
In addition, the McGill Transitional House Program reserves the right to disclose information to grantors including access to files for documentation purposes.

Apart from these exceptions, staff must obtain an “Authorization to Release Information,” signed by the resident prior to disclosing any information, including photographs for publicity purposes. The release will indicate the specific information being requested. This is used for the benefit of the Client in advocating and assisting with necessary advocacy and information.

Policies regarding the release of confidential information are reviewed with the residents at the time of admissions into the program. Residents are asked to acknowledge their understanding of these policies by signing a receipt of the program orientation package.

All staff and volunteers are trained to prevent unnecessary access to resident information by person and/or organization not directly involved in serving the resident. Staff and volunteer acknowledge their understanding of these policies and agree to comply by signing an “Oath of Confidentiality” form.

To ensure confidentiality the McGill Transitional House Program staff will not use any identifiable information concerning a resident for any purpose other than carrying out program responsibilities or statutory obligations.

Persons representing the media will not be given any information regarding Clients, including photographs, without written consent.

All residents within the program are also bound by confidentiality rules and agree to comply with them during and after their stay in the program.

Client Name: _______________________________________________________ Client Signature ____________________________________________ Date ___________________

Client Resource Coordinator Name: __________________________________ Client Resource Coordinator Signature Date ____________________________

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4 MC GILL TRANSITIONAL PROGRAM “OATH OF
CONFIDENTIALITY”
It is a small world. It is of the utmost importance that we follow strict rules of confidentiality concerning the participants of McGill Transitional House Program.

It is natural for all of us to want to talk about our friend and to discuss the other families residing in the facility.

If you discuss anything about the program, please be absolutely sure that you do not include any identifying features that could in any way endanger a woman’s safety and privacy.

The McGill Transitional House Program adheres to confidentiality of every participant in the program.

Confidential information is any information, which is obtained in the course of providing services. This includes information which identifies an individual or which might cause harm or damage to the resident. No information can be given without a release of information by the resident including whether or not she is in the program. If inquiries from anyone are made for any type of information, you should always reply, “I am sorry; I do not have any information.”
*No unauthorized individuals or visitors are allowed at the facility.

I ________________________________________, agree to keep confidential all information pertaining to the participants and families of the McGill Transitional House Program, collaboration with Catholic Charities of Los Angeles, Inc., and the City of Covina. I agree not to divulge any information obtained in my position and/or as a resident to unauthorized persons ore remove files from the facility’s premises. I understand that information about a participant can only be shared with specific consent from the participant and/or the participant’s authorized representative. I further agree not to publish or otherwise make public any information regarding a participant in such a way that the participant would be identifiable.

I recognize that the unauthorized release of information will result in the immediate termination of my services and/or termination from the program, and may result in legal action.

Client Name: ______________________________________________ Client Signature ____________________________________________ Date ___________________ Client Resource Coordinator Name: ______________________________ Client Resource Coordinator Signature ____________________________ Date ___________________

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5 MCGILL TRANSITIONAL PROGRAM “CONSENT TO RELEASE
INFORMATION”
I, ___________________________________________, understand that any information about me provided to Catholic Charities of Los Angeles, Inc., (McGill Transitional Program) is protected under the Federal Confidentiality Regulations as well as Health and Safety Code Section 199.21(G) and cannot be disclosed for any reason without my written consent.

I authorize staff and/or volunteers or the agencies listed below to release, receive and share information through the mail, telephone, fax, or internet regarding my physical, mental, financial, domestic condition or services related to my need for current or future assistance at the agencies named below. 1) Los Angeles Homeless Services Authority (LAHSA) and its funding sources namely: City of Los Angeles, County of Los Angeles, Federal Emergency Management Agency (FEMA), and U.S.

Department of Housing and Urban Development (HUD)
2) Specific government and private agencies, including: the City of Covina, The Covina Housing Authority, Covina Valley Unified School District, the Department of Public Social Services, the Department of Children and Family Services, the State of California, U.S. Social Security Administration, the Los Angeles County Housing Authority, and any other government agency listed below.
________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ This consent is valid from the date it is signed and until six months after my exit date unless otherwise specified.

This consent may be revoked at any time by informing Catholic Charities of Los Angeles, Inc., in writing.

Client Name: _______________________________________________________ Client Signature ____________________________________________ Date ___________________ Client Resource Coordinator Name _____________________________ Client Resource Coordinator Signature ___________________________ Date ___________________

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6 MCGILL TRANSITIONAL PROGRAM “FINANCIAL AGREEMENT”
The McGill Transitional House Program requires ALL residents to agree to the financial terms of the program pertaining to the responsibility for certain personal expenses, and the monthly savings plan. I understand that failure to comply with The McGill Transitional House Program Financial Agreement may result in dismissal from the program.

PERSONAL EXPENSES: I agree to pay for my own food, transportation, personal hygiene products and laundry products.

SAVINGS PLAN: I agree to participate in The McGill House Mandatory Savings Plan. The McGill House Client Resource Coordinator and I will determine the amount of the savings deposit after discussing my current financial obligations. Savings will be 50% of net income and in the form of a money order made out to the resident and submitted to Client Resource Coordinator
I will:
• Deposit the amount calculated by my Client Resource Coordinator into a savings plan each month • Prepare a monthly budget with the assistance of my Client Resource Coordinator/Residence Attendant • Provide all receipts for expenses to verify and work out a budget plan • Provide copies of all income check or money on file
• Provide copies of any and all bank statements within 3 days upon request • Provide copies of my CW7 and Notices of Action if I am a Cal Works recipient • Report ALL sources of income on a monthly basis
The McGill House Client Resource Coordinator has explained the above requirements to me and I understand the terms of this agreement. I understand that non-compliance with any of the above rules may result in my immediate termination from the program.

Client Name: _____________________________________________________ Client Signature ____________________________________________ Date ___________________ Client Resource Coordinator Name _____________________________ Client Resource Coordinator Signature ___________________________ Date ___________________

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7 RESIDENTIAL AGREEMENT
I willingly agree to participate in the McGill Transitional House Program and I as well as my minor children will abide by the program’s rules, procedures and guidelines as follows. (Please initial each rule to indicate you have read and understand them.)
A. RULES
1) Clients will be admitted into the McGill Transitional House Program and given occupancy on a month-to-month basis, with continued occupancy being extended by the Client Resource Coordinator.

Clients must participate in all phases of the transitional housing program, as long as the Client remains in good standing, for up to six months. Extensions of time past six months may be granted on a case-bycase basis at the discretion of the Case Management Team upon review of the Client’s case plan compliance and upon approval of the Program Supervisor and Client Resource Coordinator. Intl: _____ 2) Clients shall be assigned to the same individual room on a month-to-month basis, for transitional housing program purposes only. Clients are assigned to an individual room for the duration of the program, and shall have no right to any specific room assignment. Assignment to and occupancy of a room by Clients in the McGill Transitional House Program shall at no time and in no way establish any form of legal residency or tenancy for any and all occupants of the rooms designated to the program for transitional housing purposes only. Intl: _____
3) Clients are expected to stay in their assigned rooms each night while participating in the McGill Transitional House Program. In the event a resident must spend a night at any other location, they are required to seek written permission by their Client Resource Coordinator at least 2 weeks prior to the overnight event. Spending the night away from the shelter McGill Transitional House location without permission may be cause for termination from the program. If a Client spends a night away from the program location without permission, they will not be allowed to re-enter the shelter program McGill Transitional House unless written consent is received from a Client Resource Coordinator and approved by the Program Supervisor and Client Resource Coordinator. After 30 days upon entering the program, weekend passes may be granted; however, all weekend passes must be requested in writing and approved 2 weeks prior to the weekend for which the pass is being requested. Intl: _____ 4) Client will be at the McGill Transitional House Program Sunday - Thursday by 7:00 pm. 5) By 8:00pm, Friday and Saturday, unless otherwise approved by the Client Resource Coordinator. All Clients must sign-in (legible writing please) immediately upon their arrival to the McGill Transitional House Program. Signatures should be complete and legible (initials are not acceptable). No other markings are allowed. Parents and guardians must sign-in for minor children in their families. Intl: _____ 6) Clients at the McGill Transitional House Program will be required to observe a 7:00 p.m., curfew Sunday – Thursday, and an 8:00pm, Friday and Saturday. All lights in common areas must be turned off at 10:00 pm, signaling the time for all Clients to retire to their assigned bedrooms for the night.

No one is to remain outside or downstairs after 10:00 p.m. Parents are encouraged to ensure that their children, age 15 and under, are in bed by 9:00 p.m.

Intl: _____
CLIENT
NAME:

DATE: CASE MANAGER:

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8 7) Clients will behave in an orderly manner at all times while in the McGill Transitional House. Yelling, fighting, foul language, harassment and insubordination are strictly prohibited. Unsafe or unhealthy practices will be not tolerated. Respect is to be shown to other Clients, volunteers, visitors and staff at all times. Clients must not allow their children to run in the house. Intl: _____ 8) Clients will maintain sobriety at all times while a participant in this program. At no time will Clients be allowed to enter the McGill Transitional House while under the influence of alcohol, narcotics or any nonprescribed controlled substance. The possession of dangerous weapons or firearms and/or use of alcoholic beverages, narcotics or any non-prescribed controlled substances are strictly forbidden while on the premises or elsewhere. The observed or suspected possession of a firearm, drug paraphernalia, sale, or use of controlled substances or alcohol at any time while participating in this program may result in immediate termination from the program. Clients are required to submit to a supervised drug/alcohol test prior to entering the McGill Transitional House Program. During residency in the McGill Transitional House Program, Clients may be tested for narcotics randomly and/or if suspected of being under the influence.

The McGill Transitional House Program reserves the right to conduct searches if there is reason to believe that there are unauthorized visitors, drugs and/or weapons on the premises or any other illegal activity. Intl: _____
9) The McGill Transitional House is a completely smoke-free facility. Clients are prohibited from smoking any tobacco, marijuana, or e-cigarettes while members of the program.

Intl: _____
10) Clients will arise by 6:00 a.m. and be fully prepared to leave the McGill Transitional House Program by 8:00 a.m., Monday through Friday. Clients who need to arise before 6:00 a.m. must assume this responsibility but may request assistance from program staff with this task. All Clients must sign-out (legibly) before leaving the McGill Transitional House Program. During the summer season, the wake-up time will be modified providing that Clients are not attending summer school. Intl: _____ 11) Clients will maintain personal cleanliness and hygiene daily. Parents or guardians must ensure that all children maintain personal cleanliness and hygiene daily. For health and safety reasons, Clients must be fully clothed and not wear shoes (exception are cloth shoes only) at all times while inside the McGill Transitional House Program. Changing clothes of any sort must take place in the clients’s bedroom.

Residents must wash clothing and bed linens weekly. Each resident will be assigned a specific laundry day, and must adhere to that schedule unless otherwise approved by the Resident Attendant. Staff will not be held responsible for the condition or whereabouts of Client’s laundry. Clients must report any problems with the laundry equipment on the premises to the Resident Attendant immediately. Intl: _____ 12) Clients are responsible for personal costs associated with the home (i.e. groceries and phone). Clients must ensure that all perishable foods and beverages brought into the McGill Transitional House Program must be stored in the refrigerator appropriately. All foods and beverages must be discarded in the trashcans outside of the rooms. All food and drinks must be eaten in the dining area. No food or drinks, water excluded, is permitted upstairs. Intl: _____ 13) Clients will be responsible for the order and cleanliness of their assigned rooms such as making the beds, cleaning the bathroom, vacuuming the room, hanging clothing, and emptying the trash. Additionally, clients will assist in the maintenance of the McGill Transitional House Program and shall be expected to perform various chores assigned to them, whether written or verbal such as cleaning refrigerators, sweeping, dusting, mopping, and emptying dishwasher. Evening chores must be completed by 9:30pm and morning chores must be completed by 7:30 a.m. All chores must be completed to the satisfaction of the Resident Attendant. After eating meals, residents must remove and wash their own plates, cups,

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9 utensils, and or rinse and place the items neatly in the dishwasher. All trash must be removed from the table, discarding the trash and food scraps in the trash bin outside. Intl: _____ 14) All personal belongings must be stored in appropriate storage areas. At no time will Clients be allowed to store personal belonging outside or on the balconies. The McGill Transitional House Program will not be responsible for any lost or stolen items. Intl: _____ 15) Clients must limit the number of personal belongings brought into the McGill Transitional House, and be able to store them neatly in the designated storage areas. Personal items should not block or be left in doorways, walkways, or on beds. If you happen to exit the McGill Transitional House Program permanently without your belongings, your belongings will be held for 14 days. After 14 days all items will be discarded. Intl: _____
16) Clients must respect the personal space and property of other residents. Clients are not permitted to loiter in another resident’s room at any time. All socializing must take place in the common areas or outside on the back patio. Cohabitation and sexual activity are forbidden between unrelated residents in the program. The theft of any Client’s or the McGill Transitional House Program property will result in termination from the program. The program will not be held liable for any items lost or stolen during resident’s stay at the McGill Transitional House Program. Intl: _____ 17) Clients will not engage in any acts of violence, intimidation, or threats of violence. Clients involved in any threats, acts of violence, or intimidation will be subject to immediate termination from the program. Intl:
_____
18) All Clients at the McGill Transitional House Program must either be employed or seeking full-time employment within the first 30 days after entering the McGill Transitional House Program. Clients are allowed to re-enter the residence only in the event of an emergency or when the transitional housing program stay rules apply. Clients are not allowed to leave the property once arriving in the evening unless a Client Resource Coordinator grants prior permission. Intl: _____ 19) Parents or guardians are responsible for the conduct of the children in their care. They are to ensure that children are well behaved, clean, orderly, and clean up after themselves. Parents are responsible for supervising their children while inside or outside their individual rooms, or in any other area of at the McGill Transitional House Program location. Parents should not leave their children in the care of another Client, staff, or volunteer. Child abuse (verbal, physical, emotional, or sexual) and neglect will be immediately reported to the proper authorities as required by law. Intl: _____ 20) Clients must report motor vehicles or bicycles kept on the property to Client Resource Coordinator.

Clients must provide copies of automobile registration and proof of insurance. No Client will be allowed to drive their car without proof of current insurance coverage during their stay at the McGill Transitional House Program. In the event a Client has an automobile and has no valid proof of insurance; on move-in date, the Client must surrender their keys to the Client Resource Coordinator immediately until such time proper evidence of insurance is provided, or resident permanently leaves the program; at which time the keys to the automobile will be returned to the Client. Intl: _____ 21) Clients are not allowed to have visitors at anytime, anywhere, in the McGill Transitional House Program on the grounds without proper consent from the Client Resource Coordinator. No friends of children are permitted to visit. No pets allowed. Intl: _____

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10 22) Clients must participate in all meetings, program activities, and groups as directed by the Client Resource Coordinator unless otherwise excused by the Client Resource Coordinator. Intl: _____ 23) Clients must provide upon request all appropriate documentation of income, employment, education, legal proceedings or dispositions, medical or psychological examinations, purchases, transactions, savings, personal identity or any other circumstance, within 3 days, as requested by the Client Resource Coordinator. Clients must also complete exit paperwork upon leaving the program. Intl: _____ 24) Clients must develop a case management plan with the Client Resource Coordinator. Client must meet with the Client Resource Coordinator on a regular basis (is usually at least once a week for a minimum of 1 hour per week) or as directed, to provide weekly schedules, update progress on goals, and for other case management activities. Intl: _____
25) Clients are required to develop a money management plan and must save 50% of their net income in their Program Deposit Account while participating in the McGill Transitional House Program. Clients must deposit income in the form of a money order (made out to them) with the Client Resource Coordinator and may request a receipt. Upon departure from the McGill Transitional House Program and residing at their permanent housing for at least one week, Client will receive all deposited money (savings) in full during case manager home visit for after care. A Client Resource Coordinator home visit is required once Client exits McGill Transitional House Program. Intl: _____ 26) Client must remain in compliance with all medical, psychological or any other health provider directives while participating in the program, including taking prescribed medications and following up with doctor’s appointments. Clients must keep prescription medication out of reach of children at ALL times. Intl:
_____
27) Clients must strictly adhere to all stated rules, written or verbal as provided by staff. Depending on the nature and severity of the violation, the first two rules violations will result in a written incident report to be placed in the Clients file. The third violation may result in termination from the program. Client violation of some rules and procedures will result in immediate termination from the program. Appropriate response to rule violations shall ultimately be at the discretion of the Client Resource Coordinator and the Client Resource Coordinator. Intl: _____
B. OVERVIEW OF RESPONSIBILITIES
1) Clients must demonstrate the willingness to follow a case management plan in order to remain in this program. Demonstration of this willingness includes, but is not limited to, compliance with program rules, and completion of case plan objectives in a timely, cooperative manner. Intl: _____ 2) Clients are responsible for the completion of their case plans and goal priorities. Program staff is available to provide professional assistance, but will not complete case objectives for the residents. Residents Clients must cooperate with the Case Manager Client Resource Coordinator, other staff and other persons enlisted to provide support and assistance to the Clients. Intl: _____ 3) Clients must understand the use of the program’s various facilities such as telephone, laundry equipment, television and the computer are privileges, not rights. Therefore, the use of these may be restricted for any reason. Intl: _____

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11 4) Clients are responsible for leaving the facility in the same condition as when they entered it. The upkeep and maintenance of the room assigned is the sole responsibility of the Clients. Failure to adhere to this rule may result in disciplinary actions. Residents should immediately report any hazardous conditions to a staff member without hesitation. Intl: _____
C. CLIENT RIGHTS
1) Clients have the right to receive services in a room that is clean and safe. Please report any unsanitary or unsafe conditions promptly. Intl: _____
2) Clients have the right to privacy. Therefore, they may expect that their cases will not be discussed with anyone not associated with this program and that Client confidentiality will be respected within the limits of the law. Clients may not withhold requested information from McGill Transitional House Program staff.

Intl: _____
3) Clients have the right to fair and respectful treatment from staff. Therefore, staff members will act in a professional manner at all times. Sexual harassment will not be condoned nor tolerated.

Intl: _____
4) Staff will not discriminate on the basis of a Client’s race, color, national origin, ancestry, religion, age, gender, or sexual preference. Clients have the right to receive respectful, courteous, professional services from all staff and volunteers. Intl: _____
5) Clients have a right to file a formal grievance if they feel that there has been a violation of their rights, or program policies and procedures as identified in this document. Information on the McGill Transitional House Program grievance procedure shall be provided to Clients upon admittance to the program. Intl:
_____
D. SIGNATURE PAGE
By signing this page, I acknowledge that I have read, reviewed all rules and procedures with the Client Resource Coordinator, and fully understand the rules and procedures of the McGill Transitional House Program as outlined in the Residential Agreement. I agree, on behalf of myself and my minor children, to comply with all terms and conditions of participation in the McGill Transitional House Program set-forth in this document. I understand that failure to comply with the provisions of the Residential Agreement, on my part or that of my minor children, may result in immediate termination from the McGill Transitional House Program. If terminated from the program, I understand and agree that I, and all members of my household, must immediately remove all personal possessions and vacate the premises of the McGill Transitional House Program Client Name: _____________________________________________________ Names and Ages of Minor Children: _______________________________________________________ Client Signature ____________________________________________ Date ___________________ Client Resource Coordinator Name _____________________________ Client Resource Coordinator Signature ___________________________ Date ___________________

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12 McGILL TRANSITIONAL PROGRAM
“RESIDENT MEDICATIONS POLICIES AND PROCEDURE”

1. Each Client file shall include a list of all current medications and any medications to which the Client is allergic.

2. All medications, both prescriptions and over-the-counter, will be kept in a locked cabinet within the resident assistant room.

3. Medications requiring refrigeration will be stored in a locked box within a refrigerator accessible by staff and Clients, as appropriate.

4. Destruction of medicines shall be in accordance with the most current FDA guidelines and recommendations.

5. Clients responsible for notifying the senior Client Resource Coordinator of any changes in medication including submission of copies of all prescriptions.

6. No medicine may be shared between Clients. Clients found to have given prescription medicine to another Clients may be immediately terminated from the program.

Client Name: _____________________________________________________ Client Signature ____________________________________________ Date ___________________ Client Resource Coordinator Name: ______________________________ Client Resource Coordinator Signature: _____________________________ Date ___________________

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13 McGILL TRANSITIONAL PROGRAM “COMPUTER USE POLICY”
Clients are allowed to use the computer but must do so only during non-program activities and with staff permission.

Clients must understand the use of the program’s various facilities such as telephone, laundry equipment, television and the computer are privileges, not rights. Therefore, the use of these may be restricted for any reason.

Use of the computer is on a first-come, first-served basis. Clients are limited to an hour of computer use daily.

Clients may request additional computer usage time (max. three hours daily) for educational purposes only.

Clients, and not the staff, have the responsibility to supervise and guide the use of the computer by their children.

Computer access is not allowed after curfew hours. Clients at the McGill Transitional House Program will be required to observe a 9:00 p.m., curfew Sunday - Thursday, and an 11:00 pm, Friday and Saturday.

Treat the computers with care; they are expensive pieces of equipment. Be sure your hands are clean. Food or drink is not allowed near the computer
Do not change settings on computer. Do not install software. Additional software must be approved by the staff.

Saving files may only be done to a user-supplied USB flash drive. Log off the computer when you leave.

It is not appropriate to use the computer or Internet to interfere with or disrupt other users, services or equipment. Disruptions include, but are not limited to, distribution of unsolicited advertising, harassment, viewing material that can be considered objectionable in the presence of minors, propagation of computer viruses, or use of the network to make unauthorized entry to any other machine. Patrons will not use computers for any illegal activity including copyright violations, or place any text, data, graphics, images, messages, communications, files or other material related to any illegal activity on the Internet.

The McGill Transitional House Program may suspend and/or terminate computer or Internet access privileges if staff reasonably believes that any user has violated these policy guidelines. The McGill Transitional House Program will review these matters on a case-by-case basis.

By accepting this policy, the resident agrees to abide by the computer use policy of the McGill Transitional House Program.

Client Name: _____________________________________________________ Client Signature ____________________________________________ Date ___________________ Client Resource Coordinator Name: ______________________________ Client Resource Coordinator Signature: _____________________________ Date ___________________

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14 PARTICIPANT RECORDS POLICIES AND PROCEDURES
The McGill Transitional House Program will maintain a standard record on each Client.

Information in the Clients file will include, but is not limited to:

Identifying/Background Information
• Name, date of birth, Social Security Number, Medi-Cal number or other insurance information • Names and addresses of family members and friends to be contacted in case of an emergency • Name and addresses of physicians, if appropriate
• Name and addresses of other health and/or social service professionals directly involved in the resident’s case management plan
Admission Data
• Recommendation Form
• Intake Application
Health Information
• Health records
• Physical examination
• Record of required medications
Case Management Plan
• Intake, Comprehensive Individual Assessment, Children’s Assessments • Individual Service Plan (including revisions)
Ongoing Documentation
• Daily and/or weekly documentation and progress notes
• Dates and substance of communication with other service providers on behalf of the residents. • Documentation of any problems/concerns including resolutions. • Records of referrals to other social service providers • Records of off-site requests, violation of rules, pink slips, or requests for childcare.

Client Name: _____________________________________________________ Client Signature ____________________________________________ Date ___________________ Client Resource Coordinator Name: ______________________________ Client Resource Coordinator Signature: _____________________________ Date ___________________

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15 McGILL TRANSITIONAL PROGRAM
“EMERGENCY/EVACUATION PLAN”
Emergency-disaster preparedness implies the ability to respond quickly and effectively to any threat or emergency.

The Evacuation and Emergency Plan is developed to ensure the safety and well-being of Clients, employees, and volunteers.

Evacuation Procedures: The McGill Transitional House Program, will not be evacuated unless necessary.

An evacuation shall be initiated in response to a fire/smoke alarm, a major disaster (e.g. earthquake) or directions from McGill Transitional House Program staff or appropriate authorities managing an emergency situation.

Each room will have a Path of Travel Diagram posted.

Clients’ safety is be the highest priority. The program has developed an Emergency Care and Disaster Action Plan that designates staff, as appropriate, and Clients to be responsible for taking a head count and handling first aid as necessary. All staff have been certified in First Aid and CPR for assistance in case of an emergency. In the case of an evacuation, first priority will be given to injured Clients. These individuals will be taken to the nearest emergency medical facility for treatment.

Emergency Task Assignments will vary based on the make-up of facility/Clients, number of staff on duty, and other circumstances. The following should be included in the task assignments including who would be responsible for each of the tasks:
• Coordinate transportation to other locations, if required • Coordination of evacuation
• Establish head count of residents and staff
• Evaluate staff and residents for the need of First Aid • Manage communication with families and friends of the residents • Notification of 911
• Order of Evacuation
Items that are required in case of an emergency are:
• Batteries
• Battery operated radio
• Can openers
• Extra Blanket
• Extra water and food for three days for maximum number of staff and residents that may be on site during a disaster or emergency.
• Fire Extinguishers
• First Aid Kits
• Flashlights
• Garbage bags to keep dry in the event of rain

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16 Suggested items to keep in storage are:

Breakfast
Cold Cereal (1 cup per serving)
Canned Fruit (1/2 cup per serving)
Graham Crackers (2 squares per serving)
Lunch
Tuna Fish (1/3 cup per serving)
Peanut Butter (2 tbsp {1oz.} per serving)
Jelly (2 tbsp {1oz.} per serving)
Canned Fruit (1/2 cup per serving)
Cookies (3 each per serving)
Dinner
Canned Soup (8 oz. per serving)
Peanut Butter (2 tbsp {1oz.} per serving)
Canned Pudding (1/2 cup per serving)
Staff will conduct regularly schedule emergency drills as necessary, and will maintain an emergency contact book that can be used to contact friends and family of the residents as needed. One staff member will be responsible for this book in the case of an emergency.

The doors of the facility should be kept closed at all times. Only approved Clients and staff should be allowed to enter the facility. In the case that a batterer comes to the facility, staff and/or Clients should call 911 immediately.

Under no circumstances should a batterer be allowed within the facility or in the yard area of the facility.

Client Name: _____________________________________________________ Client Signature ____________________________________________ Date ___________________ Client Resource Coordinator Name: ______________________________ Client Resource Coordinator Signature: _____________________________ Date ___________________

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17 MC GILL TRANSITIONAL PROGRAM
“TOXICOLOGY TESTING POLICY”
Testing will be done from a urine specimen or breathalyzer or both.

1. Clients will be tested at time of intake to program and randomly during their stay.

2. Testing will be completed within 24 hours of written or verbal notice. Failure to do so will be taken as positive test results.

3. Positive test results will result in the discharge from The McGill Transitional House Program and Client must leave the program immediately, unless otherwise directed by Client Resource Coordinator. Client Resource Coordinator and Regional Director will assist Client in finding and entering a treatment program.

4. Test samples must be given in the presence of the appropriate staff member and in accordance with testing procedures.

5. Disputed test results may be settled by the Client by having a test done by a qualified and accepted testing lab. Retesting is to be done within 24 hours after the first test at Client’s expense.

6. Testing will be conducted in a civil manner and following the proper testing procedures.

By signing below, you indicate that you understand and will comply with the above policy.

Client Name: _____________________________________________________ Client Signature ____________________________________________ Date _____________ Client Resource Coordinator Name: ______________________________ Client Resource Coordinator Signature: _____________________________ Date ___________________

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18 MCGILL TRANSITIONAL HOUSE PROGRAM

HOLD HARMLESS AGREEMENT
(“Client”)
(Name)
shall hold harmless, defend and indemnify:
• The City of Covina,
• The Covina Housing Authority
• The Covina Redevelopment Agency,
• The Successor Agency to the Covina Redevelopment Agency • The Los Angeles Homeless Services Authority,
• The United States Department of Housing and Urban Development, • The County of Los Angeles,
• Catholic Charities of Los Angeles, Inc.
and their respective City Councils, Boards, agents, officers, officials, employees, volunteers, attorneys, successors and assignees (“Indemnitees”) from and against any and all damages, costs, expenses, liabilities, suits, claims, demands, causes of action, proceedings and any other losses or claims of any nature whatsoever, including, but not limited to, bodily injury, death, personal injury, or property damage (collectively “Claims”) arising from or connected with the Indemnitees operation of the McGill Transitional House Program, the McGill Transitional House Program or any services rendered hereunder. Client shall defend Indemnitees in any action or actions filed in connection with any Claim with counsel selected by Indemnitees, and shall pay all reasonable costs and expenses, including all attorneys’ fees and experts’ costs actually incurred in connection with such defense.

Client Name: _____________________________________________________ Client Signature: _____ Date: ___________________
Client Resource Coordinator Name: ________________________ Client Resource Coordinator Signature: _____________________ Date ___________________

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19 PARENTAL AGREEMENT
All Clients are responsible for the care and supervision of their children.

During times of school or employment, the resident must arrange appropriate off-site childcare with the assistance of the Client Resource Coordinator if needed. All school age children must be enrolled in school within three days of being accepted into the McGill Transitional House Program, and proof of school enrollment must be provided to the Client Resource Coordinator.

McGill Transitional House Program staff is not responsible for the supervision of children within the facility.

Under NO circumstances may a child be left under the supervision of another Client. All Clients are responsible for the care and supervision of their children at all times.

Children must be supervised in the front yard at all times. Children who own bicycles are prohibited from riding their bicycles beyond McGill Street and Janalinda Avenue. Children are not allowed in other Client’s rooms unless that Client is present, has given consent, and it is approved by the child’s parent.

Client Name: _____________________________________________________ Client Signature ____________________________________________ Date ___________________ Client Resource Coordinator Name: ____________________________ Client Resource Coordinator Signature: ___________________________ Date ___________________

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20 PARENT RESPONSIBILITIES
All parents must adhere to the following requirements:

1. I understand that I am responsible for the care and supervision of my children while at the McGill House Transitional Program.

2. I understand that I must know where my children are at all times and visually supervise them at all times.

I understand that my children may not play outside unattended.

3. I understand that my children may not return to the Program unless a parent is present.

4. I understand that I may not place my children in the care of another resident or staff.

5. I will make every effort to ensure my children are enrolled and attending school. If they are not enrolled in school when I am accepted into the program, I understand that I have 3 days to enroll the children in school.

6. I understand that neglect, verbal, physical, emotional, and sexual abuse are prohibited by law. In the event that abuse is suspected, the Department of Children and Family Services and/or law enforcement will be contacted. I understand that no form of corporal punishment is allowed on the premises.

7. I understand in the event that I cannot control my children’s behavior, I may be asked to leave the program.

If my Client Resource Coordinator recommends that I attend parenting classes, I must comply.

8. I understand that my children are not allowed to run around in the rooms. If my children create any type of disorder, I will be responsible for cleaning up after them.

9. I understand that it is my responsibility to make sure my children do not enter the living area of another Client.

10. I understand that I am responsible to monitor my children’s sleep schedule as well as what they watch on television while at The McGill House Transitional Program.

11. I understand that it is my responsibility to serve my child (ren) at meal times.

12. I am releasing Catholic Charities of Los Angeles, Inc., and the City of Covina of any liability for my child (ren) while at the McGill House Transitional Program.

I acknowledge that I will adhere to the above guidelines. I understand that if I do not, it may be cause for me and my family’s termination from the program.

Client Name: _____________________________________________________ Client Signature ____________________________________________ Date ___________________ Client Resource Coordinator Name: __________________________ Client Resource Coordinator Signature: _______________________________ Date ___________________

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21 CHILD ABUSE MANDATED REPORTING

POLICIES AND PROCEDURE
Under the law, when the victim is a child (a person under the age of 18) and the perpetrator is any person (including a child), the following types of abuse must be reported by all legally mandated reporters:

Physical abuse (PC 11165.6) is defined as physical injury inflicted by other than accidental means on a child, or intentionally injuring a child
Child sexual abuse (PC 11165.1) includes sexual assault or sexual exploitation of anyone under the age of 18.

Sexual assault includes sex acts with children, intentional masturbation in the presence of children, and child molestation. Sexual exploitation includes preparing, selling, or distributing pornographic materials involving children; performances involving obscene sexual conduct; and child prostitution.

Willful cruelty or unjustified punishment (PC 11165.3) includes inflicting or permitting unjustifiable physical pain or mental suffering, or the endangerment of the child’s person or health. “Mental suffering” in and of itself is not required to be reported; however, it may be reported. Penal Code11166.05 states: “Any mandated reporter who has knowledge of or who reasonably suspects that mental suffering has been inflicted upon a child or that his or her emotional well-being is endangered in any other way may report the known or suspected instance of child abuse or neglect to an agency specified in Section11165.9”. The specified agencies include any police department, sheriff’s department, county probation department, if designated by the county to receive mandated reports, or the county welfare department.)
Unlawful corporal punishment or injury (PC 11165.4), willfully inflicted, resulting in a traumatic condition.

Neglect (PC11165.2) of a child, whether “severe” or “general,” must also be reported if the perpetrator is a person responsible for the child’s welfare. It includes both acts and omissions that harm or threaten to harm the child’s health or welfare.

General neglect means the failure of a caregiver of a child to provide adequate food, clothing, shelter, medical care, or supervision, where no physical injury to the child has occurred.

Severe neglect means the intentional failure of a caregiver to provide adequate food, clothing, shelter, or medical care where injury has occurred or is likely to occur. Severe neglect also includes those situations of neglect where any person having the care or custody of a child willfully causes or permits the person or health of the child to be placed in a situation such that his or her person or health is endangered.

Any of the above types of abuse or neglect occurring in out-of-home care must also be reported (PC 11165.5).

California law REQUIRES certain persons to report known or suspected child abuse. The staff/volunteers at the McGill Transitional House are “mandated reporters”. When a mandated reporter has knowledge of or observes a person under the age of 18 years whom he/she knows or reasonably suspects has been the victim of child abuse or neglect must report the suspected incident. The staff/volunteer must contact the designated agency within 36 hours of acknowledging the incident.

I, ___________________________, understand that the staff/volunteers are mandated reporters and must report known or suspected abuse, which complies with Penal Code 11166, to the designated agency.

Client Name: _____________________________________________________ Client Signature ____________________________________________ Date ___________________ Client Resource Coordinator Name: ____________________________________ Client Resource Coordinator Signature: _______________________________ Date ___________________

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22 RELEASE FORM/CHILDREN’S EDUCATIONAL PROGRESS REPORT
(MKV)
Catholic Charities of Los Angeles/City of Covina
McGill Transitional House Program

RELEASE OF INFORMATION
Client’s Name Date of Birth
School Name:

School’s Address:

School’s Telephone:

The above named Client has required services from Catholic Charities of Los Angeles, Inc., and is authorizing communication between our agency and your school to release, disclose and/or exchange information (written and/or oral) about himself/herself and/or his/her child(ren) which shall include the release of records and/or information pertaining to any consultation, assessment, evaluation, treatment, or service your organization/school provided to the Client/minor(s).

The specific information requested is indicated below:
[ ] Medical [ ] Dental [ X ] Educational
[ ] Vocational [ ] TANF/CALWORKS [ ] Social Services
[ ] Law Enforcement [ ] Legal [ ] Housing
[X] Other: Linkage to Mc Kinney Vento (MKV), progress reports, report cards, communication between Case Manager and school officials for well-being of Client’s school aged children.

Client Signature Date
Client Resource Coordinator Date
***Please Note: A COPY OF CLIENT’S SIGNATURE IS AS VALID AS THE ORIGINAL

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23 MCGILL TRANSITIONAL PROGRAM “CHORE CHECK OFF LIST”
Clients are required to assist in the maintenance of the McGill Transitional House Program. Clients will be assigned various chores by the Client Resource Coordinator. Morning chores must be completed by 7:30am and evening chores must be completed by 8:30pm. All chores must be completed to the satisfaction of the Client Resource Coordinator. Below is a sample chore list which encompasses much of what will be required and expected.

LIVING ROOM (RESIDENT NAME) RES. INITIALS STAFF
⁮ Clean under and behind sofa, chairs, desk, tables _________ _________ ⁮ Clean vents _________ _________
⁮ Mop the floors _________ _________
⁮ Sweep/vacuum corners and edges of room _________ _________ ⁮ Vacuum stairs _________ _________
⁮ Wipe mini blinds, windows _________ _________
⁮ Wipe walls and doors _________ _________
⁮ Wipe/clean banisters _________ _________

DINING ROOM (RESIDENT NAME)
⁮ Clean and polish table and chairs _________ _________ ⁮ Sweep, mop or vacuum floors _________ _________
⁮ Wipe walls, vents and window _________ _________

KITCHEN (RESIDENT NAME)
⁮ Clean and wash out trash cans _________ _________
⁮ Clean counter tops _________ _________
⁮ Clean microwave and other appliances _________ _________ ⁮ Clean mini blinds and windows _________ _________
⁮ Clean stove, oven and vents _________ _________
⁮ Completely clean out refrigerator _________ _________ ⁮ Throw out all expired foods _________ _________
⁮ Wipe and clean out cabinets’ _________ _________
⁮ Wipe down walls and clean vents _________ _________
⁮ Wipe off outside and tops of refrigerator _________ _________

BEDROOM (EACH RESIDENT MUST COMPLETE)
⁮ Clean windows _________ _________
⁮ Clean out closets _________ _________
⁮ Organized clothes and toys _________ _________
⁮ Vacuum hallway and outside bedroom doors _________ _________ ⁮ Vacuum, sweep floor and rugs _________ _________
⁮ Wipe down dressers and lamps _________ _________
⁮ Wipe down walls _________ _________
PATIO/OUTSIDE (RESIDENT NAME) RES. INITIALS STAFF
⁮ Clean patio door _________ _________
⁮ Rinse off garage door _________ _________
⁮ Sweep and rinse down driveway and patio _________ _________ ⁮ Water roses (slow drip) for 5 minutes _________ _________

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24 ⁮ Wipe down or rinse off patio furniture _________ _________ ⁮ Place trash bins on street for trash collection _________ _________ ⁮ Return trash bins to original destination _________ _________

BATHROOM (EACH RESIDENT MUST COMPLETE)
⁮ Clean toilet, sink, and cabinet area _________ _________ ⁮ Scrub tub inside and outside _________ _________
⁮ Sweep and mop floor _________ _________
⁮ Wash down shower walls _________ _________
⁮ Wash out all trash cans _________ _________
⁮ Wipe down walls and clean mirrors _________ _________ Client Name: _____________________________________________________ Client Signature: ____________________________________________ Date ___________________ Client Resource Coordinator Name: __________________________ Client Resource Coordinator Signature: ______________________________ Date ___________________

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25 McGILL TRANSITIONAL PROGRAM DISCHARGE POLICY AND

PROCEDURE
Participation in the McGill Transitional House is voluntary. The Client can terminate their participation in the program at any time.

Mandatory Discharge
Discharge is mandatory upon the following conditions:
• Noncompliance with program policies, rules and regulations • Client is found or suspected of being under the influence of any alcohol or narcotic • The Client discloses the address of the facility
• The Client is found to be engaged in any illegal activity within the facility or away from the facility • The Client is found to have stolen within the facility or away from the facility • There is extensive physical damage caused by the Client to the McGill House property • There is physical violence or threats of violence observed by staff Discharge Procedure
Clients are discharged at their own request, participating in prohibited conduct, or at the completion of the program. At the time of discharge, the following steps are taken:

1. Acknowledgement that staff will be contacting Clients for 6 months after discharge to follow-up and Client will inform staff of any address changes

2. Completion of discharge documents including forwarding address and telephone number

3. Completion of survey, if appropriate, on resident’s experience in the program

4. Remove any stored items with the understanding that any items not removed within 14 days will be given away, donated, or disposed in the trash

5. Client must return all supplies or items received for use by the resident and their family during their stay in the program

6. Return all keys for the facility to Client Resource Coordinator.

Client Name: _____________________________________________________ Client Signature ____________________________________________ Date ___________________ Client Resource Coordinator Name: ___________________________ Client Resource Coordinator Signature: ____________________________ Date ___________________

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26 MCGILL TRANSITIONAL HOUSE PROGRAM RULES

1. Communal Living
a. I understand that I must not engage in conflict with other Clients or any staff and volunteers. b. I will visit with other Clients only in the communal area. Visiting with other Clients in their rooms or other areas is prohibited.
c. No visitors are allowed at McGill Transitional House. I understand that McGill Transitional House is a confidential address and cannot be given out.
d. The only personal electronic items allowed in McGill Transitional House are TV, DVD player, and computer. I understand that if any of my valuables are missing at McGill Transitional House, Catholic Charities staff and Catholic Charities will not be held liable or responsible. d. I understand that I must dress appropriately
e. I understand that I must use house footwear (slippers, sandals, shoes, etc.) when inside McGill Transitional House at all times.

2. Curfew
a) I understand that compliance with the curfew is mandatory. b) I understand that my entry into McGill Transitional House starts at 4:30pm Monday through Friday.

Saturday and Sunday, I can remain at McGill Transitional House all day. Curfew hours from Sunday through Thursday are 7pm and Friday and Saturday 8pm. Approved exceptions may be requested due to: School, Employment, or Medical Emergency. In the case of an exception, documentation is required.
c) I understand that if I require an extension of my curfew I will need to make a written request for review in advance (7 calendar days) and receive approval from McGill House staff, and understand that extensions are granted on a case-by-case basis review and with appropriate justification. d) I understand that under no circumstances, am I to spend the night outside of McGill Transitional House and understand that it will result in my immediate dismissal from McGill Transitional House. An overnight pass is ONLY granted with approval from McGill staff, based upon review.

3. Residence Entry / Exit
a) I will sign-in / sign-out every time I enter or exit the McGill Transitional House. b) I will not leave the McGill Transitional House between the hours of 8:00pm and 6:00am without prior written approval from McGill House staff. All Clients must exit McGill Transitional House by 8:30 am Monday through Friday.
c) I will only use the front entrance to enter or leave the McGill Transitional House.

4. House Responsibilities
a) I understand that I will be assigned specific house responsibilites. I will complete my house responsibilities daily and on time.
b) I understand that McGill staff will periodically check on my completion of house responsibilities and will instruct me accordingly.

5. Meals and Kitchen Use
a) I understand that I am responsible for preparing all meals for my family. Upon use of the kitchen, I am responsible for cleaning up, washing and putting away any dishes, plates, utensils etc. b) I understand that once I begin cooking, I will remain in the kitchen until I finish and will not leave my food unattended at any time.
c) I understand that children are not allowed to use the stove, oven or dishwasher. I understand that children may assist in meal preparation with parental supervision only.

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27 d) I understand that food is allowed ONLY in the kitchen and dining room. All meals/snacks are to be eaten in the dining room. No food or drinks, except water are allowed in the rooms at any time. e) Parents must ensure that meals are prepared for their children and that they are fed. f) I understand I must store food in my assigned cupboards and sections of the refrigerator.

6. Parking Policy
a) I understand that I am not permitted to park my personal vehicle on the driveway or in the garage, and only street parking is permitted.

7. Laundry
I agree to use the washer and dryer on site for laundry, during hours of operation: Monday – Friday:
5:00am to 8:00pm; 4:30:-pm – 10:00pm, and Saturday and Sunday 5:00am 10:00pm.

8. Mail Policy
a) All mail must be addressed to 1460 E. Holt Avenue, Suite 98, Pomona, CA 91767. I understand that all mail will be given to me directly by McGill Staff on duty and I will sign that I have received my mail.
b) I understand that McGill Transitional House does not allow mail to come to the McGill Transitional House. After I exit McGill Transitional House I understand all mail sent to me will be returned to sender.
c) I understand that the staff of McGill Transitional House will not sign for any packages or certified mail delivered to McGill Transitional House.

9. Cell Phones and Laptops Policy
a) I understand that it is my responsibility if I choose to bring my laptop. McGill Transitional House is not responsible for any missing or stolen items.
b) I understand that I may use my laptop in communal areas with headphones. c) I understand that I may use my laptop with the volume turned to the minimum so as not to disturb others in the home.

10. Bedrooms and Living Spaces
a) I understand that I am responsible for the cleanliness of the room. b) It is my responsibility to wash bed linens and blankets weekly. c) I understand that the bedroom will be inspected periodically to check for cleanliness and ensure standards are being met.
d) I will utilize only the bathroom in my assigned room. . e) I understand that the room is not to become a storage area, and agree to remove my belongings and locate storage space elsewhere if McGill staff find an excessive amount of belongings in my room. f) I understand that my belonging shall not to obstruct any exits or doorways in the room and will be placed in the storage spaces provided at all times so as not to pose a safety issue for myself, family members and other staff.
g) All bathrooms/showers must be kept clean and sanitary at ALL TIMES. h) All trash must be picked up and disposed of in the proper receptacles. All trash cans must be emptied daily if trash can is full.

11. NO-Smoking Policy
a) I understand that the McGill Transitional House is a smoke free residence.

12. Contraband and Other Prohibited Items
a) I understand that illegal drugs, alcohol or weapons of any type are not permitted in McGill Transitional House at any time.

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28 b) I understand that the room may be searched if there is any suspicion of possession of any of the above prohibited items.
c) I understand that possession of these items is illegal and will result in my immediate dismissal from McGill Transitional House, as well as the summoning of the City of Covina Police Department.

12. Bedroom Check
a) I understand that bedroom check starts after 8:30am Monday through Friday. b) I understand that damage or vandilisim to any property is prohibited and that I will be required to pay for all damages or theft of property.
c) I also understand that the staff on duty has the right to enter the room if they have knocked and I have not answered.
d) I understand that my family and I must return to our rooms by 10:00pm Sunday through Thursday and use of the common areas, such as the kitchen, living room etc., are prohibited after 10:00pm. e) All children are encouraged to be in bed by 9:00PM on designated school days.

14. Personal Property
a. I understand that McGill Transitional House is not responsible for my personal property while I am staying at the shelter.
b. I will take all of my belongings with me when I exit the program. i. I understand that my belongings must be picked up from McGill Transitional House at coordinated time.

15. Warning Policy
a. I understand that if I violate any of the McGill Transitional House Rules, I could earn a written warning.

16. Grounds for Immediate Expulsion
a. I understand that I will be asked to leave the program immediately if I am found to violate or if any of my family members violate any of the following:
i. Possession of any weapon, drugs, alcohol or open flames at McGill Transitional House. ii. Theft or intentional damage of property to McGill Transitional House. iii. Committing any act of aggression, hostility, harassment, assault or threats towards staff, Clients or volunteers or with other neighboring Clients in the area. iv. Engaging in illegal conduct/activity that violate the law whether on or off McGill Transitional House property.
v. Engaging in behavior or activity that appears to threaten the safety of Clients, and/or staff.

17. Moving out Procedures
The exit procedures are as follows:
o Complete an exit interview with your case manager
o Finalize documentation that includes an Exit Summary Form and Aftercare Planning. o You must arrange the removal of your belongings with McGill Transitional House staff.

McGill Transitional House property must not be removed from premises.

18. Leaving the Residence
You can be asked to leave if you:
o Have not made any efforts in improving any behaviors related to written reminders and/or warmings for the following: Following through with your case plan as developed and agreed between you and your McGill Transitional House staff. o Violate house rules, including, but not limited to, missing curfew, and other minor infractions.

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29 o Intentionally providing false information to McGill Transitional House staff and Regional Director.
o Falsifying your homelessness status in efforts to obtain services (section 8, low income housing, etc.)
I have read, understood, and agree to the rules and policies of McGill Transitional House Program outlined above.

My signature below acknowledges my understanding that if I fail to follow these rules and policies I may be dismissed from the program and will be required to move out immediately.

Client Name: ____________________________
Client Signature: _________________________ Date: _________ Client Resource Coordinator Name: _______________________________ Client Resource Coordinator Signature: _____________________________ Date: __________ ****** Staff has the discretion to increase the warning level status bases on the circumstances of the violation******

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30 MCGILL TRANSITIONAL HOUSE

PROGRAM CLIENTS GRIEVANCE

PROCEDURE
(Client Copy)

1. Please identify the nature of any complaint or appeal you may have in writing on the reverse side of this form. When finished, give this form to the staff person assisting you and they will make a copy of it for you and provide you with the names and contact information of the program manager and regional director that are responsible for grievance resolution.

2. The program manager or regional director for the services you have requested, or have been using, will contact you within seventy-two (72) hours in an effort to resolve your appeal or complaint.

3. The shelter program will provide a confidential area where your grievance may be heard. If an offsite facility must be used, the agency will provide transportation.

4. If your complaint/appeal is resolved, you will be informed in writing and Catholic Charities will document the resolution of your complaint or appeal.

5. If your complaint or appeal is not resolved at this level, you may request that your written complaint or appeal be referred to an outside grievance resolution service within 48-hours after the initial meeting set to resolve the grievance. The program manager will be glad to assist you in this process.

6. The grievance resolution service will document and notify all parties of its decision in regard to your complaint or appeal.

7. All grievances, resolved or not, will be maintained in a centralized location for secure storage, and will be accessible for review by the City of Covina.

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31 MCGILL TRANSITIONAL HOUSE PROGRAM

CLIENT COMPLAINT OR APPEAL
(Describe the nature of any complaint or appeal, including any dates, names, and/or places, in the space below. If you require additional room, please add additional pages, as needed. When you are finished, submit your complaint or appeal to the staff person assisting you and they will make you a copy.)
Client Name: Date:

Program Review Date: _ Review Complete: Yes ( ) No ( )
Issues Resolved: Yes ( ) No ( )
Summary of Decision:

Outside Resolution Service Review Date: Review Complete: Yes ( ) No ( ) Issues Resolved: Yes ( ) No ( )
Summary of Decision:

Administrative Review Date: Review Complete: Yes ( ) No ( ) Summary of Decision:

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32 TRANSITIONAL HOUSE TERMINATION POLICIES AND

PROCEDURES

1. Prior to the Client receiving assistance, a written copy of the McGill Transitional House program rules and the termination process must be provided to the Client.

2. A written Termination Notice is delivered in person by the Catholic Charities of Los Angeles, Inc., San Gabriel Regional Director when terminating a Client from the McGill House program. The Termination Notice must state the reason(s) for the termination (termination decision).

3. If a Client wishes to request a review of the termination decision, the Client must adhere to the following procedures:
• The Client must request a review of the termination decision within three (3) working days of receiving the Notice of Termination by completing the Termination Appeal Request Form (Appeal). • The Appeal must be completed and delivered in person or via mail to the Director of Community Development/authorized representative (Director), City of Covina Community Development Department, at 125 E. College Street, Covina, CA 91723.

4. If a Client requests review of the termination decision, the City will follow the following process:
• Once an Appeal is received, the Director will schedule a hearing. • The hearing will take place within 72 hours of receipt of the Client’s grievance form, if possible. At the hearing, the Client will have the opportunity to provide both written documentation and a verbal explanation to establish their case.
• The Client’s participation in the McGill House program will be terminated in only the most severe case. • The Director or Director’s representative will respond within five working days. • The Directors decision is final.

5. If the Client submits an Appeal, the termination will be suspended until all steps of the termination resolution process have been completed, unless the termination decision is a result of a serious violation of McGill Transitional House Rules/Regulations and it pertains to violence or compromises the safety of staff or other Clients.

6. If a Client is terminated from the McGill Transitional House program before completion, the Client shall leave McGill Transitional House with reasonable accommodations made on their behalf. Client will be granted thirty days to complete exit paperwork. The Client will have 14 days to make an appointment to remove their personal belongings. After 14 days, all unclaimed property will be disposed at McGill Transitional House staff’s discretion.

7. Termination planning and paperwork will include a list of currently available community resources and referrals.

8. Termination from the McGill Transitional House program does not bar the City from providing further assistance at a later date to the same individual or family previously terminated from McGill Transitional House program.

Client Name: _____________________________________________________ Client Signature: __________________________________________________ Date: ___________________ Client Resource Coordinator Name: ________________________________ Client Resource Coordinator Signature: ______________________________ Date: ___________________

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33 TERMINATION APPEAL REQUEST FORM
Today’s Date: _______________________________
Termination Notice Date:______________________
Phone Number: __________________________
Termination Effective Date: ___________________
Client Name: ________________________________
This notice must be received by the City of Covina Director of Community Development / authorized representative within 3-working business days of receiving the termination notice. Please describe the reason(s) you feel you were unfairly terminated from the McGill Transitional Housing Program. Why are you appealing? How do you plan to resolve the issue and prevent it from happening again? Please be as specific as possible. (Include details, dates, times, names, etc.) Attach additional pages if necessary. ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Supporting documents attached: Yes ( ) No ( )
List of supporting documents:
____________________________________________________________________________________ ____________________________________________________________________________________ Client Name: _______________________________________________ Client Signature: _____________________________________________ Date: ________________________

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34 MCGILL COVID-19

GUIDELINES AND PROCEDURES
What is COVID-19?
COVID-19, also referred to as coronavirus, is a novel virus that can spread in unprecedented ways.

Individuals who do not display symptoms (are asymptomatic) may still spread the virus. While the virus often yields mild to moderate symptoms in most cases, it can have severe or even fatal affects in high-risk groups. The most common forms of transmission are through:
• Breathing in air when close to an infected person who is exhaling small droplets and particles that contain the virus
• Having these small droplets and particles that contain the virus land on eyes, nose, or mouth, especially through splashes and sprays like cough or sneeze • Touching eyes, nose, or mouth with hands that have the virus on them Upon exposure to the virus there is an incubation period of 2-5 days, where symptoms may not yet be displayed; however, individuals may still be contagious in the period before symptoms are presented and briefly after symptoms have subsided (GSC, 2020).

What are common symptoms of COVID-19?
• Fever (100.4 or higher)
• Cough
• Shortness of breath or difficulty
breathing
• Diarrhea
• Nausea or vomiting
• Fatigue
• Runny nose or congestion
• Muscle pain
• Headache
• Sore throat
• New loss of taste or smell
What happens when staff or client(s) display symptoms?
If a participant or staff display any of the aforementioned symptoms, notify CRC III immediately and isolate the symptomatic individual until an action plan can be made. If staff members display symptoms, they must notify the Regional Director as well as Human Resources and follow protocols set in place for staff. Staff members must receive and submit their negative test results before resuming their duties. If a client displays symptom, the client must follow California Department of Public Health CDPH Guidance for Health Jurisdictions on Isolation and Quarantine of the General Public. . . Positive cases among residents will be reported by CCLA to appropriate authorities.

What happens when someone comes into close contact with someone who tested positive? You are a “close contact” if you shared the same indoor airspace with someone with COVID-19 for a total of 15 minutes or more over a 24-hour period while they were infectious. Examples of indoor airspaces are homes, waiting rooms, airplanes (LACDPH, 2022). Individuals who have come into close contact with someone who has tested positive will be treated as if they were symptomatic as well. Please refer to the procedure for symptomatic staff/clients for how to proceed.

What happens when a resident or staff tests positive?

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35 In the situation that a staff member or client tests positive, the positive individual(s) will be placed in quarantine outside of the house for a ten-day period. Staff will arrange for essential supplies to be delivered to the house until the quarantine period has ended and staff and client are symptom free.

Confirmed positive cases must be reported to the Department of Public Health Acute Communicable Disease Program at (213) 240-7941, during business hours, or at (213) 974-1234 (ask for on-call clinician), after hours.

When may a quarantine/isolation period end?
Please refer to LA County Department of Public Health website for most updated guidelines. Below is a guide at the current date of issuance.
“If you had symptoms and tested positive for COVID-19 or if a healthcare provider thinks* that you have COVID-19, you must stay home until:

At least 5 days** have passed since your symptoms first started and you have had no fever for at least 24 hours (without the use of medicine that reduces fevers) and your symptoms have improved.

If you tested positive for COVID-19 but never had any symptoms:

You must stay home for 10 days after the test was taken, but if you develop symptoms, you need to follow the instructions above.
*If a healthcare provider initially thought your symptoms were due to COVID-19 but they reassessed your diagnosis and concluded that you are not infected, you can stop isolating once 24 hours have passed since you have been fever-free without using fever-reducing medications. However, if you are under quarantine orders (because you are a close contact to a person with COVID-19) you must stay in quarantine. **If you have a condition that severely weakens your immune system you might need to stay home for longer than 10 days. Talk to your healthcare provider for more information.” (LACDPH, 2022)
Preventative Measures
In order to ensure the safety of both clients and staff, McGill has implemented temporary measures to effectively practice social distancing guidelines, including but not limited to:
• Recommend that all eligible clients and staff receive their vaccine and booster doses(s). • Optimize indoor ventilation were possible.
• Screen all clients and staff for symptoms of COVID-19 including temperature check. • Ensure capacity for screening and testing of all symptomatic persons for COVID-19. • Prearranged staggered kitchen times – clients are asked to use kitchen and dining area only during their designated times. Kitchen schedule is posted in the kitchen. • Clients are to avoid lingering in common spaces (e.g. living room). • Clients are required to wear masks at all times when outside of their room, the only exception being while eating or drinking.
• Clients and staff are to practice social distancing measures both inside and out of the McGill House.

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36 • Clients and staff are encouraged to avoid gathering with people outside of their household and to only travel outside of the house for essential activities (e.g. work, doctor’s appointments, childcare, essential shopping).
• Provide clients with hygiene materials, when available • Routine cleaning practices – clients are asked to clean surfaces following their use. Additionally, staff will regularly wipe down frequently touched surfaces such as doorknobs, stair guardrail, countertops, computer keyboard, etc.
• Clients and staff are encouraged to get tested every two weeks, or following a large gathering outside of their household.
• Limited approval of overnight passes – to limit exposure to outside households, overnight passes may not be approved.

Additional Resources
• Updated health guidelines:
o Center for Disease Control:
https://www.cdc.gov/coronavirus/2019-ncov/index.html
o California Dept. of Public Health:
https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/Immunization/ncov2019.aspx o Los Angeles County Dept. of Public Health:
http://publichealth.lacounty.gov/media/Coronavirus/
• Testing sites:
o Los Angeles County:
https://covid19.lacounty.gov/testing/
o Curative:
https://curative.com/
o LHI:
https://lhi.care/covidtesting

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37 McGill Transitional Housing Program
COVID -19
Client Agreement
I, , agree to comply with the following guidelines to the best of my ability:
• To wear a mask when outside of my room
• To submit to regular temperature checks
• To only use the kitchen and dining area during my scheduled time, unless otherwise arranged with staff
• To submit proof of vaccine, if vaccinated. If not vaccinated, to submit weekly COVID negative results.
• To let staff know if I am presenting with any symptoms or have come into contact with someone who is displaying symptoms or known to have tested positive for COVID-19 • To limit my travel outside of program to only essential activities (e.g. work, doctor’s appointments, childcare, essential shopping)
• To schedule testing as soon as possible, when reasonable suspected exposure has occurred • To comply with quarantine regulations, if I do display symptoms or test positive • To minimize my request for overnight passes
Note: Should client choose to not comply with these measures, it could result in program exit.

Client Signature: Date:

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38 ALL PURPOSE ACKNOWLEDGEMENT
I, (“Client”), acknowledge and
fully understand the policies, procedures, and rules presented by the Client Resource Coordinator prior to my moving in to the McGill Transitional Housing Program. I understand that I must review all rules and policies prior to occupying the home.

Client Name: _____________________________________________________ Client Signature: __________________________________________________Date: ___________________ Client Resource Coordinator Name: ________________________________ Client Resource Coordinator Signature: ______________________________ Date: ___________________

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Draft 8.9.22 XH
McGill Transitional House Program
Emergency and Disaster Action Plan
Earthquake Safety Procedures
Plan #1- When Inside the McGill House during an Earthquake 1st Floor

1. RA/Staff and clients willgo under a table or the nearest doorway.

2. RA/Staff andclientswillstayawayfromwindows andglassdoors.

3. When shaking stops, RA/Staff and clients will evacuate through the exit door.

4. If safe,the RA/Staff will grab the First AidKitfromthegarage. 2"d Floor

1. RA/Staff andclients willgo under a table orthe nearest doorway.

2. RA/Staff andclientswill stay awayfromwindows andglass doors.

3. Whenshakingstops,RA/Staff andclientswillwalk downstairs andevacuate through the exit door.

4. Ifsafe,the RA/Staff will grab the First AidKitfromthe garage.

5. Whenshakingstops,ifstaircaseisinaccessibleRA/Staffandclientswillevacuate through the bedroom sliding door onto the balcony.

After Exiting through the Exit Door

1. RA/Staff and clients will gather in the front yard.

2. RA/Staff and clients will stay away from power lines, trees, and brick walls.

3. RA/Staff willtake roll call of staff and clients.

4. RA/Staff and clients willnotre-enterthe McGillHouse.

5. RA/Staff will call emergency number 911.

Plan #2 - When Outside the McGill House during an Earthquake

1. RA/Staff and clients will gather in the front yard if already in front yard.

2. If in the backyard, RA/Staff and clients will gather in the front yard when shaking stops.

3. RA/Staff and clients will stay away from power lines, trees, and brick walls.

4. RA/Staff will take rollcall of staff and clients.

5. RA/Staff andclients will not re-enterthe McGillHouse.

6. RA/Staff will call emergency number 911.

FireSafety Procedures
Plan #1- Fire on 1st Floor

1. RA/Staff and clients will hear the fire alarm and if safe, evacuate through the exit door.

2. If safe, the RA/Staff will grab the First Aid Kit from thegarage.

Plan #2 - Fire on 2nc1 Floor

1. RA/Staff and clients will hear the fire alarm and if safe, walk down the stairs and evacuate through the exit door.

2. If safe, the RA/Staff will grab the First Aid Kit from the garage.

3. If staircase is inaccessible, RA/Staff and clients will evacuate through the bedroom sliding door onto the balcony.

Page 41 of 45 ends

Draft 8.9.22 XH
After Exiting through the Exit Door

1. RA/Staff and clients will gather in the front yard.

2. RA/Staff willtake rollcall of staff and clients.

3. RA/Staff andclients willnotre-enterthe McGill House.

4. RA/Staff will call emergency number 911
NOTE: THE FIRST AID KIT IS LOCATED IN THE GARAGE

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Draft 8.9.22 XH

Page 43 of 45 ends

RESOLUTION HA 2022-02

A RESOLUTION OF THE COVINA HOUSING AUTHORITY OF THE

CITY OF COVINA, CALIFORNIA, APPROVING THE UPDATED

POLICIES AND PROCEDURES FOR THE MCGILL TRANSITIONAL
HOUSE
WHEREAS, the City of Covina is a municipal corporation duly organized and existing pursuant to the Constitution and laws of the State of California; and WHEREAS, the Covina Housing Authority Board oversees actions and policies of the McGill Transitional House Program; and
WHEREAS, program goals include self-sufficiency, employment, and permanent housing; and
WHEREAS, certain rules and policies establish protocols of the program to support the safe and effective operation of the house, and successful completion of client program goals; and WHEREAS, the Policies and Procedures for the McGill Transitional House were last adopted on September 15, 2015; and
WHEREAS, it is necessary to periodically update the Policies and Procedures for the McGill Transitional House to promote the safety and well-being of the clients and staff, and the effectiveness of the program; and
WHEREAS, the Covina Housing Authority Board understands that small updates are occasionally necessary, and permits the Executive Director to authorize future minor updates to the Policies and Procedures administratively; and
WHEREAS, the Covina Housing Authority Board wishes to approve the updates to the Policies and Procedures.

NOW, THEREFORE, THE COVINA HOUSING AUTHORITY DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The Covina Housing Authority Board approves the revisions to the McGill Transitional House Policies and Procedures.

SECTION 2. That Covina Housing Authority Board permits the Executive Director to authorize future minor updates to the Policies and Procedures administratively.

SECTION 3. The Secretary shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

Page 44 of 45 ends

Resolution HA 2022-02 Page 2 of 2
APPROVED and PASSED this 16
th day of August, 2022.

City of Covina, California
BY:

PATRICIA CORTEZ, Chair
ATTEST:

CHRIS MARCARELLO, Secretary

CERTIFICATION
I, Chris Marcarello, Secretary of the Covina Housing Authority, do hereby certify that Resolution HA 2022-02 was duly adopted by the Covina Housing Authority at a regular meeting held on the 16 th day of August, 2022, by the following vote:

AYES: AUTHORITY MEMBERS:

NOES: AUTHORITY MEMBERS:

ABSTAIN: AUTHORITY MEMBERS:

ABSENT: AUTHORITY MEMBERS:

Dated:

CHRIS MARCARELLO, Secretary

Page 45 of 45 ends

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 12
Meeting: CC Regular Meeting - Aug 16 2022
Title: A Resolution Accepting a Grant Allocation in the Amount of $60,000 Under the California High Frequency Communications Equipment Program Presented By: David Povero, Chief of Police
Recommendation: 1. Adopt Resolution CC 2022-90 accepting grant allocation from the California High Frequency Communication Equipment Program in the amount of $60,000 and increasing the Police Department Fiscal Year 2022-23 budget by the same amount; and

2. Authorize the City Manager or his designee to sign all necessary documents associated with this grant including agreements, assurances, prepared invoiced to obtain the grant funds.

EXECUTIVE SUMMARY / BACKROUND:

The purpose of the High Frequency Communication Equipment Program through the State of California is to provide grant funding to local Emergency Operations Centers (EOC) for equipment. Equipment purchased must allow local governments to be included in an integrated high frequency radio network that utilizes frequencies authorized by the Federal Communications Commission and intended to be capable of communications with state, local and federal agencies.

DISCUSSION:

The Covina Police Department has been awarded $60,000 in grant funding for handheld radios to enhance Covina's Emergency Operations Center. This equipment is critical to enhance event and incident management and strengthen the ability of law enforcement and first responders to respond to and recover from natural or manmade disasters. Approximately six radios can potentially be purchased with a $60,000 award. All radios will be interoperable with existing radios currently used by the police department and surrounding agencies.

FISCAL IMPACT:

This resolution will increase the Police Department's revenue and appropriation accounts to $60,000 which is the maximum allowed for the program. There will be no additional appropriation needed from the General Fund.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

None.

ATTACHMENTS:

Attachment A - Resolution CC 2022-90
Respectfully submitted,

Page 2 of 4 ends

RESOLUTION CC 2022-90

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA,

CALIFORNIA, TO ACCEPT A GRANT ALLOCATION IN THE AMOUNT
OF $60,000 UNDER THE HIGH FREQUENCY COMMUNICATIONS

EQUIPMENT PROGRAM AND INCEASE THE POLICE DEPARTMENT
2022-23 BUDGET BY $60,000 AND APPROPRIATE SAME DOLLAR
AMOUNT
WHEREAS, the City of Covina is a municipal corporation duly organized and existing pursuant to the Constitution and laws of the State of California (“City”); and WHEREAS, the City of Covina has been allocated $60,000 under the California Governor’s Office of Emergency Services (Cal OES) High Frequency Communications Equipment Program; and
WHEREAS, utilizing this allocation will increase the Police Department’s appropriation by $60,000 and revenue accounts by the same amount; and WHEREAS, the reallocation of appropriations may be made by the City Manager, amendments (increases/decreases) to the Budget shall be by approval and Resolution of the City Council.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. Amend the fiscal year 2022-23 Police Department Budget as follows:

Revenue Account
22301410-42190-HFCE Other State Grants-Communication Services-Other State Grants/Subventions – Project “High Frequency Communication Equipment. Increase by $60,000 Appropriation Account
22301410-54420-HFCE Other State Grants-Communication Services-Tactical Equipment – Project “High Frequency Communication Equipment. Increase by $60,000 SECTION 2. Authorize the City Manager or his designee to sign all necessary documents associated with this grant including agreements, assurances, prepared invoiced to obtain the grant funds.

SECTION 3. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

APPROVED and PASSED this 16
th day of August, 2022.

Page 3 of 4 ends

Resolution CC 2022-90 Page 2 of 2
City of Covina, California
BY:

PATRICIA CORTEZ, Mayor
ATTEST:
_________________________________________
FABIAN VELEZ, Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2022-90 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 16
th day of August, 2022, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:
________________________________________
FABIAN VELEZ, Deputy City Clerk

Page 4 of 4 ends

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 13
Meeting: CC Regular Meeting - Aug 16 2022
Title: Annual Adjustment in City Attorney Contract Rates Effective July 1, 2022 Presented By: Chris Marcarello, City Manager
Recommendation: That the City Council approve the revised rates included in Exhibit A of the professional services agreement between the City of Covina and Richards Watson Gershon for the provision of City Attorney services.

EXECUTIVE SUMMARY / BACKROUND:

In May 2015 the City entered into an agreement with Richards, Watson & Gershon (RWG) to provide City Attorney services. The agreement was subsequently amended in June 2019 to increase the monthly retainer fee and provide for an annual rate adjustment equal to the lesser of the increase in the Consumer Price Index, All Urban Consumers, or three percent (3%) per year. In Fiscal Year 2021, RWG agreed to forgo this increase due to the uncertainty caused by the Covid-19 pandemic. As proposed, the City Council would consider authorizing an increase of three percent (3%) to rates included in the agreement, resulting in an increase to the monthly retainer from $19,273 per month to $19,851 per month, effective July 1, 2022.

FISCAL IMPACT:

Funding is included in the City's Fiscal Year 2023 budget for City Attorney services.

ATTACHMENTS:

Attachment A - Annual Adjustment in City Attorney Contract Rates Respectfully submitted,
Candice K. Lee
T 213.626.8484
F 213.626.0078
E [email protected]
355 South Grand Avenue
40th Floor
Los Angeles, CA 90071-3101
rwglaw.com
June 2, 2022

VIA ELECTRONIC MAIL
Mr. Chris Marcarello
City Manager
City of Covina
125 E. College Street
Covina, CA 91723
Re: Annual Adjustment in City Attorney Contract Rates Effective July 1, 2022 Dear Chris:

As you may know, the Agreement between the City of Covina and Richards, Watson & Gershon provides for automatic annual rate increases based on the lesser of: (1) the percentage change in the Consumer Price Index; and (2) three percent (3%) subject to City Council consent.

Specifically, the Adjustments section of Exhibit A to the First Amendment provides as follows:
“Adjustments. Commencing July 1, 2020, and on each July 1st thereafter, the rates for Retainer Services, Litigation and Special Legal Services, and Bond Counsel Services and Disclosure Counsel Services will automatically increase by the lesser of: (i) a percentage amount equal to the percentage increase in the United States Department of Labor, Bureau of Labor Statistics’ Consumer Price Index for All Urban Consumers for the Los Angeles-Long Beach-Anaheim statistical area for the twelve-month period ending on the immediately prior March 31st; and (ii) three percent (3%), subject to City Council consent.”
Based on the foregoing, our office prepared a spreadsheet to determine the change in the Consumer Price Index (All Urban consumers for the Los Angeles-Long Beach-Anaheim region) over the applicable time period (March 2021 to March 2022). A copy of the spreadsheet is attached as Attachment A.

The spreadsheet shows that the CPI changed 8.50% from 2021 to 2022. Therefore, we have applied the flat 3% for each year, pursuant to the terms of the Second Amendment. The old rates and the new rates (effective July 1, 2022) are shown below:

Page 2 of 8 ends

Mr. Chris Marcarello
June 2, 2022 Page | 2
Type of Service Old 7/2021 Rate New 7/2022 Rate
Retainer Services $19,273 $19,851
Litigation & Special Services
(Associate Attorneys)
$234 $241
Litigation & Special Services
(All Other More Senior
Attorneys)
$286 $295
Pitchess Motions &
Subpoenas
$203 $209
Paralegal Services $156 $161
Bond Counsel & Disclosure
Counsel Services
$365 $376
Also attached as Attachment B, is a revised version of Exhibit A to the Agreement showing the changes in rates effective July 1, 2022.

Please let me know if you need any clarification or assistance from me in my private capacity in preparing or presenting this to the City Council. If you have any questions, please do not hesitate to contact me.

Very truly yours,
Candice K. Lee
City Attorney
Attachment(s)
12923-0001\2670425v1.doc

Page 3 of 8 ends

Attachment A
Spreadsheet showing CPI Changes

Page 4 of 8 ends

Page 5 of 8 ends

Attachment B
Revised Exhibit “A” to Legal Services Agreement

Page 6 of 8 ends

“EXHIBIT A”

RICHARDS, WATSON & GERSHON

COMPENSATION RATE SCHEDULE FOR CITY OF COVINA
EFFECTIVE July 1, 2022
Retainer Services. Retainer Services shall be defined to include: (i) in-person attendance at all City Council meetings unless excused by the City Manager, (ii) in-person attendance at Planning Commission meetings at the designation of the City Manager and (iii) all office hours or other communications with staff and legal services provided to the City except those services that are defined below as “Litigation and Special Legal Services” or “Third-party Reimbursed Services.” Travel time incurred on Retainer Services matters would be billed to and paid from the retainer.

All Retainer Services would be billed at a flat monthly retainer of $19,851 per month.

Litigation and Special Legal Services. Litigation and Special Legal Services shall be defined to include: (i) complex real estate matters; (ii) labor and employment law projects (excluding routine, day-to-day labor and employment advice to the City Manager and staff, which shall be included in Retainer Services); (iii) environmental law services, including but not limited to, Hazardous Waste, Clean Air Act, and Clean Water Act issues; (iv) litigation services (including, without limitation, Pitchess motions, responses to subpoenas where a court filing is necessary, and representing the City in administrative proceedings before other bodies); (v) enforcement and prosecution of the City’s Municipal Code, and (vi) any individual legal services project that the City Manager and the City Attorney agree is anticipated to require more than 10 hours of services in a calendar month. Travel time incurred for Litigation and Special Services would be compensated at the Litigation and Special Services rate. All Litigation and Special Services, except enforcement and prosecution of the City’s Municipal Code, Pitchess motions, and responses to subpoenas where a court filing is necessary, would be compensated at composite hourly rates of $241 per hour for associate attorneys and $295 per hour for all other attorneys. Litigation and Special Services for enforcement and prosecution of the City’s Municipal Code and representing the City in Pitchess motions and responses to subpoenas where a court filing is necessary would be compensated at a flat rate of $209 per hour for all attorneys. Paralegal services for any Litigation and Special Services would be compensated at a rate of $161 per hour. Time incurred in providing these services will be billed in increments of one-tenth of an hour to billing accounts set up as specified by City staff.

Third-Party Reimbursed Services. Legal services that the City elects to have reimbursed by thirdparties shall be compensated at a 10% discount from the Firm’s then-standard hourly rates.

Bond Counsel Services and Disclosure Counsel Services. $376 per hour subject to a cap not to exceed an amount which the City Manager deems to be fair and reasonable for each issue or series of bonds or other obligations .

Reimbursable and/or Other Costs. Mileage, other than routine travel to the City Hall, shall be billed at the standard rate established by the IRS for deducting the operating expenses of an

Page 7 of 8 ends

automobile used for business purposes. This rate established by the IRS currently is 58.5 cents per mile. Copying costs will be charged at 5 cents per page. Facsimile charges will be $1 per page with a maximum charge of $25 for any one facsimile. All other costs, such as long distance telephone charges, messenger and delivery services, and legal research services will be charged only at the Firm’s actual out-of-pocket expenses. The Firm will not charge for word processing and similar clerical tasks.

Adjustments. Commencing July 1, 2021, and on each July 1st thereafter, the rates for Retainer Services, Litigation and Special Legal Services, and Bond Counsel Services and Disclosure Counsel Services will automatically increase by the lesser of: (i) a percentage amount equal to the percentage increase in the United States Department of Labor, Bureau of Labor Statistics’ Consumer Price Index for All Urban Consumers for the Los Angeles-Long Beach-Anaheim statistical area for the twelve-month period ending on the immediately prior March 31st; or (ii) three percent (3%), subject to City Council consent.”

Page 8 of 8 ends

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 14
Meeting: CC Regular Meeting - Aug 16 2022
Title: 2022 Conflict of Interest Code Biennial Update
Presented By: Evelyn Leach, Interim Chief Deputy City Clerk Fabian Velez, Deputy City Clerk
Recommendation: Adopt Resolution CC 2022-83 entitled. "A Resolution of the City Council of the City of Covina, California, amending the City of Covina Conflict of Interest Code and rescinding Resolution CC 2020-84."
EXECUTIVE SUMMARY / BACKROUND:

Under the Political Reform Act, all public agencies are required to adopt a conflict of interest code designating positions required to file Statements of Economic Interests (Form 700), and assigning disclosure categories specifying the types of interests to be reported. The Form 700 is a public document intended to inform public officials and members of the public about the types of financial interests that may create conflicts of interests.

The conflict of interest code must be reviewed every two years to determine if it is accurate and up-to-date, or if it needs to be amended. The Political Reform Act requires the 2022 Conflict of Interest Code Biennial Notice (Attachment A) to be filed with the agency's code-reviewing body by October 1, 2022.

DISCUSSION:

In accordance with Government Code Section 87306.5, a review has been conducted of the City's Conflict of Interest Code applicable to the City Council, the Successor Agency to the Covina Redevelopment Agency, the Covina Public Financing Agency and the Covina Housing Authority.

On June 22, 2022, the 2022 Local Biennial Notice form was distributed to the Department Directors for review.

Upon review, it was determined that changes to the City's current Conflict of Interest Code are necessary. It is therefore required that the City amend its Conflict of Interest Code to reflect its current structure. Deletions are notated by strike-through and additions are in boldface type in the current code (Attachment B) for City Council consideration. Following is a breakdown of each amendment with a brief explanation for the change:

POSITION/DEPARTMENT DISCLOSURE CATEGORY EXPLANATION OF CHANGE Senior Management Analyst 5
Add designated position and
disclosure category to
Administrative Services. Position
has been added to the City’s
classification plan.

Construction Inspector I/II 3, 6
Position has been eliminated from
Community Development.

Remove as a “designated
position.”
Deputy Building Official 3, 5, 6
Position has been eliminated from
Community Development.

Remove as a “designated
position.”
Management Analyst 2, 3, 6
Add designated position and
disclosure category to Community
Development. Position has been
added to the City’s classification
plan.

Plan Checker 3, 6
Position has been eliminated from
Community Development.

Remove as a “designated
position.”
Planning Technician 2, 3, 6
Add designated position and
disclosure category to Community
Development. Position has been
added to the City’s classification
plan.

Senior Management Analyst 2, 3, 6
Add designated position and
disclosure category to Community
Development. Position has been
added to the City’s classification
plan.

Senior Building Inspector 3, 5, 6
Position has been eliminated from
Community Development.

Remove as a “designated
position.”
Literacy Program Coordinator 5
Position has been eliminated from
Parks & Recreation/Library.

Remove as “designated position.”
Environmental Services Analyst 5
Position has been eliminated from
Public Works due to title change
to Senior Management Analyst.

Remove as “designated position.”
Senior Management Analyst 5
Add designated position and
disclosure category to Public
Works. Position has been added to
City’s classification plan.

Environmental Services &
Transportation Manager 5
Position has been eliminated from
Public Works due to title change
to Senior Management Analyst.

Remove as “designated position.”
Parks Maintenance Superintendent 5
Update job title from “Parks
Maintenance Supervisor” to
“Parks Maintenance
Superintendent.”
Street/Sewer Superintendent 5
Add designated position and
disclosure category to Public
Works. Position has been added to
City’s classification plan.
"Disclosure Categories", Exhibit B to Resolution CC 2022-83 has also been updated to define Consultants and their disclosure requirements as follows:

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Covina City CouncilAugust 16, 2022

Covina City Council
August 16, 2022