CITY COUNCIL/SUCCESSOR AGENCY TO THE COVINA
REDEVELOPMENT AGENCY/COVINA PUBLIC FINANCING
AUTHORITY/COVINA HOUSING AUTHORITY JOINT MEETING
AGENDA
Tuesday, April 2, 2024, 7:30 p.m.
125 E. College Street, Covina, California
Council Chamber of City Hall
IMPORTANT NOTICE
Members of the public may view the meeting live on the City’s website at www.covinaca.gov or on local cable television, Spectrum channel 29 and Frontier Channel 42. To view from the website, hover over the Departments & Services tab until the drop-down menu appears and click on City Council Video Library under the City Council header. A live banner will appear at the start of the meeting.
Public Comments: During the meeting, there will be an opportunity for the public to speak. Public testimony is limited to five (5) minutes per speaker, unless, for good cause, the Mayor/Chairperson amends the time limit; a speaker’s time may not be transferred to another speaker. State Law prohibits the Council/Agency/Authority Members from taking action on any item not on the agenda. Those wishing to speak on a LISTED AGENDA ITEM will be heard when that item is addressed.
In Person: To address the Council/Agency/Authority please complete a yellow speaker request card located at the entrance of the Council Chamber and give it to the City Clerk. Your name will be called when it is your turn to speak.
Meeting Assistance Information: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk’s Office at [email protected] or 626-384-5430. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
Pages
CLOSED SESSION
CLOSED SESSION - WILL NOT BE HELD
JOINT MEETING—OPEN SESSION 7:30 PM
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
Led by Mayor Allen
INVOCATION
Given by Police Chaplain Ron Butler
CITY COUNCIL REORGANIZATION
City Clerk to Conduct Election of Mayor
Incoming Mayor to Conduct Election of Mayor Pro Tempore
PRESENTATIONS
Recognition of Outgoing Mayor
PUBLIC COMMENTS
To address the Council/Agency/Authority please complete a yellow speaker request card located at the entrance and give it to the City Clerk. Your name will be called when it is your turn to speak. Those wishing to speak on a LISTED AGENDA ITEM will be heard when that item is addressed. Those wishing to speak on an item NOT ON THE AGENDA will be heard at this time. State Law prohibits the Council/Agency/Authority Members from taking action on any item not on the agenda. Individual speakers are limited to five minutes each, unless, for good cause, the Mayor/Chairperson amends the time limit.
COUNCIL/AGENCY/AUTHORITY COMMENTS
Council/Agency/Authority Members wishing to make any announcements of public interest or to request that specific items be added to future Council/Agency/Authority agendas may do so at this time.
CITY MANAGER COMMENTS
CONSENT CALENDAR PUBLIC COMMENTS
The public is invited to comment on Consent Calendar items only at this time. To address the Council/Agency/Authority please complete a yellow speaker request card located at the entrance and give it to the City Clerk. Your name will be called when it is your turn to speak. Individual speakers are limited to five minutes each, unless, for good cause, the Mayor/Chairperson amends the time limit.
CONSENT CALENDAR
All matters listed under consent calendar are considered routine, and will be enacted by one motion. There will be no separate discussion on these items prior to the time the Council/Agency/Authority votes on them, unless a member of the Council/Agency/Authority requests a specific item be removed from the consent calendar for discussion.
CC 1. Adopting a 2024 Records Retention Schedule Update 5 Staff Recommendation:
Adopt Joint Resolution CC 2024-14 rescinding Resolution CC 2023-87 and adopting a Records Retention Schedule.
CC 2. Payment of Demands 105
Staff Recommendation:
Approve Payment of Demands in the amount of $5,720,707.82.
CC 3. Award of Contract to FC & Sons Roofing, Inc. for Roof Repairs at the 111
Public Works Yard
Staff Recommendation:
Award a contract for the Public Works Yard Roof Repair Project to FC & Sons Roofing, Inc. in the amount of $164,993 and authorize the City Manager to execute the contract.
CC 4. Accepting Grant Funds and Authorizing the City Manager or his Designee to Execute All Documents Related to the Energy Efficiency and Conservation Block Grant Program for Purchase of Electric Vehicles
137
Staff Recommendation:
Adopt Resolution CC 2024-15, approving the acceptance of the Energy Efficiency and Conservation Block Grant Program for purchase of Electric Vehicles, and amending the Fiscal Year 2023-2024 Operating Budget to accept and appropriate $113,100 in grant funds from the United States Department of Energy, Office of Energy Efficiency and Renewable Energy and authorizing the City Manager or his designee to execute all documents related.
CC 5. Hollenbeck Park Urban Greening Revitalization Project – Project No.
P2403 – Award of Contract to Green Giant Landscape, Inc. for an Amount of $1,469,700
141
Staff Recommendation:
Approve plans and specifications for the Hollenbeck Park Urban Greening Revitalization Project – Project No. P2403;
1. Award a contract for the Hollenbeck Park Urban Greening Revitalization Project to Green Giant Landscape, Inc. as the lowest responsive and responsible bidder in the amount of $1,469,700 and authorize the City Manager to execute the contract;
2. Authorize a contingency amount of $150,000 (approximately 10% of contract amount) for any unforeseen construction expenses; and
3. Approve a Professional Services Agreement with CEJ Engineers, Inc. for Construction Management and Inspection Services pertaining to the Hollenbeck Park Urban Greening Revitalization Project in an amount not-to-exceed $95,160.
4. NEW BUSINESS
NB 1. Resolution of the City Council of the City of Covina, California, in Support of the Homelessness, Drug Addiction, and Theft Reduction Act 207
Staff Recommendation:
That the City Council Consider adopting Resolution CC 2024-16.
NB 2. Resolution CC 2024-17 Declaring the Results and Reciting the Fact of the Covina General Municipal Election Held March 5, 2024
211
Staff Recommendation:
Adopt Resolution CC 2024-17 reciting the fact of the General Municipal Election held on March 5, 2024, declaring the result and other such matters as provided by law; and
1. Administer the Oath of Office to the newly-elected members of the City Council.
2.
ADJOURNMENT
The Covina City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority will adjourn to its next regular meeting of the Council/Agency/Authority scheduled for April 16, 2024, at 6:30 p.m. for closed session and at 7:30 p.m. for open session inside the Council Chamber at City Hall, located at 125 East College Street, Covina, California, 91723.
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 1
Meeting: April 2, 2024
Title: Adopting a 2024 Records Retention Schedule Update Presented by: Fabian Velez, Chief Deputy City Clerk
Recommendation: Adopt Joint Resolution CC 2024-14 rescinding Resolution CC 2023-87 and adopting a Records Retention Schedule.
EXECUTIVE SUMMARY:
Since July 2017, the City has obtained an annual subscription service from Gladwell Governmental Services, Inc. an expert in local government records, to review and update the City's Records Retention Schedule and destruction procedures. The annual subscription includes an annual update, legal review of all changes for the year, additional changes requested by City employees, rewriting of the index to retention schedules to reflect the changes made, and unlimited e-mail and telephone assistance throughout the year. Once a retention schedule has been approved by the City Council, Government Code Section 34090 authorizes the destruction of obsolete records by the Department Head, with approval of the City Council by resolution and written consent of the City Attorney.
DISCUSSION:
Gladwell Governmental Services, Inc. has conducted a review of the retention schedule and has provided the annual update of the retention schedule (Exhibit A to Attachment A). The update allows the City to comply with recent changes in law and provide a more efficient system for the management of permanent and disposable documents. The records retention periods are in compliance with current laws and are standard business practice for California cities. The proposed update includes all City departments except the Police Department, which manages its own records and retention schedule separately.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with consent in writing of the City Clerk or Chief Deputy City Clerk, City Manager, City Attorney, and City Council.
Upon adoption of Resolution CC 2024-14, a citywide destruction of records event will be scheduled for late spring/early summer 2024.
FISCAL IMPACT:
There is no fiscal impact to adopt the updated retention schedule; however, there is a nominal cost of $300 per fiscal year, which was included in the Fiscal Year 2023-2024 budget, account no. 1010-0700-51005 for the subscription to provide an annual update and unlimited advice.
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):
Not applicable.
Respectfully submitted,
RESOLUTION CC 2024-14
A JOINT RESOLUTION OF THE CITY COUNCIL, SUCCESSOR
AGENCY TO THE COVINA REDEVELOPMENT AGENCY, COVINA
PUBLIC FINANCING AUTHORITY, AND COVINA HOUSING
AUTHORITY OF THE CITY OF COVINA, CALIFORNIA, RESCINDING RESOLUTION CC 2023-87 AND ADOPTING A RECORDS RETENTION
SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY
RECORDS
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Covina; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the State of California has adopted guidelines specifying retention periods for various government records; and
WHEREAS, the City Council of the City of Covina adopted a records retention schedule on July 17, 2001, by minute action; and the Covina Redevelopment Agency adopted the same records retention schedule on June 3, 2003, by minute action; and WHEREAS, on July 17, 2017, City Council approved an agreement with Gladwell Governmental Services, Inc. to review and update the City’s Records Retention Schedule and destruction procedures which included annual updates and a subscription for unlimited advice; and WHEREAS, on December 19, 2017, the City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority adopted joint Resolution CC 17-128, adopting a records retention schedule and authorizing destruction of certain city records; and
WHEREAS, the Retention Schedule has been reviewed and updated annually and taken to City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority for approval on December 17, 2019, Resolution CC 19-127, February 18, 2020, Resolution CC 2020-16, April 20, 2021, Resolution CC 2021-40, August 16, 2022, Resolution CC 2022-89, September 5, 2023, Resolution CC 2023-87; and WHEREAS, the current records retention schedule has been reviewed and updated to comply with recent changes in law and provide a more efficient system for the management of permanent and disposable documents.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. Resolution CC 2023-87 is hereby rescinded in its entirety and this resolution including the Records Retention Schedule (Exhibit A) shall supersede all previous resolutions that are in conflict with this resolution.
ATTACHMENT A
Resolution CC 2024-14 Page 2 of 2
SECTION 2. The records of the City of Covina, as set forth in the Records Retention Schedule (Exhibit A), attached hereto and incorporated herein by reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk or Chief Deputy City Clerk and City Attorney, without further action by the City Council of the City of Covina.
SECTION 3. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.
SECTION 4. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.
SECTION 5. This resolution shall become effective immediately upon its passage and adoption.
APPROVED and PASSED this 2nd day of April, 2024.
City of Covina, California
BY:
WALTER ALLEN, III, Mayor
ATTEST:
FABIAN VELEZ, Chief Deputy City Clerk
CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2024-14 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 2nd day of April, 2024, by the following vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
Dated:
FABIAN VELEZ, Chief Deputy City Clerk
HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.
The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.
Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.
The term “records” shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.
STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the official (original) record for the prescribed length of time.
Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.
AUTHORIZATION TO DESTROY RECORDS:
Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record.
Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.
On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”
EXHIBIT A
RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.
Usually it is the department that originates the record.
Records Description: The record series (a group of like records).
Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.
Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Human
Resources /
Risk
Management
CW-001
Accident, Incident, Injury reports: PUBLIC & EMPLOYEES, with associated Safety Data Sheet MSDS, if a
chemical was involved
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Copies retained for reference; GC §34090.7
Lead Dept. CW-002 Accounts Payable, Invoices - City Attorney Invoices Only 5 years 5 years Yes: Before Payment Mag, Ppr Department preference; Meets municipal government auditing standards; GC §34090 Finance CW-003
Accounts Payable, Invoices, Petty Cash, Travel Reimbursement, Warrant Requests, etc. When ALL backup is forwarded to Finance (City Attorney Invoices Excluded) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Ppr
All originals go to Finance (these are copies); GC §34090.7 Lead Dept. CW-004
Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years 2 years
Mag,
Mfr, OD,
Ppr
Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) City Clerk CW-005 Agenda Packets / Staff Reports: City Council Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S Yes: After QC &OD 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CW-006 Agreements & Contracts ALL ORIGINALS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: Upon
Completio
n
Ensure the City Clerk receives all original agreements; GC §34090.7 Lead Dept. CW-007
Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding)(Correspondence, Insurance Certificates, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
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 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A133; GC §34090; GC §8546.7 Lead Dept. CW-008
Agreements & Contracts: ADMINISTRATIVE FILES(no Grant Funding) (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance CW-009
Audits / Audit Reports / Annual Comprehensive Financial Report (ACFR) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr Copies; GC §34090.7
CW-010 Bids: SUCCESSFUL BIDS - See Agreements & Contracts Lead Dept. CW-011
Bids: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contractIncludes Rating Sheets and Interview QuestionsExcludes Bid Files, which are retained by the City Clerk 2 years 2 years Mag, Ppr
The RFP / RFQ and the successful proposal becomes part of the agreement or contract; GC §34090 Staffing Dept. CW-012
Boards, Commissions, & Committees: City Council Subcommittees(Composed solely of less than a quorum of the City Council) 2 years 2 years Mag, Ppr All recommendations are presented to the City Council; GC §34090 et seq.
Staffing Dept. CW-013
Boards, Commissions, & Committees: Employees Staff Meetings / Department Staff Meetings 2 years 2 years Mag, Ppr GC §34090 et seq.
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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CW-014
Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records
Finance CW-015 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Final must be filed with County Auditor; GC §34090.7, 40802, 53901 Finance CW-016
Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
Lead
(Requesting)
Dept.
CW-017 City Attorney Opinions Minimum 2 years Minimum 2 years Mag, Ppr City preference; GC §34090 City Attorney CW-018 Claims
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After Settlement GC §§34090.7, 34090.6
Lead
(Responding)
Dept.
CW-019 Complaints / Concerns from Citizens Minimum 2 years Minimum 2 years Mag, Ppr City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources CW-020 Complaints Against Employees
Send to
Human
Resources
Send to
Human
Resources
Mag,
Ppr GC §34090.7
CW-021 Contracts: See Agreements
Lead Dept. CW-022 Copies or duplicates of any record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-023
Correspondence - ROUTINE
(Content relates in a substantive way to the conduct of the public's business)(e.g. Administrative, Chronological Files, e-mail, General Files, Letters, Memorandums, Miscellaneous Reports, Press Releases, Public Records Requests, Reading Files, Working Files, etc.) IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 2 years 2 years Mag, Ppr
ONLY IF the Content relates in
a substantive way to the conduct of the public's business; City of San Jose v. Superior Court (Smith). (2017) 2 Cal.5th 608; 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-024
Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, employee directories, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are filed and retained based upon their CONTENT. Records, e-mails, electronic records, or social media postings where the Content relates in a substantive way to the conduct of the public's business, or that ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing in a file folder, or saving them electronically in a folder outside the e-mail system; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §34090, GC §§6252;7927.500, 64 Ops. Cal.
Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). (2017) 2 Cal.5th 608 S218066. Supreme Court of California, 2017
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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CW-025
Deeds, Easements, Final Orders of Condemnations, Liens, Recorded Documents, Rights of Ways (All) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Send all originals to the City Clerk; GC §34090.7
Lead Dept. CW-026
Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5
years
Close + 5
years
Mag,
Ppr
Department preference; meets auditing standards; GC §34090 Lead Dept. CW-027 DMV Pull Notices
When
Superseded or
Separated
When
Superseded
or Separated
Mag Ppr
Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Lead Dept. CW-028 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes
are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 6252, 6254(a) 7927.500
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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-029
GIS Database / Data / Layers (both City-wide and Specialized) When No
Longer
Required
When No
Longer
Required
Yes Mag
The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq.
Lead Dept. CW-030 Grants (UNSUCCESSFUL Applications, Correspondence) 2 years 2 years Mag, Ppr GC §34090 Lead Dept. CW-031
Grants / CDBG / Reimbursable Claims / FEMA or OES Reimbursement Claims / Subventions (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 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; statewide guidelines propose 4 years; 2 CFR 200.334; 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 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources CW-032 Grievances and Informal Complaints (Employees) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Ppr
Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090.7 Lead Dept. CW-033
Litigation Files / Lawsuits / Court Case Files
Send Final Settlement Agreements to the City Clerk
Final
Resolution + 5
years
Final
Resolution + 5
years
Yes: Until
Settlement
Mag,
Ppr
Department preference; Confirm with City Attorney prior to destruction of any litigation files; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b)
Lead Dept. CW-034 Leave Slips / Time Off Requests When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the Regular Course of Business GC §34090Lead Dept. CW-035 Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) While
Chemical In
Use
30 years 30 years
Mag,
Mfr, OD,
Ppr
S Yes - After QC & OD
Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CW-036 Minutes: City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City Clerk Permanently; GC §34090.7 City Clerk CW-037 Municipal Code (these are copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mfr, OD,
Ppr
I No
Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §34090 Lead Dept. CW-038 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained from the newspaper company; GC §34090 Staffing Dept. CW-039
Notices: Public Hearing Notices and Proofs of Publications 2 years 2 years Mag, Ppr
Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 City Clerk CW-040 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No Originals maintained by City Clerk Permanently; GC §34090 Human
Resources /
Risk
Management
CW-041 OSHA Inspections or Citations
Send to
Human
Resources
Send to
Human
Resources
Ppr GC §34090.7
Human
Resources CW-042 Personnel Files (Department- level Files) Shred Upon Separation or Transfer Shred Upon Separation or Transfer Before Separation Mag, Ppr Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-043 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Ppr
Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq.
Lead Dept. CW-044 Photographs
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Content not substantive - Preliminary Drafts utilized in other documents; destroy unnecessary photographs. GC §§34090 Lead Dept. CW-045 Public Relations / Press Releases 2 years 2 years Mag, Ppr GC §34090 Lead Dept. CW-046 Purchase Orders / Requisitions 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S Yes: After QC &OD Department preference; GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-047
Real Estate Appraisal Reports: Property NOT purchased,
Loans not funded, etc.
2 years 2 years Mag, Ppr
Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) 7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-048
Real Estate Appraisal Reports: Purchased Property, Funded Loans 2 years Minimum 3 years Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S Yes: After QC &OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(a); 29 CFR 97.42, GC §34090, 7928.705 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CW-049
Records Destruction Lists / Certificate of Records Destruction Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
CW-050
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-051
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by YOUR Department
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department preference; Statewide guidelines propose
superseded + 2 or 5 years; GC
§34090
Lead Dept. CW-052
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OTHER Departments When
Superseded
When
Superseded
Mag,
Ppr Copies; GC §34090.7
CW-053 Reference or Working Files: See Correspondence
Lead Dept. CW-054
Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After 10 years
Administratively and Historically significant, therefore retained permanently; 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-055
Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years 10 years Mag, Ppr
Information is outdated after 10 years; statewide guidelines propose 2 years; If historically
significant, retain permanently; GC §34090
City Clerk CW-056 Resolutions: City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City Clerk Permanently; GC §34090.7 Lead Dept. CW-057 Special Projects / Subject Files / Issue Files Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 et seq.
Lead Dept. CW-058
Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-059 Time Cards / Time Sheets 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 some in Public Works and Community Services 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 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-060
Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment Prevention, & Safety Training & Tailgates) 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S Yes: When Inactive
Department preference; Ethics & Harassment Prevention Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions;29 CFR 1602.31; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), GC §53237.2(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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).
CITY CLERK
City Clerk CC-001
Agenda Packets: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Housing Authority, Public Financing Authority 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Includes final budget and final audit reports / ACFR; GC §34090 City Clerk CC-002
Agreements & Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs, FRANCHISES) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc.
Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: Upon Completion Department Preference; All infrastructure contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §337 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).
City Clerk CC-003
Agreements & Contracts - ALL (NON-INFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Examples of Non-Infrastructure: Consultants, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, etc.
Completion 10 years Completion + 10 years Yes: Before Completion Mag, Ppr Department Preference; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).
City Clerk CC-004
Agreements & Contracts - HOUSING Loans, Trust Deeds, Promissory Notes, etc.
Fully Paid or
Forgiven PP Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: Upon Completion Department preference; 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 200.334 200.333; 24 CFR
92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, GC §34090 City Clerk CC-005 Articles of Incorporation P P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-006
Bid Files: UNSUCCESSFUL PROPOSALS / REJECTED BIDS OR PROPOSALS (ALL) 2 years 2 years Mag, Ppr GC §34090
City Clerk CC-007
Bid Files: INFRASTRUCTURERFP / Specifications, Successful Proposal, Notice of Completion 2 years P P Mag, Ppr
Department preference; CCP §§337. 337.1(a), 337.15, 343; GC §34090 City Clerk CC-008
Bid Files: NONINFRASTRUCTURERFP / Specifications, Successful Proposal, Notice of Completion 2 years 8 years 10 years Mag, Ppr
Department preference; CCP §§337. 337.1(a), 337.15, 343; 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).
City Clerk CC-009
Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years 2 years Mag, Ppr GC §34090; 2 CCR 18702.5
City Clerk CC-010
Board & Commission Applications (Successful and Unsuccessful) 2 years 2 years Mag, Ppr GC §34090
City Clerk CC-011
Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit) Release of
Bond / Letter
of Credit
Release of
Bond / Letter
of Credit
Mag, Ppr
Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 City Clerk CC-012
City Clerk Filing System / MUFFS (if not identified elsewhere) Minimum 2
years
Minimum 2
years Mag, Ppr Department preference; GC §34090
City Clerk CC-013
City Council, Board & Commission Historical List of Members PP Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 Human
Resources /
Risk
Management
CC-014 Claim Forms / Summons 2 years 2 years Mag, Ppr Risk Management retains Claim File; 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).
City Clerk CC-014.5 CC-064
Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes:
Department preference;
Campaign Statements filed
electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 City Clerk CC-015
Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains original statements; GC §81009(d)(e)(f)&(g) City Clerk CC-016
Economic Interest Filings (FPPC Form 635 / 602) - Lobbyist Authorization / Reporting 5 years 5 years Mag, Ppr S / I Yes: After 2 years 2 CCR 18615(f) City Clerk CC-017 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e) City Clerk CC-018
FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) City Clerk CC-019 FPPC Form 803 (Behested Payment Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e) City Clerk CC-020 FPPC Form 804 (Agency Report of New Positions) PP Mag, Mfr, OD, Ppr S / I Yes: After 2 years FPPC Regulation 18734(c); GC §81009(e)City Clerk CC-021 FPPC Form 805 (Agency Report of Consultants) PP Mag, Mfr, OD, Ppr S / I Yes: After 2 years FPPC Regulation 18734(c); GC §81009(e) 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).
City Clerk CC-022
FPPC Form 806 (Agency Report of Public Official Appointments) 7 years 7 years Mag, Ppr S / I Yes: After 2 years
Must post on website; 2 CCR
18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
ELECTIONS - CONSOLIDATED
City Clerk CC-023
Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years 2 years Ppr GC §53753(e)(2)
City Clerk CC-024
Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials)All, whether filed electronically or not 10 years P P Mag, Mfr, OD, Ppr S Yes: After 2 years
For Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615(i) City Clerk CC-025
Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATESIncludes Unsuccessful Candidates Without Committees that Don't File Electronically 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years
Candidates without committees are not required to file their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615 City Clerk CC-025.1
Campaign Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years 10 years Mag, Ppr
Statements filed electronically are required to be retained for 10 years; GC §81009(b)&(g); GC §84615 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).
City Clerk CC-026
Campaign Filings (FPPC 400 Series Forms): THOSE NOT
REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies)
4 years 4 years Mag, Ppr
Paper must be retained for at least 2 years; GC §81009(f)&(g) City Clerk CC-027
Campaign Filings (FPPC 400 Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years Mag, Ppr
Paper must be retained for at least 2 years; GC §81009(c)&(g) City Clerk CC-028
Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL
CANDIDATES
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Ppr
Department Preference; Statewide guidelines
proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term for Nomination Papers and does not delineate between the two; EC §17100 City Clerk CC-029
Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4
years
Election + 4
years Mag, Ppr
Department Preference; Statewide guidelines
proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term for Nomination Papers and does not delineate between the two; EC §17100 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).
City Clerk CC-030
Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the City Council, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) 2 years 2 years Mag, Ppr GC §34090
City Clerk CC-031
Elections - HISTORICAL (Sample ballot, copies of resolutions, final results; Certificate of Election) 2 years P P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 City Clerk CC-032 Elections - Petitions (Initiative, Recall or Referendum) Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination
if petition is
insufficient
Results + 8
months, or
Final
Examination
if No Election + 1 year after
petition
examination if
petition is
insufficient
Ppr
A 1 year retention period applies where the proponents of the petition have commenced an examination pursuant to GC § 6253.5 7924.100, Not accessible to
the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3) ; 17400 ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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 CC-033 Applications to View Voter Registration Information 5 years 5 years Ppr EC §2188(f) City Clerk CC-035 Ballots - After Election 6 mo. 6 mo. Ppr EC §17302City Clerk CC-036 Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306City Clerk CC-037 Challenged & Assisted Voters List 6 mo. 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-038 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302, 17306City Clerk CC-039 Precinct Officer Appointments 6 mo. 6 mo. Ppr EC §17503City Clerk CC-040 Roster of Voters 5 years 5 years Mag, Mfr, OD, Ppr EC §17300 City Clerk CC-041 Tally Sheets 6 mo. 6 mo. Ppr EC §17304City Clerk CC-042 Vote-by-Mail Applications, Roster of Absentee Applications 6 mo. 6 mo. Ppr EC §1750517302
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-046.5 CC-065 Enterprise System Catalogue (posted on line) 2 years 2 years Mag, Ppr GC §34090 et seq.
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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).
City Clerk CC-047
Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) PP 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 City Clerk CC-048
Minutes: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Housing Authority, Public Financing Authority PP 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 PP Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference (retain one of each supplement); GC §34090City 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 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: 8/16/2022
Ver. 16.0 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-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 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 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: 8/16/2022
Ver. 16.0 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: 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-058 Records Destruction Authorization Forms PP Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090City 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); EC 21160 GC §34090 City Clerk CC-060
Resolutions: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Housing Authority, Public Financing Authority PP Mag, Mfr, OD, Ppr S / I No GC §34090
City Clerk CC-060.1 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) PP 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: 8/16/2022
Ver. 15.0 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: 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 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: 8/16/2022
Ver. 16.0 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 - Permanent Indefinite - Permanent Yes (all) Mag Department Preference - Data is interrelated; Building Permits are required for the Life of the Building; 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: 8/16/2022
Ver. 16.0 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 CED /
Building &
Safety
BL-011
Requests & Permissions to Receive Copies of Plans (to and from Architects) 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: 8/16/2022
Ver. 16.0 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-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: 8/16/2022
Ver. 16.0 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 / FORMER 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
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 200.334; 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 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: 8/16/2022
Ver. 16.0 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-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 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 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: 8/16/2022
Ver. 16.0 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).
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 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 / NEPACorrespondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project 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 + 2
years 180
days
Project
Approval or
Denial + 2
years 180
days
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 (2020) 53 Cal.App.5th 733 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
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: 8/16/2022
Ver. 16.0 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-004
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundaries
PP
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 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 PP 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
PP
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
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: 8/16/2022
Ver. 16.0 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-011 Historic Preservation Survey, Evaluations and Designations PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CED /
Planning PL-012 Master Plans, Specific Plans, Land Use Plans, etc. PP 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
PP
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 - Permanent Indefinite - Permanent Yes (all) Mag Department Preference - 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: 8/16/2022
Ver. 16.0 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-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
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 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: 8/16/2022
Ver. 16.0 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-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: 8/16/2022
Ver. 16.0 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: 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).
ACCOUNTING
Finance /
Accounting FIN-001
1099's / 1096's, DE542
(California Report of Independent Contractors)
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
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
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: 8/16/2022
Ver. 16.0 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: 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).
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 ReportsSee 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.
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 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: 8/16/2022
Ver. 16.0 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: 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).
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
PP 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 -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are interrelated; 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: 8/16/2022
Ver. 16.0 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: 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).
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: 8/16/2022
Ver. 16.0 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: 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).
Finance /
Accounting FIN-018
Reports, Finance Reports
created from Database: 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
Vendor
Inactive + 3
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Meets IRS auditing standards; GC §34090
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.
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.
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: 8/16/2022
Ver. 16.0 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: 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).
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 - Minimum 5 years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are interrelated; meets municipal government auditing standards; 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 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.
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: 8/16/2022
Ver. 16.0 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: 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).
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 - Minimum 5 years Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; meets municipal government auditing standards; 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 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 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: 8/16/2022
Ver. 16.0 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: 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).
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
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 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: 8/16/2022
Ver. 16.0 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: 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).
Finance /
Payroll FIN-037 Deferred Compensation (City Statements) 2 years 5 years 7 years Mag, Ppr Produced by Deferred Comp. Provider; meets municipal government auditing standards; consistent with proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §34090, 26 CFR
31.6001.1
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
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: 8/16/2022
Ver. 16.0 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: 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).
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 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: 8/16/2022
Ver. 16.0 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: 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).
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 §34090Housing HOU-006 Housing Programs: Affordable Housing Projects, Properties with Affordability Covenants, Rehabilitation, CDBG-funded Housing Projects, etc.WITH a Recapture / Resale RestrictionDeeds 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 200.334; 24 CFR 92.508(a)&(c), 570.502(a)(16), 982.158, & 884.214; 29 CFR 97.42, 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: 8/16/2022
Ver. 16.0 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: 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).
Housing HOU-007
Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc.WITHOUT a Recapture / Resale RestrictionDeeds 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 200.334 200.333; 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: 8/16/2022
Ver. 16.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-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).
Housing HOU-013
Preliminary Application Form (required for a housing development project that includes residential units; form is provided by California Department of Housing & Community Development 5 years 5 years Mag, Ppr
Various benchmarks are placed using the number of residential dwelling units on the project site within the last five years; GC §§34090, 66300.
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: 8/16/2022
Ver. 15.0 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: 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).
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 4 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
years
Minimum 4
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 4 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Human
Resources HR-003 Compensation Surveys & Studies Minimum 4 years Minimum 4 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 4 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 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: 8/16/2022
Ver. 15.0 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: 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).
Human
Resources HR-004
California Civil Rights
Department (CRD) / 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
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 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: 8/16/2022
Ver. 15.0 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: 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).
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 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; Human
Resources HR-009 I-9s Separation + 3 years Separation + 3 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 - 4 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946,12960, 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: 8/16/2022
Ver. 15.0 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: 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).
Human
Resources HR-010 Job Descriptions / Classification Specifications Minimum Superseded + 4 3 years Minimum Superseded + 4 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 4 2 - 3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Human
Resources HR-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
PP 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: 8/16/2022
Ver. 15.0 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: 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).
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 4 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 - 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; LC 1198.5 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: 8/16/2022
Ver. 15.0 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: 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).
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 years
Expiration of
Eligibility List
+ 4 years
Mag, Ppr
State Law requires 4 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 12960, 34090 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 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: 8/16/2022
Ver. 15.0 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: 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).
Human
Resources HR-020 Verifications of Employment, Child Support, etc. When No Longer Required When No Longer Required Mag Ppr Not an Agency record / Content does NOT relate in a substantive way to the conduct of the public's business; GC §34090 et seq
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) PP 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) 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 §6429(c) 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: 8/16/2022
Ver. 15.0 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: 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).
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: 8/16/2022
Ver. 15.0 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: 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).
INFORMATION TECHNOLOGY
Information
Technology IT-001
Backups - Computer Backups
(ALL Disaster Recovery Computer 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.
Information
Technology IT-004
UNALTERABLE MEDIA / IMMUTABLE CLOUD
BACKUP, (WORM / DVD-r /
CD-r / Blue Ray-R) or other unalterable media that does not permit additions, deletions, or changes P P OD
For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, CCR 22620 et seq.
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: 8/16/2022
Ver. 17.0 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 Considered preliminary drafts not retained in the ordinary course of business (content is NOT substantive); GC §34090 Library LIB-003 Flyers for Library Programs
2 years
When No
Longer
Required
2 years
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 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: 8/16/2022
Ver. 17.0 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-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 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 - Minimum 2 years
Indefinite -
Minimum 2
years
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 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: 8/16/2022
Ver. 17.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3
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-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 Registration Management Database Indefinite - Minimum 2 years
Indefinite -
Minimum 2
years
Mag Data is inter-related; GC §34090
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: 8/16/2022
Ver. 16.0 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: 8/16/2022
Ver. 16.0 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.
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: 8/16/2022
Ver. 16.0 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-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 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: 8/16/2022
Ver. 16.0 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-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 CommissionAGENDA 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)
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 Management Database
(CLASS)
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag Department Preference; 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: 8/16/2022
Ver. 16.0 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-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 2 years 2 years Mag, Ppr Department Preference (meets
auditing standards); GC
§34090
Parks &
Recreation P&R-024 Senior Advisory Committee (All Records) 2 years 2 years Mag, Ppr Department preference; GC §34090 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
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: 8/16/2022
Ver. 16.0 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).
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: 8/16/2022
Ver. 16.0 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 Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(f) & 4216.3(ed), 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) PP Mag, Mfr, OD, Ppr S / I No Department Preference; GC §34090Public 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: 8/16/2022
Ver. 16.0 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 PP
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 PP 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: 8/16/2022
Ver. 16.0 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
Public Works / Engineering PW-014
Capital Improvement Projects (CIP): Permanent File / Scanned RecordsSpecifications & 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 PP 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: 8/16/2022
Ver. 16.0 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-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 PP 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: 8/16/2022
Ver. 16.0 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-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 - Long Term
Permanent - Permanent structures in the City's Right of Way(Includes Applications, Business License, Contractors License, Insurance Certificates, Site Plan, Invoice to Vendor) PP
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department Preference; GC §34090
Public Works / Engineering PW-020 Engineering Permits Database Indefinite - Permanent Indefinite - Permanent Yes Mag Data Fields / Records are interrelated; some
encroachment permits are Long Term; GC §34090
Public Works / Engineering PW-021
Engineering Studies / Surveys - Preliminary Studies / Project Assessments PP
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: 8/16/2022
Ver. 16.0 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-022
Geotechnical and Soil Reports; Hydrology Reports (Authored on behalf of the City) PP
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 PP 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.
PP
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.
Public Works / Engineering PW-028
Private Development Projects / Job Files: Administration FileConstruction 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 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: 8/16/2022
Ver. 16.0 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-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 PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 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 §34090.7 et seq.
Public Works / Engineering PW-031
Traffic Advisory Commission /
Traffic & Mobility Advisory CommissionAGENDAS & AGENDA PACKETS Minimum 2
years
PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; 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: 8/16/2022
Ver. 16.0 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-032
Traffic Advisory Commission /
Traffic & Mobility Advisory CommissionAUDIO 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 / Traffic & Mobility Advisory CommissionMINUTES, 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 Public Works / Engineering PW-036 Traffic Counts 10 years 10 years Mag Ppr Department preference; GC §34090Public Works / Engineering PW-037 Traffic Evaluations 5 years 5 years Mag Ppr GC §34090Public 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 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: 8/16/2022
Ver. 16.0 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).
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.
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.
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: 8/16/2022
Ver. 16.0 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).
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
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 & 2022- 0103-DWQ; ; 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; SSMPs
are required to be updated every 6 years SSOs are
required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03 & 2022- 0103-DWQ; ; 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: 8/16/2022
Ver. 16.0 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-052 Solid Waste Price Adjustments Until Superseded Until Superseded Mag, Ppr Non-records / Preliminary Drafts; GC §34090 et seq.
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 PP 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: 8/16/2022
Ver. 16.0 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-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; 40 CFR §§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 Lead Dept. PW-064
Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 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: 8/16/2022
Ver. 16.0 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).
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 -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
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 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: 8/16/2022
Ver. 16.0 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).
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 §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: 8/16/2022
Ver. 16.0 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).
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; 40 CFR §§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.
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 Public Works
/ Parks,
Facilities
Maint. &
Fleet
PW-076 Tree Inventory Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
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: 8/16/2022
Ver. 16.0 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).
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 Division
Providing
Service /
Work
PW-079
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
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 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: 8/16/2022
Ver. 16.0 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).
SEWERS
Division
Providing
Service /
Work
PW-082
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
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 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: 8/16/2022
Ver. 16.0 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).
TRANSPORTATION & PARKING
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 Public Works
/
Transportatio
n / Traffic
Engineering
PW-088 Parking Ticket Refunds / Lost Tickets 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: 8/16/2022
Ver. 16.0 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).
Public Works
/
Transportatio
n / Traffic
Engineering
PW-089 Transportation Applications for Service (Dial-a-Ride, etc.) 2 years 2 years Mag, Ppr GC § 34090
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.
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: 8/16/2022
Ver. 16.0 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).
Public Works
/ Wastewater PW-091
Capital Improvement Projects (CIP) where Wastewater is the Lead: Permanent File / Scanned RecordsSpecifications & 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 PP 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 §34090Lead 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: 8/16/2022
Ver. 16.0 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).
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, 12168.7Lead Dept. PW-099 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Ppr Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(f) & 4216.3(ed), 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: 8/16/2022
Ver. 16.0 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).
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 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: 8/16/2022
Ver. 16.0 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).
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
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 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: 8/16/2022
Ver. 16.0 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-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 Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(f) & 4216.3(ed), 34090
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 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: 8/16/2022
Ver. 16.0 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).
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 §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 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) PP Mag, Mfr, OD, Ppr S 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: 8/16/2022
CITY OF COVINA AND
SUCCESSOR AGENCY TO THE
COVINA REDEVELOPMENT AGENCY
AGENDA ITEM REPORT
ITEM NO. CC 2
Meeting: April 2, 2024
Title: Payment of Demands
Presented by: Anita Agramonte, Administrative Services Director Recommendation: Approve Payment of Demands in the amount of $5,720,707.82.
EXECUTIVE SUMMARY/BACKGROUND:
Attached is a list of warrants and demands which are being presented for approval and are summarized as follows:
Accounts Payable Warrants March 1, 2024 – March 14, 2024 CITY checks/EFTs $ 4,655,788.34
CITY payroll $ 1,052,580.75
CITY voids $ (3,750.00)
Worker’s Comp $ 6,911.42
$ 5,711,530.51
SACRA checks/EFTs $ 3,670.65
SACRA payroll $ 5,506.66
$ 9,177.31
TOTAL checks/EFTs $ 5,720,707.82
DISCUSSION:
The attached reports have been reviewed by the Administrative Services Director.
FISCAL IMPACT:
Sufficient funding is available and the related costs are included in the Fiscal Year 23/24 Budget.
Respectfully submitted,
CITY OF COVINA
Check Register
March 1, 2024 - Mar 14, 2024
Check # Check Date Vendor Name Amount
5940 02/29/2024 487 CalPERS 0.88
5941 03/14/2024 4003 MidAmerica 2,325.58
20792 03/14/2024 788 COVINA, CITY OF 27.07
20793 03/14/2024 2033 NATIONWIDE RETIREMENT SOLUTIONS 7,050.00 20794 03/14/2024 788 COVINA, CITY OF 50,495.45
20795 03/14/2024 789 COVINA-FSA, CITY OF 829.17
20796 03/14/2024 2033 NATIONWIDE RETIREMENT SOLUTIONS 28,096.28 20797 03/14/2024 487 CalPERS 97,675.96
20798 03/14/2024 487 CalPERS 7,663.54
subtotal EFT/wires/direct deposits $ 194,163.93
120371 03/06/2024 30 ACE PELIZON PLUMBING INC 4,700.00
120372 03/06/2024 158 AMERICAN TRAFFIC SOLUTIONS 17,228.21 120373 03/06/2024 269 BAKER AND TAYLOR INC 4,476.53
120374 03/06/2024 411 BRODART CO 94.11
120375 03/06/2024 437 BURRO CANYON ENT INC 20.00
120376 03/06/2024 477 STATE OF CALIFORNIA 1,032.50
120377 03/06/2024 477 STATE OF CA 1,655.10
120378 03/06/2024 477 STATE OF CALIFORNIA 1,062.00
120379 03/06/2024 649 CINTAS CORP #693 368.64
120380 03/06/2024 700 COLLEY FORD 1,707.52
120381 03/06/2024 749 BOHL PH.D., NANCY K. 325.00
120382 03/06/2024 783 CITY OF COVINA WATER 573.03
120383 03/06/2024 878 DELTA DENTAL OF CALIFORNIA 122.02 120384 03/06/2024 880 DEMCO INC 79.94
120385 03/06/2024 970 EDISON CO 62,137.49
120386 03/06/2024 1156 THE GAS COMPANY 514.20
120387 03/06/2024 1198 GLOBALSTAR LLC 102.77
120388 03/06/2024 1204 GOLDEN STATE WATER COMPANY 173.13 120389 03/06/2024 1235 GRAINGER 466.80
120390 03/06/2024 1387 HUNTER, JOHN L. 9,612.75
120391 03/06/2024 1429 INLAND EMPIRE STAGES 1,575.50
120392 03/06/2024 1571 KING BOLT CO 45.81
120393 03/06/2024 1612 LA CNTY DEPT OF PUBLIC WORKS 776.75 120394 03/06/2024 1614 LA CNTY FIRE DEPARTMENT 1,123,158.87 120395 03/06/2024 1707 LIEBERT CASSIDY WHITMORE 4,518.00 120396 03/06/2024 1792 MANNING & MARDER KASS, 3,570.00
120397 03/06/2024 1895 MERRIMAC ENERGY GROUP 68,909.06
120398 03/06/2024 1933 MISSION LINEN SUPPLY 18.96
120399 03/06/2024 2091 O REILLY AUTO PARTS 758.90
120400 03/06/2024 2163 PACIFIC PARKING SYS INC 546.85
120401 03/06/2024 2345 QUILL 216.20
120402 03/06/2024 2415 REPUBLIC MASTER CHEFS 297.82
120403 03/06/2024 2444 RIO HONDO COLLEGE 443.19
120404 03/06/2024 2584 SCLLN 330.00
120405 03/06/2024 2700 SOFTWARE HOUSE INTERNATIONAL 7,170.63 120406 03/06/2024 2711 SOUTHEAST CONSTRUCTION INC 183.62 120407 03/06/2024 2719 SPARKLETTS 134.89
120408 03/06/2024 2818 GABE BF VAN LEEUWEN 228.60
120409 03/06/2024 2846 THOMAS, TERRI 847.84
120410 03/06/2024 2855 SPECTRUM 101.73
120411 03/06/2024 2855 CHARTER COMMUNICATIONS 356.16
120412 03/06/2024 2903 TRI-XECUTEX CORP 100.00
Attachment A Page 1 of 4
CITY OF COVINA
Check Register
March 1, 2024 - Mar 14, 2024
Check # Check Date Vendor Name Amount
120413 03/06/2024 3004 VICTORY EXTERMINATING INC 75.00
120414 03/06/2024 3023 VULCAN MATERIALS COMPANY 800.81
120415 03/06/2024 3052 WATERLINE TECHNOLOGIES INC 1,680.21 120416 03/06/2024 3134 XEROX CORPORATION 125.68
120417 03/06/2024 3134 XEROX CORPORATION 619.61
120418 03/06/2024 3185 TOSHIBA FINANCIAL SERVICES 1,414.46 120419 03/06/2024 3187 WAGONER, PAMELA 448.47
120420 03/06/2024 3190 LAYNE, JONATHAN DANIEL 287.00
120421 03/06/2024 3235 COOK, SHAWNA 393.06
120422 03/06/2024 3771 BLACK & WHITE EMERGENCY VEHICLES 238.64 120423 03/06/2024 3796 RICHARDS, WATSON & GERSHON 13,245.50 120424 03/06/2024 3801 JONES & MAYER 5,460.95
120425 03/06/2024 3932 ARLENE D. MAR 231.00
120426 03/06/2024 3982 CAROL A CUGNO 543.90
120427 03/06/2024 3988 LANDSCAPE WAREHOUSE III 206.28
120428 03/06/2024 4065 VERIZON WIRELESS 743.53
120429 03/06/2024 4089 MEASOM, DEVIN THOMAS 758.10
120430 03/06/2024 4123 RUDY CARDENAS 175.00
120431 03/06/2024 4209 ADLERHORST INTERNATIONAL 484.00
120432 03/06/2024 4350 RKA Consulting Group 11,630.00
120433 03/06/2024 4438 CALIFORNIA COMPUTER SCHOOLS, INC 105.00 120434 03/06/2024 4444 URBAN RESTORATION GROUP US INC 1,095.94 120435 03/06/2024 4448 FS CONTRACTORS, INC. 119,508.19
120436 03/06/2024 4455 FRONTIER 474.79
120437 03/06/2024 4687 Mighty Oak Technnology 18,000.00 120438 03/06/2024 4688 PCAM, LLC 37,487.06
120439 03/06/2024 4710 Fidelity Security Life Insurance Company 8.62 120440 03/06/2024 4764 UniFirst Corporation 486.53
120441 03/06/2024 4817 Weck Analytical Environmental Services, Inc. 454.00 120442 03/06/2024 4829 Alicia A. Flores 123.20
120443 03/06/2024 4833 Michael R. Hillmann 1,820.00
120444 03/06/2024 4931 Antonio Castro Jr 863.34
120445 03/06/2024 5019 GM Sager Construction Co., Inc. 3,485.00 120446 03/06/2024 5038 EC AND ASSOCIATES ENGINEERING INC. 20,837.00 120447 03/06/2024 5045 CONVERSE CONSULTANTS 2,024.50
120448 03/06/2024 5096 NexTech Systems, Inc 20,487.47
120449 03/06/2024 5100 Flock Group Inc 50,863.01
120450 03/06/2024 5109 SITEREP CONSTRUCTION SERVICES, INC. 49,256.94 120451 03/06/2024 5112 Procure America, Inc 2,763.97
120452 03/06/2024 5228 ODP BUSINESS SOLUTIONS, LLC 90.38 120453 03/06/2024 5252 THE YOGA DANCE CO 238.89
120454 03/06/2024 5269 CONTROL AIR ENTERPRISES LLC. 1,323.00 120455 03/06/2024 5280 ALDERMAN & HILGERS LLP 19,630.00 120456 03/06/2024 5291 AMAZON CAPITAL SERVICES, INC 2,498.37 120457 03/06/2024 5401 ND CONSTRUCTION COMPANY INC 17,940.00 120458 03/06/2024 5405 DELCO SERVICE INC 1,717.39
120459 03/06/2024 5423 SUSAN T SCHOCK 207.20
120460 03/06/2024 5435 CORE & MAIN LP 832.88
120461 03/06/2024 5499 GOODMAN CAPITAL FINANCE 798.00
120462 03/06/2024 5507 MCMURRAY STERN LLC 128,789.64
120463 03/06/2024 5509 CITY OF AZUSA 9,815.77
120464 03/06/2024 99999 ANA JOVEL 80.00
Attachment A Page 2 of 4
CITY OF COVINA
Check Register
March 1, 2024 - Mar 14, 2024
Check # Check Date Vendor Name Amount
120465 03/06/2024 99999 CARMEN HO 7,000.00
120466 03/06/2024 99999 DEBORAH ABEYTA 80.00
120467 03/06/2024 99999 ELIZABETH MARCHENA 80.00
120468 03/06/2024 99999 HERIBERTO OROZCO 30.00
120469 03/13/2024 84 AIRGAS-WEST 239.55
120470 03/13/2024 173 ANDY'S WELDING 780.00
120471 03/13/2024 219 AT&T 27.79
120472 03/13/2024 654 CITRUS CAR WASH 114.97
120473 03/13/2024 766 COVINA DISPOSAL CO 34,018.67
120474 03/13/2024 771 COVINA IRRIGATING CO 172,140.71
120475 03/13/2024 796 CPRS DISTRICT 13 240.00
120476 03/13/2024 970 EDISON CO 39,332.97
120477 03/13/2024 1075 WEX BANK 247.71
120478 03/13/2024 1156 THE GAS COMPANY 2,678.25
120479 03/13/2024 1204 GOLDEN STATE WATER COMPANY 227.94 120480 03/13/2024 1235 GRAINGER 106.21
120481 03/13/2024 1361 HOLLIDAY ROCK CO INC 1,461.09
120482 03/13/2024 1571 KING BOLT CO 26.59
120483 03/13/2024 1707 LIEBERT CASSIDY WHITMORE 19,447.50 120484 03/13/2024 1747 LOS ANGELES PHILHARMONIC 2,613.75 120485 03/13/2024 1754 LOWE'S COMPANIES INC 33.63
120486 03/13/2024 2004 MUNICIPAL MGMT ASSOC OF SOCAL 125.00 120487 03/13/2024 2091 O REILLY AUTO PARTS 314.50
120488 03/13/2024 2275 POIRIER, ROBERT 140.00
120489 03/13/2024 2415 REPUBLIC MASTER CHEFS 307.55
120490 03/13/2024 2585 SCMAF-SAN GABRIEL VALLEY 80.00
120491 03/13/2024 2676 SMART AND FINAL IRIS CORP 404.84 120492 03/13/2024 2736 STAPLES BUSINESS ADVANTAGE 133.38 120493 03/13/2024 2769 SULLY-MILLER CONTRACTING CO 551,622.25 120494 03/13/2024 2898 TRIANGLE TRUCK PARTS 913.66
120495 03/13/2024 2935 UNDERGROUND SERVICE ALERT 191.57 120496 03/13/2024 2954 URBAN GRAFFITI ENTERPRISES INC 7,200.00 120497 03/13/2024 3001 VERIZON WIRELESS 12,261.26
120498 03/13/2024 3070 WEST COAST ARBORISTS INC 1,134.00 120499 03/13/2024 3163 GENTRY BROTHERS INC 561,643.80
120500 03/13/2024 3729 SUNBELT RENTALS INC 1,503.83
120501 03/13/2024 3749 JCL TRAFFIC SERVICES 231.08
120502 03/13/2024 3796 RICHARDS, WATSON & GERSHON 1,718.54 120503 03/13/2024 3801 JONES & MAYER 196.27
120504 03/13/2024 3810 MYERS & SONS HI-WAY SAFETY INC 4,350.01 120505 03/13/2024 3929 BOOT BARN INC 112.77
120506 03/13/2024 3988 LANDSCAPE WAREHOUSE III 1,535.05 120507 03/13/2024 4065 VERIZON WIRELESS 267.60
120508 03/13/2024 4201 OFFICE TEAM - A ROBERT HALF COMPANY 1,206.50 120509 03/13/2024 4247 UNITED WATER WORKS INC 1,844.23
120510 03/13/2024 4279 BOSS JANITORIAL SERVICES 11,736.63 120511 03/13/2024 4349 Intelli-Tech 677.38
120512 03/13/2024 4455 FRONTIER 6,555.30
120513 03/13/2024 4571 POWER SECURITY GROUP INC 24,337.00 120514 03/13/2024 4713 Fisher Integrated, Inc. 1,200.00 120515 03/13/2024 4738 Support Solutions, Inc. 5,850.00 120516 03/13/2024 4764 UniFirst Corporation 760.58
Attachment A Page 3 of 4
CITY OF COVINA
Check Register
March 1, 2024 - Mar 14, 2024
Check # Check Date Vendor Name Amount
120517 03/13/2024 4765 AMC Modern IT 3,709.25
120518 03/13/2024 4814 PTM General Engineering Services, Inc. 28,870.59 120519 03/13/2024 4817 Weck Analytical Environmental Services, Inc. 191.00 120520 03/13/2024 4854 CEJ Engineers, Inc. 52,882.50
120521 03/13/2024 4927 Contemporary Services Corporation 13,034.01 120522 03/13/2024 4977 Enterprise FM Trust 4,283.42
120523 03/13/2024 5019 GM Sager Construction Co., Inc. 24,830.00 120524 03/13/2024 5080 Spohn Ranch, Inc. 252,612.13
120525 03/13/2024 5139 Crown Castle Fiber LLC 925.00
120526 03/13/2024 5283 Y TIRE PERFORMANCE 1,729.94
120527 03/13/2024 5427 THE ANOINTED LLC 3,365.86
120528 03/13/2024 5433 BOWMAN INFRASTRUCTURE ENGINEERS LTD 27,297.50 120529 03/13/2024 5457 WEST COAST FENCE SERVICES LLC 1,200.00 120530 03/13/2024 5457 WEST COAST FENCE SERVICES LLC 9,689.20 120531 03/13/2024 5499 GOODMAN CAPITAL FINANCE 1,064.00 120532 03/13/2024 5509 CITY OF AZUSA 650,536.20
120533 03/13/2024 99999 PATRICIA RODRIGUEZ 4,800.00
120534 03/13/2024 99999 ROSALBA REYES 4,000.00
120535 03/14/2024 68 AFLAC ACCT# YQ792 WORLDWIDE HEADQUARTERS 4,394.57 120536 03/14/2024 69 AFSCME District Council 36 662.74
120537 03/14/2024 775 COVINA POLICE ASSOCIATION 2,900.00 120538 03/14/2024 878 DELTA DENTAL OF CALIFORNIA 9,151.50 120539 03/14/2024 3795 PRE-PAID LEGAL SERVICES, INC 155.48 120540 03/14/2024 3846 CLEA 1,072.00
120541 03/14/2024 4255 RELIASTAR LIFE INSURANCE COMPANY 5,062.41 120542 03/14/2024 4710 Fidelity Security Life Insurance Company 985.45 subtotal checks $ 4,465,295.06
117113 07/27/2023 21 ABELING, MARY JANE (3,750.00)
voids $ (3,750.00)
payroll (03/14/24) $ 1,058,087.41
payroll ( } $ -
workers' compensation $ 6,911.42
TOTAL checks/EFTs $ 5,720,707.82
Attachment A Page 4 of 4
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 3
Meeting: April 2, 2024
Title: Award of Contract to FC & Sons Roofing, Inc. for Roof Repairs at the Public Works Yard Presented by: Andy Bullington, Director of Public Works Rafael Fajardo, Deputy Director / City Engineer
Recommendation: Award a contract for the Public Works Yard Roof Repair Project to FC & Sons Roofing, Inc. in the amount of $164,993 and authorize the City Manager to execute the contract.
EXECUTIVE SUMMARY:
The Public Works Yard, located at 534 N. Barranca Avenue, consists of several buildings which house multiple operations and personnel. The roofs specifically have not been replaced in approximately 25 years and the current efforts to patch and replace have proven insufficient. Due to normal wear and tear and exacerbated by the recent rainstorms, the roofs have quickly deteriorated resulting in significant and numerous leaks around staff offices and equipment storage areas. As a result, the underlying structures have been damaged including ceiling tiles, insulation, light fixtures and interior walls. Staff recommends the award of contract to FC & Sons Roofing, Inc in the amount of $164,993 for comprehensive roof repairs at the Public Works Yard for the Administration and Building Maintenance buildings.
BACKGROUND:
Due to aging infrastructure, Public Works staff finds roof repairs for the Administration and Maintenance Buildings at the Public Works Yard can no longer be deferred. The Administrative Building houses administrative staff, SCADA equipment, multiple offices, a breakroom, a conference room as well as restrooms and serves as the primary entrance for the community. This building sees high volumes of foot traffic as Public Works staff pass through on a daily basis to access office spaces and manage daily operations. Additionally, the Maintenance Building houses equipment used to provide maintenance services to every City facility, respond to citywide work orders, and acts as a workspace to complete various projects.
Roof repairs to these buildings will not only alleviate damages to ceiling tiles, insulation, light fixtures, and interior walls, but will also provide a more comfortable working environment for staff and protect costly equipment situated within each facility.
DISCUSSION:
The Department of Public Works requested informal proposals from three (3) professional and licensed painting firms and received the following proposals:
Rank Consultant Location Amount
1 FC & Sons Roofing, Inc. Bell Gardens, CA $164,993.00
2 4 Seasons Roofing, Inc. Montebello, CA $175,770.00
3 ERC Roofing & Waterproofing Santa Ana, CA $177,650.00 Staff reviewed the proposals received as well as the consultants’ background for competency. Staff determined that FC & Sons Roofing, Inc. is the successful low bidder based on similar projects completed for other private and public agencies including the City of Covina.
FISCAL IMPACT:
Sufficient funding is available within the Building Maintenance Fund (Account No. 70206100-52400) as part of the City’s approved Fiscal Year 2023-2024 operating budget.
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):
This project has been determined to be categorically exempt under CEQA in accordance with Title 14, Chapter 3, Class 1, Sections 15301 and 15302. This exemption includes the minor alteration of existing public facilities involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination.
The project involves negligible or no expansion of an existing use.
Respectfully submitted,
ATTACHMENT A
ATTACHMENT A
CITY OF COVINA AGREEMENT FOR
MINOR CONSTRUCTION AND MAINTENANCE SERVICES
This Agreement (“Agreement”) is dated March 19, 2024 (“Effective Date”) and is between the City of Covina, a California municipal corporation (“City”) and FC & Sons Roofing, Inc., a California corporation (Contractor”). City and Contractor are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.
RECITALS
A. City desires to utilize the services of Contractor as an independent contractor to perform/provide professional contracting services for roof repairs at the Public Works Yard Administration and Maintenance Buildings for the Covina Public Works Yard Roof Repair Project.
B. Contractor represents that it is fully qualified to perform such work by virtue of its experience and the training, education and expertise of its principals and employees.
C. City desires to retain Contractor and Contractor desires to serve City to perform this work in accordance with the terms and conditions of this Agreement.
The parties therefore agree as follows:
1. Term of Agreement. The term of this Agreement shall be from the Effective Date through December 31, 2024 unless sooner terminated as provided in Section 14 of this Agreement. In no event shall the contract be extended beyond December 31, 2024.
2. Compensation.
A. Cost of Work. For the Work described in Section 3 of this Agreement, Contractor shall receive the sum of exceed One Hundred Sixty-Four Thousand Nine Hundred Ninety-Three Dollars ($164,993) payable in accordance with the Schedule of Payments, attached hereto and incorporated herein as Exhibit A (Scope of Work and Payment Schedule). Any terms other than a description of the work to be performed, costs of the work, or the payment schedule contained in Exhibit A is null and void and not a part of this Agreement.
B. Expenses. The amount set forth in paragraph A shall include reimbursement for all actual and necessary expenditures reasonably incurred in the performance of this Agreement.
C. Additional Services. City shall not allow any claims for additional services performed by Contractor, unless the City Council and the Contractor Representative authorize the additional services in writing prior to Contractor’s performance of the additional services or incurrence of additional expenses. Any additional services or expenses authorized by the City Council shall be compensated at the rates set forth in Exhibit A (Scope of Work and Payment Schedule), or, if not specified, at a rate mutually agreed to by the parties. City shall make payment for additional services and expenses in accordance with Section 4 of this Agreement.
3. Contractor’s Work.
ATTACHMENT B
A. Scope of Services. Contractor shall construct and install all of the work described in the Scope of Work, attached hereto and incorporated herein as Exhibit A (Scope of Work and Payment Schedule) and shall provide and furnish all the labor, materials, necessary tools, expendable equipment, and all utility and transportation services required for the Work. All of said Work to be performed and materials to be furnished for the Work shall be in strict accordance with the specifications set forth in the Scope of Work. The Work shall be completed within the time set forth in the Scope of Work. Contractor shall not commence the Work until such time as directed in writing by the City. City may request, in writing, changes in the Scope of Work to be performed. Any changes mutually agreed upon by the parties, and any increase or decrease in compensation, shall be incorporated by written amendments to this Agreement.
B. Party Representatives. For the purposes of this Agreement, the City Representative shall be the City Manager, or such other person designated in writing by the City Manager (the “City Representative”). For the purposes of this Agreement, the Contractor Representative shall be Andy Cabral, Project Manager (the “Contractor Representative”). The Contractor Representative shall directly manage Contractor’s Work under this Agreement. Contractor shall not change the Contractor Representative without City’s prior written consent.
C. Time for Performance. Contractor shall commence the Work on the Effective Date and shall perform all Work by the deadline established by the City Representative or, if no deadline is established, with reasonable diligence.
D. Standard of Performance. Contractor shall perform all Work under this Agreement in accordance with the standard of care generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City.
E. Personnel. Contractor has, or will secure at its own expense, all personnel required to perform the Work required under this Agreement. All of the Work required under this Agreement shall be performed by Contractor or under its supervision, and all personnel engaged in the work shall be qualified to perform such Work. Contractor shall determine the means, methods, and details by which Contractor’s personnel will perform the Work under this Agreement. Contractor shall be solely responsible for the satisfactory work performance of all personnel engaged in performing the Work and compliance with the customary professional standards.
F. Compliance with Laws. The Contractor shall keep itself informed of all local, state and federal ordinances, laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Contractor shall at all times observe and comply with all such ordinances, laws and regulations. The City and its agents shall not be liable at law or in equity occasioned by failure of the Contractor to comply with this section. This Agreement may call for services that, in whole or in part, constitute “public works,” as defined in the California Labor Code. Therefore, as to those services that may be “public works”, including construction services. Contractor shall comply in all respects with all applicable provisions of the California Labor Code, including those set forth in Exhibit B.
G. Permits and Licenses. Contractor shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of services under this Agreement, including a business license.
H. City Approval. All labor, materials, tools, equipment, and services shall be furnished and work performed and completed subject to the approval of City or its authorized representatives, and the quality of the workmanship shall be guaranteed for one year from date of acceptance.
I. Performance and Labor and Material Bonds. Within ten (10) business days from the execution of this Agreement, Contractor shall provide the City with: (1) a Performance Bond, which shall be maintained until the end of the warranty period set forth in subsection O of this Section 3, to assure faithful performance of this Agreement in regard to the work required to be constructed pursuant to this Agreement in the amount of the Contract; and (2) a Labor and Materials Bond to secure payment to any contractor, subcontractor, persons renting equipment, or furnishing labor or materials for the work required to be constructed or installed pursuant to this Agreement in the additional amount of the Contract. The bonds shall be in substantially the form attached hereto as Exhibits C and D, incorporated herein by this reference, and approved by the City Attorney. The surety shall be a surety admitted in the State of California and approved by the City.
J. Contractor's Independent Investigation. No plea of ignorance of conditions that exist or that may hereafter exist or of conditions of difficulties that may be encountered in the execution of the work under this Contract, as a result of failure to make the necessary independent examinations and investigations, and no plea of reliance on initial investigations or reports prepared by City for purposes of letting this Contract out to proposal will be accepted as an excuse for any failure or omission on the part of the Contractor to fulfill in every detail all requirements of this Contract. Nor will such reasons be accepted as a basis for any claims whatsoever for extra compensation or for an extension of time.
K. Contractor's Affidavit. After the completion of the Work contemplated by this Agreement, Contractor shall file with the City Manager his affidavit stating that all workmen and persons employed, all firms supplying materials, and all subcontractors on the Work have been paid in full, and that there are no claims outstanding against the project for either labor or materials, except certain items, if any, to be set forth in an affidavit covering disputed claims or items in connection with a Stop Notice which has been filed under the provisions of the laws of the State of California.
L. Utility Location. City acknowledges its responsibilities with respect to locating utility facilities pursuant to California Government Code Section 4215.
M. Regional Notification Centers. Contractor agrees to contact the appropriate regional notification center in accordance with Government Code Section 4215.
N. Inspection. The Work shall be subject to inspection and testing by City and its authorized representatives during manufacture and construction and all other times and places, including without limitation, the plans of Contractor and any of its suppliers. Contractor shall provide all reasonable facilities and assistance for the safety and convenience of inspectors. All inspections and tests shall be performed in such manner as to not unduly delay the Work. The Work shall be subject to final inspection and acceptance notwithstanding any payments or other prior inspections. Such final inspection shall be made within a reasonable time after completion of the Work.
O. Warranty. Contractor shall guarantee or warranty the work done pursuant to this Agreement for a period of one year following acceptance thereof by City against any defective work or labor done or defective materials furnished.
P. Liquidated Damages; Extension Of Time. In accordance with Government Code Section 53069.85, Contractor agrees to forfeit and pay to City the sum of one Thousand Dollars ($1,000.00) per day for each calendar day completion is delayed beyond the time allowed pursuant to Section 3 of this Agreement. Such sum shall be deducted from any payments due to or to become due to Contractor. Contractor will be granted an extension of time and will not be assessed liquidated damages far unforeseeable delays beyond the control of, and without the fault or negligence of, the Contractor including delays caused by City. Within ten (10) calendar days of the occurrence of such delay, Contractor shall give written notice to City. Within thirty (30) calendar days of the occurrence of the delay, Contractor shall provide written documentation sufficient to support its delay claim to City. Contractor's failure to provide such notice and documentation shall constitute Contractor's waiver, discharge, and release of such delay claims against City.
4. Method of Payment.
A. Invoices. Contractor shall submit to City an invoice, on a monthly basis or less frequently, for actual services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period, hourly rates charged, if applicable, and the amount due. If City disputes any of Contractor's fees, it shall give written notice to Contractor within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice.
B. Payment. City shall pay all undisputed invoice amounts within thirty (30) calendar days after receipt up to the maximum compensation set forth in Section 2 of this Agreement. City shall not withhold federal payroll, state payroll or other taxes, or other similar deductions, from payments made to Contractor. For all reimbursements authorized by this Agreement, Contractor shall provide receipts on all reimbursable expenses in excess of Fifty Dollars ($50) in such form as approved by the Finance Director.
C. Audit of Records. Contractor shall make all records, invoices, time cards, cost control sheets and other records maintained by Contractor in connection with this agreement available during Contractor’s regular working hours to City for review and audit by City.
D. Waiver of Claims. On or before making final request for payment under Paragraph B, above, Contractor shall submit to City, in writing, all claims for compensation under or arising out of this Agreement; the acceptance by Contractor of the final payment shall constitute a waiver of all claims against City under or arising out of this Contract except those previously made in writing and request for payment. Contractor shall be required to execute an affidavit, release and indemnify agreement with each claim for payment.
5. Ownership of Documents. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files containing data generated for the work, surveys, notes, and other documents prepared in the course of providing the services to be performed (“written products”) pursuant to this Agreement shall become the sole property of the City without restriction or limitation upon its use and may
be used, reused, disseminated or otherwise disposed of by the City without the permission of the Contractor. With respect to computer files containing data generated for the work, Contractor shall make available to the City, upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. Contractor may take and retain copies of the written products as desired, but the written products shall not be the subject of a copyright application by Contractor.
6. Independent Contractor.
A. Contractor is, and shall at all times remain as to City, a wholly independent contractor and not an employee of City. The personnel performing the services under this Agreement on behalf of Contractor shall also not be employees of City and shall at all times be under Contractor's exclusive direction and control. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City. Neither City nor any of its agents shall have control over the conduct of Contractor or any of Contractor’s employees. Contractor shall not, at any time, or in any manner, represent that it or any of its officers, agents or employees are in any manner employees of City. Contractor and Contractor’s personnel shall not supervise any of City’s employees; and City’s employees shall not supervise Contractor’s personnel. Contractor’s personnel shall not wear or display any City uniform, badge, identification number, or other information identifying such individual as an employee of City; and Contractor’s personnel shall not use any City e-mail address or City telephone number in the performance of any of the services under this Agreement. Contractor shall acquire and maintain, at its sole cost and expense, such vehicles, equipment, and supplies as Contractor’s personnel require to perform any of the services required by this Agreement. Contractor shall perform the services off of City premises at locations of Contractor’s choice, except as otherwise may from time to time be necessary in order for Contractor’s personnel to receive projects from City, review plans on file at City, pick up or deliver any work product related to Contractor’s performance of the Work under this Agreement, or as may be necessary to inspect or visit City locations and/or private property to perform the services.
City may make a computer available to Contractor from time to time for Contractor’s personnel to obtain information about or to check on the status of projects pertaining to the services under this Agreement.
B. No employee benefits shall be available to Contractor in connection with the performance of this Agreement. Except for the fees paid to Contractor as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Contractor for performing Work hereunder for City. City shall not be liable for compensation or indemnification to Contractor for injury or sickness arising out of performing Work hereunder. Contractor shall be responsible for and pay all wages, salaries, benefits and other amounts due to Contractor’s personnel in connection with their performance of the Work under this Agreement and as required by law. Contractor shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: Social Security taxes, other retirement or pension benefits, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. Notwithstanding any other agency, state, or federal policy, rule, regulation, statute or ordinance to the contrary, Contractor and any of its officers, employees, agents, and subcontractors providing any of the Work under this Agreement shall not become entitled to, and hereby waive any claims to, any wages, salaries, compensation, benefit or any incident of employment by City, including, but not limited to, eligibility to enroll in, or reinstate to membership in, the California Public Employees Retirement System (“PERS”) as an employee
of City, and entitlement to any contribution to be paid by City for employer contributions or employee contributions for PERS benefits.
C. Contractor shall indemnify and hold harmless City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs, and expenses of any nature to the extent arising from, caused by, or relating to Contractor’s personnel practices. or to the extent arising from, caused by, or relating to the violation of any of the provisions of this Section
6. In addition to all other remedies available under law, City shall have the right to offset against the amount of any fees due to Contractor under this Agreement any amount due to City from Contractor as a result of Contractor’s failure to promptly pay to City any reimbursement or indemnification arising under this Section 6. This duty of indemnification is in addition to Contractor’s duty to defend, indemnify, and hold harmless as set forth in any other provision of this Agreement.
7. PERS Compliance and Indemnification.
A. General Requirements. The parties acknowledge that City is a local agency member of PERS, and as such has certain pension reporting and contribution obligations to PERS on behalf of qualifying employees. Contractor agrees that, in providing its employees and any other personnel to City to perform the Work under this Agreement, Contractor shall assure compliance with the Public Employees’ Retirement Law, commencing at Government Code Section 20000, the regulations of PERS, and the Public Employees’ Pension Reform Act of 2013, as amended.
Without limitation to the foregoing, Contractor shall assure compliance with regard to personnel who have active or inactive membership in PERS and to those who are retired annuitants and in performing this Agreement shall not assign or utilize any of its personnel in a manner that will cause City to be in violation of the applicable retirement laws and regulations.
B. Indemnification. Contractor shall defend (with legal counsel approved by City, whose approval shall not be unreasonably withheld), indemnify, and hold harmless City, and its City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs, and expenses of any nature to the extent arising from, caused by, or relating to Contractor’s violation of any provisions of this Section 7. This duty of indemnification is in addition to Contractor’s duty to defend, indemnify, and hold harmless as set forth in any other provision of this Agreement.
8. Confidentiality. All data, documents, discussion, or other information (collectively “data”) developed or received by Contractor or provided for performance of this Agreement are deemed confidential. Contractor shall keep all data confidential and shall not disclose any data to any person or entity without City’s prior written consent. City shall grant such consent if disclosure is legally required. Contractor shall return all data to City upon the expiration or termination of this Agreement. Contractor’s covenant under this Section 8 shall survive the expiration or termination of this Agreement.
9. Conflicts of Interest. Contractor and its officers, employees, associates and subcontractors, if any, shall comply with all conflict of interest statutes of the State of California applicable to Contractor’s Work under this Agreement, including the Political Reform Act (Gov.
Code, § 81000 et seq.) and Government Code Section 1090. During the term of this Agreement, Contractor may perform similar services for other clients, but Contractor and its officers, employees, associates and subcontractors shall not, without the City Representative’s prior written approval, perform work for another person or entity for whom Contractor is not currently performing work that would require Contractor or one of its officers, employees, associates or subcontractors to abstain from a decision under this Agreement pursuant to a conflict of interest statute. Contractor shall incorporate a clause substantially similar to this Section 9 into any subcontract that Contractor executes in connection with the performance of this Agreement.
10. Indemnification.
A. Indemnities for Third Party Claims.
1) To the fullest extent permitted by law, Contractor shall, at its sole cost and expense, defend, hold harmless and indemnify City and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, assigns and those City agents serving as independent contractors in the role of City officials (collectively “Indemnitees”), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, expenses, judgments, penalties, liens and losses of any nature whatsoever, including fees of accountants, attorneys or other professionals, and all costs associated therewith, and the payment of all consequential damages (collectively “Liabilities”), in law or equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Contractor, its officers, agents, servants, employees, subcontractors, materialmen, contractors or their officers, agents, servants or employees (or any entity or individual that Contractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees, as determined by final arbitration or court decision or by the agreement of the parties. Contractor shall defend the Indemnitees in any action or actions filed in connection with any Liability with counsel of the Indemnitees’ choice, and shall pay all costs and expenses, including all attorneys’ fees and experts’ costs actually incurred in connection with such defense. Contractor shall reimburse the Indemnitees for any and all legal expenses and costs incurred by Indemnitees in connection therewith. 2) Contractor shall pay all required taxes on amounts paid to Contractor under this Agreement, and indemnify and hold City harmless from any and all taxes, assessments, penalties and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Contractor shall fully comply with the workers’ compensation law regarding Contractor and Contractor’s employees. Contractor shall indemnify and hold City harmless from any failure of Contractor to comply with applicable workers’ compensation laws.
City may offset against the amount of any fees due to Contractor under this Agreement any amount due to City from Contractor as a result of Contractor’s failure to promptly pay to City any reimbursement or indemnification arising under this Subparagraph A. 2). 3) Contractor shall obtain executed indemnity agreements with provisions identical to those in this Section 10 from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance of this Agreement. If Contractor fails to obtain such indemnity obligations, Contractor shall be fully responsible and indemnify, hold harmless and defend the Indemnitees from and against any and all Liabilities in
law or equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Contractor’s subcontractor, its officers, agents, servants, employees, subcontractors, materialmen, contractors or their officers, agents, servants or employees (or any entity or individual that Contractor’s subcontractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees, as determined by final arbitration or court decision or by the agreement of the parties.
B. Workers’ Compensation Acts not Limiting. Contractor’s indemnifications and obligations under this Section 10, or any other provision of this Agreement, shall not be limited by the provisions of any workers’ compensation act or similar act. Contractor expressly waives its statutory immunity under such statutes or laws as to City, its officers, agents, employees and volunteers.
C. Insurance Requirements not Limiting. City does not, and shall not, waive any rights that it may possess against Contractor because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. The indemnities in this Section 10 shall apply regardless of whether or not any insurance policies are determined to be applicable to the Liability, tax, assessment, penalty or interest asserted against City.
D. Survival of Terms. Contractor’s indemnifications and obligations under this Section 10 shall survive the expiration or termination of this Agreement.
11. Insurance.
A. Minimum Scope and Limits of Insurance. Contractor shall procure and at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows:
1) Commercial General Liability Insurance with a minimum limit of Two Million Dollars ($2,000,000) per occurrence for bodily injury, personal injury and property damage and a general aggregate limit of Four Million Dollars ($4,000,000) per project or location.
If Contractor is a limited liability company, the commercial general liability coverage shall be amended so that Contractor and its managers, affiliates, employees, agents and other persons necessary or incidental to its operation are insureds.
2) Automobile Liability Insurance for any owned, non-owned or hired vehicle used in connection with the performance of this Agreement with a combined single limit of Two Million Dollars ($2,000,000) per accident for bodily injury and property damage. If Contractor does not use any owned, non-owned or hired vehicles in the performance of Work under this Agreement, Contractor shall obtain a non-owned auto endorsement to the Commercial General Liability policy required under Subparagraph A. 1) of this Section 11. 3) Workers’ Compensation Insurance as required by the State of California and Employer’s Liability Insurance with a minimum limit of Two Million Dollars ($2,000,000) per accident for bodily injury or disease. If Contractor has no employees while performing Work under this Agreement, workers’ compensation policy is not required, but Contractor shall provide an executed declaration that it has no employees.
B. Acceptability of Insurers. The insurance policies required under this Section 11 shall be issued by an insurer admitted to write insurance in the State of California with a rating of A:VII or better in the latest edition of the A.M. Best Insurance Rating Guide. Self-insurance shall not be considered to comply with the insurance requirements under this Section 11.
C. Additional Insured. The commercial general and automobile liability policies shall contain an endorsement naming the City, its officers, employees, agents and volunteers as additional insureds.
D. Primary and Non-Contributing. The insurance policies required under this Section 11 shall apply on a primary non-contributing basis in relation to any other insurance or selfinsurance available to City. Any insurance or self-insurance maintained by City, its officers, employees, agents or volunteers, shall be in excess of Contractor’s insurance and shall not contribute with it.
E. Contractor’s Waiver of Subrogation. The insurance policies required under this Section 11 shall not prohibit Contractor and Contractor’s employees, agents or subcontractors from waiving the right of subrogation prior to a loss. Contractor hereby waives all rights of subrogation against City.
F. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be approved by City. At City’s option, Contractor shall either reduce or eliminate the deductibles or self-insured retentions with respect to City, or Contractor shall procure a bond guaranteeing payment of losses and expenses.
G. Cancellations or Modifications to Coverage. Contractor shall not cancel, reduce or otherwise modify the insurance policies required by this Section 11 during the term of this Agreement. The commercial general and automobile liability policies required under this Agreement shall be endorsed to state that should the issuing insurer cancel the policy before the expiration date, the issuing insurer will endeavor to mail thirty (30) calendar days’ prior written notice to City. If any insurance policy required under this Section 11 is canceled or reduced in coverage or limits, Contractor shall, within two (2) business days of notice from the insurer, phone, fax or notify City via certified mail, return receipt requested, of the cancellation of or changes to the policy.
H. City Remedy for Noncompliance. If Contractor does not maintain the policies of insurance required under this Section 11 in full force and effect during the term of this Agreement, or in the event any of Contractor’s policies do not comply with the requirements under this Section 11, City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may, but has no duty to, take out the necessary insurance and pay, at Contractor’s expense, the premium thereon. Contractor shall promptly reimburse City for any premium paid by City or City may withhold amounts sufficient to pay the premiums from payments due to Contractor.
I. Evidence of Insurance. Prior to the performance of Work under this Agreement, Contractor shall furnish City’s Risk Manager with a certificate or certificates of insurance and all original endorsements evidencing and effecting the coverages required under this Section 11. The endorsements are subject to City’s approval. Contractor may provide complete, certified copies of
all required insurance policies to City. Contractor shall maintain current endorsements on file with City’s Risk Manager. Contractor shall provide proof to City’s Risk Manager that insurance policies expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Contractor shall furnish such proof at least two (2) weeks prior to the expiration of the coverages.
J. Indemnity Requirements not Limiting. Procurement of insurance by Contractor shall not be construed as a limitation of Contractor’s liability or as full performance of Contractor’s duty to indemnify City under Section 10 of this Agreement.
K. Subcontractor Insurance Requirements. Contractor shall require each of its subcontractors that perform Work under this Agreement to maintain insurance coverage that meets all of the requirements of this Section 11.
12. Mutual Cooperation.
A. City’s Cooperation. City shall provide Contractor with all pertinent data, documents and other requested information as is reasonably available for Contractor’s proper performance of the Work required under this Agreement.
B. Contractor’s Cooperation. In the event any claim or action is brought against the City relating to Contractor’s performance or Work rendered under this Agreement, Contractor shall render any reasonable assistance that City requires.
13. Records and Inspections. Contractor shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of five (5) years. Contractor shall, without charge, provide City with access to the records during normal business hours. City may examine and audit the records and make transcripts therefrom, and inspect all program data, documents, proceedings and activities.
14. Termination or Suspension of Agreement.
A. Right to Terminate or Suspend. City may terminate or suspend this Agreement at any time, at will, for any reason or no reason, after giving written notice to Contractor at least seven (7) calendar days before the termination or suspension is to be effective. Contractor may terminate this Agreement at any time, at will, for any reason or no reason, after giving written notice to City at least sixty (60) calendar days before the termination is to be effective.
B. Obligations upon Termination. Contractor shall cease all work under this Agreement on or before the effective date of termination specified in the notice of termination. In the event of City’s termination of this Agreement due to no fault or failure of performance by Contractor, City shall pay Contractor based on the percentage of work satisfactorily performed up to the effective date of termination. In no event shall Contractor be entitled to receive more than the amount that would be paid to Contractor for the full performance of the Work required by this Agreement.
15. Force Majeure. Contractor shall not be liable for any failure to perform its obligations under this Agreement if Contractor presents acceptable evidence, in City’s sole judgment, that such failure was due to strikes, lockouts, labor disputes, embargoes, acts of God, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, governmental regulations, governmental controls, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond Contractor’s reasonable control and not due to any act by Contractor.
16. Notices. Any notices, consents, requests, demands, bills, invoices, reports or other communications which either party may desire to give to the other party under this Agreement must be in writing and conclusively deemed effective: (a) on personal delivery, (b) on confirmed delivery by reputable document delivery service or courier service during Contractor’s and City's regular business hours, or (c) five business days after deposit in the United States mail, by first class mail, postage prepaid, and addressed to the party to be notified as set forth below:
If to City: If to Contractor:
Attn: Public Works Department Attn: Andy Cabral, Project Manager City of Covina FC & Sons Roofing, Inc.
125 E. College Street 6508 Clara Street
Covina, California 91723 Bell Gardens, CA 90201-5608
17. Non-Discrimination and Equal Employment Opportunity. In the performance of this Agreement, Contractor shall not discriminate against any employee, subcontractor or applicant for employment because of race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, sexual orientation or other basis prohibited by law.
Contractor will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information or sexual orientation.
18. Prohibition of Assignment and Delegation. Contractor shall not assign any of its rights or delegate any of its duties under this Agreement, either in whole or in part, without City’s prior written consent. City’s consent to an assignment of rights under this Agreement shall not release Contractor from any of its obligations or alter any of its primary obligations to be performed under this Agreement. Any attempted assignment or delegation in violation of this Section 18 shall be void and of no effect and shall entitle City to terminate this Agreement. As used in this Section 18, “assignment” and “delegation” means any sale, gift, pledge, hypothecation, encumbrance or other transfer of all or any portion of the rights, obligations, or liabilities in or arising from this Agreement to any person or entity, whether by operation of law or otherwise, and regardless of the legal form of the transaction in which the attempted transfer occurs.
19. No Third-Party Beneficiaries Intended. Except as otherwise provided in Section 10, this Agreement is made solely for the benefit of the parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.
20. Waiver. No delay or omission to exercise any right, power or remedy accruing to City under this Agreement shall impair any right, power or remedy of City, nor shall it be construed as a waiver of, or consent to, any breach or default. No waiver of any breach, any failure of a condition, or any right or remedy under this Agreement shall be (1) effective unless it is in writing and signed by the party making the waiver, (2) deemed to be a waiver of, or consent to, any other breach, failure of a condition, or right or remedy, or (3) deemed to constitute a continuing waiver unless the writing expressly so states.
21. Exhibits. Exhibits A, B, C, and D constitute a part of this Agreement and are incorporated into this Agreement by this reference. If any inconsistency exists or arises between a provision of this Agreement and a provision of any exhibit, the provisions of this Agreement shall control.
22. Entire Agreement. This Agreement and all exhibits referred to in this Agreement constitute the final, complete and exclusive statement of the terms of the agreement between the parties pertaining to the subject matter of this Agreement and supersede all other prior or contemporaneous oral or written understandings and agreements of the parties. No party has been induced to enter into this Agreement by, nor is any party relying on, any representation or warranty except those expressly set forth in this Agreement.
23. Amendment of Agreement. This Agreement may be amended only by a writing signed by both parties. If the City Manager has entered into this Agreement on behalf of the City, the City Manager may approve an amendment to this Agreement and additional payment up to the amount of his contract authority. If this Agreement was originally approved by the City Council, then any amendments shall be approved by the City Council, except that the City Manager may approve amendments extending the time for performance, modifying the scope of work without any change to the maximum payment, approving a change in name of the Contractor, or terminating the Agreement.
24. Headings. The headings in this Agreement are included solely for convenience of reference and shall not affect the interpretation of any provision of this Agreement or any of the rights or obligations of the parties to this Agreement.
25. Word Usage. Unless the context clearly requires otherwise, (a) the words “shall,” “will” and “agrees” are mandatory and “may” is permissive; (b) “or” is not exclusive; and (c) “includes” or “including” are not limiting.
26. Time of the Essence. Time is of the essence in respect to all provisions of this Agreement that specify a time for performance; provided, however, that the foregoing shall not be construed to limit or deprive a party of the benefits of any grace or use period allowed in this Agreement.
27. Governing Law and Choice of Forum. This Agreement, and any dispute arising from the relationship between the parties to this Agreement, shall be governed by and construed in accordance with the laws of the State of California, except that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be applied in interpreting this Agreement. Any dispute that arises under or relates to this Agreement (whether contract, tort or both) shall be resolved in a municipal, superior or federal court with geographic jurisdiction over the City of Covina.